Bylaws

Article I - Name

This corporation shall be known as the Diamond Bar Woman’s Club. 

 

Article II - Object

Section 1.  The object of this corporation shall be to promote education, moral, civic and welfare projects, encourage cultural activities, and to support GFWC Programs; to help provide for the welfare of the community.

 

Section 2.  This shall be a non-profit, charitable 501(C) 3 corporation.  Tax ID 95-6195759

 

 

Article III – Membership

Section 1.  Membership in this organization shall not be limited to residents of Diamond Bar.

 

Section 2.  Prospective members will be eligible for membership upon showing desire to be a member and upon presentation of application and dues to the Membership Chair.  Prospective members cannot attend more than three (3) business meetings without showing intent to become a Member.

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Section 3.  Resignation must be submitted in writing to the Membership Chair  before the close of the year in which dues are paid. The Executive Board may terminate the membership of any member when the Board deems it is in the interest of the club.

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Section 4.  A former member (absent for two years or more) requesting reinstatement shall be considered the same as a new member. Reinstatement will not be permitted, if you have previously violated the code of conduct, found in Standing Rule #34.

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Section 5.  It is the Members’ responsibility to remain in good standing. Responsibilities shall include the following: There shall be no sectarian or partisan political test for membership and no discrimination based on race, religion, creed, gender identity, disability or age. The Diamond Bar Woman’s Club shall not tolerate, either by practice or teaching, any violation of state or national laws, Club or Federation bylaws. In order to be eligible to vote, a member must be in good standing, with dues paid.

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Section 6.  If during their term of membership any Officer, Chair, or Member ceases to be a member in good standing or fails to perform the duties of the member’s office or membership responsibilities, member may be removed. If an officer is removed, a substitute maybe appointed by a two-thirds vote of the Executive Board. 

 

Article IV - Dues

Section 1.  Entrance fee for new members shall be a one time fee of  $15.00 plus $55.00 annual dues. Annual membership dues are payable March 1st of each calendar year.  Membership dues cannot be pro-rated.

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Section 2.  Annual dues of $55.00 are payable to the Treasurer in March and considered delinquent after April 1.  A penalty of $5.00 will be assessed to members who are late.

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Section 3.  All transfers from other Woman’s Clubs require a letter of good standing from their former club. Upon presentation of  a letter from a dissolved club, the entrance fee will be waived.

 

Article V—Officers and their Duties

Section 1. The elected officers of this organization shall be:  President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Treasurer. Presidential appointees shall be the Parliamentarian, and Corresponding Secretary. These Officers and appointees shall constitute the Executive Board. The additional appointive Chairs shall be appointed by the President. A bond may be required of these officers and chairs in such sum as the Executive Board may elect, which bond shall be paid by the Club. 

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Section 2. To qualify as President, the member must have served on Executive Board for at least 1 year.  

The President shall preside at all meetings of the Club and Executive Board; appoint all special committees except the Nominating Committee and Elections Committee.  Before installation, the President-Elect shall appoint the Parliamentarian and all other chairs and call a meeting of the newly elected officers to ratify those appointments.  The President shall attend district meetings along with the First Vice President. The President shall sign all contracts ordered by the Executive Board. 

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Section 3. In the absence of the President the First Vice President shall perform the duties of the President. The member shall be an alternate co-signer with the President or Treasurer. The member shall attend District Meetings with the President. The member shall be Dean of Chairs, complete and turn in all Chairs’ reports to the District.

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Section 4.   The Second Vice President shall be the Membership Chair.  The Chair shall have charge of all applications for membership in the club.  The Chair shall notify all new members of their acceptance, host an annual new member orientation and be responsible for each new member reading the By-laws of the club. The Chair shall be in charge of the membership list and keep a list of all Charter Members.

 

Section 5.   The Third Vice President shall be the Chair of the Ways and Means committee.  The duties shall be to raise funds for operating the club by means such as auctions, drawings, functions or other means: all to be presented to Executive Board for prior approval, and ratified by the club.

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Section 6.   The Recording Secretary shall keep an accurate record of the proceedings of the club and Executive Board.  The Recording Secretary shall keep a permanent copy of all minutes, to include a copy of the Treasurer's Report. Executive Board minutes must be provided only to Executive Board Members each operating month. General meeting minutes must be provided to all members each operating month.

 

Section 7.   The Corresponding Secretary shall be responsible for all correspondence of the club and yearbook.

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Section 8.   The Treasurer shall be in charge of incoming monies and present all expenditures to the membership for a vote prior to payment.  Expenses paid during the period between the previous month’s meeting and the current month must be in the hands of the Treasurer before the General meeting or they will have to wait until next month for reimbursement. The member shall collect dues and send delinquent notices to members when necessary. The member shall prepare and submit all IRS, FTB and SOS, etc reports. The member shall submit a report at each monthly meeting of financial records to be audited. 

