By-Laws

(Revised April 2007)

ARTICLE I – ORGANIZATION NAME

Name of the club is HUNTSVILLE AREA MOTHERS OF MULTIPLES, abbreviated as HAMOM (effective 1999) and formerly known as the Huntsville Area Mothers of Twins Club, HMOTC.  Founded in 1970.

ARTICLE II – AFFLIATION

HAMOM shall be a member of the NATIONAL ORGANIZATION OF MOTHERS OF TWINS CLUBS (NOMOTC).

ARTICLE III – MISSION STATEMENT

The purpose of HAMOM is to promote general fellowship among its mothers of twins, triplets, and higher order births.  HAMOM will provide a source of advice and support for families of multiple birth children. This organization will further serve as a source of information about multiple children and related areas. HAMOM will work to promote educational and social activities for the membership.  HAMOM will also work to increase awareness of the individuality of each multiple.

ARTICLE IV - POLICY

HAMOM is a non-profit, non-commercial, non-partisan, non-racial and non-sectarian organization.

ARTICLE V – PARLIMENTARY AUTHORITY

Rules contained in Robert’s Rules of Order shall govern the organization in all cases to which they are applicable and in which they are consistent with the by-laws or the special rules of order of this organization.

ARTICLE VI - AMENDMENTS TO BY-LAWS

The bylaws may be amended by a three-fourths (3/4) vote of all qualified members present. At least a two-week notice shall be given in advance of the vote.

 ARTICLE VII - MEMBERSHIP QUALIFICATIONS

  1. The membership will consist of women who are mothers, guardians, stepmothers or expectant mothers of twins, triplets, and other multiples.

  2. Member must demonstrate a willingness to accept the policies and objectives of HAMOM.

  3.  Members must pay dues timely per schedule after joining HAMOM.

  4.  Prospective members may visit two meetings and receive two complimentary newsletters, but upon the next meeting attended are required to pay dues to become an active member to continue to receive the newsletter.

  5. Members in arrears of dues shall relinquish all privileges of membership.

 ARTICLE VIII – DUES AND FISCAL POLICY

  1. As stated by NOMOTC guidelines, HAMOM’s fiscal year will be August 1st to July 31st.   Dues are as follows:
    a.     Membership dues are $30 per year and run from July 1st to June 30th of the following year.
    b.     Previous members in good standing renewing in the months of January 1st – June 30th must still pay $30.00.  A late fee of $5.00 will be collected with dues.  Members wishing to discontinue membership must notify Membership Chair in writing by email or postal letter.

  2. If a member’s check is returned by the bank, the member is responsible for paying the amount of the returned check plus bank charges incurred by the club’s account.

  3. FIRST TIME MEMBERS shall be assessed dues by the following schedule:
                 Membership Granted – Month                                                    Dues Assessed
                July – December                                                                                     $30.00
                January – June                                                                                        $15.00

  4. The dues are non-refundable except in the case of the loss of one or more children and at the mother’s request.

  5. Any paid members of 5 consecutive years will receive a discounted rate of $25 for membership after their membership anniversary.  This will be documented in the membership database.  

  6. Any paid members of 10 consecutive years will receive a discounted rate of $20 for membership after their membership anniversary.  This will be documented in the membership database.

  7. Any paid members of 15 years or more will receive “Lifetime” membership.  This means they will receive a complimentary newsletter and their annual dues paid in full.  This will be documented in the membership database.

  8. Dues to the NOMOTC shall be paid by the Treasurer by September 30th.

  9. If HAMOM’s gross receipts exceed $25,000 annually, filing IRS Form 990 by December 15th is required.  If HAMOM’s gross receipts do not exceed $25,000 annually, a financial statement with a letter from HAMOM’s Treasurer and President is sent to NOMOTC by March 31st of the following year, authorizing NOMOTC to include our chapter in their filing of IRS Form 990.

  10. All club disbursements shall be paid by check or checking account debit card.

  11. Disbursements other than normal budgeted amounts over $50 shall require prior approval of both the President and the Treasurer.

ARTICLE IX. -   MEMBERSHIP MEETINGS

  1. Meetings will be held on the THIRD TUESDAY of each month at 7:00 p.m.  However, due to conflicts, holidays, and/or school calendars, the board can change the meeting date.

