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Please read our bylaws before beginning the enrollment process.

Once you have read the bylaws, please complete the New Member process:

Our group operates 100% on Facebook! You will find all of our events posted in our private group and you can join any subgroups you may be interested in from there. Be sure to answer all the questions on Facebook so that we can process your membership request as quickly as possible.

Iron Horse Mothers Club Bylaws

*Please note that when applying for membership you are agreeing to participate in our Showers of Love program. This means that you must provide a meal or a small care package for a mom with a new baby once during your membership.

Name of Club

The name of the club shall be the Iron Horse Mothers Club (referred to hereafter as the “IHMC” or “Club”).

Purpose 

The IHMC is organized for the purpose of providing mothers of children from late pregnancy (3rd trimester) through age five with a social, educational and recreational resource in the local communities of San Ramon, Alamo, Danville, Dublin and Pleasanton, California. IHMC creates opportunities to explore the nature of parenthood and to enjoy the process as we live through it. All activities sponsored by the Club are done within the realm of this purpose and are not for profit; the club’s status is 501(c) (7). This organization does not contemplate pecuniary gain or profit from the members thereof and is organized for nonprofit purposes. Membership within the IHMC is open to anyone with a child or children age five and under without regard to race, creed, color or religion. There is no class structure to membership. All members pay the same dues and maintain the same level of status in the Club. Any member in good standing is eligible to vote and/or hold an office pursuant to the rules laid out in this document. Consistent with the goals, and character of the Club, the IHMC limits its membership to mothers living within the community and surrounding areas. While families are welcome to attend IHMC activities, the main focus is on mothers and women’s family issues.

 How the Club Works

We are a member-led social and support group for mothers of children from late pregnancy (3rd trimester) through age five. Every member will be encouraged to volunteer, participate, and share her ideas and talents.  All announcements are made and activities are organized via IHMC’s Facebook pages, which members are added to upon compliance with all Requirements in these bylaws and administrative approval. The Steering Committee oversees all IHMC activities (see Steering Committee section below).  

The Club is not intended to be political, partisan, or sectarian. However, as part of a larger community, the group may provide a forum to openly and fairly discuss current issues and concerns of parents and children, with the Steering Committee’s approval. 

Dues

  • The IHMC will derive the majority of its financial support through annual dues.
  • Dues are $60.00 per year, which is due on January 1st of each year. New member dues will be prorated if a member joins in the middle of the fiscal year.
  • Beginning in October of each year, member dues will include the prorated amount for the rest of the year and dues for the following year. 
  • Dues must be paid by online payment.
  • Dues may be adjusted annually. Any change in the amount of dues must be approved by the Steering Committee. Increases of less than 20% do not need a bylaw amendment vote. See below for Bylaws Amendment Procedure..
  • Dues must be current in order to remain an active member of the Club and participate in any Club function.
  • Payment of dues acknowledges acceptance of current bylaws.

Requirements

  • IHMC requires that all members treat each other with honesty and respect. If the Co-Directors receive complaints regarding a member misrepresenting themselves, harassing other members, or acting in a disrespectful manner (whether in-person, in writing, or through the IHMC Facebook page), the Co-Directors and or Steering Committee reserve the right to revoke that person’s membership.  IHMC is not responsible for mediating disagreements between members, 
  1. Members of the Iron Horse Mothers Club must live in San Ramon, Danville, Alamo, Pleasanton or Dublin. Most club activities are centered in the Tri-Valley area.
    1. If an active member moves to a location outside of the required membership area, their membership status will remain active as long as the member’s dues stay current and the member is in compliance with all other requirements.
  2. While membership is available to any mother in the above-described areas, the Club focuses its activities and programs on mothers in late pregnancy (3rd trimester) and children between the ages of birth through five  years.
    1. Membership status will remain active until all of the member’s children pass the age of five.  The member’s status will remain active through the remainder of that fiscal year.  
  3. Members must pay non-refundable dues via PayPal or Zelle. Members will immediately lose access to IHMC’s Facebook pages upon expiration of membership.
  4. IHMC prohibits the purchase of alcohol using IHMC funds.
  5. Members must commit to delivering one meal or care package per membership to a member mother with a newborn baby. Please see “Showers of Love” subsection for details.
  6. All members must verify their identity with a government-issued ID when joining the club.
  7. All members are required to comply with the General Courtesies set forth below and all other provisions of these bylaws.  Failure to comply is grounds for revocation of membership.
  8. All members are required to complete the new member information questionnaire available on Facebook. 
  9. Upon compliance with all of the aforementioned requirements and administrative approval, a member is added to the IHMC Facebook group.  
  10. Ultimately membership approval is at the discretion of the steering committee.

