Section 1.01
The
name of this organization shall be Twin City Mothers of Multiples. The official
name of the club was changed on July 28, 1997 from Twin City Mothers of Twins
Club to Twin City Mothers of Multiples.
Section 1.02
Written permission from the Executive Committee must be obtained in order
to use the Twin City Mothers of Multiples name. This is in accordance with the
Copyright Act of 1976, Public Law 94-553.
Section 1.03
Any member may be expelled for illegal use of the club name or for any
infraction of club rules, or such other causes as may be determined by
two-thirds (2/3) of the club membership present at a monthly meeting.
Section 1.04
Linda Hunt founded the Twin City Mothers of Twins Club in October 1973.
The first official meeting of the club was October 15, 1973. There were 13
charter members present.
Section 1.05
The official name of the club was changed on July 28, 1997 from Twin City
Mothers of Twins Club to Twin City Mothers of Multiples.
The purpose of this organization shall be:
Section 2.01 To promote friendship between mothers of multiples.
Section 2.02 To share and solve problems unique to mothers of multiples.
Section 2.03
To serve mothers of multiples through semi-annual clothing sales.
Section 2.04
To
offer an outlet for pressure to new mothers of multiples through phone contact,
meetings and social occasions.
Section 2.05
To
aid and support mothers of multiples and their siblings.
Section 2.06
Funds
created by dues will be used to: mail newsletters, purchase gifts for speakers,
buy books for the club library, publish literature and helpful hints for members
use, purchase any material necessary for use by for members, and maintain the
website.
Section 2.07
The purpose for which the Twin City Mothers of Multiples is organized are
exclusively religious, charitable, scientific, literary and educational.
Section 2.08
This organization shall be non-profit.
Section 3.01 Qualification:
Membership shall consist of natural parents, adoptive parents and legal
guardians of twins and other multiples.
Section 3.02
Names of dues paying members shall be kept by the Secretary and by the
Membership chairwoman.
Section 3.03 Fiscal Year:
(a) Fiscal Year of the club shall be from June 1 to May 31.
(b) Dues to the local chapter shall be $20.00 per annum payable by August 1.
This includes dues to the National and State Organization. A completed
membership form must be turned in by every member each year with their renewal.
Any member paying dues after the August 1st deadline will be charged a $5.00
late processing fee.
(c)
The treasurer’s books shall be audited annually, at the end of the fiscal
year. The audit team shall consist of the in-coming and out-going Treasurers
and the in coming and out-going Presidents. If the Treasurer and President
remain the same, the most recent active Past-Treasurer and Past-President shall
serve on the audit team. The audit team shall compile and present an end of
year report to the general membership.
Section 3.04
Dues are prorated for new members. For new members, dues paid from
December through May will be half (1/2) of the regular dues.
Section 3.05
After 5 years of continuous membership, said
member will be granted a $5.00 discount off of their next year membership. After
10 years of continuous membership, said member will be granted a $10.00 discount
off of their next year membership. After 15 years of continuous membership, a
lifetime membership will be awarded. They will then become exempt for payment of
annual dues.
Section 3.06
No member can financially benefit from club membership information. No
member can distribute the membership list to a non-member for purposes of
solicitation or profitable benefit.
Section 4.01 There
shall be one monthly meeting of the membership, except December, to be held the
fourth Monday of each month at 7:00 p.m. at the Georgia Taylor Recreation
Center, on W. Clemmonsville Rd, Winston-Salem, NC. In the event Memorial Day
falls on the fourth Monday of May, said meeting will be held on the third
Monday.
Section 4.02
The
Secretary will take attendance at each meeting.
Section 4.03
The
February meeting will contain the nomination of officers for the coming year,
with March and August designated as official clothing sale meetings. April shall
be annual election of officers. May shall be the annual mothers dinner out with
the formal recession of the past officers and induction of new officers.
(a) At the May dinner meeting, the past President shall present optional
gifts to her fellow retiring officers.
(b)
The past President shall receive an optional gift from her fellow
retiring officers to be presented by the Vice President.
Section 4.04 A quorum at a meeting shall consist of a majority of the members present.
Section 4.05
Robert’s Rules of Order shall be the parliamentary guide when not in
conflict with the by-laws of this organization.
Section 4.06 Optional refreshments shall be served at each meeting.
