Women for Evanston Youth Bylaws
(Amended, Restated and Adopted April 14, 2026)
 

Article 1- Name
Section 1. Name. The name of this organization is Women for Evanston Youth, Inc. (WEY) founded in Evanston, IL in 1911, as the North End Mother’s Club.  (The name was changed in April 2022 to reflect current societal norms.)  
Article 2 – Purpose
Section 1. Purpose. The purpose of WEY is to promote and advance educational, charitable, civic, health and welfare activities in Evanston and support and assist youth – focused organizations dedicated to these purposes.  The WEY also hosts social gatherings as it pursues its philanthropic goals.  
Section 2. Objectives. The objectives of WEY are to provide educational scholarships that assist worthy students, aid educational institutions, civic enterprises, and undertakings, and further the development of community services for the benefit of Evanston youth.
Section 3. Principal Philanthropic Efforts. The principal philanthropic efforts include Fortnightly Dance Classes, contributions to Evanston community organizations and several scholarship awards to graduating Evanston Township High School (ETHS) students. Those scholarship awards include the Women for Evanston Youth Outstanding Senior Award, the STEM Award(s) (Science, Technology, Engineering and Math) and the Joanne Trautwein Memorial Music Award.  
Article 3 – Membership & Dues
Section 1. Membership.  An individual is qualified for membership if that person: commits to the objectives of WEY, completes the New Membership Form, and pays annual dues.  The Membership Chair shall receive the documentation, welcome the new member to WEY, and share the name(s) of the new member(s) to the Board at the following Board Meeting.
Section 2. Dues. The amount of the annual dues shall be determined by the Board of Directors. Annual dues are collected between April 1 and May 31, after which they are considered delinquent.  The Membership Committee shall have the discretion to adjust dues payments for new members, those joining mid-year or for other circumstances they deem reasonable.  
Section 3. Membership. Upon payment of dues, a candidate shall become a member. 
Section 4. Resignation. Any member may be dropped from the membership roles if their dues are not paid annually.  
Section 5. Reinstatement. Any member may be restored to active membership by the paying of dues.
Section 6. Fiscal Year. The fiscal year shall be from January 1 through December 31.  The Club programmatic and membership year runs from June 1 through May 31.

Article 4 – Board of Directors
Section 1. Role of the Board of Directors. The governance of WEY is vested in the Board of Directors, who shall consist of the officers and chairpersons of the standing committees.  Each standing committee shall have one vote, thus any committees with co-chairs shall have only one representative vote on outstanding motions.  Votes shall be passed by a majority vote of those present and voting. For the purposes of these Bylaws, all designated roles may include co-chairs, but will be referred to in the singular in this document.  
Section 2. Duties of the Board of Directors. It shall be the duties of the Board of Directors to supervise the affairs of the organization, vote to finalize an annual budget for the year in January and make a full report of its actions to the membership at the Annual Meeting, typically held in April.
Section 3. Rules. The Board shall enact such rules and regulations as may be deemed necessary to conduct the business of WEY, consistent with these Bylaws. 

