Italian Civic Club of Meadville, PA



POLICIES & PROCEDURES 


P&P - 1

Introduction - Mission Statement & Motto

The I.C.C. Policies & Procedures further define and explain the intent of the I.C.C. By-Laws relative to their implementation, and for providing the guidance for maintaining the Club's established standards for conducting the day-to-day business of the Club.  If a conflict in language exists between the I.C.C. Policies & Procedures and the I.C.C. By-Laws, the I.C.C. By-Laws take precedence and the conflicting language must be resolved immediately.

The Mission of the I.C.C. is to honor and preserve Italian Heritage, while simultaneously Instilling the Values and Civic Duties of American Citizenship, therefore, creating a distince but highly respected body in the Community.  The I.C.C. shall function primarily as a Social Club, where Members pay tribute to their Faith-Based Italian Culture by building relationships among each other and with the Community, fostering mutual Respect, Aid, and Ethical Standards.

P&P - 2

Membership - Fees & Dues

P&P - 2, Item 1 -  All potential Members should review a copy of these Policies & Procedures and the I.C.C. By-Laws before a Membership Application is completed and submitted.  If a copy of the I.C.C. Policies & Procedures and the I.C.C. By-Laws are not provided at the time of Membership Acceptance, the new Member should request a copy of each.  All Members shall obey the I.C.C. Policies & Procedures and the By-Laws (according to their defined Membership Category), and the Rules and Regulations printed on the backside of the I.C.C. Membership Application, and shall be held accountable accordingly.

P&P - 2, Item 2 -  The following represents some additional conditions for becoming an Active Member.  A potential Active Member can request an Application and complete accordingly, and then an Active Member in Good Standing shall affix his signature on the Application, thereby initiating nomination of the potential Active Member.  The Active Member will then submit the Nominee's Application with the Initiation Fee to the Executive Board.  The Executive Board shall review the completed application and then submit it to the I.C.C. Active Members Committee Chairmen for investigation.  The active members committee chairmen shall present a recommendation to the executive board regarding the committee's findings.  The executive board shall present the application and recommendation to the active members at an active membership meeting and following discussions, each recommended nominee shall be voted on separately by the active members present.  The voting process shall be by the use of black and white marbles placed independantly in a closed ballot box.  The president or his designee shall count the number of white balls placed in the box, and if the white marbles count represents at least two-thrids(67%) of the total marble count placed in the ballot box, the Nominee shall be admitted to the active membership role.  If the nominee is not approved, the applicant's initiantion fee will be refunded and he may be nominated again in six(6) months from the date of this vote.

P&P - 2, Item 3 -  Any Active Member may apply for Life Member Status by simply notifying the club secretary who shall verify the active members eligibility and inform the executive board accordingly.  If the executive board approves this status, the life member shall be exempt from paying any further dues.  Upon the executive board's approval, a congratulatory letter will be sent to the new life member notifying him of his status and continued privileges.  All presidents automatically qualify for life membership status at age 55.

P&P - 2, Item 4 -  The Following represents some additional conditions for becoming a social member.  A potential social member can request an application for membership and complete it accordingly, and then an active member in good standing shall affix his signature on the application, thereby initiating nomination of the potential social member.  The active member will then submit the nominee's application with the initiation fee to the executive board.  All potential social member nominee applications will be reviewed and/or investigated by the executive board or by their designees.  Following the executive board's determination, the president will call for a vote by written closed ballot sheets.  If the nominee receives a majority vote from the present executive board members, the nominee shall be admitted to the social membership role.

At the annual january executive board meeting, the president shall appoint five(5) social members in good standing to serve as a social board of director and this board shall choose one (1) of themselves to serve as chairman of the social members' board of directors, and he or she will report directly to the trustee social members' liaison.  The social board of directors has the authority to censure social members and the social members being censure may appeal to the executive board by written request.  The censure social member's appeal request document at a minimum must include the reason for the censure, the directors' decision(s), the reason for the appeal and any supporting information.  The social member appeal document must be delivered to the I.C.C. president or to an active officer and the document will be discussed at the next executive board meeting, following discussion the executive board will vote on the appeal request and the executive board's decision is final.  The president will inform the social board chairman regardomg the vote results and he or she will inform the appealing social member.

Since social member privileges differ significantly from active member privileges, every social member is required to read the I.C.C. Policies & Procedures and the By-Laws and ask an executive board member to respond to any questions they might have.  In general, social members are not invited to attend active or executive board membership meetings, vote for any executive board member, nor share in any property ownership.  The social member board of directors may use the I.C.C. facitlity for one (1) monthly meeting, which must be coordinated with the club manager to eliminate conflicting room space.  Additional meetings may be scheduled by first verifying room-space availability with the club manager, and then gaining approval from the executive board via the trustee social members liaison.  Social members and the board of directors should be aware of the executive board's open door policy for any inquiry or request, available to them via their social member liaison.  One (1) or more social members and/or members of the social members' board of directors may be asked to serve on an I.C.C. Committee and/or volunteer to work on a project/event by the Trustee social members' liaison via approval received from the I.C.C. executive board and active membership.

