Westchase Moms Group Inc.

Liability Waiver & Release

Participation of members and all family members in Westchase Moms Group activities are completely voluntary. All members and their family members shall release and hold harmless the Westchase Moms Group and WMG volunteers or representatives,  the providers of any activity or program location from all liability for any accident, illness, or injury that occurs during or as a result of any function or program. All members accept that the final responsibility for their safety and that of their families rests with the member  at all times.

Media Release

All members, by virtue of membership any participation in any activity or program grant permission to Westchase Moms Group to use their images (photographs and video) for use in publications including videos, email blasts, recruiting brochures, newsletters, and magazines to include electronic versions of the same publications or on the Westchase Moms Group, Inc. website, Facebook page, or other electronic forms of media. Members waive any right to inspect or approve the finished photographs or electronic matter that may be used in conjunction with them now or in the future, whether that use is known or unknown to the member, and members waive any right to royalties or other compensation arising from or related to the use of the image. The Westchase Moms Group will make an effort to ask if photos cannot be shared with the WOW magazine, but will not contact members individually to ask this permission. 

Membership Code of Conduct

BEHAVIOR AND CONDUCT GUIDELINES 

The Code of Conduct may be modified as needed by a majority of the members of the Executive Board. All members will be notified of any such changes in a manner of communication predominantly used by WMG.

a) Sickness Policy- Attendance at group functions by members and family members when sick is greatly discouraged. “Sick” is defined as: having a fever, vomiting, diarrhea, any other illness in the previous 24 hours, nasal discharge other than clear, and exposure to ANY communicable disease through the incubation period. It is expected that you will use your best judgment when determining whether it is appropriate to attend an activity. The Westchase Moms Group will follow CDC guidelines when it comes to COVID-19 precautions. Please inform a Board member if your child is diagnosed with an illness and you have recently attended a group activity so we can inform moms with kids who may have been exposed (if suggested by CDC guidelines); 

b) Vaccination Policy- All parents and children who attend any event at a private location (e.g., a member’s home) must be up to date with the standard recommended vaccinations as set forth by the American Academy of Pediatrics or the Centers for Disease Control and Prevention. As it cannot be guaranteed that other members of the public are following a standard immunization schedule, this policy does not apply to events held at public locations. The health of our families is paramount, and exposure to disease is of the greatest concern for infants who are too young to begin an immunization regimen. Though there is still a risk of infection for people who have been vaccinated, the greater risk is to those who have not and are very young.

c) Members are prohibited from selling, advertising or soliciting at any Westchase Moms Group activity or event without explicit permission from the Executive Board. This includes distribution of business cards. Advertising may be done via donation to a club event or Facebook engagement at discretion of the Executive Board. If another member asks you about your products or services, only then may you engage in conversation and no one is expected or pressured to purchase.

d) Food at Events- When your child is having a snack, please try to keep the area clean. If you bring a beverage and snack for your child to events, we ask that you not share your child’s food without checking with the mother of the other child. Some children have strict diets due to religion, health or lifestyle. In the end, you are responsible for your own child/children at the events, so please keep your eyes on them at all times. 

e) Playdate Safety Guidelines- All houses being used for playdates should be child proofed for the youngest child attending, to a reasonable degree. All pets must be kept outside or in another room away from the group, unless everyone present agrees that the animal may roam about freely. All weapons and sharp objects should be kept out of reach of all children. All firearms and ammunition must be secured in a locked location (e.g., a safe). There must be no smoking during playdates. If a playdate is at a home or location with a pool, a pool fence MUST be in place. Remember that at all times you are responsible for the safety of your children. If you are uncomfortable about the safety at ANY event, please voice your concerns to the hostess, Group Leader or a Board member so we can remedy the problem for future activities.

f) Code of Conduct:

1. For the children:

   1. We all need to remember to focus on the behavior and not on the individual.

   2. Parents are responsible for the actions and safety of their children at all times.

   3. Each mother is responsible for her own child’s behavior. We have to remember that there is no right or wrong way of parenting; we are not to judge each other. There are no bad kids, only bad days. Even the best kids with the best moms can have bad days. Please don’t be embarrassed when your child is having a bad day, and please be understanding when another member's child is having a bad day.

