BYLAWS OF THE ASSOCIATION OF CONSULAR CORPS AND
FOREIGN ECONOMIC AND CULTURAL ORGANIZATIONS OF WASHINGTON
- Name. The Organization shall be known as the association of Consular Corps and Foreign Economic and Cultural Organizations of Washington (hereinafter referred to as “the Association.”).
- Nature. The Association is a private and unofficial entity.
- Purpose. The purposes of the Association are (a) to facilitate its members to meet to discuss questions of mutual interest, (b) to foster contact with regional United States authorities at the Federal, State and City levels, with other local organizations and with the community at large and (c) to develop and maintain friendships based upon mutual interests.
4.1 All consular officers, career or honorary, who are accredited by their respective governments to the government of the United States of America, and all representatives and members of foreign economic and cultural organizations residing in the State of Washington, are entitled to membership upon notification to the Association of their official appointment. Such members shall have voting rights and are obligated to pay dues.
4.2 Current or former officials of the State of Washington, Washington cities and counties, or other governmental bodies whose major duty is to deal with foreign diplomats, consults, and representatives of foreign governments, and retired diplomats residing in the State of Washington, may be invited to join the Association by a current member. The current member must submit the curriculum vitae of the proposed new member, including any dates and specifics of diplomatic service, to the Executive Board, who may then submit the name of the membership to be approved by majority vote. Such members shall have voting rights and are obligated to pay dues.
4.3 Former or retired consular officers, career or honorary, who have served in the Association shall be invited to join the Association as an Emeritus Member and participate in the activities of the Association. Emeritus Members shall have voting rights and are obligated to pay dues.
4.4 In the event of the death of a member of the Association, his/her spouse will be invited to join the Association as an Honorary Member. Honorary Members have no voting rights and have no obligation to pay dues.
Officers. The affairs of the Association shall be managed by an Executive Board consisting of the President, two Vice-Presidents, a Secretary and a Treasurer. The position and responsibilities of the Dean of the Consular Corps shall be respected, and he/she shall be invited to sit on the Executive Board.
5.1 The head of the Association shall be the President. The President shall represent and speak for the Association on formal occasions and preside at the meetings of the Association. The First Vice-President, Second Vice-President, Secretary, or Treasurer, in that order, in the absence or incapacity of the President, shall substitute for the President in those functions. The President, First Vice-President, Second Vice-President, Secretary and Treasurer shall be elected by a majority vote at the Annual Meeting for a period of one year or until their successors are elected. Officers shall assume their office at the end of the Annual Meeting. The Executive Board shall serve as the Nominations Committee.
5.2 The Secretary shall conduct the correspondence of the Association, keep the minutes of the meetings and prepare the annual report in cooperation with the President. The Treasurer shall collect dues, assessments, and luncheon fees, shall administer all funds, and shall produce a periodic accounting for Executive Board approval and a year-end accounting for membership approval at the Annual Meeting.
5.3 If a vacancy occurs on the Executive Board during the year, the other members of the Executive Board shall appoint a voting member of the Association to serve for the remainder of the term.
5.4 The Executive Board shall meet periodically to discuss the business of the Association. A meeting may be convened at any time at the request of the President.
6.1 Regular Meetings. Unless otherwise decided by the Executive Board, the Association shall hold luncheon meetings on the third Tuesday of each month except during the months of June, July and August, with December optional. The cost of these luncheons will be borne by the individual members in attendance.
6.2 Annual Meeting. An Annual Meeting of the Association shall be held on the third Tuesday of the January for the purpose of receiving and passing upon the report of the Executive Board covering the Association activities for the previous year, for the election of officers to the Executive Board for the ensuing year and to discuss other matters affecting the successful operation of the Association. If the Annual Meeting cannot be held on this day for any reason, the Executive Board shall reschedule it to the soonest convenient time.
6.3 Special Meetings. The Executive Board may call other meetings whether on its own initiative or at the written request of five voting members. All members of the Association shall be given written or telephone notice by the Secretary of the date, place and hour of the meeting at least one week in advance, excepting urgent calls at the request of the Executive Board.
7. Vote, Quorum and Decisions. At all meetings of the Association, each voting member is entitled to one vote on all matters requiring a vote. All decisions shall be taken by a simple majority vote. Fifteen members or twenty percent of the voting membership, whichever is lower, shall constitute a quorum. A vote by mail or any electronic means may be authorized by the President.
8. Procedures. Meeting procedures shall generally be informal. However, where formalities are appropriate, the latest version of Robert’s Rules of Order shall govern.
9. Language. All meetings shall be conducted in English, which shall also be used in the correspondence of the Association.
10. Annual Dues. Dues shall be set annually by a vote of the members. Dues must be paid within 90 days of the prescribed time, or membership shall automatically terminate.
11. Amendments. The Bylaws may be amended at the Annual Meeting or at any regular meeting by a two-thirds vote of members present and voting, provided that the notice of the proposed amendment is communicated to each member at least fifteen days prior to the date of such meeting, and provided that a quorum of 50% of the authorized voting membership is present and voting. Alternately, a vote by mail or any electronic means may be authorized by the President.
Should the dissolution of the Association occur, the remaining funds in the possession of the Association shall be donated to a charitable organization at the discretion of the Executive Board.
Amended April 17, 2007 and February 18, 2014.