CONSTITUTION AND BY-LAWS TOLEDO DIOCESAN COUNCIL OF CATHOLIC WOMEN

Transcription

1 CONSTITUTION AND BY-LAWS TOLEDO DIOCESAN COUNCIL OF CATHOLIC WOMEN ARTICLE I NAME The name of this organization shall be the Toledo Diocesan Council of Catholic Women, and is an affiliate of the National Council of Catholic Women. This organization shall be hereinafter referred to as the Council. ARTICLE II INSIGNIA The insignia of this organization shall be the profile of the Blessed Virgin Mary, Our Lady of Good Counsel, Patroness of the Council, superimposed on the Coat of arms of the Diocese. ARTICLE III GOALS Section 1 - To unite Catholic women s organizations and individual Catholic women of the Diocese, to develop their spiritual growth and leadership potential, to motivate and assist them to act upon current issues in the Church and society. Section 2 - To be a medium through which the Catholic women of the Diocese may speak and act on matters of common concern.. Section 3 - To be a representative Catholic women s body in relating to other organizations and Diocesan agencies dealing with current concerns. Section 4 - To promote the spiritual and material activities recommended by the Bishop, and to work as a part of the National Council of Catholic Women in the interests of the U.S. Catholic Conference. Section 5 - To actively promote programs in the Diocese as recommended by the Secretariat for Pastoral Leadership. Section 6 - To continue to grow in a Christian relationship with all men and women in the Diocese. ARTICLE IV COUNCIL Section 1 - The Toledo Diocesan Council of Catholic Women is a federation of Catholic organizations of women within the Diocese of Toledo, which functions under the commission system of the National Council of Catholic Women. Section 2 - No action of the Council shall conflict with any policies of the National Council of Catholic Women. Section 3 - All action of the Council shall be consistent with and contribute to the Mission and Goals of the Diocese of Toledo. Section 4 - No monies shall be given in the name of the Council to support the activities of a political candidate. Section 5 - The name of the Council shall not be used in connection with any commercial firm or product.

2 ARTICLE V Section 1 - All Catholic women s organizations in the parishes who subscribe to the objectives of the Council shall be eligible for affiliation. Section 2 - Any organization may be affiliated with the Council by submitting to the Council Office by June 1 of each year a completed Parish Roster Form, and payment of annual dues by July 1. Section 3 - The Council shall elect officers at the Fall Convention. Section 4 - There may be more than one (1) organization from a parish. Auxiliary memberships shall receive limited mailings of major Council-sponsored events for $15.00 yearly dues. Section 5 - A Catholic woman who subscribes to the objectives of the Council may be eligible for individual membership at $15.00 yearly dues and (shall receive full benefits including voting rights. ARTICLE VI BOARD OF DIRECTORS Section 1 - There shall be a Board of Directors to act as governing body of the Council hereinafter referred to as the Board. Section 2 - The Board shall consist of the officers, the immediate Past President, the Administrative Assistants, the Deanery Representatives, the Commissioners, Committee Chairs, the Moderator, and the Parliamentarian. Section 3 - The Office Manager shall be an ex-officio member of the Board without vote. ARTICLE VII DUTIES OF THE BOARD Section 1 - The Board shall have jurisdiction over all matters relating to the management of the Council. Section 2 - The Board shall be accountable to the Toledo Diocesan Secretariat for Pastoral Leadership. Section 3 - The Board shall establish Standing Rules and Special Rules of Order. ARTICLE VIII OFFICERS Section 1 - The Officers of the Council, the Board of Directors, and the Executive Committee shall be President, President-Elect, Vice-President, Secretary, and Treasurer. Section 2 - The Officers shall perform the duties prescribed by these By-Laws and by the parliamentary authority adopted by the Council.

