Harbor UCLA Junior Guild Bylaws ARTICLE I - NAME, PURPOSE Section 1: The name of the organization shall be Harbor UCLA Junior Society. Section 2: The Harbor UCLA Junior Society is organized exclusively for charitable, character-building purposes, but more specifically to organize a group of motivated individuals. This collaborative team will be a subdivision of HarborUCLA Medical Center’s guild and will not be limited to raising money for HarborUCLA patients, but will also provide efficient assistance to hospital employees as needed. ARTICLE II - MEMBERSHIP Section 1: Classification of Members Membership shall consist of the members of the Junior Society’s board members as well as committed and proficient volunteers. Each prospective member will complete an extensive application process. Junior society members will be chosen at the discretion of the admissions committee which includes the admission’s officer, president, and the two vice presidents. Basic standards such attaining and maintaining maturity must be met by each member. a)
Members must meet the following requirements: 1. Be at least 15 years of age. 2. All new candidates must be approved by admission’s committee. After approval, the Guild will send each candidate an invitation to join the Junior Society Organization. 3. Commit to 5 hours per quarter in volunteer office.
b) Termination of Membership. Failure to comply with the rules and regulations set forth by the Harbor-UCLA Medical Center or expression of unsatisfactory overall behavior in the organization will lead to the individual’s membership termination by the Board of Directors. Section 2: Application Process. Each prospective volunteer will complete an application with the Junior Society. After the application has been correctly completed, the prospective member must set up an appointment with the secretary.
During the interview held by the admission committee, this individual will be carefully assessed. After successfully completing the interview, the Guild will send a letter in the mail stating acceptance into the Junior Society. Following the letter in the mail, the individual will complete the volunteer process. Once the volunteer process has been completed, the individual will be an official member of the Junior Society. ARTICLE III - SEMIMONTHLY MEETING Section 1: Semimonthly Meeting. The date of the regular bimonthly meeting is set by the Board of Directors to be the first and third Friday of each month at 4:00 p.m. The place shall be further decided. These meetings will be mandatory as significant topics, issues, and events will be discussed. Section 2: Special Meetings. Special meetings may be called by the President or either of the Vice Presidents as necessary. Notices must be sent out at least a week in advance by the secretary. Section 3: Notice. Notice of each special meeting shall be given to each voting member, by mail, e-mail, or through phone not less than ten days before each meeting. Board members from both the guild (if necessary) and junior society are eligible to vote. ARTICLE IV - BOARD OF DIRECTORS Section 1: Board Role, Size, Compensation. The Board is responsible for overall policy and direction of the Council. The Board of Directors shall have up to 11 and not fewer than 7 members. Upon creation of the Junior Guild, each position will be created and assigned at the founder’s discretion to those with proper skill and commitment. The board receives no compensation other than reasonable expenses. Section 2: Meetings. The Board shall meet at least twice a month at 4:00 P.M. at an agreed location. Section 3: Board Elections. Elections of new directors or re-election of current directors to a second term will occur as the first item of business at specific semiannual meetings of the organization which will later be decided. The founder’s position as president will not be renewed until he has willingly stepped down. Prospective board members must submit a resume which will be reviewed by the founder. The Junior Society’s members will vote for eligible candidates and
the majority votes will receive each board position. In the event of a tie, Directors will be chosen at the discretion of the Founder/Current president of the Junior Society. There will be no discrimination against any prospective board member. Section 4: Terms. All Board members shall serve semiannual terms and are eligible for re-election. Section 5: Quorum. A quorum must be attended by at least 2/3 of the Board members, including the President and one of the two Vice Presidents before any business can be transacted or motions can be made/ passed. After a motion or transaction has been passed, the president will report back to the original Guild. Section 6: Notice. An official Board meeting requires that each Board member receives a written notice two weeks in advance. Section 7: Officers and Duties. There shall be 10 officers of the Board consisting of a President, Vice President, Secretary, Treasurer, Publicity Director, Historian, and Admissions Officer. If necessary, more positions will be created, or if necessary, abolished at the discretion of the founder or Guild. Their duties are as follows: The President shall convene regularly scheduled Board meetings, shall preside or arrange for other members on board to preside at each meeting. When majority vote is not required, the president will be a significant decision-maker. The president will also review each member on board and make sure he/she follows his/her duties. At any time during presidency, this individual may request an impeachment of any other board member. In this event, a special meeting would be called and the remaining directors would discuss and vote on whether or not the board member in question shall continue their term or be terminated. The guild’s board of committee may override any decisions made by the Junior Society’s president, with proper justification. The President will also gather a financial report from the treasurer and add his own report to make information regarding the Junior Society available to hospital administration as well as other officials. The Vice President will chair committees on special subjects as designated by the board and act as the President’s support and consultant. The Vice President’s priority is to assist the President in keeping the regular Junior Society members in control and fully informed. The Vice President will also help the president observe board members to assure they are working proficiently and dutifully.