   4. AGGRESSIVE BEHAVIORS include, but are not limited to, purposeful and deliberate: hair pulling, hitting, kicking, wrestling (with intent to harm, not just consenting rough play), hitting with objects, scratching, destroying property, bitting, punching, pushing, slapping, screaming, inappropriate language. 

   5. If any of these behaviors occur, the mother should remove her child from the area. After a short bit of time, this child can resume the activity.

   6. If this behavior does not cease, the child and mother must leave for the day.

   7. If the child is consistently having behavioral problems that have warranted removal from several activities (three or more times), the mother may be asked to refrain from attending events until the child’s aggressive or anti-social behavior is under control.

   8. UNACCEPTABLE BEHAVIORS include: biting, spitting at a person, purposely urinating in public (exceptions allowed for potty training children). 

   9. If any of these behaviors occur, that mother and child will leave for the day.

   10. If a child ATTEMPTS any of these behaviors, that child should be removed briefly from the area by their mother.

   11. If another attempt is made then the child and mother will leave for the day.

   12. If three episodes of any of the above behaviors occur, membership may be terminated at the Board’s discretion. Our goal is to be a safe place for our children to play and socialize.

2. For the moms:

   1. The purpose of the Code of Conduct is to establish guidelines for members at all group functions or when interacting with other members. It will allow for the termination of their membership if they violate the guidelines established and set forth herein. The final decision will rest with the Board (by majority vote).

   2. No member shall use obscene or abusive verbal language directed toward any other member of the group, their child/children, or with outsiders while at an event or conducting group business (advertisers, business owners, other people present at public place events, etc…).

   3. No member shall use physical or obscene gestures toward any other member of the group, their children, or with outsiders while at an event or conducting group business (advertisers, business owners, other people present at public place events, etc…).

   4. Members shall refrain from malicious gossip or harassment regarding other members of the group in person, via phone, e-mail, or social media.

   5. All members shall be considerate and respectful of other members and their property.

   6. Members shall not misuse the roster or ANY of its contents (phone numbers, email addresses, street addresses, etc…) for home-based businesses, solicitation, divulging or selling information, etc…

   7. Members are responsible for reimbursing the group for bank service charge fees related to bounced checks or insufficient funds for dues or any other monies they owe the group.

   8. Members shall abide by the Bylaws as set forth by Westchase Moms Group.

g) Actions by the Board- Actions by the Board may be taken against any Member who violates the Code of Conduct. The Board makes the final decision about whether a specific act or behavior is, in fact, a violation of any part of this Code of Conduct. The actions that can be taken include:

1. First Offense – Verbal Warning

2. Second Offense – Written Warning

3. Third Offense – Termination of membership. Her dues will be forfeited.

We hope we never run into situations like those listed, but for our members’ and children’s’ protection, we prefer to have this Code in place.

All actions taken against a member will be the joint decision (by majority vote) of the Board of the Group, not just one officer or one member.

While we know this policy cannot be all encompassing, please note the unanimous decision of the Board can be used to revoke membership or skip steps in the aforementioned process at any time (without warning) given a severe, unforeseen circumstance.  If a member feels she has been unfairly terminated, she should contact a Board member to appeal.

By-Laws

ARTICLE 1. ESTABLISHMENT OF GROUP

SECTION 1. ESTABLISHMENT 

Westchase Moms Group, Inc. was created in 2020, incorporated in the state of Florida and designated as federal-tax exempt 501(c)7.  

SECTION 2. NAME 

The name of this local support group shall be Westchase Moms Group, Inc. The Westchase Moms Group, Inc. will be identified as “The Corporation”, “the group”, “WMG”, “Westchase Moms Group” or the “local support group” throughout these ByLaws. 

SECTION 3. GUIDELINES 

The group and members must agree to abide by the guidelines set forth below. Those guidelines are:  

a) The group shall abide by these Bylaws and shall not change them without majority approval of those members present during an official board meeting of the group.  

b) The local support group shall actively support the purposes and principles set forth in  these Bylaws.  

c) The local support group shall be open to all mothers in the greater Westchase area. 

d) The local support group shall not require dues of its members which are prohibitively  high. In the case of a disagreement as to whether said dues are prohibitively high, the majority decision of the corporation shall carry.  

e) The local support group shall maintain a list of all members,  including addresses and telephone numbers, and any other reports or communications as may be necessary, as decided by the board. 

f) No part of the local support group's activities shall consist of carrying on propaganda,  or otherwise attempting to influence legislation, and the group shall not participate or intervene in any political campaign, including the publishing or distribution of statements, on behalf of  any candidate for public office.  

g) The local support group shall be a nonprofit organization and not organized or  operated for the private gain of any person. It shall not carry on any activities not permitted by  corporations exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue  Code. Should the Westchase Moms Group, Inc. disband or cease its activities, all assets  remaining after the payment of any debts or liabilities must be immediately distributed to a  nonprofit fund, foundation or corporation which meets any applicable regulations, and which has previously established its tax-exempt status under Section 501(c)(3) of the Internal Revenue Code. 