Section 4.07
In the event of
inclement weather, and if the Winston-Salem Forsyth County school system is
closed, said meeting shall be cancelled. Please check local channels for
confirmation.
Section 5.01
The officers of the club shall be a President, Vice President, Second
Vice President(s), Secretary, Treasurer and National/State Representative.
Section 5.02
A majority of the votes cast by the club
membership present at the election meeting shall be necessary for a candidate to
be elected. In the case more than one person is nominated for an office, the
balloting shall be secret. Whenever one person is nominated for each office, a
show of hands shall be sufficient at the election meeting. Vote by proxy must be
received one (1) week before the scheduled meeting, and must be mailed to the
club address. Proxy votes will remain sealed until the meeting.
Section 5.03
Duties of the officers:
(a) PRESIDENT
– The President shall be the presiding officer for all meetings of the
membership and the Executive Committee. She shall be expected to attend, if
possible, all the meetings and functions of the club. She is the ex-officio
member of all the standing committees. She has the authority to sign any checks
of the club. She is the official representative of the club, and will act as
motivator, facilitator and mediator. She shall write a monthly letter.
(b) FIRST VICE PRESIDENT –
The First
Vice President is expected to attend, if possible, all the meetings and
functions of the club. In the absence of, or in the event of the disability of
the President, the First Vice President shall perform all the duties of the
President, and when so doing, shall have the power of, and be subject to, all
the restrictions of the President. She shall assist the President in any way she
can in running the club. The First Vice President shall also serve as the
chairwoman of the Program Committee. She will be responsible for obtaining
speakers for the monthly meetings and for providing a list of programs and
speakers to the Membership Committee Chairwoman by August 1. She is responsible
for confirming the speaker each month, coordinating any special equipment,
setting up whatever the speaker needs, and introducing the speaker each month.
She will also be responsible for obtaining chairpersons for social events.
(c) SECOND VICE PRESIDENT –
The Second Vice President(s) shall be expected to attend, if possible, all the
meetings and functions of the club. She shall assist the President and the
First Vice President in any way she can in running the club. She is in charge
of all facets of new membership of the club. She is responsible for putting
together the “new member packets” consisting of informative booklets and
pamphlets about twins from our National Organization as well as the
organizations, information on our club and the services we provide, and any
other items she deems helpful or informative to new mothers. These packets are
to be prepared for distribution by the August meeting. She is responsible for
the Second Vice President Committee. She will be the official contact person
for women interested in the club. She will keep a list of prospective members,
their addresses, telephone numbers and e-mail address, and she will pass along
this information to the members of the Second Vice President Committee. She
will send congratulation cards to newly delivered mothers of multiples and
forward birth announcements to the Website/Newsletter Editor. Three to six
months after a prospective member has delivered her babies, the Second Vice
President Committee will delete her from the prospective member list, if she has
not joined. The same will hold true for the prospective members who have
delivered prior to contact from the Second Vice President Committee.
(d) SECRETARY
– The Secretary is expected to attend, if
possible, all the meetings and functions of the club. She shall keep a book of
minutes of all meetings of the membership with the time, date, place and
proceedings thereof. These minutes shall be sent to the Website/Newsletter
Editor for publication in the monthly newsletter. She shall also keep a list of
all members in attendance at each meeting. She is responsible for any general
club correspondence including thank you notes to speakers. This includes
keeping and ordering club brochures, business cards, stationary and nametags.
She shall also be responsible for providing and circulating the sign-up sheet
for refreshments and shall provide this information to the Website/Newsletter
Editor for publication. She shall also be responsible for sending hard copies
of the newsletter to those members and perspective members without E-mail.
(e) TREASURER
– The Treasurer is expected to attend, if
possible, all the meetings and functions of the club. She shall collect and
deposit all monies, keep a record of dues, and transact all other financial
business of the club. The Treasurer is to serve a minimum of two (2) years in
her position. The Treasurer shall have the power to sign all club checks along
with the President. The Treasurer shall be in charge of the financial
arrangements concerning the semi-annual clothing sales and other money
activities. She shall help prepare an annual budget to be presented at the
organizational meeting and shall notify the President of any excess expenditure
during the year.
(f)
NATIONAL/STATE REPRESENTATIVE – The National/State Representative
is expected to attend, if possible, all the meetings and functions of the club.