3 ARTICLE IX EXECUTIVE COMMITTEE Section 1 - There shall be an Executive Committee consisting of the Officers, the Immediate Past-President, the Moderator, the Parliamentarian, one (1) representative of the Commissioners, and one (1) representative of the Deanery Representatives as elected by their counterparts with an alternate provided. Section 2 - Between meetings of the Board, and in the absence of a quorum at a Board meeting, the Executive Committee shall have the power and authority to take any action necessary, consistent with established policies, such action to be ratified by the board at its next regular meeting. Section 3 - The Executive Committee shall meet prior to the scheduled Board meetings for the purpose of discussing action needed and making recommendations to the Board to be approved or rejected at the next General Board meeting. ARTICLE X VACANCIES Section 1 - The vacancy of the office of President shall be filled by the President-Elect for the remainder of the term. If there is no President-Elect or if the President-Elect is unable to assume these duties, the Vice-President shall assume these duties for the remainder of the term. In this event, the Vice-President shall be eligible to be nominated for President the following term. Section 2 - A vacancy on the Executive Committee, other than that of President, shall be filled by majority vote of the remaining members of the board. Section 3 - A vacancy of all other Board positions shall be filled by the President with Board approval. Section 4 - A vacancy on the Nominating Committee shall be filled by the President with Board approval. ARTICLE XI MEETINGS Section 1 - The Council shall meet annually in the Fall. The meeting shall be a Convention in even numbered years and a Conference in odd-numbered years. Section 2 - The Board shall meet quarterly on the first Monday of November, February, May, and August at a place centrally located in the Diocese. The call to meeting shall be mailed with an Agenda no less than ten (10) days prior to the Meeting. Section 3 - The Executive Committee shall meet at the discretion of the President. Section 4 - Special meetings of the Board shall be called by the President, or, on written request by eight (8) members of the Board. Section 5 - Special meetings of the Executive Committee may be called as needed with the same restrictions as for the Special Board meeting. Section 6 - A member with two (2) consecutive unexcused absences shall be contacted by the President. Section 7 - Meetings of the Board and the Executive Committee are closed. Visitors must be approved by the President in advance of the meeting. Section 8 - Following the Fall Convention, the Board shall conduct an Orientation for all elected officers and appointed Board members if needed prior to the next General Board meeting.

4 ARTICLE XII QUORUM Section 1 - The quorum for the Council, the Board, the Executive Committee, and all other Committees shall be a majority of the voting members. ARTICLE XIII NOMINATIONS Section 1 - The Nominating Committee shall present at least two (2) nominees for each office: President-Elect, Vice-President, Secretary, and Treasurer at the May Board meeting for ratification. Section 2 - A single slate of officers may be ratified by Board action if there are less than two (2) nominees for each Board office. Section 3 - A member serving on the Board for at least two (2) consecutive years or by a majority vote of Executive Committee shall qualify for the office of President-Elect. Section 4 - A member serving on the Board for at least one (1) year or by a majority vote of Executive Committee shall qualify for all other offices. Section 5 - The Nominating Committee shall present a slate of nominees for election at the Fall Convention. ARTICLE XIV ELECTION AND VOTING Section 1 - Biennial elections shall be held on even-numbered years at the Fall Convention. Section 2 - Elections shall be held by secret ballot, or, if a single-slate is presented, by a show of hands. Section 3 - The President or presiding officer of each affiliated organization shall be the official delegate to the Fall Convention. Section 4 - Each member of the Board and the official delegates or alternates of each affiliate shall be entitled to one (1) vote. Section 5 - Candidates receiving a majority of official votes cast on the first ballot, or a majority of hand votes, shall be elected. In case of a tie, only the two (2) receiving the largest number of votes shall qualify for a second ballot. ARTICLE XV TERMS OF OFFICE Section 1 - The term of office for the President and the Vice-President shall be for one (1) two-year term. Section 2 - The President-Elect shall be elected for a period of two (2) years prior to assuming the office of the President. Section 3 - The Secretary and Treasurer shall be elected for a period of two (2) years. Extended term of office shall be by majority vote of Executive Committee. Section 4 - The term of all elected officers shall commence at the close of the Fall Convention, after installation which may be held at the Convention or at the first General Board meeting after the Convention. Section 5 - The term of office for all appointed Commissioners, Administrative Assistants, Deanery Representatives, Parliamentarian shall be for a period of two (2) years. An extended term can be voted in the affirmative by majority vote of Executive Committee.

5 ARTICLE XVI DUTIES OF OFFICERS Section 1 - The President shall: A. preside at all meetings of the Council Board, the Executive Committee and all Special Meetings called. B. act as chief representative of the Council to all affiliates, diocesan and community organizations and the Catholic Conference of Ohio. C. be an ex-officio member of all committees except the Nominating Committee. D. appoint the Commissioners, Administrative Assistants, Deanery Representatives, Parliamentarian, and Chair of all standing and special committees. These appointments shall be approved by the Board prior to formal appointment. E. shall keep the President-Elect informed of all Council business. Section 2 - The President-Elect shall: A. become familiar with all aspects of Council procedures. B. represent the President at meetings and other functions as assigned. C. assume the duties of the Presidency, in the absence of the President. D. move automatically into the office of President should that office become vacant. Section 3 - The Vice-President shall: A. act as Organization Services Commissioner during her term of office. B. assume the duties of the President in her absence if the President-Elect is not available. C. be Chair of the Membership Committee. Section 4 - The Secretary shall: A. be responsible for the meetings of the Board, the Executive Committee and any special meetings called. Section 5 - The Treasurer shall: A. be custodian of all funds belonging to the Council. She shall receive all monies collected and shall pay all bills promptly as authorized by the Board. B. shall submit written reports at regular meetings of the Board and to the Diocesan Secretariat for Pastoral Leadership and to the Diocesan Financial Services Offices as requested. C. shall be Chair of the Finance Committee. Section 6 - At the expiration of her term of office, each Officer except the Treasurer (awaiting Audit) shall turn over to her successor all property pertaining to her office within two (2) weeks. The Treasurer shall meet with the Diocesan Auditor Committee as soon as all bank statements have been received, and turn the books over to her successor within one month.

