Berlin International Women’s Club e.V.

 

BERLIN INTERNATIONAL WOMEN’S CLUB

(hereafter called BIWC)

1. THE EXECUTIVE COMMITTEE

1.1 The Executive Committee, as defined by the constitution, shall consist of those officers as stated in the constitution.

1.2 From the date of the acceptance of these Bylaws the title Events Coordinator becomes Social Events Coordinator and Neighbourhood Groups Coordinator becomes Welcome and Neighbourhood Groups Coordinator.

1.3 In cases of absence of the following officers: Social Events Coordinator, Newsletter Editor, Membership Secretary, Welcome and Neighbourhood Groups Coordinator and Public Relations Officer, each officer may appoint an ad hoc deputy with powers to vote at Executive Committee meetings.

1.4 The Executive Committee shall meet at the call of the President/Vice president as defined in the constitution.

2. RESPONSIBILITIES OF THE EXECUTIVE COMMITTEE

2.1 The responsibilities of the Executive Committee shall be the same as those defined in Section VI.3. of the Constitution.

2.2 The Executive Committee is required to present to the membership, matters concerning the establishment and changes in the Bylaws. These matters shall be presented in writing two weeks prior to the ballot vote. The motion must be approved by a single majority of members attending the meeting or responding by postal vote.

2.3 All members have the right to attend an Executive Committee Meeting to present issues.

2.4 Executive Committee Members upon departure from that office are required to make a full written report to the Executive Committee to ensure a relevant and successful transition for the next office bearer. All relevant files, correspondence, financial and other records should also be handed over to the successor.

3. SPECIAL COMMITTEES

3.1 Special Committees will be set up and a Chairperson appointed by the Executive Committee as the need arises. The chairperson of a Special Committee holds a non-voting position when reporting to the Executive Committee.

3.2 All Special Committee chairpersons shall be responsible for forming their appropriate committees, for filing a procedural report, for establishing a budget if required, for ensuring that a copy of the procedural report is passed to the Executive Committee and for all correspondence relating to the committee.

3.3 All extraordinary Project Committee chairpersons shall liaise with the Executive Committee Secretary regarding confirmation for dates and times of all Special Committee meetings.

4. SPECIAL INTEREST GROUPS

4.1 Special Interest Groups may be formed with the approval of the Executive Committee recommended by the Special Interest Groups Coordinator.

4.2 Special Interest Group Coordinators shall be responsible for forming their appropriate committees, filing a procedural report for presentation at the Annual General Meeting and at any changeover of coordinators and for filing all correspondence relating to their group.

4.3 Special Interest Group Coordinators shall be responsible for sending a procedural report to the Secretary of the Executive Committee, two weeks prior to the scheduled Annual General Meeting date.

4.4 Special Interest Group Coordinators shall liaise with the Executive Committee Secretary regarding confirmation for date and time of Special Interest Group meetings.

4.5 Special Interest Group Coordinators are responsible for providing necessary information for monthly newsletters and for ensuring that information is received by copy deadline as set by the Newsletter Editor.

4.6 Special Interest Groups are open to all BIWC members and to BIWC members only.

4.7 Non-members shall be permitted to attend one Special Interest Group activity after which time Special Interest Group Coordinators shall ensure all participants are fully-paid members of the BIWC.

5. NOMINATIONS AND ELECTIONS

5.1 The Nominations Committee shall be approved by the Executive Committee.

5.1.1 Where possible, the Nominations Committee shall consist of a former or current Executive Committee member and three BIWC members who are not serving on the current Executive Committee.

5.1.2 Members of the Nominations Committee cannot serve for more than two consecutive years but may serve again after a one-year break in service.

5.1.3 The members of the Nominations Committee shall be approved by the Executive Committee, preferably three months but not later than one month before the elections.

5.1.4 The Nominations Committee shall ensure all candidates are fully-paid members of the BIWC.

5.1.5 The Nominations Committee shall secure a minimum of one candidate for each Executive Committee position.

5.1.6 Nominations will be taken from all eligible members in the following manner:

- via the BIWC nominations form which verifies written acceptance of the candidates nomination or the proposal by two BIWC members;

- from the floor. Verbal nominations are proposed and seconded by BIWC members and the candidates must be present to accept the nomination.

5.2. Election Procedures:

5.2.1 Any member that has been nominated for a position in the Executive Committee via a BIWC nominations form and who is unable to attend the General Meeting, can still be voted into that position in absentia.

5.2.2 The Nominations Committee shall mail a list of candidates to the General Membership at least two weeks prior to the elections.

5.2.3 The Nominations Committee will be responsible for developing a written background on each candidate for membership?s review at the General Meeting prior to the elections.

5.2.4 Each nominated candidate will be given the opportunity to address the membership at the General Meeting prior to the elections.

