logo

American Women's Club in Finland
Constitution
November 1970
Revised: March 1972, March 1979, March 1988, 1995, May 2002

ARTICLE I NAME
The name of the organization shall be the American Women's Club in Finland hereafter referred to as the AWC.

ARTICLE II OBJECT
The object of the AWC shall be to:

SECTION 1
A. Provide a means for social interaction for women of American nationality or heritage living or residing in Finland.
B. Promote the furtherance of knowledge and mutual understanding between women of the United States of America and the Republic of Finland.
SECTION 2 In the furtherance of the objectives, the AWC may
A. Engage in and expend funds for philanthropic and charitable activities primarily in the Republic of Finland.
B. Associate and/or participate with similar Finnish and international organizations.
C. Engage in other activities and efforts as recommended by its officers and approved by its membership in accordance with the provisions of this constitution.

ARTICLE III MEMBERSHIP

SECTION 1 Membership in the AWC may be full, associate, absentee, or honorary.

A. Full members shall be:
1. Americans by virtue of place of birth
2. Americans by parentage
3. Americans by naturalization
4. Former American citizens
5. English speaking wives/partners of American citizens
6. Daughters of Americans who are or have been full members of the AWC.

B. Associate members:
1. At the discretion of the executive board, persons other than citizens of the United States of America may be invited to join the AWC as associate members. Their number in proportion to the total membership may be limited by the executive board. An associate member may not hold the office of President.
2. To become an associate member a person must attend two (2) monthly meetings within two (2) years as the guest of a member. The member must then write a letter of recommendation to the executive board. If the executive board approves, the person may immediately become an associate member if there is no waiting list, otherwise the person's name will be added to the waiting list. In both cases, dues must be paid. Persons on the waiting list may attend all meetings, tours and interest groups, but may not vote, bring their own guests or sponsor anyone for membership.
3. If an associate member has belonged to the AWC for at least 10 years, she may choose to take the status of Long-term Associate Member. As a long-term associate member, she will pay full dues and will be entitled to all benefits of associate membership, except for voting, holding a Board position and sponsoring someone for membership. In addition, she will not be required to attend monthly meetings. A long-term associate member will not be counted in the overall membership count.
4. International and Finnish members who come back after a long period of absence are put directly on the waiting list.

C. Absentee members:
1. A full member or associate member may become an absentee member upon request if she is unable to attend meetings. Partial payment of dues is required during the absentee period.
2. Active membership status for full members is resumed immediately upon request.
3. Associate members may resume active status upon request immediately if space is available or go to the top of the waiting list.

D. Honorary members:
1. The American Ambassador to Finland, if a woman, otherwise the wife of the American Ambassador, shall be invited by the executive board to be an honorary member.
2. Emeritus members: At the discretion of the executive board a member may be
required.

SECTION 2 Membership becomes effective upon payment of dues and is maintained by attending the required number of monthly meetings as designated by the executive board.

ARTICLE IV DUES

SECTION 1 Dues are required annually. Any changes shall be decided at the annual general meeting.

SECTION 2 New members joining after the January meeting shall pay one-half of the annual dues.

SECTION 3 Absentee members pay a nominal fee for the newsletter and the directory.


ARTICLE V GUESTS

SECTION 1 Guests may attend meetings in accordance with the arrangements which have been made for the meeting and upon notification to the arrangement/membership coordinator.

SECTION 2 Visiting relatives and house guests of AWC members may attend closed meetings provided the arrangement/membership coordinator is notified.

SECTION 3 Americans who have not joined the AWC are considered to be guests.

SECTION 4 The guest fee shall be decided by the executive board.

ARTICLE VI OFFICERS

SECTION 1 HONORARY OFFICERS
The American Ambassador to Finland, if a woman, otherwise the wife of the American Ambassador to Finland, shall be invited by the executive board to be the honorary President of the AWC.

SECTION 2 ELECTED OFFICERS
The elected officers of the organization shall be:
A. President
B. First Vice President - Programs
C. Second Vice President - Tours
D. Secretary
E. Treasurer
F. Membership Coordinator
G. Arrangement Coordinator
H. Newsletter Editor
I. Interest Group Coordinator
Elected officers other than the president may select an assistant. Assistants have no voting power on the executive board.

SECTION 3 APPOINTED OFFICERS
The parliamentarian is an appointed officer and shall be appointed by the executive board.

SECTION 4 EXECUTIVE BOARD
The executive board shall consist of the elected officers and the parliamentarian.

