LAKEWAY NEWCOMERS
Our ByLaws
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(REVISED SEPTEMBER 25, 2011)
Article I
Name
This organization shall be known as the Lakeway Newcomers Club (“the Club”). The common name is
Newcomers or Newcomers Club.
Article II
Objective
Civic: To promote interest in our community and the many advantages it has to offer.
Social: To extend a friendly and neighborly helping hand to all newcomers by introducing them to others like
themselves and starting them on a new social life in this, their community.
Article III
Membership and Dues
Section 1. Active Members. Any resident of Lakeway, Lakeway ETJ or the Hills of Lakeway who has lived in
either of these communities for less than twenty-four (24) months, or any resident who has lived in either of
these communities for more than twenty-four (24) months, but has experienced a lifestyle change such as: loss
of spouse, marriage, divorce, retirement, or change of permanent residence within the past twenty-four (24)
months shall be eligible for Active Membership in Newcomers. Active Membership shall last for a period not to
exceed five (5) years.
An eligible resident may attend a maximum of two meetings/functions as a guest without becoming a member.
Section 2. Associate Members. Upon completing five continuous years of active membership, members will
become Associate Members. An Associate Member must pay dues annually and may participate in all club
activities but may not hold an elected office. Associates may continue their membership even if they move
outside the community.
If Associates allow their membership to lapse, they may not apply for reinstatement.
Section 3. Release Form. All members are required to agree to and sign the Newcomers’ personal release form
on an annual basis.
Section 4. Dues; Income, Fiscal Year. Annual dues shall be set by the Board of Directors on a per person, per
year basis on or before December 1 of preceding year. Dues are payable on or before January 1 of each year
and become delinquent on February 28. Delinquent members will not be included in the Directory for that year.
Section 5. Board Meetings. The President may call meetings of the Board of Directors at any time, giving
reasonable advance notice.
Individual Board members may request that the President call a meeting for a specific agenda item.
Any member (Active or Associate) may attend the Board of Directors meetings and be recognized by the
Chairman to present issues or suggestions.
A joint meeting of the outgoing and incoming Boards of Directors shall be held in February prior to the next
General Meeting at which time the new Board will take office.
Members whose dues are not paid by April 1 will be automatically dropped from membership in the club and may
not apply for reinstatement.
If an eligible resident joins in November or December, dues for the remainder of the year will be waived and dues
will be prepaid for the upcoming year.
The Fiscal year shall be January 1 to December 31.
Money collected from members shall be solely for the benefit of the Newcomers Club.
Article IV
Board of Directors
Section 1. Board of Directors. The Board of Directors shall be comprised of the following:
- President
- 1st Vice President Meetings/Programs
- 2nd Vice President Activities/Special Events
- Recording Secretary
- Publicity Officer
- Treasurer
- Membership Chair
- Internet Communication Officer
The Immediate Past President(s) shall serve as advisor to the Board of Directors.
Co-Officers may hold office.
Section 2. Quorum. Fifty-one percent (51%) of the Board of Directors shall constitute a quorum at any Board
meeting.
Section 3. Term of Office. Officers shall serve for one year, commencing with their installation no later than the
March General Meeting. No Officer shall serve in the same position more than two consecutive terms.
Section 4. Duties. The Board of Directors shall supervise all activities of the Newcomers Club and define the
Activity Groups to be affiliated with the Club.
The Board of Directors is empowered to consider, approve, or disapprove all motions relating to Newcomers
Club at a legally constituted meeting of the Board, provided no action is taken contrary to the policies and/or
Bylaws of the Club.
The Board of Directors shall set the amount of the annual dues.
No action shall be taken on a motion to commit the Club to any matter until it has been considered and acted
upon by the Board of Directors.
The Board has the authority to make decisions on behalf of the membership, including the eligibility for potential
new members to join the club if there is a questionable issue.
Section 5. Board Meetings. The President may call meetings of the Board of Directors at any time, giving
reasonable advance notice.
Individual Board members may request that the President call a meeting for a specific agenda item.
Any member (Active or Associate) may attend the Board of Directors meetings and be recognized by the
Chairman to present issues or suggestions.
A joint meeting of the outgoing and incoming Boards of Directors shall be held in February prior to the next
General Meeting at which time the new Board will take office.
