Constitution & Bylaws

The Concord Senior Citizens Club bylaws and constitution provide the guidelines for the organization and operation of our club in Concord, California. These documents outline our mission, membership, leadership, meetings, elections, and other policies that help the Concord Senior Citizens Club serve local seniors and our community.

Mission Statement

The mission of the Concord Senior Citizens Club is to improve the lifestyles of the members of the Concord Senior Citizens Club by offering programs to support their social, mental, and physical wellbeing. The resources and facilities necessary for these diverse activities are enhanced through close cooperation with the City of Concord, senior citizens and other appropriate agencies and non-profit organizations. Ongoing community outreach programs are the basic cornerstone of our operations. The functions, services, and activities of the Concord Senior Citizens Club (CSC Club) will be aggressively and creatively marketed continually so that no senior is left out. The Club encourages all seniors to maintain their independence and to participate fully in community programs and activities.

Vision Statement

The members of the Concord Senior Citizens Club shall strive to provide a warm, happy and stimulating environment, which is rich with diverse activities that have widespread appeal for all community seniors. The CSC Club will have an active community outreach program benefiting both seniors and charitable non-profit organizations.

This will be done by developing and maintaining an enthusiastic, positive atmosphere that promotes community service, continual learning, teamwork, individual recognition, and open communications.

As a CSC Club we will endeavor to fully utilize all members’ talents and actively recruit new members to help build a truly enjoyable CSC Club – a home away from home.

Article I – Name

Section 1. The name of this organization shall be the Concord Senior Citizens Club, Inc.

Article II – Purpose

Section 2. The purpose of this corporation shall be to comply with the Articles of Incorporation sealed on August 16, 1984 by the Secretary of State. This organization will provide and promote opportunities for social, cultural, physical, mental and entertainment activities for persons 50 years of age and older.

Article III – Members

Section 3.01. The CSC Club shall have one class of members only.

Section 3.02. Any person 50 years of age or over with a desire to promote and foster the aims and objectives set forth in this Constitution & Bylaws are qualified to become a member of the CSC Club. CSC Club members should be aware of and understand the Mission and Vision Statements and abide by the Bylaws.

Section 3.03. Membership in the CSC Club shall be obtained by paying the annual membership dues of the current year. Executive Board shall set the amount of the dues. Membership should be renewed by January 31st of current year.

Article IV – Officers

Section 4.01. There are seven elected Officers for the Club. They include: President, Executive Vice President, Chief Financial Officer, Executive Secretary, Director of Operations, Director of Marketing, and Director of Volunteers. They shall constitute the Executive Governing Board. (Called the Executive Board or the Board.)

Section 4.02. Appointed Officers shall be Office Manager and Treasurer. They shall be non-voting Board members.

Section 4.03. Duties of the Officers: In addition to the general duties described below, the Officers shall have duties as prescribed in the CSCC Position Description Manual.

President: The President shall be the Chief Executive Officer (CEO) of the CSCC. The President shall have, subject to the direction of the Executive Board, general supervision, direction of the business, and general affairs of CSCC, including acting as Chief Liaison with the City of Concord, other agencies, businesses, and organizations. The President shall preside at all meetings and is an ex-officio member of all committees, and shall have the general powers and duties of management vested in the Office of the President as prescribed in the Bylaws, by the Executive Board or in the Standing Rules. Elected in the even numbered years. The President is a Board Member.

Executive Vice-President: The Executive Vice President shall assist the President in the discharge of duties of the office. Shall act as liaison between the CSC Club and other organizations, committees, and clubs. In the absence of the President, the Executive Vice President shall perform all duties of the President and when so acting shall have all the powers of and be subject to all restrictions upon the President. Perform such other duties as may be designated by the President, the Executive Board, or the Standing Rules. Elected in the even numbered years. The Executive Vice President is a Board Member.

Chief Financial Officer: The Chief Financial Officer (CFO) shall supervise the CSC Club financial operations, accounting, and reporting. Direct the preparation of CSC Club budgets. Perform such other duties as assigned by the President, the Board, or the Standing Rules. Elected in the odd numbered years. The Chief Financial Officer is a Board Member.

Executive Secretary: The Executive Secretary shall be custodian of the CSC Club records and the taking and reporting of minutes of all Board and Membership meetings. Perform such other duties as assigned by the President, the Board, or the Standing Rules. Elected in the even numbered years. The Executive Secretary is a Board Member.

Director of Operations: The Director of Operations shall manage the activities, programs and services of the CSC Club. Perform such other duties as assigned by the President, the Board, or the Standing Rules. Elected in even numbered years. The Director of Operations is a Board member.

