Bylaws

Bylaws

LEAGUE OF WOMEN VOTERS OF HAMILTON-WENHAM

(Adopted by the LWVHW Membership on June 10, 2024)

ARTICLE I

NAME AND AFFILIATION

Sec. 1. Name and Affiliation.  The nameof this organization shall be the League of Women Voters of Hamilton-Wenham (hereinafter referred to in these bylaws as “LWVHW”).  The LWVHW is anintegral part of the League of Women Voters of the United States (“LWVUS)” and of the League of Women Voters of Massachusetts (“LWVMA”) (collectively the LWVHW, LWVMA and LWVUS are hereinfter referred to as the “League”).

ARTICLE II

PURPOSES AND POLICY

Sec. 1. Purposes. The purposes of the LWVHW are to promote political responsibility through informed and active participation of citizens in government and to act on selected government issues.  

Sec. 2. Policies.  The LWVHW may take action on local governmental measures and policies in the public interest in conformity with the principles of the LWVUS and LWVMA.  The following policies have been adopted and approved by the LWVHW:

    1. Political Party.  The LWVHW shall not support or oppose any political party or any candidate.
    2. Diversity, Equity & Inclusion Policy.  The LWVHW is fully committed to ensure compliance – in principle and in practice – with the LWVUS Diversity, Equity, and Inclusion Policy. 

ARTICLE III

MEMBERSHIP

Sec. 1. Eligibility.  Any person who subscribes to the purposes and policies of the League shall be eligible for membership in the LWVHW (herein referred to as a “member”).

Sec. 2. Types of Membership.  The membership of the LWVHW shall be composed of voting members and associate members.

      1. Voting Members.  Persons at least 16 years of age who join the LWVHW shall be voting members of the LWVHW, the LWVMA and of the LWVUS. 
          1. Individuals who live within the area of Hamilton or Wenham may join the LWVHW or any other local League of Women Voters which have been so recognized by the LWVMA and LWVUS;  
          2. Individuals who reside outside the area of Hamilton and Wenham may join the LWVHW;
          3. Individuals who have been members of the League for 50 years or more shall be considered life members excused from the payment of dues; and
          4. Individuals who are students are defined as individuals enrolled either as full or part time with an accredited institution.
      2. Associate Members.  All others who join the LWVHW shall be associate members with no voting rights.

Sec. 3. Membership.

      1. Any person who is eligible for membership in accordance with this Article III shall be deemed to have joined LWVHW upon payment of membership dues to the LWVHW.
      2. Dues shall be payable when joining the LWVHW and, thereafter, annually as described below.  Any member who fails to pay dues within 60 days, due notice having been given, may be dropped from the membership rolls.

Sec. 4. Termination of Membership.  

      1. A member may resign at any time by delivering written notice to the Steering Committee.  Resignations shall be effective upon receipt of such notice.
      2. Membership shall terminate automatically upon the death of a member.
      3. The Steering Committee may terminate a member’s membership for nonpayment of dues, or for conduct which the Steering Committee shall deem inimical to the best interests of the LWVHW.  The Steering Committee shall give such member 15 days prior notice, with reason, of the proposed termination or suspension.  The member may submit a written statement to the Steering Committee regarding the proposed termination or suspension no less than five (5) days before the effective date of the proposed action.  Prior to the effective date, the Steering Committee shall review any statement submitted and shall determine the mitigating effect, if any, of the information in the statement on the proposed action.  A suspended member shall not be entitled to exercise any of the voting rights set forth in these Bylaws.

Sec. 5. Member Action.  Members of the LWVHW may act in the name of the LWVHW only when authorized to do so by the Steering Committee.

Sec. 6. Appropriate Member Use of Email List.  Email messages sent to all members can be sent only by a member of the Steering Committee upon the approval of the LWVHW Membership Chairperson or the LWVHW Spokesperson.

ARTICLE IV

STEERING COMMITTEE

Sec. 1. Number and Manner of Selection and Terms of Office.  The Steering Committee of the LWVHW shall consist of the officers of the LWVHW and other elected members up to a total of eight (8) members.  The Steering Committee members shall be elected by the general membership at each Annual Meeting of the LWVHW and shall serve a term of two (2) years, or until their successors have been elected and qualified.  Where possible, the terms should be staggered so that half of the Steering Committee members are elected in even numbered years, and the others in odd numbered years. All Steering Committee members shall take office immediately following the Annual Meeting in which they were elected.  The Steering Committee may appoint additional members as specialists for a one-year term as they deem necessary to carry on the work of the LWVHW.

