Adopted: July 1, 2026

(prior versions: June 4, 2024 / April 13, 2021)

NEWCOMERS CLUB OF RIDGEFIELD, INC.

CHARTER

ARTICLE 1 - NAME AND PURPOSE

Section 1

This corporation shall be known as the Newcomers Club of Ridgefield, Inc. (the “Club”; dba Neighbors and Newcomers), founded October 3, 1967, and incorporated February 10, 1969.

Section 2

The purpose of the Club is to develop fellowship  among new and existing residents of Ridgefield, Connecticut, and the immediate surrounding areas.  It is also designed to coordinate, direct, and develop the social activities of its members, including service-related community projects. It is a 501(c)(7) organization.

ARTICLE 2 - MEMBERSHIP

Section 1

Membership is open to all Ridgefield, Connecticut, residents and residents of the immediate surrounding areas.

Section 2

Membership may be accomplished by paying the applicable annual dues in full, with no refunds.

Section 3

Membership is offered at individual and family rates annually. A discounted rate is also offered for terms of two consecutive years. Membership terms shall expire on the last day of their respective anniversary month for all members. Members may continue to participate in any activities until the end of their anniversary month.

Section 4

Benefits of membership include access to all activities, the newsletter, and opportunities for special events and discounts.

ARTICLE 3 - MEETINGS

Section 1

The Board of Directors shall meet monthly, no less than eight times per year. The presence of one-half of the Board members shall constitute a ​quorum. Each board member is allowed to attend no more than two board meetings via a virtual platform and retain the ability to vote. This limitation does not include virtual board meetings. At their discretion, the President of the Board shall have the authority to call a special meeting of the board to discuss urgent matters.

Section 2

The May meeting will be open to all members and will include a state of the Club statement by the President. The annual meeting for the installation of officers shall be held in June.

ARTICLE 4 - AMENDING THE CHARTER, BYLAWS, AND STANDING RULES

Section 1

The Charter and Bylaws shall be reviewed at a minimum of every two years.

Section 2

Notice Requirement:

Before ratification of any changes/edits to the Charter, Bylaws, and the Standing Rules, the Board shall provide a copy of such changes to the membership by electronic mail and by providing a link to the same on the Club’s website.

Section 3

With respect to adopting changes to the Charter, Bylaws, and Standing Rules, the presence of two-thirds of the Board members is required.

Section 4

The Charter, Bylaws, and the Standing Rules may be amended by:

a)      The Board of Directors.

b)     The Charter Committee of The Board of Directors.

c)      Any current member - Members may submit suggested changes to the President. The President will share suggested changes with the Board of Directors at the following Board Meeting. The timeline to address member-submitted changes will be provided by the Board of Directors at that meeting. All suggestions should act in accordance with the organization’s objectives.

Section 5 

The Board will then consider and ratify changes based on a majority vote of the two-thirds members present. All changes should enhance or upgrade club activities.

Section 6

The Charter shall be supplemented by the Bylaws and the Standing Rules. In the event of a discrepancy ​between the Bylaws and the Standing Rules, the Bylaws shall prevail.

BYLAWS

ARTICLE 1 – BOARD OF DIRECTORS

Section 1

The officers within the ‘Board of Directors’ of the Club are:

●       President

●       Vice President

●       Secretary

●       Treasurer

●       Director of ​Activities

●       Director of Membership

●       Director of Communications

●       Director of Community Affairs

●       Member at Large

Section 2

The term of office shall be one year for all Board members. The President shall serve for a two-​year term from July through June.

Section 3

All Board members are expected to make an effort to represent the Club as needed at events organized by the Club to ​increase membership and community involvement.

Section 4

The Board shall be governed by the Charter and the Bylaws under the general direction of the Club. Each member of the Board of Directors shall be responsible for maintaining accurate records and information relating to their respective role (e.g., checklists, procedures, lists, and passwords) and providing adequate training to any new Board member who assumes their role upon completion of their term. These responsibilities are integral to the functioning of the Club.

Section 5

Any member nominated for and elected or appointed to a position on the Board of Directors must be a Club member in good standing.  Any member elected or appointed to the Board of Directors shall be expected to renew their membership while holding office. Removal of Board Members – Unless otherwise restricted by law, any Board Member may be removed by a majority vote of the Board of Directors.

