DETAILED INFORMATION OF EACH LEVEL OF PARTICIPATION

BOARD OF DIRECTORS

PURPOSE: (General Powers): The Board of Directors shall manage all business affairs for the Women’s Auxiliary.

MEMBERSHIP AND TENURE: The Board of Directors shall be comprised of approximately twenty-five to forty members. The term of office shall be at least two years beginning on the third Wednesday in June. The term shall be unlimited, but the board shall strive to maintain a balance between experienced members and new members.

RESIGNATION: Any board member may resign at any time by giving written notice to the president.

VACANCIES: A vacancy during the membership year may be filled by the Board of Directors.

REGULAR MEETINGS: The board shall meet on the third Wednesday of each month at a place and time designated by the president. For a good cause, the president may reschedule a regularly scheduled meeting, provided she contact each board member at least one week in advance to notify them of the change.

NOTICE OF MEETINGS: Notice of the date, time and place of the next meeting, in conjunction with the agenda for the next meeting and the minutes of the previous meeting, shall be sent out to each board member by the secretary not later than two days prior to the regularly scheduled meeting.

ATTENDANCE AT THE MEETINGS: Board members must notify a member of the executive committee of an anticipated absence from a regular meeting.

PROCEDURE OF MEETINGS: The president or the officer presiding in her place, shall determine and set the agenda and order of business for each meeting.

COMMITMENT OF MEMBERS: Each member shall be responsible for helping with every event (i.e., set-up, clean-up, etc.). In addition, each member shall be responsible for participating on at least one committee. There are two types of committees, standing and event.

STANDING COMMITTEES:

MEMBERSHIP: The Membership Committee shall consist of at least two members who are responsible for the annual membership drive and publishing the annual directory.

PUBLICITY: The Publicity Committee shall consist of at least two members who are responsible for the publicity of Women Auxiliary events.

EVENT COMMITTEES: Each event chairperson shall be responsible for collection reports from each of her subcommittee chairwomen within one month of the event or activity. The event chairperson shall submit a financial recap to the treasurer and return all report notebooks to the secretary with in thirty days of the conclusion of the event or activity.

REIMBURSEMENT OF EXPENSES: Board members will be responsible for turning in receipts for reimbursement within thirty days after any event. After thirty days, the event will be closed so that a final financial recap can be prepared.

EXECUTIVE OFFICERS OF THE BOARD OF DIRECTORS

EXECUTIVE COMMITTEE: The officers of the Board of Directors shall consist of president, vice-president, treasurer and corresponding secretary. Each officer shall serve a one-year renewable term. The term shall begin on the third Wednesday in June in the year she is elected and end the third Wednesday in June of the following year.

RESIGNATION: An officer may resign at any time by giving written notice to the Board of Directors.

VACANCIES: A vacancy in any office shall be filled by the Board of Directors for the existing unexpired term.

PRESIDENT: The President shall be the principal executive officer of the Auxiliary and shall, in general, supervise all business and affairs of the Auxiliary subject to the direction and control of the Board of Directors.

She shall appoint and terminate all committees and have the power to call special meetings of the members and of the Board of Directors. The President shall be responsible for the writing of an agenda for each meeting and giving it to the recording secretary two weeks prior to the upcoming meeting. She shall conduct all board meetings, manage all board correspondence, maintain the file of reports for the rectory, schedule dates for the events, schedule speakers for large group meetings, and complete newsletter articles for QASPA.

VICE PRESIDENT: The vice-president shall assist the president and act in her stead in the event that the president is absent.

TREASURER: The treasurer shall have charge and custody of, and be responsible for, all funds of the Auxiliary. She shall receive and give receipts for monies due in the name of the Auxiliary in such banks, trust companies and other depositories as shall be selected by the Board of Directors. She shall keep a full and correct account of all monies received and paid out, and make a full report at each monthly meeting or at other times as requested by the chairwoman.

She shall prepare a financial recap to distribute to all current and new board members at the June meeting, which shall show the financial results of all events and activities sponsored by the Auxiliary.

SECRETARY: The secretary shall keep the minutes of the meetings. She shall furnish copies of the minutes and the agenda to all board members not later than two days prior to an upcoming meeting. The secretary shall also be responsible for all standing committee and activities reports, making sure that they are available to board members as needed, and returned to the file cabinet when completed. In addition, the secretary shall be responsible for all “personal correspondence” as requested by any board member. She shall send “congratulations”, “sympathy”, and “Get Well” notes to members of the parish as needed and Birthday cards and Christmas cards to the priests of the parish.

NOMINATION AND ELECTION OF OFFICERS, BOARD OF DIRECTORS, AND ADVISORY BOARD

NOMINATIONS: In the month of March, the current will poll each board member to determine:

• Who will be remaining on the board for another year;

• Who would be interested in holding an officer’s position the following year;

• Who would be interested in the Advisory Board

• If they know of any parishioners who may be interested in joining the board.

ELECTION OF OFFICERS AND ANNOUNCEMENT OF THE NEW BOARD: If two women have applied for the same officer’s position, the interested parties will meet with the current officer to discuss the position’s responsibilities. If more than one person is still interested in holding the office, the board will vote for new executives at the April meeting. In the event that a board member is unable to attend the April meeting, an absentee ballot may be given to the president prior to that meeting.

At the May meeting, the president will announce the names of the new and retiring Board of Directory, new and retiring Advisory Board members, and the new officers.

AMENDMENTS TO THE BY-LAWS

These by-laws may be amended, altered or repealed and new by-laws may be adopted by a two-thirds vote of the Board of Directors present at any regular meeting.

EFFECTIVE DATE OF BY-LAWS

These by-laws shall become effective upon approval by the Board of Directors and signing by the president.