Article V
Duties of Officers
Section 1. The President shall:
- Preside at all meetings of the Club
- Call and preside over all meetings of the Board of Directors
- Appoint all Ad Hoc Committees
- He / she may attend all committee meetings, with the exception of the Nominating Committee
Section 2. The 1st Vice President Meetings/Programs shall:
- Preside in the absence of the President
- Coordinate all general monthly meetings of the Club
a) Supply meeting information to the Publicity Officer for the newsletter and media announcements in a
timely manner
b) Coordinate and assist hosts as needed
c) Appoint co-hosts as greeters at each function
d) Purchase and deliver required supplies to each General Meeting
e) Submit a financial report to the treasurer for each event
Section 3. The 2nd Vice President Activities/Special Events shall:
- Preside in the absence of the President and 1st Vice President Meeting/ Programs
- Coordinate and support chairmen of the Activity Groups and serve as the liaison to the Board of Directors
for their ideas and concerns
- Assist with the special events held as monthly meetings
- Coordinate a minimum two "special events" each year and supply meeting information to the Publicity
Officer for newsletter and media announcements in a timely manner
- Submit a financial report to the treasurer for each special event
Section 4. The Recording Secretary shall:
- Store the permanent records of the Club
- Keep and make available the minutes of meetings
- Post the minutes at the general meeting for the month
- Provide the President with a signed copy of minutes from the previous month’s Board meeting
Section 5. The Publicity Officer shall:
- Place all Newcomer media information in the local media such as the Lake Travis View, Homeowners News
or its successor, cable TV, and Lakeway radio prior to their deadlines
- Prepare and provide monthly Newcomer activity information to the membership
- Send separate notices in November to all members advising them that annual dues are payable prior to
January 1st.
- The Publicity Chairman will provide publicity for clubs not directly related to Newcomers at his or her
discretion
Section 6. The Treasurer shall:
- Receive and dispense all money
- Keep financial records to be audited at year-end by the new Treasurer, including event reports
- Prepare a monthly and annual financial report for inclusion in the minutes
- Update membership lists monthly with members paying dues
Section 7. The Membership Chair shall:
- Be in charge of welcoming prospective members
- Organize and coordinate all membership recruiting efforts
- Stock club membership information at the reception desk in City Hall
- Provide membership application and release forms to prospective members
- Deliver dues collected to the Treasurer.
- Prepare printed name tags for each social
- Report membership updates and inquiries at all meetings
- Collect and file member application and release forms annually
- Supply information to activity chairpersons, as needed
- Keep and file release forms for all members.
Section 8. The Internet Communication Officer shall:
- Manage the Lakeway Newcomers Club website to communicate information to active and prospective
members including current and upcoming events, club activities, a secured membership directory, membership
application, club bylaws, officer list, and other information as directed by the Club President and Board of
Directors
- Maintain website security
- Manage URL and hosting agreements and the associated fees
- Train and communicate issues to Board and members as appropriate.
Article VI
Nominations and Elections
Section 1. Nominating Committee. The President shall appoint a Nominating Committee at the November
General Meeting to propose a slate of candidates for the Board of Directors. The Nominating Committee shall
consist of two members from the Board of Directors and three non-Board members of the membership at large.
The President may not serve on the Nominating Committee.
It shall be the duty of this committee to nominate candidate(s) for the following offices: President, 1st Vice
President Meetings/Programs, 2nd Vice President, Activities/Special Events, Recording Secretary, Publicity
Officer, Treasurer, Membership Chair and Internet Communication Officer.
This committee shall report in December to the Board of Directors and nominee choices will be delivered to the
membership. The nominations shall include at least two members of the current board.
Section 2. Election of Officers. Each Member present at the January General Meeting shall be entitled to vote
for the candidate(s) for each office. Prior to the election at the January General Meeting, the presiding officer
shall ask for additional nominations from the floor. Permission for such names shall have been procured from
the person or persons prior to their nomination.
Election of officers shall be by written ballot and in sequence of offices. A majority of votes cast shall elect.
If there is but one nominee for an office presented, by general consent, the written ballot may be dispensed with
and the vote for that office taken by voice vote. If there is more than one nominee for an office, a separate
written ballot for such office shall be taken.