Director of Marketing: The Director of Marketing shall handle publicity and promotion of the CSC Club. This is an ongoing job that uses all forms of media, print (newspaper, newsletters, flyers), video, radio, television, public workshops, forums and conferences. Oversees preparation and distribution of materials to promote the CSC Club. Perform such other duties as assigned by the President, the Board, or the Standing Rules. Elected in odd numbered years. The Director of Marketing is a Board member.

Director of Volunteers: The Director of Volunteers shall oversee development and recognition regularly of Volunteer Activity. Perform such other duties as assigned by the President, the Board, or the Standing Rules. Elected in odd numbered years. The Director of Volunteers is a Board member.

Section 4.04. All Officers shall be elected for a term of two (2) years. The following term limits apply. No elected or appointed officer may serve more than five (5) consecutive years nor more than two (2) consecutive terms in a given office.

Section 4.05. Each elected Officer shall be a member in good standing one full year prior to election and shall maintain current membership during the term of office.

Section 4.06. An employee of the City of Concord or an Agency with a City Contract or Contract with the CSC Club may not serve as an elected or appointed Officer of the CSC Club.

Section 4.07. Officers of the CSC Club shall serve without compensation except that they shall be reimbursed for actual expenses incurred on behalf of the CSC Club and authorized by the Executive Board.

Section 4.08. An Officer of the Board may not hold more than one office on the Board.

Article V – Nominations, Elections, Voting

Section 5.01. A Nominating Team composed of five (5) CSC Club members, two (2) of whom shall be appointed by the President and three (3) shall be elected from the membership at the regular meeting held during March of each year. In the event there is an insufficient number elected from the floor, the President shall appoint additional Team members to bring the total to five (5). The Nominating Team shall elect its own Captain. No husband-wife team is allowed to serve together on this Nominating Team.

Section 5.02. Prior to the May Membership Meeting each year, at a special meeting called each year on the 3rd Monday in April, the Nominating Team shall prepare a slate of candidates for each office to be presented at the April Special Membership Meeting. The Team Captain shall verify that each potential candidate has consented in writing to accept and is qualified to be an Officer if elected and will serve in the office to which elected.

Section 5.03. Nominations from the floor may be made at the Special Membership Meeting on the 3rd Monday in April each year.

Section 5.04. Names of candidates placed in nomination shall be posted on the Official Club Bulletin Board following the April Special Membership Meeting each year.

Section 5.05. Election shall be held in June of each year. The membership shall be given notice in the Newsletter of the selected day.

Section 5.06. Voting upon the nominated candidates shall be by secret ballot conducted in accordance with the voting procedure prescribed in the standing rules adopted by the Club.

Section 5.07. The President shall appoint (3) members to serve as the Election Board as tallies. Husband and wife cannot serve jointly on this Election Board Team.

Section 5.08. It shall be the duty of the Election Board to receive all ballots, count and tabulate and report the results to the Executive Secretary. Upon receiving the tabulation from the Election Board, the Executive Secretary shall direct the results to be posted on Club Bulletin Boards at the Center.

Section 5.09. Candidates for elected officer positions shall be elected by the membership. The candidate receiving the highest number of votes for the office for which he/she is running shall be considered elected. In case of a tie vote for any office, a runoff election shall be held within thirty (30) days. When there is no contest, the Executive Secretary shall be instructed to cast a unanimous ballot for the unopposed candidate for that office. Newly elected officers will take office upon installation.

Article VI – Executive Governing Board – Executive Board

Section 6.01. The Executive Board shall consist of seven (7) elected Officers listed in Section 4.01 and two (2) appointed Officers listed in Section 4.02. All Officers should be bondable.

Section 6.02. A vacancy on the Executive Board shall be filled by appointment by the President with Board approval for the remainder of term if for a period of less than 18 months. If the unexpired term exceeds 18 months, it shall be confirmed by a majority vote of members attending the next regularly scheduled Membership Meeting (Section 9.02 and 9.03). If confirmation is denied, then a new appointment shall be submitted for confirmation at the next Membership Meeting. Any appointments to unexpired terms shall not constitute a term of office as defined in Section 4.04.

Section 6.03. Executive Board Members are expected to attend all Executive Board Meetings and Membership Meetings. Three (3) consecutive unexcused absences during a term of office shall result in the position being vacated. The vacancy shall be filled as provided in Section 6.02.

Section 6.04. Executive Board Meetings shall be held each month at the day, time and place established by the presiding Officer.