  2. Members shall not bring children to meetings or club functions unless otherwise specified.

  3. Husbands, family, and friends are welcome to attend as visitors only at specified meetings and events.

  4. Regular meetings shall be conducted as follows:
    a.     Sign-In
    b.     Call to Order
    c.     Club Business
    d.     Reading minutes from the last meeting
    e.     Program presentation
    f.       Adjournment

ARTICLE X - QUARTERLY BOARD MEETINGS

  1. All officers (Board of Directors) will attend board meetings. All other board members (Committee Chair MOMs) and all members are encouraged to attend.

  2. The majority (2/3) vote of the Board of Directors and/or the majority of the board present at the quarterly board meeting or via email votes will determine all decisions, with a two-day grace period for responses on all email votes. If a board member is unable to attend, she may send her vote by proxy based on the agenda.

  3. Meetings will be held in May, August, November, and February.  Alterations to this schedule may be made by majority board approval and membership notification.

ARTICLE XI – QUORUM

Three officers should be in attendance, one of which shall be the president or vice-president, and thirty (30%) percent of the membership of this organization shall constitute a quorum of this organization.

ARTICLE XII – NOMINATION AND ELECTIONS

  1. Five nominations or volunteers to the nominating committee shall be made at the January monthly meeting. 

  2. At least one person from the previous outgoing nominating committee shall be included in the new committee.

  3. The committee shall elect the chair for this committee when it is formed.

  4. No member may serve more than two consecutive years on the nominating committee.

  5. A single slate of nominations is acceptable. Nominations from the floor are also acceptable.

  6. Only members who have paid their dues by the time of the election process begins (January 1st) shall be allowed to vote or hold office.

  7. The committee shall present a slate of nominations to the membership no later than the March meeting.

  8. Elections will be held by secret ballot at the April meeting.

  9. The chair and two (2) members of the Nominating Committee or three tellers appointed by the president shall count the votes

  10. Receiving a majority of votes cast elects a candidate.

  11. In the event of a tie vote, a second vote is taken and the winner is selected based on plurality.  If a second vote also results in a tie, the winner is selected by lot.

ARTICLE XIII - BOARD OF DIRECTORS

  1. The Board will consist of President, Vice-President, 2nd Vice-President, Secretary/Treasurer, Membership, Publications, National Representative, Outreach, Hospitality, and Librarian/Historian.

  2. To qualify for the office of President, a member must have served and fulfilled their duties in another elected office.

  3. A 2nd Vice-President chair will be elected by the formation of a “sister membership” of a surrounding area, as needed.

  4. Those elected to office must have served on a committee and/or served and fulfilled their duties as members of a MOMsMart committee for 1 or more years.

  5. The 1st Vice-President will assume the office of the President if vacated. The 1st Vice-President, Secretary/Treasurer offices, if vacated, will be appointed by the current year board or directors. 

 ARTICLE XIV - RESPONSIBILITIES AND AUTHORITY OF BOARD OF DIRECTORS

  1. The incoming Board of Directors will appoint the Standing Committee Chair-MOMs at the June board meeting.

  2. The Board of Directors has the authority to ask for the resignation of any committee chair-MOM, co-chair-MOM or Board Officers who fails to fulfill her duties and fill the position with a qualified member appointed by the board.

  3. A vacancy in an office shall be filled by election from the membership.

  4. If an officer misses three consecutive meetings without explanation, this will be considered as resignation from this office.

  5. Procedures for vacant chair or co-chair position during the year:
    a.     If a position becomes vacant during the year the executive board contacts the names on the committee list to see if anyone is interested in chairing the committee.
    b.     If there is an interested member, the executive board ONLY will vote at the next bi-monthly meeting or via email.
    c.     If no one wants to chair this committee then the Vice-President will announce the position in the newsletter for one month.

ARTICLE XV - TERM LIMITS OF BOARD OF DIRECTORS AND COMMITTEE CHAIR MOM

  1. The service year for the Board of Directors will run from June until May.  Elections and installation will be held at the May meeting with incoming officers assuming their duties upon installation.
  2. All offices with the exception of the Publications, National Representative, Hospitality, and Outreach may serve only two consecutive years.

