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BYLAWS OF THE WESTLAKE WOMEN’S CLUB

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ARTICLE I -NAME

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The name of this organization shall be the WESTLAKE WOMEN’S CLUB.

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ARTICLE II - OBJECTIVES

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The objectives of this club shall be charitable as defined by Section 501(c)(3) of the Internal Revenue Code. Members shall accomplish the objectives by uniting in friendship and service through social welfare, philanthropy, and community service, and by active participation in club activities.

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ARTICLE III - MEMBERS

 

Section 1 - Eligibility

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All women of Westlake Village and vicinity are eligible for membership. Membership in this club shall consist of Active, Associate and Life members. All Active members are required to serve on at least one committee of their choice. If they have no preference, they will then be assigned to one.

Associate members are women who have been Active members in Westlake Women’s Club but have moved from the area and wish to retain their membership. Associate status will begin upon their departure from the area. They must pay annual dues but are not obligated for other financial support. They shall be entitled to all privileges of the club except voting and holding office. Life membership may be conferred by unanimous vote of the organization upon people who have given outstanding service to the club.

 

Section 2 - Method of Admitting Member

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  1. Method of Admitting Members: Membership in this club shall be offered after a prospective member has attended one scheduled club meeting. Recommendations for membership shall be presented by the Membership Chair to the Board of Directors who will inform the Board if the applicant has fulfilled the requirements for membership of the club. A member transferring from another Federated Women’s Club must present satisfactory credentials from her club. Preference will be given to charter members, transfers from the Westlake Village Junior Women’s Club, reinstated members and transferees from other Federated Women’s Clubs.

 

Members’ Code of Conduct

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  1. Members shall respect the integrity, dignity, and rights of others. Members shall conduct themselves in a courteous and respectful manner during meetings and Club events.

 

  1. Members shall adhere to parliamentary procedures during meetings and not engage in rude, disrespectful, or disruptive behavior, or verbally abuse or harass other members.

  2. A member’s character, behavior, and actions are a reflection of the Club. A member should not behave in a manner that adversely affects the reputation of the Club during meetings and Club events.

  3. Any member’s conduct not conforming to Members’ Code of Conduct as described above shall be reviewed by the Executive Committee and appropriate action taken. The action taken may include a warning, intervention, and mediation by CFWC, and/or revocation of membership.

Section 3. Initiation, Fees, and Annual Dues: Annual dues shall be $65.00 for active members to be paid before May 1st. If paid after May 15th, the annual dues shall be $70.00.

Annual dues for associate members shall be $30.00. New members will pay pro-rated annual dues according to when they join plus an initiation fee of $10.00. This fee is waived for members transferring from affiliated organizations. Checks shall be made out to the Westlake Women’s Club and sent to the Financial Secretary. Payments can also be made through the club’s website.

 

Chair will be the point of contact for interested guests in applying for membership to the WWC. Interested guests need to attend one club scheduled event. Chair will have a membership application form which requests information on why guests are interested in joining this club, and what their qualifications and interests are in the areas of WWC philanthropic activities. Include a line where prospects can fill out that they approve/ or not, that WWC uses their picture for club organization purposes and for Media of our events. New members need to show a disposition to work in at least one community service annually as well as to volunteer time and effort as part of the organization’s team for fundraising events.

 

Sharing of New Member Information:

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A copy of a completed membership application form for each new member request needs to be presented to each board member at the monthly board meeting to confirm member approval.

First VP’s need to receive a copy of a New Member’s Application Form for their records and to invite New approved members to an Orientation meeting where they will need to select to volunteer in one philanthropic project.

 

Membership Chair will provide a New Member with a WWC Name Lapel and a Yearbook with Club and Members’ information.

First days of April, Membership Chair will send a reminder to all members to Renew Membership with the WWC Financial Secretary. The Financial Secretary will fill in the forms for payment of dues with Sierra Cahuenga District and share this information with the WWC Treasurer. Dues to be paid to District before May 1st.

 

New Members Orientation Meeting: Chair needs to organize with the membership assisting team, (formed by First VP Chair/s and one other) an event for new and existing members to get to know each other and the goals of the club. Each new member needs to receive a folder with club information and history of donations.

 

Section 4 - Dues in Arrears

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The Membership Chair shall notify members in arrears. If dues are not paid by July 1, members shall be dropped from membership for nonpayment of dues.

