ECMC BY-LAWS

Updated August 2007
PDF Version

  1. Name and Logo
    1. Name: East County Mothers’ Club
    2. Web-Address: www.eastcountymothersclub.org
    3. Logo:

  2. Purpose

    3. The East County Mothers’ Club’s (hereafter referred to as ECMC) vision statement is “Mothers working together to create an open welcoming environment in which to establish new friendships and a sense of community for ourselves and our children.”  We work together to achieve our vision by being non-discriminatory and welcoming all mothers:  working or stay-at-home, breast-feeding or bottle-feeding, birth or adoptive.

  3. Definition of the Club
    1. We are a member-led social and support group of families in the East Contra Costa County area, for children of all ages, with club activities geared towards children under the age of five. 
    2. Every member will be encouraged to volunteer, participate, and share her ideas and talents.
    3. ECMC is not intended to be political, partisan, or religious.  The group offers a forum to discuss openly, in a supportive environment, issues and concerns of parents and children.
  4. Membership Requirements
    1. Membership is available to any mother, with the awareness that ECMC’s activities are geared primarily for families with at least one child between the age of birth and five years old.  Members may also be expectant mothers or have older children.
    2. Members must pay non-refundable dues on time. (See Dues section)
    3. There is no residence restriction.  However, most activities take place in the East Contra Costa County, California area, covering Bay Point, Pittsburg, Antioch, Oakley, Knightsen, Brentwood, Byron & Discovery Bay.
    4. Members must sign the By-Laws Acknowledgement Form and return the signed form to the ECMC Membership Coordinator, either by mail or e-mail.
    5. Members must commit a minimum of two hours of service to ECMC per year (i.e. volunteer to help at an event, participate in an Outreach project, volunteer for a board position, etc.)  
  5. General Courtesies
    1. All parents must be responsible for the well-being, safety, and behavior of their own child(ren) at all ECMC functions.
    2. Do not attend playgroup or other functions when you or your child(ren) are ill.
    3. Help and encourage your child to pick up toys when playgroup is over.
    4. If you must cancel a commitment to attend a function, please inform the Coordinator or the appropriate person in charge that you will be unable to attend.
    5. RSVP’s must be made at designated times for all parties and outings.  A hostess who does not receive any RSVP’s may cancel the event at any time.
    6. Negative or slanderous remarks about any member of the ECMC are not acceptable, and is discouraged.
    7. All members are encouraged to adhere to the principles set forth in these by-laws.  Violation of the by-laws is cause for termination from the club.  Terminated members will not be refunded prorated dues.
    8. By participating in the ECMC on-line discussion lists, you agree to abide both by Yahoo! Groups policies (available at www.groups.yahoo.com/local/guidelines.com) and by ECMC’s discussion list charter (available at www.groups.yahoo.comgroup/ecmc/files.com)
    9. Members are not to disclose “Members Only” passwords to any non ECMC member.
  6. Membership
    1. Membership within this club will not be limited in number.
    2. Any paid member is eligible to vote, hold an office, and participate in committee or activity groups.
    3. Members are encouraged to attend monthly events, parties, outings, playgroups, and Board Meetings.
    4. Personal politics, partisan, or religious lobbying will not be permitted within the ECMC.  Non-partisan community of family-related issues may be presented to the group with the permission of the Board of Directors.
    5. A member’s name and kids names will be included on the roster upon payment of dues.  If a member wishes to withhold any personal information, she should notify the Membership Coordinator.  New rosters will be printed every three months (September, December, March and June).  New members’ names will be available in the newsletter every month.
    6. The ECMC roster is only for the private use of ECMC members.  The ECMC roster may not be used for commercial purposes by members or outside organizations.
    7. Members are not permitted to use the ECMC name as an endorsement for their product or service.
    8. The vehicles for soliciting any personal services or products through ECMC are:
      1. Placing an ad in the monthly newsletter
      2. Signature ad following e-mails.  No other solicitation allowed on Yahoo! Groups.
  7. Dues
    1. Dues are based on a two-tier membership system, paid on an annual basis. Renewals will be billed 30-days prior to anniversary date of when the member first joined.
      1. For those members wishing to receive a hard-copy of the newsletter, dues are $50.00 per year.
      2. For those members wishing to view the newsletter on-line, then a $15.00 discount will apply and the dues are $35.00 per year.
    2. Dues are considered late, and membership will lapse if dues are not received by the Membership Coordinator by the last day of the month that the renewal is due. (ie: renewal date is 5/15, then the dues are due by 5/31 or membership will lapse) Dues must be current in order to participate in any club function.
    3. Dues are non-refundable.
    4. Dues may be paid by cash or checks, made payable to ECMC and mailed to PO Box 4687, Antioch, CA 94531-4687. Dues may also be paid on-line by going to our website at www.eastcountymothersclub.org and using pay-pal.
    5. Any changes in dues shall be decided by a simple majority vote of the members present at a pre-announced meeting or via an on-line anonymous poll on Yahoo! Groups.
  8. Budget
    1. Submitted annually to the Co-Directors by the Treasurer, with the input from fellow Board Members. Effective for a fiscal year beginning September 1st going through August 31st.
    2. The budget will be compiled according to three target dates:
      1. June Board Meeting: Treasurer provides an estimate of incoming funds for the new fiscal year.
