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Constitution and Bylaws

Constitution

ARTICLE 1.  NAME

Section 1. This organization shall be called the Women’s Club at UCF, Inc.

ARTICLE II.  MISSION AND STATEMENT OF PURPOSE

Section 1. The mission of the Women’s Club at UCF is to support the advancement of the University’s ideals and goals; to provide and award scholarships to full time, non-traditional students at the University of Central Florida (UCF); to welcome members from the community as well as the University; and to provide opportunities for sharing interests and developing friendships among members.

This is accomplished by promoting sociability and advancement of the ideals of UCF through:

  1. General Membership Meetings
  2. Interest Groups which meet regularly and host various events
  3. Club wide social and volunteer events

ARTICLE III.  MEMBERSHIP

Section 1. Any person who is interested in supporting the mission of the Club is eligible for membership.

Section 2. Active membership requires payment of current dues.

Section 3. Honorary non-paying membership may be extended at the discretion of the Board of Directors.

ARTICLE IV.  BOARD OF DIRECTORS

Section 1. The Board of Directors supervises the business activities of the Women’s Club. The Board of Directors is composed of the Elected Officers, Chairs of the Standing Committees, Historian, Parliamentarian, UCF Foundation Liaison, immediate Past President of the Club and Members at Large.

Section 2. A Member of the Board of Directors must be present (including virtually) to vote.

Section 3. The elected officers of the Club, also known as the Executive Committee, shall be President, Vice-President, Secretary, and Treasurer. These officers shall perform such duties as prescribed in the Bylaws.  The Executive Committee has the authority to meet separately from the Board of Directors and make decisions on part of the Board when time or necessity dictates.

Section 4. Elected Members at Large are not to exceed 4 positions on the Board of Directors.

Section 5. The President shall appoint the Chair(s) of all Standing Committees as listed in the Bylaws.

Section 6. The President shall appoint an Historian and Parliamentarian. The UCF Foundation Liaison is appointed by the Foundation. These members along with the current Past President of the Club will serve as advisors in their specific areas of expertise.

Section 7. Should vacancies occur, the President, in consultation with the Board of Directors will appoint someone to finish the term until elections can be held the following year.

ARTICLE V.  ELECTION OF OFFICERS AND MEMBERS AT LARGE.

Section 1.  Annually, in January, a nominating committee for new officers and members at large shall be appointed by the President. It shall consist of no less than three, nor more than five members. The immediate Past President serves as the Chair.

Section 2. The Chair of the Nominating Committee with approval of the President will send out a club wide announcement requesting member interest and nominations for the elected positions. All nominations will be reviewed, and the nominating committee shall present a slate of candidates for each elected office to the Board of Directors for approval to bring the slate to the membership for a vote.

Section 3. Nominations may be made from the floor provided the nominee has consented prior to the meeting.

Section 4. Officers and Members at Large shall be elected by a majority vote of the members present at the annual Spring Meeting.

Section 5. The term of office shall be one year except for the office of Treasurer, whose term shall be two years. No elected officer or Member at Large shall serve more than two consecutive terms in the same position.

Section 6. Each person on the Board shall hold only one Board position during a calendar year.

Section 7. Officers and Members at Large assume duties following the election.

ARTICLE VI.  COMMITTEES

Section 1. Standing committees represent on-going activities of the Club and shall perform such duties as prescribed in the bylaws.

Section 2. The President shall appoint a Chair and determine length of service for Special and Ad Hoc committees as necessary.

ARTICLE VII.  SCHOLARSHIP

Section 1. An endowed fund shall be maintained with the UCF Foundation for the Women’s Club at UCF, Inc. Endowed Scholarship Fund. The Endowed Scholarship Fund shall be maintained by contributions, bequests, or appropriation from the Club.

Section 2. Annually, the Club will award an undergraduate scholarship, in honor of the University’s First Ladies; and a graduate scholarship, in honor of a former club member, Sheila B. Somerville. The scholarships will be awarded in accordance with the guidelines established by the Women’s Club at UCF, Inc. and the UCF Foundation.  Additional scholarships may be awarded upon approval of the Board of Directors.

Section 3. The Scholarship Committee shall be composed of at least three members of the Women’s Club at UCF, Inc.: the Scholarship Chair, the Past President and the UCF Foundation liaison.

ARTICLE VIII. MEETINGS

Section 1. The number of general membership meetings of the Club to be held during the Club’s fiscal year shall be determined by the Board of Directors.

Section 2. The number and frequency of Board of Directors meetings will be determined by the President in consultation with the Board members.

ARTICLE IX. DUES

Section 1.  Annual dues for members shall be determined by the Board of Directors. Dues provide the funds for the Club’s operating budget each year.

Section 2. Dues are payable by July 1st of each year, which is the beginning of the Club’s fiscal year. Unpaid dues become delinquent after October 1st each year. Dues paid July 1st to March 31st are credited to the current fiscal year. For new members, dues paid from April 1st to July 1st will be credited to the upcoming fiscal year.

ARTICLE X. AMENDMENTS TO THE CONSTITUTION

Section 1. The constitution shall be amended at any general membership meeting by a two-thirds vote of the membership present. Due notice of the proposed amendment shall be given at the previous regular meeting or in writing (to include electronic transmission) to all Club members at least 10 days prior to the meeting at which the amendment is to be acted upon.

