The By-Laws of the Inter-Service Club Council of the City of Fairfax, Virginia
As amended in September 2009
The INTER-SERVICE CLUB COUNCIL (ISCC) of the City of Fairfax, Virginia, is an association organized in 1977 for liaison between the various member organizations of Fairfax City. Its purpose is to act as a clearing house for the exchange of ideas, to schedule events to relieve conflicts, to improve administrative communication, to share objectives, to pool projects, to maintain and encourage media relations and to further the objectives of amity of relations between its member organizations.
Article I – Name
The name of the organization shall be THE INTER-SERVICE CLUB COUNCIL OF THE CITY OF FAIRFAX, VIRGINIA.
Article II – Objectives
- To promote friendship, good will and understanding among the member organizations.
- To coordinator projects among the various member organizations so that a conflict of interest may be alleviated as much as possible.
- To discuss community problems and to influence member organizations toward making the community a better place to live.
Article III – Membership and Membership Qualifications
- Membership in the INTER-SERVICE CLUB COUNCIL shall be limited to organizations which provide significant services within the City of Fairfax. Organizations were formed and function for the sole purpose of serving the community. The Executive Officers’ Board (EOB) of the INTER-SERVICE CLUB COUNCIL shall determine the eligibility for each application. The EOB will make a recommendation to the membership, invite discussion and then proceed to a vote.
- All member organizations of the INTER-SERVICE CLUB COUNCIL shall be represented by a designated representative selected by each member organization. In the absence of the designated representative each member organization shall appoint an alternate to serve as its voting representative.
- Member organizations are non-profit groups comprised of civic-minded members funded to provide service and/or substance for the benefit of others within the community as a whole. Their main purpose is to take an active interest in the welfare of the community and to help those in need. They raise funds and provide manpower without remuneration to fulfill the needs of others.
- If the representative of a member organization does not attend a meeting for 12 consecutive months, the representative’s organization will be contacted by letter to determine whether they are interested in retaining their membership. If a reply is not received in 30 days, the member organization will be dropped from the membership with the INTER-SERVICE CLUB COUNCIL. This action will be formally confirmed by letter to the respective organization. This does not rule out a future membership application and subsequent approval.
- A luncheon meeting shall be held every month on the first Wednesday unless otherwise decided by a majority vote of the member organizations at any regular constituted meeting. The meeting time and place is to be decided by a vote of the member organizations. Special meetings may be called by the President or upon written request of three member organizations. All special meetings will require five days of notice sent by First Class Mail or electronic means by the Secretary to all designated representatives of the member organizations. The fiscal year of the INTER-SERVICE CLUB COUNCIL shall be October through September 30. The meeting in October shall be designated as the Annual Meeting of the INTER-SERVICE CLUB COUNCIL and at this meeting the Officers of the INTER-SERVICE CLUB COUNCIL shall be installed and the affairs of the current year shall be reviewed by the INTER-SERVICE CLUB COUNCIL. Notice of such Annual Meeting shall be sent to each designated representative by the Secretary not less than five days prior to said meeting.
- A quorum to transact all business at any properly called meeting shall consist of one half of the member organizations of the INTER-SERVICE CLUB COUNCIL.
- Meetings shall be conducted on the basis of ROBERT’S RULES OF ORDER.
- In all matters requiring a vote, including election of officers of the INTER-SERVICE CLUB COUNCIL, each member organization shall have one (1) vote only.
- A motion to refer any questions to the member organizations is non-debatable and receives priority.
Article IV – Meetings, Annual Meeting, and Fiscal Year
Article V – Logo, Public Image, Public Relations, Awards
- The logo – “Reaching Together” – as appearing on these By Laws will be utilized on all communications.
- Public Image, Public Relations, Awards, are to be developed.
- The annual dues shall become due and payable on or before October 1 of each year. Dues of any new member organizations will be prorated semi-annually upon notification of acceptance.
- Annual dues will be paid by all member organizations.
Article VI – Dues and Assessments
- The Officers of the INTER-SERVICE CLUB COUNCIL shall consist of the President, Vice-President, Secretary and Treasurer and shall serve for the specified fiscal year. All Officers must be members of the member organizations.
- Duties of Officers:
- The President shall be the chief officer of the INTER-SERVICE CLUB COUNCIL and shall preside at all meetings. The President shall appoint all committees and committee chair persons as the need arises.
- The Vice-President shall act for the President in the absence of the President.
- The Secretary shall keep adequate records of all official proceedings of the Council; keep a file of these By Laws and all other documents and correspondence relative to the affairs of the Council. The Secretary shall notify members of meetings and other pertinent matters in a monthly newsletter.
- The Treasurer shall collect all dues and be responsible for an accounting of all moneys collected and disbursed. The Treasurer shall maintain a checking account with a designated bank within the City of Fairfax. The President or Treasurer shall sign checks for all INTER-SERVICE CLUB COUNCIL expenditures – provided the expenditures have been approved in accordance with these By Laws.
Article VII – Officers
- The President shall appoint a nominating committee. This committee shall be composed of two or more persons, each from a different member organization. This committee shall submit a slate of candidates for the offices of President, Vice-President, Secretary, and Treasurer at the June meeting, with elections held in September, and with the installation of elected officers to follow in October.
- The President and Vice-President shall not succeed themselves in the office to which elected for more than two years. There is no limitation on the tenure of office of the Secretary and the Treasurer.
Article VIII – Nominations and Election of Officers
Article IX – Amendment or Repeal of By-Laws
These By Laws may be amended or repealed by a two-thirds vote of the member organizations present at any regular or special meeting provided a quorum is present and provided that notice describing the proposed change is sent to all representatives, delegates, and member organizations at least one month prior to the voting.