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 MOUNTAIN HOUSE MOTHERS CLUB BYLAWS
I. NAME & LOGO
II. PURPOSE & PHILOSOPHY
III. DEFINITION OF THE CLUB
IV. MEMBERSHIP
V. CODE OF CONDUCT
VI. TERMINATION OF MEMBERSHIP
VII. DUES
VIII. BUDGET
IX. VOLUNTEER INCENTIVE PROGRAM
X. HELPING HANDS PROGRAM
XI. SISTERS PROGRAM
XII. MOM-TO-MOM PROGRAM
XIII. LENDING LIBRARY PROGRAM
XIV. BABYSITTING COOP
XV. MEETINGS
XVI. ACTIVITIES, EVENTS, & SUBCLUBS
XVII. PLAYGROUPS
XVIII. LEADERSHIP TEAM POSITIONS, SELECTION PROCESS & DUTIES
XIX. NON-LEADERSHIP TEAM POSITIONS, SELECTION PROCESS & DUTIES
XX. AMENDMENT PROCEDURES
I. NAME & LOGO
The name of the club shall be Mountain House Mothers Club (hereafter referred to as “MHMC” or “Club”).
II. PURPOSE & PHILOSOPHY
The MHMC vision statement is to create an open and supportive environment for all Members. We seek to nurture the nurturers by creating a sense of belonging, openness and a place where all ideas are listened to, openly discussed and given merit. Our goal is to promote the well being of parents and children through support, friendship, education and sharing of resources, ideas, talents and experiences. What we get out of the Club is directly related to what we put into it. We work to achieve our vision by being non-discriminatory and welcoming of all caregivers – working or stay-at-home, breast feeding or bottle feeding, birth, adoptive or foster.
III. DEFINITION OF THE CLUB
The MHMC is a not-for-profit, member-led group of Mountain House residents and residents of surrounding communities that provides support to mothers and children of all ages. Fathers, expectant mothers and caregivers are welcome.
The MHMC is not political, partisan or sectarian and does not discriminate against any individual because of age, race, creed, color, gender, sexual orientation or other legally protected condition or class.
IV. MEMBERSHIP
A. Membership is available to any parent/guardian with the awareness that MHMC’s activities are geared primarily toward mothers and children under 6 years of age. Members may be expectant mothers, caregivers, fathers, or have older children.
B. Membership within this Club will not be limited in number.
C. Any paid Member is eligible to vote, hold a Leadership Team or a Non-Leadership Team position.
D. Each Member’s name will be included on the Membership Roster upon payment of dues. If a Member wishes to withhold any personal information, they need to notify the Membership Coordinator.
E. Membership Rosters, which contain names, child(ren)’s name(s), and contact information will be available in a Member’s Only section of the MHMC Website.
F. The process for becoming a Member is:
i. Potential Members may attend one MHMC Activity for children and/or one MHMC Activity or Subclub Activity for moms before deciding to join the Club.
ii. Join the MHMC by registering online at www.MHMothersClub.com and complete the registration form in its entirety, including accepting these Bylaws.
iii. Once the registration form has been received, the Membership Chair will make contact with the Potential Member to make arrangements for dues to be paid. Dues must be paid or alternate arrangements made within one month of the initial date of registration, during which time the new Member will be reminded no more than twice via email and once by phone.
iv. Once dues have been received, the Membership Chair will activate the new Members online account; begin work to place the Member in an Age-Specific Playgroup, if requested; announce the new Member to the Leadership Team for inclusion on mailing lists; and announce the new Member to the entire Membership.
v. If dues are not received or alternate arrangements have not been made within that time frame, the Potential Member will be removed from the website and will need to begin the process again when the timing is better for them.
G. Members must sign the Bylaws Acknowledgement Form when renewing membership annually. Forms are available online at www.MHMothersClub.com to sign electronically.
V. CODE OF CONDUCT
A. All parents must be responsible for the well being, safety and behavior of their own child(ren) at all MHMC functions. MHMC functions are meant to be enjoyable and safe for both parents and children. The MHMC respects parenting differences but does expect that all children behave appropriately at functions. Unacceptable behavior includes any action where a child is aggressive toward another child, including but not limited to hitting, scratching, kicking, biting, spitting, hair pulling, and destroying property. In the event that a child is behaving in an unacceptable manner, the parent needs to correct the behavior and/or remove the child from the situation.
B. Do not attend playgroups or other functions when you or your child(ren) is ill.
C. No Member or Partner of a Member shall use obscene or abusive verbal language directed toward any other Member or Partner of a Member of the Club or their child(ren).
D. No Member or Partner of a Member shall use physical or obscene gestures toward any other Member or Partner of a Member of the Club or their child(ren).
E. Members and Partners of Members shall refrain from malicious gossip or harassment regarding other Members or Partners of a Member of the Club.
F. Negative or slanderous remarks about any Member or Partner of a Member of the MHMC are not acceptable.
G. Personal politics, partisan or religious lobbying will not be permitted within the MHMC. Non-partisan community or family-related issues may be presented with the permission of the President.