ARTICLE 2. PURPOSE AND PRINCIPLES 

SECTION 1. PURPOSE 

The purpose of this local support group shall be:  

a) To provide a support group for mothers with young or school-aged children;  

b) To provide a forum for topics pertinent to children, child-raising, homemaking, career success, emotional support, local happenings, personal improvement and family;  

c) To engage in activities to enrich the lives of children and mothers in the community;  

d) To undertake and complete at least one charitable, humanitarian or social welfare  project related to children or women each semester.  

SECTION 2. PRINCIPLES 

The principles of the Westchase Moms Group, Inc. shall be:  

a) That women must be free to choose their personal path to fulfillment; whether that be married or unmarried, staying home to raise children, pursuing education, working part-time or full-time, in or out of the home;

b) That there is no one right way to raise children, but that a major reason for the  members to come together is their desire to seek out mothers with a common concern for  raising their children in the best possible and most healthful way. The group and its members will be supportive of each other and our common desire to do what is best for our children;  

ARTICLE 3. MEMBERSHIP 

SECTION 1. MEMBERSHIP 

Membership in the Westchase Moms Group, Inc. is open to any mother in the greater Westchase area. People who are not mothers, but who wish to join, are subject to the approval of a majority of the dues-paid members and Executive Board present at a monthly meeting.  

A member in good standing is defined as one who has paid current dues, or whose  dues have been waived or reduced by the Executive Board, and who has a current liability  waiver on file with the club.  

Only members in good standing may hold office, participate in club activities, meetings,  programs, parties, committees or activity groups, and be eligible to vote.  

Any member who has quit or left the Westchase Moms Group, Inc. or failed to renew  her dues may rejoin as she wishes.

The greater Westchase area refers to zip code 33626. Members outside of this zip code will be considered by the Executive Board. Events, including meal trains, will generally fall within the listed zip codes to keep activities as close to the membership population as possible.

SECTION 2. ASSOCIATE MEMBERSHIPS 

Westchase Moms Group may establish associate memberships for a reduced dues to  apply to special situations. Associate memberships shall be non-voting and may have limited  rights to attend MOMS Club functions.  

At no time may associate memberships be used to segregate the local group for  financial reasons. Any mother qualified for full membership, who desires full membership, but  is unable to meet her financial obligation, may ask for her dues to be waived or reduced by the  Executive Board.  

ARTICLE 4. MEETINGS 

SECTION 1. MEETINGS 

Regular business meetings of the local support group shall be held monthly on a day to

be specified by the Executive Board. Any and all official voting business of the support group shall be conducted at the regular monthly business meetings. No votes by proxy will be accepted. In order to participate in a vote, the member must be present at the meeting during the vote. 

In addition to the regular business meetings, the Executive Board may schedule Playdates, Moms Night Outs or other get-togethers for the membership, but no voting business will be conducted at any time other than at the regularly scheduled monthly business meetings.  

The Executive Board may, however, hold a special business meeting for matters too  imperative to wait for the next business meeting, if all Executive Board members have been notified either by  telephone or mail in advance of the meeting. No motions concerning disbanding the local support group or removing officers may be made or voted on at special business meetings.  

SECTION 2. BOARD SPONSORED EVENTS 

The Westchase Moms Group, Inc. Executive Board agrees to host a minimum of two events per month for the general membership: a Moms Night Out (MNO) event and a child-friendly event. These will be spaced throughout the month. The Executive Board may choose to have additional events of their choosing in any given month, but agrees to a minimum of these listed above. The Executive Board should work together to host these events- setting an appropriate budget and adequately sharing in the planning. The events will be communicated to members via reasonable methods, such as the monthly newsletter (email), Evites (email) and Facebook posts.

