BYLAWS OF HIGHLAND LAKES A&M UNIVERSITY MOTHER’S CLUB
ARTICLE I – NAME
The name of the organization shall be Highland Lakes A&M University Mother’s Club, a member club of the Federation of Texas A&M University Mothers’ Clubs (the Federation).
ARTICLE II – PURPOSE
Section 1:
By individual and united effort, to contribute in every way to the comfort and welfare of the students and to cooperate with Texas A&M University in maintaining a high standard of moral conduct and intellectual attainment.
Section 2:
Said organization is organized exclusively for charitable and educational purposes, including for such purpose the making of distributions to Texas A&M University organizations that qualify as exempt organization under Section 501 (c) (3) of the Internal Revenue code of 1954 (or the corresponding provision of the future United States Internal Revenue Law).
ARTICLE III – MEMBERSHIP
Section 1:
Active membership shall consist of mothers, step-mothers or female legal guardians of
current students or former students of Texas A&M University and will include Adopt-A-Moms as defined by the Federation that meet these requirements.
Section 2:
An individual who is not a mother, step-mother or female legal guardian of current students or former students of Texas A&M University may be an associate member.
ARTICLE IV – DUES
Section 1:
The annual dues of this club shall be set by the Executive Board, approved by the membership at the May meeting and payable upon enrollment of a member. This includes dues to the Federation of Texas A&M University Mothers’ Clubs.
ARTICLE V – MEETINGS
Section 1:
The regular meetings of the club shall be held monthly from August through May, (June and July may be skipped) to be called by the President unless otherwise ordered by the club.
Section 2:
Seven (7) members shall constitute a quorum at a regular meeting. (Quorum should be number that is approximately equal to the number of members normally in meeting attendance. This is to prevent a small number of members from determining an action. A percent of the total paid members may be too large related to the number normally in attendance.)
Section 3:
The Executive Board shall meet no less than three (3) times during each administration.
ARTICLE VI – ELECTIONS
Section 1:
Officers will be elected for a term of one (1) year. No elected officer may serve more than two (2) successive terms in the same office
Section 2:
The officers of this club shall be elected at the April meeting. Officers shall assume the duties of their offices after installation at the May meeting (end of academic year), with the exception of the Treasurer whose term of office ends at the close of the Club’s fiscal year.)
Section 3:
An associate member may not serve as an officer and shall have no voting privileges.
Section 4:
Voting privileges shall be limited to elected officers and active members in good standing.
ARTICLE VII – OFFICERS
Section 1:
The elected officers of the club shall be President, Vice-President, Secretary, and Treasurer.
ARTICLE VIII – DUTIES OF ELECTED OFFICERS
Section 1: The President shall:
A. Preside at all meetings of the club
B. Have general supervision over the affairs of the club.
C. Appointallchairmen.
D. Act as an ex-officio member on all committees except the Nominating Committee and the Audit Committee.
E. Perform other such duties pertaining to the office and in accordance with the Federation guidelines.
Section 2: The Vice-President shall:
A. Be responsible for membership and secure the contact information from the University
for area students.
B. Be responsible for the programs at club meetings.
C. Be responsible for all Boutique activities.
Section 3: The Secretary shall:
A. Take and keep minutes of all meetings of the club and of its Executive Board and
maintain a roll of members and their attendance.
B. Handle all correspondence.
C. Send notice of meetings and other notices necessary for the proper conduct of business of the club in a manner to maintain the club’s 501(c)(3) non-profit status.
D. Maintain a file of correspondence.
Section 4: The Treasurer shall:
A. Be responsible for all monies received, held, and dispersed.
B. Chair the Budget Committee.
C. Disperse funds for all budgeted items, but disperse non-budgeted funds only as approved by the Executive Board.
D. Not reimburse sales tax.
E. Sign checks for disbursement of funds of the club, securing the counter signature of the President or the Vice-President as directed by the Executive Board.
F. Keep a balance sheet and give a financial report at each meeting of the Executive Board and at each club meeting.
G. Deliver the audited books to her successor immediately at the conclusion of the audit. The fiscal year of the Highland Lakes Aggie Moms Club will correspond with that of the Federation (Academic Year). Receipts for any reimbursable expenses incurred during any fiscal year must be received no later than the last day of the fiscal year.
Section 5: Removal from Office of any Board Member
The Board may, by two-thirds vote (of those present eligible to vote) at any regular or special meeting, remove any Member from the position to which she has been elected or appointed, according to these Bylaws upon the occurrence of any of the following events discovered during the Member’s term of office:
- Commission of an act constituting in the judgment of the Boarda) dishonest or other act of material misconduct;
b) fraudulent act;
c) felony under the laws of Texas or the United States; or - Inability of the person to perform duties, regardless of the reason, whether injury, illness, or otherwise, which results in incapacity and, in the judgment of the Board, an inability to complete the term to which the person was elected or appointed.
ARTICLE IX – DUTIES OF APPOINTED OFFICERS
Section 1: The Parliamentarian shall:
A. Be ready at all times to advise the club in regard to all questions of parliamentary procedure. (Robert’s Rules of Order, Newly Revised)
B. Serve as By-laws Revision Committee chair; be responsible for maintaining the bylaws and affecting the necessary changes accordingly.