P&P - 2, Item 5 -  All potential club members, including the women's auxiliary, shall submit their initiation fees with their application.  All club members' dues, including the women's auxiliary, for the coming year, shall be due and payable by january 1st of each year.  A limited thrity (30) day grace period will follow so that all members have ample time to submit delinquent payments.  On January 12th or there about of each year, the secretary will post a dues reminder notice on the club's bulletin board and also in the local newspaper.  Both notices shall inform all members that they will be dropped from the club's roster if their delinquency dues payment continues past the 31st day of January.  On December 31st at the close of business day and until the 31st day of january any previously paid-up member in good standing may be reinstated fully, by paying their current dues, however during this period of time all dues delinquent members privileges are in automatic suspension.  On February 1st and thereafter, any delinquent member shall be considered a new potential member and will be required to submit an application and follow the appropriate considerations for membership.  All initiation fees and/or dues amounts will be formulated by the active members committee and presented to the executive board.  Following review, the executive board may reject or present their findings to the active members at an active membership meeting for final review and ratification.  A favorable majority vote of the active members present shall approve the amount(s) for immediate implementation.

P&P - 2, Item 6 -  The term "Good Standing" applies to all member categories and refers to the following: a member current on due's payments and/or current on payments for any debt(s) due to the I.C.C., and a member not in suspension of privileges or in a state of expulsion.  A member is not in good standing if they are in a disciplinary action situation.

P & P - 3

Active Membership Initiation

P & P - 3, Item 1 -  Initiation procedures shall be determined at the discretion of the Executive Board and the Initiation of new active members shall include an oath of membership administered by the president; by way of example, the oath should include the pledge to our flag, honor the I.C.C. By- Laws, Policies & Procedures and the Mission Statement.

P & P - 4

Executive Board & Active Membership Meetings

P & P - 4, Item 1 - The active membership shall convene and meet, with the president presiding, at the I.C.C. on the third Monday of each month at 7:00 p.m. and each meeting will start with the current president leading the membership in a Pledge of Allegiance to our flag of the United States of America, a prayer for endurance, and a moment of silence for all deceased club members.

P & P - 4, Item 2 - Meeting Quorums:  The executive board's quorum shall consist of five (5) individuals with the minimum combination of two (2) officers (present as follows: the president or vice president, and the treasurer or secretary) and three (3) trustees.  The active membership's quorum shall consist of twenty (20) individuals (active members), and five (5) of the twenty (20) active members present shall be the minimum combination of the executive board's defined quorum.  The I.C.C. quorum for each committee shall consist of two-thirds (67%) of the total appointed business can be conducted unless the quorums are met and all members will use the applicable I.C.C. agenda and take appropriate minutes for documentation purposes, see Exhibit II.

P & P - 5

Organizational Structure & Terms of Office

P & P - 5, Item 1 - Organizational Structure: The I.C.C. organizational structure diagram Exhibit III depicts all officer's and trustee's positions, primary committees, members & support groups, club management team, club manager's position, vendors/suppliers and direct/indirect lines of communications.

P & P - 5, Item 2 - Any active member in good standing may accept a consecutive nomination for office of vice-president, treasurer, or secretary without having term stipulations, and each active member may hold an office indefinitely if the membership continually votes favorably.

P & P - 5, Item 3 - The five trustees' terms of office shall differ as scheduled below, and any active member in good standing may accept a consecutive nomination for office of trustee without having term stipulations.  However, if elected, the accepting consecutive nominee candidate is not assured the same term of office as previously held. When more than one (1) open trustee position is available, the specific term of office for elected trustees shall be determined by the  election count results for each trustee.  Therefore, the candidate for trustee receiving the most votes shall acquire the open trustee term of office having the greatest number of term years scheduled.  The next candidate, in descending vote count receipt order, shall acquire the next open office of trustee, in descending term sequence, until all open trustee offices/positions are filled.  Trustees' terms are - one Trustee shall serve for three years, two trustees shall serve for two years and two trustees shall serve for one year.

P & P - 5, Item 4 - During each January's executive board meeting, convened on the first Monday of the month, the newly elected officers and those officers retained via their elected term of office shall, amongst themselves, select one (1) Officer to be the executive officer to serve on the club management team (CMT).  In addition, all new trustees and those trustees retained via their elected term of office shall, amongst themselves, select one (1) trustee to serve as trustee chairman who will also serve on the CMT and act as chairman of the active members committee.  The trustees shall also select, amongst themselves, a trustee who will serve as chairman for the civic duty events committee, and a trustee who will serve as the chairman for the fund raising committee.

