Club By-laws
Revised 21 November 2024
Article I - Name
The name of this organisation shall be the Hampstead Women’s Club (the ‘Club’ or ‘HWC’). The name may be used only where authorised by the Executive Board.
Article II - Purpose
The purpose of the Club shall be to promote social contact and friendship among members by providing general meetings, activities, interest groups and/or events, both inperson and virtually, for the General Membership of the Club.
Article III – Membership, Membership Dues, and Revenue
Membership shall be open to any woman upon payment of annual dues. The Executive Board shall determine the fiscal amount of such dues on an annual basis. In exceptional circumstances, the Executive Board has the discretion to offer extensions of membership and/or reductions of annual dues. The purpose of the annual dues is to help subsidise Club activities and/or defray Club costs.
Membership of the Club will be effective for twelve (12) months from the date of payment of annual dues.
Membership may be revoked at any time without obligation to refund any residual dues in the event of inappropriate conduct, at the sole discretion of the Executive Board.
The Executive Board shall have the sole discretion to limit membership should the number of members warrant such action.
The Executive Board may accept paid advertising to fund expenses incurred by the Club. Advertisers will be charged at a business rate determined by the Executive Board. All advertisers are subject to the approval of the Vice President of Communications and one (1) additional member of the Executive Board.
In the event the Club ceases to exist, any remaining assets will be donated to a local charity(ies) as approved by the General Board.
Article IV – Hampstead Women’s Club General Board
The General Board of the Club shall consist of the Executive Board and the Standing Committee Chairs.
General Board Terms of Office
Term of Office shall be from 1 August to 31 July or for a longer such period as agreed from time to time until a successor(s) is (are) elected.
The Executive Board may serve up to three (3) consecutive terms/years in the same office, with confirmation of the Executive Board and the Nominating Committee before the start of each new term.
In the event a suitable replacement is not identified after the expiration of three (3) terms/years, the current incumbent may nominate themselves in accordance with Article VI and VI. The length of office is limited to one (1) term/year.
4. An Executive Board or General Board member that is stepping in to assume a role that has been vacated mid term will not be considered to have started her own term until the following 1 August.
5. Standing Committee Chairs have no limit on the number of terms they may serve, however, will require confirmation from the Executive Board and the Nominating Committee before the start of each term.
6. General Board members may not hold more than one General Board position at one time except in exceptional circumstances and at the sole discretion of the Executive Board.
Duties of the General Board:
All members of the General Board shall attend scheduled General and/or Executive Board Meetings as further described in Article V – Meetings and Business. In the event a General Board member is unable to attend a scheduled meeting, she shall submit a verbal or written report relevant to her area of responsibility to the President.
Both incoming and outgoing General Board members shall attend the annual Transition Board Meeting, as further described in Article V – Meetings and Business.
Outgoing General Board members shall provide successors with information and records from the prior year, including a basic annual report to ensure a smooth transition.
All General Board members are responsible for regularly reviewing all policies and procedures impacting their areas of responsibility and for recommending as necessary any changes to policies and procedures for review and approval by the Executive Board.
All General Board members shall save all relevant documents (receipts, minutes, event notes, contacts, etc.) in an electronic format to be made available online.
All General Board members agree to abide by the Club’s Privacy Notice/Policy, Membership Terms and Conditions, and the Club’s obligations under the General Data Protection Regulation (GDPR).
The Executive Board shall consist of the President, Executive Vice President, Vice President of Programmes, Secretary, Treasurer, Vice President of Membership, Vice President of Communications, Website Manager, and Hospitality.
The Executive Board shall meet (at least) every other month to conduct the business of the HWC.
In the event that the President is unable to complete her term the succession order is as follows: Executive Vice President, Vice President of Programmes, Vice President of Membership, Treasurer, Vice President of Communication, Website Manager(s) and Secretary.