General Courtesies

  • Guidelines for dads, older siblings and caregivers:
    • Families and older children can participate in Club activities, but it is the families’ responsibility to use discretion to ensure that the presence of older children in no way detracts from the ability of the younger children to freely enjoy IHMC activities. IHMC activities are geared toward children from birth to age five. It is the member’s responsibility to adhere to IHMC’s guidelines.
  • Parents or caregivers are responsible for the well-being, safety, and behavior of their children and guests when attending playgroup and social functions.
  • Do not attend playgroup or functions when you or your child is ill. Help and encourage your children to pick up toys when playgroup is over.
  • In the spirit of support and cooperation, damaging or derogatory remarks about fellow members or any aspects of IHMC will not be tolerated. Inability to openly accept differences among the membership can result in a revocation of the offending party’s membership.
  • While the club is not responsible for mediating disagreements between members we do require that all members treat each other with honesty and respect. 
  • If the Co-Directors receive complaints regarding a member misrepresenting themselves, harassing other members, or acting in a disrespectful manner, the Co-Directors and or Steering Committee reserve the right to revoke that person’s membership.
  • If you are unable to attend a function you previously committed to attend, please change your RSVP on the Facebook event page.  For events that require advance payment, refunds are not available. In the event the club cancels the event, refunds will be made.
  • Members wanting to promote their own businesses or services are required to join the IHMC Moms in Business subgroup. Any self promotion will be approved by that group. Any unapproved self-promotion will be removed and repeated violations are grounds for revocation of membership.
  • Sponsorship and advertising opportunities are available and must be approved by the Co-Directors. 
  • Members are not permitted to use the “Iron Horse Mothers Club” name as an endorsement for their product or service. 
  • The member roster, available through Facebook, is for member use only. The roster is not intended to be used as a commercial mailing list, email list, or phone list for members or outside organizations.

Termination

  • Voluntary Termination

A member may voluntarily terminate membership by notifying the Co-Directors.   Dues are non-refundable.

  • Involuntary Suspension and Termination

The Steering Committee or Co-Directors may request immediate suspension or termination of a person’s membership for violations of any provision of these bylaws. Complaints about any member’s behavior brought to the Steering Committee or Co-Directors will be reviewed and may result in immediate suspension or termination.  If a member is suspended or terminated, the member will be notified in writing. If a membership is suspended or terminated, dues are not refundable.

Guests

Guests are welcome to attend public events. Guests are also able to attend one IHMC members-only event provided they are with a member or have prior approval by a co-director. If the event is at a private residence, the guest must also have the host’s prior approval. Members are responsible for informing guests of fees, contributions, club rules and personal responsibilities. 

New Baby Supports

Having a new baby is exciting, but can also feel isolating. IHMC has created two different supports to help with this transition into motherhood or with the addition of siblings: Showers of Love and a New Baby Support Group.

Showers of Love: Our goal is to establish a connection between a mom with a new mommy and a volunteer member based on location with the hope of forming a supporting friendship/mentorship to help with the isolation caused by having a newborn as well as the isolation created from COVID restrictions. Additionally, the volunteer prepares a small care package for the mom or provides a family meal (restaurant only at this time). Care baskets or a meal are to be delivered within two weeks of contact.

Please notify the Showers of Love Coordinator, if you are a mom and have a baby (birth to 6 months postpartum) and would like to be connected to a fellow mom in IHMC.