She shall serve a two-year term and shall be in charge of arranging for
membership in the National Organization for the Mothers of Multiples, for
subscription to the National Notebook, and for any other National business that
shall be of interest to the membership. Any funds needed by the National
Representative shall be accorded to her from the Treasurer with the approval of
the President. The National Representative shall also offer for sale to the
membership any items from the National Organization.
Section 5.04 A procedure manual shall be kept by each officer of the board outlining
specific duties and responsibilities for each position. This manual will be
passed on to the next person to hold office.
Section 5.05
Nominees for offices shall be active members in this club prior to
nomination. (Having attended 60% of the meetings for the previous year.)
Failure to attend required meetings or to fulfill duties of any office, elected
or appointed, may be cause for replacement.
Section 5.06
Post term Responsibilities:
All members who have served and left office in good standing shall make
themselves available to answer questions or offer advice when asked for this
assistance by the newly elected, in-coming officers.
Section 5.07
An officer may serve no more than 4
consecutive terms in the same office, provided the officer, is in good standing
with the club, and has performed her duties responsibly. If she hasn’t than she
will be asked to resign her position during her term.
Section 5.08 The
current President shall have the option to request the Past President to remain
on the Executive Committee as an advisor for an additional year. The advisor
shall be responsible for paying her annual dues.
Section 6.01
Executive Committee – The Executive Board’s voting members shall
consist of the elected officers of the club. The immediate Past-President shall
serve in an advisory capacity without voting privileges.
(a) In the event the immediate Past-President is unable to serve, a
replacement from the previous Board of Officers would take her place, going down
the chain of command.
(b) Meetings of the Executive Committee shall be held upon the request of the
President.
(c)
Action taken by a majority of the officers without a meeting is
nevertheless Executive Committee action provided that all officers have been
made aware of the issue and any decisions made.
Section 6.02
Standing Committees – There shall be the following Standing
Committees:
(a) CLOTHING SALE
– This committee shall be responsible for obtaining a location for club
sponsored semi-annual clothing sales. This committee is also responsible for
obtaining any equipment necessary; coordinating a meeting of all selling members
and guests; reviewing, refining and enforcing rules; setting up for the sale;
coordinating cashiers, helpers and clean-up; distributing any abandoned sale
items; and finally tallying of sales. This committee shall provide the
Website/Newsletter Editor with the dates and location, a list of current rules,
price tags, and promotional posters to be printed in the website and newsletter
the month preceding the sale. Finally, this committee shall place advertising in
various papers, publications, and radio stations, place promotional posters in
prominent locations around town.
(b) HISTORIAN – This committee shall be responsible for keeping a
scrapbook style record of the club’s activities and any news making events.
This includes photographs (or having another member take photographs) at club
functions and recording photograph information including names, date and
locations. This committee shall be responsible for bringing the scrapbook to
the meetings, and if the photographs have not yet been placed in the album, will
bring them to be viewed by the membership at the earliest possible time.
(c) LIBRARY – This committee shall be responsible for the publications
owned by the club. A current listing of all books shall be submitted to the
Membership Chairwoman for publication in the handbook by August 1. This
committee shall be responsible for preparing books to be checked out and for
contacting members when books are not returned. In addition, they are
authorized to spend budgeted funds each year for new publications. The
committee is encouraged to submit periodical reviews on new publication or
relevant articles.
(d) MEMBERSHIP –
This committee shall keep a record of all members. The record shall consist of
each member’s name, husband’s name, address, telephone number, e-mail address,
children’s names, birthdays of the mother and children, date they joined the
club, and any special interest or hobbies. This committee shall be responsible
for providing information about new members, address changes and birthday
information to the Website/Newsletter Editor each month. She shall keep
membership forms to give to new members and to be printed when needed by the
Website/Newsletter Editor. She shall receive all member checks and membership
forms and forward checks to the Treasurer. If possible, she shall provide labels
to be used for the newsletter. She shall be responsible for providing a
membership directory to each member by the September meeting. The directory
should include By-Laws, library listings, and programs for the year, other
functions during the year, available discounts, and listing of members and
children’s photos. This committee is also responsible for providing a list of
officers and chairwomen names, addresses, telephone numbers, and e-mail
addresses, and labels to the Officer for the State NCMOM’s and to the National
Representative.