In the event an Executive Board position becomes vacant during the year (excluding the position of President which has a line of succession – see Article IV, section D, subsection 2), a Nominating Committee will be convened by the Executive Board to assist the President in filing the relevant position(s). Such open position(s) shall be made available to the General Membership. Members shall be notified in writing of the open position and invited to apply. Election of the candidate will require a vote of the Executive Board.
Duties of the Executive Board:
The President shall preside at all meetings and shall oversee the coordination of Club activities. She shall stay abreast of the financial aspects of the Club. She shall be an ex-officio member of all Committees except the Nominating Committee. She shall create or dissolve Committees as the need arises with the approval of the Executive Board; and she shall appoint the Chair of each Committee not already provided for in these 3 By-Laws. On an annual basis the President will review the Club’s By-Laws and the Club’s insurance policy and obtain or renew insurance for the Club. The President shall coordinate the Transition Meeting as further described in Article V – Meetings and Business, and ensure a smooth transition to incoming General Board members.
The Executive Vice President shall substitute for the President in her absence. She shall act as a liaison between the Club and the local community by coordinating and overseeing Hospitality, Community Outreach and Link- Up.
The Vice President of Programmes shall be responsible for Club events by overseeing the coordination of all Standing Committees (with the exception of Hospitality, Link-Up and Community Outreach) and Interest Groups. She shall be responsible for overseeing scheduling, pricing, website access, etc. as well as advising on proposed events and activities. Subject to the approval of the Executive Board, she shall facilitate the formation of new Interest Groups.
The Secretary shall record the minutes at all General Board meetings. She shall chair the Nominating Committee and be responsible for the formation of such committee as described in Article VI – Nominating Committee.
The Treasurer shall be responsible for the administration and management of the financial assets and liabilities of the Club. She shall create a budget to be approved by the Executive Board at the beginning of each Club year. She shall maintain a ledger for the accounting of all sums payable to the Club for membership dues and Club activities, and distribution of funds for payment of Club-related expenses. She shall save electronic copies of all receipts and reimbursement/expense forms. The Treasurer and one (1) additional Executive Board member shall be authorised to sign on behalf of and have access to the Club bank account. Other than in exceptional circumstances and with the approval of the General Board, another member of the Executive Board cannot perform the duties of the Treasurer.
The Vice President of Membership shall be responsible for the Welcome Letter to new members to the Club and notifying existing members when their membership is due to expire. She is responsible for keeping an up-to-date membership list on the HWC website and other Club approved databases. She shall support the Link-up Chair(s) by providing her with the necessary information and assistance regarding new and/or prospective members. She shall work with Hospitality at General Membership meetings.
The Vice President of Communications shall be responsible for the Club newsletter. She shall be responsible for coordinating and updating HWC's social media presence on platforms which have been approved by the Executive Board. She shall solicit photos from events and activities to send to the Website Manager regularly in accordance with Club policies. She shall be responsible for coordinating with the General Board to ensure that all HWC flyers, leaflets, and other promotional materials are consistent and current. She shall be responsible for the coordination and soliciting of paid advertisements for the Club. She shall ensure that advertisers pay in a timely fashion and coordinate with the Website Manager to ensure paid adverts are displayed on the website as designated. She shall coordinate any promotional initiatives as approved by the Executive Board.
The Website Manager(s) shall be responsible for all activities concerning the HWC website. She shall oversee alterations, updates, additions and/or deletions to the website and coordinate with the website provider. She shall work with the Vice President of Communications to regularly update photos on the website. She shall be responsible for 4 ensuring expired members’ personal details are removed from the HWC website and any other Club approved databases after two (2) calendar years.
Hospitality shall contract, schedule and arrange for the venue, function room and refreshments for the September Kick-Off Meeting, all General Membership Meetings, the Holiday Luncheon, the Spring/Summer Party and any other events approved by the General Board during the Club year.
The Executive Board has the discretion to reallocate the duties described above as deemed appropriate, within and limited to the current Club year, subject to the unanimous written approval of the current Executive Board.
