ARTICLE ONE - ORGANIZATION

The name of this organization shall be Redding Neighbors & Newcomers.

ARTICLE TWO - PURPOSE

The purpose of this organization is to provide the residents of Redding and the surrounding area an opportunity to socialize, meet new people, and become a more active part of the Redding community through social activities, interest groups, special events and community service opportunities.

ARTICLE THREE - MEMBERSHIP

Membership is open to any resident of Redding or the surrounding area who is over 18 years of age. Membership includes immediate family members.

ARTICLE FOUR - MEETINGS

1. The Annual Membership Meeting of this organization shall be held in July/August at which time the election of officers shall take place. The President’s annual report shall be delivered at the July/August meeting. The time and place of the annual meeting shall be announced in the June and July Newsletters. The Chair of Hospitality Sunshine shall arrange this meeting.
2. Special meetings may be called by the President when deemed in the best interest of the organization.
   1. At the request of 3 (three) members of the Board of Directors or 10 (ten) members of the organization the President shall call a special meeting, but such request must be made in writing at least 21 (twenty one) days before the scheduled meeting.
   2. Notices of such meetings shall be mailed to all members at least 5 (five) business days before the scheduled date of the meeting. Notices shall state the reason that such meeting has been called, the business to be transacted at such meeting and by whom the meeting has been called. No other business but that specified in the notice may be transacted at a special meeting without the unanimous consent of all present at the meeting.
3. A quorum at all general meetings consists of 10(ten)% of the active membership.

ARTICLE FIVE – ORDER OF BUSINESS

1. Call to order by the presiding officer
2. Presentation of the last meeting's minutes for approval
3. Treasurer’s report
4. Reports of other officers and Committee Chairmen
5. Unfinished business
6. New business
7. Announcements
8. Adjournment

The Order of Business may be suspended at any meeting by a majority vote for that meeting and it may be amended or rescinded by a 2/3 vote without previous notice.

ARTICLE SIX – BOARD OF DIRECTORS

The business of this organization shall be managed by a Board of Directors consisting of the elected officers, the chairmen of the standing committees and the Immediate Past President.

1. The President of the organization shall be the chairman of the Board of Directors.
2. Vacancies on the Board of Directors shall be filled by a vote of the majority of the remaining members of the Board for the balance of the term.
3. The Board of Directors shall meet each month. The majority of the Board of Directors constitutes a quorum.
4. The Board meeting in September shall be attended by both the outgoing and the newly elected members.
5. It is required that all board members and appointed positions are residents of Redding.

ARTICLE SEVEN – OFFICERS

The officers of this organization shall be:

• President
• Vice President of Interest Groups
• Vice President of Special Events
• Vice President of Membership
• Vice President of Communication
• Secretary
• Treasurer

ARTICLE EIGHT – DUTIES OF OFFICERS

Section A. President

1. Presides at all meetings and performs all other duties of the office.
2. Acts as chairman of the Board of Directors.
3. Is a member ex-officio of all committees except the Nominating Committee.
4. Delivers an annual report to the membership.
5. Maintains the calendar of the organization and is the point person for approving scheduling of events to avoid conflicts.
6. Keeps a copy of Event Evaluation forms
7. Along with the Treasurer, the President is also able to sign checks.
8. Appoints the chairmen of the standing committees.
9. Should the President have a planned leave of absence (i.e. Maternity leave) the President shall recommend, to the Board, which Vice President shall assume Presidential duties for that period of time.
10. Should there be an unexpected Presidential absence or vacancy, the Board shall select and vote on a Vice President to perform the duty of President until the next official election.

Section B. Vice President of Interest Groups

1. Is the chairman of the Interest Groups Committee and, as such, oversees the various interest groups such as Book Club, Bunco, Critics Club, Dessert and A Movie, Ladies Night Out, Games Night, etc. The VP, with the President, appoints the coordinators (the Interest Groups Committee) for each of the groups, assists with issues they may have, such as scheduling, and in addition, is responsible for overseeing the start-up of new interest groups.
2. All interest group coordinators are responsible for keeping records with all pertinent information about the group they are leading. Files shall be handed over to the successor.

Section C. Vice President of Special Events

1. Is the chairman of the Special Events Committee and, as such, coordinates Special Events such as Lobster/Clambake, Greek Night, OktoberFest, Progressive Dinners, etc.
2. Coordination of said events includes advanced booking of caterers and/or sites
3. Submits ‘blurbs’ (including registration forms) and ‘save the dates’ for monthly newsletters, website and newspaper (Redding Pilot)
4. Prepares E-vites or mass e-mails;
5. Prepares name tags, setting up, overseeing, and cleaning up actual event
6. Submits recaps for monthly newsletter.
7.  The VP, with the President, appoints coordinators (the Special Events Committee) to assist in achieving the committee’s objectives.
8. Keeps accurate records of costs and contact info for future years.
9. Is responsible for ensuring the completion of Event Evaluation forms, one copy to be given to the President, one copy to the Secretary for record, and the original to be kept by the coordinator or chairman of the committee, along with all pertinent information. Files shall be handed over to the successor.

Section D. Vice President of Membership

1. Is the chairman of the Membership Committee. The VP, with the President, appoints coordinators (the Membership Committee) to assist in achieving the committee’s objectives.
2. Arranges for bi-annual membership drives to recruit new members.
3. Keeps a correct list of members’ and advertisers’ up-to-date addresses, telephone numbers and email addresses.
4. Is responsible, with the VP of Communications, for the printing of the Member Directory.
5. Provides each new member with a copy of the Directory.
6. Provides updated membership information and mailing labels to the Vice President of Communications on a monthly basis.
7. Is responsible for distribution of the information brochure.
8. Pulls monthly land transfers from Town Hall and sends welcome letter and application to new home owners.
9. Solicits membership renewal by placing a member expiration in the newsletter for 2 months prior to expiration.
10. Sends renewal invoice.
11. Verifies that the website has current info on joining and rates.

