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Constitution

ARTICLE I

Name

This organization shall be known as the Eistophos Science Club of Washington, District of Columbia.

ARTICLE II

Goal

Its goal shall be to bring together women interested in scientific study in order to provide opportunities for intellectual exchange, growth, and social engagement.

ARTICLE III

Membership

A woman who is committed to the goal of this Club and who is willing to contribute and present a scientific paper as required shall be eligible for membership.

ARTICLE IV

Officers

The elected officers of this Club shall include a President, Vice-President, a Recording Secretary, a Corresponding Secretary, and a Treasurer, all of whom shall serve on the Executive Committee.

ARTICLE V

Amendment Process

This Constitution may be amended by a vote of two-thirds of the members present at any meeting, provided that the amendment has been approved by the Executive Committee and submitted in writing to members at least two weeks prior to its consideration.

Adopted April 2023

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Bylaws

ARTICLE I

Membership

Section 1: New Members

A prospective new member shall attend Eistophos Club meetings as a guest on at least two occasions. If she has submitted necessary background information (see first bullet below), she may present herself for membership or be sponsored for membership by an existing member as early as the second meeting that she attends.

Prior to the general meeting at which she is presented for membership, a prospective member shall submit to the Membership Committee Chair a brief written statement outlining her background and interests related to Eistophos membership. She shall also submit biographic and contact information necessary to update the Club’s membership files.
The Membership Committee Chair shall forward to the Executive Committee the name of and information provided by any prospective new member. If she has not been sponsored by an existing member, the Executive Committee shall review and approve her eligibility unless objections are raised.
The prospective member may then be presented to the general membership at the next meeting for approval by a two-thirds vote of those members present.

Section 2: Membership Categories

Club members may participate as Active, Associate or Emeritae members.

New members shall join the Club as Active members. Active members will have a vote and be required to pay dues, prepare and present a scientific paper, and act as hostess as needed and able.
Associate membership status may be granted on request to individuals whose health and/or circumstances prevent their continued active participation in the Club, but who do not meet the criteria for Emeritae membership. Associate members have no vote, and are not required to pay dues, prepare a scientific paper, or act as hostess.
Emeritae membership status may be granted on request to a member who has been active in the Club for twenty years or who has reached the age of eighty. Emeritae members are eligible to vote, but unless they so choose are not required to pay dues, prepare a scientific paper, or act as hostess.

Section 3: Scientific Papers

All Active members shall agree to prepare a scientific paper at the call of the Program Committee Chair, provided that such request is made no more frequently than once every two years.

Members shall present their papers orally at a general meeting, limiting the presentation to twenty minutes. Members shall also submit their written papers plus a one-paragraph written abstract to the Recording Secretary and to the President within twenty-four hours after presenting the papers.
A new member shall prepare a scientific paper in her first full year of membership.

Section 4: Hosting Meetings

All Active members shall agree to serve in turn as needed and able as hostess or co-hostess for meetings held in person.

Section 5: Dues

All Active members shall agree to pay annual dues, which are payable each April for the following year. Failure to pay dues for a twelve-month period despite a second notice from the Treasurer may, by action of the Executive Committee, consitute resignation from the Club. However, the Executive Committee may take special situations in account and, in consultation with the Treasurer, vote to excuse a member from paying dues.

After consideration of Club expenses and monies available, the amount of dues for the following year shall be proposed by the Treasurer to the Executive Committee for initial approval, prior to approval by the membership at the annual business meeting.
New members elected in March or later shall not be required to pay dues for the current year.

ARTICLE II

Meetings

Section 1. Frequency and Schedule

The Club shall meet once each month on the second Saturday at 2:00 pm from October through April. Meetings may be in-person, virtual or a combination of both (hybrid).

At the October meeting, members shall report briefly on scientific information acquired through summer reading or activities.
The annual business meeting shall be held in April, unless a different schedule is approved by the membership. Election of officers shall be conducted at that meeting.
Guests will be welcome to attend all meetings except the annual business meeting and any Special Club meetings.

Section 2. Recommended Order of Business at Regular Meetings

At regular meetings, the recommended order of business shall include:

approval of minutes of the last monthly meeting;
the President’s update;
reports by the Treasurer and other officers as needed;
old and new business;
brief reports by members of science items/articles;
presentation of scientific papers by one or two members; and
general discussion prior to adjournment.

Section 3. Recommended Order of Business at Business Meetings

At the annual business meeting, the recommended order of business shall include:

approval of minutes of the last monthly meeting;
reports from each elected officer and committee head;
discussion of unfinished business;
elections (with transfer of gavel as appropriate); and
general discussion prior to adjournment.

Section 4. Rules of Procedure

The rules of procedure governing Club meetings are as follows:

One-fourth of the Active membership shall constitute a quorum.
A majority vote of members present shall decide questions before the Club unless the Bylaws specify otherwise.
Robert’s Rules of Order shall govern procedures of the Club in matters not covered by these Bylaws.

Section 5. May Outing

Club members shall decide on an appropriate venue for a Club outing each May. Recommendations for the May outing venue may be made by any member, and a final decision shall be made by majority vote of members present at the discussion. If circumstances warrant, members may vote to move the outing to a different month.

Section 6. Special Club Meetings

Special Club meetings may be called by the Executive Committee or by petition of at least ten members.

