Section 1. The name of this organization is 'The Exchange Club of Alexandria, Louisiana."
A: To exemplify the real meaning of "Exchange" in everyday business and professional life in a spirit of "Unity for Service."
B: To provide a medium for the exchange of ideas, methods, and information.
C: To take an active interest in local, state and national affairs, thereby helping to make our community, state and nation a better place in which to live.
D: To educate our members and the citizens of our community and state by disseminating among them information concerning subjects of general interest, thereby creating in their minds a finer appreciation of the advantages and benefits of American citizenship.
Section 1. Only persons, residents of or actively engaged in business in Central Louisiana, shall be eligible to membership, subject to the restrictions of Article III, Section 4.
Section 2. There shall be but two (2) classes of membership in this Club, namely, Active and Honorary.
Section 3. Every Exchangite having served as President of this Club shall receive the title of Past President.
A: Membership in this Exchange Club shall be based upon multiple classification, without limitation as to the number of individuals or corporations engaged in the same profession, or line of business, subject to action by the Board of Directors.
B: Membership in this Club is wholly the right of the individual member holding it, and is not to be construed, in any instance, as being owned or controlled by the firm, partnership or corporation with which such member is connected. Membership cannot be conveyed or transferred from one person to another. Membership can be acquired only by qualifying, reinstating, or transferring from another Exchange Club, through the regular procedure, of the proposal and the election of the individuals who must pay the membership fee provided in the By-Laws of this Club in Sections 12 and 14 of Article IV or through having transferred from another Exchange Club under the provisions of Section 20 of Article IV.
Section 1. After their election and before their assumption of office, all officers of this club shall be known and designated by the titles of the offices to which they have respectively been elected, followed by the term "Designate".
Section 1. The officers of this Club shall be a President, President-Elect, Secretary and a Treasurer, who shall perform the duties usually appertaining to their respective offices.
Section 2. The President shall preside at all meetings of this Club and the Board of Directors. (The President is the Chairman of the Board of Directors).
Section 3. In the event of absence, or inability, or refusal of the President to perform his duties, the President-Elect shall assume his prerogatives and powers for all purposes.
Section 1. The affairs of this Club shall be managed by a Board of Directors, consisting of the past President, the officers and six (6) other members to be elected from and by the general Active membership of this Club.
Section 2. The Board of Directors shall pass upon and approve all bills and invoices payable, and authorize the payment thereof, except such bills and invoices as are rendered by The National Exchange Club in accordance with the revenue provisions of the Constitution of the National Exchange Club which shall be paid by the financial officers of this Club upon being received, or within the time specified by the Constitution of the National Exchange Club, without said action by said Board of Directors.
Section 3. No financial obligation to indebtedness shall be incurred for any one calendar quarter by this Club, or its officers, Board of Directors, or standing or special committees, which amount is in excess of the collections for that quarter, except by a two-thirds (2/3) vote of members present and voting at any regular meeting of this Club.
Section 4. No funds shall be furnished any standing or special committee for disbursement but all disbursements shall be made in accordance with Section 5 of Article IV of the By-Laws. Specified funds within fixed limits may be allocated for special purposes and projects, the expenditure of which may be approved by the committee in charge. The disbursement of such funds, however, shall be in accordance with Section 5 of Article IV of the By-Laws.
Section 1. This Exchange Club hereby declares itself to be a regular constituted Exchange Club chartered by The National Exchange Club and hereby subscribes to and adopts as a part of this Constitution the constitution of The National Exchange Club as it reads or is amended; it further agrees that if for any cause the rights and privileges accorded by the charter, issued by the National Exchange Club, shall be suspended or its charter be withdrawn or surrendered, the word "Exchange" will not be used by it alone or in connection with other words as a Club name; further, that the charter and books of this Club will be surrendered under such circumstances to the Executive Secretary on his demand. This Article is not subject to amendment
Section 1. Amendments to this Constitution must be submitted in writing to the membership two (2) weeks prior to being acted upon, be read at two (2) consecutive meetings and receive a two-thirds (2/3) vote of members present at the second reading, for adoption.