ARTICLE X – STANDING/SPECIAL COMMITTEES
Section 1:
The President shall appoint the chairman of the following standing committees: Fundraising, Goody Bags, Hospitality, Audit and Budget. The President may appoint the chairman of the following special committees: Social, Scholarship, Electronic Information. The standing committee chairmen shall be voting members of the Executive Board.
Section 2:
These committees shall be formed at the annual meeting in September.
Section 3:
The duties of the committees shall be as follows with a chairman for each standing committee:
A. Fundraiser Committee: The Fundraiser Committee shall be in charge of all ways and means of fundraisers and of all fundraiser’s committees.
B. Goody Bag Committee: The Goody Bag committee shall be primarily in charge of the Final’s Goody Bags at the end of the Fall and Spring semesters. They are to determine a dollar amount/budget for the bags, procure the items by assignment, and determine a place to fill them. They should create a form to purchase Goody Bags, and send out information and instructions on purchasing, along with details of date, place and time of delivery. The Goody Bag coordinator, along with the President, shall decide on the best time to fill and take them to the students.
C. Hospitality Committee: The Hospitality Committee shall be in charge of all correspondences with students and counselors. They shall procure and prepare end of school year items for seniors graduating and their moms who are attending Texas A&M in the upcoming year and determine how to fill and location to fill gifts. They shall decide on the best time to take to school, student, mom or school counselor.
D. Audit Committee: The President shall appoint an Audit Committee of three (3) members. The committee shall perform an independent appraisal of all financial activity conducted by the Treasurer of the Club, according to the guidelines promulgated by the Club. (The committee should include someone with accounting background and should not include the President or Treasurer.)
E. Budget Committee shall be comprised of the Treasurer serving as chairman, the President, and the Vice-President, and shall:
a) Prepare the budget for the ensuing year as soon as the books have been audited.
b) Present the proposed budget to the Executive Board for approval.
c) Present proposed budget, as approved by the Executive Board, for approval of the club’s membership at the meeting in September.
Section 4:
The Social chairman shall arrange for all social activities.
Section 5:
The Scholarship chairman along with two (2) other members also appointed by the President shall constitute the Scholarship Committee. (May be adjusted on size of application pool.) Each member may be eligible to serve on this committee two (2) years in succession, but only one (1) year as chairman. Each year the Scholarship Committee and Executive Board will recommend for member approval the number and amount of scholarships according to the funds raised and available.
Section 6:
The Electronic Information chairman shall be responsible for the club’s website and duties as pertaining to all social media outlets of the club with the approval and direction of the President.
Section 7:
The President shall have the power to appoint the chairmen of additional special committees as necessary for the proper conduct of the business of the club.
ARTICLE XI – EXECUTIVE BOARD
The Executive Board shall be composed of officers, chairmen of special committees and any members currently serving on the Federation Board.
Section 1:
The Executive Board will have all authority to act for this organization between business meetings.
Section 2:
The Executive Board shall hold at least three (3) meetings during the administration year.
Section 3:
Seven (7) members shall constitute a quorum.
Section 4:
Should an Executive Board position be shared by two people ie) if there are Co-Presidents, there is only one vote between the shared officers.
ARTICLE XII – DELEGATES TO THE FEDERATION MEETINGS
The delegates to the Federation meetings shall follow Federation guidelines in number and means of selection as provided for in the Federation By-laws.
ARTICLE XIII – PARLIAMENTARY AUTHORITY
The rules contained in Robert’s Rule of Order-revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with the Bylaws.
ARTICLE XIV – AMENDMENTS
By-laws of this club may be amended at any regular meeting by a two-thirds (2/3) vote of the members present, provided the proposed amendment(s) have been first submitted to and approved by the Executive Board and then presented to the membership for their review at the previous regular meeting
ARTICLE XV – RESTRICTION CLAUSE
No part of the net earnings of the organization shall inure to the benefit of, or be distribute to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable, or compensation for services rendered and to make payments and distributions in furtherance of the purpose set forth in these Articles. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Not withstanding any other provision of these Articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501 (C)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law) or (b) an organization, contributions to which are deductible under Section 170(c)(2) of the Internal revenue Code of 1954 (or the corresponding provision of any future United States Internal revenue Law).
ARTICLE VI – DISSOUTION
Upon the dissolution of the organization, the Executive Board shall, after paying or making provision of the payment of all of the liabilities of the organization, dispose of all of the assets of the organization exclusively for the purpose of the organization in such manner, or to such organization organized and operated exclusively for charitable and educational purposes as shall at the time qualify as an exempt organization under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the Executive Board shall determine. Any such assets not so disposed of shall be disposed by the District Court in the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purpose.
Amended and approved by club membership vote on 07/07/15
Amended and approved by club membership vote on 05/25/16
Amended by R. Bradshaw 02/2022
Amended and approved by club membership vote on 04/14/22
Standing Rules of Highland Lakes A&M University Mother’s Club
Meetings shall be held the first Thursday of each month, from August through May, locations can and will vary and will be announced prior to the meeting. If a change in schedule of meetings happens, it will be announced prior to the meeting. Meetings may be business or social.