P & P - 5, Item 5 - While serving a term in office, an I.C.C. officer or trustee may not hold any I.C.C. employee position.  If for any reason, the active member in office chooses to apply for an employee position, he must first resign his term of office in writing and provide the resignation to the executive board.

P & P - 5, Item 6 - The Club Management Team (CMT) shall be comprised of three (3) individuals, the executive officer, the chairman of the trustees, and the club management shall automatically be a part thereof without an annual appointment.

P & P - 5, Item 7 - The financial & advisory committee and the audit committee will each have one (1) professional individual serving on them and each professional will be appointed by the executive board at its first Monday meeting in the month of February.

P & P - 6

Officers & Trustees Authority & Responsibilities

P & P - 6, Item 1 - The president of the Italian Civic Club is required to have an in-depth knowledge of the Club's Policies & Procedures and the By-Laws, the Club's Rules and Regulations, and the like I.C.C. documents so that he can appropriately enforce them, protect and defend the rights of each member, and be in compliance when presiding at executive board, active membership and/or special club meetings.  The president will appoint an active member, during the annual January executive board meeting, to serve as the club's parliamentarian.  The parliamentarian will be responsible for answering questions regarding parliamentary procedures when the president requires him to do so.  The president will also appoint an active member during the annual January executive board meeting  to serve as sergeant-at-arms for maintaining order at active membership meetings.  The president and/or any individual(s) he designates may contact the I.C.C. outsource attorney representative for guidance or services.  It will be the president's responsibility to monitor all relative situations, activity and fees involving the I.C.C. attorney.

P & P - 6, Item 2 - The vice president of the Italian Civic Club is required to have an in-depth knowledge of the Club's Policies & Procedures and the By-Laws, the Club's Rules and Regulations, and the like I.C.C. documents, so that he can appropriately enforce them, protect and defend the rights of each member, and be in compliance when presiding at executive board, active membership and/or special club meetings when presiding in the absence of the president.  The vice president shall automatically replace the president if he becomes incapacitated, resigns from office, is removed from office, or passes away while in office.  The vice president shall hold the office of president until the end of the month of December in that calendar year.  In the rare situation when the aforementioned officer replacement takes place, the replacement officer may accept a nomination for president during the November active membership meeting and the officer's time served in the position as president shall not be counted as part thereof the term limits.  If for any reason both the president's and vice president's positions become vacant simultaneously, the executive board shall schedule a special election and the active membership shall follow the applicable processes and procedures as defined for electing one (1) active member in good standing for each of the two open positions.

P & P - 6, Item 3 - The secretary of the Italian Civic Club is required to take minutes at every executive board, active membership and/or special club meeting and to develop a permanent record of the minutes taken for various purposes such as for auditing or reference when motions and/or actions are called into question.  The secretary will read all previous meeting minutes (permanent record) at each executive board, active membership and/or special club meeting and request a motion for approval, make any necessary adjustments thereto, and document any changes if necessary.  In addition, the secretary will read any correspondence received and/or developed by any member, which will become part of the record.  The secretary shall be responsible for maintaining a detailed member log indicating every club member's name, membership category, and initiation fee and dues payment(s) due and/or received by him.

P & P - 6, Item 4 - Treasurer of the Italian Civic Club is required to manage, record and distribute all financial remuneration from all applicable resources and record all relative activities independently, while making certain that the necessary and required systems, processes and procedures are being used and followed as conceived, developed and implemented by the audit committee, the financial & advisory committee, the I.C.C. outsource accounting firm, the I.C.C. outsource attorney, and any other authorizing entity, including the executive board.  The treasurer will work closely with the I.C.C. audit and financial & advisory  committees' chairmen for obtaining direction to appropriately manage, record, report and distribute all available funds accordingly, and he will work with the I.C.C. outsource accounting firm to develop and present al necessary/required financial statements, balance sheets, and/or reports.  The treasurer will be responsible, in part, to develop and present monthly financial reports to the executive board and the active membership.  The Treasurer shall be responsible for reviewing and verifying all I.C.C bills, invoices, contractors' financial request, and contracts w/fees, membership dues, and professional-bank-insurance fees, etcetera before issuing payment via an I.C.C. check.  The only acceptable form of I.C.C. payment(s), for any of the aforementioned items shall be by check, except for the use of petty cash.  The petty cash balance should never exceed $250.00, and no individual payment should exceed $50.00, except for the payment of urgently required supplies, materials and the like items, regarding the petty cash account.

The treasurer shall be responsible for balancing all financial accounts, and his approval signature shall appear on all checks, unless he is incapacitated or on vacation, in which case the president and the vice president are authorized to review and approve payments by issuing checks and signing them.  All issued I.C.C. checks require the authorized signatures of the treasurer and president.  When the president is incapacitated or on vacation, the vice president is authorized to sign checks.

