By-Laws

These By-Laws provide the framework for how the Tacoma City Association of Colored Women’s Clubs, Inc. operates—defining how we organize, elect officers, manage funds, and serve our community with integrity and purpose.

Tacoma City Association of Colored Women’s Clubs, Inc.

2012 By-Laws

Private: Authorized Members Copy, Including Officers

Article I – Name, Purpose

Section 1: Name
The name of the organization shall be the Tacoma City Association of Colored Women’s Clubs, Inc. (hereafter referred to as Tacoma CWC).

Section 2: Purpose
The Tacoma CWC, Inc. is a 501(c)(3) nonprofit corporation organized exclusively for charitable service purposes.
The specific services are:
– Relief of the poor, distressed, and underprivileged;
– The lessening of neighborhood tension;
– The elimination of prejudice and discrimination;
– The lessening of the burdens of government; and
– The advancement of general education and nonsectarian religion.

Article II – Affiliation

Section 1: State, Regional, National
The Tacoma CWC is the local affiliate of the Washington State Association of Colored Women’s Clubs.
The Washington State Association is associated with the Northwest Regional Association of Colored Women’s Clubs and the National Association of Colored Women’s Clubs, Inc.

Article III – Membership

Section 1: Membership
Tacoma CWC membership shall consist of active members of active CWC clubs, individual associate members, affiliate members, honorary members, youth and young adult club members.

Section 2: Active Tacoma CWC Clubs and Active Tacoma CWC Club Members

a. Formation of New Clubs
A new club may be formed by five (5) or more active members who have been members of an existing club for at least two years.

b. Requirements for Active Clubs

  1. Per Capita Dues – At least 80% (8 of 10) of a club’s members must be current in per capita dues.
    Dues ($125 per member) are due to Tacoma CWC on or before September 30 each year. Members receive 30 days’ notice of any increase.

  2. Facility Maintenance Assessment – Clubs pay $25 per member or $250 per club (whichever is less) annually, due September 30.

  3. Community Involvement and Fundraising – Each club sponsors at least one community activity and one fundraiser per year.
    All funds using Tacoma CWC’s tax ID must be processed through Tacoma CWC’s account; 5% of gross funds are retained for administration.

  4. Regular Meetings – Clubs meet at least quarterly.

  5. Reporting – Annual reports of activities and fundraising are due by December 31.

  6. Meeting Attendance and Participation – Members regularly attend and support Tacoma CWC business meetings and events.

  7. Executive Committee Participation – Each club president (or designee) regularly attends Tacoma CWC Executive Committee meetings and monthly business meetings (typically the 3rd Saturday of each month).

Clubs not meeting these requirements may be removed from the active roster by motion and majority vote of the Executive Committee. Reinstatement requires a written request and majority approval.

c. Active Member
An active Tacoma CWC club member is current in annual dues and in good standing with an active Tacoma CWC club.

Section 3: Voting Member

A voting member is an active Tacoma CWC club member or active associate member.

Section 4: Associate Member

An associate member belongs to the National Association of Colored Women’s Clubs in a Washington city without a local CWC (e.g., Olympia or Kent).

Section 5: Affiliate Members

Local organizations whose work aligns with the Tacoma CWC mission may become non-voting affiliate members.
Affiliate dues (as of July 1, 2012) are $750 per year and may change by Executive Committee approval.

Section 6: Honorary Members

Honorary members are designated by majority vote at the Annual Meeting. They are non-voting and pay no dues.

Article IV – Officers

Section 1: Elected Officers
President, Vice President, Recording Secretary, Treasurer, and Financial Secretary.

Section 2: Eligibility
Must be an active member in good standing for two consecutive years with documented participation in Tacoma CWC activities.

Section 3: Election and Term
– Officers are elected by ballot at the Annual Meeting by majority vote.
– Serve two-year terms; eligible for one additional term.
– No officer may hold more than one elected office at a time.

Section 4: Vacancies
– If President vacates, Vice President assumes the office.
– Other vacancies are filled by Executive Committee appointment and member approval.

Section 5: Duties of Officers

  • President – Presides at meetings, enforces By-Laws, supervises affairs, ex-officio on all committees (except Nominating).

  • Vice President – Assists and acts for President when absent.

  • Recording Secretary – Keeps minutes and records; manages correspondence.