 

Section 5 - Method of Resignation and Reinstatement

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  1. Members who wish to resign may do so by written notice.

  2. Members who have resigned or who have been dropped and wish to be reinstated must submit a new application with the Membership Chair.

 

ARTICLE IV: OFFICERS

 

Section 1 - Officers of the Club

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The elected officers of this club shall be a President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer and Fundraising/Sponsorship. The appointed officer of this club shall be the Parliamentarian, appointed by the President with the approval of the Board of Directors. These officers shall be known as the Executive Committee.

 

Section 2. Eligibility for Office: All members are eligible to hold office but must be a member of the club for at least six months unless approved by the board.

 

Section 3 - Nominations and Election of Officers

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  1. At the Board of Directors’ meeting in January, two members shall be elected to serve on the

Nominating Committee. At the regular membership meeting in February, two other members plus one alternate shall be elected by the general membership to serve on the Nominating Committee. The Parliamentarian and these four members shall elect their Chair at their first meeting which shall be before the first regular club meeting in March.

 

  1. It shall be the duty of the Nominating Committee to present to the club at the regular business meeting in April a ticket containing the names of one or more candidates for each office. Nominations may be made from the floor. No candidate may be presented who has not given her prior consent.

 

  1. All officers shall be elected by majority vote at the meeting in May and shall assume their duties at the close of the June Installation Meeting for two years or until their successors are elected.

 

  1. Nominees for the office of President shall have served on the Board of Directors for at least one year.

 

  1. Any officer not performing her duties may be removed by two-thirds vote of the Board of Directors.

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Section 4 - Powers and Duties of Officers

 

  1. President: The President shall preside at all meetings of the club and the Board of Directors, call all special meetings, appoint standing committee Chair and appoint special committees. She shall sign all checks with the Treasurer and all contracts pertaining to club business. She shall be an

  2. ex-officio member of all committees except the Nominating Committee and shall perform such other duties as usually pertain to her office.

 

  1. Vice Presidents: The Vice-Presidents, in order of their rank, shall perform the duties of the President in her absence.

 

  1. The First Vice-President shall be Dean of Chair and Federation Extension and shall coordinate the activities of the Chair and work with the President. She shall attend District Board Meetings and act as liaison between the District and the Club. Each Chair shall submit plans for the current year for approval of the Board of Directors and the general membership.

 

  1. The Second Vice-President shall be Chair of charitable fundraising activities and Chair of committees thereof. All final plans for fundraising projects must be presented to the Board of Directors and general membership for approval.

 

  1. The Third Vice-President shall be Chair of the Ways and Means and shall have charge of those projects designed to raise money for club operations and expenses. All final plans for fundraising projects must be presented to the Board of Directors and general membership for approval.

 

  1. The Recording Secretary shall keep accurate minutes of all general and Board of Directors’ meetings and submit copies of same to the President with-in one week after each meeting. She shall give notice of all Board of Directors’ meetings and perform such other duties as her office may require.

  2. The Corresponding Secretary shall conduct all correspondence of the club at the direction of the President.

  3. The Financial Secretary shall receive all monies belonging to the club and shall deposit such monies into a banking institution designated by the club. She shall forward a detailed statement of all funds received along with duplicate bank deposit slips to the Treasurer. She shall keep detailed records of dues and project funds and shall report monthly to both the Board of Directors and the general membership. She shall be a member of the Budget Committee.

  4. The Treasurer shall receive from the Financial Secretary regular reports with bank deposit slips of all club funds, which shall be filed. She shall pay out club funds on orders of the President and shall maintain a current record of receipts and disbursements. Each year by the first of January she will provide the Dean of Chair with a separate listing of all the previous year’s dollars donated. She shall see that all tax forms are submitted on time, and she shall be Chair of the Budget Committee.

  5. The Parliamentarian shall attend all meetings of the Executive Committee, Board of Directors, and Membership to give parliamentary advice when so re-quested. She shall maintain an up-to-date file of the By-laws and Standing Rules. She shall act as Chair of the Nominating Committee until the members have met and elected a Chair, and she shall be an ex-officio member of the Nominating Committee responsible for nominating and election procedures.

