Constitution & By-laws

CONSTITUTION

ARTICLE I – NAME

This organization shall be called The Chambersburg Afternoon Club.

ARTICLE II – OBJECT

The object of this Club shall be the promotion and financial support of the Coyle Free Library. The programs shall be of cultural and current interest.

ARTICLE III – ALTERATIONS

The Constitution shall be changed only at the annual business meeting to be held each May.

BY-LAWS

ARTICLE I – OFFICERS

Section 1. The Officers of the Club shall be a President, a Vice-President, a Recording Secretary, a Corresponding Secretary, and a Treasurer.

Section 2. The President shall preside at all regular business meetings of the Club, call all special and business meetings, appoint the Program and Nominating Committees and perform the usual duties pertaining to her office.

Section 3. The Vice-President shall represent the President in her absence and shall assign co-hostesses for all meetings and perform the usual duties pertaining to her office.

Section 4. The Recording Secretary shall keep a record of all meetings of the club.

Section 5. The Corresponding Secretary shall conduct all correspondence pertaining to the Club.

Section 6. The Treasurer shall collect and disburse all monies of the Club and shall give a detailed account at the business meetings in January and in May. On the first of January each year she shall notify all members whose dues are in arrears. She shall be a member of the Ways and Means Committee.

ARTICLE II – ELECTIONS

Section 1. The officers, the chairman of the Ways and Means Committee and the members of the Membership Committee shall be elected at the annual business meeting in May.

a. Terms of office shall be for the the period of one year unless otherwise specified.

b. All officers and committee chairmen shall be eligible for re-election for a second term.

c. A majority of the votes cast shall be necessary for an election.

Section 2. One active member shall serve as Director shall serve as Director of the Franklin County Library System, serving a term of two years.

a. A report of the Library’s activities shall be given by the Director of the Board at the annual business meeting in May.

b. The President is empowered to fill any vacancy occurring during the year.

ARTICLE III – MEMBERSHIP

Section 1. The membership of this Club shall be divided into five classes: active, honorary, inactive resident, inactive non-resident, and emeritus.  Each active member shall be expected to serve upon committees and further the interests of the Club.

Section 2. Honorary membership shall be possible for those who desire it after ten years of active service. Honorary members may attend all regular literary meetings of the Club but shall have no vote.

Section 3. Non-resident members shall be transferred to inactive status. Upon their return to permanent residence, they may, if they desire, automatically become active members.  A list of inactive members shall appear in the program.  Reinstatement occurs only for inactive resident members and inactive non-resident members who desire to return to active membership and fill the first available vacancies. A list of inactive resident and inactive non-resident members shall appear in the program. Inactive resident and inactive non-resident members shall have no vote.

Section 4.  Emeritus membership shall be reserved for those long-standing members who are no longer able to participate in Afternoon Club activities and shall be nominated by an active member and approved by the Executive Committee.

Section 5. Proposed changes in membership status shall be presented to the chairman of the Membership Committee and presented to membership.

Section 6. The head Librarian of the Coyle Free Library shall automatically become an honorary member with no financial obligation to the Afternoon Club, as long as he/she is librarian.

ARTICLE IV – COMMITTEES

Section 1. The EXECUTIVE COMMITTEE shall consist of the officers of the Club, the chairmen of the standing committees, the member of the Club serving as Director of the Franklin County Library System, the past President, and the Historian who shall be appointed by the President.  It shall meet at the call of the President. Five members shall constitute a quorum.

Section 2. The NOMINATING COMMITTEE shall consist of three members appointed annually by the President.

a. They shall present the names of the candidates for all officers, for the chairman of the Ways and Means Committee, for the members of the Membership Committee at the annual meeting in May.

b. They shall present the name of director to serve for two years on the Board of the F.C.L.S. at the semi-annual business meeting in January, as     needed.

Section 3. The PROGRAM COMMITTEE shall consist of five members appointed by the President at the semi-annual business meeting in January.

Section 4. The MEMBERSHIP COMMITTEE shall consist of three members elected at the annual business meeting in May for a period of one year. The chairman of the Membership Committee of the previous year shall serve as an advisor to the Membership Committee in a non-voting capacity.

a. The Committee shall keep a record of all changes in membership status in the Club. The Committee shall keep a record of all names presented and of those presenting them.

b. The name of the candidate shall be presented to the Membership Committee in writing signed by the active member presenting it and by two other active members as vouchers. No member shall present or vouch for more than three names in the same club year. A sponsor must be active in the Club for one year before presenting a name.

c. It is the responsibility of the sponsor to inform the candidate of the duties and financial obligations of membership. If the prospective candidate is interested in becoming a member of the Club, the sponsor will write a letter, obtain a voucher and poresent the information to the Chairman of the Membership Committee.

d. Names of candidates for membership together with the names of the members endorsing them shall be mailed to each active member of the first meeting in October , or the January semi-annual business meeting, or the annual business meeting in May. At no time shall a greater number of names be presented than there are vacancies to be filled. The Membership Committee chairman shall present the names of the candidates at the October, January, or May business meetings. They shall be voted upon, a majority of positive votes from the active members present being necessary for their election.

Section 5. The WAYS AND MEANS COMMITTEE shall consist Treasurer and one other member.

a. The Ways and Means Committee shall conduct an annual campaign for financial contributions to the Coyle Free Library.

Section 6. The Historian shall be concerned with the permanent records and history of the Club.

ARTICLE V – FEES AND DUES

Section 1. Women elected to membership at the semi-annual business meeting in January shall pay the current annual dues. Women elected to membership at the annual business meeting in May shall pay their current annual dues the following October.

Section 2. The active members shall pay annual dues of $15.00 and inactive resident members shall pay annual dues of $20.00 both payable in October

Section 3. Honorary members shall pay annual dues of $20.00.

Section 4. Inactive non-resident members shall pay annual dues of $10.00.

Section 5.  Emeritus members shall pay no dues.

Section 6. All persons who are three years delinquent in payment of dues shall be notified that they will automatically be dropped from membership unless back dues are paid in full by the following January.

ARTICLE VI – VACANCIES IN OFFICE

If vacancies in office occur, the Club shall be empowered to fill them by election at any regular meeting or at any special meeting called by the Executive Committee for that purpose.

ARTICLE VII – MEETINGS

Section 1. The regular meetings of the Club shall be held on the dates to be arranged by the Program Committee. The hour of  the meeting shall be 1:30 P.M. unless the Committee plans otherwise.

Section 2. As a constant memorial to Miss Christine King, Charter Member of the Afternoon Club, a Library Trustee of the Coyle Free Library from 1924-1932, there shall be observed annually at the November or December meeting of the Club the Christine King Gift Day, at which time Club members will present money for the Coyle Free Library.

Section 3. Business meeting will be for members only.

ARTICLE VIII – QUORUM

One-third of the active members shall constitute a quorum for the transaction of business at the annual and semi-annual business meetings.

ARTICLE IX – AMENDMENTS

These By-Laws may be amended by a majority vote of active members at any regular meeting of the Club or at any special meeting called for that purpose, provided a quorum be present.

ARTICLE X – RULES OF ORDER

The deliberations of all meetings of the Club shall be governed by Roberts’ Rules of Order

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