P & P - 6, Item 5 - The five (5) trustees of the Italian Civic Club are primarily required to monitor and administrate all of the I.C.C. financial accounts that are the direct responsibility of the I.C.C. treasurer.  The trustees are each responsible for ensuring that nay member, regardless of category, and/or their guest(s) follow the Rules and Regulations as printed on the back side of each I.C.C. membership application and that the Policies & Procedures and the By-Laws are followed.  It is each trustee's responsibility to bring infractions to the attention of the member and/or guest while correcting the infraction. Each trustee is responsible for bringing problematic  or repetitive infractions to the attention of the executive board for discussion and remedies, regardless of whether the infractions are personally viewed or brought to the trustee's attention by another member or guest.  In addition, the trustee's authority and responsibilities are further defined within other Policies & Procedures and in the By-Laws; some responsibilities merit specific review and acknowledgment, such as, the trustee women's auxiliary liaison, who is directly responsible for helping, guiding and responding to the  women's auxiliary requests, via the executive board.  The trustee social members liaison has responsibility not unlike those just defined, however they would be associated with helping, guiding and responding to the social members' board of directors and, specifically, to their chairman regarding open issues and requests.  the chairman of the trustees has the additional responsibilities of the CMT and the responsibilities associated with the active members committee that obligates him to chair and to oversee all of the active members' services, activities, membership and special events.  The trustee responsible for he club's civic duties and its committee, will oversee all civic duty programs, projects, and events and will work with community individuals, groups and organizations for a variety of special needs where the I.C.C. can be helpful.  The civic duty events committee will be responsible for reviewing and making various donations that will make a difference in the lives of those we serve in this community.  The trustee responsible for generating financial funds for special needs and civic events/duties and I.C.C. operation swill chair the fund raising committee and this trustee will lead a committee dedicated to develop tasks, projects and the like ideas that will generate the necessary revenue.

P & P - 6, Item 6 - The executive board is comprised of the four elected I.C.C. officers, and the five elected I.C.C. trustees, whom together represent the active memberships' voice when conducting the business of the club.  The executive board as a whole has sweeping authority and responsibilities.  At a minimum, the executive board will have one executive board meting and one meeting with the active membership monthly; bother meetings are for conducting the club's business. In addition, the executive board will usually have a work session following the active membership meeting, for discussing issues and requests that came to their attention during the meeting.  Although many items may be reviewed and discussed at the work session, no motions are offered and no actions are taken, until the next executive board meeting, when some of the work session issues may be brought to the floor for further discussion, motion(s) and approval or disapproval.  The executive board, as a whole, has the ultimate executive responsibility for making absolutely certain that all officers, trustees, employee(s), and the club manager are working in accordance with expectations, and that all members actions, club operations, management , processes and procedures, investing, club activities, events, and most significantly civic duty services and club property management, are all being completed in an appropriate, ethical, documented, and financially responsible manner.  The executive board has the authority to authorize all contractual obligations.  In all situations where substantial funds are being expended, the executive board members will be required to document all relative motions and they must be carried by a majority vote of the executive board members present, and an overview report of the actions shall be presented at the next active membership meeting.  It is understood that the financial & advisory committee will work closely with the treasurer to develop recommendations for the executive board to consider regarding transfers, investments, and expenditures, and the executive board shall act in the best interest of the active membership when making all final decisions relative to the club's financial position.

P & P - 6, Item 7 - An executive officer and the chairman trustee shall be appointed annually by their peers and both shall serve on the CMT, as well as serving in their elected positions.  Both of these active members are required to have an abundance of overall club knowledge, I.C.C. Policies  & Procedures and By-Laws insight, day-to-day club operations expertise, and e able to work for the club on a daily (or at  a minimum-every other day) basis, as well as being available via telephone for inquiries from the club manager, active, social and auxiliary members and/or any others requiring general information about the club.  In addition, both of these active members will share in the responsibility of the general administration of the club's properties, and will have overall authority from the executive board to make day-to-day decisions (when necessary) acting in the best interest of the club, and they shall report all of their primary activities to the president, in a timely manner, and to the executive board at their meetings or when necessary at special meetings.  The CMT, comprised of the executive officer, the chairman trustee and the club manager, represents a logical structure incorporating the three (3) most knowledgeable, experienced and productive individuals associated with the I.C.C., the CMT shall meet as necessary to discuss primary issues regarding the general day-to-day operations, management, personnel, financial, repairs, and the like club items requiring a decision or direction that cannot or should not wait between formal club meetings.  The CMT will document its decisions, actions and/or requests, and the executive officer or the chairman trustee shall provide the document at the next formal club meeting for further discussions, actions and/or motions-ratifications.