6 ARTICLE XVII COMMISSIONS Section 1 - There shall be such Commissions and Committees as will further the aims of the Council and promote special projects as funds are available. The Council shall establish the following Commissions and Committees: A. Family Concerns Commissions Pro-Life Committee Girls Religious Awards B. Church Commission Ecumenical Committee C. Community Concerns Commission Friendly Visitor Committee Rural Life Committee D. International Concerns Commission Works of Peace Committee E. Organization Service Commission Public Relations Committee F. Legislative Information Commission Section 2 - The Commissioners shall be appointed by the President. The Committees shall be appointed by the Commissioners. Section 3 - The Commissioners shall submit a written report of the Commission and Committee activities at regular Board meetings. A yearly report shall be submitted to the Board for inclusion in the Annual Report. ARTICLE XVIII COMMITTEES Section 1 - The President shall appoint the following Standing Committees with Board approval: A. Finance Committee The Chair shall be the Treasurer, and shall consist of no less than three (3) nor more than five (5) members of the Executive Board. B. Way and Means Committee shall consist of the Executive Board. C. Membership Committee The Chair shall be the Vice-President and members will be Executive Board. D. The Nominating Committee - shall consist of five (5) members, three (3) from the Board, one (1) Past-President, and one (1) from the Diocese at large. Section 2 - The President shall appoint special or ad-hoc committees as needed. Section 3 - The Chair of all standing committees and special committees shall submit a written report at regular Board meetings. A final report shall be submitted annually or at termination of the committee.

7 ARTICLE XIX DEANERY REPRESENTATIVES Section 1 - The Council shall adopt the Diocesan Deanery System. A Deanery Representative will be chosen for each Deanery. Section 2 - The Deanery Representatives shall act as liaison between the parish organizations and the Council. ARTICLE XX MODERATOR Section 1 - The Moderator shall be a priest residing in the Diocese appointed by the Bishop as his personal representative to the Council, the Board, and the Executive Committee. Section 2 - The Moderator is invited to attend all meetings and shall have the privilege of the floor at all times. ARTICLE XXI FINANCE Section 1 - The Board shall operate within a budget approved by the Board and Secretariat for Pastoral Leadership. Section 2 - The Ways and Means Committee of the Board shall submit to the Board fund-raising projects to augment budgeted needs. Section 3 - The Finance Committee of the Board shall be responsible for maintaining a sound fiscal policy. Section 4 - The Treasurer s books shall be audited annually. Section 5 - The fiscal year shall be from July 1 to June 30 inclusive.

8 ARTICLE XXII DELEGATES TO NATIONAL CONVENTION Section 1 - The President of the Council shall be the official delegate to the NCCW Convention/Assembly. ARTICLE XXIII AMMENDMENTS Section 1 - Amendments to this Constitution require the affirmative vote of two-thirds (2/3) of the voting members of the Board. Section 2 - Any member of the Council may propose amendments by submitting them in the following manner: A. to the Executive Committee B. directly to the Board if supported by eight (8) members of the Board. Section 3 - Proposed amendments shall be submitted in writing together with a brief explanation of reason and merit, no less than ten (10) days prior to the Board meeting. ARTICLE XXIV PARLIAMENTARY AUTHORITY The rules contained in Robert s Rules of Order, newly-revised, shall govern the Council in all cases to which they are applicable, and in which they are not inconsistent with Council s Constitution and Bylaws. ARTICLE XXV INTERPRETATION If the meaning of a provision of this Constitution or of a Standing or Special Rule under it, is drawn into question, the Board, upon written notice no less than ten (10) days prior to a meeting, is to interpret the provision, by a simple majority of the voting members present; except that if such question arises in the course of a Board or Executive Committee meeting, the President, or, in her absence, the President-Elect, is to interpret the provision, and her interpretation is to be binding upon that meeting, so that even if her interpretation should later be reversed by the Board, what was done under it at that meeting shall be a valid as if her interpretation had been sustained.