  3. In the event that no one volunteers to chair a committee, the outgoing chair-MOM may serve another year. (Updated June 2002)

  4. The service year for the chair-MOM is from June until May.

ARTICAL XVI- ADVISOR

The outgoing President will serve as an advisor to the Board of Directors for one year.

ARTICLE XVII - RESPONSIBILITY OF OFFICERS

1.    PRESIDENT -

 
bulletOfficial representative of the organization.
bulletSupervises all club activities.
bulletMakes financial recommendations for the club.
bulletAudit club checking account on a quarterly basis.
bulletConducts business portion of meetings.
bulletCalls and conducts board meetings.
bulletLocate and secure meeting facilities - liaison between Club and facility representatives.
bulletResponsible for coordinating setup and securing facility after meetings and club events.
bulletWork closely with Vice-President in planning monthly meetings and other activities.
bulletWrite monthly column for newsletter describing previous meeting and upcoming events.
bulletCoordinate with Membership Officer to ensure all officers and committees have current membership status list.
bulletWill serve as an ex-officio member of all committees (except the nomination committee).
bulletThe president must have served at least one year on the board of directors of this organization prior to assuming the office of President.

2.      VICE-PRESIDENT -

bulletCoordinate monthly meeting programs with President.
bulletPlan speakers and programs for monthly meetings. 
bulletServe as club liaison for guest speakers and introduce speakers to club (this includes both written in newsletters and orally at meetings).
bulletWrite "Thank you" notes to speakers and coordinate purchase of “Thank You” gift or gift certificate to be presented to speaker.
bulletCoordinate with groups/members in areas surrounding the greater Huntsville area with information pertaining to support and club events.
bulletCoordinate monthly play dates.
bulletCoordinate with Hospitality Chair in locating and reserving site for annual picnic and New MOMs Social.
bulletCo-Chair semi-annual MOMsMart Committee.
bulletIs an ex-officio member of all committees (except the nomination committee).
bulletShall assume the office of president in the event of resignation or inability of the president to complete her term.
bulletHandle club correspondence.

3.    2nd VICE-PRESIDENT -

bulletMaintain list of members attending sister meetings and submit list to President.
bulletEnsure all requests for expenditures by the sister group are approved by the President and Treasurer prior to the purchase.
bulletCoordinate meetings and play-dates for HAMOM members living in the sister area.
bulletConduct informal meetings for HAMOM members living in the sister area.
bulletServe as liaison between HAMOM and sister club regarding meeting facilities.
bulletInitiate notification by phone or email regarding meetings and play-dates.
bulletUpdate list of potentials and provide copies at HAMOM sister meetings.
bulletMaintain attendance roster at HAMOM sister meetings.
bulletCoordinate refreshments for monthly meetings.
bulletSend information and/or membership packets to potential or new members.
bulletMaintain current contents of membership packets.
bulletCoordinate with local members to provide phone support or other support for pregnant MOMs (on bed-rest), and for new mothers of multiples.
bulletCoordinate with local members to periodically distribute HAMOM flyers to pediatric and obstetrics offices.
bulletServe as liaison between HAMOM chapter and its sister area members.
bulletSubmit monthly newsletter articles about meetings, play-dates, prayer requests/concerns, potential and new members to Membership and Publications.
bulletAttend executive officers meetings and HAMOM business meetings.

4. SECRETARY / TREASURER -

bulletTake minutes at Board of Directors regular monthly minutes.  Create report for monthly newsletter.
bulletCollect Dues.
bulletWrite checks for monthly expenses.
bulletMake deposits and maintain bank account balance.
bulletCreate spreadsheet of balances and expenses and report to president and Board of Directors on quarterly basis.
bulletMake financial recommendations for the club to the President.
bulletMaintain list of paid members.
bulletCoordinate with President to pick up mail from Post Office box and distribute information.
bulletCoordinate payment of dues to the NOMOTC with the National Representative and maintain letter of non-profit status.
bulletIf applicable, file Form 990 with IRS by December15TH or designated paperwork by March 31st.
bulletMaintain records for history and record keeping coordinating with Historian.