  6. Fundraising and Sponsorship Chair is responsible for planning, organizing, and overseeing all fundraising activities of the Club. This position develops strategies to secure financial support through events, campaigns, and sponsorships, and cultivates relationships with local businesses, organizations, and donors. The Chair ensures that sponsors receive appropriate recognition and benefits and work closely with the Treasurer and Board to track progress toward fundraising goals.

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Section 5 - Filling of Vacancies

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  1. In the event of the death, resignation or incapacity of the President, the First Vice-President shall assume the office of the Presidency.

  2. In the event of any vacancy in any office other than the President, the vacancy shall be filled by appointment by the Board of Directors for the unexpired term.

 

ARTICLE V: MEETINGS

 

Section 1. Regular Meetings: Regular meetings of this club shall be held on the second Tuesday of each month from September to June inclusive, unless otherwise ordered by the Board of Directors of the club.

 

Section 2. An evening section may be formed for the study and appreciation of special interest subjects and Federation departments of work, upon the approval of the Executive Committee. The evening section is a branch of the club designed to accommodate the members who are unable to attend the daytime meetings of the club and wish to achieve the goals and objectives of the club and Federation.

 

Section 3. Each section shall operate within the by-laws and standing rules of the club, which have been approved by the club.

 

Section 4. Special Meetings: Special meetings may be called by the President of the Board of Directors with 24-hour notice.

 

Section 5. Quorum: Twenty percent of active membership at regular meetings shall constitute a quorum of the club for the transaction of business.

 

ARTICLE VI: BOARD OF DIRECTORS

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Section 1. Members of the Board: The Board of Directors shall consist of the Executive Committee and the Department Chairs.

 

Section 2. Powers and Authority of the Board: The Board of Directors shall exercise general supervision of the business of the club between regular club meetings and shall authorize bills incurred by the club to be paid from the club treasury. The Board may also approve expenditure of amounts up to $200 on club business not covered in the budget. Amounts of more than $200 must have membership approval.

 

Section 3. Regular Meetings of the Board: The Board of Directors shall meet at least once a month during the club year at a meeting called by the President. Eight members shall constitute a quorum.

 

Section 4. Special Meetings: The Executive Committee, composed of the elected and appointed officers, shall have the power to act for the Board of Directors during the interim between meetings of the Board. Its action shall be subject to the approval of the Board of Directors at its next regular meeting.

Section 5. Vacancies on the Board: The Board of Directors shall fill vacancies arising between elections.

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Section 6. Reporting to the Club: The Board of Directors shall report to the club on all important matters including Board recommendations to the membership.

 

Section 7. Attendance: Officers shall attend all Board of Directors’ meetings and shall be asked to resign if absent from two consecutive meetings without good cause.

 

ARTICLE VII: COMMITTEES

 

Section 1. The President shall appoint standing committee chair for a term of one club year and special committees for the duration of the activity or project. Each chair shall report on the activities of their committee in an annual report to be presented to the membership in May.

 

Section 2. Such other committees shall be appointed by the President as shall be necessary to carry on the work of the club.

 

ARTICLE VIII: DEPARTMENTS

 

Section 1 - Club Departments

 

Club departments shall be as follows:

  1. Membership, Program, Public Relations and Media, Amenities, Historian, Communications, and Newsletter. Chairs of these departments shall choose their own committee members.

  2. The Membership Chair shall be the Chair of the Membership Committee and shall have charge of all applications for membership and all resignations. She shall keep an up-to-date roster and shall advise the President, the Board, and the Membership of all changes. She shall furnish the Corresponding Secretary with a complete listing after July 15th and prior to August 1 for directory purposes.

 

  1. The Program Chair with the approval of the President shall secure and contract for programs for the year. The Public Relations/Media Chair shall be responsible for all publicity for club meetings and special events. The Amenities Chair along with the President, shall select restaurants for the luncheon meetings with the approval of the membership. She shall secure hosts for each meeting and be responsible for all social courtesies.

 

  1. The Historian shall have charge of compiling a history of the club activities throughout the year to be kept in a permanent scrapbook.

 

  1. Newsletter Editor shall be responsible for compiling, publishing, and email the monthly newsletter.

 

  1. Communications Chair is responsible for strengthening the Club’s internal communications and public presence. This role ensures members stay informed, engaged, and connected while also promoting the Club’s mission and activities to the wider community. Some of the responsibilities include managing and curating content for the Club’s Digital Library (history, photos, and archives), supporting member presentations at General Meetings, partnering with the Media Team to develop content ideas for social media campaigns, helping shape storytelling campaigns to highlight the Club’s impact, advising the Board and committees on effective communication strategies.

