BY-LAWS FOR THE OREGON GEMS

Amended November 17, 2007

I.   NAME

            A.   The name of this organization shall be Oregon Gems. 

II. OBJECTIVES

A.   To bring subordinate chapter officers of the state of Oregon into closer cooperation and friendship.

B.   To assist our Grand Officers, Sister Teresa McKinley, and the Co-Grand Officer on their journey through the Grand East.                    

III. MEETINGS

            A.  The regular meeting shall be held each month from September through May with the exception of December and January at 12:00 noon unless otherwise stated.

            1.  For those luncheons held at Chapters, luncheons will be $7.00, $6.00 will be paid to the host chapter and $1.00 will be paid to the Oregon Gem’s treasury.  For those meetings not held at Chapters, the cost will be according to the restaurant plus $1.00 per person will be paid to the Oregon Gem’s treasury.

            a. For the years 2005-2007, the Vice President will receive all reservations and payments for each luncheon, and will then notify the appropriate person to confirm attendance.  After June 2007, the Second Vice President will perform this duty.

            b. Reservations will be made by those wishing to attend the luncheons at least five (5) days prior to the day of the luncheon.

                       2.  Cost of luncheons for Sister Theresa McKinley and the Co-Grand  Officer and their escorts are to be paid by the Oregon Gems

            3.  Reservations will be necessary for all meeting meals.  Any reservations not canceled five (5) days prior to the meeting will be dealt with on a case-by-case basis.  Those attending without reservations are welcome; however, they will be serviced after all those with reservations.

B.  A quorum consists of the members present at a designated stated meeting.

C.  An additional meeting may be held in June with the time and place to be announced.

D.  The annual picnic and meeting will be held in July or August, the date and time to be announced at the May meeting.

            IV. MEMBERSHIP              

                        A.  Eligibility:

                                    1.  Associate Conductresses and Escorts 2005-2006

                                    2.  Conductresses and Escorts 2006-2007

                                    3.  Associate Matrons and Associate Patrons and Escorts 2007-2008

                                    4.  Worthy Matrons and Worthy Patrons and Escorts 2008-2009

 

                        B.  Voting Members:

            1.  Everyone identified in Section IV A, upon payment of their dues and being in good standing in OES shall be considered voting members.

C.  Honorary Memberships:

            1.  Sister Theresa McKinley and/or the Co-Grand Officer may suggest persons for Honorary Membership who must then be approved by a majority vote of the members present

                        2.  They will neither pay dues or assessments nor have voting privileges. 

V.  DUES

A.  Annual dues of $25.00 shall be due at the beginning of each fiscal year.  If all four year are paid at once there will be a discount of $25.00 – no discount for Associate Patron.  Life Membership is included in the dues.

B.  A one-time assessment of fifteen dollars ($15.00) is due and payable when a member is elected as an Oregon Gem by her/his chapter.   If the position becomes vacant the assessment shall be non-refundable; however, it shall be credited to the officer who assumes that position within the Chapter.

VI. FISCAL YEAR

            A.  The fiscal year shall begin July 1 and end June 30 of the following year. 

VII. OFFICERS

A.  The elected officers for the first two (2) years shall be; President, Vice president, Recording Secretary, Corresponding Secretary, and Treasurer.  Beginning in the 2007-2008 year, Associate Matron and Associate Patron year, an additional office of Second Vice President will be added.  The First Vice President will be in charge of the luncheons.  The Second Vice President  will be a brother and will assist the President.

B.  The Executive Board shall consist of all elected officers.

VIII. ELECTION OF OFFICERS

            A.  After the first year the election of officers will take place at the May meeting.

B.  Nominations will be submitted for each office by a Nominating Committee and may be submitted from the floor.

C.  Officers may be elected by secret ballot.

1.  The ballots will be counted by an ad hoc committee appointed by the President.

                        2.  A majority vote of the members present shall elect the officers. 

IX. INSTALLATION OF OFFICERS        

            A.  Elected officers will assume then duties at the summer meeting.

B.  Formal installation of officers will be at the summer meeting

X.  DUTIES OF THE OFFICERS

            A.  The President for all years shall:

                        1.  Preside over all meetings.

2.  Appoint all standing Committee Chairpersons with the approval of Sister Theresa McKinley and the Co-Grand Officer.  These committees shall consist of:

a. Audit – three persons, one to be appointed each year for a three-year term.

b. Finance – three persons; one to be appointed each year for a three-year term.