By - Laws
Section 1. The Administrative year of this club shall be from July 1 of each year to June 30 of the following year.
Section 1. Regular meetings of the Exchange Club of Alexandria, Louisiana shall be held on the first, second and third Thursday of each month at 12:05 p.m. Late fines are effective at 12:10 p.m. Special meetings may be held at the call of the President, or the Board of Directors. Written or printed notices of every special meeting shall be mailed to each member.
Section 2. A regular meeting of the Board of Directors shall be held at least once a month. Special meetings of said Board may be called by the President at any time, or the President or Secretary shall call a special meeting of the Board of Directors upon the written request of a majority of said Board. Special meetings of the Board of Directors may be held without notice, when a quorum of the members of the Board are present.
Section 3. Six (6) members of the Board of Directors shall constitute a quorum but a lesser number may convene from time to time.
Annual Election, Installation, and Terms of Office
Section 1. Officers shall be elected from the active membership at the annual meeting of this Club, the last regular meeting proceeding May 1 of each year. New officers are to be installed at the annual Installation Banquet proceeding July 1 of each year, and shall serve for a term of one (1) year beginning July 1 and ending June 30. The election shall be by the use of written or printed ballots cast separately for each office by the individual members in person.
Section 2. Three (3) Members of the Board of Directors to be elected from the general Active membership of the Club shall serve for a term of one (1) year, and three (3) members to be elected from the general Active membership shall serve for a term of two (2) years. Thereafter, three (3) members shall be elected at each annual meeting to serve for a term of two (2) years.
(No elective board member shall be eligible for election to the Board of Directors for more than four (4) consecutive years.)
Section 3. A vacancy in any office, or in the Board of Directors, shall be filled by the Board of Directors for the unexpired term.
Section 4. In addition to the Club President and President-Designate to which this Club is entitled, two (2) representatives to attend the annual convention of the Ark-La-Tex District Exchange Clubs shall be elected from the membership of this club at least thirty (30) days prior to the date of the annual District Convention. At the time of electing representatives to the convention, the Club shall be entitled to choose an alternate for each representative. The representatives and alternates shall be active members in good standing in this Club. In the event of the inability of a duly elected representative of this Club or his alternate to attend any District Convention or meeting, the President of this club shall appoint an alternate to take his place at that particular convention or meeting.
Section 5. In addition to the Club President and President-Designate to which this Club is entitled, two (2) representatives to attend the annual Convention of the National Exchange Club shall be elected from the membership of this Club at least thirty (30) days prior to the date of the annual National Convention. At the time of electing representatives to the convention, the club shall be entitled to choose an alternate for each representative. The representatives and alternates shall be active members in good standing in this Club. In the event of the inability of a duly elected representative of this Club or his alternate to attend any National Convention, the President of this Club shall appoint an alternate to take his place at that particular Convention.
Dues and Fees
Section 1. Membership dues shall be an amount per month recommended by the Board and approved by a majority vote of the active club membership at a regularly scheduled meeting.
Section 2. Charge for meals shall be payable monthly, in advance, and shall be an amount per month recommended by the Board and approved by a majority vote of the active club membership at a regularly scheduled meeting.
Section 3. The Treasurer at the beginning of each month shall render to each member a bill covering the monthly amount of dues, charge for meals; also such other charges or assessments as shall have been made or approved by a majority of the entire membership.
Section 4. The official quarterly membership or operative periods shall begin July 1, October 1, January 1 and April 1 of each year, in accordance with the provisions of the Constitution of the National Exchange Club.
Section 5. It shall be the duty of the Treasurer to collect all fees, dues and other monies constituting the revenue of this Club, keep an accurate record thereof; to deposit all monies coming into the Treasurer's possession, taking from the depository a duplicate deposit slip or a receipt for such monies deposited. All Club funds shall be deposited and held in the name of the Club in the depository designated by the Board of Directors. Disbursements shall be made by checks, signed by the Treasurer and one (1) other officer of the Club, drawn upon and payable through the bank designated.