Standing Committees
Standing Committee Chairs shall include, but are not limited to Arts & Antiques, Community Outreach, Evenings Out, Highlights, Link-Up and Theatre.
Standing Committees are responsible for organising activities and events for the Club, which shall be offered in person or virtually in response to the demographics and/or needs of the current membership.
The Standing Committees shall endeavour to hold a monthly activity during the months of September to June/July.
A Standing Committee with a Co-Chair arrangement will have only one (1) vote at General Board meetings.
All Standing Committee Chairs shall report to the Treasurer all relevant receipts and forms promptly and within the current Club year.
Each Standing Committee Chair shall keep accurate work records and submit their files and annual reports at the Transition Board Meeting in June/July.
In the event a Standing Committee member is unable to complete her term, such position shall be made available to the General Membership. Members shall be notified in writing of the open position and invited to apply. The Executive Board shall review the candidate(s) and approve the successor to the position.
Duties of the Standing Committees shall include, but are not limited to, the following:
Arts & Antiques shall arrange tours, lectures, events and activities pertaining to the appreciation of all various art forms and antiques. Art forms may include music, dance, or expressions of creative activity and thought.
Community Outreach shall be responsible for organising and guiding members in selected community service opportunities in Hampstead and the surrounding area.
Evenings Out shall arrange evening activities and outings of interest to Club members and their partners.
Highlights Of London shall arrange walks and tours in and around the London area.
Link-Up shall coordinate monthly meetings between current and prospective members of the Club for the purpose of attracting new members and assisting current members with the transition into the London Area. The Link-up Chair(s) shall coordinate with the Vice President of Membership to plan, schedule, and organise newcomer events throughout the Club year.
Theatre shall plan and organise theatre events for Club members and their families.
Interest Groups:
All Interest Group activities shall be self-supporting.
Interest Group Leaders, however, may petition the Executive Board for funds in writing when deemed necessary.
Interest Groups may include, but are not limited to: Book Club, Movie Club, Creative Writing, Running, Hiking, Yoga, Crafting, Tennis and Wellness.
Interest Group Leaders are not entitled to receive remuneration for services pertaining to the Interest Group she is chairing, except with prior written approval of the Executive Board. This application approval shall be submitted in writing seven (7) days before the next sitting of the Executive Board.
Article V - Meetings and Business
Both Executive and General Board meetings shall be held (at least) every other month throughout the Club year. The Executive Board shall meet every month or at a minimum of ten (10) times per Club year. The General Board shall meet every other month or at a minimum of five (5) times per year. Any exceptions to this shall be approved by the Executive Board with the time and place to be decided by the Executive Board.
Ad Hoc Executive and/or General Board meetings may be arranged at a date and time as agreed by a majority of those participating in said meeting.
Minutes must be taken at all Ad Hoc meetings. Matters requiring a vote must be extended to all members of the relevant board, including those not in attendance of said Ad Hoc meeting.
A Transition Meeting will be held annually in June/July on a best efforts basis. Attending this Transition Meeting will be both the incoming and outgoing General Board members. Outgoing General Board members shall support incoming General Board members by providing their successors with information and records from the prior year and shall include a basic annual report.
All meetings may be held in person, virtually or a hybrid of both.
Executive and General Board meetings must have at least four (4) Executive Board members in attendance to constitute a quorum. A majority affirmative vote at General Board meetings constitutes approval.
Email and/or electronic voting will be allowed with prior approval of the Executive Board.
Business requiring General Membership approval (including but not limited to General Board elections and amendments to the Club By-Laws) shall require: 1. notification in writing seven (7) calendar days prior to the vote, and 2. two-thirds (2/3) affirmative vote by fifty per cent (50%) of the general membership.
Article VI - Nominating Committee
The purpose of the Nominating Committee is to identify the best candidate for each position on the General Board.
The Secretary is responsible for the formation of a Nominating Committee and shall function as its Chairperson.
The current HWC President may not be a member of the Nominating Committee.
