THE VILLAGES NURSES CLUB
NAME Section 1: The name of the club shall be The Villages Nurses Club (TVNC).
Section 2: The fiscal year shall be September through May.
Section 1: TVNC is a non-profit Social club that provides opportunities for professional growth and service and promotes fellowship with other nurses.
DUES AND MEMBERSHIP
Section 1: The annual dues will be assessed at the September meeting and are payable at the first meeting attended in that fiscal year. Failure to pay dues during that fiscal year will result in cancellation of membership and name will be removed from email list.
Section 2: Any guest attending a meeting will pay a nominal fee as per the board’s decision; all guests must be residents of The Villages or a guest of a resident with a Villages guest ID and photo ID. The only exception will be the speakers and their associates.
Section 3: Membership is open to all RN & LPN residents of The Villages, with a current resident identification card. Licensure can be active or inactive.
Section 1: The elected officers of TVNC shall be the President, Vice President, Recording Secretary, Corresponding Secretary and Treasurer. The elected officers constitute The Executive Board.
Section 2: The elected officers shall appoint a Membership Chairperson, Program Coordinator, Communications Specialist, Assistant Treasurer, and 2 members at large. The elected officers, the appointed chairpersons, the 2 members at large and the immediate past president will constitute the Board.
DUTIES OF THE OFFICERS
Section 1: The officers shall perform duties prescribed by these by-laws, and such other duties as necessary.
Section 2: The President shall:• Preside at all meetings. In his/her absence; duties will be performed by Vice President. • Obtain facility permit and make needed arrangements for meetings to include seating design with The Villages.• Attend committee meetings in ex-officio capacity, having no vote, except in an issue regarding a tie vote.• Oversee club activities to assure they are conducted in accordance with the policies, procedures, and by- laws of TVNC.• Maintain good public relations with The Villages management, the Recreation department, the media, etc. either personally or by appointing a representative from the membership at large.• Submit event announcement information to the Villages Media Group and The Villages Recreational News.• Submit program topic to the Communication Specialist for club meetings.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 3: The Vice-President shall:• Perform all duties of the President in her/his absence.• Serve as Chairperson for the Christmas Party and the May Celebration.• Ensure meeting room design for monthly meetings.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 4: The Recording Secretary shall:• Record the proceedings of the club meetings and those of the Executive Board. • Send copy of Executive Board minutes to Board prior to club meeting.• Maintain a file of those proceedings.• Present minutes of the club meetings to the membership either orally, written or via TVNC website.• Prepare written recommendations of the Executive Board for presentation to the club membership as appropriate. Maintain a record of those recommendations and action taken by the membership.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 5: The Corresponding Secretary shall:• Perform all duties of the Recording Secretary in his/her absence.• Conduct correspondence as requested by the President or by actions of the club.• Write Thank You Notes to guest speakers. • Perform any and all duties that are necessary to promote and benefit TVNC.
Section 6: The Treasurer shall:• Collect membership dues.• Receive all monies from ticket sales and other income sources.• Maintain a bookkeeping system.• Make disbursements for routine expenses which are to be made as soon as possible after receipt of bills• Expenditures other than those covered above, and exceed $100.00, must first be approved by the Executive Board. • Maintain a checking account for the club. The account should be in the name of the Treasurer, the President and Assistant Treasurer.• Reconcile the checking account and complete bank reconciliation each month.• Provide a Treasurers Report at every Executive Board meeting.• Give a Treasurers Report at the general membership meeting, as requested by the President.• Complete an annual audit with report submitted to Executive Board at September meeting.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 7: The Assistant Treasurer shall:• Assist in the collection of all monies and assist the Treasurer as needed.• Perform all duties of the Treasurer in his/her absence.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 8: Membership Chairperson (s) shall:• Maintain a data base (excel) of all members to include new members and renewing members.• Register new members and verify that they are residents of The Villages.• Submit monthly updates to Communication Specialist.• Provide updated computer generated membership list to sign-in desk, new membership sign in and treasure prior to monthly meeting.• Order needed supplies and assembles new member folders.• Provide new members with a welcome packet that includes name badge, club business card and other TVNC information as directed by the President.• Verify membership status of all attendees.• Record number of attendees at all meetings.• Select additional committee members to assist with meeting sign-in.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 9: Program Coordinator shall:• Assess membership interest in specific professional topics.• Develop program schedule for fiscal year.• Obtain speakers for each membership meeting. • Verify with speaker subject of presentation and interest of audience with date, time and place of meeting.• Insure audio and visual needs of speaker are ready for meeting.• Develop list of back up speakers.• Perform any and all duties that are necessary to promote and benefit TVNC.
