SCHOLARSHIPS EDUCATION CAMARADERIE NETWORKING
WOMEN’S COLLEGE CLUB OF PRINCETON
CONSTITUTION AND BY-LAWS (02/21/22)
Article I – Name and Purpose
1.1 The corporate name of this Club shall be The Women’s College Club of Princeton.
1.2 The purpose of this Club shall be to:
a) raise money for college scholarships for women from Princeton public and private secondary schools who need financial assistance,
b) provide cultural enrichment for our members by offering speakers, interest groups and trips, and
c) encourage fellowship among members.
Article II – Definitions
2.1 Officers. The officers of the Club shall be the President, Vice-President, Recording Secretary, Corresponding Secretary, Treasurer, and Assistant Treasurer.
2.2 Executive Committee. The Executive Committee is comprised of the Officers.
2.3 Executive Board. The Executive Board includes the Officers, Immediate Past President, all Standing Committee Chairs, and At Large Members.
Article III – Officers and Their Duties
3.1 Officers. The Officers are elected at the annual meeting in June and expected to hold office for one year. The Nominating Committee can recommend an officer for subsequent terms.
3.2 President. The President shall preside at meetings of the Executive Committee, Executive Board, and Club members. The President shall be an ex-officio member of all standing committees except the Nominating Committee. The President shall report the actions and plans of the Executive Board at the Annual Meeting in June. She shall sign written contracts and obligations of the Club. She may create special committees and subcommittees with the approval of the Executive Board. She may call special meetings of any Standing Committee.
The President may nominate two members each year as At Large Members of the Executive Board. (The names shall be included on the slate presented to the membership for approval at the Club’s Annual Meeting. At Large Members shall have voting privileges on the Executive Board, shall have duties as assigned by the President, shall serve for one year, and may be reappointed.)
3.3 Vice-President. The Vice-President shall perform the duties of the President in the event of her absence or disability and shall undertake such duties as the President assigns her. If the office of President becomes vacant, she shall become President.
3.4 Recording Secretary. The Recording Secretary shall take the minutes of all meetings of the Executive Committee, the Executive Board and the Club’s annual meeting.
3.5 Corresponding Secretary. The Corresponding Secretary shall manage official Club inquiries and correspondence including publishing and mailing the Club newsletter.
3.6 Treasurer. The Treasurer shall be the Chief Financial Officer. She shall be custodian of the funds of the Club, deposit revenues, pay bills, maintain accounts and submit a report at each monthly meeting of the Executive Board and at the annual meeting. The Treasurer sends out dues notices, collects dues, and maintains the official membership file. She shall provide notice of the receipt of dues to the Membership Committee Chair.
She shall ensure that the Club is in compliance with Section 501(c)(3) of the Internal Revenue Code and she shall file an annual report of the Club within the time prescribed by NJ 15A:4-5, with the NJ Secretary of State.
3.7 Assistant Treasurer. The Assistant Treasurer shall assist the Treasurer and, in the event of her absence or disability, shall act for her.
Article IV – The Executive Committee
4.1 The Executive Committee shall have the power to act when it is not possible to obtain a quorum (50% of the members, plus one) of the Executive Board. Any action taken shall be submitted to the Executive Board for ratification at its next meeting. The Executive Committee may propose amendments to the Constitution and shall deal with matters referred by the Executive Board.
Article V – The Executive Board
5.1 The Executive Board shall meet monthly from September to June, or as established by the Board. (Special meetings may be called by the President.) A quorum, 50% of members plus one, is required to be present in order to legally transact business.
5.2 The Executive Board shall be responsible for conducting the business of the Club, including oversight of Standing Committee actions, funds, property, and expenditures of the Club. It may fill vacancies on the Board and shall report its actions and plans at the annual business meeting of the Club in June. Any member of the Executive Board who has three consecutive un-excused absences shall be deemed to have resigned.
5.3 On an annual basis the Executive Board shall, after consideration of a recommendation from the Treasurer, approve the amount of the membership dues.
5.4 The Executive Board may appoint special committees as deemed necessary.
5.5 The interpretations of the Constitution and By-Laws shall rest with the Executive Board.
Article VI – Standing Committees
The Chair of each Standing Committee shall be nominated and elected annually for a one-year term and shall be a member of the Executive Board. If a vacancy occurs, it shall be filled by the President. Each Committee shall consist of a Chair and, if deemed necessary, appointed members. With the exception of the Endowment and Scholarship committees, as specified below, members of each committee are appointed by the committee chair. The Board may establish any special committees.