SECTION 3. ATTENDANCE OF CHILDREN AT GROUP FUNCTIONS 

Members' children shall be welcome at all functions when accompanied by the member  parent. Attendance by children accompanied by adults other than parents must be approved  in advance by the Executive Board or PlayGroup Leaders and no children accompanied by anyone other than a  member parent may participate in any activity or program without written permission and liability waivers signed by the children's parents.  

Parents are responsible for the actions and safety of their children at all times. The Westchase Moms Group, Inc. is not responsible for the actions or safety of any children at any time.  

Parents may be required to remove disruptive or ill children from meetings or activities.  The final decision of whether a child is disruptive or ill rests with the Executive Board, which  shall use the same criteria for all children. The Executive Board may, if it so wishes, require a  doctor's written statement attesting to the health of any child.  

Nursing of infants and toddlers is perfectly acceptable at any support group function  and shall not be discouraged in any way. 

SECTION 4. NO SMOKING AT MEETINGS 

Because many people, especially infants, children and pregnant women, are sensitive  to cigarette and other smoke, and because of current evidence attesting to the health hazards  of second-hand smoke, no smoking shall be permitted at any meeting or activity.

ARTICLE 5. FISCAL YEAR AND DUES 

SECTION 1. FISCAL YEAR 

The fiscal year of the local support group shall be from August 1 to July 31.  

SECTION 2. DUES 

Dues for new members shall be collected on a yearly basis, with each member paying  the current fee and receiving membership for one year from the date of their joining. Dues for  renewing members shall also be collected on a yearly basis, with each member paying the  current fee and receiving membership for one year from the date their renewal was due.  

SECTION 3. AMOUNT OF DUES 

The dues for the local group shall be set by the Executive Board with the approval of a  majority vote at a regular business meeting. Dues should be reasonable to cover the expenses of the group and should never be set so high as to intentionally exclude any  potential members.  

Executive Board members shall pay discounted dues during their year in office; the discount is determined by the Executive Board. The current discount for Executive Board members is 100%.

Group Leaders shall pay discounted dues during their year(s) of volunteer service; the discount is determined by the Executive Board. The current discount is 50%.

Chair and Committee positions shall pay discounted dues during their year(s) of volunteer service; the discount is determined by the Executive Board. The current discount is 50%.

SCHOOL AGED (Rockfish) GROUP is a specialized group of mothers whose children have all entered grade school and above. This group receives a discounted rate of 50% on dues and will have access to all events in the local group and all subgroups, but no longer part of an active playgroup.

SECTION 4. WAIVING OF DUES 

No mother may be denied membership in the local group because of financial hardship.  If a member cannot meet her financial obligation to the local group, she may ask the Executive  Board for special consideration. The Executive Board should consider each request  individually and should waive or reduce the dues of any member who is unable to meet her  financial obligation.  

If the Executive Board, by a majority vote, decides to waive or reduce the yearly dues of  a member, that member shall be accepted into the group for that year as a member in good  standing, with all the rights and privileges thereof. Information about which members, if any,  have had their dues waived or reduced is confidential to the Executive Board.  

Any criteria used by the Executive Board in determining whether or not a member can  meet her financial obligation must be applied to all members without bias or discrimination. 

SECTION 5. PROSPECTIVE MEMBERS 

Prospective members must submit their application and pay dues before they may participate in activities or playgroups. 

SECTION 6. ROSTER OF MEMBERS 

A roster, consisting of the names, addresses, email and telephone numbers of all members in  good standing shall be prepared and maintained by the Executive Board. Additional information may be included in the roster at the discretion of the Executive Board.  

Only the names of members in good standing may appear in the roster. Group Leaders will have access to the master roster so as to maintain their own PlayGroup rosters. Non-renewing members will be maintained on a separate roster.  

SECTION 7. ADDITIONAL FEES 

The Westchase Moms Group will make efforts to provide free and low-cost event options to all members. However, depending on the events a member chooses to attend, additional activity fees may be incurred. For example, Westchase Moms Group, Inc. may “host” activities such as Moms Night Outs, Family Days at the zoo/aquarium, or playgroup activities at locations that charge fees- these fees are the responsibility of the member attending. Members are encouraged to carpool, share membership benefits and work together to cost-save as desired. Event participation is never required of members and members are welcome to come to the Executive Board when experiencing financial hardships.