H. The MHMC roster is for the private use of MHMC Members only.
i. Partners of Members may use the MHMC roster to reach other Members in an emergency.
ii. The MHMC roster may not be used in whole or in part for commercial, political, or any other non- Club related purposes by Members, Partners of a Member, or outside organizations.
iii. The MHMC roster may not be sold or distributed in whole or in part to any outside organization.
iv. The vehicle for a Member or Partner of a Member to solicit any personal services or products through the MHMC is a classified ad on the MHMC Forum.
v. No solicitation is allowed via the contact information provided on the Membership Roster whatsoever except as a personal signature tag following emails.
vi. Should a Member or Partner of a Member wish to share information with all Members or Partners of Members of the Club, permission must be given in advance by the President.
vii. The Leadership Team reserves the right to make exceptions on a case-by-case basis.
I. Members, Partners of Members, or guests are not permitted to use any MHMC function for commercial, political, or any other non-Club related purposes without the express permission of the President in advance.
J. Members or Partners of Members are not permitted to use the MHMC name or logo as an endorsement for their product or service without the express permission of the President.
K. Members and Partners of Members shall be considerate and respectful of the property of other Members and Partners of Members.
L. Members and Partners of Members shall be considerate and respectful to the public and present the MHMC in a positive way when officially representing the Club at community events and functions, and in written or electronic communications.
M. Male Partners of Members may attend Subclubs when the Subclub is open to men. If a Subclub is not open to men, in accordance with Section XIII, ix, and the Male Partner of a Member has an interest in the Subclub, a coed version of the Subclub will be started.
VI. TERMINATION OF MEMBERSHIP
A. Any Member may voluntarily terminate their Membership by notifying the Membership Coordinator, who will request that an Exit Evaluation Form be completed and returned to the Club. Exit Evaluations are available online at www.MHMothersClub.com to sign electronically or from the Membership Chair. Any dues already paid will be forfeited.
B. The Leadership Team may request termination for the following reasons:
i. A Member has become delinquent in payment of their dues.
ii. A Member’s child(ren) consistently causes damage and/or harm to others, and the parent/guardian is unable/unwilling to prevent the damage/harm.
iii. A Member’s conduct or that of their Partner is deemed to be inappropriate and inconsistent with the vision of the MHMC.
iv. A Member or a Partner of a Member does not adhere to any item contained in these Bylaws.
C. The Termination Process is:
i. First Offense: Verbal Warning
ii. Second Offense: Written Warning
iii. Third Offense: Member will be asked to leave the MHMC and their dues will be forfeited.
VII. DUES
A. Dues are $30 per year for September 1 through August 31 of the following year.
B. Dues are non-refundable.
C. Dues may be paid by cash or check. Checks are payable to “MHMC” and given to any Leadership Team Member.
D. Members are responsible for any fees that are charged to the Club for bounced checks.
E. The President reserves the right to waive fees and give discounts or refunds to any Member due to financial hardship or special circumstances. Cases will be reviewed on a strictly confidential basis.
F. Any changes in dues shall be decided by a simple majority vote of the Members. Changes will be announced in advance of payment through the newsletter and/or the website.
G. Membership Renewal
i. Dues are payable to any Leadership Team Member beginning in August for the coming September 1 through August 31 of the following year.
ii. Dues are considered late and membership will lapse if dues are not received by a Leadership Team Member on or before September 30th. Dues must be current in order to participate in any Club function, including Age-Specific Playgroups.
H. New Members
i. Dues are payable to any Leadership Team Member for the current Membership Year, beginning with the initial date of registration via the MHMC Website through August 31 of the following year.
ii. Dues are prorated for the first Membership Year based on when a new Member joins the Club as follows:
a. September 1 through November 30: $30.00
b. December 1 through February 28: $22.50
c. March 1 through May 31: $15.00
d. June 1 through August 31: $7.50
iii. Dues are considered late in accordance with the Membership Process outlined in section IV. Membership, at which time the Member’s online account will be closed and the Membership Process will need to be restarted.
VIII. BUDGET
A. The annual budget will be determined in September by the President with input from the Leadership Team. This budget is effective for the fiscal year of October 1 through September 30.
B. The budget will be determined according to the following timeline:
i. June:
a. The President will present the Leadership Team an estimated budget for the coming year based on expenses from the previous year and projected renewals.
b. The Leadership Team agrees on which activities and fundraisers the Club will sponsor for the coming year.
c. If the projected monies from renewals are less than the estimated costs of the agreed upon activities for the coming year, the Leadership Team will propose a nominal increase in dues to cover existing activities to the Membership for a vote. If said increase does not pass, the Leadership Team will agree on which Activities and Events to cancel based on budget limitations.
ii. September: The President, with input from the Leadership Team, will determine the expected allocation of Club funds for the coming year.
iii. October: The completed estimated budget is presented to the Membership.
C. The President approves all MHMC expenses outside of the agreed upon budget up to $100. Any additional expenditures above $100 requires approval from at least two additional Leadership Team Members.
D. The MHMC is a not-for-profit organization. All monies raised either through member dues, fundraisers, or donations will be spent on activities and events for Members and the community. Should a balance carry forward from one year to the next, the money will be spent on the next year’s activities and events.
IX. VOLUNTEER INCENTIVE PROGRAM
A. Throughout the year, volunteers are needed for a variety of reasons. Members volunteering three or more hours in a given year will be invited to a Volunteer Only Party at the end of the year.
B. Members will earn credit in the Volunteer Incentive Program for:
i. Providing meals to Members via the Helping Hands Program.
ii. Working at an MHMC Membership Table as part of a community function.
iii. Helping with necessary aspects of MHMC Events and fundraisers.
iv. Serving on the Leadership Team.
v. Serving as an Event Coordinator.