      2. July Board Meeting: All Coordinators turn in budget proposals and complete the budget by August 1st, submitting it to the Co-Directors at that time.
      3. September Board Meeting: The completed budget is presented to the Board.
  9. Meetings
    1. Board Meetings
      1. Are held the first Wednesday of every month at 7:30 p.m.
      2. The location rotates between Board Members’ homes – all Board Members are encouraged to volunteer their turn.  The location will be printed monthly in the newsletter prior to the meeting.
      3. Any member may attend the Board Meeting.  Visiting non-board members should notify the hostess prior to attending the meeting.  Bringing children to Board Meetings is strongly discouraged, but left to the hostess’ discretion.  Please call ahead to ask the hostess’ ability to include children.
      4. The agenda is set by the Co-Directors, alternating between them as to who runs each meeting.
      5. Items falling outside the normal scope of a Board Member’s update report should be reviewed with the appropriate Co-Director prior to the meeting, so that it may be added to the agenda or tabled temporarily if the agenda is too full.
      6. In the event a scheduled hostess is unable to host the Board Meeting and no other board member is able to step forward, it will automatically be moved to one of the Co-Director’s homes.
  10. Termination
    1. Any member may voluntarily terminate their membership by notifying the Membership Coordinator, who will request that you fill out an Exit Evaluation Form for the club.
    2. The Board may request termination of a club member for the following reasons;
      1. A member has become delinquent in payment of their dues.
      2. A child consistently causes damage and/or harm to others, and the mother is unable/unwilling to prevent the danger/harm.
      3. A mother’s conduct is deemed to be inappropriate to the mission of ECMC. 
  11. Duties of Board Members
    1. General Provisions
      1. The term of each office is one year, commencing September 1st.
      2. Any Board Member who cannot complete her term of office should notify the Co-Directors 30 days prior to her resignation.
      3. Board Members are encouraged to host a Board Meeting at least once at their home during their term, providing simple refreshments.
      4. All Board Members are expected to attend the monthly Board Meetings.  If a Board Member is unable to attend, they should notify the Co-Director prior to the meeting to guarantee that their function is represented at the Board Meeting.
      5. Board Members give updates at the Board Meetings and also inform the Co-Directors of pertinent activities/agenda items prior to the Board Meeting.
      6. Board Members should take the initiative at Club sponsored events to introduce themselves to, and welcome, first time members and visitors.
      7. All Board Members shall keep a notebook (provided by ECMC) of all pertinent information and materials pertaining to their position, to be handed on to their successor at the end of their term.
      8. Each Board Member is to submit a write-up for the monthly newsletter as needed and give to the Multi-Media Editor in a timely manner.
      9. Each Board Member should send appropriate thank-you notes.
    2. Co-Directors: (2 people)
      1. Presides over all meetings.
      2. Ensures Board Members are performing their duties as outlined in these by-laws.
      3. Makes sure that ECMC follows these by-laws, and works to meet goals set forth by ECMC.
      4. Sets agenda for Board Meeting (alternately).
      5. Writes the monthly Co-Director’s Corner column for the newsletter (alternately).
      6. Writes the “Thank You’s” for the newsletter.  “Thank-you’s” should include all the people who have volunteered during the past month.
      7. Sends out a Welcome Letter to all new members when they join and also sends them a Yahoo! Groups invite to get them on the group e-mail.
      8. Plans monthly Meet & Greet’s and secures location at Sutter Delta Medical Center.
      9. Recruits members to fill any open Board positions if there are no volunteers for the position.
      10. Acts as club spokesperson and community liaison.
      11. At conclusion of the term, oversees the tabulation of voting for the next Co-Directors, and reports the results to the members.
      12. Acts as an on-call back-up hostess for Board Meetings if the scheduled hostess has an emergency arise.
      13. Alternately records and prepares minutes at the Board Meeting in the absence of the secretary.
      14. Keeps a running list of ideas presented, and makes sure all open issues from previous meetings are addressed and closed out.  Is the liaison for the MCEB Council.
      15. Maintains non-specific correspondence for ECMC
      16. One Co-Director to be the second signatory on the bank account.
      17. Checks the PO Box weekly for mail.
    3. Treasurer: (1 person)
      1. Primary signatory on bank account.
      2. Receives and deposits all monies into the bank account.
      3. Collects and records member dues.
      4. Pays out all approved expenses.  Makes payments to outside accounts (web-site, voice mail, etc.).  All accounts payable are to be paid by check.
      5. Serves as administrative/billing contact of the club’s web-site.  Ensures that the annual fee is paid in full before term expires.
      6. Receives and files all bank statements, receipts and cancelled checks.
      7. Sets up annual budget, according to Budget Guidelines, section VIII.
      8. Attends specialty meetings if necessary (social planning, etc.) to assure that the budget remains balanced.
      9. Conducts quarterly analysis of expenditures.  In the event of an overage, maintains a reserve fund of 10% of all assets.  Usage of the reserve fund must be approved by the Co-Directors.
      10. Handles transition for incoming Treasurer at the end of the term (signatory cards, account info, etc.).
      11. The Treasurer’s term ends after the first Board Meeting in September, where a final budget is presented and approved for the new year.
    4. Membership Coordinators: (2 people)