Section 3. Vacancy. A vacancy in any office during that term of office shall be named by the President and
approved by a majority vote of the Board of Directors.
Article VII
Meetings
Section 1. The General Meeting shall be held on the second Thursday of each month. The meeting shall consist
of a social time and, when necessary, a business meeting.
The Board may change the General Meeting to a different date and / or time, provided that due notice of such
change is given to all members of the Club.
Section 2. Each member is held responsible for his or her reservation. In order to receive a refund for a paid
event, cancellations must be made in a timely manner as determined by the member organizing the event or
vendor hosting the event.
Section 3. Members or guests of the Newcomers Club shall not make commercial or political solicitations at any
meeting or activity. The Directory is published for the exclusive use of the membership and shall not be used for
commercial or political solicitations.
Article VIII
Activity Groups
The established activity groups shall elect a Chairman and, if necessary, one Co-chairman or the President may
appoint the Chairman.
The Chairman of each activity group shall report to the 2nd Vice President of Activities and Special Events.
Article IX
Amendments
These Bylaws may be amended by a two-thirds vote of the membership in attendance at a General Meeting or
by a two-thirds vote of the Board of Directors.
Article X
Infractions and Discipline
The Club may suspend, expel or otherwise discipline any Member, or one or more of the Member's Family, for
committing any violation of these Bylaws or the Rules and Regulations, for conduct unbecoming a Member, for
any offense against the best interests of the Club or for other good and sufficient cause as determined by the
Board of Directors. Such conduct shall include but is not limited to the following:
1. Obscene language, screaming, gesturing or laughing at any member or guest of the Club
2. Behavior that brings the Club or any individual member into disrepute
3. Alcohol or drug related problems
4. Intimidating, threatening or violent behavior
5. Willful damage to property
Suspension. No portion of dues or fees previously paid by a suspended Member shall be refunded or prorated.
During the period of suspension, the Member and his or her Family shall have no right or privileges to participate
in Club activities. A suspension may be lifted at such time as the Club obtains assurance any violations will not
be repeated.
Procedure for Infractions and Discipline. A written notice shall be prepared and mailed to the Member describing
the violation, noting all parties involved, and specifying the action taken by the Board of Directors.
Revocation. A membership may be revoked and the rights of any person or persons entitled to use the Club
may be terminated for conduct unbecoming a Member, for any offense against the best interests of the Club, for
committing certain infractions as specified above, or for other good and sufficient cause.
Procedure for Revocation. A written notice of revocation shall be delivered by mail to the terminated Member.
Upon revocation, the Member shall thereafter have no rights or privileges to use the Club.
Hearing Following Suspension or Revocation. The following procedures shall be made available by the Board of
Directors in order that suspended Members or Members who have had his or her membership revoked may be
afforded an opportunity to have his or her situation reviewed by the Board of Directors and all circumstances
taken into account:
1. The Member may request a review hearing, which will be held before the Board of Directors. The
Member’s request for a hearing must be delivered to the Board within fifteen (15) days following the date upon
which the Board mails the notice of suspension to the Member; and
2. The review hearing will be conducted within thirty (30) days from the date that Member's request for the
hearing is delivered to the Board. In the event a resolution is not reached, the decision of the Board of Directors
is final and binding.
Reinstatement. A request for reinstatement may be honored, at the Board of Directors' discretion.
_______________________________
Standing Rules
The time of the regular General Meeting shall be 6:30 p.m. unless members are notified in advance.
This directory is for members’ personal use only. No unauthorized or commercial use of the directory by a
member or a non-member is permitted.
Members inadvertently admitted who do not live within the City of Lakeway ETJ boundary will be notified that they
were ineligible to join Newcomers, will be reimbursed the dues and will not be permitted to renew their
membership.
Policies
The Membership Directory shall include member information such as: names, addresses, phone numbers, fax,
email, where members moved from, and the year in which they joined the club. The Directory shall also include
the current version of the Bylaws and a listing of Club officers. Additional information may also be included.
The membership application will include a statement that the applicants(s) live in the City of Lakeway ETJ as
identified on the City of Lakeway web site listing of eligible streets.
The Membership Directory shall be maintained on the secure portion of the Club website and updated monthly.
The Membership Chair will provide a list of current members who have paid dues to all Activity Chairmen and the
Internet Communication Officer no later than the end of February. Non-renewing members must be removed
from the email lists for activity notices.