Article 5 – Officers
Section 1. Officers. Club officers include: President, Vice-President, Recording Secretary, Corresponding Secretary and Treasurer. These officers shall form an Executive Committee to act when deemed necessary between regularly scheduled meetings of the Board with the same force and effect as if by vote of the Board of Directors in a regular or special meeting.
Section 2. Eligibility. To be eligible hold a position as an officer, it is preferred that the person will have served on the Board of Directors for at least one year.
Section 3. Service Term. A term is defined as two years in length for all officers and chairs.  Thus, the nominating committee will be formed every even numbered year, unless the President directs otherwise.
Section 4. Removal of Officer.  The Board of Directors, by a majority vote of those present and voting, may remove any officer who no longer meets the qualifications to be an officer, including a lack of commitment of the time and effort necessary to fulfill their duties, as applicable, during the term.  Without limiting the foregoing, the President (or their designee) may request to meet with any officer who has missed consecutive Board meetings, to discuss the officer’s continued service on the Board of Directors and share their findings with the rest of the Board of Directors in an executive session.  
Section 5. Vacancies.  The Board, in consultation with the Nominating Committee, may, by a majority vote of those present and voting, fill any vacancy on the Board, including Officers, to complete the term of any vacant position on the Board, including Officers.  
Section 6. President.   It shall be the duty of the President to preside at all meetings of the Club and of the Board of Directors. The presiding officer shall not vote, except in case of a tie. The President is an ex-officio member of all committees other than Nominating and Community Grants.
Section 7. Vice-President. The Vice-President is Chairperson of the Finance Committee, Nominating Committee, and the Scholarship Committee.  In the absence of the President, the Vice-President shall assume the duties of the President.
Section 8. Recording Secretary. The Recording Secretary keeps a record of the proceedings of the Board of Directors, the Executive Committee, the Annual Meeting, and has the duties set forth below, which may be delegated to another person or persons, so long as overall responsibility remains with the Recording Secretary:
Upon the death of a member, close relative of a member, a note of condolence shall be sent
Upon the death of the President or a past President, responds as directed by the Executive Committee
The Recording Secretary also acts as the Club Historian, passing on any important documents, photos, or other materials to the Evanston Historical Society for their archives
Section 9. Corresponding Secretary. The Corresponding Secretary oversees all internal Club correspondence and has the duties set forth below, which may be delegated to another person or persons, so long as overall responsibility remains with the Corresponding Secretary:
In consultation with the Membership Committee Chair keeps a full record of membership 
Is responsible for the preparation and distribution of the membership handbook
In coordination with President, sends notices to members of Board meetings, the Annual Meeting, newsletters, including the proposed slate of officers, chairs & coordinators, annual dues notice and any other notices from chairpersons or officers as are deemed necessary 
Fifteen days’ notice is required prior to the Annual Meeting for the noted materials to be sent to the full membership
Section 10. Treasurer. The Treasurer is the principal financial and budget officer of the Club.  The Treasurer has the duties set forth below, which may be delegated to another person or persons, so long as overall responsibility remains with the Treasurer:
Receive and disburse Club funds to cover Club expenses and keep true and complete records of the financial affairs of the Club
Collect, record, and deposit all membership dues and other income of the Club
Treasurer will be in control of Scholarship Trust and Byline Bank’s contact for Women For Evanston Youth 
Supervise the Club’s investment portfolio
Make regular financial reports at Board meetings and the Annual Meeting
Guide the development of the Annual Budget in consultation with the Finance Committee 
Shall present a proposed Annual Budget to the Board of Directors each January
Serve as a member of the Finance Committee
At the close of the fiscal year, the Treasurer’s books may be audited by a person or firm selected by the Executive Committee

Article 6 – Committees
Section 1. Executive Committee. The Executive Committee has the power to act on behalf of the Board when urgent matters arise.
Section 2. Nominating Committee. A term is defined as two years in length.  Thus, the nominating committee will be formed every even numbered year, unless the President directs otherwise. The Nominating Committee is elected by the Board of Directors at the January Board meeting and submits the proposed slate of officers and committee chairpersons to the Board prior to March 31 for approval to be passed along to the full membership for a vote at the Annual Meeting typically held in April.
The Nominating Committee shall consist of at least 4, but no more than 8 members who are in good standing and have completed at least one year of membership, plus the chair:
The current Vice President as Chair 
One past WEY President
At least additional one current member of the Board of Directors, not including the Vice President.
Two or more members, who may also be on the Board of Directors

Section 3. Standing Committees. The Standing Committees shall be: Community Grants, Community Service, Finance, Fortnightly, Membership, Programs, Publicity, Scholarship and Social. 
The Community Grants Committee shall consist of all active past Presidents, as well as an elected chair; the community grants chair is empowered to invite up to 4 additional WEY members to serve on the committee.   
The Scholarship Committee shall be chaired by the Vice President and two or more Board members chosen by the Vice President.  
Duties of the Standing Committee Chairpersons are detailed in the document entitled Standing Committee Rules/Standing Rules for Women for Evanston Youth printed in the membership hand book.
Section 4.    Special Committees. The Board may establish “Special Committees” that are accountable to the Board and charge them with achieving a specific mandate, which may include goals, a time frame and a budget (if applicable).  The Board determines the composition and structure of such Special Committees, which may include Board Members and other Active Members, and has the power to set terms of office of any length and to appoint and remove members of such Special Committees.  
Section 5.     Coordinators. “Coordinators” are individuals appointed or elected pursuant to these Bylaws to coordinate routine tasks and services that are better delegated to individuals than to Committees and specified in connection with their appointment or election.  The Board will establish the description of the coordinators’ responsibilities, qualifications for service, term of service, whether such Coordinator will be appointed by the Board or nominated by the Nominating Committee and elected by the membership in accordance with these Bylaws, and the mechanisms by which Coordinators may be removed and vacancies filled.  Coordinators are accountable to the Board, and shall report on their activities as and to the extent requested by the Board.  

