The Southold Mothers' Club (hereafter referred to as SMC) was established in May, 1996 to provide mothers with a supportive nurturing environment, knowledge through shared experiences, friendship, activities, playgroups, babysitting co-op opportunities and community to families with children of all ages.

Definition

We are a member led support group with activities geared towards families of children from pregnancy to age 5; but all ages and family members are welcome at all functions. A monthly newsletter is mailed to the members. Members will be encouraged to volunteer, participate and share their ideas and talents. The Club does not discriminate and does not operate for profit.

General Courtesies and Guidelines

When playgroup and social events are over, help encourage your child(ren) to pick up toys and clean up.

When your or your child(ren) are ill, please use common sense when deciding if you should attend events.

Members are encouraged to volunteer for and assist in set up and clean up of all Club functions.

A membership roster listing members' name, address and phone number is available to every member for convenience and club use only; never for commercial or political purposes. This roster will be distributed two times a year at the general membership meetings. It is also available on the secure "members only" section of the website (www.southoldmothers.org). The new members will be listed monthly in the newsletter.

Meetings

Board meetings shall be held on the first Tuesday of the month at 7:00 pm. Board meetings are open to all members of the Club. Location will be noted in newsletter.

During the months of July, August and December the board meetings may be rescheduled in acknowledgment of family vacation schedules and winter holidays.

Decision Making

All members wishing to participate in making decisions for the Club should attend Board meetings. Decisions for the Club are finalized at the Board meetings by a majority vote of all attending members.

Ideas, suggestions and comments are welcomed and should be directed to the Director or appropriate Board member prior to the Monthly Board meeting. (Approval for SMC -sponsored functions or new services must be addressed to the Board for discussion). From time to time, the Board may decide that the Club membership in general must vote on an issue.

Should a decision be necessary before the next Board meeting, the Director will contact the Co-Director and two rotating Board members for consensus.

The Director or her designee must approve all materials before being distributed to the general membership.

Membership Guidelines

We welcome all parents, guardians, and expectant parents. There are no age restrictions or requirements.

Members must pay their dues to the Treasurer each January either by mail or in person.

There is no limit to the number of active members in the SMC.

All members are encouraged to participate by periodically holding Board or committee positions.

Membership Termination

A member may voluntarily terminate membership by notifying the Director or Membership Coordinator.

The Board may request termination of membership if:
1. A member's dues have not been paid on time.
2. A member's conduct is deemed inappropriate to the purpose and mission of the club.

Subsequent actions to be taken by the board:
1. The Membership Coordinator shall communicate with the member stating the problem and corrective action(s) necessary for continued membership. Should the member not comply within the stated time period, the Board may request termination. 2. Immediate dismissal action may be taken if deemed necessary and supported by a majority board vote.

Dues

Dues are paid annually for the period January 1 - December 31. (Membership dues are reduced by half if a member joins any time after July 1.)

Dues payment may be made by check payable to the Southold Mothers' Club or by cash. Dues are paid to the Treasurer.

Dues can be waived by decision of the Board in certain financial hardship circumstances, for one year. After that year, the hardship case will be reviewed and member may be asked to contribute $1.50 per month.

Purpose of the Board

There shall be a Board of Directors comprising volunteers from the general membership. The purpose of the Board shall be to direct and oversee everyday business of the Club, implementing Club goals with guidance and input from the general membership.

The Board has the right to exercise final approval of programs and events and is charged with ensuring that committee decisions and Club activities are in keeping with the purpose and policies of the Club.

Duties of Board Members

All Board members are expected to uphold the integrity of the Club.

All Board members are expected to attend Board meetings during their one-year term. If unable to attend, please recruit another Club member to attend in your place, informing the Director of the change.

Each Board member is to inform the Director of pertinent activities and agenda items prior to the next Board meeting. Each Board member should promptly provide written information regarding their area of responsibility to the newsletter coordinator/staff.

Each Board member shall review the by-laws at the beginning of their term and maintain familiarity with them.

Board of Directors

Club activities shall be developed and enacted by a Board of Directors consisting of an Executive Board and Committee Chairs/Coordinators.

Executive Board:*
1 Director, 2 Co-Directors, 1 Membership Secretary, 1 Recording (Correspondence) Secretary, 1 Treasurer.

Committee Chairs/Coordinators
Events Coordinator Publicity Coordinator Fund Raising Coordinator Support Network Coordinator Welcome Coordinator Mailing Coordinator Newsletter Coordinator Small playgroups/babysitting co-ops coordinator

Committee may be added or deleted as necessary with a vote by executive board.

*Executive Board positions posted by general election. (See Methods of Selection).

Terms

All members of the Board serve for 1 year, beginning February 1. A member may hold the same office for no longer than 2 consecutive years.

At the end of each term, all positions shall be open on an elected/selected basis, even if the current position holder desires a second term.

Any member of the Board can remain on the Board beyond two years if they choose to hold an office other than the one previously held.

Any member unable to complete a term is requested to contact the Director 30 days prior to resigning (when possible). The out going member should make a good faith effort to find a replacement.

Duties

See "positions" definitions.

Each Board member is requested to keep a folder with all information pertinent to their respective positions for their successor.

Members should make an effort to make contact with and introduce new and prospective members to encourage active membership and foster friendship among all.