Article I
Name
This organization shall be known as the Lakeway Newcomers Club (“the Club”). The common name is
Newcomers or Newcomers Club.
Article II
Objective
Civic: To promote interest in our community and the many advantages it has to offer.
Social: To extend a friendly and neighborly helping hand to all newcomers by introducing them to others like
themselves and starting them on a new social life in this, their community.
Article III
Membership and Dues
Section 1. Active Members. Any resident of Lakeway, Lakeway ETJ or the Hills of Lakeway who has lived in
either of these communities for less than twenty-four (24) months, or any resident who has lived in either of
these communities for more than twenty-four (24) months, but has experienced a lifestyle change such as: loss
of spouse, marriage, divorce, retirement, or change of permanent residence within the past twenty-four (24)
months shall be eligible for Active Membership in Newcomers. Active Membership shall last for a period not to
exceed five (5) years.
An eligible resident may attend a maximum of two meetings/functions as a guest without becoming a member.
Section 2. Associate Members. Upon completing five continuous years of active membership, members will
become Associate Members. An Associate Member must pay dues annually and may participate in all club
activities but may not hold an elected office. Associates may continue their membership even if they move
outside the community.
If Associates allow their membership to lapse, they may not apply for reinstatement.
Section 3. Release Form. All members are required to agree to and sign the Newcomers’ personal release form
on an annual basis.
Section 4. Dues; Income, Fiscal Year. Annual dues shall be set by the Board of Directors on a per person, per
year basis on or before December 1 of preceding year. Dues are payable on or before January 1 of each year
and become delinquent on February 28. Delinquent members will not be included in the Directory for that year.
Section 5. Board Meetings. The President may call meetings of the Board of Directors at any time, giving
reasonable advance notice.
Individual Board members may request that the President call a meeting for a specific agenda item.
Any member (Active or Associate) may attend the Board of Directors meetings and be recognized by the
Chairman to present issues or suggestions.
A joint meeting of the outgoing and incoming Boards of Directors shall be held in February prior to the next
General Meeting at which time the new Board will take office.
Members whose dues are not paid by April 1 will be automatically dropped from membership in the club and may
not apply for reinstatement.
If an eligible resident joins in November or December, dues for the remainder of the year will be waived and dues
will be prepaid for the upcoming year.
The Fiscal year shall be January 1 to December 31.
Money collected from members shall be solely for the benefit of the Newcomers Club.
Article IV
Board of Directors
Section 1. Board of Directors. The Board of Directors shall be comprised of the following:
- President
- 1st Vice President Meetings/Programs
- 2nd Vice President Activities/Special Events
- Recording Secretary
- Publicity Officer
- Treasurer
- Membership Chair
- Internet Communication Officer
The Immediate Past President(s) shall serve as advisor to the Board of Directors.
Co-Officers may hold office.
Section 2. Quorum. Fifty-one percent (51%) of the Board of Directors shall constitute a quorum at any Board
meeting.
Section 3. Term of Office. Officers shall serve for one year, commencing with their installation no later than the
March General Meeting. No Officer shall serve in the same position more than two consecutive terms.
Section 4. Duties. The Board of Directors shall supervise all activities of the Newcomers Club and define the
Activity Groups to be affiliated with the Club.
The Board of Directors is empowered to consider, approve, or disapprove all motions relating to Newcomers
Club at a legally constituted meeting of the Board, provided no action is taken contrary to the policies and/or
Bylaws of the Club.
The Board of Directors shall set the amount of the annual dues.
No action shall be taken on a motion to commit the Club to any matter until it has been considered and acted
upon by the Board of Directors.
The Board has the authority to make decisions on behalf of the membership, including the eligibility for potential
new members to join the club if there is a questionable issue.
Section 5. Board Meetings. The President may call meetings of the Board of Directors at any time, giving
reasonable advance notice.
Individual Board members may request that the President call a meeting for a specific agenda item.
Any member (Active or Associate) may attend the Board of Directors meetings and be recognized by the
Chairman to present issues or suggestions.
A joint meeting of the outgoing and incoming Boards of Directors shall be held in February prior to the next
General Meeting at which time the new Board will take office.