Sec. 2. Qualifications.  Only voting members of the LWVHW shall be elected or appointed or shall continue to serve as officers of this organization or as members of the Steering Committee.

Sec. 3. Vacancies.  Any vacancy occurring on the Steering Committee by reason of resignation, death, or disqualification of an elected member of the Steering Committee may be filled, until the next Annual Meeting, by a candidate proposed by the Nominating Committee (or if no Nominating Committee is in place, by any member of the Steering Committee) and elected by majority vote of the remaining members of the Steering Committee.  A member of the Steering Committee may resign effective upon giving written notice to the Membership Chairperson or to the Spokesperson of the Steering Committee. Three consecutive absences from Steering Committee meetings of any member of the Steering Committee, without valid reason, shall be deemed a resignation, with the full agreement of the remaining members of the Steering Committee. 

Sec. 4. Powers and Duties.  The Steering Committee shall have full charge of the property and business of the LWVHW with full power and authority to manage and conduct the same, subject to the instruction of the membership given at a general meeting. The Steering Committee shall plan and direct the work necessary to carry out the program as adopted by the National Convention, the State Convention, and the Annual Meeting, and it shall identify legislative priorities based on LWVMA and LWVUS positions.  The Steering Committee shall create and designate such special committees, as it may deem necessary and shall perform such other duties as are specified in these Bylaws.  No one shall speak for the LWVHW or take a public position in its name unless authorized by a vote of the Steering Committee.

Sec. 5.  Quorum.  A majority of the members of the Steering Committee shall constitute a quorum.

Sec. 6.  Meetings.  In general, members of the Steering Committee shall share the responsibility of chairing and setting agendas for Steering Committee meetings to ensure the orderly conduct of the LWVHW business.  Any member of the Steering Committee may chair a meeting, any member may carry out the duties of a secretary, such as keeping minutes, notifying Steering Committee members, conducting correspondence, or co-signing documents when so authorized by the Steering Committee.  At the first meeting of a newly elected Steering Committee, the Steering Committee shall authorize a Steering Committee member who may, in the absence or disability of the Treasurer, sign or endorse checks, drafts and notes. There shall be at least four regular meetings of the Steering Committee annually.  Any member of the Steering Committee may call a special meeting of the Steering Committee with the concurrence of at least five members of the Steering Committee.  Steering Committee members shall be expected to attend monthly Steering Committee meetings and shall provide advance notice if unable to attend such meeting.

ARTICLE V

OFFICERS

Sec. 1.  Enumeration and Election of Officers.  The officers of the LWVHW shall be a Spokesperson, a Membership Chairperson, and a Treasurer, each of which shall be elected for terms of two years by the general membership at an Annual Meeting and shall take office immediately.

Sec. 2. The Spokesperson.   The Spokesperson shall be the sole person to speak for the LWVHW both orally and in writing. The Spokesperson shall be the sole point of contact for all official interactions with the state and national leagues.   The Spokesperson shall act only in conformity with, and not contrary to, a position taken by the LWVMA and the LWVUS. The Spokesperson shall also perform such other duties as designated by the Steering Committee.

Sec. 3. The Membership Chairperson.  The Membership Chairperson shall be responsible for maintaining accurate membership records, recruiting, and welcoming new members and coordinating efforts to engage members at LWVHW events. The Membership Chairperson shall also perform such other duties as designated by the Steering Committee.

Sec. 4.  The Treasurer.  The Treasurer shall collect and receive all monies due.  The Treasurer shall be custodian of these monies, shall deposit them in a bank designated by the Steering Committee and shall disburse the same only upon order of the Steering Committee.  The Treasurer shall present statements to the Steering Committee at their regular meetings, as requested by the Steering Committee, and at Annual Meeting.

ARTICLE VI

FINANCIAL ADMINISTRATION

Sec. 1. Fiscal Year.  The fiscal year of the LWVHW shall be from July 1 to June 30 of the following year. 

Sec. 2. Dues.  Annual dues shall be voted on and established at Annual Meeting.  Dues shall be collected in advance of the membership year to which they will apply. Any member who fails to pay the dues by January 1 during the membership year may be dropped from the membership rolls.  The Steering Committee may provide a method of proportional payment of dues for new members and/or a sliding scale of dues for members and associate members.  

