The name of this organization shall be the American Women's Club of Hamburg e.V. (AWCH). It is a non-profit, non-political, non-denominational organization, registered with the Vereinsregister des Amtsgerichts Hamburg (Club Register of Hamburg).

The American Women's Club of Hamburg e.V. shall pursue, exclusively and directly, social and charitable goals within the meaning of the section of the German tax laws defining steuerbeguenstigte Zwecke.

1. The purpose of the Club is



1. To advance i nternational understanding, to assist American women and their families living in the Hamburg area and to provide support as they adjust to life in Germany, to advance cultural exchanges among American, German, and other nationalities, and to inform members about issues of interest to Americans.

To support education, the upbringing of minors, the care of the elderly, and the assistance of those in need within the scope of §53 of the German tax laws.


2. The above Constitutional goals shall be realized as follows:



1. The goals outlined in §A1 shall be primarily attained through lectures, seminars, conventions, information stands, exhibitions, and publications.
2. The goals outlined in §A2 may be realized by the donation of AWCH funds to public organizations or non-profit, tax exempt organizations for the direct and exclusive application to the previously defined goals



3. The AWCH is a non-profit organization; it does not pursue economic gain as its primary goal.

   Funds of the AWCH shall only be used in pursuance of the goals stated above. Members shall receive no payment from the AWCH which is not in accordance with the purpose of the organization nor receive a disproportionately high salary for services rendered to the AWCH.

The AWCH consists of full members and associate members.   Ultimate responsibility for all decisions regarding applications for membership rests with the board, whose rulings are binding. Membership in the AWCH terminates through resignation, non-renewal of membership or death.

1. Full Membership


1. Persons eligible for full membership are those persons living in the Hamburg area who are holding U.S. passports, or are married to U.S. citizens, or who have children who are U.S. citizens or who have lived in the U.S. for five (5) years or more.



2. Associate Membership



1. associate membership shall be granted to English-speaking persons living in the Hamburg area who support the stated purposes and goals of the AWCH.





3. Further categories of membership may be provided by the board.

 

The Annual General Meeting (AGM) shall take place once a year. The Board shall call the AGM at least thirty (30) days in advance by announcing the proposed agenda in writing. Minutes shall be kept at this meeting to be signed by the president and one other board member. The minutes, which include all constitutional changes as well as the election results, shall be transcribed and translated into German. Copies of the signed minutes shall be provided to the Vereinsregister des Amtsgerichts Hamburg (Club Register of Hamburg) in accordance with German law. Resolutions of motions shall be by a two-thirds (2/3) majority vote.

The quorum at the Annual General meetings and general membership meetings shall be ten percent (10%) of current active members .

The constitution may be amended at any time by a two-thirds (2/3) majority of vote, provided that the amendment, or notice thereof, shall have been submitted to the membership at least thirty (30) days before the voting date. All changes to the Constitution must be approved by the Finanzamt (German tax authorities).

Upon dissolution or disbandment of the AWCH, or upon the abolition of its currently stated purpose, all property belonging to the AWCH shall be given to an organization under the public laws or to another organization which has the stated tax privileged purpose of promoting cultural contacts and understanding.

All Guidelines, regulations and policies currently in effect and not in conflict with this Constitution, shall remain in full force and effect without the necessity of ratification.

If, for any reason, any portion of this Constitution is deemed unconstitutional or in conflict with German law, that portion or clause shall be deemed severable from the remainder of the Constitution which shall remain in full force and effect .

Members should participate, to the best of their ability, in monthly meetings, activities, and in assisting new members. They should remember at all times that the AWC is a volunteer organization and give freely of their time and talents to further the objectives of the Club. In addition, the entire Membership must be made aware of the importance of attending the elections, of approving the Budget, to provide the quorum of twenty percent (20%) of the Voting Members and Associate Voting Members required to elect new officers, to approve the Budget or make any constitutional changes.

Resignation from membership should be made in writing and sent to the Membership Director.

An Early Bird Special reduced rate will be given to members who pay their membership dues by May 31st. For those paying in June or later the full annual membership dues would be applied. New members (only) joining after December 31st pay a reduced rate. Membership is granted only upon payment of dues and receipt of a membership form by the Membership Director.

1. Club meetings are generally held on the second Wednesday of each month from September through June. Special meetings and activities should be announced in the Club newsletter.



2. Members are welcome to bring guests to luncheons or other functions when space permits, provided, however, that no one guest may attend more than two luncheons annually without applying for membership. Children and pets shall not be allowed to attend Club functions unless otherwise specified.



3. Board meetings are to be held monthly from September through June, the dates and locations to be decided by the President. All Governing Board members are expected to attend meetings or send an assistant or substitute in their place. Only a Board-approved assistant may be counted for the purpose of determining quorum and may vote in the absence of the elected board member. A substitute may not be counted for quorum and may not vote.

