Law Logo LAW OF POLK COUNTY, INC.
 
Bylaws & Policies
Board Members
Clubs & Groups
Committees
Meetings & Activities
Newsletter
Scholarship
Service Project
Home
Bylaws & Policies

 

LAW OF POLK COUNTY, INC. – THE BYLAWS

Revised November 2016

ARTICLE I – Name

This organization shall be known as LAW of Polk County, Inc.

ARTICLE II – Mission/Purpose

Mission: To enrich the Greater Des Moines Community and our membership through philanthropy and fellowship.
Purpose:

1) To improve our community by providing financial and/or volunteer support to organizations that serve women, children, and families.
2) To provide scholarships to non-traditional law students who demonstrate a commitment to public service.

3) To enlighten our members while providing opportunities for fun and fellowship.

ARTICLE III – Membership

Membership shall be open to spouses of attorneys practicing or living in Polk County and widows/widowers of attorneys. Upon payment of annual dues, he/she shall be considered a member. If a current dues-paying member becomes divorced, he/she may remain, at his/her option, a member of LAW. A member shall be entitled to vote, chair committees, serve on committees, and hold office.

ARTICLE IV – Dues

The fiscal year is from June 1 to May 31 inclusive. Annual dues shall be set by the Board and shall be paid prior to December 31st of each fiscal year. Only members whose dues are current for the fiscal year shall receive the Directory.

ARTICLE V – Meetings

Section 1. The Board shall determine the regular monthly meetings, special meetings, and the annual meetings.
Section 2. The annual meeting of the membership shall be the final meeting of the fiscal year.
Section 3. A minimum of two-thirds (2/3) vote of the members present and voting at any regular meeting shall constitute a quorum.

ARTICLE VI – Officers

Section 1. The officers of this organization shall be President, President-Elect, Secretary, Treasurer, and Vice President for Membership. These officers shall assume their duties at the adjournment of the annual meeting.
Section 2. To be eligible for office, a candidate must have his/her dues current.

Section 3. To be eligible for President-Elect, a candidate must have served on the Board two (2) years, at least one (1) of which shall have been in the past five (5) years, attended a majority of the regular meetings within the last two (2) years, and have been active in other LAW committees.

Section 4. An officer may not hold more than one (1) office at any one (1) time.

Section 5. Vacancies

a) If a vacancy in the Presidential position occurs, the President-Elect shall become President and the Executive Committee with the approval of the Board shall fill the President-Elect’s position.

b) The Executive Committee with the approval of the Board shall fill vacancies in the offices of President-Elect, Secretary, Treasurer, and Vice President for Membership Section 6. Nominations

a) The Nominating Committee shall be composed of a Chair, the President Elect (who shall be a non-voting member ex-officio), Vice President for Membership, and three (3) non-Board paid members from the membership-at-large. When possible, representatives from the membership-at-large should not serve on the Nominating Committee for consecutive years.

b)Nominations for President-Elect, Treasurer, Vice President for Membership, and Secretary from the floor are in order, but no name shall be placed in nomination without the consent of the nominee.

ARTICLE VII – Duties of the Elected Officers

Section 1. The President Shall:

a) Preside over the meetings of the Executive Committee, of the Board, and of LAW.

b) Be a member ex-officio, with right to vote, of all standing committees, except the Nominating Committee.

c) Call meetings of the Executive Committee and Board.

d) Be the Chief Executive Officer of LAW and shall perform such other duties as are necessarily incidental to the office of President.

e) Execute duties as outlined in Policies pertaining to the office of President.

Section 2. The President-Elect shall:

a) Upon completion of the term as President-Elect, automatically become President.

b) Serve as an active aide to the President and in the absence or inability of the President to serve, perform the duties of the office.

c) Execute duties as outlined in Policies or as requested by the President and approved by the Board.

Section 3. The Secretary shall execute duties as outlined in Policies or as requested by the President and approved by the Board.
Section 4. The Treasurer shall execute duties as outlined in Policies or as requested by the President and approved by the Board.

Section 5. The Vice President for Membership shall execute duties as outlined in Policies or as requested by the President and approved by the Board.

ARTICLE VIII – Executive Committee

Section 1. The Executive Committee shall consist of the President, President Elect, Secretary, Treasurer, and Vice President for Membership.
Section 2. The Executive Committee shall transact such emergency business as arises between regular meetings of the Board.

