Articles of Association
Royal Oak Inter-Club Council
Provide civic service through the organized efforts of its members, and promote welfare of the community and its citizens; provide regular communication among members; provide a forum for the exchange of ideas among members; and present a united and effective force for the solution of community problems.
Any Royal Oak civic or service organization whose stated purpose is in agreement with the goals of this organization may become a member, with representation as provided in the Articles of Association.
Council Meetings: Luncheon meetings are the 2nd Friday, except for the month of December, July & August. Reservations must be made with the current Vice President, who orders meals. Members may opt onto a standing-reservation list, but are charged for luncheon if not cancelled; names can be added or deleted at any time.
Purpose: The Royal Oak Inter-Club Council (ROICC) is a community coalition of volunteer and professional service groups, whose autonomy and diversity are recognized. The purpose of this organization shall be to provide regular communication among members through a forum for the exchange of ideas and information, as well as to provide a structure through which their effectiveness may be increased.
Articles of Association
a. Membership in the Royal Oak Inter-Club Council is open to any Royal Oak area civic service organization, agency, elected official or board; which serves the Royal Oak community and supports the purpose of this organization.
b. All applications for membership must be accepted by a majority vote of the ROICC Board of Directors.
c. Each member organization may be represented on the Council by two of its members. These representatives shall be named by the member organization and the names submitted in writing to the ROICC Board of Directors prior to September 1st of each year. There shall be no restriction on the number of years a representative may serve.
d. Each member organization shall be entitled to one vote in matters coming before the council.
2. Board of Directors
The activities of this organization shall be directed by a Board of Directors consisting of a President, Vice-President, Secretary, Treasurer, two (2) Members-at-Large and the immediate Past-President.
3. Duties of Officers
a. The President shall supervise the organization’s affairs and activities, as well as, preside at all meetings of the Council and the Board of Directors. The President shall be responsible for providing each member organization with a copy of the published annual membership directory by the November meeting, along with an electronic copy sent by email to the organizational representative. The President shall also be responsible for procuring the monthly meeting site and notifying the Secretary so the membership monthly call to meeting notice can be completed.
b. The Vice-President shall preside at Council or Board meetings in the absence of the President. The Vice-President shall work with the President on all affairs of the Organization and procure the lunch service for each meeting.
c. The Secretary shall keep a permanent record of the minutes of all regular and special meetings and is the custodian of all official records of the organization. The secretary shall prepare for each monthly meeting an electronic call to meeting; providing the minutes of the previous meeting, the Treasurer’s report (provided by the Treasurer), the date – time – location of the monthly meeting and its agenda (provided by the President) and the price of the lunch.
d. The Treasurer shall prepare an annual budget for the Board of Directors to be presented to the Council for approval at the June meeting. The Treasurer shall issue notices of annual dues to the member organizations in May payable at the June meeting and be responsible for the collection of said funds.
The Treasurer shall also keep the books of the organization and disburse funds as approved by the Board of Directors.
e. Members-at-Large shall be available to the President as needed.
1. Assigned to manage meeting reservations, thus notifying the Treasurer of each individual having a reservation, as well as, notifying the Vice-President of the number of reservations for lunch count, both two days before the meeting.
2. Assigned to manage the speaker program; working with the Vice-President to create a calendar of events and making arrangements for each meeting; also notifying the President to add items to the agenda for the meeting; as well as, being responsible for notifying the Secretary so the membership monthly call to meeting notice can be completed.
4. Nominations and Elections
a. A Nominating Committee, consisting of three (3) members shall be appointed by the President no later than the February meeting. The Nominating Committee shall present a slate of officers at the April meeting.
b. Each individual holding office in the organization shall be a member in good standing and an official representative of his/her member organization at the time of their election. There shall be no more than one (1) director elected from any member organization and each shall hold office for a period of one (1) year, or until a successor is duly elected and qualified. NO individual shall be eligible for the same office for more than two (2) consecutive full terms, unless authorized by the unanimous Board vote.
c. The annual election of officers of this organization shall be held at the May meeting and notice of the meeting shall be mailed to each representative and alternate at least ten (10) days before the meeting. Nominations for the offices may be made from the floor with the prior consent of the nominee.
d. Voting shall be by individual secret ballot and each member organization shall cast one (1) ballot. A sheet of paper listing selection for each office, folded with selection inside the fold, presented to the Nomination Committee Chair and giving the name of organization represented. The Nomination Committee shall tally the votes and announce the results. Proxies will NOT be recognized. In the event of a single slate, a voice vote is permissible.
e. Installation of the newly elected Board of Directors will be at the June meeting and will take office on July 1st.
a. A vacancy in the Board of Directors shall be filled by appointment by the President subject to the ratification of the Board of Directors, such appointee to serve for the remainder of the term of the individual being replaced.
b. Vacancy in the office of the President shall be filled by the Vice-President. In the event that the Vice-President is unable to assume the office of President, the Board of Directors shall appoint a President from among its members.
a. This organization shall hold regular meetings on the 2nd Friday of the month, except the months of July and August unless rescheduled by the Board of Directors. A quorum shall consist of a majority of the membership.
b. Meetings of the Board of Directors shall be at the call of the President or any two (2) Board Members. A quorum of the Board shall consist of a majority of the Board.
c. Special meetings of this organization may be called by the President, or the Secretary at the request of a majority of Board Members. All member organizations must be notified a minimum of two (2) days in advance of such a meeting.
7. Dues and Fiscal Year
a. There shall be an annual dues determination by the membership at the May meeting. These dues shall provide the membership from July 1st through June 30th of the following year and are payable before July 1st.
b. The Fiscal Year shall begin on July 1st and end June 30th of the following year.
8. Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern this organization in all cases to which they are applicable and in which they are not inconsistent with this document and any special rules of order this organization may adopt.
The Articles of Association may be amended by a 2/3 vote of the members of the organization at any general or special meeting in which there is a 2/3 quorum present. The Secretary provides written notice to the membership of the proposed action at least ten (10) days prior to the meeting.