Article V
Duties of Officers
Section 1. The President shall:
- Preside at all meetings of the Club
- Call and preside over all meetings of the Board of Directors
- Appoint all Ad Hoc Committees
- He / she may attend all committee meetings, with the exception of the Nominating Committee
Section 2. The 1st Vice President Meetings/Programs shall:
- Preside in the absence of the President
- Coordinate all general monthly meetings of the Club
a) Supply meeting information to the Publicity Officer for the newsletter and media announcements in a
timely manner
b) Coordinate and assist hosts as needed
c) Appoint co-hosts as greeters at each function
d) Purchase and deliver required supplies to each General Meeting
e) Submit a financial report to the treasurer for each event
Section 3. The 2nd Vice President Activities/Special Events shall:
- Preside in the absence of the President and 1st Vice President Meeting/ Programs
- Coordinate and support chairmen of the Activity Groups and serve as the liaison to the Board of Directors
for their ideas and concerns
- Assist with the special events held as monthly meetings
- Coordinate a minimum two "special events" each year and supply meeting information to the Publicity
Officer for newsletter and media announcements in a timely manner
- Submit a financial report to the treasurer for each special event
Section 4. The Recording Secretary shall:
- Store the permanent records of the Club
- Keep and make available the minutes of meetings
- Post the minutes at the general meeting for the month
- Provide the President with a signed copy of minutes from the previous month’s Board meeting
Section 5. The Publicity Officer shall:
- Place all Newcomer media information in the local media such as the Lake Travis View, Homeowners News
or its successor, cable TV, and Lakeway radio prior to their deadlines
- Prepare and provide monthly Newcomer activity information to the membership
- Send separate notices in November to all members advising them that annual dues are payable prior to
January 1st.
- The Publicity Chairman will provide publicity for clubs not directly related to Newcomers at his or her
discretion
Section 6. The Treasurer shall:
- Receive and dispense all money
- Keep financial records to be audited at year-end by the new Treasurer, including event reports
- Prepare a monthly and annual financial report for inclusion in the minutes
- Update membership lists monthly with members paying dues
Section 7. The Membership Chair shall:
- Be in charge of welcoming prospective members
- Organize and coordinate all membership recruiting efforts
- Stock club membership information at the reception desk in City Hall
- Provide membership application and release forms to prospective members
- Deliver dues collected to the Treasurer.
- Prepare printed name tags for each social
- Report membership updates and inquiries at all meetings
- Collect and file member application and release forms annually
- Supply information to activity chairpersons, as needed
- Keep and file release forms for all members.
Section 8. The Internet Communication Officer shall:
- Manage the Lakeway Newcomers Club website to communicate information to active and prospective
members including current and upcoming events, club activities, a secured membership directory, membership
application, club bylaws, officer list, and other information as directed by the Club President and Board of
Directors
- Maintain website security
- Manage URL and hosting agreements and the associated fees
- Train and communicate issues to Board and members as appropriate.
Article VI
Nominations and Elections
Section 1. Nominating Committee. The President shall appoint a Nominating Committee at the November
General Meeting to propose a slate of candidates for the Board of Directors. The Nominating Committee shall
consist of two members from the Board of Directors and three non-Board members of the membership at large.
The President may not serve on the Nominating Committee.
It shall be the duty of this committee to nominate candidate(s) for the following offices: President, 1st Vice
President Meetings/Programs, 2nd Vice President, Activities/Special Events, Recording Secretary, Publicity
Officer, Treasurer, Membership Chair and Internet Communication Officer.
This committee shall report in December to the Board of Directors and nominee choices will be delivered to the
membership. The nominations shall include at least two members of the current board.
Section 2. Election of Officers. Each Member present at the January General Meeting shall be entitled to vote
for the candidate(s) for each office. Prior to the election at the January General Meeting, the presiding officer
shall ask for additional nominations from the floor. Permission for such names shall have been procured from
the person or persons prior to their nomination.
Election of officers shall be by written ballot and in sequence of offices. A majority of votes cast shall elect.
If there is but one nominee for an office presented, by general consent, the written ballot may be dispensed with
and the vote for that office taken by voice vote. If there is more than one nominee for an office, a separate
written ballot for such office shall be taken.
Section 3. Vacancy. A vacancy in any office during that term of office shall be named by the President and
approved by a majority vote of the Board of Directors.
