Cimarron Hills Ladies Organization Standing Rules

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1. The name of the organization shall be Cimarron Hills Ladies Organization Inc.The organization will operate and report for tax purposes as a non-profit social club per IRS Regs. 501(c)(7).
 

2. The object of the organization is to promote friendship and fellowship among members of Cimarron Hills -residents and non-residents.
 

3. The organization will be governed by an Executive Board consisting of the following: President, Vice President, Past President, Secretary, and Treasurer, as well as a Steering Committee which consists of the Executive Board and the following Chairs:
 

Membership & Directory
Programs & Luncheons
Public Relations
Volunteer Coordinator
Cimarron Stroll
Holiday Home Tour
 

The Vice President automatically becomes President the following year.

The term of office for the Steering Committee shall be one (1) year, and no person may serve in the same position for more than two (2) consecutive terms, with the following exception:

Standing Committees will be established and approved by the Steering Committee, and the President will appoint a chairperson of each. The function shall be to assist the Steering Committee with the business and purposes of the Cimarron Hills Ladies Organization. Activities Chairpersons shall be appointed by the President to further assist in fulfilling the purposes of the Cimarron Hills Ladies Organization. Any Standing Committee or Activities Chairperson may serve longer than two (2) years, at the discretion of the Executive Board.
 

The term of office shall be from January 1 through December 31, regardless of date of installation.
 

5. Any member paying the required annual dues, as set by the Executive Board and approved by membership, will be classified as an ACTIVE member. Dues are set at $35 annually, starting in January of each year. First-time members joining on or after September 1st in the calendar year pay a prorated rate of $20. The Executive Board may amend or suspend yearly dues if a pandemic or catastrophic event significantly impacts the organization and its activities and events.
 

6. Regular participants in CHLO’s sponsored group activities must be active members of the Cimarron Hills Ladies Organization. Active members only shall sign up for these activities. It is the responsibility of the person in charge of the activity to ensure all members of each group are Cimarron Hills Ladies Organization members.
 

7. Luncheons are open to active membership only. Each active member may bring one non-member of Cimarron Hills as a guest per membership year. A member of Cimarron Hills may attend only one meeting and will then be asked to join CHLO. Other CHLO activities and events will give priority to active members before allowing non-member inclusion. Generally, non-members are up-charged the annual membership fee for attending a CHLO event.
 

8. The President, in coordination with the Executive Board, will establish the annual budget for the ensuing year. This budget will be presented to the Steering Committee for review and acceptance at the January meeting. The budget will then be submitted at the February meeting for approval by membership. The budget shall detail the apportioning of monies to the various committees and other necessary expenditures.
The President and Treasurer will both be signers on the bank account. As a means of checks and balance, the Vice President and Secretary will review all monthly bank correspondence, either online or at the Steering or Executive Board Meeting.
The budget can be amended by the Executive Board and then voted on by the Steering Committee.

The Treasurer will keep a separate Accounting Sheet for every budget line item, activity, and/or event, reporting to the Executive Board when necessary.

At the end of each year, there will be an audit by two (2) non-Steering Committee members. A reserve fund of $5,000 will be kept in the account.

9. The Executive Board will serve as the Nominating Committee for the upcoming year. The Nominating Committee shall present only one nominee for each Executive Board office (except President) via email to the CHLO membership prior to the September meeting. The election will be held at the September luncheon and conducted by voice vote. There shall be no absentee or proxy voting.
 

10. The regular CHLO membership meetings shall be held monthly except for June, July, and August. Regular CHLO membership meetings will be held on the third Tuesday of the month, unless otherwise specified by the Executive Board.
 

11. The full Steering Committee will meet on the first Tuesday of the month, except in June, July, and August, unless otherwise specified by the President.
 

12. If a Steering Committee member, other than the President or Vice President, is unable to complete the term of office, the President will appoint someone to fill their unexpired term.
 

If the Vice President is unable to complete her term of office, the President will nominate someone to complete the unexpired term and, with majority approval of the Executive Board, the nominee will be presented to the membership for approval.

If the President is unable to complete her term of office, the Vice President will complete the unexpired term with majority approval of the Executive Board. The President will then nominate someone to fill the unexpired term of the Vice President and, with majority approval of the Executive Board, the Vice President nominee will be presented to the membership for approval.

13. The organization may set aside an operating reserve for future planned and unplanned expenses. Use of reserves for unplanned expenditures requires approval by majority vote of the Executive Board.
 

14. Member information in the Cimarron Hills Ladies Organization Directory is solely for the benefit of CHLO members and should only be used for CHLO purposes.
 

15. Standing Rules can be amended by the Executive Board and then voted on by the Steering Committee.