BYLAWS

DUTIES OF THE ELECTED OFFICERS

  • The PRESIDENT shall:
    • Preside over all the meetings of the Club and conduct the business of the Club in accordance with the Constitution and Bylaws.
    • Develop a Calendar of Events for the year in conjunction with the Board of Directors.
    • Sign Club checks in the absence or inability of the Treasurer to act.
    • Appoint, in consultation with the Board, the Chairs of the Standing Committees.
    • Be an ex-officio member of all Standing Committees.
    • Appoint, in consultations with the Board, the Chair and length of service for Special and Ad-Hoc committees as needed.
    • Have the authority to send mass emails to Club membership.
    • Send notices of meetings.
  • The VICE PRESIDENT shall:
    • Perform the duties of the President in her absence or at her request.
    • Serve as Membership Chair and appoint committees as necessary to perform the duties of this office.
    • Plan and prepare a New Member Orientation meeting each year to introduce new members to all aspects of the Club.
    • Send welcome ladies to new members.
  • The SECRETARY shall:
    • Record the minutes of each meeting of the Club.
    • Read recorded minutes as requested.
    • Act as custodian of all records not otherwise specified.
    • Conduct general correspondence.
    • Prepare and submit required reports to the State of Florida.
  • The TREASURER shall:
    • Be the custodian of all monies belonging to the Club.
    • Create and manage the annual budget.
    • Maintain a correct account of all receipts and disbursements.
    • Collect membership dues and maintain a current record of paid membership.
    • Present a written financial report at each Board meeting.
    • Present a written financial report when requested by the Board.
    • Prepare and submit the annual filing to the Florida Department of Agriculture – Solicitation of Contributions due by October 3rd.
    • Prepare and submit IRS Form 990-N due each year by November.

DUTIES OF THE STANDING COMMITTEE CHAIRS
Standing Committees are responsible for the everyday activities of the Club. Each standing committee is allowed one vote on the Board of Directors. Votes are submitted by the Chair or their designated representative present at the time.

  • The Chair of the MEETINGS AND PROGRAM Committee shall:
    • Prepare, plan, and execute the Spring and Fall Luncheon Meetings.
  • The Chair of the INTEREST GROUP Committee shall:
    • Maintain a list of all Interest Groups.
    • Provide Interest Group Leaders with information on new members wishing to join their group, or any information pertinent to Interest Groups.
    • Provide guidance and support to members who want to start a new Interest Group.
    • Communicate scheduled Interest Group activities to the membership.
  • The Chair of the WEBSITE /SOCIAL MEDIA Committee shall:
    • Update and maintain the Club Website to ensure all pertinent information is up to date and available to Club members.
    • Encourage Board Members, Committee Chairs, and Interest Group Leaders to post meeting notices, pictures of events, and other pertinent information.
    • Maintain the Club’s Facebook page and YouTube Channel.
  • The Chair of the NEWSLETTER Committee shall:
    • Produce the Club newsletter for distribution to the membership.
  • The Chair of the SPECIAL EVENTS Committee shall:
    • Prepare, plan, and execute Pop-Up events and other Club wide social gatherings other than the Spring and Fall Luncheons.
  • The Chair of the HALL OF FAME Committee shall:
    • Request nominations from the membership, research all nominees and present a final slate of nominees to the Board of Directors for approval.
  • The Chair of the SCHOLARSHIP Committee shall:
    • Monitor and maintain the balance of Women’s Club at UCF, Inc. Endowed Scholarship Fund.
    • Recommend the number of recipients at both the undergraduate and graduate level each year.
    • Recommend returning funds to the endowment as appropriate.
  • The Chair of the SUNSHINE Committee shall:
    • Create a culture of caring and connection by acknowledging special occasions for Club members.

DUTIES OF THE CLUB ADVISORS

  • The PAST PRESIDENT shall:
    • Serve as Chair of the Nominating Committee
    • Serve on the Scholarship Committee
    • Serve in an advisory capacity to the new President.
  • The PARLIAMENTARIAN shall:
    • Provide guidance to the President on parliamentary rules and procedures based on Robert’s Rules of Order
  • The HISTORIAN shall:
    • Research, teach, and report about past events to contribute to shared understanding of the Club’s past.
  • The UCF FOUNDATION LIAISON shall:
    • Foster professional and effective collaboration between the Board of Directors and the UCF Foundation.
    • Is not a voting member of the Board.
  • The MEMBERS AT LARGE shall:
    • Provide support to the Board of Directors.
    • Have no specific duties unless assigned by the Board of Directors to meet current needs.
    • Have the same rights and responsibilities as other Board members.

SCHOLARSHIPS

  • The Club will award undergraduate and graduate scholarships to full-time, nontraditional UCF students in good academic standing.
  • Ideas for fundraising to increase the Club’s Scholarship Fund should be presented to the Board of Directors for approval.
  • The President and Board of Directors may request voluntary membership contributions for specific reasons during an emergency.
  • All benefits of scholarship fundraisers, activities, and contributions shall be designated for student needs.

GENERAL

  • The Club shall follow parliamentary rules and decorum in accordance with Robert’s Rules of Order.
  • Each motion presented to the Board for consideration must be seconded. A quorum of 51% of the Board members must be present to vote on a motion.
  • The voting sign of the Club shall be the raising of the right hand, unless otherwise designated.
  • These Bylaws can be amended at any regular meeting of the Board of Directors by the majority vote of the members present.