BY-LAWS OF THE GFWC WOMEN’S CLUB OF SWEETWATER COUNTY (FORMERLY WOMAN’S CLUB OF ROCK SPRINGS), GFWC
REVISED 1997, 2003, 2005, 2010, 2012, 2014, 2016, 2017, 2019, 2020, 2021, 2023, 2024
ARTICLE 1-NAME
The name of the Club shall be GFWC Women’s Club of Sweetwater County (Formerly
Woman’s Club of Rock Springs, GFWC), General Federation of Women’s Clubs of Wyoming GFWCW.
ARTICLE II- OBJECTIVE
The objective of the Club shall be:
Section 1- To be a representative organization to promote civic, social and personal progress, and
to be ready at any time to take concerted action on any measure that affects the life of the community.
Section 2- As a 501C(3) organization:
Item 1- The Club shall be non-partisan and non-sectarian.
Item 2- The Club is organized for charitable purposes.
Item 3- The Club must not be operated for the benefit of private interests and no part of its net
earnings may benefit any individual member of the Club.
Item 4- Should the Club be disbanded, any funds still held will be distributed to charitable organizations.
Item 5- The fiscal year of the Club shall be the same as the General Federation of Women’s Clubs (GFWC), July1- June30.
ARTICLE III- MEMBERS
Section 1- Membership shall consist of Active and Virtual Members.
Section 2- Active Membership- Any woman who accepts the standards of the WCSC and carries a willingness to promote the welfare of the Club by regular attendance and cheerful acceptance of its duties may become an active member. She may attend a) General Meeting or b) Section
meetings. She must pay Club dues.
Section 3- Virtual Membership: Any woman living outside of Sweetwater County, WY, who accepts the standards of the WCSC and carries a willingness to promote the welfare of the Club by participating in at least one activity during a Club year may become a Virtual Member. She must pay dues.
Section 4- Anyone wishing to become a member of the Club may turn in an application on the website, in person, or via mail. Memberships become active when the dues are turned in to the Treasurer, and forms are submitted to the Membership Chair. The Board will review applications and announce the names of new members at the next General Meeting.
Section 5- Active members shall participate in the Club’s activities. They should be willing to hold office, appear in programs, and serve on committees, thus sharing the responsibilities of the Club. They shall enjoy all privileges of the Club, including the right to vote on Club business
and to invite new members.
Section 6- The hostesses for each month will be responsible for arranging a luncheon or dinner. Additionally, they are responsible for the cost of decorations and favors. The hostesses will also serve as a Welcoming Committee at the door. If they are too busy, they should ask other
members for assistance. Hostesses are responsible for contacting all members to confirm their attendance.
Section 7- Any former member requesting to rejoin the Club must complete a new application and pay dues.
Section 8- Each member is responsible for obtaining a copy of the current By-Laws.
ARTICLE IV MEETINGS
Section 1- The General Meeting of the Club shall be held once a month from September through May. Wherever a point of order arises that is not covered by our By-Laws, the rules contained in Robert’s Rules of Order, current edition, shall govern the Club and may be used by the
Parliamentarian in her official capacity. The election of officers shall be held at the April General Meeting. The General Meeting in May shall be for the installation of officers only. No
business shall be conducted unless approved by the Board. The December General Meeting shall be the Club Holiday Party, with no business conducted unless approved by the Board.
Section 2- The President or the Board may call a special meeting of the whole organization. At special meetings, only special business will be transacted.
Section 3- Seven (7) active members, including one (1) current officer, shall constitute a quorum of any General or Special Meetings of the general Club.
Section 4- The Board shall meet monthly or at the call of the President or any three (3) officers of the Board. Five (5) Board members shall constitute a quorum of any regular or Special Board Meeting.
Section 5- The June Board Meeting will be at the discretion of the incoming President and will consist of all old and new Board members for the purpose of turning over all necessary materials to the new Board members and instructing them in their duties. No other business will be conducted. It may be a formal meeting if the incoming President feels it is necessary.
Section 6- A standing committee shall meet at the call of its Chair or any two members of the committee.
ARTICLE V DUES
Section 1- The annual dues for active members shall be determined before April 1and are due
and payable June 1. (Members’ names will be dropped by the August Board Meeting for nonpayment of dues). A written notice will be sent one (1) month before the member’s name is
dropped.
Section 2- If a member joins between September and March, she will be assessed full dues for
the current year.
ARTICLE VI- ELECTION OF OFFICERS
Section 1- The Nominating Committee shall consist of a Section Chair plus a Chair appointed by
the President.
Section 2- It shall be the duty of the Nominating Committee to submit a slate of qualified members for the six (6) executive offices to the Board at the Board’s April meeting for the
Board’s approval. The consent of each nominee shall have been secured before her name is submitted to the Club.
Section 3- Nominations from the floor will also be accepted. The consent of each nominee shall have been secured before her name is submitted to the Club.
Section 4- All candidates for office may be voted upon by ballot. The one receiving a majority of the votes cast by members present shall be declared the elected. If no one receives a majority vote upon the first ballot, the two nominees receiving the highest number of votes shall be nominees for the next ballot. Where there is only one candidate for an office, election may be made by voice.