P&P - 6, Item 8 -  The president or his designee, or the vice president in the absence or replacement of the president, shall have the authority to execute and sign, by way of example: all necessary applications, contracts, tax forms and returns, insurance and/or bond(s), banking forms, investing forms, legal forms, accounting and auditing forms.  The president or designee shall make certain that all due dilligence has taken place and that the executive board has approved or is aware of the situation and action to take place before affixing the signature to the aforementioned documents.

P&P - 7

Women's Auxiliary

P&P - 7, Item 1 -  Although it is a fact that the women's auxiliary is in independent group operating with their own By-Laws, financial accounts, and the like business operations, the I.C.C., from time to time will work closely with the group regarding various tasks, projects and the like issues, however, the I.C.C. shall not be held responsible or liable for any task, event, project or the like situation that may occur with or by the women's auxiliary.  It is understood that the women's auxiliary requires their members to be at least twenty-one (21) years of age, born of Italian ancestry, or be married to an active member in good standing, or be a widow of a deceased active member in order to be a women's auxiliary member.

P&P - 7, Item 2 -  To avoid potential conflicts in reference to active members and social members titles, roles and/or positions defined herein, the women's auxiliary leadership should use the words women's auxiliary with the like titles and roles used elsewhere to define other positions associated with active members and social members.

P&P - 7, Item 3 -  The women's auxiliary may work on any task or project (including those requested by their trustee women's auxiliary liaison) that have been approved by the executive board.  Before beginning a task and/or project, the women's auxiliary may want to present it to the executive board (via their trustee liaison) for review.  This review will ensure that conflicts do not exist with the I.C.C. Policies & procedures and/or with the I.C.C. By-Laws, or with tasks/projects in service or to be put into service soon.

P&P - 7, Item 4 -  The women's auxiliary may use the I.C.C. facility for two (2) monthly meetings, both of which must be coordinated with the club manager to eliminate conflicting room space.  Additional women's auxiliary meetings may be scheduled by first verifying room-space availability with the club manager, and then gaining approval of the executive board via the trustee liaison.  It should be understood by all members that the trustee liaison and the executive board are available for advice and guidance regarding all activities of the women's auxiliary.


P&P - 8

Committees

P&P - 8, Item 1 -  The audit committee will have the contracted services for an outsource professional CPA/Auditor and he shall have a License-Certification from the commonwealth of Pennsylvania for accounting, and he shall not be a member of the I.C.C. or be affiliated with the club's accounting firm.  The audit committee shall be comprised of the club's manager, one executive board trustee, and three additional active members, totaling five committee members.  The audit committee's primary responsibilities are to extablish and maintain standard auditing controls, and to make certain that all Commonwealth of Pennsylvania Laws, Non-Profit 501(c)(7) fiscal guidelines and standard accounting practices are implemented and being followed by the treasurer, club management and any other club member affiliated with the I.C.C. having any financial club responsibilities.  The audit committee chairman will be one of the committee's three additional active members, and he, along with the outsource contracted CPA/Auditor and other serving committee members, shall be appointed by the executive board annually at the february executive board meeting; the appointed committee members shall serve until december in the appointment year, totaling eleven months of service.  If for any reason, a committee member vacancy occurs during a service period, the executive board shall appoint a new audit committee member in accordance with the I.C.C. policies and procedures and By-Laws.

The Audit Committee will conduct a comprehensive annual review, starting in the month of May and finishing on or before the end of the month of September.  The committee chairman shall present a written formal report indicating the committee's findings to the executive board, following the executive board's reviews, the executive board along with the audit committe chairman will present the findings and any additional information to the active membership.

The Audit committee shall have three available  methods to use when conducting its efforts.  When specific questions of concern arise or for the comprehensive annual review, the committee shall conduct the audit committee review.  When the committee determines that greater efforts are required to conduct its tasks, an Outsource Contracted CPA/Auditor will be hired, following approval of the executive board.  The professional CPA/Auditor will conduct a methodical assessment of the issues and provide the committee with a financial special report.  The third and most detailed method of evaluation is an audit, and an audit can be recommended by the outsource contracted CPA/Auditor following his methodical assessment or by the audit committee.  If required, an audit shall be conducted by the professional outsource contracted CPA/Auditor with the audit committee providing support services.  Upon the audit completion, a formal report will be provided to the audit committee by the professional CPA/Auditor.  It is the responsibility of the audit committee to provide the executive board with a formal report and recommendation(s) upon the completion of any method used.  The executive board will review all received reports, information and recommendation(s) and at accordingly, as well as, report the findings and actions taken at an active membership meeting.