Section E. Vice President of Communications

1. Is the chairman of the Communications Committee. The VP, with the president, appoints coordinators (the Communications Committee) to assist in achieving the committee’s objectives.
2. Is responsible for creating, editing, publishing, and mailing the monthly newsletter.
3. Is responsible for communicating with the Advertising Chair regarding the publication of ads in the monthly newsletter.
4. Is responsible, with the VP of Membership, for the publishing and mailing of the Directory.
5. Is responsible for the printing and updating of the Information Brochure.
6. Is responsible for creating and publishing any other marketing materials such as posters or flyers that the club would like to create.

Section F. Secretary

1. Is custodian of all records (other than those specifically assigned to the custody of others) including By-Laws, Minutes and Event Evaluation Forms.
2. Records minutes of all meetings.
3. Provides all members of the Board of Directors with copies of minutes of all meetings.

Section G. Treasurer

1. Is custodian of all funds and shall disburse same under procedures approved by the Board of Directors, either in writing or otherwise.
2. Maintains accounting records and presents both a written financial report and commentary at each monthly Board of Directors’ meeting.
3. Monitors bank and other financial accounts, PayPal for example, and reconciles them to accounting records on a monthly basis.
4. From budgets submitted by Committees prepares a combined budget for approval by the Board of Directors and presents status versus actual at monthly Board of Directors meetings.
5. Presents a written financial statement to the Auditing Committee when requested.
6. Complies with periodic tax and other filing requirements of state and federal authorities, including income and sales tax reports and annual filing with the Secretary of State.
7. Serves on the Finance Committee.
8. Serves on the Ways and Means/Fundraising committee.

ARTICLE NINE – COMMITTEES

Section A

1. Committees may be created or deleted by the Board of Directors as needed.
   

Section B. Standing Committees

The Standing Committees shall be as follows:

1. Community Service
2. Hospitality/Sunshine
3. Children’s programs
4. Ways and Means/Fundraising
5. Advertising
6. Publicity
7. Webmaster
8. Immediate Past President

The chairmen of the standing committees may at their discretion choose as many coordinators as they may need to fulfill the duties of the position. The position of Immediate Past President is a non-voting position.

Section C. Special Committees

The Special Committees shall be as follows:

1. Audit
2. By-Laws
3. Finance
4. Nominating

ARTICLE TEN – NOMINATION AND ELECTION OF OFFICERS

Section A. Nominations

1. The Nominating Committee shall consist of 3 (three) members and be appointed by the President by April 15th. The names of the members of the Nominating Committee shall be published in the May Newsletter, so members who wish to nominate a candidate will know whom to call.
2. The members of the Nominating Committee shall elect a chairman who will preside at all meetings of the Committee. They will propose at least one name for each office.
3. The person nominated to be President should, by preference, have been a member of the organization for at least two years and a board member for at least one.
4. The proposed slate of officers shall be published in the July Newsletter.
5. The Nominating Committee shall be responsible for mailing to all members a notice of the time and place of the election/annual meeting, stating the proposed slate, and including an absentee ballot.

Section B. Elections

1. Election of officers shall be at the annual July/August meeting, by voice vote, except in the event that there is more than one nominee for an office. That office will then be elected by a secret ballot. The election will be decided by a majority vote of those present, plus any absentee ballots cast, and received by the date of the annual meeting.
2. Nominations will be taken from the floor.
3. The Nominating Committee shall be responsible for tallying the votes, and certifying the election.
4. Each household has one vote.
5. For continuity of the Board, the Nominating Committee shall try to balance new and experienced members of the Board.

Section C. Term of Office

1. All officers shall be elected for a term of one year
2. Officers shall take office at the September board meeting, and shall remain in office until such time as their successors are installed.
3. Elected officers shall hold office for no more than 2 (two) consecutive years in the same office, or until successors have been installed.

ARTICLE ELEVEN – FINANCE

Section A. Fiscal Year

1. The fiscal year of the organization shall be from September 1st to August 31st.
2. All bills for the current year shall be in the hands of the Treasurer by August 31st at which time the books shall be closed and an annual report be prepared for the Audit Committee.

Section B. Dues

For the Membership Year of September 1st – August 31st , yearly dues of thirty-five dollars ($45.00) are payable by September 1st. New families joining between March 1st and August 31st may pay $22.50. Notice of dues will be published in the July/August Newsletter.

Section C. Finance

1. The Finance Committee shall consist of the Past and Present Treasurer, President and Immediate Past President, Fundraising Coordinator, Advertising Coordinator.
2. This Committee shall prepare a budget for approval at the July meeting of the board, and for presentation at the annual meeting in August.
3. The Board of Directors shall approve the budget prior to the annual meeting with a 75% approval vote of all board members present.

Section D. Audit Committee

1. An Audit Committee consisting of 3 (three) members shall be appointed by the President with the approval of the Board.
2. This committee shall examine the Treasurer’s books, and submit a signed report, before the October board meeting, attesting to the correctness of the Treasurer’s report.
3. Only one member of the Audit Committee shall be a board member, 2 (two) shall be selected from the general membership.

Section E. Authority

The Treasurer or the President shall sign all checks; however, any check for the amount of $1500 (fifteen hundred dollars) or more will require the signatures of both the Treasurer and the President.

Section F. Final Disbursement

If this organization should be dissolved, its assets shall be distributed evenly between 3 (three) non-profit Social Service organizations in Redding.