Sec. 3. Budget.  A proposed budget for the ensuing year shall be prepared by the Treasurer and submitted for approval to the Steering Committee. Once approved by the Steering Committee, the Steering Committee shall submit the proposed budget to the Annual Meeting for adoption.  The budget shall include support for the work of the LWVHW as a whole.  Such support shall include per member payments determined at the convention of the LWVUS and the LWVMA.

Sec. 4.  Financial Review.  The books of the Treasurer shall be reviewed by an accountant, a former Treasurer, a League member with experience in this area or a committee appointed by the local Steering Committee.  This review shall be conducted on an annual basis.

Sec. 5.  Distribution of Funds on Dissolution.  In the event of a dissolution of LWVHW for any cause, all monies and securities which may at any time be owned by or under the absolute control of the LWVHW shall be paid to LWVMA after the LWVHW has paid or made provision for the payment of all liabilities of the LWVHW.  All other property of whatsoever nature, whether real, personal, or mixed, which may at the time be owned by or under the control of the LWVHW, shall be disposed of by any officer of the organization having possession of same to such person, organization, or corporation, for such public, charitable or educational uses and purposes as may be designated by the LWVHW; the designation of person, organization or corporation and of use and purpose to be at the absolute discretion of the Steering Committee.

ARTICLE VII

MEETINGS

Sec. 1. Regular Meetings.  Meetings are open to all members and regular meetings shall be held at least four (4) times each year.  Time and place of such meetings shall be determined by the Steering Committee.

Sec. 2.  Special Meetings.  The Steering Committee may call a special meeting at any time and shall call a special meeting upon the written request sent by at least one-third of the voting members of the LWVHW.  These meetings shall require at least twenty-four (24) hours notification to each voting member of the LWVHW.  No action taken at any special meeting shall be invalidated because of the failure of any member or members to acknowledge receipt of notice of a special meeting, as long as that notice has been properly transmitted.

Sec. 3. Annual Meeting.  An Annual Meeting shall be held before July 1 in each year, the exact date and location to be determined by the Steering Committee.  The purpose of the Annual Meeting shall be to (i) adopt a local program for the ensuing fiscal year; (ii) elect officers and Steering Committee members; (iii) adopt a budget, and (iv) transact such other business as may properly come before it.

Sec. 4. Place of Meetings.  The Steering Committee shall designate any suitable place in the Hamilton-Wenham area as the place of meeting for any membership or Annual Meeting called by the Steering Committee.  Alternatively, any meeting may be held virtually where all members have reasonable access to the meeting platform.

Sec. 5.   Notice of Meetings.  Written notice of any meeting of the membership shall be given at least ten (10) days in advance.  A written notification of the Annual Meeting shall be given no fewer than 10 days or more than 60 days before the Annual Meeting.  Written notification shall be satisfied by means of regular mail or electronic communication to each member based on the last known address provided by the member, which notice shall provide the date, time, place, and purpose of the meeting.

Sec. 6. Quorum.  A majority of the members of the Steering Committee then in office shall constitute a quorum.  Ten (10) voting members shall constitute a quorum at the Annual Meeting.

Sec. 6.  Action by Members Without Meeting.  Any action which may have been authorized and approved at an official meeting of the members may be approved and authorized by a majority of the voting members responding through written confirmation.  Members shall be allowed 30 days to respond in writing to the notification.  A written report of the mail/electronic vote shall be given to all members.

Sec. 7.  Presence Through Electronic Communication.  The Steering Committee and members may participate in a meeting by means of a conference telephone, any form of electronic communications equipment, and/or internet communication mechanisms, provided that all persons participating in the meeting can communicate with each other at the same time.  Participation by such means shall constitute presence in person at a meeting.

Sec. 8.  Absentee or Proxy Voting.  Absentee or proxy voting, whether for a meeting held in-person or through electronic means, shall not be permitted.

ARTICLE VIII

NOMINATIONS AND ELECTIONS

Sec. 1.  Nominating Committee.  The Steering Committee is responsible for succession planning. If a Nominating Committee is used, it shall consist of at least three members. The Nominating Committee Chair and one member, who shall not be members of the Steering Committee, shall be elected at the Annual Meeting.  Immediately following the Annual Meeting, the Steering Committee shall appoint one of the members of the Steering Committee to theNominating Committee. The term of office shall be for two years.  Any vacancy on the Nominating Committee shall be filled by the Steering Committee.  Suggestions for nominations to the Nominating Committee may be sent to the Steering Committee or Nominating Committee, if used, by any voting member.