Section 6.05. Special and/or Emergency Board Meetings may be called by the President or in the absence of the President, by the Executive Vice-President, for an urgent matter that cannot wait for the next regularly scheduled Board Meeting. The agenda of the special meeting will be restricted to only the matter for which the meeting was called, and, if it is highly confidential, such as a personal matter, the meeting may be closed to the membership. Notice of Special/Emergency and Regular Executive Board Meetings may be given by telephone or email to the Officers of the Executive Board by the Officer calling such meetings.

Section 6.06. The Executive Board shall perform all the duties imposed on it individually or collectively by this Constitution & Bylaws or by Law, shall exercise the powers of the Club, control its property and conduct its affairs, as provided by this Constitution & Bylaws or by Law. Any actions taken by the Executive Board shall be by majority vote. All votes must be in person. Absentee, proxy, mail, e-mail, or phone votes are not allowed.

Section 6.07. No member of the Executive Board shall be held personally liable for the debts, liabilities, or other obligations of the Club.

Section 6.08. Except as otherwise provided in this Constitution & Bylaws, the Executive Board may by resolution, and recorded in the minutes, authorize any Officer or agent of the CSC Club to enter into contract, or execute and deliver any instrument in the name of an Officer on behalf of the CSC Club. Such authority may be general or confined to a specific instance or subject. Unless so authorized by this Constitution & Bylaws, no Officer or agent shall have the authority to bind the CSC Club by any contract or engagement or to pledge its credit or to render the CSC Club liable particularly for any purpose or amount.

Section 6.09. Except as specifically determined by Resolution or the Executive Board, or as required by law, orders for payment of money or other evidence of indebtedness of the CSC Club must be authorized by the Executive Board and recorded in the minutes of the meeting. Exceptions to this rule are normal operating expenses.

Section 6.10. The Executive Board shall maintain a complete record of all their business transactions, their minutes and acts, and proceedings of their meetings.

Section 6.11. The Executive Board shall originate or approve of all teams, committees and activities of the CSC Club and shall define the function of the team, committee or activity in enough detail so the team, committee or activity can perform its duties.

Section 6.12. The Executive Board shall define the Standing Rules to supplement these Bylaws and review the Standing Rules annually to see that the Standing Rules are appropriate for conducting the business of the Club.

Article VII – Committees/Activities

Section 7.01. All committees shall be originated or approved by the Executive Board as deemed necessary to conduct the business of the Club.

Section 7.02. All committees shall have a chairperson to be reviewed and approved by Executive Board. Chairpersons shall be responsible for developing written policies and procedures for that committee, with the help of the Executive Board. Each committee shall have such and such additional members as deemed necessary to handle the committee’s duties.

Section 7.03. The President shall appoint chairpersons to all new committees and activities of CSC Club deemed necessary or appropriate by the Executive Board.

Section 7.04. Chairpersons and Activity Leaders must be members of the Concord Senior Citizens Club. Chairpersons & Activity Leaders of approved activities shall be elected by the members of the activity. Chairpersons and Activity Leaders are expected to attend all Membership Meetings and Activity Leaders Meetings or send a designated representative. Chairpersons shall operate under direction/guidance of the Executive Board. Chairpersons and Activity Leaders intending to vacate the role of chair or activity leader should submit a resignation letter to the Executive Board.

Section 7.05. Co-Chairpersons shall be appointed by the Chairperson. The Executive Board may remove Chairpersons, Activity Leaders or committee members for “good cause” as defined in Section 12.04.

Article VIII – Funds

Section 8.01. All monies collected by the Club, committee or activity of the CSC Club belong to the CSC Club and shall be promptly deposited into designated CSC Club account to be administered solely by the Executive Board.

Section 8.02. The Executive Board in November shall establish a calendar of activities and set a budget for the activities, fund raisers and events from January 1 through December 31 of the following year.

Section 8.03. The Club may accept charitable contributions, gifts, donations or bequests for the general purpose or for any special purpose or activity of the Club.

Section 8.04. All monies collected by the Club, committee, or activity of the Club shall be accounted for and recorded on separate ledger sheets for each activity, committee and event.

Section 8.05. All checks shall require two (2) signatures and may be signed by the Executive Board members.

Article IX – Meetings

Section 9.01. The Membership Meeting of the CSCC members shall be held at the Senior Center, 2727 Parkside Circle, Concord, or such place as may be designated by the Executive Board.

Section 9.02. Membership Meetings shall be held on the third Monday of every other month. Meetings will be held in January, March, May, July, September and November.

Section 9.03. If a meeting falls on a legal holiday, a new time and place shall be designated by the Executive Board and a notice given prior to such meeting, on the bulletin boards or announced in the Monthly Newsletter.