 

Section 9.   The Parliamentarian shall give advice on Parliamentary Law and Procedure when necessary. The Parliamentarian shall call the first meeting of the Nominating Committee and preside until a Chair is elected. The Parliamentarian shall be Chair of the By-Law Committee. Proposed amendments to the By-Laws shall be presented to the Executive Board for discussion, before being brought to the General Membership at the February meeting.

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Article VI—Executive Board and Duties

Section 1.   The Executive Board shall consist of the Elected Officers, Corresponding Secretary, and Parliamentarian.

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Section 2.   Department Chair and other Chairs may attend Board Meetings at the request of the President. Club members may attend by prior arrangement with the President.

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Section 3.   The Executive Board shall have general supervision of the affairs of the Club between regular business meetings, allowed to pay bills and allot money  not to exceed money set forth in the budget approved by membership. 

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Section 4.  The Executive Board may fill vacancies in office for the unexpired term.

 

Section 5.   Absence of members from two consecutive meetings of the Executive Board without reasonable excuse shall constitute voluntary resignation.

 

Section 6.  The term of office for all Board members and Chairs shall be two years.  Should a Board Member leave early, a successor may be appointed.

 

No board member shall serve in the same office more than two consecutive terms.

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Article VII—Meetings 

Section 1. Unless otherwise ordered by the Club or by the Executive Board, regular meetings shall be held on the third Wednesday of each month from September through June (dark July and August) at 9:30am.

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Section 2. The Executive Board Members may change the time and place of the meetings.

 

Section 3.   Eight of the voting membership shall constitute a quorum at the regular meeting. One-third of the Executive Board members shall constitute a quorum at Executive Board meetings.

 

Section 4.  A Club Member’s vote will be valid if taken in person. U.S. Mail, telephone, email are not permitted. 

 

Section 5.  The Executive Board shall meet at the call of the President. The meeting(s) may be virtual.

 

Section 6  The President may elect to have virtual meeting(s).

 

Section 7.  The Committee Chair may elect to conduct Committee business virtually.

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Section 8. The Bylaws may be suspended at any Board Meeting or General Meeting. The Bylaw may be suspended for the duration of a single meeting of the Board or of the general membership by a majority vote of those present. All amendments made to Bylaws under Rule 23 shall become effective at the close of the business session at which they are adopted except for those containing a proviso date.

 

Article VIII—Nominations and Elections 

Section 1.  A Nominating Committee consisting of five (5) members shall be selected by January; two (2) members to be elected from and by the Executive Board and three (3) members to be selected from and by the membership.  A member of the Nominating Committee shall be an active member having attended a majority of the yearly meetings.

Two alternates shall be selected to serve on the Nomination Committee if a member is unable to attend.

Parliamentarian will notify alternates if their presence is required.

No member shall serve on the Nominating Committee for two (2) consecutive years.  The Nominating Committee, at the February meeting, shall read the slate to the members.  In case a full slate is not secured, it shall be the duty of the Nominating Committee to continue to work to fill the slate. The Nomination Committee shall work diligently to complete the ticket. 

 

This Committee shall secure the consent of qualified nominees prior to presentation of their names to the membership.

 

Section 2.  Election of officers shall be at the March meeting. Additional nominations maybe made from the floor at this time after having previously secured consent from the nominee.

 

Section 3. When there are two or more candidates for an office, the election shall be by ballot and a majority vote of the members in attendance shall elect.

 

Section 4. The Parliamentarian shall appoint a Tellers Committee of three (3). The Tellers may not be on the Executive Board and may not be on the nominating Committee.

 

Section 5.  If there is but one candidate for an office, the Club may dispense with the ballot by unanimous consent and the election shall be by acclamation.

 

Section 6.  Officers elected in March shall take office on June 1.

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Article IX—Standing Committees

Section 1.  The Budget Committee shall consist of the following incoming and outgoing President, First Vice President, Third Vice President-Ways and Means, Treasurer and Budget and Finance Chair.

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Section 2.   The Treasurer shall submit all the books and vouchers and see that all monies received are properly accounted for within the budget and submit to an outside audit. The member shall render a written report at least once a year following review of the books.

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Article X—Charter

Charter Membership was closed at the January 15, 1964 meeting and cannot be reopened.