The Secretary shall be responsible for keeping records of Board actions, including overseeing the taking of minutes at all board meetings, sending out meeting announcements, distributing copies of minutes and the agenda to each Board member, and assuring that important records are maintained. The Treasurer shall make a financial report at end of each fiscal year, which is on April 31st and take note of every change during board meetings. The Treasurer shall handle the finances, assist in the preparation of the budget, help develop fundraising plans, and make financial information available to Board members and the Guild. The Publicity Director shall seek new ways of recruiting guild members. This individual is also responsible for making posters and fliers for the advertisement of events associated with the guild and Junior Society. He/she will have to create and maintain a Facebook account in order to upload pictures and further recruit members to publicize and events and recruitment of m embers. The Historian documents events and meetings. They will have their own personal binder in order to keep everything in an orderly fashion. It is the Historianâ€™s responsibility to take pictures of events, and occasionally of board meetings, and record these photos in his/her binder. The Admissions Officer is primarily responsible for deciding which prospective volunteers will be efficient and helpful to the Junior Society. He/she will handle completed applications and review them to ensure they are correctly completed. This individual, with proper justification, may reject applicants if certain standards are not met. These standards shall further be decided by the board. Note: The guildâ€™s board of committee may override any decisions made by the Junior Societyâ€™s board members, with proper justification. Section 8: Vacancies. When a vacancy on the Board exists, nominations for new members may be received from present Board members by the Secretary two weeks in advance of a Board meeting. These nominations shall be sent out to Board members with the regular Board meeting announcement to be discussed at the next Board meeting. The consensus of the Board members will determine who will fill the vacancy in question. These vacancies will be filled only to the end of the particular Board member's term. Section 9: Resignation, Termination, and Absences. Resignation from the Board must be in writing and received by the Secretary. A Board member shall be
dropped for excess absences from the Board if s/he has five unexcused absences from Board meetings in his/her semiannual term. A Board member may be removed by the founder, with justification, or by a majority vote of the remaining directors. The guild may also terminate any board member if necessary. Section 10: Special Meetings. Special meetings of the Board shall be called upon the request of the President or either of the Vice Presidents. Notices of special meetings shall be sent out by the Secretary to each Board member postmarked two weeks in advance. ARTICLE V - COMMITTEES Section 1: The Board may temporarily create committees as needed. The Board President and Vice Presidents appoint all committee chairs. Section 2: Finance Committee. The Treasurer is chair of the Finance Committee, which includes the president and the two vice presidents. The Finance Committee is responsible for developing and reviewing fiscal procedures, a fundraising plan, and annual budget with staff and other Board members. The Board must approve the budget, and all expenditures must be within the budget. Any major change in the budget must be approved by the Board. The fiscal year shall be the same as the guildâ€™s which is from April 1st until March 31st. Annual reports are required to be submitted to the Board showing income, expenditures and pending income. The financial records of the organization are public information and shall be made available by the treasurer, for Board members, hospital administration, and the public. ARTICLE VI - AMENDMENTS Section 1: These Bylaws may be amended when necessary by the founder or twothirds majority of the Board of Directors on either the guild or the Junior Society. Proposed amendments must be submitted to the Secretary to be sent out with regular Board announcements. These Bylaws were approved at a meeting of the Board of Directors and Guild on April 9th, 2010.
Signatures of Approval: JUNIOR SOCIETY President: _____________________________________ 1st Vice President: ______________________________ 2nd Vice President: ______________________________ 1st Secretary: ___________________________________ 2nd Secretary___________________________________ 1st Treasurer: ___________________________________ 2nd Treasurer: __________________________________ Historian: _____________________________________ 1st Publicity Director: ____________________________ 2nd Publicity Director: ____________________________ Admissions Officer: ______________________________ GUILD President: _______________________________________ 1st Vice President: ________________________________ 2nd Vice President: ________________________________