  • Treasurer – Receives, deposits, and disburses funds; keeps itemized records and reports.

  • Financial Secretary – Records receipts, issues acknowledgments, tracks member dues, and reports financially.

Article V – Meetings

Section 1: Regular Meetings
Held monthly on dates set by the Executive Committee; notice provided by mail, email, or telephone.

Section 2: Annual Meeting
Held in June for elections, reports, and other business.

Section 3: Special Meetings
Called by the President or Executive Committee, or by written request of five (5) active members.

Section 4: Quorum
One-third of active voting members.

Section 5: Voting
Each active member has one vote; actions decided by simple majority.

Article VI – Executive Committee

Composition
Elected officers, immediate past President, and presidents of active clubs.

Duties
Supervises affairs between regular meetings, makes recommendations, and performs assigned duties.

Meetings
Held monthly before business meetings or by special call of the President or three committee members.

Quorum
One-third of the Executive Committee.

Article VII – Committees

Standing Committees
Program, Finance, Membership, Scholarship, Public Relations & Publicity, By-Laws, and Nominating.

Special Committees
Created as needed by the President or Executive Committee.

Appointments and Reports
Chairs are appointed by the President (with approval). Committees submit reports at regular and Annual Meetings.

Article VIII – Finances

Fiscal Year: July 1 – June 30.
Budget: Prepared annually by Finance Committee and approved by Executive Committee.
Records: Maintained by Treasurer and Financial Secretary.
Bank Accounts: All funds deposited in Tacoma CWC accounts.
Disbursements: Checks require two signatures (President, Treasurer, Financial Secretary).
Audits: Annual audit by appointed Audit Committee.
Fundraising: All activities must be approved; 5% of gross proceeds retained for administration.
Reporting: Treasurer provides written financial report each meeting.

Article IX – Board and Committees

Section 1: Advisory Board
The Executive Committee may appoint a Board of Advisors to meet quarterly and consult on long-term strategic goals. The Advisory Board has no governing authority and may be removed by majority vote.

Section 2: Standing Committees
Executive, Finance, Marketing and Fund Development, and Membership Development Committees.

Section 3: Committee Chairs
Outlined in Officer duties or elected by majority vote if not specified.

Section 4: Finance Committee
Treasurer (Chair), Vice President, and Financial Secretary.

Section 5: Marketing and Fund Development
President serves as Chair.

Section 6: Membership Development
Vice President / President-Elect serves as Chair.

Section 7: Personnel Committee
Reviews Executive Director performance, remuneration, and policies. President chairs the committee.

Article X – Director and Staff

Executive Director
Hired by the Executive Committee; manages day-to-day operations, implements strategic plan, and reports to the Executive Committee and Advisory Board.

Volunteer Club Manager
Appointed by Executive Committee to assist with administration, facility management, and community relations.
Serves at will, must be a member in good standing with relevant skills, commits to one year of service, and may be reimbursed for approved expenses.

Article XI – Nominations and Elections

Nominating Committee
Three members appointed by the President and approved by Executive Committee at least 60 days before the Annual Meeting.

Duties
Prepare slate of officers, secure consent of nominees, accept floor nominations with consent.

Notice
Slate announced to membership 30 days before Annual Meeting.

Elections
Conducted by written ballot; simple majority elects; President casts tie-breaker.
New officers assume office immediately after installation.

Article XII – Amendments

Proposal
May be initiated by Executive Committee, By-Laws Committee, or five members by petition.

Notice
Amendments submitted in writing 30 days before vote.

Adoption
Requires two-thirds vote of members present and voting.

Article XIII – Dissolution

Procedure
Upon dissolution, after all liabilities are paid, remaining assets shall be distributed exclusively for charitable, educational, or religious purposes under Section 501(c)(3).

Prohibition
No part of net earnings shall benefit any member or officer except for reasonable compensation for services rendered.

Article XIV – Parliamentary Authority

The current edition of Robert’s Rules of Order Newly Revised shall govern Tacoma CWC meetings in all applicable cases and when not inconsistent with these By-Laws.

Certification and Signatures

After confirmation of voter eligibility, the foregoing By-Laws were adopted by majority vote on June 23, 2012.

Approved and signed by its officers:

President — Signature on file
Vice President / President-Elect — Signature on file
Treasurer — Signature on file
Recording Secretary — Signature on file
Financial Secretary — Signature on file