C. The Leadership Team reserves the right to give Volunteer Incentive Program credit for assistance that might be necessary to the Club’s activities not listed above.
X. HELPING HANDS PROGRAM
A. Any active Member who brings a new child into their family, whether by birth or adoption, will receive three meals to help with the transition.
B. The expectant Member should notify the Community Chair of the due date or placement date when known and update as needed.
C. Meals will be prepared by Members on a volunteer basis during a time frame specified by the new parent.
D. The Leadership Team reserves the right to extend this program to other situations such as illness, surgery, or other life trauma or to extend the number of meals for a given family.
XI. MOM-TO-MOM PROGRAM
A. Purpose: The MHMC recognizes that as parents we experience difficult times, some harder than others, but we all share a strong love for our children and our families and want what's best for them. To that end, the MHMC offers a peer support program, Mom-to-Mom.
B. Any active Member can volunteer to offer their experiences or expertise on any topic.
C. Any active Member can contact any Member listed for a given topic when the need arises.
D. All discussions that happen as part of the Mom-to-Mom program will remain confidential unless the Member seeking advice specifically states that the discussions can be shared.
E. A volunteer in the program may terminate their participation in the program for any reason by contacting the Playgroup Chair.
F. The Leadership Team may request termination in the program consistent with the policy set fort for Termination of Membership in the Club, Section VII, or if the advice being given is harmful to the Member or the Member’s family.
G. Participants in this program should notify the Playgroup Chair if there are any issues that arise.
XII. SISTERS PROGRAM
A. Purpose: The MHMC recognizes that one of the primary benefits of being in a mothers club is the ability to form close, lasting friendships for both mother and child. To that end, the MHMC offers a Sister Program, whereby new Members are matched with long-standing, active Members to welcome new Members to the Club and to facilitate a positive transition into the Club.
B. Any long-standing or highly active Member may volunteer to be an MHMC Sister.
C. All new Members will be matched by location and interests, to the best of our ability, with an MHMC Sister within one week of joining the Club.
D. Sisters will be notified at the same time as the new Member about the match and should contact the new Member within one week. Sisters should share their contact information, make themselves available for questions from the new Member, and invite the new Member to at least one upcoming MHMC function the Sister is planning to attend.
E. Sisters and new Members will be asked to provide feedback periodically on the Program.
F. Sisters and new Members should notify the Membership Chair if there are any issues that arise.
XIII. LENDING LIBRARY PROGRAM
A. Purpose: The MHMC recognizes the importance of access to knowledge regarding all aspects of life, especially parenting, health, and family life. To that end, the MHMC offers a Lending Library through which Members can share resources on any number of topics.
B. Any active Member can participate in the Lending Library.
C. Resources
i. Resources can include books, magazines, video tapes, DVDs, and CDs.
ii. Resources offered for lending will remain in the possession of the owner until the book has been requested, at which time the borrower will make arrangements to pick-up and return the resource.
iii. All resources remain the property of the lending Member. The MHMC does not own or store possession of any resources.
iv. Borrowed resources must be returned to the lending Member in the condition in which it was received. Should a resource be damaged while being borrowed, the borrowing Members must replace the resource.
D. Lending a Resource
i. Submit the resource via the Lending Library form online.
ii. Update the availability of each resource via the Lending Library form online.
E. Borrowing a Resource
i. Browse available resources via the Lending Library online.
ii. Once a resource has been selected, request to borrow the resource from the lending Member via the Lending Library online.
iii. All resources must be returned by the date specified.
F. Members should notify the Playgroup Chair if there are any issues that arise.
XIV. BABYSITTING COOP PROGRAM
A. Purpose: The Babysitting Coop is a program through which active MHMC Members who have met the requirements of the Babysitting Coop may obtain child care services provided by other Babysitting Coop Members through an exchange of credits, not money.
B. Membership
i. Membership in the Babysitting Coop will not be limited in number.
ii. Any paid Club Member may become a member of the Babysitting Coop.
iii. Membership requires:
a. Submission of the MHMC Babysitting Coop application, available online.
b. Hosting an open house or participating in a pre-organized meet-and-greet function through which other Babysitting Coop Members can meet the potential member’s entire family.
c. Club dues are current at all times.
C. Termination of Membership
i. A Babysitting Coop Member may voluntarily terminate their Membership by notifying the Babysitting Coop Coordinator.
ii. The Leadership Team may request termination consistent with the policy set forth for Termination of Membership in the Club, Section VII.
iii. Any credits accrued will be forfeited upon termination of membership in the Babysitting Coop.
D. Babysitting Coop Guidelines
i. All Babysitting Coop Members will post their availability on the Babysitting Coop Calendar, found online, for the coming month no later than the last Monday of the current month.
ii. Requesting Child Care
a. A Babysitting Coop Member in need of child care will check the Babysitting Coop Calendar to see if another Member is available and contact that Member regarding their needs.
b. If no one has posted availability for the time the Member needs child care, they may post their needs on the Babysitting Coop Calendar and send an email to the Babysitting Coop email list. The Member has the right to select one offer of acceptance over another without providing a reason.
c. Child Care requests should provide:
- A specific start and end time.
- Specify the number and ages of the children who will need care.
- Specify any meal and snack requirements or specify that food for meals and snacks will be provided.