Section 3. The incoming Executive Committee shall select the Chair of each Standing

Committee.
Section 4. The Executive Committee shall appoint the Chair of Standing Committees if vacancies occur.
Section 5. The Executive Committee shall determine additional Standing Committees as considered necessary, subject to Board approval.
Section 6. Three (3) members of the Executive Committee shall constitute a quorum, one (1) of whom shall be the President unless incapacitated and then the President- Elect.

ARTICLE IX – Board of Directors

Section 1. The Board of Directors shall consist of the Elected Officers and the Chair of each Standing Committee. The number of Directors shall not be less than six (6) or more than twenty (20).
Section 2. The Board of Directors, except as specifically provided in other articles of these Bylaws, shall exercise all corporate powers. The powers of the Board of Directors shall include, but not be limited to:

a) Conduct, manage, administer, and supervise the business and social affairs of LAW.
b) Make recommendations to the general membership.
c) Have the power to approve or reject solicitations, all committee plans, with the exception of the Nominating Committee, authorize necessary expenditures, and transact any other business concerning LAW.

d) Determine Standing Committees for the following year. One (1) of the Standing Committees shall be the Service Project.
Section 3. A majority of the Board of Directors present at any meeting shall constitute a quorum.

ARTICLE X – Committees

Section 1. Standing Committees
a) The Chair of each Standing Committee shall have his/her dues current.
b) All committee members shall have their dues current.
c) The Chair of each committee shall select the membership of that committee, serve on the Board, attend regular meetings, and shall prepare an annual report.

Section 2. The President, with the approval of the Board, shall appoint special committees.

ARTICLE XI – Solicitations

The President has the power to accept or reject all solicitations subject to Board approval.

ARTICLE XII – Member Liability

Neither the members nor their private property shall be liable for corporate debts, obligations, or undertakings and this Article shall not be altered except by unanimous consent of such members.

ARTICLE XIII – Amendments

These Bylaws may be amended by two-thirds (2/3) vote of the members present and voting at any regular meeting with notice of the proposed amendments having been given at the previous regular meeting or by a mailing to the paid members seven (7) days prior to the meeting.

 

LAW of Polk County Policies

(Accepted August 2002) Revised November 2002, October 2004, May 2005, April 2007, March 2014, February 2016, November 2016

POLICY I - Executive Board

The duties of the elected officers shall be as follows: (See qualifications under Article VI of the Bylaws)

A. The President shall:

1. Preside at all meetings of the Executive Committee, of the Board, and of LAW of Polk County.

2. Be a member ex-officio, with right to vote, of all committees, except the Nominating Committee.

3. Call meetings of the Executive Committee and Board.

4. Be the Chief Executive Officer of LAW of Polk County and shall perform such other duties as are necessarily incidental to the office of President.

5. Assist the Hospitality Chair in arranging locations of regular meetings.
6. Make sure that the biannual nonprofit corporation report is filed before March 31st.
7. Be responsible along with the Treasurer for filing the appropriate income tax forms by October 15, if any are necessary.
8. Announce in a timely manner through e-mail, membership mailings, newsletters, newspaper and other media, all meetings, events and projects as directed. 9. Gather information, write and distribute at least two newsletters each year to all paid members and potential new members.
10. Coordinate the selection of the recipient for the approval of the fundraising proceeds for the following year.
11. Submit to the board and general membership for approval no later than the February general meeting a proposed fund-raiser for the following year.
12. Submit to the board and general membership for approval no later than the March general meeting the proposed recipient for the following year’s fundraiser proceeds.

13. Prepare a final report including: a summary of conditions and transactions of the organization, information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming President.

B. The President-Elect shall:

1. Be a non-voting member, ex-officio, of the Nominating Committee.

2. Be a member, ex-officio, with right to vote, of all standing and special committees.

3. Assist the Hospitality Chair in arranging locations of regular meetings.
4. Read and update policies as needed.
5. Ensure future planning for programs, activities and philanthropy are discussed with membership throughout the year at regular meetings.
6. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming President - Elect.

C. The Secretary shall:

1. Record the minutes of all meetings of the Executive Committee, of the Board, and of LAW of Polk County.

2. Distribute or email minutes of the Board meeting to Board members at least one week prior to the next Board meeting.

3. Distribute or email minutes of the regular meeting to the Executive Committee at least one week prior to the next regular meeting.