Method of Selection/Election

Executive Board positions shall be filled by ballot election of general membership held at a general meeting each January.* Members may be present to vote or must deliver ballot to General meeting or to membership secretary.

*positions will be described in newsletter at least one month prior to each election/changeover. Ballot will be enclosed or can be picked up at the general meeting.

Committee Coordinator positions shall be filled on a volunteer basis. Members wishing to fill a position should contact the Nominating Committee or the Coordinator currently holding the position. If more than one person is interested in the same position, co-coordination or formation of a "committee" is allowed at the discretion of the current Executive Board.

General membership is encouraged to volunteer/serve on the Board. No specific skills are required. Interest, time, commitment and ability to get along with others should e strongly emphasized.

The Executive Board will appoint the "Chairs" of each committee within 1 month of each new term. There is no limit to the number of people who wish to serve on a committee. Committee members serve on a volunteer basis and may or may not be present at Board meetings (their option).

Nomination

Any club member can be nominated to Board positions by asking the Nominating Committee, Executive Board members or Co-directors to select them. If there are no volunteers, the Nominating Committee will seek out members and ask them to fill a post and/or run for office. This committee will attempt to involve a diverse group from the general membership.

Nominating Committee will be formed each September prior to election and will disband after that year's election. A new committee will be convened each year. Anyone wishing to serve on the Nominating Committee can do so be contacting a member of the Executive Board or any Co-Director.

Joint Board Meeting

Out going and incoming board shall meet jointly in February to transfer information. Or, outgoing and incoming committee chairs or Executive Board members can meet separately with the approval of the director.

Removal of a Board Member

Grounds for removing a board member:
        1. Misses 4 consecutive Board meetings
        2. Theft, causing injury to other member, or destruction of club property
        3. Unwillingness to perform duties after a written request to do so by Director (letter will be copied to Recording Secretary.)

By-Law Amendment Procedures

Amendments to by-laws can be made through the use of written ballot at General meeting. An affirmative vote of two-thirds of members present at general meeting shall be required to pass amendment.

Any member wishing to amend by-laws shall
        1. Present written proposal of amendment at a Board meeting at least 45 days prior to general meeting.
        2. Proposal will be printed in the Newsletter the month of the General meeting
        3. Members must be present to vote on an amendment.

Club Eligibility

Any person with children or expectant parent wishing to belong to the Southold Mothers' Club is eligible for membership.

Board Positions

Director: Sets agendas, presides over Board meetings, acts a club spokesperson and community liaison. Helps recruit members to fill Board positions. Mediates problems within the club and maintains confidentiality and impartiality. Writes message for the monthly newsletter. At conclusion of term, oversees transition of Board members and remains available as advisor to new director, as needed. Does not vote on Board decisions unless a tiebreaker is needed.

Co-Director: Assists director in carrying out her duties. As needed, co-facilitates special meeting with other committees or new committees. Should the Director be unable to complete the term of office, the co-director (selected by Board) will complete the term and a new Co-director will be chosen by the Board if appropriate.

Membership Secretary: Maintains/updates current mailing list (names of parents/children/birthdays/current address). Produce mailing labels for newsletter each month. (Will bring to Board meeting). Coordinates adds/deletes with Treasurer each month. Sends liability waiver to each new member when dues are paid.

Correspondence (Recording) Secretary: Records minutes at all Board and General meetings. Record keep all correspondence the group has with outside entities.

Treasurer: Responsible for depositing dues and other funds in the club checking account, as well as keeping records of all financial transactions. As new members join, provides names and addresses and phone numbers to membership secretary.

Events Coordinator: Plans and oversees outing for children and families, including playdates at local parks. Reserve sites for important events in advance and avoids conflicts in newsletter calendar as well as crowding of schedules. Is responsible for all moneys and reimbursements related to the events in coordination with the Treasurer.

Fundraising Coordinator: Take new ideas for fundraising efforts from the general membership and coordinates fundraising events, follow up on moneys collected, and serve as liaison to Treasurer.

Welcoming Coordinator: Responsible for personally welcoming new members into the club by meeting them at an activity or paying a house call. Will provide new members with "welcome kit" (as is it is developed).

Newsletter Coordinator: Responsible for the production of the monthly newsletter. Collects and edits material submitted by club members, writes articles, designs the layout and assembles the pages. Access to and knowledge of a computer is essential for this position. Attends all meetings.

Publicity Coordinator: Responsible for writing and sending press releases to local newspapers about upcoming events, submitting SMC articles and/or photos to publications, encourage media coverage of activities.

Mailing Coordinator: Handles distribution of newsletter. In charge of dropping off and/or picking up from the printer, collating, labeling, and final mailing. Attends Board meetings.

Support Network Coordinator: Receives phone call from members who refer "moms in need." Coordinates efforts to aid moms by calling committee members (or general membership by notice in newsletter) and arranging for meals, cards, gifts, and other types of support. NOTE: General membership is responsible for contacting this coordinator if a member is expecting a baby or could use a card of encouragement and/or sympathy. Volunteers are needed to cook meals, offer babysitting, etc. for members in need.

Small Playgroup/Babysitting Co-ops Coordinator: Places club members who wish to be involved in an age appropriate playgroup for their children. Mediates and helps resolve any playgroup problems among members. Is available to playgroup members that may have comments, concerns, and problems.

Updated and approved: General Meeting August 7, 2003

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