The Nominating Committee shall be open to the General Membership, including members of the General Board. The Secretary shall solicit participation in writing at least 14 days prior to the start date of the Nominating Committee.
Interested parties shall be invited to sign up for the Nominating Committee on the HWC events calendar on a first come, first served basis. 6
The Nominating Committee shall require a minimum quorum of five(5) and shall not exceed ten (10) members.
In collaboration with the Executive Board, the Nominating Committee will determine which sitting General Board members will be invited to sit another term.
Candidates for President and Executive Vice President shall be active Club members for the previous twelve (12) months and when possible, the candidate for President shall be a current member of the Executive Board, unless otherwise approved by the Nominating Committee.
The Secretary will inform the General Membership in writing of the open General Board positions to solicit interest.
Members of the Nominating Committee shall be eligible to be nominated for any position on the General Board.
The final slate will be presented by the Nominating Committee for approval at the Executive Board meeting in April/May and then communicated by the Secretary in writing to the General Membership at least seven (7) calendar days prior to the May/June General Membership meeting.
Article VII – Elections
Election of the Executive Board and the Standing Committee Chairs(for the following Club year) shall take place at the General Membership meeting held in May/June.
General Membership approval requirements can be found in Article V section G.
Nominations from the floor will not be accepted.
An affirmative vote of the entire slate is required.
In the event that the slate is not approved in its entirety, a vote will be called for each position.
In the event that a candidate is not voted into office, a Nominating Committee will convene to find an alternative candidate.
Article VIII - Standing Rules
All reservations for Club activities shall be made on the HWC website. Events requiring payment shall be made in advance on the HWC website, unless otherwise specified by the Standing Committee Chair or Interest Group Leader. Where applicable, the Treasurer shall be responsible for payment in full to the vendor prior to the event.
All requests for reimbursement by the Treasurer must be accompanied by a receipt or detailed account and a completed reimbursement/expense form. In the absence of receipts or sufficient support document, the Treasurer shall reserve the right to decline such request for reimbursement or payment. The Treasurer shall reserve the right to decline requests for reimbursement or payment from past Club years.
All non-recurring bills in excess of GBP 100, excluding organised Club events, must be approved by the Executive Board.
Policies concerning all Hampstead Women’s Club activities:
Cancellations will be filled first from the waiting list and second from a substitute selected by the member making the cancellation. Any Club activity advertised must be paid in full at the time of booking. No refunds are available for activities that proceed as planned. All paid Club activities are intended for the General Membership. Members are asked not to invite non-members to events unless they receive advance permission in writing from the President or the Chair of the Standing Committee.
Spouses, partners and children of Club members may also attend Club activities as appropriate. Non-compliance with these rules may result in the revocation of membership without reimbursement of any residual dues and forfeiture of their payment for the event.
Members, including General Board members, may not use the Club’s events, meetings or social network pages to promote the sale or promotion of their own goods and services, unless approved in advance by the Executive Board. Under GDPR, the personal information of Club members may not be used for commercial or unsolicited purposes. Misuse of this information may result in loss of membership without reimbursement of any residual dues.
No member or members of the General Board shall be responsible for any debts incurred by an individual member or group in the name of Hampstead Women’s Club, unless expressly approved by the Executive Board.
The Club and its General Board Members accept no responsibility, financial or otherwise, for any loss or injury at Club meetings, functions, events, activities or excursions, either in person or virtually.
Activities and events shall abide by the rules of the Club’s insurance policy.
The Club takes no responsibility for cancellations of events or activities advertised, or loss of funds, which may occur from time to time.
The General Board will not arbitrate disputes among participants, the venue and/or a third party.
Any contract or agreement of payment to be entered into by a General Board Member or Interest Group Leader on behalf of the Club must be approved in advance by the Treasurer and one (1) other member of the Executive Board.
Article IX - Amendments to By-Laws
These By-Laws may be amended from time to time as further defined in Article V – Meetings and Business.
21st November 2024