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Highland Lakes Women's Club Bylaws

Highland Lakes Women’s Club

Alpha Chapter

ARTICLE I – NAME

Section 1.  The name of the club shall be Highland Lakes Women’s Club, Alpha Chapter.

ARTICLE II – PURPOSE

Section 1.  The purpose of the club shall be to promote fellowship and a feeling of neighborhood pride within the Highland Lakes community; to promote beautification of our community.

ARTICLE III – MEMBERSHIP

Section 1.  There shall be one class of membership, namely, active.

Section 2.  The club shall be limited to single-family dwelling residents of Highland Lakes.

Section 3.  The membership year and fiscal year shall be from June 1 through May 31.

Section 4.  The club’s membership list is not to be used for the promotion or solicitation of any activity without the prior approval of the HLWC officers.

ARTICLE IV – DUES

Section 1.  The fiscal year shall be June 1 through May 31.

Section 2.  Dues shall be twenty-five dollars ($25.00) for active members per year payable at the first meeting of the fiscal year.

Section 3.  New member dues are payable upon admission to the club.  Individuals cannot participate on any committee of the club unless such individual has paid annual club dues. 

Section 4.  All money received from the club dues shall be spent only for projects of the club.

Section 5.  Money received from club dues shall not be spent on alcohol for any club meeting or function due to legal ramifications.

Section 6.  The books of the treasurer shall be audited at the close of each fiscal year and documentation made as to the standing of the club’s finances.  The books will be audited by the incoming Treasurer and one other club member to be appointed by the current President.

ARTICLE V – ELECTION OF BOARD OF OFFICERS

Section 1.  The officers of the club shall include: President, First Vice-President, Second Vice President, Secretary, and Treasurer.

Section 2. The Board of Officers are elected to serve one year and may succeed themselves in the same capacity if elected.  The term begins with the fiscal year, June 1 through May 31.

Section 3.  Should an officer resign her term of office before the end of the term, and an interim President cannot be named, The Board of Officers shall jointly fill this role until such time a new President is elected.

Section 4.  Officers shall be nominated and elected at the last meeting of the fiscal year.

ARTICLE VI – DUTIES OF THE BOARD OF OFFICERS

Section 1.  The President shall preside at all meetings.  She will work with the board of officers in setting and monitoring the goals of the Highland Lakes Women’s Club.  She shall also be responsible for approving committee chairwomen to each of the standing committees. She shall be ex-officio member of all Standing Committees.

Section 2. The First Vice-President shall coordinate club sponsored programs and social activities.  She will also coordinate and work with the committee in the organization/updating and production of a neighborhood directory in years it is to be updated and reprinted. She shall preside over club meetings/activities in the absence of the President.

Section 3.  The Second Vice-President shall work with the First Vice-President to coordinate club sponsored and social activities.  This also includes the securing of homes to hold Highland Lakes Women’s Club meetings.  She will also partner with the Hospitality Committee to arrange refreshments for meetings.  She shall also preside over club meetings in the absence of the President and the First Vice-President.

Section 4.  The Secretary shall keep and record minutes of all proceedings, conduct all correspondence pertaining to the club and keep an accurate record of all members.  She will be the Administrator for the all HLWC related social media sites.  She will coordinate with the Website Coordinator to help update the HLWC website as needed.

Section 5.  The Treasurer shall handle all finances of the club, keep an itemized account of all receipts and disbursements, and pay out the same only on order of the President. She shall present a written report at each regular club meeting.   She shall also keep accurate membership information. 

ARTICLE VII – STANDING COMMITTEES

Section 1.  The Standing Committees of the Highland Lakes Women’s Club may be organized as needed at the discretion of the Board of Officers.

Section 2. The Standing Committees include Hospitality, Community Outreach, Fund Raising, Beautification, Sunshine Committee, and Nominating Committee.

Section 3.  Each Standing Committee shall appoint a Committee Chairwoman to lead the committee in performing its stated duties.

ARTICLE VIII – MEETINGS

Section 1.  The meetings shall be held at 7:00 p.m. on the first Tuesday of the month.  At least four meetings shall be scheduled each fiscal year.  The months selected for the meetings shall be at the discretion of the officers.  Meetings shall be held in members’ homes.

Section 2.  Suspension of Club Meetings. In the event of an emergency such as weather related events, pandemics, and civil unrest, in-person club meetings may be suspended or be held virtually until it is determined to safely hold in-person meetings.

 

ARTICLE IX – AMENDMENTS TO BYLAWS

Section 1.  These bylaws may be amended by two-thirds vote of the members present at a regular meeting.  Amendments must first be reviewed and approved by the Highland Lakes Women’s Club Board of Officers.  These changes shall be presented to the membership at least one month prior to a vote at a general meeting.

ARTICLE X – DISSOLUTION

Section 1.  In the event of the dissolution of the Highland Lakes Women’s Club, Alpha Chapter, the Board of Officers will make a recommendation to the membership regarding the disbursement or use of remaining club funds.  The recommendation shall be approved by a majority vote of all remaining members.

STANDING RULES

1.        Special Projects Coordinator shall coordinate details related to the Highland Lakes Women’s Club Home Tour, Christmas and/or Spring Tours. She along with committee members will identify and secure the homes to participate and partner with the home owners, decorators, photographers, and volunteers to create a seamless event.

2.        Website Coordinator will work with the club Secretary to help maintain and update the HLWC website.

3.       Hospitality Committee:  shall be responsible for coordinating food and drinks for the HLWC meetings.  They will also be responsible for food setup and clean up for each meeting.  The food should be kept simple.