Section 6. It shall be the duty of the Secretary to keep the records of membership and render to the Executive Secretary, before the expiration of ten (10) days after the close of each calendar quarter, the required membership reports showing the names of members added to and the names of members deducted from the membership of this Club, during the quarterly period being reported.
Section 7. As compensation to the Secretary, Treasurer and Club Chaplain, the remission to them of membership dues and regular weekly meals is hereby authorized, plus any additional compensation which may be determined by the Board of Directors from time to time.
Section 8. The Secretary and Treasurer are hereby authorized to purchase, on Club account, such supplies as are sent for Club use by The National Exchange Club and such supplies as may be necessary for the proper conduct of their office and the maintaining of complete records.
Section 9. Members who fail to pay charges made against them within sixty (60) days from the time an itemized invoice is rendered to them by the Treasurer, may be dropped or suspended from membership by a two-thirds (2/3) vote of the members of the Board of Directors present and voting at any meeting of said Board. The manner of collection of overdue charges will be at the discretion of the Board of Directors.
Section 10. The Board of Directors, for cause duly shown, after notice of charges, and a full and complete hearing is given to the member, by a unanimous vote of the members present and voting may expel a member from this Club.
Section 11. Resignation of membership shall be made in writing to the Secretary and shall be accepted by the Board of Directors.
Section 12. A former member of this Club may be reinstated to membership by being proposed and elected in accordance with the procedure of electing new members, in which event the reinstatement fee, or other charge, if any, shall be determined by the Board of Directors. .
Section 13. In the event of a prolonged illness, or an enforced absence, of a member in good standing, the Board of Directors, in its discretion upon written request may grant a leave of absence for a period not to exceed ninety (90) days; plus an additional 90 days may be granted by the Board of Directors. For the period of such leave of absence, charge for dues to be paid by the member to whom such leave of absence is granted, charge for meals and for any attended function will be paid by said member.
Section 14. Each new member, when qualifying for membership, shall pay to the Secretary a membership or joining fee in the sum of twenty-five ($25.00) Dollars. ... .
Section 15. Admittance to meetings may be had by presenting The National Exchange Club annual membership identification card for the current calendar year. The Secretary shall issue one (1) of these cards to each member at the beginning of the calendar year, and to each new member acquired. At the time that each member pays his dues and other charges for a given period, as provided by the By-Laws, the Secretary shall issue him a receipt for such. It may be required by action of the Board of Directors that a member display the annual membership identification card and dues receipt showing him to be in good standing before he may be admitted to any regular or special meeting by any officer or member of this Club. In lieu of such annual membership identification card and receipt showing him to be in good standing, he may be vouched for by the Secretary as being in good standing.
Section 16. Guests of members may be admitted to regular or special meetings upon payment by the members of the guest's meal charge.
Section 17. Substitute attendance will not be permitted. No member is privileged to name or appoint any other person to substitute for himself in case of his absence from Club meetings.
Section 18. Members living outside the jurisdiction in which this Club is located may be designated as non-resident Active members. The regular membership or joining fee shall be charged non-resident Active members for qualifying, but the Board of Directors by resolution may change the charge for dues and meals, if such action is deemed expedient.
Section 19. Any motion, resolution or proposed action involving the expending of Club funds, brought before any regular or special meeting, shall be referred, without motion or votes so to do, by the President, or member presiding, to the Board of Directors for its consideration, recommendation and report to the Club, before vote on the question may be taken.
Section 20. Membership in this Club may be acquired by transfer, without payment of membership fee, by a former member of another Exchange Club who resides within the jurisdiction of this Club, provided said member was in good and regular standing at the time of relinquishing membership in the other Club. Such transfer of membership in all cases is subject to the applying member having been duly elected and accepted in accordance with the Constitution and By-Laws of this Club. This provision shall not .be interpreted as permitting the conveying or transferring of membership from one person to another, within this Club.