- Specify any special needs the child(ren) may have.
iii. Accepting a Child Care Request
a. Members have the right to turn down any child care requests when initially approached without providing a reason.
b. Any member may accept a child care request when contacted or may offer to accept a child care requested that is posted on the Babysitting Coop Calendar.
iv. Credits
a. Credits earned through the Babysitting Coop will be the only means of payment for child care.
b. All Babysitting Coop Members will be given 20 credits when their membership has been approved.
c. Members in need of child care will pay the accepting Member credits upon completion of the job at the following rates:
- Children age 0 to 3 will cost four (4) credits per hour.
- Children age 4 and up will cost three (3) credits per hour.
- For more than one child, the cost will be either four (4) credits per hour or three (3) credits per hour for the first child, which ever is greater, and one (1) credit per hour for each additional child regardless of age.
v. Cancellations
a. Once a child care job has been accepted, it is assumed by both Members that the job will happen as agreed.
b. Should the requesting Member need to cancel with less than 24 hours notice, they will make a cancellation payment of four (4) credits to the accepting Member for the inconvenience.
c. Should the accepting Member need to cancel with less than 24 hours notice, they will pay four (4) credits to the requesting Member for the inconvenience. However, if the accepting Member is able to find a replacement acceptable to the requesting Member, no cancellation payment will be made. The requesting Member has the right to refuse the replacement without providing a reason.
d. Any Member that accepts and completes a child care request with less than 24 hours notice, will be given an additional four (4) credits by the Club.
XV. MEETINGS
A. Leadership Team Meetings
i. Meetings are held quarterly, in September, December, March, and June, and as needed based on the needs of the Club.
ii. The meetings will take place at the President’s home or other predetermined location.
iii. All Leadership Team Members are required to attend.
iv. The agenda is set by the President and distributed to the Leadership Team prior to the meeting.
v. Leadership Team Members wishing to address a specific issue should submit the request to the President in advance.
vi. The Leadership Team reserves the right to hold meetings outside these guidelines when issues facing the Club deem it necessary.
B. General Meetings
i. Meetings are held semi-annually, in October and April.
ii. The meetings will take place at the President’s home or other predetermined location.
iii. All Members are encouraged to attend.
iv. The agenda is set by the President and will be distributed prior to the meeting.
v. Items Members or Leadership Team Members wish to have added to the agenda need to be submitted to the President in advance.
vi. General Meetings are intended for Members. Potential members are welcome, as are non-walking babies.
XVI. ACTIVITIES, EVENTS & SUBCLUBS
A. Definitions
i. An “Activity” is defined as any field trip, craft, or gathering planned for MHMC Members and their families. MHMC Activities include:
a. At least two weekday activities each month planned with preschoolers in mind,
b. At least one weekend activity each month planned with the whole family in mind,
c. At least one Mom’s Night Out each month,
d. The annual MHMC Members Only Picnic, and
e. Any other activity planned expressly for the enjoyment of MHMC Members.
ii. An “Event” is defined as a community-based activity meant to enhance the lives of MHMC Member families and families in the community. The Leadership Team will review which Events the MHMC will participate in each year, with input from the Membership, at the September Leadership Team meeting. Traditionally, MHMC Events have included but may not always include:
a. The annual Halloween Parade & Children’s Festival,
b. Support for the annual Mountain House Great Egg Hunt, and
c. Support for the annual Mountain House 4th of July Celebration.
B. General Provisions
i. As a common courtesy, RSVPs are highly recommended to all scheduled MHMC functions.
ii. If a Member must cancel a commitment to attend a function, an updated RSVP is expected or the Member may contact the host.
iii. RSVPs must be made by designated times when requested. A function that does not receive any RSVPs may be cancelled by the Activities Chair (or designated activity leader) at any time.
Example: An outing to a nearby zoo is scheduled for Friday at 10:00 with a meeting time of 9:30. Thursday night, there are no RSVPs. On Friday morning, no one arrives at the prearranged meeting time. The Activity Chair (or designated activity leader) may cancel the outing at that time.
iv. Activities and Events that require volunteers in order for the function to happen will be cancelled if there are insufficient volunteers signed up three weeks prior to the function.
v. MHMC Activities are intended for Members. Invited guests and potential members are welcome.
vi. MHMC Weekday Activities are planned with the preschooler in mind. Younger and older children are welcome to attend.
vii. MHMC Weekend Activities are planned with the entire family in mind and all are welcome.
viii. Mom’s Night Out (MNO) is held once a month on a variable night. MNO is intended for Members and is for women only. Invited guests and potential members are welcome, as are non-walking babies.
ix. Subclub Meetings are intended for Members. Invited guests and potential members are welcome to attend one meeting before deciding whether or not to join the Club.
x. Inclusion of men in a Subclub will be determined by a two-thirds vote of the regularly attending Members of each Subclub. Should the Subclub vote to not include men, a coed version of the Subclub will be created if a man expresses interest in the Subclub.
xi. A Subclub may be started by any Member who wishes to lead the group by notifying the President of the Subclub’s purpose and meeting schedule.
xii. A Subclub may be terminated by the Subclub Leader or the President if its purpose or the content of the meetings is in conflict with the Bylaws or due to a lack of Member participation.