      5. Incoming

      1. Checks the PO Box weekly for new membership applications and also checks online for new memberships.
      2. Maintains roster (including phone #, address, E-mail address, names of children, significant other, birth dates of members children)
      3. Keeps all completed applications and Acknowledgement forms for every member on file.
      4. Sends an e-mail to the Board via Yahoo! Groups with all new member info in it.  Also uploads current excel spreadsheet to Yahoo! Groups with updated current information added at the end of each month.
      5. Works with Treasurer to ensure that all members are current in their dues payment.
      6. Distributes updated rosters every 3 months to all Board Members and the Welcome Committee and upon request from those in the general membership.
      7. Provides birthday information for all members and their children to the Multi-Media Editor each month as well as the “New Member Welcome” blurb.
      8. For renewals, a letter or e-mail should be sent 30 days prior to expiration of a member’s renewal.  This can be done via e-mail if the member has e-mail access or by mail for those who do not. 

      Outgoing

      1. Calls the message center three times per week.
      2. Checks the club e-mail for messages and either answers them or distributes them appropriately.
      3. Sends out applications and distributes new member packets.

    5. Social Coordinator: (2 people)

      6. Oversees and coordinates committees to plan all of ECMC’s social events, including four Family Socials per year Coordinates the storage of all extra party materials.  Coordinator also oversees On-Line Information Manager, Fundraising, Public Relations and Community Outreach.  Records in notebook any information regarding these events such as ideas, prices, locations, contact person and feedback.  Also coordinates the storage of excess party materials and supplies.  Works with Treasurer to plan budget for social events.

    6. Social Committee: (8 + people)

      7. Plans all of ECMC’s social events.  Committee positions include, but are not limited to the following:

      On-Line Information Manager

      1. Keeps record of all calendar events on Yahoo! Groups.
      2. Prepares monthly calendar for newsletter and gives to Co-Directors prior to monthly board meeting to be distributed.

      Public Relations

      1. Is responsible for publicity for ECMC, including newspaper and magazine ads.
      2. Double checks outside publications for accuracy once distributed.
      3. Saves copies of stories about ECMC and forwards to MMM.
      4. Maintains flyer supply wherever distributed.
      5. Keeps informed of publicity being released by other Mothers’ Clubs in the area.
      6. Serves as the primary contact for publicity, press releases and flyers.

      Community Outreach

      1. Organizes events that benefit our community to include but not limited to:  4th of July Parade, Adopt-A-Family, Toy Drive, Coat Drive, Pre-school Fair & Vendor Night.

      Fundraising

      1. Organizes fundraisers to help the club raise funds for social activities and/or community event.

    7. Playgroup Coordinator: (1-2 people)
      1. Assigns new members to playgroups.  Assists in development and set-up of new playgroups as necessary.
      2. Monitors and facilitates each playgroup’s success.
      3. Keeps playgroup size from 4-8 moms.
      4. May suggest playgroup activities and share ideas from other playgroups.
      5. Works with playgroups if a request for change is made or problems occur.
      6. Maintains up-to-date playgroup lists to include the playgroup rep, meeting day and time, member’s names, age bracket and open or closed status.
      7. Provides Information updates to the Multi Media Editor for the newsletter.
    8. Multi-Media Editor: (1-2 people)

      9. Newsletter

      1. Access the newsletter e-mail box at beyondtheminivan.com to retrieve newsletter submissions.
      2. Checks with the Treasurer regarding advertising money received.
      3. Tracks all ad requests and expiration dates.
      4. Completes the layout, proofreading, editing and writing (when appropriate) for the newsletter.  On submitted articles, there can be changes made to punctuation, spelling and grammar only.   No verbiage changes are to be made without prior permission from the author.
      5. Has copies made for members who request a hard copy be mailed to them.  Also copies are mailed to non-club members who are advertising.
      6. Addresses, adds postage and mails newsletters.