Questions of concern regarding the clubs financial records, inventory, management & operations processes & procedures, investments and any other relative documents and/or financial system(s) can be asked by any active member at any active membership meeting, and the audit committee chairman and/or a committee member will do their best in providing immediate answers.  If further research is required to answer the question(s), the chairman will work with the committee and respond in writing to the president in a timely manner so that the president and the audit committee chairman can report answer(s) at the next active membership meeting.  The executive board or when the executive board receives a written petition request, hosting twenty (20) I.C.C. active member's names in good standing, require a specific audit committee review, the audit committee shall immediately act and follow its established policy and procedure as outlined herein.

If an active review, assessment or an audit is in process when a committee membership transition is in progress, the existing committee member(s) shall be responsible to explain and transfer all available information to the new member(s) in a professional and confidential manner.  It is understood by every audit committee member that professionalism and confidentiality are paramount requirments when conducting the business of their service, and the audit committee shall determine times, dates and locations to meet and work as an independent body able to request and obtain any club information for the purpose of completing its tasks or for providing it to the outsource contracted CPA/Auditor.

The audit committee will review and submit, to the executive board for payment.  All received invoices for professional services provided by the outsource contracted CPA/Auditor.  No other support services provided by other committee members will be billable.

P&P - 8, Item 2 -  The Financial and advisory committee shall have, as one of its members, a professional financial advisor, planner or the like professional, and he shall possess the applicable license(s), certification(s) and/or registration(s) required for his professional field of expertise, and he may be a non-I.C.C. active member.  However, he shall not be affiliated with the club's accounting firm, club's outsource auditing firm and/or with the club's attorney's firm by way of direct employment or partnership and he/his firm cannot be the I.C.C.'s financial or investment representative or sell any service or products to the I.C.C.  The financial & advisory committee shall be comprised of the financial advisor or the like professional, the club's treasurer, and three additional active members, totaling five committee members.

The financial & advisory committee chairman will be one of the committee's active members, and he along with the financial advisor or the like professional and all other serving committee members shall be appointed by the executive board annually, at the February executive board meeting; the appointed committee members shall serve untill december in the appointed year, totaling eleven (11) months of service.  If for any reason, a committee member in accordance with the I.C.C. policies & procedures and the By-Laws.  It is understood by every committee member that professionalism and confidentiality are paramount requirments when conducting the business of their services, and the committee shall determine times, dates and locations to meet.

The financial & advisory committee's primary responsibilities are to analyze the I.C.C. monthly, quarterly and annual financial statements and their support records (the I.C.C. checking, savings, escrow and investment accounts/statements, and the like documents) for the purpose of reporting to and providing the executive board with oral and written recommendations, on a monthly basis, regarding various actions or decisions that the executive board shall make; such as, but not limited to, investing in civic duties, membership events, structure(s) maintenance - additions - infrastructure, substantial purchases, major purchases, savings, longer term investments and gifting.  Additionally, it is important that the financial & advisory committee is similar with Commonwealth of Pennsylvania laws regarding the club's non-profit status and the guidelines for regulating a non-profit 501(c)(7) entity.  The committee's knowledge of these laws and regulations will be practical when the executive board asks for financial recommendations and when the financial & advisory committee is reviewing the club's financial information and developing monthly recommendations.  The financial & advisory committee members are not experts regarding these matters and therefore, from time to time, the chairman may need to contact the club's accounting firm and/or the club's outsource contracted CPA/Auditor for guidance and he shall report the relative findings to the executive board if applicable.

The committee's monthly oral and/or written recommendations will be provided by the financial and advisory committee chairman, and he shall provide such information at either or both of the club's formal established meetings, (executive board and active members), and if required, the committee chairman and/or a committee designee shall provide such information at a special meeting when called for by the executive board.  The executive board, from time to time, may request the financial and advisory committee to work directly with one or more of its officers or trustees and/or a combination thereof, and/or with the club management team or with any club designated committee chairperson, for the purpose of guidance and development of budgets and the like information regarding events, programs and the like functions; however, all budgets, findings and developed documents must be presented to an executive board meeting or, if applicable, presented to an active members meeting for review, discussion and motions.  When the financial and advisory committee is in annual transition, the existing committee member(s) shall be responsible to explain and transfer all available information to the new committee memeber(s) in a professional and confidential manner.  Financial and advisory committe members shall not be paid for any of their provided effors, services and/or reports.

P&P - 8, Item 3 -  The established active members committee shall have the chairman trustee as its committee chairman and the chairman shall choose the number of active members in good standing to serve on the committee.  The committee's primary responsibilities are to investigate nominated potential active members, formulate initiation fees and/or dues amounts periodically, and to present their recommendations to the executive board.  The committee members will be able to respond to any questions that either a potential and/or active member may have regarding membership, club related privileges, services or facilities use.  In addition, the committee will continually monitor active members and determine when it might be advantageous to have events, such as but not limited to, membership drives, parties, outings (golf, ballgames, etc), and the like spousal or family gatherings.  The committee will be responsible to develop event overviews and budgets to be presented to the executive board for further review and consideration.  When developing budgets, the committee will need to work with the chairman of the financial and advisory committee to help determine availability of funds and the like information.