4.       Community Outreach Committee:  receives nominations for all suggested charitable donations.  They will be responsible for the vetting process of each charity.  They will present the charities to the membership for approval.

Guidelines for charity nominations:

·       Charities benefit women, children, or families in need, and veterans.

·       Limited to local charities serving the Birmingham/Shelby County, Alabama area.

·       Give favor to charities where our donation will make a significant financial impact.

·       Charities previously selected are eligible to be nominated every three years.

5.        Fund Raising Committee: will be responsible for presenting possible fundraising activities for our membership.  These funds will be used as a donation to an approved charity voted on by the membership and/or beautification projects for Highland Lakes neighborhood. 

6.       Beautification Committee: will be responsible for presenting possible projects that will enhance the beauty of our neighborhood and will be beneficial to Highland Lakes residents.

7.       Sunshine Committee: will be responsible for sending get well and sympathy cards to the members of HLWC. Committee members will be reimbursed for money spent on purchasing cards and mailing to HLWC members.  To be reimbursed the committee member must submit the receipt(s) to the HLWC Treasurer.  The Sunshine Committee is also responsible for administering MOM’S EXPRESS service that provides a meal for a neighborhood family with a newborn.  Taziki’s restaurant currently provides the meals (for a family of 4) at no charge to the club.  Someone from HLWC picks up the meal from Taziki’s and delivers to the family.

8.       Nominating Committee:  will be responsible for securing volunteers to serve on the HLWC Board of Officers.

November 2020 Meeting Minutes

Highland Lakes Women’s Club Meeting Minutes

 

PLACE:                             Urban Home Market – Lee Branch

 

DATE:                               November 10, 2020

 

TIME:                                6:30 p.m. Central                                                                                

                                                                                                                                               

General Discussion: 

Angelia Spraberry welcomed the guests and thanked Diane Caldwell for her service as President.  It was announced that she is moving, and she will no longer be president.

Guests introduced themselves and the officers were introduced. 

The financial report was given by the treasurer (Charlene Van Hoy).

Shelia Dowd took nominations for suggested charities and stated that the club will take all suggestions, begin to partner with the committee and then vote on the charities to select one, either in December 2020 or first meeting in 2021.   

Charlene summarized the club committee opportunities and asked members to sign up.

Sherri Mauter closed our meeting and door prizes were given.  Angelia turned the meeting over to the Urban Market for a lovely tour of holiday tablescapes.


ADJOURN:                      7:15 Central

 

May 2021 Meeting Minutes

Highland Lakes Women’s Club Meeting Minutes

 

PLACE:                             Home of Charlene Van Hoy

 

DATE:                               May 6, 2021

 

TIME:                                6:00 p.m. Central                                                                                

                                                                                                                                               

General Discussion: 

 

Welcome

Angelia Spraberry welcomed attending members and guests and read a thank you card received from Lynette Clemmons who recently lost her son after an extended illness.  Attending members and guests welcomed Lynette and expressed sympathy for her loss.

 

November Meeting Minutes

Shelia Dowd read the November meeting minutes and they were approved.  She reminded the members that the minutes are posted on the HLWC website and that the report by the treasurer is no longer included in the minutes.  Members can contact board members for a treasurer’s report.

 

Treasurer’s Report

Charlene Van Hoy read the financial report.

 

Tornado Relief Update

Sherri Mauter provided an update on tornado relief and included a list (attached) of those who helped and business donations.  Mary Ray and the members in attendance expressed their sincere appreciation to Sherri for her organizational efforts to support those in our neighborhood impacted by the tornado.  We plan to host a block party for impacted members later in the year.

 

Nominations for HLWC Charity

Mary Ray presented the nominations for our HLWC donation in the amount of $2,000.00.  Lynda Smith made a presentation for Shelby County Save a Life and Patty Touse made a presentation on behalf of Safe House.  Both nominations are in Shelby County as required.  Mary proposed that we award $1,000.00 to each.  Connie Cox made a motion to award $1,500 to each for a total of $3,000.00 since there is a great need given the difficulties associated with the COVID-19 pandemic.  The motion was seconded by member Cathy Schafer and members voted affirmatively.

 

Officer Nomination and Vote for 2021-2022 Session

 

Cathy Schafer, Lynda Smith, and Jackie Dye were on the nominating committee for 2021-2022 Board Officers.  Cathy presented the nominations as follows:  Angelia Spraberry for President, Sherri Mauter for 1st Vice President, Kelley Fulmer for 2nd Vice President, Shelia Dowd for Secretary, and Phyllis Gilbert for Treasurer.  Mary Ray made a motion to accept, Carol Campbell seconded the motion and members voted affirmatively.  

 

Words of Appreciation/Miscellaneous

 

On behalf of the HLWC, Angela Spraberry expressed appreciation to Charlene Von Hoy for hosting the May meeting in her beautiful outdoor garden area.  She also expressed appreciation to Charlene for serving as Treasurer for two years.  New members and guests were welcomed. 

 

Charlene and Shelia asked that we consider a membership drive for the coming year.  The board will meet during the summer to plan a membership drive. A great discussion ensued with ideas such as providing resident bags with information on how to join the ladies club and meeting information. 

 

The following volunteered to serve on the membership drive committee:

·       Renae Patterson

·       Joy Doering

·       Joan Chandler

·       Connie Cox

Sherri stated that we will not host a home tour this Christmas but perhaps we will have a Spring garden tour. 

Carol Campbell suggested that the HLWC sponsor an outdoor library box.

 

ADJOURN:                      7:32 Central