Elections


  Nominations 2017 

The Topanga Community Club will hold Elections for the 2017 Board of Directors at the General Meeting on Thursday, November 10, 2015, at the Topanga Community House. Nominations are now open and will close at the end of the Community Club General Meeting on Thursday, October 6, 2015. Nominations may be made by e-mailing to election@topangacommunityclub.com.  Nominations may also be made from the floor with the candidate’s consent at the October 6th General Meeting.

 Positions 

There are seven positions for office holders on the Topanga Community Club (TCC) Board. They include:  President,  Treasurer, VP Fundraising, Programs, and Events, VP Property Maintenance/Upgrade, VP Community Outreach/Membership, Corresponding Secretary and Recording Secretary.  For details and description of each responsibility for officers, please see below on this page.

 Rules 

Candidates for office will be members in good standing whose dues have been paid as of the close of nominations at the October General Membership Meeting. Candidates for office must have attended no fewer than three official, publicly noticed business meetings of the TCC (to include Board, General Membership, Committee Meetings, CHIC Meetings or Topanga Days Planning Meetings) between January 1st, 2015 and the October general membership meeting on Thursday, October 6, 2015. Two official meetings, as noted above are also required for any member to cast their vote in the Board Election.

 2017 Election Committee 

The TCC Election Committee is chaired by Michael Augello. The Committee will be meeting at various times until Election night, with open meeting times being posted on the website calendar. The Committee is committed to conduct as broad a search as possible for candidates who are interested in and qualify for each position; also to inform and advise candidates and membership of the duties and requirements of office, as provided in the Club’s bylaws.

 TCC Board – Officers’ Duties 

Duties of all Officers and Directors.It shall be the duty of the directors and officers, individually and collectively, to:

(a)  Uphold and promote the mission, purpose, bylaws, policies and procedures of the TCC and Topanga Community House; (b) Perform any and all duties imposed on them collectively or individually by law, by the articles of incorporation of this corporation, by these bylaws, and by the membership; (c)  Maintain the integrity of the TCC and exercise due diligence in carrying out their legal and fiduciary responsibilities for the TCC; (d) Maintain financial responsibility for the TCC, to include at a minimum but without limitation, the long-term and short-term financial solvency of the corporation, and to that end to conduct fundraising activities and exercise sound institutional financial management practices to promote the financial well-being of the organization. (e) Appoint and remove, employ and discharge, and, except as otherwise provided in these bylaws, prescribe the duties and fix the compensation, if any, of all agents and employees of the corporation; (f)  Supervise all officers, agents, and employees of the corporation to assure that their duties are performed properly; (g) Appoint ad hoc and standing committees, as further set further herein, to carry on the work of the club; (h)  Meet at such times and places as required by these bylaws, regularly attend board and membership meetings, and participate actively in at least one TCC committee; (i) Provide community relations functions, which promote the interest of the TCC, insure the TCC meets the needs of the community, and assume personal responsibility for expanding membership and including members in TCC activities; (i) Involve the membership in articulating a vision and policy for the future and operation of the TCC and insure implementation of that policy; and (k)  Register their addresses with the secretary of the corporation; notices of meetings and other correspondence mailed, e-mailed, or telegraphed to them at such addresses shall be deemed valid notices of the contents thereof.

Additional Duties of the President

  1. The president shall be the chief executive officer of the corporation, responsible for carrying out the policy of the TCC as reflected by the majority decisions of the board and the membership, and shall to that end, subject to the oversight of the board of directors and of the membership, supervise the affairs of the corporation and the activities of the officers.

  2. He or she shall perform all duties incident to his or her office and such other duties as may be required by law, by the articles of incorporation of this corporation, or by these bylaws, or which may be prescribed from time to time by the board of directors or the membership.

  3.  The president shall preside at all meetings of the board of directors and at all meetings of the members (unless the president shall have a personal interest in the matters being debated, in which case the president shall relinquish the chair to the First Vice-President, or if both shall be absent or disqualified, to a chair elected by the board, if a board meeting, or by the membership, if a membership meeting).

  4. The president shall prepare the agenda for all board and general membership meetings in ample time for notice to be given to the membership of matters to be acted upon and with opportunity for board and general members to present agenda items for inclusion.