Section 6

The President shall perform the following ​duties:

a) preside over all meetings of the Board of Directors.

b) hire, with the assistance of the Board, the ​Information Technology (“IT”) Director.

c) keep a complete file of all official Club documents and submit an annual report at the June Board meeting, both to be passed to the incoming President.

d) contribute to the records retention platform, as applicable for the continuity of institutional knowledge.

e) coordinate and oversee all community-related activities and events undertaken by the Club as necessary or select a Club member representative to work on their behalf.

f) vote only in the event of a tie.

Section 7

The Vice President will assist the President in carrying out all of their tasks and responsibilities.  

Specifically, the Vice President shall perform the following duties:

a) preside over all Board meetings in the absence of the President.

b) assist the President when necessary and be thoroughly acquainted with the workings of the Club.

c) fill the office of President if a vacancy occurs.

d) able to sign contracts

Section 8

The Secretary shall perform the following duties:

a) record the proceedings of all Board meetings and send minutes of the meetings to the President for circulation to the Board in a​ timely fashion.

Section 9

The Treasurer shall be the custodian of all Club monies. The Treasurer shall:

a) keep an accurate account of all receipts and disbursements and aged receivables of the Club on a monthly basis.

b) disburse funds in accordance with the adopted budget approved by the Board.

c) sign and be custodian of all contracts entered into by the Club, unless otherwise authorized by the President.

d) be custodian of the Club’s post office box.

e) prepare a fiscal budget and full financial report to present at the August board meeting and to be ratified for presentation at the September Board meeting.

f) submit a snapshot of financials to the Board monthly

g) e-file 990N or tender the books of the Club to an approved tax preparer for a timely tax filing based on the financial needs ​of the Club.

h) ensure that any monies remaining at the end of the year are either retained in the Club’s bank account(s).

i) submit full financial report to the Board at the June meeting.

j) contribute to the records retention platform, as applicable for the continuity of institutional knowledge

If the club dissolves, remaining monies should be forfeited to other non-profit organizations at the choice of the Board within two years.

Section 10

The Director of Activities shall perform the following duties:

a) act as the principal coordinator of all activities and special events, working closely with the Activity ​or Special Event Chairpersons (if any). 

b) work closely with the Director of Communications regarding all Club activity groups and maintain the Club’s calendar.

c) partner with the Director of Membership to leverage Special Events as membership drives, where applicable.

d) should funds be available, coordinate a demonstration of the club’s appreciation for all activities.

e) reserve or delegate the reservation of facilities as necessary.

Section 11

TheDirector of Membership shall:

a) report key statistics related to membership at monthly board meetings, keep an accurate account of all member names, addresses, phone ​numbers, and dates of membership, and present key statistics relating to membership at monthly Board meetings.

b) be responsible for ongoing outreach to new and existing Club members.

c) coordinate and hold hospitality functions at public locations.

Section 12  

The Director of Communications shall perform the following duties:

a) assist with the creation of the periodic newsletter.

b) provide representation of the Club via social media and the local press.

c) coordinate development of Club promotional materials.

Section 13

TheDirector of Community Affairs shall perform the following duties:

a) coordinate and oversee all community-related activities and events undertaken by the Club as necessary, or select a Club member representative to work on their behalf.

b) work closely with the Director of Communications regarding all community-related activities undertaken by the Club.

Section 14

TheMember at Large shall:

a) have varied responsibilities depending on the needs of the club, assigned on an as-needed basis.

Section 15

The IT Director shall:

a) be hired or appointed as a volunteer by the President with the assistance of the Board. 

The assumed duties of the IT Director shall be outlined in a separate contract if a hired position. 

If this position is a hired position, the compensation, contract, and scope of work will be approved by the Board of Directors and included in the annual budget.

ARTICLE 2 - NOMINATIONS, ELECTIONS, AND INSTALLATION OF OFFICERS

Section 1

The process of transitioning to a new Board of Directors starts in January of each year. A Nominating Committee will be appointed and convene to identify suitable candidates. The Nominating Committee shall meet as often as necessary to select at least one slate of candidates for presentation to the Board at the April Board meeting. At the April Board meeting, the proposed Board candidates will be introduced. Preceding the May Board meeting, the Club membership shall be advised electronically of the slate of candidates. In selecting candidates (both new and returning) for recommendation to the Board, the Nominating Committee will review the tenure, performance, and contribution of existing Board members if they wish to be considered for re-election, and consider all aspects of each nominee’s qualifications and skills in the context of the needs of the Club with a view toward creating a Board with a diversity of experiences and perspectives.