      Web-site

      1. Creates, updates and maintains the clubs web-site at www.eastcountymothersclub.org, using Front Page or similar web publishing program.
      2. Changes “Member’s Only” web-site password on the first day of every month.

    9. In-A-Pinch Coordinator: (1-2 people)
      1. Serves as the contact person to provide assistance to members as needed.
      2. Coordinates efforts to assist members with babysitting, meals, etc. when they are “In-A-Pinch.”  Always turning to IAP volunteers first and then to the entire club if assistance is still needed.
      3. Prepares “Thank-You’s” column for the newsletter each month that In-A-Pinch services are used, listing those members who volunteered.
      4. Records all needs and responses in the In-A-Pinch notebook.
      5. At least one coordinator for this position should be reachable via phone or e-mail on a daily basis.
    10. Welcome Committee: (1 or more persons)
      1. Welcomes new members via phone or e-mail.  Also invites new member to Meet & Greet.
      2. One member of the committee must attend all Meet & Greets in order to meet new members and also to give them their new member “Welcome Bag.”
      3. Responsible to make “Welcome Bags” and keep track of the supplies.
    11. Sub-Club Representatives

      12. Sub-Club Reps are considered Board Members.  Although not mandatory, it is encouraged that Sub-Club Reps attend the monthly Board Meeting so that they can update the Board on the Sub-Clubs and also add input to Club functions.

  12. Change of Office
    1. Co-Directors
      1. It is recommended that candidates for Co-directors be active members in the club for at least six months before volunteering.  They also must have attended at least one board meeting in that time.
      2. The term for Co-Director shall commence September 1st. Members wishing to fill the Co-Director positions should volunteer to the current Co-Directors prior to the May Board Meeting.  If more than two people volunteer for the position, a general election shall be held by secret ballot on Yahoo! Groups. The two people with the simple majorities will be given the positions.
      3. If one or both Co-Directors should need to step down prior to the end of her term, it will be announced to the general membership and volunteers will be solicited.  If too many volunteers step forward, there will be another election.  Otherwise, the new volunteer(s) can step right into the position.  If there is any lag time between old and new Co-Directors, another Board Member steps in temporarily to perform the Co-Directors duties.
    2. All other Board Positions
      1. All Board positions shall be filled on a volunteer basis.  Every September 1st, ALL positions shall be opened.  Members wishing to fill a position should volunteer to a Co-Director prior to the September Board Meeting.  If more than the needed number of people volunteer for the same position, (other than Co-Directors), the names will all go into the hat for random selection, excluding the current position holder.
      2. If no one volunteers for a member’s current position and that member wishes to continue, THEN they may.  If the previous position holder does not want to continue for another term, then the Board may approach a specific member to accept the position. 
  13. Board Member Termination

    14. If the Board deems that a Board Member is not fulfilling her responsibilities or is acting in a way that puts the club at risk and repeated informal counseling has not corrected the situation, that person may be removed from office.  An extraordinary meeting of the Board will be held, where it will determine by secret ballot whether there are sufficient grounds for removal from office.  All Board Members must be notified of the meeting and may attend, including the person in question.  All Board Members except the person in question must vote, either in person or by proxy.  The person in question may choose to vote or not.  A two-thirds majority vote will remove the board member in question from her position.  In the event such a vote is reached and the person in question did not attend the meeting, the Board will nominate a member to communicate the outcome to the person in question with thoughtfulness and tact. 

  14. Non-Board Positions
    1. Playgroup Representatives
      1. Keeps playgroup members up-to-date on weekly plans.
      2. Acts as a contact person for the playgroup members.
      3. Provides current member list, current rep, age group changes, open/closed status, meeting day/time, etc. every six months (April & October) or as needed to the Playgroup Coordinator.
      4. Term is for six months and should be rotated amongst the playgroup members, giving each member a turn if possible.
  15. Amendment Procedures
    1. These bylaws may be amended by the affirmative vote of 2/3 of the members via a Yahoo! Groups poll.  Any member wishing to amend these by-laws will follow this procedure.
      1. Present a written proposal of amendment at a Board Meeting.
      2. The proposed amendment, with a ballot sheet, will be presented to each club member utilizing Yahoo! Groups polls, individual mailer or e-mail.
    2. If the amendment is approved, it must be published in the next newsletter.
Last Updated $Date:: 2007-06-08 #$