(e)
WEBSITE/NEWSLETTER – This committee
shall be responsible for production and distribution of the club
website/newsletter. These responsibilities include soliciting, collecting and
writing articles, setting a deadline; minor editing for grammar and spelling;
typing and artwork. The committee is also responsible for keeping a hard copy of
each newsletter to be bound together and kept on file in the library at the end
of each year.
(f) OUTREACH SUNSHINE
- This committee shall be responsible for notifying members of illnesses,
births, and deaths about the membership and their families. They shall send
cards, flowers, or gifts from the club to the member (or family member) in
accordance with the sunshine policy.
(g)
PUBLIC RELATIONS – This committee shall be responsible for
promotion of the club to doctors, hospitals and any other places where potential
members can find out information about TCMOMs.
(h) WAYS AND MEANS – This committee shall research and present
fund-raising activities to the club. These activities can be a holdover from a
previous year or new ideas. They shall coordinate all chosen fund-raisers and
shall be responsible for all items sold at meetings. This includes displaying
and selling items, turning over proceeds to the Treasurer, storing items after
each meeting, keeping an inventory, purchasing new items when necessary,
researching new items to sell, and reporting on the best and worst selling items
to the Executive Committee. The items shall also be on display at convention
for sale, and the committee is responsible for securing and manning the table.
Section 6.03
Other committees – The President and Executive Committee, when necessary,
may appoint a temporary chairwoman and create other committees and designate
powers and duties thereof as may be deemed necessary.
Section 7.01
Amendments may be made to the by-laws by submitting them to the Executive
Committee. An amendment must be passed by 2/3 of the club members present. All
active members may attend any Executive Committee meeting, but will not have a
vote.
Section 7.02
Any exceptional expenditure (non-budgeted items) by the club shall
require the signature of the Treasurer on the check and the President’s
initials.
Section 7.03 Any expenditure over $100.00 in support of our Mom's shall be voted on by
the club. The Executive Board has authority to spend (if budget allows) monies
from $1.00 to $99.00 for support of our Moms.
Section 7.04 All
other donations shall be in writing and presented to the Executive Committee for
careful consideration.
Section 7.05 Club
Sponsorship of a member, not to exceed $200 per year. TCMOM will sponsor up to 8
members per year for $25 per member for charitable events. Requests for
sponsorship must be submitted in writing prior to the event.
Section 8.01
Any member selling clothing, toys, or equipment at the clothing and equipment
sale will donate 10% of her profits to the club treasury and work a two (2) hour
block of time. Any non-member recommended by a member may participate and will
donate 25% of profits to the club treasury and work a two (2) hour block of
time.
Section 8.02
Officers and committee chairwomen shall submit a verbal progress report
at each meeting. If an officer or chairwoman is unable to attend a regular
meeting she is responsible for contacting another member to present her report.
Section 8.03
These by-laws shall be revised and updated annually to include all
amendments accepted during the preceding club year.
Section 8.04
A committee of at least three (3) members should review these by-laws at
three (3) year intervals to ensure that all approved amendments have been
included in the annual revisions.
Section 9.01
Sunshine Policy:
Flowers of Gifts:
$50.00 – Any club member or spouse in the hospital
$40.00 – Any club member’s child in the hospital
$50.00 – Any club member having extended outpatient recovery beyond one week.
Death in the immediate family is left to the discretion of the Executive
Committee
Cards-All other reasons.
Section 9.02
Scholarship
A chance to win a $125.00 scholarship to the State Convention is available to
any member in good standing. For each point earned, your name is put in the pot
one time. Points may be earned by attending meetings (1 point per meeting with
a bonus point to everyone for December); holding an office in the club (1
point); chairing a committee or club party (1 point); and being a long time
member (1 extra point for each 5 years of membership). The scholarship winner
will be drawn at the September meeting. A back-up name will be drawn in case
the winner is unable to attend. The calculating of the points will be figured
from October through September. The Secretary will keep this information.
Section 9.03
Logo
The new TCMOMs logo was approved on July 23rd, 2001. The logo should be used on
all printed material. It is not to be redesigned, colored or skewed in any way
without prior approval of the officers. Electronic various/sizes can be provided
upon request. The logo may be resized to fit the space needs of the material.
The Website/Newsletter Editor is in charge of the logo.
Sample logo below:
revised August 2005