P&P - 8, Item 4 -  The established civic duty committee shall have a trustee as its chairman and the chairman shall choose the number of active members in good standing to serve on the committee.  The committee's primary responsibilities are to make certain that all active members are in unison with the mission statement of serving our community and meeting various civic goals.  The committee will continually monitor the community's needs, make available and maintain a unique donation request form, and determine when it might be advantageous to have special events and/or respond to even request.  Such events and/or requests can come from organizations, agencies, youth groups, churches, any other civic, or like entity.  The committee will be responsible to develop event overviews and budgets to be presented to the exectutive board for further review and consideration.  When developing budgets, the committee will need to work with the chairman of the financial and advisory committee to help determine availability of funds and the like information.  The civic duty events committee may request help from other committees and from many active, social and/or auxiliary members to help with larger demanding community or event projects.  When such projects take place, the executive board will be kept informed by the trustee committe chairman.  Before any I.C.C. financial response can take place to any financial donation request, a formal I.C.C. civic duty - donation request form must be completed by the requesting individual and/or by the entity representative.  If the request is equal to or less than the amount permitted to be approved by the club manager, the club manager will act accordingly and report his or her decision to the committee.  The club manager's individual and monthly predetermined permissible donation funds have been established by the executive board and may be adjusted accordingly from time to time.  If the requested financial amount exceeds the club manager's limit, then the completed form is presented to the civic duty events committee chairman, and the committee will review the request, evaluating it against its budget and the like information, and if applicable the trustee chairman will present the request and any support information to the executive board.

P&P - 8, Item 5 -  The established fund raising committee shall ahve a trustee as its chairman and the chairman shall choose the number of active members in good standing to serve on the committee.  The committee's primary responsibilities are to formulate fund raising ideas, programs or projects periodically, and to present their recommendations to the executive board regarding the obtainment of funds when the chairman believes it is necessary, or when directed to do so by the executive board, or by the financial and advisory committee chairman.  The committee will work with the civic duty events committee and the financial and advisory committee for the purpose of conitnually monitoring available funds to carry out civic events and the like community projects and programs requiring funds if they are not readily available.  Therefore, the committee will be responsible to develop financial income ideas that can generate funds to be used; ideas can include, by way of example only; donation request, bequeths, and/or special events (dances-entertainment programs-dinners).  The committee will develop an overview and budget to be presented to the executive board for further review and consideration on all ideas.  When developing budgets, the committee will need to work with the chairman of the financial and advisory committee to help determine the availability of funds and the like information.

P&P - 8, Item 6 - Temporary Committees:  From time to time, the president and the executive board may choose to develop a committee to resolve an issue or to investigate various items requiring independent reviews or reports; thus, the executive board shall approve the committee and appoint a chairman to serve, and suggest potential committee members to serve.  When any temporary committee is formed and their efforts completed, they will present a report and findings to the executive board and as with establishing it, it will take a majority vote to discharge the committee.  Neither the president nor the executive board should intervene or discharge the committee while efforts are in progress and/or until the appointed chairman states that the committee's reports and findings are final.  An example of a temporary committee would be the management and operations review committee.

P&P - 9

Violations & Disciplinary Actions

P&P - 9, Item 1 -  The following list represents a sampling acts, misconduct and violations, that are unacceptable: physical altercations in or around any I.C.C. owned property; harassment; verbal attacks; discriminating action and/or the instigation of others to cause harm to any member, club employee or guest; disrespectful and offensive behavior; vulgarity; intimidation;, threats,sexual innuendoes; sexual harrassment; make false or liberal statements; offensive actions; unauthorized use of club property; theft; defacing of club property; illegal acts; or misrepresentations.

P&P - 9, Item 2 -  If the infraction merits potential legal action, the executive board may choose to contact the I.C.C. outsource professional attorney representative to request a review of findings and provide the executive board with a recommendation.  Following the executive board's review, investigation and discussion, the executive board shall vote on the action to be implemented according to these policies and procedures, suspension(s) may be for one (1) month or as many as six (6) months, and an expulsion from the club could be approved for one (1) year to an indefinite period.  All disciplinary action motions shall be approved or disapproved by a two-thirds majority vote of the executive board.

P&P - 9, Item 3  - Accusation:  All submitted "executive board - accusation inquiry request forms" must be completed and signed by the accuser, who can be any I.C.C. member, employee or guest.  When any executive board member accepts the form, it will be considered delivered to the executive board.  Within forty-eight (48) hours of the form's delivery, the president will acknowledge the receipt of the form on behalf of the executive board by sending a written confirmation of receipt to the accuser via the united states postal service.