Once during your membership, IHMC requires you to provide a small care basket or meal to a mom with a new baby via the Showers of Love program. This is a one for one program – meaning that for every new mom there is one member volunteer for that mom.

Members who need help from the club due to a loss in their family or surgery can also contact the Showers of Love coordinator and ask for assistance. The Showers of Love coordinator and Co-Directors can use their discretion in these situations.

New Baby Support Group (3rd trimester to 18 months): Showers of Love coordinator or support group member will host and lead a New Baby Support Group a minimum of once a month. This will be for first time moms as well as moms of multiples. This can be held virtually or in person.

Newsletter

  1. a) The IHMC will provide a monthly electronic newsletter for each member. The newsletter will communicate Club resources, activities, current events, and community services pertinent to membership.
  2. b) Paid advertising for outside services for current members is offered at a discount and is available in the newsletter.
  3. c) The newsletter may not be used to espouse political or sectarian views. All content is subject to scrutiny by the Steering Committee, and may not be published if it is deemed too controversial.
  4. d) Newsletter content, including calendar listings for Club events, is due the 21st of every month, and may be submitted by any member of the club. It is up to the discretion of the newsletter editor and/or the co-directors as to the content of the newsletter.

Recreation

  1. a) The IHMC will fund events and parties. These events are open to all members with the goal of providing a safe and fun environment for meeting new people and bringing families together.
  2. b) The IHMC will host several “Moms Only” events during the year. These events are geared at providing members with a social outlet and offering them unique opportunities outside of the home.
  3. c) The IHMC will support “Sub-Groups.”  These sub groups within the Club will focus on select activities and further provide members with a resource for networking and sharing common interests. Each will have a member act as the sub-group coordinator to organize and run the special interest group. All members are welcome to join a sub-group.
  4. d) Playgroups are designed to benefit the children of IHMC members. They provide a time to help build social interaction among young children. Playgroups will comprise mostly of mothers and their child(ren), but other caregivers may join and attend with the child(ren), such as stay-at-home fathers, nannies, grandparents, aunts, etc. 

Age-based playgroups are member-run and can be found on Facebook on the “About” tab under “Recommended by the Admins.” All members are welcome to create their own events or playdates. 

Community Service

The IHMC will have a focus on community service via the Outreach team on the Steering Committee. The Club will source various needs within the community and encourage membership participation and contributions.

Communications

All Club communications will be made via IHMC’s Facebook pages.

The IHMC Online Forum

The IHMC Online Forum is available via the Club’s Facebook page and is accessible by anyone who is a current member of the Iron Horse Mothers Club. Its purpose is to provide a comfortable, easy, helpful and safe place for our members to network and support other mothers in our community.

Whether you have questions about parenting a toddler, want to find a new daycare facility, or need to find some family-friendly restaurants, there’s a pretty good chance an IHMC member has her experience to share. Supporting each other is what this group is about.

Please remember to keep postings civil and within the IHMC guidelines. The forum is moderated and if inappropriate items are posted, they will be removed, and appropriate restrictions imposed (see bottom paragraph). The guidelines can be accessed anytime in the pinned post on Facebook. All updates to the guidelines will be announced to the Club via the main Facebook group. All members must abide by the Facebook Guidelines which are incorporated herein by reference.

Steering Committee

The IHMC shall have a Steering Committee. Steering Committee positions may be changed as needed at the discretion of the Committee without formally amending the Bylaws. All Steering Committee members are requested to attend a monthly Steering Committee Meeting. All Steering Committee Members are eligible to vote. The term of each office is one (1) year commencing April 1.

Steering Committee Meetings

  • Meetings are held monthly at 7:00pm. The day of the meeting is usually the third Wednesday of every month, but may be changed without bylaw amendment if needed.
  • The Steering Committee meetings are used to discuss Club business.
  • Meetings are held at the homes of Steering Committee members, or other locations determined by the Steering Committee. The agenda is put together by the Co-Directors. Any Club member wishing to add a topic to the agenda should contact a Co-Director prior to the third Wednesday of each month.
  • Any current Club member is welcome to attend Steering Committee meetings. Please RSVP to one of the Co-Directors if you wish to attend.