3.  Appoint all Special Committee Chairpersons or Special Committees in the entirety.  These committees shall consist of:

a. Nominating Committee – three persons appointed at the March meeting.

b. Sickness and Cheer

c. Scrapbook

d. Gifts

e. Ways and Means

            B.  The First Vice President shall:

                        1.  Assist the President

                        2.  Preside in her absence.

                        3.  Be responsible for luncheon and picnic locations.

                        4.  Confirm attendance with the appropriate person in the hosting facility.

5.  Receive all reservations and payments for each luncheon, paying proceeds to the Treasurer at that meeting and taking her receipt.

            C.  The Second Vice President starting in 2007-2008 shall:

                        1.  Assist the President.

                        2.  Preside in her absence.

                        3.  Be a Brother.           

            D  The Recording Secretary shall:

                        1.  Keep accurate minutes of all proceedings.

                        2.  Preserve and file all records of the organization.

                        3.  Read, file and conduct all correspondence.

            4.  Send a copy of the minutes to the Corresponding Secretary, President, Sister Theresa McKinley and the Co-Grand Officer within ten days after the meeting                     date.

E.  The Corresponding Secretary shall:

            1.  Compile and distribute the newsletter including highlights from the minutes of the previous meeting(s).

            2.  Keep an accurate list of members, then addresses and telephone numbers.

            3.  Print a group directory, including the by-laws.

F.  The Treasurer shall:

            1.  Receive all monies and pay out on proper authority.

            2.  Collect all dues and assessments, giving a receipt for same.

            3.  Keep a record of all receipts and disbursement.

            4.  Submit the records to the Audit Committee prior to/or at the summer picnic.

            5.  Secure and have the necessary bank signature cards properly signed which will require one (1) proper officer’s signature (President, or Treasurer, or Sister Theresa McKinley) on each check.

            6.  Prepare a monthly financial statement, and give the report at each  meeting.

            7.  Reconcile all bank statements within a reasonable amount of time.

XI. SPECIAL COMMITTEE:

            A.  The President will appoint committee members annually.

            B.  Nominating Committee shall:

                        1.  Consist of three members.

                        2.  Be appointed at the March meeting.

                        3.  Report at the May meeting.

                        4.  Submit at least one qualified name per office.

            C.  Sickness and Cheer Committee

                        1.  The committee shall report illness and other significant events to the Oregon Gems.

                        2.  The committee will represent the four areas of the state; Portland  Metro, Willamette Valley, Southern Oregon and Eastern/Central Oregon.

                                    a. Send appropriate cards to individuals and groups.

                                    b. Notify the Corresponding Secretary of illness and significant events to the Oregon Gems.  

            D.  Scrapbook Committee

                        1.  Chairperson shall collect Installation Programs, Ode cards and pictures from each member and compile scrapbooks annually as follows:

                                    a. 2005-2006 Associate Grand Conductress

                                    b. 2006-2007 Grand Conductress and Grand Sentinel

                                    c. 2007-2008 Associate Grand Matron and Associate Grand Patron

                                    d. 2008-2009 Worthy Grand Matron and Worthy Grand Patron

            E.  Gift Committee

                        1. Chairperson shall purchase and wrap gifts/cards/charitable donations for Sister Theresa McKinley, Co-Grand Officer and their escorts.  The                                                President shall present these gifts/cards/donations.

                                    a. The total cost per gift for Sister Theresa McKinley and the Co-Grand Officer shall not exceed $35.00 for their reception and                                              $20.00 for their escorts without a vote of the membership.

                                    b. Cards shall be given for birthdays, anniversaries and holidays for Sister Theresa McKinley and the Co-Grand Officer and their                                               escorts.

                                    c. A gift/charitable donation not to exceed $20.00 shall be given to any Oregon Gem in good standing who has been selected as a                                             Grand Officer.  This gift is to be presented at her/his reception.

            F.  Ways and Means Committee

                        1.  Chairperson shall direct projects to raise funds for expenses.

                        2.  Deposits will be made with the Treasurer at the end of each meeting.

                        3.  All records of these projects shall be available for audit.

 

XII.  STANDING COMMITTEES:

            A.  Audit Committee

                        1.  Consist of three active members appointed for the year 2005-2006 by the President.

                        2.  The original three members will be appointed by the President of the 2005-2006 year.  The appointments shall consist of one 1-year, one 2- year, and one                             3-year appointment.  Each year the President shall appoint a  member to this committee with a 3-year term.  The chairperson shall be the member who is in                             their final year.