Article 7 – Meetings
Section 1. Meetings. There will be one or more meetings of the full membership each year including an annual meeting in the spring. The meeting dates are determined by the President, in consultation with the Board of Directors.
Section 2. Special Meetings. Special meetings of the general membership may be called at any time by either the President, the Vice President or at least 3 members of the Executive Committee; special meetings of the Board may be called by either the President, the Vice-President or at least 3 Board members.
Section 3. Quorum. One quarter (25%) of the Club membership shall constitute a quorum at a full membership meeting, which may include electronic gatherings or electronic votes required by the membership. 
Section 4. Meeting Dates for the Board.  Regular meetings of the Board of Directors are held once each month, September through May, unless otherwise determined by the President.  Regular meetings may be held in person or by remote communication.  The Board of Directors may meet in executive session when deemed necessary by either the President, the Vice President or at least 3 members of the Executive Committee.  Members who wish to attend Board Meetings may do so except when the Board meets in executive session.
Section 5. Participation by Technology. Any member of the Board of Directors may participate in and act at any meeting of the Board via current technology methods including, but not limited to, email, conference phone calls or meetings via branded technology such as Face Time or Zoom.  Additionally, full membership meetings may be conducted via technology platforms or in a hybrid manner, with the same force and effect as if it were held in an in-person meeting.

Article 8 – Elections
Election and Installation of Officers, Chairs and Coordinators. All officers, chairs and coordinators shall serve a two-year term, with leadership rotations typically taking place on the even numbered years.  All officers, chairs and coordinators shall be elected and installed at the Annual Meeting of the Membership, typically held in April, during years when a new slate is presented by the Nominating Committee. 

Article 9 – Amendments
Amendments. These Bylaws may be amended at any regular meeting (or special meeting called therefore, including via technology), and will be voted on by the entire membership.  Members will be notified of changes for their review at least 15 days prior to a recorded voted date.  A change to the bylaws will require a majority of votes by those present and voting.

Article 10 -Procedure
Procedure. All questions of order arising, not provided for in the Bylaws, shall be guided by the Vice President, who acts as the Parliamentarian at Board and full membership meetings.  In the absence of consensus about the ruling guidance, the question of order shall be decided by the majority vote of the Board Members present in conjunction with a review of Roberts’ Rules of Order, Revised.

Article 11 – Dissolution
Dissolution. In the event of termination or dissolution of the club in any manner, or for any reason whatsoever, the remaining assets, if any, shall be distributed to such other charitable, civic, or educational organizations as the Community Grants Committee may designate, having for their objects and purposes the same general purposes as this Club and in no event to any organization not described and qualified under Section 501c3 of the Internal Revenue Code. 3/5/05.

 

Standing Committee Rules and Standing Rules for WEY

 
The Community Service Committee coordinates events or opportunities for WEY members to give of their time, talent or resources to organizations expressing need in the Evanston Community.

The Finance Committee shall be chaired by the Vice-President.  The committee shall include the Community Grants Chair, the Treasurer, and the President. Its duties shall be to provide oversight of the investment of the WEY Charitable Trust; monies raised through philanthropic efforts and to prepare the annual budget.

The Fortnightly Committee handles all arrangements for dancing lessons for middle school students or age groups deemed appropriate by the committee, including: reserving a place to hold the classes, arranging for the instructor(s), security officers and chaperones. Enrollment in the dance classes is open to all local students of appropriate ages. 

The Membership Committee Chairperson is responsible for the collection of dues in a timely manner.  Additionally, the chair provides outreach to and the recruitment of new members. 