ARTICLE 6. OFFICERS 

SECTION 1. OFFICERS 

The elected officers of this support group shall be the President, Administrative Vice  President, Membership Vice President, Secretary and Treasurer.  

SECTION 2. PRESIDENT 

The duties of the President shall be:  

a) To preside at meetings, provide monthly agenda;  

b) To act as liaison with other organizations and the community;  

c) To organize the group's activities with the help of the Administrative Vice  President and the Executive Board;  

d) To communicate with every officer of the organization (each Board Member, Chair, Playgroup Leader, Subgroup Leader) to ensure that the duties of each are completed as needed;

e) To communicate regularly with club members via social media group posts, direct messages, chats, etc. as needed to maintain engagement.

SECTION 3. VICE PRESIDENT 

The duties of the Vice President shall be:  

a) To assist the President in fulfilling her duties of office;  

b) To assume the duties of President when she is not available;  

c) To coordinate Executive Board-approved service projects with the current Philanthropy Chair;

d) To organize, communicate and execute monthly events through the use of social media and online invitations (e.g. Evite);

e) To work directly with Playgroup Leaders and oversee transition of new Playgroup Leaders.

SECTION 4. SECRETARY 

The duties of the Secretary shall be:  

a) To attend all special and Executive Board meetings, take minutes of business at these meetings and to post those minutes in a format available for review by members and the Executive Board (e.g. Facebook post to main group);

b) To communicate with Playgroup Leaders for details of previous months’ events and hosts;

c) To write the monthly World of Westchase (WOW) article highlighting group events for the previous month;

d) To conduct a raffle at monthly board meetings for all the previous months’ event hosts, providing a monetary gift prize to the winner;

e) To coordinate or prepare any correspondence necessary for the support group in  cooperation with the President.

SECTION 5. TREASURER 

The duties of the Treasurer shall be:  

a) To be responsible for all funds of the group, and to deposit all such funds in the name  of the group in such banks, trust companies or other depositories as shall be selected by the Executive Board;  

b) To maintain financial records of the group and to keep those records available for  review by the President, the Executive Board and the local group members;

c) To receive and legally disperse any funds as directed by the Executive Board, and to  give proper reimbursement vouchers and receipts for any transactions;  

d) To prepare and present a financial report to the Executive Board and members of the  group at least once a year, and to prepare any other financial reports as may be required by the Executive Board.

e) To maintain banking and bookkeeping profile information, and ensure addresses, names, phone numbers, addresses and debit cards are updated every year as a new Board enters; 

f) To maintain bookkeeping and dues-collecting software licenses (e.g. Paypal, QuickBooks, web hosting);

g) To file any necessary tax forms, provide records in accordance with local, state and federal law; 

SECTION 6. MEMBERSHIP COORDINATOR

The duties of the Membership Coordinator shall be:  

a) To promote membership in the group;  

b) To publicize the group in the community, and to coordinate such publicity with the  President who is the group's liaison with the community;  

c) To assist the Treasurer in the collecting of new member dues;  

d) To answer potential and new member questions, actively monitor email and respond in timely manner; 

f) To coordinate hospitality at the meetings.  

g) To process membership renewals monthly:

1. Contacting members up for renewal at the beginning of the month by posting and tagging these members on social media and/or email; 

2. Contacting Playgroup Leaders mid-month to provide a list of members up for renewal, as Playgroup Leaders to reach out to these members; 

3. As renewals occur, communicate Playgroup Leaders

4. Send follow-up list of non-renewing members to Playgroup Leaders and Executive Board at end of the month, so that non-renewing members may be removed from group through all channels necessary;

5. Update roster to reflect non-renewing members.

SECTION 7. TERMS OF OFFICE 

The term of each Executive Board office shall run for one year, concurrent with the fiscal year. Executive Board leadership is suggested to be limited to one full term (year) per member. If a position is unable to be filled, a member who has previously served in a board position may take the seat, but only if all other options have been exhausted. 

If an Executive Board officer resigns or is removed (see Article 11), the new officer selected to fill the open position will be eligible to complete their partial-term and serve a full-term in a board position if they so desire (same or other position).

ARTICLE 7. EXECUTIVE BOARD 

SECTION 1. EXECUTIVE BOARD 

The governing body shall be the Executive Board, consisting of the elected officers.  

The Executive Board shall meet monthly and as needed on the call of the President.  