4. Conduct any written correspondence of LAW of Polk County as authorized by the Board.

5. Take attendance at meetings
6. Maintain archives of minutes.
7. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming Secretary.

D. The Treasurer shall:

1. Disburse money authorized by the Board.
2. Receive and deposit all funds in depositories approved by the Board.
3. Keep accurate books covering financial transactions of the organization, assist the President to prepare a budget and report all receipts and disbursements at all Board and regular meetings.

4. Reconcile bank statements for LAW of Polk County.

5. Submit her/his books for audit at the end of the fiscal year by a board approved auditor.

6. Prepare an annual report.

7. Work in conjunction with the service project chair to make sure that any sales tax due is paid by January 31st whether we collect tax or not.

8. Accept reservations and cancellations for the September meeting. The May Wine Chairperson will accept reservations and cancellations for the May Wine Dinner.

9. Forward names of new paid members to VP for Membership.

10. Work with the President and previous year treasurer to file the 990N biannually by October 15th.

11. Report current membership number at meetings.

12. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming Treasurer.

E. Vice President for Membership:

1. Secure the names of potential new members and extend an invitation to join LAW of Polk County. 

2. Determine and coordinate all new member activities.
3. Conduct a membership drive as needed.
4. Submit a new member profile for publication in the newsletter.
5. Distribute the directory and newsletter to all new members.
6. Contact all new dues paid and potential new members before each general meeting. Designate a mentor for new members.

7. Maintain mailing lists that include:

a. Current dues paid members.

b. Potential new members who have shown an interest in LAW of Polk County but have not yet paid their dues.

c. Past members.
8. Update the brochure about LAW including information about past history with scholarship, philanthropy, and purpose.
9. Coordinate the printing and distribution of the directory.
10. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming Vice President for Membership.

Policy II Standing Committees

The duties of the Standing Committee Chairs shall be as follows:

A: The Courtesy/Historian Chair shall:

  1. Be responsible for sending cards to members for appropriate occasions.  
  2. Coordinate a new mothers social activity or recognition.

3. Work with the President to coordinate a Past-President Brunch every 3-5 years.
4. Keep a scrapbook of all newspaper articles, pictures and other memorabilia of LAW of Polk County.
5. Maintain the archived copies of Briefs and Directories for use by Board members.
6. Prepare a final report including: births, deaths, notable events, information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

B: The Program/Hospitality Chair shall:

1. Plan programs for regular meetings, handle all arrangements for programs, and work with President, and President-Elect in arranging locations for regular and board meetings.

2. Supervise any committee that is necessary for these programs.

3. When necessary, give to each speaker a gratuity or fee, the amount of which to be determined by the Board.

4. Appoint Refreshment Chair for regular meetings when needed.

5. Serve on and be a consultant to the May Wine Dinner committee, the Chair or Co-chairs which shall be appointed by the Executive Committee.

6. Plan small group activities and organize special interest groups for membership such as Book Club, Needlework, Ladies Night Out, etc.

7. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

C: The Service Project Chair shall:

1. Chair the Service project.
2. Supervise all committees necessary for the Service Project.
3. Be or appoint the liaison between our organization and the recipient of the Service Project.
4. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

D: The Philanthropic/Targeted Needs Drive Chair shall:

1. Position to be utilized only upon recommendation of the Philanthropic committee.

2. Conduct a community targeted needs drive for goods, materials and or monetary donations.

3. Be or appoint the liaison between our organization and the recipient of the targeted needs drive.

4. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

E: The Scholarship Chair shall:

1. Establish eligibility criteria for LAW of Polk County scholarships.
2. Coordinate the scholarship fundraising activity as needed.
3. Choose recipient(s) for LAW of Polk County scholarships.
4. Act as liaison with the Scholarship endowment fund managing group. 5. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

F: Nominating Committee:

1. The Nominating Committee shall be composed of a Chair, the President-Elect, who shall be a non-voting member ex-officio, Vice President for Membership, and three non-Board members from the membership-at-large. The election of the Nominating Committee, from a list of all members who have paid their dues for that year, shall be conducted by the Chair at a regular general meeting to be determined by the Board.

2. Each member of the Nominating Committee shall be responsible for attending a majority of meetings of that fiscal year.