XVII. PLAYGROUPS
A. Purpose
i. The MHMC recognizes the need to provide regular opportunities for the socialization of children, both within their age group and with children of other ages, as well as the need for parents/ caregivers to spend time with other adults. To that end, the MHMC plans a weekly open playgroup and facilitates Age-Specific Playgroups.
B. Age-Specific Playgroups Procedures
i. Participation in MHMC Age-Specific Playgroups is available only to MHMC Members who have paid dues for the current membership year. Potential members may attend one Age-Specific Playgroup meeting before deciding whether or not to join the Club.
ii. Age-Specific Playgroups will be organized for those Members who request one, based on the age of the child(ren) and availability of the Member.
iii. The MHMC will arrange for one Age-Specific Playgroup per child.
iv. Members wishing to request an Age-Specific Playgroup should complete the Playgroup Request Form, available online or from the Playgroup Chair.
v. Within one month of receipt of the request, the Member will be notified about Age-Specific Playgroup availability. If there is no availability at the time the request is made, the Member will be notified when space becomes available and or a new group is formed.
vi. The Playgroup Chair will select a Playgroup Leader from the Members of that group when the group is formed.
vii. Playgroup Members should attend several meetings before deciding if they group is a good fit for them. In the event that it isn’t, they may request a new Age-Specific Playgroup by completing the Playgroup Change Request Form, available online or from the Playgroup Chair.
C. Age-Specific Playgroup Guidelines
i. Age-Specific Playgroups are generally composed of between three and five Members and their children.
ii. Age-Specific Playgroups meet as often or as little as they'd like, on the day and time that works best for them, and at the location that works best for them. These things are determined by the Playgroup Leader and Members.
iii. Siblings outside the age-range of an Age-Specific Playgroup are welcome.
iv. Regular attendance is assumed. If a Member is unable to attend a meeting, the Member should
notify the Playgroup Leader or host in advance.
v. Do not attend meetings when you or your child(ren) is ill.
vi. Members are expected to help and encourage their child(ren) to pick up when the meeting is over.
vii. It is recommended that each Age-Specific Playgroup, determine a set of ground rules for their meetings. Anticipate problems that may occur and how they will be handled. Be sure to discuss hosting responsibilities, problem behaviors, food allergies, or any other issue you think might arise in a group setting. Some problem behaviors you can expect are fighting, grabbing, hitting, or biting. Discuss parenting styles, discipline, and parent intervention. The goal is to have an open discussion, without judgment, so that decisions can be made about issues before they occur.
viii. MHMC functions are not planned around Age-Specific Playgroups. In the event of a conflict, each Age-Specific Playgroup will need to decide whether to meet or to attend the MHMC function.
XVIII. LEADERSHIP TEAM POSITIONS & DUTIES
A. Positions
The positions of the MHMC Leadership Team are as follows:
i. President
ii. Activities Chair
iii. Communications Chair
iv. Programs Chair
v. Membership Chair
B. Terms of Office
i. There shall be no limits to the number of terms a Member may serve on the Leadership Team in any given position, either consecutively or non-consecutively.
ii. A Member may only hold one Leadership Team Position at a time.
iii. A Member may hold both a Leadership Team Position and one or more Non-Leadership Team Positions concurrently.
iv. President
a. The term of office for the position of President is 25 months, commencing on August 1st and ending on September 1st, two years later. The 25th month will be the transitional period
between the outgoing and incoming President.
b. If the President is not able to complete their term of office for any reason, the Leadership Team should be notified 30 days prior to resignation.
c. If the position of President becomes open during the current term, the Nomination Process will be followed. While the position is open, the remaining Leadership Team Members assume the responsibilities of that position.
d. The President reserves the right to modify the duties of President as necessary.
v. Other Leadership Team Positions: Activities Chair, Communications Chair, Membership Chair, and Programs Chair
a. The term of each office is a minimum of 13 months with a possibility of 25 months, commencing on August 1st and ending on September 1st, the following year. The 13th or 25th month will be the transitional period between the outgoing and incoming Leadership Team Member.
b. Each Leadership Team Member will decide by the end of the 10th month of the term whether they will remain in the position for 13 or 25 months. If a Leadership Team Member decides to vacate the position in the 13th month, the Nomination Process will be followed.
c. Any Leadership Team Member who cannot complete their term of office should notify the President 30 days prior to resignation.
d. If a position becomes open prior to either a 13- or 25-month term, the Membership is made aware of the position and a volunteer is called for. In some instances, the Nomination Process might be followed. While the position is open, the remaining Leadership Team Members assume the responsibilities of that position.
e. If a new position is created during a current term, the Membership is made aware of the position and a volunteer is called for. In some instances, the Nomination Process might be followed. While the position is open, the other Leadership Team Members assume the responsibilities of that position.
f. The President reserves the right to modify Leadership Team positions and duties as necessary.