Section 2

At a later Board meeting, the election of new Board members will be conducted by the Board.

Election shall be by a majority vote of the Board members in attendance. Once elected, the new Board can then begin to fill the appointed Board and Activity Chairpersons positions for the coming year.

Section 3

At the June Board meeting, the newly elected Board will be installed by the Board.

Section 4

Annual Meeting – There shall be an annual meeting of the membership in May of each year. Members will be notified of the Annual Meeting via calendar invitation with the date, time, and location of the meeting.

The nomination and board transition process may be limited by available volunteers. If there is no nominating committee, the board shall assume the responsibilities of the committee.

ARTICLE 3 - PARLIAMENTARY AUTHORITY

The rules contained in Robert’s Rules of Order, Revised, shall govern the Club in all cases to which they are applicable and in which they are not inconsistent with the Bylaws of the Club.

ARTICLE 4 - INDEMNIFICATION

The Board members shall be indemnified to the fullest extent of the law for actions taken in service to the organization, except for any action determined by the Board of Directors to have been in bad faith or outside the duties of the Board member.

NEWCOMERS CLUB OF RIDGEFIELD

STANDING RULES

1. Dues shall be $80.00 per year per family unit or $50.00 per individual membership. The discounted rate of $150.00 for family memberships and $90.00 per individual for two consecutive years is also offered.

2. Distribution of the Membership Directory (online) and of any Activity Group membership list shall be to Club members only. They shall not be given to any other organization or commercial establishment and may not be used for personal gain.

3. The Newsletter shall be given only to members of the Club and shall not be given to any other organization or commercial establishment for its own use.

4. The Club website may provide general Club information for the public, with privileged Club information m​ade available to Club members only.

6. Commercial products shall not be shown at Club meetings, nor shall there be any advertising permitted.

7. Contracts for the club may be signed by the President, Vice President, or Treasurer. For contract amounts exceeding $500, two signatures are required.

8. The Board of Directors retains the option to alter the appointed positions of the Board should it be deemed appropriate in advance of a formal amendment to the Bylaws.

9. Prospective Club members may attend one public Club event.

10. No accounts of any kind shall be created in the Club’s name without express authorization of the Board.

Liability Waiver for Club Activity

Each Club member who participates in a Club activity does so at his or her own discretion and risk. The Newcomers Club of Ridgefield, Inc. will not be held liable for any injuries which may occur as a result, and each Club member and guest expressly holds The Newcomers Club of Ridgefield, Inc. harmless and shall indemnify same from all damages, claims, expenses, of any nature caused as a result of acts by said Club member or guest. Attendance at any Club event will serve to demonstrate each Club member’s consent and acceptance of the aforementioned terms and conditions.

Solicitation Policy

Solicitation of Club members, guests of Club members, or prospective Club members by anyone at a Club event or activity is strictly prohibited. The Board reserves the right to allow the distribution of certain materials or information in instances approved in writing in advance by the Board, and the intent of the solicitation is fully disclosed to Club members and participants before the event/activity.

Membership Guidelines

Club membership may be revoked due to inappropriate behavior such as violence, excessive intoxication, criminal activity, or behavior that poses a risk to the safety of Club members or their families. The revocation of membership is at the discretion of the Board with the agreement of a majority of the Board Members. Membership shall not be revoked due to race, gender, religion, economic status, or sexual orientation.

Photography Policy

By virtue of their attendance at any Club event, a Club member grants the Club permission to take, use, reuse, and publish photographs and/or videos of such member in any and all Club-related publications and in any and all other media, including but not limited to use and publication on the Club website and social media accounts. Members release and discharge the Club, and its Board, from any and all claims, demands, actions, causes of action, and costs of any nature arising from or related to the use, re-use, and publication of any of the aforementioned photos and videos, including but not limited to claims for invasion of privacy. Notwithstanding the foregoing, Club members shall not be tagged in any social media postings. In the event a member does not wish to have the Club utilize their likeness in any Club-related publication(s), the member shall inform the event organizer of such fact at the outset of the event, and the Club will take all reasonable efforts to ensure that the member’s likeness is not utilized in any Club-related publications.