1. A monthly Newsletter shall be published and sent to Club members informing them of Club activities, local events, legislation which affects them, etc. All members may submit articles for publication in the newsletter. Non-members may submit articles which may be published if space permits.



2. A Membership Directory shall be published in the fall. It shall be made available to all Club Members, EXCLUSIVELY FOR THEIR OWN PERSONAL, NON-COMMERCIAL USE.



3. A book containing tips and information about living in Hamburg is available. Each member is entitled to one copy at a reduced rate. This book is also for sale to the general public.

FAWCO: in April of 1976 the AWC of Hamburg joined the Federation of American Women's Clubs Overseas. The requirements for membership in this organization must be maintained by the Club. Membership can be withdrawn at any time by two-thirds (2/3) vote of a quorum of the Voting Membership.

1. Each board member shall be given an up-to-date job description upon installation to office. The President and Membership Director (as a member of the Nominating Committee) shall have copies of all job descriptions.



2. Each board member shall familiarize herself with her individual job description.



3. Each board member shall attend, or send a substitute, or a Board-approved assistant, to all Board meetings, and the Annual General meeting. Substitutes shall not have the power to vote, nor to represent more than one individual at board meetings. Board members are encouraged to attend other Club functions.



4. Each board member may request the appointment of an assistant who, following approval by the Board, may also attend Board meetings and vote in her stead.



5. Each board member may organize a committee to assist her in the performance of their duties.



6. Each board member shall request authority from the Governing Board before spending unusual sums of money.



7. Each board member shall submit an annual report as requested by the President.



8. Each board member shall keep a record of expenses to be submitted on a monthly or quarterly basis. All expenses must be submitted by the end of the fiscal year.



9. Each board member shall submit punctual reports to the newsletter Editor.

1. Annual General Meeting and Annual Budget Meeting:



Twenty percent (20%) of the current Voting Members and Associate Voting Members, including three elected officers, shall constitute a quorum of the Club. Verified absentee ballots may be utilized to make a quorum.

2. Governing Board Meetings:



Fifty percent (50%) of the Governing Board, not including the President, shall constitute a quorum of the Governing Board.

The By-Laws may be amended at any time by a two-third (2/3) majority vote of a quorum of the Voting Members and Associate Voting Members, provided that the amendment, or notice of it, shall have been submitted to the Membership at least one (1) month prior to the voting date. Verified absentee ballots may be used to make up a quorum, as above.

Robert's Rules of Order, Revised, shall be the authority on all questions of procedure not covered by the Club Constitution, By-Laws or Standing Rules.

All Standing Rules, regulations, and policies currently in effect and not in conflict with these By-Laws, shall remain in effect without the necessity of ratification.

If for any reason, any portion or clause of these By-Laws shall be deemed unconstitutional or in conflict with German law, it shall be deemed sever able from the remainder of the By-Laws, and its severance shall not affect the validity of the remainder, which shall remain in full force and effect.

The effective date of these By-laws shall be May 1, 1996.
The effective date of these By-Laws shall be May 1, 2000.

1. The Treasurer shall prepare a Financial Report of the previous year's income and expenditures, and a Proposed Annual Budget of the projected expenses for the coming year to be published in the September newsletter and approved at the Annual Budget Meeting held in September. The Approved Annual Budget shall be published in the December newsletter.



2. Specific questions concerning finances which arise after the Budget has been approved by the Voting Membership should be discussed with the President and Treasurer, then brought to the Voting Membership, if necessary.



3. Receipts for normal expenses shall be submitted to the Treasurer for reimbursement as they occur, monthly or quarterly. Expenses must be submitted by the end of fiscal year.



4. Proposals for unusual and excessive expenditures over DM 750. must be submitted in writing and approved by the Voting Membership.



5. E. A financial stipend in the amount of DM 750 annually shall be granted to the President.



6. A financial stipend in the amount of DM 250 annually shall be granted to other Board Members. Co-Board Members will share their stipend. The annual stipend shall not be given twice for the same position held within the same club year but may be pro-rated.



7. The FAWCO Representative and the President, or their representatives, shall receive financial support for the Biennial Conference and other FAWCO functions as deemed necessary by the Governing Board.



8. Prior Board approval must be sought for all fund raising events.



9. Gifts for special occasions (e.g. program speakers) should be at the discretion of the Governing Board.



10. The Club's financial period is April 1st through to March 31st.

1. A member moving form Hamburg may request, in writing, that the remaining year's newsletters be forwarded to her new address.



2. Non-members may subscribe to the Club newsletter by contacting the Membership Director.

1. Nominations



1. The President shall appoint a Nominating Committee Chairwoman in October.



2. In November, the Nominating Chair shall appoint a Nominating Committee composed of the Membership Director and at least two other active members.