Sec. 2. Report of the Nominating Committee and Nominations from the Floor. The report of the Nominating Committee of its nominations for Steering Committee members shall be sent to all members at least two (2) weeks before the date of Annual Meeting.  The report of the Steering Committee or Nominating Committee, if used, shall be presented at the Annual Meeting. Immediately following the presentation of this report, nominations may be made from the floor by any voting member provided the consent of the nominee shall have been secured.

Sec. 3. Elections.  The election shall be held by ballot, provided that when there is but one nominee for each office, it shall be by voice vote. A majority vote of those qualified to vote and voting shall constitute an election.  Absentee or proxy voting shall not be permitted.  In the case where no candidate has the majority of the vote, the top two candidates shall have a run-off. The candidate with the majority votes shall be the winner.  All other business before the meeting may be either by ballot or a voice vote as determined by the Steering Committee.

ARTICLE IX

PROGRAM

Sec. 1.  Authorization.  The governmental principles adopted by the National Convention, and supported by the League as a whole, constitute the authorization for the adoption of the Program. Creation of new local program positions or change in existing local program positions shall be done according to recognized League processes, which include Consensus and Concurrence in accordance with League processes.

Sec. 2. Program.  The Program of the LWVHW shall consist of (i) action to protect the right to vote of every citizen, (ii) local governmental issues chosen by the LWVMA and adopted at the state convention for concerted study and action or concurrence, and (iii) study or action on those items chosen by LWVMA or LWVUS.  All action shall reflect and uphold the principles of the organization.

Sec. 3.  Action by the Annual Meeting.   The Annual Meetingshall act upon the Program using the following procedures:

      1. The Steering Committee shall consider the recommendations sent in by the voting members or proposed by the membership at a Local Program Planning Meeting and make recommendations for the program to be adopted at Annual Meeting.  The proposed program shall include recommendations for re-adoption or change of existing program positions as well as recommendations for new study and action.
      2. The proposed program shall be sent to all members not less than two (2) weeks before the Annual Meeting.
      3. The proposed program as presented to the Annual Meeting by the Steering Committee shall require for adoption majority votes of voting members present at the Annual Meeting.
      4. A program recommendation submitted by a voting member at Local Program Planning but not recommended by the Steering Committee may be considered by the Annual Meeting provided that: (1) the Annual Meeting shall order consideration by a majority vote of voting members present and voting, and (2) the Annual Meeting shall adopt the item by a majority vote of the voting members present and voting.
      5. Changes in Program, in the case of altered conditions, may be made during the year provided that: (1) information concerning the proposed changes has been sent to all members at least two weeks prior to a general membership meeting at which the change is discussed, and (2) the Steering Committee has approved the change.

Sec. 4.  Member Action.  Members act in the name of the League of Women Voters only when authorized to do so by the Steering Committee.  They may act only in conformity with, and not contrary to, a position taken by the LWVHW, LWVMA, or LWVUS.

ARTICLE X

NATIONAL CONVENTION, STATE CONVENTION AND COUNCIL

Sec. 1.  National Convention.  If the Steering Committee will be sending delegates to the National Convention, the Steering Committee, at a meeting before the date on which the names of delegates must be sent to LWVUS, shall select a delegate(s) to that Convention in the number allotted to the LWVHW as a local league under the provisions of the Bylaws of the LWVUS.

Sec. 2. State Convention.  If the Steering Committee will be sending delegates to the State Convention, the Steering Committee, at a meeting before the date on which the names of delegates must be sent to the LWVMA, shall select a delegate(s) to that Convention in the number allotted to the LWVHW as a local league under the provisions of the Bylaws of the LWVMA.

Sec. 3.  State Council.  If the Steering Committee will be sending delegates to the State Council, the Steering Committee, at a meeting before the date on which the names of delegates must be sent to the state office, shall select a delegate(s) to that Council in the number allotted to the LWVHW under the provisions of the Bylaws of the LWVMA.

ARTICLE XI

PARLIAMENTARY AUTHORITY

Sec. 1.  Parliamentary Authority.  The rules contained in the most recent edition of Robert’s Rules of Order (Newly) Revised shall govern the organization in all cases to which they are applicable and in which they are not inconsistent with these Bylaws.

ARTICLE XII

AMENDMENTS

Sec. 1.  Amendments.  These Bylaws may be amended by a two-thirds vote of the voting members present and voting at Annual Meeting, provided that amendments were submitted to the membership in writing no less than two weeks in advance of the meeting.