Adopted: June 4, 2024

(prior version: 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”) 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, to coordinate, direct, and develop the social activities of its members, and work on charitable community projects. It shall be a non-profit organization with no remuneration to any member, except for a lifetime membership for all Presidents of the club.

ARTICLE 2 - MEMBERSHIP

Section 1

Membership is open to any Ridgefield, Connecticut resident 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 $50 for individuals and $80 for family membership annually. The discounted rate is also offered for terms of two consecutive years: $80 for individuals and $128 for Family memberships. This is to promote multi-year membership.

Membership terms shall expire on the last day of their respective anniversary month for all members.

Members may continue in any activities they have paid for 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 seven times per year, as representatives of the Club.

The presence of one third of the Board members shall constitute a quorum.

At his or her discretion, the President of the Board shall have the authority to call a meeting to discuss urgent matters.

Section 2

The annual meeting for installation of officers shall be held in the month of June.

This meeting shall include a state of the Club statement by the serving President, with Club membership encouraged.

ARTICLE 4 - AMENDING THE CHARTER, BY-LAWS, AND STANDING RULES

Section 1

The Charter and Bylaws shall be reviewed at a minimum of every two years by the Board and edited by a select “Charter Committee” for suggested changes / alterations / updates to ensure they are in keeping with the current workings of the Club.

Section 2

The Charter and Bylaws may be amended by either:

a) The Charter Committee – The name committee shall present the material changes to the Board and ratified by a majority vote of those Board Members present by the May Meeting.

b) Any current member – The Charter & Bylaws shall be posted online, and the Membership notified and given a time frame to suggest changes to the Board. The Board will then ratify by a majority vote of those Board Members present by the next meeting.

Section 3

The Charter shall be supplemented by the By-Laws and the Standing Rules. In the event of a discrepancy between the By-Laws and the Standing Rules, the By-Laws shall prevail.

Section 4

Standing Rules may be amended or changed by majority vote of the Board of Directors in their reasonable discretion.

BYLAWS
ARTICLE 1 - OFFICERS’ QUALIFICATIONS, TERMS AND DUTIES

Section 1

The officers of the Club are the

Section 2

The term of office shall be one year for all Board members, except for the President and Vice President who will each serve an overlapping 2-year term (i.e., the first year as Vice President and the second year as President), from June meeting through June meeting.

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 By- Laws at 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., check lists, procedures lists and passwords) and providing adequate training to any new Board member who assume their role upon completion of their term.

All Board members shall be trained appropriately at the start of their service.

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.

e) vote only in the event of a tie.

The President may be exempt from payment of annual dues of the Club. Additional payment exemptions with regard to the President will be at the discretion of the Treasurer.

Section 7

The Vice President will assist the President in carrying out all of his/her tasks and responsibilities with the intention of assuming the office of President upon the completion of the President’s two-year term. 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) coordinate any meetings and other programs for the Club

Section 8

The Director 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 his/her behalf.

b) work closely with the Publicity Director(s) regarding all community related activities undertaken by the Club.

Section 9

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 Communication Director regarding all Club activity groups and maintain the Club’s calendar.

c) should funds be available, coordinate a demonstration of the Club’s appreciation for all Activity Chairpersons.

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

e) with regarding to any planned Club fundraisers:

i) submit a proposal to the Board for approval, including estimated expenses and revenues.

ii. start work on formulating committees on a timely basis.

iii. reserve facilities, as necessary.

iv. recommend to the Board for approval all recipients of profits that are raised at any such event.

Section 10

The Secretary shall perform the following duties:

a) record the proceedings of all Board meetings and send minutes of the meetings to Board members in a timely fashion.

b) be custodian of all permanent records of the Club (Dropbox).

Section 11

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 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) or donated to charities or other non-profit organizations selected by a majority vote of the Board. If the club dissolves, remaining monies should be forfeited to other non-profit organizations at the choice of the Board within 2 years.

i) submit a full financial report to the Board and a written annual report at the June Board meeting.

Section 12

The Membership Director shall:

a) 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) responsible for new Club memberships and renewal solicitations either at public events or via email communication.

c) coordinate and hold hospitality functions (e.g., coffee mornings & happy hours) at least bi-annually at a public location.

Section 13

The Board may appoint a Communications Director who shall be an advisor to the board and perform the following duties:

a) assist with the creation of the monthly newsletter

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

c) coordinate development of all Club promotional materials (i.e., posters, flyers, etc.)

Section 14

The IT Director / Webmaster shall be hired or appointed as volunteer by the President with the assistance of the Board. 

The assumed duties of the IT Director / Webmaster shall be outlined in a separate contract and they shall be an advisor to the board.

ARTICLE 2 - NOMINATIONS, ELECTIONS AND INSTALLATION OF OFFICERS

Section 1

The process of transitioning to a new Board of Directors, starts in February of each year. First, proposed Board candidates are identified and approached. A Committee, named The Nominating Committee, may be appointed and convene if necessary to find and follow the process of installing a new Board. 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. The Club membership shall be advised in the Newsletter which precedes the May Board meeting of the slate of candidates. It is the responsibility of Nominating Committee, along with the Board to ensure publication of any proposed candidate recommendations.

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 June of each year during the official election of the Board of Directors. Members will be notified of the Annual Meeting 20 days prior by email of the date, time and location of the meeting.

ARTICLE 3 - ACTIVITY GROUPS

Section 1

Any member of the Club may attend any Activity of their choice.

The Board of Directors shall be responsible for determining the numbers and types of Activity Groups.

All Club activities are subject to review by the Board of Directors which must align with the purpose of the Club as outlined under Article 1, Section 2.

Section 2

Those who chair Activity Groups shall be appointed by the Director of Activities. They shall, for each group:

a) ensure that all activities do not operate at a loss.

b) keep accurate records of their activity’s functions, receipts, and disbursements, sending all check reimbursement forms to the Treasurer for reimbursement.

d) communicate any event updates or changes through the Club website.

ARTICLE 4 - 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 By-Laws of the Club.

ARTICLE 5 - 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 disounted rate of $128 for family memberships and $80 per individuals 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 made available to Club members only.

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

6. No one shall sign contracts or guarantees for the Club except the President or Treasurer or those with written/email authorization. For contract amounts exceeding $500, two signatures are required. Signing officers are: President, Vice President, Director of Community Affairs, Director of Activities, Director of Special Events, Treasurer and Secretary.

7. The Board of Directors retains the option to alter the appointed positions of the Board should it be deemed appropriate in advance of formal amendment to the By-Laws.

8. Prospective Club members may attend one free Club event being held at a public location.

9. No accounts of any kind shall be created in the Club’s name without the 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 to 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 prior to 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 Executive 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.