Section 5- Section Chairs shall be elected by their respective sections at their April meeting.
ARTICLE VII- OFFICERS
Section 1- The executive officers of the Club shall be the President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer and Financial Reviewer.
Section 2- The Board shall consist of the executive officers as stated in Section 1 plus the immediate Past-President, Historian, Parliamentarian, Chaplain, Cultural Arts, Education,
Lending Closet, Publicity, Sunshine, Yearbook, plus the Chairs for each GFWC Special Program and Community Service Program, as listed in the GFWC Manual, plus others deemed necessary by the Board, GFWCW or GFWC.
Section 3- Terms of Officers- The Board may invite the President to serve an additional year, or the President may present to the Board her desire for another term. In either case, the President’s name shall be subject to all provisions of Article VI- Election of Officers. If the President does
not desire a second term, the Vice-President will be asked to present her name for nomination and be subject to the provisions of Article VI- Election of Officers. If the Vice-President does not wish to serve as President and there are no other nominations as provided by Article VI-
Election of Officers, a pro-tem shall be appointed. The President pro-tem will be defined as the
group of all past Presidents of GFWC Women’s Club of Sweetwater County, (Formerly)Woman’s Club of Rock Springs)-GFWCW who are currently active in the Club as defined by Article III, Section 5, This also applies to any President who doesn’t complete her term.
ARTICLE VIII- DUTIES OF OFFICERS
Section 1- It is the duty of the President to call meetings to order, to preside at all meetings, to announce the business before the assembly in its proper order, and to preserve order and decorum. The President shall appoint all special committees subject to the approval of the Board. She shall be Chair of the Board and ex-officio member of all committees except the Nominating committee. She shall be responsible for advising the Board of the budgeted items. She shall
give a brief report of Board actions at General Meetings and seek general membership approval.The installation of officers shall be performed by a Past-President in good standing of WCSC or by a President or Past-President of another GFWC Club. The outgoing President shall present the incoming President with her President’s pin and the incoming President shall select the installation ceremonies. The installing officer shall present the outgoing President with the guard for her pin.
Section 2- The Vice-President, in the absence of the President, shall take the Chair and perform its duties. In case of a vacancy in the office of President, Article VII-Section 3 will be applied.
She shall be a member of the Finance Committee, the Chair of the Club’s Holiday fundraiser, and a member of other fundraising committees.
Section 3- The Recording Secretary shall keep a current record of all Club and Board meetings.
The minutes of the Club and Board meetings shall be typewritten and placed on file at the close
of the Club year. Board and General Meeting minutes shall be dispersed to Club members in atimely manner on a monthly basis.
Section 4- The Corresponding Secretary shall be responsible for the correspondence of the Club. At the time of the election of new State officers, she shall send personal invitations to the new State officers to attend one (1) Club meeting in accordance with their schedules. All correspondence shall be retained until the end of her term.
Section 5- The Treasurer shall pay all non-budgeted bills upon the authorization of the Board, keep an itemized account of all receipts and disbursements, and present a written report to the
Club at each Board meeting. Copies of the report go to the President, Vice- President, Recording Secretary and Financial Reviewer. At the General Meeting she will report on transaction s of thepreceding month. In the absence of the Treasurer at the Meeting of the Board or General Club,
the Treasurer shall appoint an active member of good standing to carry out her duties. A record of receipts and disbursements shall be submitted to the Financial Reviewer annually. She shall submit a list of current members to the Yearbook Chair by August 1. She shall be a member of the Finance Committee. All checks shall require one (1) signature only unless the check is for $150.00 or more. It shall then require two (2) signatures. The current President and one at-large member should also have signature cards on file for the Club accounts. The Treasurer shall receive all monies due to the Club. She shall notify delinquent members of what they owe as required in Article V, Section 2, of these By-Laws. Requests for non-budgeted donations, afterthe Board’s approval, will be presented to the general membership for approval.
Section 6- The Financial Reviewer shall examine the books annually at the end of July. She shall examine the Treasurer’s reports and make written reports by the September Board meeting. She shall be a member of the Finance Committee.
Section 7- The Board shall review and recommend action on all the transactions of the Club and fill vacancies of officers, except that of President, subject to approval of the Club. In the event of a vacancy in the Vice-Presidency, the Board shall nominate a Vice-President subject to the approval of the General Membership.
Section 8- Upon retiring from office, all officers shall deliver to their successors all guidelines, materials and other property belonging to the Club by the June Board Meeting. The Treasurer shall deliver all monies, completed accounts and records by June 30 th . The outgoing officer
should give the new officer her counsel and advice on how to fulfill the specific duties of that office.
ARTICLE IX- SECTIONS
Section 1- Upon the request of six (6) or more members of the Club, a study group called a Section may be created subject to the approval of the Club. No new Section shall infringe upon
the rights of a previously organized Section.
Section 2- The objective of each Section shall be designated by its name.