6. NEWSLETTER PROCEDURES

6.1 Advertisements

6.1.1 The classified advertisements are for the express use of BIWC members. The classified advertisements are classified into two categories: one category is of non-commercial purpose and the other category is of a purely commercial purpose and both categories shall, at the discretion of the Advertising Coordinator, be charged accordingly.

6.2. Commercial Advertisements from Non-Members

6.2.1 All business advertisements of BIWC members and non-members will be accepted at the discretion of the Advertising Coordinator.

6.2.2 Those persons placing business advertisements shall enter into a written contract with the BIWC.

6.2.3 Business advertisements will be invoiced by the Treasurer at the ongoing rate.

6.2.4 BIWC members shall receive discounted advertisement rates.

6.2.5 BIWC accepts no liability for the accuracy of the advertisements.

6.3 Nothing is to be mailed with the Newsletter except items relating to Club business unless otherwise approved by the Newsletter Editor.

6.4 Public announcements about events open to the public will be accepted at the discretion of the Newsletter Editor at no charge.

• The Club accepts no responsibility for the accuracy of the information.
• Purpose of the Newsletter

6.6.1. The Newsletter is to inform members of the activities of the club and to provide information of general interest to the Club members. Decisions regarding Newsletter content are made at the discretion of the Editor.

6.6.2. Views expressed in the Newsletter may not represent the opinion of the Executive Committee or of the BIWC as a whole,

 

• MEMBERSHIP DIRECTORY
  • Directories will be distributed only to current fully-paid members.
  • Members are offered the opportunity to state whether they wish to receive promotions materials by mail and if so, their names and addresses only will be included in any promotional list which may be distributed or sold at the Executive Committee?s discretion.
  • BIWC members shall not pass on BIWC Membership directories to non-members.
  • BIWC members shall not use the BIWC Membership Directory for their business use; rather a promotional list must be obtained and purchased from the Executive Committee.
  • Any members contravening 7.3. and 7.4. can have their membership cancelled on the decision of the Executive Committee.
• ORGANISATION OF THE BIWC OFFICE
  • Guidelines for the use of the BIWC office including signs and information in the office will be complied with.
  • An inventory of Club property shall be updated annually by the Secretary.
  • Keys to the BIWC office will be held by the President, Secretary, Newsletter Editor and the membership Secretary.
  • Members using the BIWC office are to ensure they enter their visit in the signing in/out book.
  • Members using the BIWC telephone or photocopier for private use will pay at the going rate.
  • All BIWC correspondence should be sent on BIWC official stationery.
  • All official BIWC correspondence should be copied to the Secretary for filling on the central register.
• ACCEPTANCE OF MEMBERSHIP
  • Members are accepted after membership application has been presented to the Executive Committee and at its discretion.
  • The Executive Committee does not have to give a reason for refusal of an application.
  • If any nationality exceeds 20% then new applications for that nationality will be placed on a waiting list until a place becomes available.
  • Upon acceptance of membership and receipt of Club dues a member shall receive a copy of the constitution, the Bylaws, the current membership list, and a membership badge.
• CESSATION OF MEMBERSHIP

No refunds of dues are to be made to members leaving the Club before the end of the Club year.

• EVENTS COMMITTEE
  • The social Events Coordinator shall issue to all Coordinators of special events the guidelines for the organization and budgeting of those events.
• PUBLIC RELATIONS

All public statements ? in content as well as in word ? by the Club members to the media involving the club, shall follow the guidance of the Public Relations Officer in so far as this should always reflect the Club?s intrinsic goals and identity.

• USE OF CORPORATE IDENTITY

The corporate identity of BIWC has been established. All communications by the BIWC shall adhere to the corporate identity guidelines available from the Executive Committee.

• NEIGHBOURHOOD GROUPS
  • The function of the Neighbourhood Groups is to facilitate communication and achieve an informal and friendly introduction to the BIWC and its activities.
  • Coordination of the Neighbourhood Groups are coordinated by a local member.
  • Neighbourhood Groups have an annual budget approved by the Executive Committee.
  • As required, the Welcome and Neighbourhood Groups Coordinator will organize a special event for new members where at least one member of the Executive Committee shall be present to encourage members to participate in BIWC activities.
• CHARITABLE FUNDS AND ACTIVITIES
  • Charitable events shall only take place with the approval of the Executive Committee; recipients of charity shall be approved by the Executive Committee.
  • The Treasurer is responsible for collection and disbursement of those funds.
  • Registration of charitable events is to be undertaken by the Executive Committee Secretary.
• EXTERNAL AUDIT AND REPORT
  • An external audit report will be commissioned annually from a properly qualified person who is not a member of the Executive Committee, with the report to be made available to the membership at least two weeks prior the Annual General Meeting.