  5. Except as otherwise expressly provided by law, by the articles of incorporation, or by these bylaws, he or she may, in the name of the corporation, co-sign and execute with at least one other officer/director such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the board of directors or the membership.

  6. Consistent with his or her duties, the president may send correspondence to members as needed, in consultation with the Communications Officer.

  7. The President must be bondable.

Additional Duties of the Treasurer.  In general, the Treasurer shall perform all duties incident to the office of treasurer and such other duties as may be required by law, by the articles of incorporation of the corporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following: The treasurer shall

  1. have charge and custody of, and be responsible for, all funds and securities of the corporation, and deposit all such funds in the name of the corporation in such banks, trust companies, or other depositories as shall be selected by the board of directors;

  2. receive, and give receipt for, all monies and property due and payable to the corporation from any source whatsoever;

  3. disburse, or cause to be disbursed, in conjunction with the president or at least one other duly designated officer, the funds of the corporation as may be directed by the board of directors, taking proper vouchers for such disbursements;

  4. together with the paid TCC Bookkeeper, keep and maintain true and accurate accounts of the corporation’s properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses;

  5. exhibit at all general meetings, the books of account and financial records.

  6. prepare, or cause to be prepared, and certify, or cause to be certified, the financial statements to be included in any required reports;

  7. together with the paid TCC Bookkeeper, see that all books and papers are delivered to the corporation’s auditor in a timely fashion;

  8. prepare, or cause to be prepared and submitted, all required tax and other financial filings, including but not limited to State welfare exemption papers, on a timely basis;

  9. within a reasonable period after taking office and on at least a quarterly basis thereafter, prepare and deliver said report to the general membership a budget and financial report;

  10. provide the President and Secretary with a monthly summary financial statement prior to the beginning of each regular Board of Director’s meeting for inclusion in the minutes of the meeting.

  11. At the conclusion of his or her term, deliver all monies, books, records and papers to his or her successor in good order and in a timely fashion;   and

  12. chair the Finance Committee and Planned Giving Sub-Committee, if applicable.

  13. Except as otherwise expressly provided by law, by the articles of incorporation, or by these bylaws, the Treasurer may, in the name of the corporation, co-sign and execute with the President or at least one other officer/director designated by the board such deeds, mortgages, bonds, contracts, checks, or other instruments which may from time to time be authorized by the board of directors or the membership.

  14. The treasurer must be bondable.

Additional Duties of the Secretary  In general, the recording secretary shall perform all duties incident to the office of secretary and such other duties as may be required by law, by the articles of incorporation of this corporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following: The Secretary shall

  1. certify and keep at the Topanga Community House the original, or a copy of the Articles of Incorporation and these bylaws, as amended to date;

  2. maintain an accurate set of minutes of all meetings of directors and executive committees of directors, and of members, recording therein the time and place of holding of the meeting, whether regular or special, how called, how notice thereof was given, the names of those present or represented at the meeting, and the proceedings thereof;

  3. maintain a book of said minutes, as well as the minutes and reports of all committees established by the board of directors or by these bylaws, at the Topanga Community House or at such other place as the board may direct;

  4. provide a copy of the minutes, including without limitations those portions or attachments reflecting those in attendance, of all meetings of the membership, board of directors, and committees, to the Vice President for membership;

  5. serve as custodian of the records and of the seal of the corporation and see that the seal is affixed to all duly executed documents, the execution of which on behalf of the corporation under its seal is authorized by law or these bylaws;

  6. sign, with the president and such other officers as have been authorized by the bylaws and by action of the board of directors or the membership, such contracts or other documents on which the signature of the Secretary is called for;

  7. notify all officers, committees, or agents of the corporation of their appointment as such, and furnish all committees, employees, and agents of the corporation with such papers as may be referred to them or may be necessary to the performance of their duties;

  8. with the prior authorization of the board of directors, furnish any officer or agent of the corporation with credentials attesting to his or her authority to act on behalf of the corporation;

  9. exhibit at all reasonable times to any director or member of the corporation, or to his or her agent or attorney, on request therefor, the Articles of Incorporation, these bylaws, the membership record, and the minutes of the proceedings of the members and directors of the corporation, and all other books and records of the corporation which the director or member is entitled to review.