C. Nomination Process
i. Timeline: The current term runs from August 1, 2010 to September 1, 2012.
a. June 1 through 10: Nominations Made
b. June 11 through 30: Nominations Accepted or Declined
c. July 1 through 10: Elections Held
d. July 11 through 24: Run-Offs Held and Remaining Open Positions Filled
e. July 25 through 31: New Leadership Team Announced to Membership and Transition Meetings Scheduled
ii. The June prior to the end of the term, an anonymous survey of the Membership is used to solicit nominations. Each Member may nominate as many Members as they would like for any and all open positions, themselves included.
iii. At the end of the nomination window, the Membership is notified of the Nominees for each position and each Nominee is contacted and given the opportunity to accept or decline the nominations they have received.
iv. Should two or more Nominees accept the nomination for the same position, an official vote will be held to determine who will be appointed to the position. The full Membership will vote anonymously and the Nominee with the most votes is appointed to the position.
v. A Nominee may accept all, some or none of the nominations they receive. A Nominee might choose to do this because:
a. They are interested in being on the Leadership Team in some capacity and are flexible in which position they hold; or
b. Though they have a clear preference in which Leadership Team position they wish to hold, they would be willing to accept another position in order to avoid an official vote.
vi. If a Nominee accepts more than one nomination, they will be told which positions have been accepted by more than one Nominee, thus requiring a vote. The Nominee will be allowed to take one, some, or all of those accepted nominations to an official vote.
vii. If a Nominee is included in an official vote for more than one position and wins more than one position, the Nominee will be required to decide which one of those positions they will accept by July 15th. The runner up for the positions they decline will be appointed to those positions.
viii. In the event that the official vote results in a tie, a run-off election will be held between those Members involved in the tie.
ix. In the event that all nominations for a given position are declined, the President may make the Membership aware of the vacancy and recruit a Member to fill the position.
x. The new Leadership Team will be announced the last week of July and will begin transitioning in August.
D. Removal Process
i. Any Member may initiate a grievance process against any Leadership Team Member by notifying the President of the issue they would like addressed. If the President is the Leadership Team Member to be addressed, the Member should notify any other Leadership Team Member.
a. The President will confidentially discuss the grievance with the Leadership Team Member and agree on a plan for improvement and timeline for meeting the improvements.
b. If the Leadership Team Member does not meet the goals within the specified time frame, the issue will be brought to the attention of the Leadership Team and the process for Leadership Team Members to be removed by the Leadership Team will be initiated.
ii. Leadership Team Members may initiate a closed process for removing another Leadership Team Member from their position prior to the end of their term by:
a. Seeking consensus from two other Leadership Team Members that there is an issue that needs to be addressed.
b. The three Leadership Team Members will organize a meeting of the full Leadership Team, including the Member in question, to discuss the issue(s) and possible resolutions.
c. The Leadership Team Member in question will be given the opportunity to improve in an agreed-upon time frame.
d. If no progress has been made with respect to the specific issue(s) discussed, all remaining Leadership Team Members must agree unanimously that the Leadership Team Member in question should be asked to step down.
- If the Leadership Team Members are unanimous, the Leadership Team Member in question will vacate their position effective immediately and the Nomination Process will be followed.
- If the Leadership Team Members are unable to make a unanimous decision to remove the Leadership Team Member in question, the process will either begin again or will be dropped entirely.
D. General Provisions
i. Leadership Team Members are expected to attend quarterly Leadership Team Meetings. If unable to attend, notify the President prior to the meeting and provide comments on agenda items. If more than two Leadership Team Meetings are missed, the position may be re-assigned.
ii. Leadership Team Members inform the President of pertinent activities/agenda items prior to the Leadership Team Meeting and give updates at the Leadership Team Meetings. These agenda items/updates need to be given to the President one week prior to the meeting.
iii. Leadership Team Members should take the initiative at MHMC functions to introduce themselves and welcome new Members and visitors.
iv. All Leadership Team Members will keep electronic files of all pertinent information and materials pertaining to their position, to be handed over to the successor at the end of the term.
v. Each Leadership Team Member is to submit write-ups for the website and/or newsletter as dictated by their position description.
E. Duties of Leadership Team Members
i. President
a. Term of 25 months, with the 25th month being transitional.
b. Presides over Leadership Team and General meetings.
c. Sets agenda for Leadership Team and General Meetings.
d. Ensures Leadership Team Members perform their duties as outlined in these Bylaws.
e. Ensures that all Members of MHMC follow these Bylaws.
f. Publishes information on upcoming General Meetings on the website and in the newsletter, including agendas.
g. Recruits Members to fill any open Leadership Team position when there are no volunteers for that position.
h. Acts as Club spokesperson and liaison between the Club, the MHCSD and its Board of Directors and Committees, and other community organizations.
i. At conclusion of the term, oversees the tabulation of the votes for all positions and reports the results to the Members.
j. Oversees Leadership Team and provides assistance when needed.
k. Proofreads monthly Club newsletter.
l. Plans and executes monthly Mom's Night Out activities.
m. Plans and executes periodic Monday Moms activities.
n. Plans and coordinates annual Member's Only Picnic.
o. Plans and coordinates MHMC 4th of July Parade Float with Float Coordinator.
p. Coordinates and executes Club philanthropic endeavors.
q. Sends welcome email to new Members after Membership Chair notification with the following information:
- Information about upcoming Mom's Night Out activities.
- Information about upcoming Monday Moms activities.
- Information about current Member Surveys.