Article VII
Meetings
Section 1. The General Meeting shall be held on the second Thursday of each month. The meeting shall consist
of a social time and, when necessary, a business meeting.
The Board may change the General Meeting to a different date and / or time, provided that due notice of such
change is given to all members of the Club.
Section 2. Each member is held responsible for his or her reservation. In order to receive a refund for a paid
event, cancellations must be made in a timely manner as determined by the member organizing the event or
vendor hosting the event.
Section 3. Members or guests of the Newcomers Club shall not make commercial or political solicitations at any
meeting or activity. The Directory is published for the exclusive use of the membership and shall not be used for
commercial or political solicitations.
Article VIII
Activity Groups
The established activity groups shall elect a Chairman and, if necessary, one Co-chairman or the President may
appoint the Chairman.
The Chairman of each activity group shall report to the 2nd Vice President of Activities and Special Events.
Article IX
Amendments
These Bylaws may be amended by a two-thirds vote of the membership in attendance at a General Meeting or
by a two-thirds vote of the Board of Directors.
Article X
Infractions and Discipline
The Club may suspend, expel or otherwise discipline any Member, or one or more of the Member's Family, for
committing any violation of these Bylaws or the Rules and Regulations, for conduct unbecoming a Member, for
any offense against the best interests of the Club or for other good and sufficient cause as determined by the
Board of Directors. Such conduct shall include but is not limited to the following:
1. Obscene language, screaming, gesturing or laughing at any member or guest of the Club
2. Behavior that brings the Club or any individual member into disrepute
3. Alcohol or drug related problems
4. Intimidating, threatening or violent behavior
5. Willful damage to property
Suspension. No portion of dues or fees previously paid by a suspended Member shall be refunded or prorated.
During the period of suspension, the Member and his or her Family shall have no right or privileges to participate
in Club activities. A suspension may be lifted at such time as the Club obtains assurance any violations will not
be repeated.
Procedure for Infractions and Discipline. A written notice shall be prepared and mailed to the Member describing
the violation, noting all parties involved, and specifying the action taken by the Board of Directors.
Revocation. A membership may be revoked and the rights of any person or persons entitled to use the Club
may be terminated for conduct unbecoming a Member, for any offense against the best interests of the Club, for
committing certain infractions as specified above, or for other good and sufficient cause.
Procedure for Revocation. A written notice of revocation shall be delivered by mail to the terminated Member.
Upon revocation, the Member shall thereafter have no rights or privileges to use the Club.
Hearing Following Suspension or Revocation. The following procedures shall be made available by the Board of
Directors in order that suspended Members or Members who have had his or her membership revoked may be
afforded an opportunity to have his or her situation reviewed by the Board of Directors and all circumstances
taken into account:
1. The Member may request a review hearing, which will be held before the Board of Directors. The
Member’s request for a hearing must be delivered to the Board within fifteen (15) days following the date upon
which the Board mails the notice of suspension to the Member; and
2. The review hearing will be conducted within thirty (30) days from the date that Member's request for the
hearing is delivered to the Board. In the event a resolution is not reached, the decision of the Board of Directors
is final and binding.
Reinstatement. A request for reinstatement may be honored, at the Board of Directors' discretion.
_______________________________
Standing Rules
The time of the regular General Meeting shall be 6:30 p.m. unless members are notified in advance.
This directory is for members’ personal use only. No unauthorized or commercial use of the directory by a
member or a non-member is permitted.
Members inadvertently admitted who do not live within the City of Lakeway ETJ boundary will be notified that they
were ineligible to join Newcomers, will be reimbursed the dues and will not be permitted to renew their
membership.
Policies
The Membership Directory shall include member information such as: names, addresses, phone numbers, fax,
email, where members moved from, and the year in which they joined the club. The Directory shall also include
the current version of the Bylaws and a listing of Club officers. Additional information may also be included.
The membership application will include a statement that the applicants(s) live in the City of Lakeway ETJ as
identified on the City of Lakeway web site listing of eligible streets.
The Membership Directory shall be maintained on the secure portion of the Club website and updated monthly.
The Membership Chair will provide a list of current members who have paid dues to all Activity Chairmen and the
Internet Communication Officer no later than the end of February. Non-renewing members must be removed
from the email lists for activity notices.