Additional Duties of Vice President, Maintenance.  In general, the Vice President, Maintenance shall perform all duties incident to the office of vice president and such other duties as may be required by law, by the articles of incorporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following:

  1. The Vice President, Maintenance shall act as contact person for all groups and programs that use the TCC;

  2. be responsible for the maintenance and repairs of the TCC property;

  3. oversee the bidding and work on said projects.

  4. Works in conjunction with all applicable committees, create a Master Calendar of TCC property maintenance and upgrades for the year and disseminate the information to all board members;

  5. keep accurate records of all income and expenses from all property maintenance and provide copies thereof to the treasurer and secretary on a monthly basis; and

  6. provide notice of property maintenance, repairs, upgrades and ground closures on-site.

Additional Duties of Vice President, Events and Fundraising  In general, Vice President shall perform all duties incident to the office of Vice President, Events and Fundraising and such other duties as may be required by law, by the articles of incorporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following:

  1. The Vice President, Events and Fundraising shall serve as the TCC’s Program Chair in charge of designing and implementing a schedule of programs and events that will be a benefit to the club;

  2. shall solicit cash and in-kind donations for the TCC and seek out sponsorships for the TCC and its events from businesses and foundations as appropriates;

  3. shall ensure that any advertising from any such sponsorships is displayed tastefully and unobtrusively;

  4. shall keep true and accurate records of all donations and financial transactions related thereto, and provide copies thereof to the Treasurer and the recording secretary on a monthly basis;

  5. chair or co-chair committees as appropriate to further the fundraising objectives of the office.

Additional Duties of Vice President, Membership  In general, the Vice President shall perform all duties incident to the office of third vice president and such other duties as may be required by law, by the articles of incorporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following:

  1. The Vice President, Membership shall serve as the TCC’s membership chair,

  2. assume responsibility for soliciting new members and encouraging the renewal of existing and former memberships;

  3. subject to approval by the board of directors, create and oversee a program of general membership benefits and communicate with members and nonmembers about the benefits of membership;

  4. subject to approval by the board of directors, prepare an application form for prospective members designed to obtain both contact information and areas in which the prospective member is interested in being of service;

  5. In conjunction with the Secretary and Corresponding Secretary, maintain an accurate membership list, including up-to-date contact information for each member, and provide the recording secretary and communications officer with a copy thereof;

  6. maintain a system to remind members when their dues are due for renewal;

  7. In conjunction with the Treasurer, send out receipts and membership cards when dues are received;

  8. utilize outreach programs and data collected from membership applications to provide other directors and committee chairs with names and contact information for prospective volunteers for programs and activities of the TCC;

  9. provide accurate membership records on a timely basis as necessary to the elections committee chair in September and have up-to-date and accurate membership data on hand at the October general membership meeting for use in determining eligibility of candidates to run and members to vote in TCC elections;

  10. using attendance data provided by the recording secretary as part of the minutes, maintain a readily accessible database attendance at TCC meetings to be used in determining eligibility of candidates to run and members to vote in TCC elections.

Additional Duties of Corresponding Secretary  In general, the Corresponding Secretary shall perform all duties incident to the office of Corresponding Secretary and such other duties as may be required by law, by the articles of incorporation, or by these bylaws, or which may be assigned to him or her from time to time by the board of directors or the membership, including but not limited to the following:

  1.  The Corresponding Secretary shall oversee all official correspondence of the TCC.

  2. The Corresponding Secretary shall see that all notices are duly given in a timely fashion and in proper form in accordance with the provisions of these bylaws or as required by law or otherwise.

  3. The Corresponding Secretary shall conduct the correspondence of the TCC by, among other methods, sending written or e-mail invitations to the members for TCC events and meetings, as appropriate, and sending other official TCC written or e-mail communications to the Club’s members or the public at large, including but not limited to get well, condolence, and thank-you cards. The Corresponding Secretary shall also coordinate public relations and publicity for the TCC, including but not limited to,

  4. providing informational press releases and event calendars to media outlets concerning the TCC and its activities;

  5. coordinating public relations activity, including signs, flyers, advertising, and other promotional contact between the TCC, its members, and the general public;

  6. soliciting or providing through in-kind or contractual services graphic arts assistance as necessary for the programs, events and activities of the club; and assisting other board and committee members with public relations in conjunction with their activities.

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