- Information abotu current MHMC philanthropic activities.
r. Maintains volunteer records on Club website for Volunteer Incentive Program for Volunteers personally recruited.
s. Oversees Club bank account, budget, and reimbursements and is signatory for all financial transactions.
t. Drafts, distributes, analyzes, and reports on surveys of the Memberhsip.
u. Reads and respons to email at MHMC President email address regularly.
ii. Activities Chair
a. Minimum term of 13 months with an option of 25, with the 13th or 25th month being transitional.
b. Reports to President.
c. Plans and executes two monthly weekday activities.
d. Plans and executes one monthly weekend activity.
e. Recruites Members to fill any open event Coordinator position when there are no volunteers for that position.
f. Supports Club sponosored and co-sponsored Events by working closely with Event Coordinators.
g. Coordinates all aspects of Events that do not have an Event Coordinator.
h. Posts community events or other activities on MHMC Forum.
i. Sends welcome email to new Members after Membership Chair notification with the following information:
- Information about upcoming Club activities.
- Information about upcoming Club events.
- Information about any current hosting needs and the benefits of hosting activities.
j. Maintains volunteer records on Club website for Volunteer Incentive Program for Volunteers personally recruited.
k. Writes articles regarding Club activities for website.
l. Reads and responds to email at MHMC Activities Chair email address regularly.
m. Attends quarterly Leadership Team Meetings and semi-annual General Meetings.
iii. Communications Chair
a. Minimum term of 13 months with an option of 25, with the 13th or 25th month being transitional.
b. Reports to President.
c. Oversees and posts outside advertising on website.
d. Oversees Subclub Leaders.
e. Posts articles regarding Subclub activities submitted by Subclub Leaders on Club website.
f. Drafts and distributes monthly Club newsletter via email with input from Leaderhsip Team, especially Activities Chair.
g. Drafts and publishes Member Spotlights each month in the newsletter and on the Club website.
h. Maintains Club calendar on Club website.
i. Monitors RSVPs for activities when exact counts or deadlines are needed.
j. Sends weekly email reminders about upcoming Club functions to Members.
g. Updates community calendars and forums, including Club facebook Group.
h. i. Sends welcome email to new Members after Membership Chair notification with the following information:
- Copy of latest Club newsletter.
- Information about how to RSVP via the Club Calendar.
- Informaiton about MHMC Forum.
- Informaiton about Club facebook Group.
- Information about advertising personal businesses and posting classified ads on the MHMC Forum.
- Information about subscribing to the Club website and forum via RSS feed.
i. Reads and responds to email at MHMC Communications Chair email address regularly.
j. Attends quarterly Leadership Team Meetings and semi-annual General Meetings.
iv. Programs Chair
a. Minimum term of 13 months with an option of 25, with the 13th or 25th month being transitional.
b. Reports to President.
c. Oversees Babysitting Coop Program.
- Monitors and facilitates Babysitting Coop success.
- Reviews Babysitting Coop applications and presents to Leadership Team for approval.
- Organizes open houses or meet-and-greet functions required of new Babysitting Coop Members.
- Maintains up-to-date records of credits accrued by Babysitting Coop Members.
- Maintains up-to-date contact list of Babysitting Coop Members and distributes to all active Babysitting Coop
Members when a change occurs.
- Acts as a liaison between Babysitting Coop Members, the Leadership Team and the Membership.
d. Oversees Lending Library Program.
e. Oversees Mom-to-Mom Program.
f. Sends welcome email to new Members after Membership Chair notification with the following information:
- Information about Babysitting Coop and how to join.
- Information about Lending Library Program.
- Information about Mom-to-Mom Program.
g. Provides article content regarding MHMC Programs for website and newsletter.
h. Acts as a liaison between MHMC Program Participants, the Leadership Team and the Membership.
i. Reads and responds to email at MHMC Programs Chair email address regularly.
j. Attends quarterly Leadership Team Meetings and semi-annual General Meetings.
v. Membership Chair
a. Minimum term of 13 months with an option of 25, with the 13th or 25th month being transitional.
b. Reports to President.
c. Responds to Membership inquiries.
d. Receives and maintains record of dues.
e. Activates new Member accounts online.
f. Sends invitations and approves requests to join MHMC facebook Group once dues have been received.
g. Sends welcome email to new Members with the following information:
- Amount of dues and payment/delivery options.
- Name of MHMC Sister and information about Sister Program.
- Information about Age-Specific Playgroup placement, if requested. If not, information about how to join.
- Information about Helping Hands Program and a reminder notify if a baby is due.
- Information about Facebook group invitation.
- Leadership Team Member names and contact information, as well as what each will be contacting them about.
h. Sends email to Leadership Team announcing new Members.
i. Sends welcome email to Club announcing new Members.
j. Keeps a record of due dates for Members on the MHMC website.
k. Coordinates and executes Helping Hands Program.
l. Sends Birth Announcements to Club.
m. Oversees Age-Specific Playgroups.
- Monitors and facilitates each Age-Specific Playgroup’s success.
- Assigns new Members to Age-Specific Playgroups.
- Creates new Age-Specific Playgroups as necessary.
- Works with Age-Specific Playgroups if a request for change is made or problems occur.
- Maintains up-to-date Age-Specific Playgroup information (leader, meeting day and time, members, age bracket of children, and open/closed status).
n. Oversees MHMC Sister Program.
- Monitors and facilitates Sister Program success.
- Recruits and maintains active, long-standing Members to be Sisters.
- Matches new Members with Sisters.
- Maintains up-to-date records of active Sisters and matches.
o. Maintains volunteer records on Club website for Volunteer Incentive Program for Volunteers personally recruited.
p. Reads and responds to emails at MHMC Membership Chair email address regularly.
q. Attends quarterly Leadership Team Meetings and semi-annual General Meetings.