ARTICLE VII DUTIES of the ELECTED OFFICERS and DUTIES of the EXECUTIVE BOARD

SECTION 1 Duties of the elected officers
It is the duty and responsibility of each officer to attend all regular and special meetings of the executive board and the AWC or if unable to attend to notify the president.
A. The duties of the president of the AWC shall be to preside at all regular meetings and to supervise all plans for promoting the welfare of the AWC and to be responsible for obtaining a job description from each member of the executive board.
B. The duties of the first vice president shall be to perform the duties belonging to the office of the president in her absence. She shall be responsible for programs at the monthly meetings and with the arrangement coordinator find venues for the monthly meetings.
C. The duties of the second vice president shall be to perform the duties belonging to the office of the president in her absence and the absence of the first vice president. She shall be responsible for arranging tours.
D. The duties of the newsletter editor shall be to compile and edit the AWC Newsletter and be responsible for its printing and distribution.
E. The duties of the secretary shall be to keep the minutes of all meetings and to handle the correspondence of the AWC at the direction of the president.
F. The duties of the treasurer shall be to collect and hold all monies belonging to the AWC, to deposit funds in a reliable bank and to refund all necessary expenses incurred by members on behalf of the AWC.
G. The duties of the membership coordinator shall be to keep accurate records of the membership and candidates on the waiting list, as well as to notify candidates who become associate members. She shall also coordinate the production of the AWC directory.
H. The duties of the arrangement coordinator shall be to be responsible, in conjunction with the first vice president, for finding venues, setting up and making catering arrangements for monthly meetings.
I. The duties of the interest group coordinator shall be to solicit members to chair and coordinate the activities of interest groups. Interest groups are for the AWC members, and non-members are to be invited only as substitutes.

SECTION 2 DUTIES of APPOINTED OFFICER
The parliamentarian shall be considered a member of the executive board and consequently should attend meetings of the board. She is to be referred to for proper procedure in all meetings and to review the AWC constitution for necessary revisions.

SECTION 3 DUTIES of the EXECUTIVE BOARD
A. To attend all regular meetings of the AWC, if possible.
B. To meet when the president deems it necessary, in addition to the regular meetings.
C. To hold themselves responsible for the accounts and funds of the AWC.
D. To make a report, through the president at the annual general meeting of the activities of the AWC during the past year.
E. To recommend plans for the coming year.
F. To appoint a parliamentarian.
G. To decide by vote all minor questions concerning the AWC.
H. To appoint and announce at the April meeting the names of two (2) auditors, who shall examine the accounts of the AWC in preparation for the annual general meeting. These auditors may not be members of the board or related to the same.

ARTICLE VIII MEETINGS

SECTION 1 Monthly meetings shall be held once each month from September to May inclusive.

SECTION 2 The order of the meeting shall be decided by the president assisted by the executive board.

SECTION 3 All important questions to be decided by the AWC must be announced at the monthly meeting previous to the meeting in which matters are to be voted upon. A two-thirds (2/3) majority vote of members present shall be necessary to carry a motion.

SECTION 4 Special meetings may be held at other times and places.

ARTICLE IX THE ANNUAL MEETING

SECTION 1 The annual general meeting shall be held in May and must be strictly a closed business meeting. A quorum must be present (re. quorum, see ARTICLE XI).

SECTION 2 The agenda for the annual general meeting, which must be announced at the monthly meeting in April as well as in the May newsletter, is as follows:
A. Report of the executive board to be read by the president and submitted for approval by the members.
B. Report of the auditors.
C. Report of the treasurer to be read and submitted for approval.
D. Releasing the board from responsibility.
E. Installation of the new executive board.

SECTION 3 Any additions to the above agenda must be brought up with the president prior to the annual general meeting.

ARTICLE X ELECTIONS

SECTION 1 The executive board shall appoint a nominating committee in January consisting of three (3) persons representing the demographics of the membership. If possible, there should be one (1) representing the business community, one (1) representing the local community, and one (1) representing the American Embassy. The committee shall be announced at the January meeting. Working with any suggestions submitted by the AWC at large, the nomination committee shall prepare a slate with at least two (2) nominees, if possible, for each office. The slate shall be announced at the March meeting with further nominations being taken from the floor before nominations are closed. The complete slate shall be presented at the April Meeting. If there is more than one (1) candidate for any office, election shall be by closed ballot. A slate consisting of only one (1) candidate per office shall be voted upon by a show of hands.

SECTION 2 The nomination committee shall act as tallyman at the elections.

SECTION 3 A quorum of the AWC must be present. (See ARTICLE XI).

SECTION 4 In case of a tie the President has the deciding vote.

SECTION 5 The term of office shall begin with the installation at the annual general meeting.

SECTION 6 Officers shall serve for a term of one year and may be reelected for a second term. No officer shall serve more than two (2) consecutive terms in the same office.

SECTION 7 In the event that any elected officer is unable to fulfill her term, she must submit a letter of resignation to the executive board.

SECTION 8 In case of a vacancy in any office the place shall be filled for the unexpired term by appointment by the executive board.

ARTICLE XI A QUORUM

SECTION 1 One-third (1/3) of the members shall constitute a quorum of the AWC.

SECTION 2 Five (5) members shall constitute a quorum of the executive board.

ARTICLE XII ROBERT'S RULES of ORDER shall be used as the authority for procedure at all meetings.

ARTICLE XIII DISSOLUTION

SECTION 1 Should this organization desire to dissolve, a written proposition to that effect, signed by at least one-third (1/3) of the members giving the reasons for this action, must be made to the president who puts the matter before the executive board at a special meeting. If this board unanimously agrees thereto, notice of the matter shall be given at a monthly meeting of the AWC. A vote shall be taken on the question at the next monthly meeting after the meeting at which the notification has taken place.
SECTION 2 In case of dissolution, the funds of the AWC shall be given to a charitable cause to be voted upon by the membership.

ARTICLE XIV AMENDMENTS
The constitution may be amended by a two-thirds (2/3) majority of members present at a special meeting or the annual general meeting, provided due announcement of the proposed amendment has been made at the previous monthly meeting.