9 Financial Policy 1. PROJECTS A. All projects and programs sponsored by the TDCCW should be included into a budget. Printed materials for these projects and programs should be ordered through the TDCCW office. B. A detailed financial report on all projects should be submitted to the TDCCW Board with the Chairman s report. C. The Treasurer shall be on the planning committee of all projects for budgeting purposes. 2. REIMBURSEMENTS The Council Officers (President, Past President, President-Elect, Vice-President, Secretary, and Treasurer), Commissioners, and Chairmen of special and standing committees, and Deanery Representatives, when traveling within the diocese and/or province, are entitled to be reimbursed for authorized expenses incurred in transacting official business of the TDCCW. Teas and social functions are not considered official business or officially representing the council. 3. PAYMENT OF BILLS The Council Treasurer will issue checks monthly upon receipt of bills properly approved, if approval is required. Expense checks will be issued monthly upon receipt of an expense account form completely executed and approved, and with receipts attached for expenses other than mileage. 4. EXPENSE ACCOUNTS A. AUTHORIZED EXPENDITURES 1. Travel by auto, using Diocesan yearly rate, plus necessary parking fees, if by public transportation, the regular fare. 2. Hotel Regular rate. 3. Meals Total allowance $35/40 per day. Receipts required. Exception For official luncheons or dinners, the total price is allowed. 4. Telephone Long distance charges are allowed when absolutely necessary. These calls are to be held to a minimum. 5. Postage Items as incurred.

10 B. SUBMISSION OF EXPENSE ACCOUNTS: Expense accounts should be submitted monthly on the appropriate expense account forms. These forms are available from the office. To be eligible for reimbursement, expense accounts must be submitted within 60 days of the incurred expense. Receipts are necessary for all items on an expense account, except for mileage. A copy of the portion of your phone bill which pertains to the call is necessary in order to be reimbursed. A slip showing the amount of postage or postage stamps purchased, stamped by the postal clerk, is required. Expense accounts should be sent to the Treasurer for payment. 5. BUDGETED ITEMS All expenses incurred which are budgeted items do not require prior authorization so long as the amount does not exceed the budgeted amount. Any amount exceeding the budgeted items requires approval of the Council General Board. All non-budgeted items require prior approval. 6. MEETINGS. SEMINARS, WORKSHOPS & CONVENTIONS NOT CONDUCTED BY TDCCW Prior approval by the Council Board is required to attend meetings, seminars, workshops, retreats, and conventions not conducted by the Council. Expenses incurred in attending conventions, institutes, training sessions, meetings, workshops, or retreats, shall be paid by Council. 7. PRINTED MATERIALS DISTRIBUTED BY THE OFFICE Some materials from the Council Office are free, but for other materials requested there will be a charge. Registration fees include kits, but the cost of additional kits shall be determined annually.

11 FISCAL POLICY DUES 1. Organization $30 with Roster or contact person 2. Auxiliary Organization Roster - $15 3. Individual Membership - $15 NCCW CONVENTION/ASSEMBLY 1. The President will have all expenses paid to the NCCW Convention/Assembly, during her term of office. Receipts, when available, shall be submitted. 2. Board members attending a Convention/Assembly shall have registration fees paid, contingent upon funds being available. 3. Council shall provide financial assistance to the Moderator, for him to attend a Convention. The President may spend $50.00 at her discretion each year of her tenure in office. Paid staff shall receive salary adjustments per the recommendations of the Catholic Diocese Office and/or Secretariat for Pastoral Leadership.

12 POLICIES FOR MEETINGS MEETING CALL 1. The call to all regular meetings shall be mailed with an agenda no less than ten (10) days prior to meetings. 2. The call to a special meeting shall be mailed no less than five (5) days prior to meeting. MINUTES 1. The secretary shall mail the minutes of all meetings to the office staff not more than five (5) days after each meeting. 2. When possible, all meetings shall be recorded. AGENDA The agenda for General Board meetings shall include; 1. Roll call 2. Devotions 3. Pledge to the Flag 4. Approval of previous meeting minutes 5. Correspondence 6. Treasurer s Report 7. Moderator s Talk 8. Reports from Commissions Standing Committees Special Committees 9. Unfinished Business 10. New Business 11. Announcements 12. Adjourn SPECIAL MEETINGS A special meeting may be convened for a specific purpose only. The item(s) of business shall be specified in the call. Only specified item(s) shall be transacted. MEMBERSHIP POLICY CCW ROSTER If a complete Roster isn t received by June 1, the name of contact person from the parish should be sent to the office. The completed Roster should be forwarded to the office no later than September 1. These By-Laws shall be reviewed every three years beginning with 1994 Revised by Committee, May 5, 2005 President Audrey Englehart. Pres. Elect Jan Hazen and Secretary Marge Joseph. Revisions approved, amended, adopted General Board August 1, 2005