 

ARTICLE IX:

PARLIAMENTARY AUTHORITY

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The rules contained in “Robert’s Rules of Order, Newly Revised” shall govern the club.

 

ARTICLE X: AMENDMENT TO THE BYLAWS

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These bylaws may be amended at any regular meeting of the club by the affirmative vote of two-thirds of the members present, provided notice of the proposed amendment was submitted by mail to each member in advance of said meeting.

 

ARTICLE XI: DISTRIBUTION OF FUNDS ON DISSOLUTION

 

If this organization should be dissolved, its assets shall be distributed to another organization or organizations qualified under Section 501(c)(3) of the Internal Revenue Code. No assets may be distributed to individual members.

 

ARTICLE XII: IN CASE OF EMERGENCY

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In the case of a National emergency, State emergency, or any type of event (man-made or natural) that could potentially put members in danger, the President, with the consent of the Board of Directors, may order elections be held by mail, including any club business requiring a vote.

 

STANDING RULES

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  1. Each member of the club is required to support the club by participating in its activities and serving on at least one committee per year as requested. Any member missing three consecutive meetings will be subject to review by the membership committee. To be in good standing, a member must abide by the Bylaws and Standing Rules. Those who are not in good standing will have their membership reviewed by the Executive Committee, who will recommend action to be taken.

  2. Each member shall be responsible for at least one ticket, or book of tickets to the club’s two major fundraiser events, whether she attends.

 

  1. The courtesy of attending regular club meetings may be extended to the same guest only twice a year.

  2. Luncheon reservations are required for General Meetings. A lunch reservation must be made by Wednesday, the week before the meeting to be included in the lunch count. Cancellations must be reported no later than noon on Friday before the meeting, otherwise members will be charged for lunch.

 

  1. Books of the Treasurer shall be reviewed for tax filings at the close of each club year by a professional accountant selected by the Board of Directors. All books and records of the club are available for inspection by any member upon request of the Treasurer or the board.

 

  1. Department and committee Chair shall be selected by the President shortly after her election.

 

  1. Resignations must be sent in writing to the Membership Chair.

 

  1. Authorized expenses incurred by members for club activities must be submitted with sales receipts for reimbursement to the club Treasurer within thirty days.

 

  1. Delegates to the District Convention shall be elected at the February meeting. The President-elect and the Convention Chair shall also be delegates to the District Convention.

 

  1. Expenses to the District Convention of the President, delegates, Convention Chair and any members who are District officers or Chair shall be paid by the club.

 

  1. Expenses of the President and the President Elect shall be paid to attend the State Convention. The President Elect shall attend the State Convention as a delegate. Additional delegates shall be elected by the membership. Only meals, transportation and lodging expenses shall be paid by the club for these delegates.

 

  1. The First Vice President shall be responsible for buying a gift for the outgoing President. An amount of not more than $75.00 shall be spent.

 

  1. In the event of a death of a member or her spouse or her parents or her children, a donation not to exceed $100 will be given to a charity of the family’s choice.

 

  1. All unpaid obligations and/or debts must be paid within thirty days of due date. Outstanding debts will render a member subject to review by the Executive Committee.

 

  1. By vote of the Board of Directors, an honorarium entitled “President Emeritus” is granted to Doris Rufener in recognition of dedicated years of service to our club.

 

  1. No aspect of the club shall be used for commercial purposes/business development/ distribution or advertising materials including, but not limited to the club roster, club meetings, club elected or appointed positions. Members may purchase advertising space identified as such in club publications.

 

  1. A Distinguished Service Award shall be given for most outstanding service each year to one member. The title of this award shall be “The Helene Ross Distinguished Service Award.” In May of each year, members may confidentially submit names to the Board to nominate a member. The winner of the award shall be selected by the Board of Directors and be presented at the June Meeting.

 

  1. The Westlake Women’s Club established the tradition that each President is entrusted with the President Beverlie Bareis Kirkpatrick El Camino Real Bell during her term of office. At the end of her service, she passes it on to the incoming President, ensuring this meaningful custom continues.

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