XIX. NON-LEADERSHIP TEAM POSITIONS & DUTIES
A. Positions
Non-Leadership Team Positions of the MHMC are as follows:
i. Event Coordinators
ii. Subclub Leaders
iii. Playgroup Leaders
B. Event Coordinator Selection & Duties
i. Selection Process for Community Events
a. The term of each Community Event Coordinator position will be a total of nine weeks, beginning eight weeks prior to the Event and ending one week after.
b. All Community Event Coordinator positions will be open every year. Four weeks prior to the need for an Community Event Coordinator to start, a volunteer is called for from the Membership.
c. If a Member does not volunteer to fill the Community Event Coordinator position before the term needs to begin, the Leadership Team will collectively assume the role of Community Event Coordinator.
d. If a Community Event Coordinator cannot complete their term of office should notify the Activities Chair no less than six weeks prior to the Event allowing time to recruit another Community Event Coordinator.
e. In the event that an Community Event Coordinator resigns, the Membership is made aware of the position and a volunteer is called for. If a replacement cannot be found within one week, the Leadership Team will collectively assume the role of Community Event Coordinator.
ii. Selection Process for MHMC Member Events
a. The term of each MHMC Member Event Coordinator position will be a total of nine weeks, beginning eight weeks prior to the Event and ending one week after.
b. All MHMC Member Event Coordinator positions will be open every year. Four weeks prior to the need for an MHMC Member Event Coordinator to start, a volunteer is called for from the Membership.
c. If a Member does not volunteer to fill the MHMC Member Event Coordinator position before the term needs to begin, the MHMC Member Event will be canceled.
d. Any MHMC Member Event Coordinator who cannot complete their term of office should notify the Activities Chair no less than six weeks prior to the Event allowing for time to recruit another MHMC Member Event Coordinator.
e. In the event that an MHMC Member Event Coordinator for resigns with either six or more weeks remaining before the Event, the Membership is made aware of the position and a volunteer is called for. If a replacement cannot be found within one week, the Event will be canceled.
f. In the event that an MHMC Member Event Coordinator resigns with less than six weeks remaining before the Event, the President and Activities Chair will determine whether or not enough work has been completed to proceed with the Event.
- If the President and Activities Chair agree that sufficient work has been completed to proceed with the Event, the Leadership Team will collectively assume the role of Event Coordinator.
- If the President and Activities Chair agree that no enough work has been completed to proceed with the Event, the Event will be canceled.
iii. Duties
a. Reports to Activities Chair.
b. Organizes and oversees the Event;
c. Works closely with Activities Chair, President, and other involved community organizations on the Event;
d. Provides article content regarding Event to Activities Chair for website and newsletter;
e. Coordinates Event publicity with the Communications Chair.
f. Attends Event planning meetings, as listed as an agenda item.
C. Subclub Leader Selection & Duties
i. Selection Process
a. Subclub Leaders are generally the Member who started the Subclub and may stay in that position as long as they are an active Member of the MHMC and the Subclub.
b. If a position becomes open, the Membership is made aware of the position and a volunteer is called for. While the position is open, the Subclub activities are on hold.
c. Any Subclub Leader who wishes to step down should notify the President 30 days prior to their resignation.
ii. Duties
a. Reports to Communications Chair.
b. Organizes and oversees the Subclub activities.
c. Provides article content regarding Subclub activities to Communications Chair for Club website and calendars.
e. Responds to inquiries about the Subclub.
D. Playgroup Leader Selection & Duties
i. Selection Process
a. Playgroup Leaders are selected by the Playgroup Chair and may remain in the position as long as their child(ren) is an active Member of the MHMC and the Age-Specific Playgroup.
b. If a position becomes open, the Playgroup Members are made aware of the opening and a volunteer is called for. While the position is open, the Playgroup activities will be overseen by the Playgroup Chair.
c. Any Playgroup Leader who wishes to step down should notify the President 30 days prior to their resignation.
ii. Duties
a. Reports to the Playgroup Chair.
b. Coordinates and keeps Age-Specific Playgroup Members informed of group activities.
c. Acts as a contact person for the Playgroup Members to RSVP to or to notify if they cannot attend, etc.
d. Provides current Age-Specific Playgroup details including age-group changes, open/closed status, meeting days and times, etc. semi-annually in October and April, or as requested to the Playgroup Chair.
e. Maintains Age-Specific Playgroup Roster.
XX. AMENDMENT PROCEDURES
A. Bylaws will be reviewed annually at the June Leadership Team Meeting.
B. Bylaws may be amended by a two-thirds majority of the Members by electronic ballot.
C. Any Member of the Club wishing to amend the Bylaws will need to follow this procedure:
i. Present a written proposal of the amendment at a Leadership Team Meeting or to the President between Leadership Team Meetings.
ii. The proposed amendment will be presented to the Membership in an electronic ballot to vote on.
iii. Electronic ballots will be completed within one month from the date of issuance. No late ballots (received after the close of the electronic ballot) will be accepted.
iv. Results of the vote will be published in the next newsletter and online. All Members will need to electronically initial the amendment to the Bylaws and this shall be saved with each Member’s original signed By Law copy. Failure to sign amended Bylaws will constitute termination of Club
Membership by the Member.
D. The Leadership Team reserves the right to act outside these Bylaws when issues facing the Club deem it necessary with agreement by the majority of the Leadership Team. |