Dues for 2022-2023 shall be $25.00 per member payable on or before October 1st of each year, $2.00 of which shall be submitted to the Federation by March 1st of each year on active members only.
Expenses up to $250.00 may be approved by the Executive Board without vote from membership.
Detailed job descriptions for the Board include and are not limited to:
President – The President shall preside at all meetings, set meeting dates, times, find a location, engage speakers/guests, act as Ex-officio member on all committees, appoint committee chairs as needed, and perform all other duties which pertain to the office. The President shall have general supervision over the affairs of the club. The President shall attend Federation meetings. The President shall set a monthly agenda, check Aggie mom email account and disburse information as needed.
President shall file Federation Form IRS Form 990, due October 15th.
Vice President – The Vice-President shall preside in the absence of the President, shall be responsible for membership and membership correspondence. She may be assigned specific duties as needed. The Vice-President shall attend Federation meetings. The Vice-President shall engage new members, new membership, along with membership forms, membership lists and report as needed. Vice-President shall handle Book Awards.
VP shall file Federation Form T, due February 1st.
VP shall file Federation Form F, due March 1st.
VP shall file Federation Form D, due May 1st.
VP shall file Federation Form E, due May 31st.
VP shall file Federation Form G, due May 31st.
Secretary – The Secretary shall keep minutes of all meetings, send notices of meetings when necessary, and shall send all minutes and other notices necessary for the proper conduct of the business of the club, unless otherwise provided for by the special committee. The Secretary shall maintain a roll of members and their attendance. The Secretary shall attend Federation meetings. The Secretary shall maintain a file of correspondence.
Secretary shall file Federation Form A, due February 1st. (This form is only necessary should a member be nominated to the Federation.)
Treasurer – The Treasurer shall be responsible for all monies received, held, and dispersed. She shall set a fiscal budget and chair the Budget Committee, disperse funds for all budgeted items, but disperse non-budgeted funds only as approved by the Executive Board. She shall not reimburse sales tax. The Treasurer shall sign checks for disbursement of funds of the club, use reimbursement forms and keep copies of such. She shall secure the counter signature of the President or the President-Elect as directed by the Executive Board. She shall keep a balance sheet and give a financial report at each meeting of the Executive Board and at each club meeting. She shall deliver the audited books to her successor immediately at the conclusion of the audit. The fiscal year of Highland Lakes Aggie Moms Club will correspond with that of the Federation (Academic Year). Receipts for any reimbursement expenses incurred during any fiscal year must be received no later than the last day of the fiscal year. The Treasurer shall attend Federation meetings.
Treasurer shall file Federation Form B, due February 1st.
Treasurer shall file Federation Form Y, due May 31st.
Current committees shall be:
Fundraising to include Walkway of Lights and Boutique (Raffle).
Audit Budget.
Goodie Bags.
Electronic Information to include website update and social media.
Hospitality to include social activities.
SCHOLARSHIP INFORMATION
1. Nondiscriminatory Policy: Scholarships awarded by the Club shall be restricted to students attending Texas A&M – College Station, Texas A&M – Galveston; Texas A&M – Qatar, or Texas A&M – McAllen, however such scholarships shall not discriminate on the basis of an individual’s age, sex, color, creed and religion or national/ethnic origin.
Scholarship Selection Criteria:
1. Freshman Scholarships: the recipient (s) must:
a. Be a graduating senior of the following zip codes 78605, 78611, 78639, 78643, 78654, 78657, 78669, public or private senior high school or be a resident of said zip codes who is a graduating senior of a public or private senior high school in another county or be a resident of said zip codes “home schooled” resident, who meets the entrance requirements for Texas A&M – College Station, Texas A&M – Galveston, Texas A&M – Qatar, or Texas A&M – McAllen for admission as a student.
b. Submit the Club’s application.
c. Attend Texas A&M – College Station, Texas A&M – Galveston, Texas A&M – Qatar, or Texas A&M – McAllen the following fall and spring semester to receive the scholarship financial benefit. The scholarship money will be paid directly to Texas A&M and the school will disburse the funds to the student account in the fall and the spring.
2. Senior (or Returning Students) Scholarships: The recipient must
a. Meet the same residency requirements as the Freshman Scholarships or have a declared Home of Record currently in the following zip codes 78605, 78611, 78639, 78643, 78654, 78657, 78669, or qualified for our scholarship as a freshman; have completed at least 2 semesters at Texas A&M – College Station, Texas A&M – Galveston, Texas A&M – Qatar, or Texas A&M – McAllen, have a minimum of required hours (to qualify for senior classification) as determined by Texas A&M University and have a GPA of at least 2.0 by the end of the summer prior to the fall semester in which they are applying for the scholarship. The scholarship funds will be disbursed directly to Texas A&M and the school will disburse the funds to the student account.
b. Not have previously received a (Senior) Scholarship.
c. Submit the Club’s application.