Three officers shall constitute an Executive Board quorum, with the following exception:  if for any reason there are vacancies in two or more of the offices, then a quorum shall be a  majority of however many offices are currently filled.  

SECTION 2. DUTIES OF THE EXECUTIVE BOARD 

The Executive Board shall coordinate the activities of the group. Any program, activity or expenditure of the local group must be first reviewed by the Executive Board which will, by a majority vote, either decline or accept the program, activity or expenditure. In some cases, the Executive Board may forward the program, activity or expenditure to the membership as a whole for consideration. Any program, activity or expenditure accepted by the Executive Board for forwarding to the membership as a whole shall be taken to the membership for voting at the next regular business meeting.  

SECTION 3. AUTHORITY 

The Executive Board has the authority to speak for the Westchase Moms Group, Inc. At no time may any other group member represent itself as authorized to act for the Westchase Moms Group, and may not pledge the corporation's credit or render the corporation liable  monetarily or in any other capacity in any amount or for any purpose. 

ARTICLE 8. COMMITTEES 

SECTION 1. COMMITTEES 

The President may form any committees which she finds necessary to direct the  various functions of the group in the fulfillment of its purpose and shall appoint the  chairpersons with the approval of the Executive Board. Committee members may be  appointed by the chairpersons with the approval of the Executive Board.  

The work of the committees shall be planned and presented to the Executive Board for  approval before any action is taken.  

The President is a member of any and all committees.  

The President may remove any committee chairperson from their post with the approval  of the Executive Board. Committee members may be removed by the chairpersons with the  approval of the Executive Board.  

ARTICLE 9. PLAYGROUPS 

SECTION 1. PLAYGROUPS 

A Playgroup is defined as members joined together based on their children’s birthdays. 

Children will be placed in a playgroup based on the child’s school-year age. Children are grouped together starting with the oldest being born in September, so the children and mothers can build friendships that will carry on when they begin school.

Each playgroup will strive to have a minimum of two events per month, consisting of but not limited to playdates/Moms Night Outs/Family Days that are put together by the group leaders or playgroup members, and can take place at that member’s home, a park, restaurant, museum, etc. The playgroup events will be communicated to members via reasonable means, such as Evites and Facebook posts.

Activity Groups may not contradict the Bylaws of Westchase Moms Group, Inc, the  Group Leader instructions provided by WMG, or all applicable law.  

SECTION 2. PLAYGROUP LEADERS 

Each playgroup will have no more than two designated leaders (“Group Leader”) who are responsible for overseeing the playgroup. 

Group Leaders will ensure a minimum of two events per playgroup are held per month. The Group Leaders will host events themselves, seek volunteers among the group, or combine events with other playgroups.They communicate with the Executive Board if there are any difficulties meeting this goal. Group Leaders should try to balance Moms-only events and child-friendly events.

Group Leaders will send out the Evites for each playdate, act as Administrator of the playgroup Facebook group and chat and maintain the playgroup rosters. Group Leader instructions are provided to each playgroup and serve as the source of truth for updated Group Leader responsibilities. 

Playgroups have an annual budget that is determined by the Executive Board. Activity Groups must submit their plans to the Executive Board for approval before action is taken.  Group Leaders are responsible for adhering to the playgroup’s annual budget and must submit expense reports to the Executive Board for expense reimbursement. Amounts spent above and beyond the playgroup’s budget are not guaranteed to be reimbursed. Remaining funds not spent during the fiscal year will not be carried over, unless specific approval is presented to and approved by the Executive Board. 

Group Leaders do not have term limits and are welcome to serve as long as they wish. The Group Leader is asked to communicate with the Executive Board if they wish to step down; the Group Leader will not choose their own successor without approval from the Executive Board.

Group Leaders may be replaced by the Executive Board pursuant to Article 11, Section 2.

ARTICLE 10. NOMINATING COMMITTEE AND ELECTIONS 

SECTION 1. NOMINATIONS 

A call for members who wish to run for election of any officer's post shall be announced around Winter/Spring and members who are interested in board or chair positions will be invited to participate in the next Executive Board meeting. The current Executive Board shall consider all members who  express an interest in running for election, but shall not be limited to those members when  preparing the slate of officers.  

SECTION 2. ELECTIONS 

The current Executive Board shall present a slate of officers at the May business  meeting. The slate of officers shall consist of at least one candidate for each office. After the  slate has been presented, additional nominations may be made. If multiple candidates are interested in each position, the Executive Board reserves the right to hold a closed vote.