Section 9.04. Special Meetings of the membership may be called by the President or in the absence or inability of the President, by the Vice-President. Only such business as is stated in the call for such meeting shall be transacted. Notice shall be given to the membership not later than thirty (30) days prior to the date of the meeting.

Section 9.05. All regular Membership Meetings must have a majority of the Executive Board present in order to conduct the regular business.

Section 9.06. Voting on issues and motions at the Membership Meetings shall be by hand count, except when a call is made for a secret ballot. The Presiding Officer shall honor such call and proceed with a secret ballot. A simple majority vote of those attending shall be required to pass any issue presented, except amendments to the Bylaws which require a two-thirds (2/3) vote of the members present.

Section 9.07. The following agenda shall be followed at all regular Monthly Membership Meetings:

1. Call to Order
2. Pledge of Allegiance to the Flag
3. Welcome New Members and Visitors
4. Roll Call of Officers
5. Reading of the Minutes of previous meetings
6. Approval of Minutes
7. Treasurer’s Report
8. Unfinished Business
9. New Business
10. Activity Leader’s Reports
11. CSCC Members Comments
12. City Staff Report
13. Other Reports, Comments
14. Adjourn

Article X – Club Records and Reports

Section 10.01. The Club shall keep a record of the minutes of the Executive Board and Membership Meetings, together with all Club Business Records at the Concord Senior Citizens Center or off site storage.

Section 10.02. Club records shall be available for inspection upon request by any current member during regular business hours, with a designated Officer present.

Section 10.03. The Club shall keep, or cause to be kept and maintained, adequate and correct accounts of its properties and business transactions, including accounts of its assets, liabilities, receipts, disbursements, gains and losses. Such accounts shall be audited annually in April, by a Certified Public Accountant.

Article XI – Standing Rules

Section 11.01. The Standing Rules shall define the administrative details required for the operation of the Club and the various activities of the Club.

Article XII – Rights on Termination of Membership

Section 12.01. All rights of a member of the Club shall cease on his or her death, resignation or expulsion. Membership shall not be transferable or assigned. Membership must be renewed each year.

Section 12.02. A member may be suspended for any period as the membership deems appropriate, or expelled from the Club for “good cause,” provided the member is given reasonable written notice of the proceedings against him or her and given an opportunity to be heard in his or her own defense.

1. After the first incident – a conference should be held discussing the inappropriate behavior/behaviors with a warning issued or counseling provided.
2. A log must first be kept outlining the person’s inappropriate or disruptive behavior providing it continues to be demonstrated over a period of time.

Section 12.03. Suspension or Expulsion proceedings shall be conducted and held before the Executive Board. All such proceedings shall require that the member shall be given:

1. Reasonable written notice of the proceedings against them.
2. An opportunity to be heard in their own defense.
3. A timely hearing before the Executive Board and a vote of the majority providing a quorum is present.

The decision of the Executive Board regarding such suspension or expulsion may be appealed by the accused to the membership at the next Regular Membership Meeting. The majority vote of members present at this Membership Meeting may overrule the Executive Board decision.

Section 12.04. “Good cause” as used herein is defined as when a member has failed and continues to fail to abide by this Constitution & Bylaws and the policies or standing rules as set forth by the membership, or commits or causes to commit acts and/or disruptive behavior, which are prejudicial to the purposes of the Club.

Article XIII – Amendments

Section 13.01. The Club can amend, change or repeal any portion of the Constitution and Bylaws.

Section 13.02. Proposed amendment(s) or repeal of any portion(s) of this Constitution & Bylaws or any provision shall first be submitted to the Executive Board at an Executive Board Meeting for review and approval by a two-thirds (2/3) vote of Board Members present.

Section 13.03. After approval by the Executive Board, the proposed amendment(s) shall be read at the next Membership Meeting, after which the Executive Secretary shall post the proposed Amendment(s) or changes on the Club Bulletin Board for at least thirty (30) days prior to the Membership Meeting, at which the amendment(s) or changes are to be voted upon.

Section 13.04. A favorable vote of two-thirds (2/3) majority of the members present, at a regular or special meeting, shall be required to approve any amendment or changes to this Constitution & Bylaws.

Section 13.05. Amendment(s) or repeal(s) to this Constitution & Bylaws shall become effective thirty (30) days after approval by the Membership.

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Revised: Approved by members March 29, 2012 – Effective April 28, 2012
Previous Revisions: May 2010, November 2009, September 2004, February 2003, December 2001, October & March 2000, September 1999, & September 1998