Section 3- Each Section of the Club shall elect its own officers and plan its own program. Each Section Chair shall be a Board member and report activities to the Membership.
Section 4- A member of the WCSC is eligible for membership in any or all of the Sections of the Club.
ARTICLE X- COMMITTEES
Section 1- There shall be four standing committees: Finance, By-Laws, Yearbook and Nomination. The President may appoint other committees and any other positions deemed
necessary, subject to approval of the Board.
ARTICLE XI- DUTIES OF COMMITTEES
Section 1- It shall be the duty of the Finance Committee to set up a budget for the year and to monitor fundraising. The Committee shall consist of the President, Vice-President, Treasurer and Financial Reviewer. The Committee shall present the proposed budget at the April Board meeting for approval. If approved by the Board, the budget shall be presented to the membership at the April General Meeting for approval.
Section 2- A By-Laws Committee may be appointed by the President subject to approval by the Board when deemed necessary. It will be the duty of this committee to make any necessary revisions to the WSCS By-Laws and to review the By-Laws of the GFWC for the Club. By- Laws shall be revised every two (2) years.
Section 3- The Yearbook Committee consisting of the Yearbook Chair, President, Treasurer, Program Chair and the Section Chair, shall compile the yearbook.
ARTICLE XII- DUTIES OF OTHER BOARD MEMBERS
Section 1- Historian- the Historian shall compile the annual history of the Club by saving news clippings, pictures and other memorabilia. She will include a copy of the annual President’s
report in this history.
Section 2- Parliamentarian- The Parliamentarian shall keep with her a copy of Robert’s Rules of Order, current edition, and shall be the final authority on questions of Parliamentary procedure.
Section 3- Chaplain- The chaplain shall offer an invocation at each General Meeting and at other times requested by the President.
Section 4- Newsletter Editor- The Newsletter Editor shall be a member of the Publicity Committee and is responsible for the publication of the Club’s Newsletter.
Section 5- Lending Closet- The Lending Closet Chair shall maintain the medical equipment Lending Closet. She shall give any monies received to the Treasurer to be listed on a separate
line item in all reports and specifically used for lending closet expenses. Any money spent for Lending Closet items will come from the GFWC Women’s Club of Sweetwater County
(Formerly Woman’s Club of Rock Springs GFWC) checking account. She will be responsible for acknowledging any donations.
Section 6- Membership Chair- Membership shall be the responsibility of all members who shall submit membership applications to the Board for recommendations. The Membership Chair shall contact prospective members, invite them to meetings or membership events and conduct
initiation ceremonies when indicated by the Board. Article III, Section 2, 4, and 5 shall be read to each new member. It will be her responsibility to order yearbooks and to secure pins for new
members.
Section 7- Publicity- The Publicity Chair shall be responsible for new articles for the Wyoming Clubwoman and all Club publicity. GFWCW should be mentioned in the news articles. She shall be responsible for contacting the newspaper. Website and Facebook editors are members of the Publicity Committee.
Section 8- Sunshine- The Sunshine Chair shall send cards, make telephone calls when illness occurs, and send sympathy card when indicated. Family members will include spouse, father, mother and children. In the event of the death of a member, spouse of a member, or immediate family member including father, mother and children, the Club shall present a memorial in an amount specified by the Board. The Sunshine Chair shall notify the Board of memorials to be paid and the Treasurer will issue a check.
Section 9-Yearbook- The Yearbook Chair shall, with the help of the Yearbook Committee as defined in Article XI, Section 3, compile information and publish the yearbook for the following year and make new yearbook inserts available to members at the September General Meeting.
Section 10- The Education and Libraries Committees shall oversee the awarding of grants to WWCC students. The information should be given to Counselors at the local High Schools. The eligibility requirements for each student are: be a resident of Sweetwater County, have a 2.5 minimum GPA, be a full-time student carrying a minimum of 12 hours, or be a part-time student carrying at least 6 hours. A maximum of 5 grants will be given for each Fall and Spring semester. The grants will be divided as follows: Three (3) academic grants for full-time
students working toward and AA, AS or a BA or BS through Western Wyoming Outreach, one grant for a part-time student and one grant for a vocational student. The initial application
process shall include either a 250-word essay or a 1-2 minute video. Either method should include and introduction, which grant the student is requesting, which subjects and activities the
applicant enjoys, what the applicant plans to study and why. Requests for a continuing grant must contain a summary of how previous grant(s) were spent and the continuing GPA of 2.5 or higher. Preference for education grants is given to the student with a family member belonging to WCSC.
ARTICLE XIII- PARLIAMENTARIAN AUTHORITY
Section 1- The rules contained in Robert’s Rules of Order, current edition shall govern the Club
and be used by the Parliamentarian in her official capacity.
ARTICLE XIV- AMENDMENTS
Section 1- By-Laws may be adopted, amended or repealed at any regular meeting by a two-thirds (2/3) majority vote of those members present provided that there is a quorum and the proposed amendment shall have been presented in writing and read at the previous regular meeting.
Section 2- In the event of a local or national emergency, time requirements may be suspended.