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Article XI—Dissolution 

The property of this corporation is irrevocably dedicated to charitable purpose and no part of the net income or assets of this corporation shall ever inure to the benefit of any director, officer, or member thereof or to the benefit of any private person. Upon the dissolution of the corporation, its assets remaining after payment, or provision for payment, of all debts and liabilities of this corporation, shall be distributed to a non-profit fund, a foundation or corporation organized and operated exclusively for charitable purpose and has established its tax exempt status under Section 501C (3) of the Internal Revenue Service.

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Article XII—Amendment

The by-Laws maybe amended after reading at two consecutive meetings. A two-thirds (2/3) vote is required to pass amendments.

 

Parliamentary Guide—ROBERTS RULES OF ORDER, Current Addition shall be the guide in all matters not in conflict with these By-Laws    Revised March 2026             

 

Standing Rules

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1.   Second Vice President, Membership Chair shall arrange informal membership gatherings, with the approval of the Executive Board, throughout the year for prospective members.

2.    The election of Club Member and Citizen of the Year shall be the responsibility of the past year’s recipient and a committee of two and shall be voted on by the membership 30 days before the due date.

3.    All members are expected to serve on at least one committee, support a major community service project and support the club’s major fundraising project for the club year.

4.    Upon the death of a club member’s husband or child, a memorial contribution will be made in the amount of $100.00. If a member is single and has no children, upon the death of a parent or sibling, a memorial contribution will made in the amount of $100. 

5.    The President shall receive a sum of $100.00 for expenses per club month (10-months) and courtesy lunch.

6.    One Hundred percent (100%) of all Ways and Means fundraising shall be deposited in the Club’s Checking Account and retained for the operation of the club. Raffle proceeds will be distributed per CA Penal Code 320.5.

 7.    All Community Service Projects shall be voted on by the membership and funds raised, if any, will be distributed as voted by the membership.

8.    Honorary membership for one year will be granted to the Past President.

9.    The fiscal year shall be June 1 to May 31.

10.    No member shall use the Club’s name for personal gain or enterprise.

11.    The Reservation Chair shall be responsible for reservations for all club luncheons and District functions. Each officer and chair shall keep a detailed procedure book, which shall remain club property, to be passed on to the successor. Procedure books shall list all duties and any other pertinent information and a copy of a preceding year's report to District.

12.    An Honorary Life Membership in the Diamond Bar Woman’s Club maybe presented to a member for outstanding service to the Club and Community. The member shall pay half (1/2) annual dues in order to be a voting member. This is not an annual award.

13.    Scholarships, to be known as the Diamond Bar Woman’s Club Scholarships, shall be awarded annually. The recipients will be honored at the May meeting.

14.    There will be an annual Social Meeting with our Sister Club, if practical.

15.    The Diamond Bar Woman’s Club Treasurer shall purchase a Past President’s Pin for the retiring President, which shall be presented to the Past Presidential the Installation Ceremony.  The newly installed President shall receive the President’s pin previously worn by the retiring President.

16.    In order to be eligible for an elected office, a member shall have served on (1) year on a committee.

17.    Program Chair shall be in charge of all programs during the year.

18.    The Hospitality Chair and the committee of three (3) shall be responsible for all decorations and should be at the door to greet all guests and make them welcome.

19.    The Amenities Chair shall consult with the President well in advance of all meetings. The member shall arrive early and verify that the room is in order, arrange corsages, gifts, place cards and provide new member follow up. Hospitality and Amenities may be (one) chair at the discretion of the President.

20.    Publicity Chair shall be responsible for all publicity concerning the Club’s activities.

21.    The purpose of the Club Newsletter is to allow for the publication of Club news. All articles are to reflect Club related information to include a calendar of Club activities and announcements for Club events as submitted by members. All articles must be authored and submitted by Club officers and/or Committee Chairs and be on topics related to Club activities. The Club Newsletter shall compile and publish a Club Newsletter each month of the Club Year and send the Newsletter to all members in good standing no later than the first Friday of each month of the Club year. All materials to included in the Newsletter shall be in the hands of the Newsletter Chair no later than the 20th of the month prior to publication, sent to the President. In September of each year the Newsletter Chair will email a list of article due dates to all members in good standing. The Newsletter Chair will also send monthly reminders as to due date for article submission to Club members. All electronically sent Newsletters shall be in an application that is easy to send and to open on a phone, tablet and computer. The Chair will also send the Newsletter by mail to the small group of members requesting this service. The President approves the Newsletter prior to it being sent. Should a Newsletter to be sent out without approval of the President, it will not be posted on the District Facebook or Website and a retraction will be sent by the President to members receiving the Newsletter. 

22.    The Sunshine Chair shall be in charge of the Prayer Chain and provide help for members as needed.

23. The Standing Rules may be suspended at any Board Meeting or General Meeting. The Standing Rule may be suspended for duration of a single meeting of the Board or of the general membership by a majority vote of those present. All amendments made to By laws and Standing Rules under Rule 23 shall become effective at the close of the business session at which they are adopted, except for those containing a proviso date.