Section 21. All monies collected by the Club from drawings, pools, fines, awards or contests which are held at regular or special meetings of the club will be placed in the general fund account.
Section 22. For the annual Installation of Officers and Christmas Party functions, Club members will be assessed an amount recommended by the Board of Directors and approved by a majority of the club membership present at any regular business meeting. Any deficiency will be paid by the club's general account.
Election of Members
Section 1. Proposal of a name for Active membership shall be made in writing upon a suitable blank to be provided by the Board of Directors, each proposal to be signed by at least one member of the Club.
Section 2. The member making a proposal shall furnish such information regarding the person proposed as the Board of Directors may require for determining the eligibility of the person proposed. .
Section 3. Proposal for Active membership shall be filed with the Secretary and by him presented to the Board of Directors.
Section 4. After the Board of Directors has accepted the proposed member unanimously, the Secretary shall circulate the name of the proposed member among the general membership of the Club at two (2) regular meetings, and a period of one (1) week shall elapse before such accepted member shall be permitted to qualify. Should any objection be filed against the admission to membership of any proposed member thus presented, the same shall be reduced to writing and given to the Secretary and by him referred to the Board of Directors, which shall decide whether or not the objection shall be sustained.
Section 5. No proposal for Active membership shall be approved except by unanimous vote of the Board of Directors. In the case of an objection to a proposed member being filed, the decision of the Board, if in favor of such proposed member, must be unanimous.
Section 6. It shall be the duty of the Secretary to notify the proposed member of his election to membership through his recommender, after the proposed member has been elected by the Board of Directors and accepted by the membership. The proposed member so elected is to qualify within the time limit set by the Board of Directors, after the reading of such proposed member's name to the general membership.
Section 7. A proposal may be withdrawn by the recommender at any time by the consent of the Board of Directors, prior to its having been presented to the general membership. Each proposal is subject to an election, a rejection or to being placed on a waiting list to be brought up for review in the usual manner at some future date.
Section 8. Under no circumstances shall the person proposed be informed of the proposal by the recommender, officer, member of the Board of Directors or member of the Exchange Club, until after such proposed member has been accepted as hereinbefore provided.
Section 9. Proposed members who are duly accepted shall not be permitted to claim membership until the membership fee as provided by Section 12 of Article IV, together with all charges for dues and meals, pro-rated for the balance of the monthly period, have been paid.
Section 10. An Honorary member may be elected by unanimous vote of the Active members at any regular or specia1 meeting of the Exchange Club, provided the name of the proposed Honorary member first has been submitted to and elected by the Board of Directors. An Honorary member shall be entitled to all the rights and privileges of the Club except that he shall not vote, hold office, nor represent any classification. He shall not be required to pay a membership or joining fee, or dues. Outside classification and residence, an Honorary member must posses the same qualifications as an Active member. No person shall be elected to Honorary membership who has not rendered some special service to an Exchange Club.
Section 1. It shall be the duty of the President, immediately after his election, to appoint Standing Committees and such Special Committees as are necessary to carry out the National Program of Education projects, and submit committee members’ names and addresses to the District Secretary. The President also shall appoint such other Committees as are deemed necessary, or as the Board of Directors or this Club may direct.
Section 1. Robert’s Rules of Order shall govern the procedure of the Club.
Section 1. The Board of Directors shall publish and present to each member of the Club a roster which shall contain the name of each member in good standing, his business address, residence address and telephone number. This Roster shall be alphabetically arranged. This Roster shall be issued by the Board of Directors with two (2) months after the annual meeting, or by the Secretary, or by a Roster Committee named by the Board.
Section 1. These By-Laws may be amended by a majority vote of the members present and voting at any regular meeting, provided the substance of such proposed amendment or amendments shall have been stated in the notice of such meeting.