ARTICLE 11. VACANCIES ON EXECUTIVE BOARD 

SECTION 1. VACANCIES 

Vacancies on the Executive Board shall exist on the death, resignation or removal of  any officer.  

A vacancy in any office shall be filled by a majority vote of the Executive Board, with the  following exceptions: (a) if there is a vacancy in the office of President, that post shall be filled  automatically by the Vice President; and (b) if there are vacancies in all the offices, then the Playgroup leaders shall either appoint the officers or shall run an election at the group's monthly meeting.  

SECTION 2. REMOVAL OF OFFICERS - EXECUTIVE BOARD, PLAYGROUP OR SUBGROUP LEADERS

Officers may be removed from office only for cause. Valid reasons for removal shall be:  

a) The officer has been declared of unsound mind by a final order of court or has been  convicted of a felony;  

b) The officer has failed to uphold the Bylaws;  

c) The officer has failed to perform her duties of office.  

In the case of reasons "a" or "b," the Executive Board shall declare the office vacant. Filling the vacant office shall follow the procedure outlined in  Section 1 of this Article.  

In the case of reason "c," the group shall use the following procedure for  removal of the officer in question:  

1) A proposal to remove an officer for failure to perform her duties of office may  be brought before the Executive Board by any member in good standing. The proposal shall be considered by the Executive Board and either approved, declined, or declined with feedback to the officer in question. the officer is not present at the Executive Board  meeting, she shall be notified immediately of the charges and impending motion for removal.  If for any reason she cannot be notified, the following steps shall be delayed until she is so  notified. Notification shall be considered to have occurred if either (1) the officer has been told  of the charges by telephone at least five days before the business meeting, or if (2) a letter  detailing the charges has been mailed to the last known address of the officer at least ten days  before the business meeting;  

2) At the business meeting, the proposed motion to remove the officer in  question shall be announced to the membership, with a specific list of the incidents in which  she allegedly failed to perform her duties of office. No vote or discussion of the motion shall  be made at this meeting, but an announcement shall be made that a discussion and vote on  the motion shall be conducted at the next business meeting.  

3) At the next month's business meeting, the motion to remove the officer in  question shall be presented and debated according to Robert's Rules of Order Revised. The  motion and its specific list of incidents must not be changed from that presented to the  membership at the previous meeting or the process of removal must begin again at Step 1.  Voting shall be conducted by secret ballot and shall require a three-fourths vote of the  members in good standing present at the meeting to pass. No absentee or proxy votes shall  be allowed. 

If the Executive Board refuses to consider a proposal of removal for an officer for  failure to perform her duties of office, or if the Board decides not to present the motion to the  membership, a petition containing the names of fifty percent of the total membership in good  standing presented at a business meeting shall require that the Executive Board immediately  continue the procedure for removal of the officer.  

SECTION 3. REMOVAL OF APPOINTED POSITIONS 

Any appointments made by the Executive Board may be removed by a majority vote of  the Executive Board.  

ARTICLE 12. AFFILIATIONS AND PROGRAMS 

SECTION 1. AFFILIATIONS 

This support group is not affiliated with any groups, parties, clubs, organizations, etc. The Westchase Moms Group, Inc. operates independently.  

SECTION 2. PROGRAMS 

No outside organization may participate in any support group program or activity unless  approved in advance by the Executive Board and a majority of the members in good standing  present at a regular business meeting.  

ARTICLE 14. AMENDMENTS 

SECTION 1. AMENDMENTS

Amendments may be made to these Bylaws by future Executive Boards. The Executive Board will bring amendments to a vote by active members if deemed necessary.

Refund Policy

Our memberships automatically renew annually from the date you submit your application. By clicking "Buy Now", you authorize the charge to your selected payment method on your annual renewal date. You will receive email reminders before your subscription renewal is processed.  Your subscription continues until canceled. You can cancel at any time via the Membership Dashboard in Your Account, or contact us a month prior to your renewal to assist in cancellingyour membership
If you fail to cancel prior to your automatic renewal date, we will offer a refund within 30 days of the charge. Refunds requested more than 30 days after the charge will be considered on a case by case basis. Westchase Moms Group, Inc. does reserve the right to deduct the incurred credit card processing fees by retaining this portion of your refund.