24.    The Standing Rules maybe amended at any General Meeting by two-thirds (2/3) vote.

25.    Any payments made to the DBWC passed on to any other organization or business will abide by that organization’s refund policy.   Revised October 28, 2014.

26.    Between regular business meetings, Officers and/or committees shall be allowed to pay bills not to exceed $1,200.00 without a vote by the membership.

27.    All proposals for new projects must be submitted in writing to the Diamond Bar Woman’s Club—(DBWC).  No solicitation shall be done by members unless approved as a club project. The Board will determine if the proposed project meets the club’s general plan.  A vote of the membership will be taken before the support will be given. Once approved the project plan must be updated annually. 

28.    The Club often photographs and/videotapes, programs for use in support of the Club.  By being present during these activities, you consent to the use of your appearance or likeness by the Diamond Bar Woman’s Club, and its licensees, designee, or assignees in all media, worldwide in perpetuity.  To ensure the privacy of any members, images will not be identified using names or personal identifying information without written approval from the member.  Images or identifying information of children will not be posted without the written approval of the parent or legal guardian.

For any Club activities that a member chooses to participate in, the member agrees to waive any claim or cause of action for injury or damages(s) against the Club, its Officers, or the person(s) conducting the Club’s activity or event.

At any given time a members can choose to step outside the area that is being photographed.  A common courtesy of acknowledgement will be extended to all members and visitors prior to any photographs taken.

29.    When debating a motion on the floor each member may speak twice and each opportunity to speak shall be for no more than two minutes. Speakers shall be rotated between those speaking in support of a motion and those speaking against the motion.  A member may speak for their second time only after all  members have been given their opportunity to speak for their first time. The total debate time on any one issue shall be no more than 20 minutes.

30. The contact information in this yearbook for all members is solely for the any outside company or person(s).

31. Club Sustainability- Ten percent (10%) of all monies raised by all Diamond Bar Woman's Club (DBWC) fundraisers related to a program/project, not to include in kind donations, shall be allocated for DBWC operating costs and used to help improve the Club's Sustainability and ultimately the Club's ability to survive and provide high quality service to the members and community. This sustainability rate shall be reviewed at each fiscal year end of the Club and presented as budget item.

32. Membership dues are $55.00 annually. Entrance fee for new members shall be $15.00 plus the $55.00 annual membership dues. Membership dues are payable March 1st of each calendar year. Effective January 2026

33. Check Signing - A dual signature is required for all checks made out to individuals, Clubs, corporations, non-profits, and other organizations. All requests for Club checks will be accompanied by an approved written request for the check to be issued and paperwork justifying the need for the check.

The check signers who are the President, 1st Vice President and Treasurer, will not be allowed to pre-sign blank checks. Those reapproved payments to be made during this period when the Club is not in session must have the payee's name written in before the endorsement can be made. 

34. Code of Conduct 

The Executive Board of the Diamond Bar Woman's Club of Diamond Bar, California is committed to providing a safe and welcoming environment for all of our guests and members. We are committed to an environment that is free of harassment and discrimination. We expect members and guests to conduct themselves; accordingly, responsibly, respecting the dignity of others at all times.

To ensure this goal, we ask members and guests to act and communicate appropriately all times while attending any meeting, in the parking lots and when using telephone and other methods of communication related to the organization. Our code of conduct does not permit language or actions that can demean or show disrespect to another person. Specifically, this includes but is not limited to:

Discrimination and harassment based on sex, pregnancy, appearance, medical condition, race, gender, sexual orientation, region, national origin of ancestry, marital status, political party, veterans' status, physical disability, mental disability.

• Angry or vulgar language, including shouting, name calling, or swearing

• Physical contact with another person in an angry or threatening way

• Harassment of intimidating by words, gestures, body language, or other menacing behavior

• Behavior that intends or results in the destruction of property

Members will be responsible for their own and their guests' conduct.

A member who has witnessed or was part of an ​incident or has issues or concerns regarding the items listed above involving club members and/or guest should provide in writing a detailed description of the situation to the Club President. All reported incidents will be investigated in a timely manner and, to the extent of possible confidentially. After a review of all facts and if the Board has determined that a member has broken this Code of Conduct, effective action will be taken appropriately to the circumstances up to and including a written reprimand, censure or suspension or revocation of membership.

In conjunction with the mission of the Diamond Bar Woman's Club and the goal of having a unified and caring club, the Board encourages everyone to live up to the values of compassion, friendship and good manners which are central to this Code of Conduct.

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Revised September 2025