3. The Nominating Committee shall meet at least once, and thereafter as needed. They shall announce and make a motion for approval of the proposed slate of officers at the February meeting. The slate of officers will then be announced and a motion made at the March meeting followed by a final vote by the LAW of Polk County membership in attendance.

4. Vacancies on the Nominating Committee shall be filled by the eligible members receiving the next highest number of votes in the election of the Nominating Committee.

5. The Chair of the Nominating Committee shall use past BRIEFS and Directories to compile a “history of participation” for each member nominated for an executive board position. The Chair shall prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

G. The Annual May Dinner Chair shall:

1. Choose committee members that will help with the planning and invitations.

2. Prepare a final report including: information regarding all expenses (reimbursed, personal and solicited donations), time-line of activities and duties and any other information that might be useful to the incoming committee chair.

Policy III GENERAL OPERATING POLICIES

A. All financial transactions and bills concerning LAW of Polk County shall be submitted, in writing, to the Treasurer on an approved voucher form and paid out of the treasury of LAW of Polk County, Inc. Any expenses not submitted by the designated due date will be considered a personal donation. Personal donations should be documented in order to help with budgeting.

B. LAW of Polk County cash funds are classified in two categories:

1. General Fund
a. Current Dues Income. Money received in the current LAW of Polk

County term via the payment of annual membership dues. A portion of each dues payment, as determined annually by the LAW of Polk County Board of Directors, as well as any designated Scholarship donation, shall be transferred into the Scholarship’s endowment account at least annually.

b. Start-up Fund. A $1,000 balance shall be left in the treasury at the end of each fiscal year to be used as “start up” cash in the succeeding LAW of Polk County term.

2. Reserve Fund. The previous LAW of Polk County term’s year-end balance plus the current balance (minus the required $1,000 start up fund) equals the reserve account. This is a separate fund and its value is not to be included when determining the current year’s operating expense budget.

C. The previous LAW of Polk County year paid members figure shall be used as a basis to set the current year’s budget limit. For example: 175 paid members in the previous year equals the current year’s preliminary budget of $5,250.00 (i.e. 175 x $35.00 operating dues). In the event the current year’s membership total exceeds that of the previous year the additional dues income collected may be used, if needed, to supplement the current budget.

D. Purpose of the Reserve Fund.

1. To fund special LAW of Polk County projects. For example, a LAW Day activity or other activity the membership wishes to pursue.

2. Supplement, on an “as needed basis,” the current LAW of Polk County budget in a specific area which incurs more than the “usual expenses” due to work and/ or activities beyond its typical scope. Supplemental funding from the Reserve Fund must be applied for by the area’s committee chair and approved by the LAW of Polk County Board of Directors.

3. “Emergency” Fund to entire current LAW of Polk County budget when paid membership numbers are below the expected level and money, beyond what has been received in current year dues payments, is needed to meet operating expenses.

E. The Service Project shall maintain a separate account, the records of which shall be turned over to the LAW of Polk County Treasurer at the end of the fiscal year.

F. A $1,000.00 balance shall be left in the Service Project account at the end of the fiscal year.

G.The LAW of Polk County accounts shall be audited at the end of each fiscal year by a board approved auditor

H.LAW of Polk County Service Project account shall be audited by a board approved auditor before a check is issued to the Service Project recipient.

I. Any request for distributing “sign-up” sheets at a regular meeting to seek aid or opinions from the membership must receive prior Board approval.

J. Members shall not sign any document ( contract or letter) without the approval of the President and President-Elect. When this is done, it should include the member’s position under the signature, i.e.:

                          J. Doe
                          President
                          LAW of Polk County

K. The Directory and record of eligible members are properties of LAW of Polk County only and are not to be used by any other organization or individual.

L. LAW of Polk County shall not solicit or raise funds for any organization other than the approved Service Project recipient(s) and when recommended by the Philanthropic Committee, a Targeted Needs Drive Recipient. This restriction shall not apply to the fundraising efforts made by the LAW of Polk County Scholarship committee.

M. We are incorporated to release the individual officers from liability. N. These policies may be amended by a majority Board vote.

 

For a current copy of the By-Laws and Policies, please use the document on the Google Drive.

 
 
Bylaws & Policies | Board Members | Clubs & Groups | Committees | Meetings & Activities | Newsletter | Scholarship | Service Project | Home
© 2020 Law of Polk County, Inc.