ARTICLE III

Officers and Elections

Section 1. General

Five Club officers shall be elected for a two-year term: President, Vice-President; Recording Secretary; Corresponding Secretary; and Treasurer.

The slate of nominees for offices to be filled shall be presented at the annual business meeting by the Nominating Committee. Additional nominations from the floor may be made by any member, preferably with prior notice to the nominees selected by the committee.
A majority vote of the members present shall constitute election. Voting shall be by ballot if there are two or more nominees for an office.
A vacancy occurring in any elected office during the year may be filled by presidential appointment.
Any elected officer may serve additional two-year terms, whether consecutive or not.

Section 2. Common Obligations

All elected officers shall serve on the Executive Committee, and shall prepare an annual report of their activities to be presented at the annual business meeting.

Section 3. President

The President’s duties shall be to conduct meetings; to appoint necessary committees, including the Membership, Program and Nominating Committees; to appoint members to serve as Members-at-Large or to fill other functions as needed (including Webmaster and Zoom hostess); to assign a member to deposit appropriate Club records at the Library of Congress or elsewhere as needed; and, as Chair of the Executive Committee, to have general supervision of all affairs of the Club. The President shall also be a member ex officio of all other committees except the Nominating Committee.

Section 4. Vice-President

The Vice-President’s duties shall be to assume the duties of the President when it becomes necessary. She shall also be responsible for keeping basic biographical information about members, in order to use this information as the basis for Resolutions she shall write in memory of deceased Club members. (After members have approved the draft, such Resolutions will be signed by the President, a copy sent to the deceased member’s family, and another copy maintained in Club records.) The Vice President shall also keep a listing of the Club’s philanthropic donations. Shortly after assuming office, the Vice President shall also review the Club’s Constitution and Bylaws, and inform other members of the Executive Committee if she believes that revisions to those documents may be necessary. (Revisions deemed to be necessary may be drafted by any Club member who may be willing to undertake the task.)

Section 5. Recording Secretary

The Recording Secretary’s duties shall be to keep minutes of all meetings of the Club, which shall include a record of the attendance of members and guests. The Recording Secretary shall provide draft minutes to the Corresponding Secretary for distribution to the membership for correction. The Recording Secretary shall present the final version of minutes for approval by the membership at the next monthly meeting, and send the final version to the member (appointed by the President) responsible for posting the minutes on the Club’s website.

Section 6. Corresponding Secretary

The Corresponding Secretary’s duties shall be to handle general correspondence of the Club; to send notices of meetings to all active members and to other members upon their specific request; to distribute draft minutes to the membership; and to add the words “Annual Dues” to the notice for the April meeting.

Section 7. Treasurer

The Treasurer’s duties shall be to receive dues and other monies; to make authorized disbursements; to propose the amount of yearly dues; to advise the Membership Committee Chair and the Executive Committee of non-payment of dues by any member after a second notice, which might constitute a member’s resignation; and to be ready to report on the Club’s finances when called upon. She should submit her books and bank statements for auditing by a Member-at-Large prior to the annual business meeting.

Section 8. Member(s)-at-Large

In addition to the five elected officers of the Club, the President shall appoint at least one Club member to serve as a Member-at-Large. The duties of the Member(s)-at-Large shall include auditing books and bank statements maintained by the Treasurer, in addition to those additional duties undertaken at the request of the President. Even though appointed rather than elected, Members-at-Large shall be members of the Executive Committee.

Section 9. Co-Officers

Nothing in these Bylaws shall be construed to prevent the election of two members to serve as co-officers as needed and appropriate in any position.

ARTICLE IV

Committees

Section 1: Executive Committee

The Club officers constituting this Committee shall have general supervision of the Club’s activities, establishing (as proposed by the Treasurer and approved by the membership) such annual dues as seem necessary, making decisions related to the operation of the Club, and suggesting philanthropic projects or donations. The duties of the committee also shall include receiving names of prospective members from the Membership Committee Chair and taking action if necessary in accordance with Article I, Section 1 of these Bylaws. The Executive Committee shall meet at least once each year, with that required meeting held sufficiently in advance of the regular October Club meeting to give the committee time to organize Club activities for the coming year.

Section 2: Membership Committee

The Membership Committee shall consist of up to two members appointed by the President for a term of two years. If possible, one committee member should be a new Club member and the other should be an individual who has been a Club member for at least five years. The more experienced member shall serve as the Membership Committee Chair. The duties of the committee shall be to identify and communicate with prospective Club members; to solicit from such individuals the information outlined in Article I; and to submit such information to the Executive Committee. The Membership Chair shall ensure that prospective members are informed of Club requirements and given a copy of the Eistophos Constitution and Bylaws.

Section 3: Program Committee

The Program Committee shall consist of up to two members of the Club appointed by the President for a term of two years. If possible, one member of the committee shall be appointed each year. The duties of the committee shall be to plan the year’s program and to provide that information in a timely way to the member who is preparing and distributing the yearly program booklet.

Section 4: Nominating Committee

The Nominating Committee shall consist of up to three members appointed by the President no later than the March meeting for a term of one year. The duties of the committee shall be to identify members willing to serve as officers and present a slate of nominees for offices to be filled at the business meeting in April. The committee shall also recommend to the President names of members who might be willing to serve on the Nominating Committee in the following year.

ARTICLE V