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stating the place, day and hour of each annual membership meeting will III. Duties of Club Representative
be published, not less than five (5) days before the date of such meeting. 1. Maintain Clubhouse equipment and accessories in an acceptable manner, including but
b. An annual meeting of the Governing Body will be held the second not limited to keeping the building clean and presentable at all times, polishing silver,
Monday in May of each year, at which time the Governing Board will keeping flatware clear of water spots and maintaining kitchen cleanliness to the
transact any and all business as may properly come before the meeting. standard required by the Health Department of the City of Palestine.
Printed notice stating the place, day and hour of each annual Governing 2. During regular Club hours the Club Representative will be responsible for all work
Board meeting will be published not less than five (5) days before the related to a scheduled Club function or to a scheduled private function. Representative
date of such meeting. shall set up and take down table, chairs and table settings for all scheduled functions.
SECTION 3. Regular Meetings of the Governing Board. Exceptions must be cleared with the Executive Committee.
a. The Executive Committee will meet the second Monday of each month 3. The Club Representative will be on premises from 10:00 a.m. to 2:00 p.m. Tuesdays
except June and July unless deemed necessary by the President. through Fridays by appointment.
b. The Board of Governors will meet with the Executive Committee in 4. A Club Representative will be on-site for all Club functions and all reserved party
September, January and May. functions and all preparation related to such functions. See House Rules Section II,
SECTION 4. Special Meetings. Special meetings of the Governing Board Hostess Rules, Rule #14.
and/or the Executive Committee may be called by the President upon five (5) days 5. Stay on premises until all guests leave function and Caterer is finished.
notice to each member of the Governing Board and/or the Executive Committee, stating 6. Unlock all outside doors before functions and lock all outside doors following
the purpose or purposes thereof. functions.
SECTION 5. Quorum. At all meetings of the members of the Governing 7. Notify President of need for service or repair of equipment.
Board, regular or special, a majority of the members of the Governing Board will 8. Notify President of any rule violation by Approved Caterers.
constitute a quorum, except as otherwise prescribed by statute or the Charter of the 9. Club Representative will be responsible to the Club President.
Corporation. At such meetings a majority of the Governing Board constituting a 10. Club Representative will be appropriately attired, i.e. in white shirt and black skirt or
quorum may transact any business which would be transacted if all of the members of slacks.
the Governing Board were present, except as otherwise prescribed by statute or by the
Charter of the Corporation. If a quorum is not present at any meeting of the members IV. Rules for Caterers
of the Governing Board, the members present thereat may adjourn the meeting from 1. Caterer shall be approved by the Executive Committee of the Harvey Woman's Club.
time to time, without notice other than announcement at the meeting, until a quorum is 2. Caterer shall bring and use his/her own cup towels, cleaning detergents and trash bags.
present. 3. Caterer and Representatives who serve outside the kitchen area shall be appropriately
attired in white shirts and black skirts or slacks.
ARTICLE VI - Officers 4. Caterer shall leave the kitchen in the clean condition in which it was found.
SECTION 1. Elected Officers. The officers of the Corporation will be 5. Caterer shall bus all dining tables, remove all tableware, clean all dining table tops and
elected by the Governing Board and will be a President, a First Vice President, a prepare dishes and tableware for cleaning in the dishwasher.
Second Vice President, a Third Vice President, a Fourth Vice President, a Treasurer, a 6. Caterer shall confirm with Club Representative that he/she is departing upon
Recording Secretary and a Corresponding Secretary. This Board may also choose completion of services.
additional Vice Presidents and one (1) or more Assistant Secretaries and Assistant 7. With prior arrangements being made with Club Representative during scheduled club
Treasurers who will not be voting members of the Executive Committee. hours (10:00 a.m. and 2:00 p.m. Tuesdays through Fridays) on the day prior to the
SECTION 2. Nomination, Election and Term of Office. event, Caterer may bring in food for cold storage, packaged food, trays & other serving
a. Nominating Committee. The President of the Governing Board, not items.
more than fifty (50) nor less than ten (10) days prior to the annual 8. With supervision by the Club Representative, Caterer may use Harvey Woman’s Club
meeting of the Governing Board, will appoint and convene a meeting of kitchen and equipment except the dishwasher on the day of the event. Because of fire
a Nominating Committee consisting of the President and five (5) hazard, deep fat frying is not permitted in the kitchen.
members of the Governing Board. It will be the duty of this committee 9. Caterer shall be subject to disapproval by the Executive Committee of the Harvey
to nominate eleven (11) members for the Board of Governors and one Woman's Club for informed violation of any one of these rules.
(1) candidate for each office to be filled at the annual election meeting of 10. Caterer shall make prior arrangements with Club Representative for use of Club-owned
the Governing Board, the second Monday in May. Nominations may be serving pieces.
made from the floor, if the individual nominated has given her consent. 11. Caterer shall make any necessary arrangements for a scheduled event with the Club
b. Election will be by ballot and a majority will elect; however, if there is Representative two (2) weeks before the event. Caterer shall inform Club
only one (1) candidate for each office, the vote may be by voice. Representative the number of hours needed to prepare for the event. Such discussion
Installation will be at the first Wednesday luncheon in September. shall include hourly rate paid.
c. The term of office for officers will be one (1) year beginning the first
day of September. Revised May 14, 2018
d. A vacancy occurring in one (1) of the elected offices will be filled by an
interim appointment by the Executive Committee.

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