6.1 Endowment. This Committee shall consist of its Chair, the President, Treasurer, and at least two additional members who shall serve at the pleasure of the Chair and the President. The Committee’s duties shall include investing, selling, and reinvesting Club funds in securities legal for Trust Funds in the State of NJ, and present monthly reports to the Executive Board. Each year 5% of the Endowment Fund shall be used for scholarships.
6.2 Historian. This person shall be custodian of the general corporate records and official documents of the Club. She shall maintain an annual record of activities and work of the Club.
6.3 Hospitality. This Committee shall arrange for refreshments at the regular meetings of the Club.
6.4 Membership. This committee shall reach out to current and prospective Club members.
6.5 Nominating. This committee shall be responsible for preparation of a slate of officers for the following year. The Chair shall be appointed by the President and two members shall be appointed by the Chair.
6.6 Photography and Graphic Design. This person shall take photos of Club events and prepare artistic materials such as flyers and posters. She shall forward photos and prepared materials to the Historian for record keeping.
6.7 Program. The members of this Committee shall be responsible for all Club programs.
6.8 Publicity. The members of this Committee shall be responsible for promoting awareness of the Club and its activities throughout the year.
6.9 Scholarship. The Chair shall have served on this Committee in a prior year, if possible, and the Committee shall consist of at least three members who shall be appointed by the President, subject to approval of the Executive Board. No teacher or guidance counselor in a Princeton secondary school nor any person related to a candidate for an award may serve on the Committee. The duties of this Committee shall be:
a) to present information on Club awards to the guidance counselors in public/private secondary schools in Princeton,
b) to send applications for Club awards to the schools
c) to receive and carefully consider all applications
d) to make awards according to the established procedures of the Committee.
Scholarships shall be funded with income from endowment earnings, membership dues, major fund-raising activities, bequests, grants and donations. Any funds remaining in the scholarship fund at the close of the year shall be held for use the following year.
Each year 5% of the Endowment Fund as of March 1st shall be used for scholarships.
6.10 Trips. This person shall plan trips, make all arrangements, and collect any participation-related fees.
6.11 Website. This person shall maintain an up-to-date website with current news and timely updates received from Board members via email. The Club website wccpnj.org shall be the Club’s official authority for correct dates, times, venues and other official announcements as well as a home for archived Club newsletters.
Article VII – Club Meetings and Elections
7.1 The regular meetings of the Club shall be held the third Monday afternoon of each month from September to June, or as specified by the Executive Board. The lunch meeting in June shall be considered the Annual Meeting.
The terms of officers and other members of the Executive Board shall be the same as the fiscal year. The fiscal year shall be from July 1 to the following June 30. Annual dues shall be announced in May, are payable when billed, and are tax deductible within the limits of the law.
Article VIII – Membership
8.1 Any woman who has attended college or its equivalent, and supports the mission of the Club, shall be eligible for membership. Individual exceptions to this requirement must be approved by the Executive Board.
8.2 Applications for membership shall be available on the Club website and from the Membership Committee Chair.
8.3 Any member whose dues remain unpaid after September 30 of that Club year shall be dropped from membership.
8.4 Honorary membership may be approved by the Executive Board. Honorary members do not pay dues and may not vote.
Article IX – Amendments
Proposed amendments to the Constitution and By-Laws shall be presented to members of the Board at least two weeks in advance. Any proposal for a change in Article III (Officers), Article V (the Executive Board) or Article VIII (Membership) shall be presented to the membership at a regular meeting of the Club. When these two conditions have been met, the Constitution and By-Laws may be voted upon by the Executive Board.
Any changes in the Constitution and By-Laws approved by the Board shall be presented for vote by the membership at the next regular meeting. The effective date for amendments shall be the date of approval by a simple majority of those present at a regular meeting of the Club.
Article X – Dissolution
As stated in our Certificate of Amendment to the Certificate of Incorporated dated 01/22/2013: Upon dissolution of the Women’s College Club of Princeton, NJ, Inc., assets shall be distributed for one or more tax-exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code.
Effective Date: 02/21/2022
By-Laws on file: