CONSTITUTION AND BY LAWS. "Warren Council of Senior Citizens, Incorporated

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1 CONSTITUTION AND BY LAWS The name of this organization is: ARTICLE I NAME "Warren Council of Senior Citizens, Incorporated ARTICLE II MISSION The mission of the Warren Council of Senior Citizens, Inc. (council) is to promote the welfare of senior citizens residing in Warren County, New Jersey. The council is a non-sectarian, non-partisan and non-profit organization established to advocate and promote independence and independent activities, education, and socialization for all Warren County citizens 55 years and older. To accomplish the mission, the council will establish a coordinated and unified group of all Senior Citizens Clubs and Groups (clubs) operating in Warren County. ARTICLE III MEMBERSHIP Clubs whose participants are 55 years of age or older and non-club members 55 and older (associates) are eligible for membership. ARTICLE IV OFFICERS and EXECUTIVE COMMITTEE A president, vice-president, secretary and treasurer administer the council. These officers are the Council Executive Committee (executive committee.)

2 ARTICLE V NOMINATION OF OFFICERS The executive committee appoints a five-member officer nomination committee when appropriate. This committee will meet not less than 30 days prior to the annual meeting to nominate one candidate for each vacating office. Nominations for officers will be accepted from the floor at the time the committee is appointed. (D) The committee will notify the secretary of the nominees as soon as the final selections are made. ARTICLE VI ELECTION PROCESS Elections are by ballot and majority vote of the membership. All officers hold office for three years or until their successors have been elected and installed. The retiring president serves as an ex-officio member of the executive committee for a term of one year. ARTICLE VII INSTALLATION OF OFFICERS At the annual meeting, The Executive Director of Senior Services will administer the following oath to officers elect: (a) I (name), having been elected to the office of (name of office) and in the presence of the Warren Council of Senior Citizens, Inc. membership solemnly pledge that I will fulfill the duties of the said office to the best of my ability. (b) I will protect the property of the council that is placed in my charge or may come into my possession. I will promptly deliver this property to my successor in office or to any member authorized to accept it.

3 ARTICLE VIII DUTIES OF OFFICERS (D) (E) (F) (G) (H) (I) The president is the chief executive officer and presides at all meetings of the executive committee and council. The president may appoint assistants to executive committee members. The vice-president performs the duties pertaining to the office of president, in the absence of the president. The secretary keeps a complete and accurate record of the proceedings of all meetings of the executive committee and council. The secretary notifies nominees of their selection, officers of their election and committees of their appointments. The secretary maintains a roster of active clubs and their officers. The secretary conducts correspondence as requested by the president or required by action of the executive committee or council and forwards a copy to all executive committee members and club officers as appropriate. A proxy assignment or absentee ballot will be included in all correspondence related to council issues requiring a vote. The treasurer receives all funds of the council and deposits them in the bank designated by the executive committee. The treasurer is the only officer allowed to disburse council funds and only when authorized by vote of the membership. All checks must bear the signature of treasurer and president or vice-president. The treasurer reports receipts and expenditures at each executive committee and council meeting. Prior to the annual meeting, the treasurer s records will be audited by the Warren County Division of Senior Services (Senior Services). The audit report will be provided at the annual meeting. The council is governed by the provisions of the Constitution and By Laws and the council executive committee operates within the guidance of the Council Policy and Procedures document. The Warren County Division of Senior Services is the office of record and keeps on file all official records and correspondence of the council. Records will be available for on-premises examination by the president and vice president of any member club in good standing.

4 ARTICLE IX TEMPORARY OFFICERS The president may appoint temporary officers to fulfill certain functions. Examples are, but are not limited to: A Chaplain A Sergeant at Arms ARTICLE X COMMITTEES The president may appoint committees necessary to further the interests of the council. ARTICLE XI MEETINGS Meetings will be held in March, May, July and October, at a time and place designated by the executive committee, as approved by the membership in attendance. An optional Christmas meeting will be set at the October meeting. The annual meeting will be held on the first Thursday in July. If this date is the 4 th, the meeting will be held on the second Thursday. Executive committee meetings will be held as required by the president. A quorum consists of three elected officers. (D) The secretary will provide notice of regular and special meetings to club officers and designated newspapers. ARTICLE XII VOTING Each club is allowed two votes and associates one vote on all issues. The president and vice president, or their designated representatives are the only authorized club personnel to vote on issues. Clubs may vote by absentee ballot or proxy.

5 ARTICLE XIII DUES Annual membership dues for the ensuing year are payable in full by the May meeting. The treasurer will promptly notify a club or associate delinquent in dues payment. Those that have not paid within sixty days after notification will be suspended and their fund raising shares in escrow will be frozen. A suspended club or associate may be reinstated at the discretion of the executive committee by making application in writing. Reinstatement may require full settlement of all indebtedness. ARTICLE XIV FUND RAISING (D) (E) To more effectively meet the mission, the council will, from time to time, schedule a fund raising event. Clubs will share in the net proceeds of a fund raising event sponsored by the council based upon their level of participation in that event. A member club sponsoring a fund raising event with the participation of other council member clubs will share the net proceeds with those clubs and with the council. The council maintains club shares in escrow. Shares held in escrow for suspended clubs will irrevocably revert to the council if the club is delinquent for two consecutive years. Funds in escrow are disbursed in compliance with Article II, Mission.

6 ARTICLE XV ADVOCACY The council represents a significant number of senior citizens in Warren County and is therefore in a position to advocate issues of collective importance or concern. The executive committee will, upon the direction of the membership, present the council s position to the Executive Director of the Warren County Division of Senior Services with the intent that this position is presented by the Division of Senior Services Director to the appropriate authority. ARTICLE XVI AMENDMENTS The membership may at any time propose amendments to the Constitution and By Laws. Amendments are adopted at any regular meeting of the council by a two thirds vote of the membership, provided notice, precise language and reason for such amendment is given in writing no less than 30 days in advance of voting. Amendments so adopted are effective upon adjournment of the meeting. A copy will be furnished each club president. ARTICLE XVII CONSTITUTION AND BY LAWS The foregoing Constitution and By Laws are to remain and be in full force from the date of their approval by the council. ARTICLE XVIII DISSOLUTION Upon dissolution of the council, funds in escrow will be returned to the clubs and all remaining assets will be contributed to an organization chosen by Senior Services and approved by the Warren County Freeholder Board. CONSTITUTION AND BY LAWS COMMITTEE: Richard Grabowsky, President Madeline Koenan, Vice President Shirley Leh, Secretary Clara Fowler, Treasurer APPROVED BY COUNCIL: May 5, 2005

7 FORWARDED TO CLUB PRESIDENTS: May 16, 2005

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