3. The Club shall be asked in the January issue of the Club newsletter to suggest names for candidates for consideration by the Nominating Committee. The Committee shall, then confirm the willingness of these members to run for office.



4. By the March luncheon, the Nominating Committee shall present the candidates for office and shall accept nominations from the floor, providing the person nominated is present and gives consent, or has given previous written consent.


2. Elections



1. By March, a list of nominees shall be printed and disseminated to all members either in the Club newsletter or by a separate mailing.



2. The election shall take place a the Annual General Meeting in April.



3. Tellers shall be appointed by the President to count written ballots on election day and report the results immediately.



4. Voting shall be by secret written ballot by Voting Members and Associate Voting Members. Voting Members and Associate Voting Members who are not able to be present may request an absentee ballot. The absentee ballot must be returned a s specified, no later than the day prior to the Annual General Meeting in April.



5. New officers shall be installed in May.

1. Because the AWC of Hamburg is a FAWCO member club, all members in good standing in the AWC of Hamburg are automatically entitled to membership in FAWCO and are accorded all rights and privileges of membership.



2. An applicant for Associate Membership in the American Women's Club of Hamburg e.V. who has been a member in good standing of another FAWCO Club, shall, regardless of Associate Membership quotas, automatically be accepted for Associate membership, upon receipt of an application, dues and a letter of recommendation from the other FAWCO Club.

The American Women's Club of Hamburg e.V. offers local and international tours, day trips, special events, classes and ongoing groups for the enrichment and enjoyment of its members. The Club cannot be held responsible for any injury or inconvenience that may occur while participating in these activities. Some activities are open to the husbands and children of members; the person planning the event decides if they may be included. In addition, guests of members are invited to participate after the "members only" sign-up deadline.

1. Events, meeting places and menus are selected by the persons in charge of each event with the intent of appealing to the majority of the members at the best possible prices. Members' opinions are regularly solicited by questionnaire.



2. Events with a limited space available are open to all members on a first call basis. Waiting lists will be kept if the need exists.



3. No Show Policy: All events for which participants must reserve in advance and pay at the door must be paid for whether or not the person attends the event. However, if the cancellation is called in before the sign-up deadline, there will be no charge.



4. Late cancellations: If a person cancels after the sign-up deadline, she need not pay if a confirmed substitute can be found. Substitutes must be taken from the waiting list when one exists; otherwise, the person cancelling may provide her own substitute. When a waiting list exists, the Activity Chair or her representative will give the person cancelling names and telephone numbers of persons from the list in numerical order. The party wishing to cancel shall call the persons, in the order given, to obtain a substitute. Only when a substitute is found and confirms to the Chair or her representative that she will attend the event, is the cancelling party relieved of her financial obligations. When no waiting list exists, the cancelling party is relieved of her obligation to pay for the event only when she locates a substitute and the substitute notifies the Chair or her representative that she will attend in the cancelling party's stead. Persons not following this procedure will be assessed the cost of the event.



5. Failure to pay assessed costs: Membership will not be renewed until all assessed costs have been satisfied.

1. Trips are selected by the Day Trip and Tour Chairwoman with the intent of appealing to the majority of the members at the lowest possible prices.



2. Trips are open to all members of the AWC of Hamburg on a first-paid, first-reserved basis. A place is not reserved until the appropriate payment is received by the Chairwoman.



3. Waiting lists will be maintained for all trips if the need exists.



4. Refund policy:



1. All deposits paid to the AWC of Hamburg are refundable until the signup deadline date. If the cancellation occurs after the deadline, deposits are forfeited.



2. After paying a deposit and reserving a place, members are responsible for the remainder of the payment on a sliding scale determined by the tour agent.



3. When a cancellation is made after the deadline, the money, excluding the initial deposit, will be refunded if a substitute can be found. NOTE: The initial deposit pays for the change in name and other pre-trip expenses.



4. Substitutes must come first from the waiting list maintained by the Chair whenever such a list exists. The Chairwoman will give the person cancelling names and telephone numbers of persons on the list to call. If there is no waiting list, the person cancelling may find a substitute on her own.



5. Once a substitute has been found, it is the responsibility of the person cancelling to notify the Chairwoman of the proposed substitute. When the substitute is confirmed by receipt of the appropriate payment, the Chairwoman will make a refund, which normally includes all but the initial deposit, to the person cancelling.



6. In emergencies, everything will be done to refund as much money as allowed by the tour agency.

The Standing Rules may be amended at any time by a two-thirds (2/3) majority of the Governing Board.

This Constitution revised and approved by the membership, April 1996.
This Constitution amended and approved by the membership, April 1997.
This Constitution amended and approved by the membership, April 1998.
This Constitution amended and approved by the membership April 2000.