Duties of the Officers

  • All Steering Committee members are expected to attend monthly Steering Committee meetings.
  • Please respond promptly to all emails and meeting invitations regarding your attendance at the meeting.
  • Steering Committee members shall, when appropriate and necessary, submit a write-up for the monthly newsletter.
  • When possible, each member should inform a Co-Director of pertinent activities and agenda items prior to the Steering Committee meeting.

Budget and Expenses

The Co-Directors and the Treasurer must create and approve the budget for the year ahead (April 1-March 31). The budget will be presented to the incoming Steering Committee, who will have the opportunity to object with reasonable cause to line items.

Expense Reports

In order to ensure accurate cash flow reporting (budget vs. actual), expense reports with itemized (where applicable) receipts must be submitted within 30 days of incurred expense(s) in order to be reimbursed. Exceptions to this may be made by an affirmative vote of 2/3 of the Steering Committee members present. Likewise, expenses incurred in excess of budget will not be reimbursed without an affirmative vote of 2/3 of the Steering Committee members present. Expenses submitted at the end of the fiscal year will not be eligible for reimbursement. Any expenditure of $200 needs pre-approval by the co-directors.

Change of Officers/Yearly Transition

Prerequisites for positions:

  • To be considered for a Co-Director position, one must have fulfilled at least a six- month term in any Steering Committee position.
  • Membership Coordinator(s) must have been a Club member for at least six months.
  • The terms of office are from April 1 to March 31 (12 months).

Method of Selection

  • All Steering Committee positions shall be filled on a volunteer basis. Persons wishing to fill a position should volunteer to the current Co-Directors by a date specified by the Steering Committee, and most likely the annual Steering Committee Information Party (February).
  • If more than one person volunteers for any position, the duties may be shared at the discretion of the Steering Committee or the Co-Directors in the event of a midterm vacancy. If more than two members volunteer for the same position, the steering committee will take a vote.. The exception to this is the Co-Director, who is chosen by the sitting Co-Director.
  • If no one volunteers for a position, the Steering Committee will approach a member to accept the duty. Ultimately, if no volunteer is found, the function of that committee will be discontinued until a volunteer is found.
  • The open positions to be filled will be announced in the newsletter, Facebook group, and the Steering Committee meetings at least a month prior to the scheduled turnover.
  • Steering Committee members shall not serve in the same position for more than two consecutive terms, unless the position is uncontested and the Steering Committee member wishes to continue in that position for a third term.
  • Any Steering Committee member who cannot complete her term of office is requested to contact a Co-Director 30 days prior to her resignation (when possible).

Bylaws Amendment Procedure

These bylaws may be amended by the affirmative vote of two-thirds of the members present at a Steering Committee meeting. Any member wishing to amend these bylaws will follow this procedure:

  • Present a written proposal of an amendment at  Steering Committee Meeting. 
  • Members must be present to vote.
  • The adopted amendment will be posted in the bylaws on the Iron Horse Mothers Club website.. 
  • Bylaws will be reviewed at the Steering Committee meeting at the beginning of the new fiscal year.

Bylaws Acknowledgment

In order to participate in the Club, all members must accept and adhere to these bylaws.

The Iron Horse Mothers Club and its officers shall not be held liable or responsible for the actions of its members, their children and/or guests.  IHMC will indemnify or defend its officers for any liability or potential liability arising out of club activities. Each member is responsible for the safety and behavior of her own child/children and must acknowledge that they have read and understand these bylaws to participate in IHMC activities. 

In the event the IHMC dissolves, its assets will be equally distributed or refunded to members once all expenses were paid.

Notwithstanding any of the above statements of purposes and powers, this association shall not, except to an insubstantial degree, engage in any activities or exercise any powers that are not in furtherance of the specific purposes of the association.

We hereby certify that the above declarations accurately represent the organizational structure of the Iron Horse Mothers Club, its purpose, and its operating philosophy. 

Adopted December 2019 .

Co-Directors

END OF BYLAWS