Section 10: Communication Specialist shall:• Notify members of monthly TVNC meeting, and other club information as directed by President, via email.• Update and maintain electronic membership file with information sent monthly by Membership Chairperson.
Section 11: Members at Large shall:• Bring concerns from the general membership to the Board.
Section 12: Immediate Past President shall:• Act as advisor with insight and historical knowledge to the Board.
Section 13: Eligibility:• Candidates for office must have been a member in good standing for at least 6 months and a resident of The Villages from September till May.
Section 14: Terms:• Terms are for one year. The Vice-President will become President after serving one year as Vice-President. The club’s Vice-President makes a two year commitment, with the second year as President.
Section 15: Vacancies:• In case of a vacancy in the Office of the President, the Vice-President shall become President. Any vacancy of other Officers shall be filled by the Executive Board until the next regular meeting when the club, by majority vote shall sanction the Executive Board’s actions.
Section 1: The elected officers, President, Vice President, Recording Secretary, Corresponding Secretary, and Treasurer constitute the Executive Board. Only the elected officers shall have voting rights.
Section 2: The Executive Board shall:• Have general supervision of the affairs of the club.• Appoint all committee members of TVNC unless specified elsewhere.• Make recommendations to members at large.• Act for the club in matters requiring action before the next meeting of the club. • Report actions taken that require membership approval, to the membership at large at the next club meeting.
Section 1: A general meeting of TVNC will be held on the second Tuesday of each month, September through May.
Section 2: The majority of the club’s membership present at each meeting will constitute a quorum.
Section 1: Unless, specified elsewhere in these by-laws, the President and the Executive Board shall appoint standing committees and special committees. The President shall be an ex-officio member of all committees except the Nominating Committee. All committees are to report/communicate committee activities to the Executive Board.
Section 2: Nominating Committee: The committee shall be comprised of a Chairperson and two members of the club. Duties of the Nominating Committee are as follows• Nominate a candidate for each office to be filled, whose consent to serve has been obtained• Present the slate of nominations to the general membership at the March meeting. Accept additional nominations from the floor provided that consent from the nominee to serve has been verified.
• Request a membership vote at the April meeting. A simple majority vote shall determine the elected officers from the slate of nominees.
Section 3: Refreshment Committee: The committee is comprised of a Chair and Co-Chairperson. Additional members will be added as determined by the Chairperson. This committee is responsible for providing adequate refreshments for all meetings. Additional duties are as follows:• Obtain all needed supplies and paper goods for meeting refreshments.• Refreshments for each meeting and seasonal party will be solicited by alphabetic designation as determined by the committee. Designated letters will be in monthly notification to all members via email.• Remind volunteer club members prior to club meeting of refreshment assignment via email.
Section 4: 50/50 Committee: The committee may be comprised of a chair and co-chairperson. Additional members will be added as determined by the Chairperson. The duties of the committee are to obtain needed raffle tickets and conduct the monthly raffle, which includes the selling and drawing of raffle tickets. Funds collected are used at the Club’s discretion, typically used for nursing scholarship.
Section 5: Scholarship Committee: The committee shall be comprised of a Chairperson and additional members as determined by the Chairperson. The purpose of the committee is to:• Determine criteria and eligibility for a nursing scholarship.• Advertise the scholarship.• Accept and review applications.• Reserve option to interview candidates as necessary. • Present final selection to Executive Board prior to May meeting.
Section 6: Sunshine Administrator shall:• Send get well, congratulations, sympathy, or other notes as appropriate to club members.
Section 7: Historian shall:• Collect and maintain all pertinent information related to TVNC and its members.• Display albums and other information at the May Celebration meeting.
Section 8: Ad Hoc Committees: Committees will be assembled as needed to meet the needs of the club. Each committee will have a Chairperson who will communicate all activities to the Executive Board. The purpose of each committee will determine the activities required.
Section 1: The rules contained in the current edition of Robert Rules of Order shall govern the club in all cases to which they are applicable and in which they are not inconsistent with the by-laws and any special rules of the club.
AMMENDMENTS TO THE BY-LAWS proposed
Section 1: These by-laws may be amended at any Executive Board meeting and approved by a majority at the general meeting, provided the proposed amendment has been presented to the membership and/or posted on the membership website, prior to the meeting.
Revised: 4/2005, 11/2007, 4/2008, 9/2012, 9/2016