                        3.  Audit the records at close of the fiscal year.

                        4.  Make a report at the summer picnic or at the first meeting in the fall.

            B.  Finance Committee

                        1.  Consist of three active members appointed for the year 2005-2006 by the President.

                        2.  Each succeeding year, one member will be appointed by the President to serve a three-year term.  The senior member, whose term of office next                               expires, will serve as chairperson.

                        3.  Review, approve, or disapprove all bills presented at meetings for payment.

                        4.  Shall have authority to approve emergency expenditures recommended by the Executive Board when necessary.

 

XIII. GRAND CHAPTER COMMITTEES:

            A.  The President with the approval of Sister Theresa McKinley shall appoint committee members annually.

                        1.  2005-2006 Associate Conductress year

                                    a. Co-chairperson to work with the Chairperson from the Conductress group for proving Grand Chapter – one person.

                        2.  2006-2007 Conductress year

                                    a. Chairperson for proving Grand Chapter – one person.

                                    b. Co-chairpersons to work with the Chairperson from the Associate Matron group on the Jewelry Committee – two persons.

                                    c. Co-Chairperson for the All Membership Banquet – one person.

                        3.  2007-2008 Associate Matron and Associate Patron year

                                    a. Jewelry Committee – one chairperson and three members.

                                    b. All Membership Banquet – chairperson to be in charge of all arrangements.

                                    c. Chairperson of the Sunshine Committee – one person with six area representatives.

                                    d. Chairperson for the Decoration Committee of Grand Chapter Installation – one person.

                        4.  2008-2009 Worthy Matron and Worthy Patron year

                                    a.  Decoration Committee for Grand Chapter.

                                    b.  Other persons to serve on various committees as appointed by Sister Theresa McKinley and the Co-Grand Officer.

                        5.  Duties of the Grand Chapter Committees for each year will include, but  not be limited to the following:

                                    a. Preparation of a comprehensive report containing pertinent  information, operative function, and responsibilities of the committee with submission of                                     this report to the President no later that six weeks after the close of Grand Chapter.  These reports will  be offered to the President of the following                                         group for the groups use as a guide.

XIV.  MEMORIALS

            A.  A contribution of $25.00 will be made annually from this organization to an Eastern Star charity, in memory of deceased Oregon Gems, escorts, Past Grand          
                Matrons, Past Grand Patrons of the Grand Chapter of Oregon.

                        1.  A memorial card is to be sent to the family of the deceased Oregon Gems, escort, Past Grand Matron or Past Grand Patron by the Recording                          Secretary at the time of death or shortly thereafter.

                        2.  Recording Secretary shall notify the Corresponding Secretary of the death of an Oregon Gem, escort, Past Grand Matron or Past Grand Patron. 

XV.  MEMENTOS

            A.  In the Conductress year (2006-2007) a committee shall be appointed by the President of the Oregon Gems to select mementos to be approved by the          
                membership.

            B.  In order to receive an Oregon Gem memento, one must be an Oregon Gem member in good standing, all dues and assessments being fully paid for the years        
             actually served as an Oregon Gem, at the time she/he receives the memento.

XVI. AMENDMENTS

            A.  All proposed changes to the by-laws shall be presented in writing and read at a  regular meeting.  It shall be held over until the next regular meeting at which time         it will be read again and voted on.

            B.  The proposed changes shall be printed in the newsletter prior to the second reading.

            C.  A vote of 2/3 of the members present shall adopt the proposed amendments.

            D.  The Recording Secretary will notify the Corresponding Secretary to make the necessary changes to the permanent By-laws, noting the date of the change and         will print the change in the newsletter.

 

 

DATE OF FIRST READING: October 13, 2007

DATE OF SECOND READING: November 17, 2007
 

AMENDED: November 17, 2007

PRESIDENT: Kathy Warren

RECORDING SECRETARY: Clydella Parker

SIGNATURES NEEDED FOR CHECK SIGNING (ONE REQUIRED)

 PRESIDENT: Kathy Warren (2007-2009)                       

TREASURER: Jessie Exton (2007-2009)

GRAND OFFICER:  Theresa McKinley (2005-2009)