The Nominating Committee Chairperson (the current Vice President) is responsible for gathering a list of potential members to serve on the Nominating Committee prior to the January Board meeting and submitting suggested committee members to the Board of Directors for approval. All officers and chairs shall be elected and installed at the Annual Meeting of the Membership, typically held in April; because Board members serve a two-year term, leadership rotations typically take place in even numbered years.
The nominating committee works in earnest during January and February. In preparing the slate of nominees for all elected positions, the Nominating Committee is responsible for:
Encouraging broad representation of the Club in elected positions while soliciting input from Board Members and Officers
Identifying candidates for nomination with skills, experiences, and attributes appropriate for an elected position they are being considered for
Ensuring that, at the time of their nomination, any candidates for an elected position they are being considered for are qualified to serve in that position
Ensuring that when “Co-Chairs” are slated that one is noted as the “lead chair” and agrees to act as the liaison to the Board and President

The committee then provides a proposed slate of officers and chairs at the March Board meeting. The Chairperson or their designee is also responsible for calling the Nominating Committee meeting(s), calling prospective officers and chairs to ask if they will serve and submitting the names of the proposed slate to the Corresponding Secretary for distribution to the membership by no later than March 30 of each nominating cycle. 

The Community Grants Committee shall consist of all active past Presidents, as well as an elected chair; the community grants chair is empowered to invite up to 4 additional WEY members to serve on the committee.   
The Community Grants Chair shall be responsible for:
Ensuring to alert local not for profit organizations about WEY grant application timing and guidelines in coordination with the Publicity Chair 
The collection of all grant applications 
Scheduling one or more meetings (typically in May) for the presentation of the grant requests to the committee for their review and recommended distribution of the Philanthropic Funds
The oversight of notifying grant applicants of the outcome of the committee’s decisions
In consultation with the Treasurer, the oversight of the distribution of the grant monies in the Philanthropic Fund 
The oversight of communicating the list of grant recipients with the full Board and membership for use in WEY publicity, record keeping and listing on the WEY website

The Scholarship Committee shall be chaired by the Vice President.  The high school scholarship awards include Women for Evanston Youth Outstanding Senior Award, which is distributed annually over a four-year college education to the recipient.  Additionally, two STEM Awards and the Joanne Trautwein Memorial Music Award are given once to the awardees at the start of their college term.  
The committee shall:
Confer with the Trust Officer at the WEY current bank of choice, to determine the scholarship fund levels each year from the WEY Charitable Trust; Treasurer will be in control of Scholarship Trust and Byline Bank’s contact for Women For Evanston Youth  
Appoint a WEY representative to attend the May awards night assembly at ETHS
Arrange the Scholarship Reception to be held in May, to which current and past winners of the scholarships and their families are invited, as well as WEY members.
Communicate the list of scholarship recipients, including their chosen educational path, with the full Board and membership for use in WEY publicity, record keeping and listing on the WEY website  

The Program Committee Chairperson shall arrange for all WEY programs in consultation with the Board, except for the Scholarship Reception and the Annual Meeting.

The Publicity Committee Chairperson shall submit information and/or photos to local news outlets and the WEY website coordinator about any programs, benefits, scholarship awards, Fortnightly, and the Annual Meeting. Content and specific information needed to draft the articles will be provided by the Committee Chair responsible for the program or event.  The Publicity Chair will also keep an archive of materials for historical reference and use, sharing those with the Recording Secretary in case they should be passed along to the Evanston Historical Society. Additionally, the Chair will oversee updates to current versions of website software, the management of website operations, the updating of WEY events on the website including photos, membership data, activities, scholarships and Fortnightly.  Further the Chair will oversee all social media output, in consultation with the President.

The Social Committee Chairperson shall be responsible for the planning and execution of events, that may include a fall membership event, a July holiday event, and the Annual Meeting in consultation with the Board for approval. Monies raised from these events, after expenses are paid, will be placed in the Philanthropic Fund.

 

 

Standing Rules
It is the responsibility of each chairperson to maintain and update a file containing information pertaining to their duties. The file shall be passed on to the in-coming chair for reference.  A current copy of the bylaws and standing rules may be found on the Club website and should be used as a reference for all Board members and officers.
It is the responsibility of each committee chairperson to submit a report for each monthly Board meeting.
It is recommended that WEY make no financial donations to any outside organization other than those selected by the Community Grants Committee for receiving a yearly donation from our Philanthropic Fund.
The Philanthropic Fund shall consist of the proceeds, after expenses are paid, from the Fortnightly classes, WEY social events, and any other funds raised for distribution to the community as designated by the Finance Committee in consultation with the Board. Interest income distributions generated from the WEY Charitable Trust will be used solely for ETHS scholarship awards.
Annual dues are set by the Board.