5.   MEMBERSHIP -

bulletMaintain attendance roster at monthly meetings and special events.
bulletCoordinate with Treasurer and President to maintain current membership list of entire organization.
bulletSend current Membership listing via email to all Board of Directors on a monthly basis.
bulletMaintain membership packets and keep contents current.
bulletSend membership packets to new and prospective members via email or postal service.
bulletCoordinate with President, VP and Publications on keeping list of potentials current and maintain cut off dates, reviewing case by case.
bulletCoordinate with Outreach, VP and President in meal donation and delivery to members of potentials in need, i.e., new MOMs, MOMs with determined needs.
bulletRetrieve voice mail messages on a regular (no less than weekly) basis and share information with President, VP and Outreach.

6.   PUBLICATIONS -

bulletCompile submitted newsletter articles and information into the HAMOM monthly newsletter and distribute newsletter to members by email or postal service.
bulletUpdate website information, calendars, etc., or coordinate with designated member as web master for assistance.
bulletWork with President, VP, and designated committee in creating pamphlets or flyers regarding club and activities.
bulletWork with Membership Chair in creating nametags for new members; and creating business cards.

7.    OUTREACH -

bulletCoordinate publicity for HAMOM (i.e., write news releases and submit articles to local newspapers for special events).
bulletContact local churches, schools, physician offices, etc., to promote HAMOM.
bulletAttend Marvelous Multiples class at Huntsville Hospital and arrange for other HAMOM members to attend.  This chair will represent HAMOM and provide the class with information about HAMOM and any information on multiples in general.
bulletDistribute and/or coordinate the distribution of HAMOM pamphlets, flyers and any other information to NICU, fertility, obstetric, and pediatric offices.
bulletWork with President, VP, and Treasurer on fundraising or charitable projects aiding HAMOM members or potentials in need.

 8.   NATIONAL REPRESENTATIVE -

bulletMaintain regular and timely communication with the NOMOTC to keep the local club informed of the national activities.
bulletKeep NOMOTC informed of local club’s activities and maintain National Representative notebook.
bulletCoordinate with Treasurer in order to send list of paid members and national dues to NOMOTC on a monthly basis.
bulletProvide information for monthly newsletter publication.
bulletProvide printed information pertaining to monthly scheduled meetings, as needed.

  9.  HOSPITALITY -

bulletCoordinate refreshments for monthly meetings.
bulletSelect a theme, which coordinates with the meeting topic.  Arrange for food, beverages, and paper products for each monthly meeting.  Arrive early at meetings to prepare for the meetings.
bulletGreet and welcome new, expecting and potential members at monthly meetings and club events.
bulletWork with Membership and Outreach chairs in coordinating meal support for MOMs in need, i.e., births, illnesses, or deaths.   
bulletChair and coordinate committees for family picnic, Cookies with Santa, New MOMs Social (committee consisting of officers), or any other membership social.

10.          LIBRARIAN / HISTORIAN -

bulletMaintain club library and list of existing library.  Transport library to and from meetings, as needed.
bulletKeep record of borrowed materials.
bulletMaintain information on club events, i.e., social, community/charitable involvement, family events in memory / scrapbook format.

ARTICLE XVII - RESPONSIBILITIES OF STANDING COMMITTEES

1.  MOMsMart

bulletThe current year’s Vice-President will serve as Chair of MOMsMart for the Fall and Spring sales for that same fiscal year.
bulletThe Vice-President will appoint Co-Chair-MOMs, if so desired, at the MAY board meeting.
bulletA committee may be solicited and appointed as early as possible and will be announced at the May regular meeting.
bulletCommittee members will serve from May to May of the following year; and will plan the following Fall MOMsMart and the following year’s Spring MOMsMart.
bulletCommittee members must have served as a worker for at least one MOMsMart sale prior to being on the MOMsMart committee.
bulletAll committee members are required to attend at least one MOMsMart committee meeting in order to get full benefit from being on committee.
bulletThe President will sit on this committee, ex-officio, as like all other committees.

2.  Annual Election Nominating Committee

SEE ARTICLE XII