P&P - 9,Item 4 - Executive Board Hearing & Notice -  The executive board shall convene hearings, as necessary, for the specific purpose of reviewing and determining the appropriate action to be taken for any violation.  The executive board president or vice-president (when he is acting in the role of president) may require a special meeting to take place for the hearing, or choose to include the hearing as part of an executive board meeting.  In either situation, minutes of the hearing(s) shall be recorded seperately.  It is at the discretion of the executive board to require the accused individual(s) to appear at a hearing; however, all accused individuals shall recieve a copy of the written accusation document before a hearing is convened, thus providing them ample time to respond to the executive board in writing.  Therefore, the executive board will make a copy of the written accustion document and include it with a letter detailing the date, time and location of the hearing, along with providing any applicable instructions regarding the hearing.  The hearing date, as indicated in the letter, will not be set less than fourteen(14) calender days from the date said letter is mailed to the accused individual(s) by registered return receipt via the united states postal services.

P&P - 9, Item 5 -  Regardless of the accused individual(s) presence, the president or vice president, accordingly, will conduct the executive board hearing, as scheduled, in a professional and methodical manner reviewing and discussing all available information, including any written responses from the accused individual(s).  When the accused individual(s) are present, the presiding officer shall permit open respectful communications between all members and/or individuals present.  Upon the executive board's hearing completion, the executive board will either vote on a disciplinary action(s) motion(s) or table the decision(s) to a future meeting date.  Upon the executive board completing and implementing a decision regarding any accused individual(s) disciplinary action, the decision will be documented for the club's records and a copy of the decision document will be sent to the accused individual(s) by registered return receipt mail via the united states postal services.

P&P - 9, Item 6 - Active Member(s) Appeal Hearing & Notices:  Only active and life members have the option to appeal an executive board hearing disciplinary action(s) decision.  The accused discipline individual(s) may send a written appeal notice to the president of the executive board within thrity (30) calender days from the date indicated on the decision document requesting that an appeal hearing be convened at an active membership meeting.  The president will immediately schedule time during the next available active membership meeting and mail the pertinent meeting information to the accused individual(s) as notice to appear.  The president or vice president, accordingly, shall convene the appeal hearing during the designated active membership meeting and conduct the hearing in a professional and methodical manner reviewing and discussing all available information, including any written responses from the accused individual(s).  The presiding officer shall permit open respectful communications among all members and with the accused disciplined individual(s) using commonsense relative to the discussions and time.  Upon the appeal hearing's conclusion, the presiding officer will excuse the accused disciplined individual(s) and request a motion to uphold the executive board's disciplinary action(s) decision.  Following the appropriate motion and voting procedure, the decision shall be recorded in the meeting minutes and a final appeal hearing decision notice shall be produced and sent to the accused disciplined individual(s) by registered return receipt mail via the united states postal service.

P&P - 9, Item 7 - Appeal Hearing Exceptions:  The executive board officers may postpone an appeal hearing for one or more months or indefinitely, by unanimous vote of the four (4) officers, when the officers have sufficient evidence that a threat to the welfare of any parties and/or that possible damage to property exists.  If an accused and disciplined active or life member does not appear at a scheduled appeal hearing, and was not excused by the executive board, then all his rights and/or privileges are waived and the active and/or life member's disciplined decisions are automatically upheld.  Social and women's auxiliary members do not have an appeal hearing process available and therefore all executive board hearing decisions are final.


P&P - 10

Club Property

P&P - 10, Item 1 -  Without exception, and at any  point in time while the I.C.C. is operating as a viable non-profit corporation, no single active member and/or members shall claim ownership to/of any tangible or intangible club property.  All owned I.C.C. property and/or its conversion into liquid assets shall equally be distributed to the active members when the I.C.C. is dissolved either by necessity or by catastrophic event(s), which in either situation would prevent the I.C.C. from continuing as a viable non-profit corporation, and in either situation, disbandment of the I.C.C. shall require a ninety (90%) total roster affirming vote of the active membership in good standing and without the use of any absentee ballots.  Before any distribution of club property assets can be relinquished to "only" the I.C.C. active members, all outstanding debts, taxes and claims shall be paid and/or resolved.  It is clearly understood that this hereto is not representative of any process and/or procedure that may be required by law and/or by the authorities, professionals and/or relative active members in office at the point in time when this may be relevant.  Therefore, this represent the previously assumed and current desires of the two-thirds (67%) majority vote of the active members present at the active membership meeting when these policies & procedures were approved.


P&P - 11

Club Manager

P&P - 11, Item 1 -  The club manager is required to have the skills, capabilities and knowledge of operating a small business, managing and guiding employee(s), and understanding and being familiar with the majority of the club's operations, services and products prior to being hired.  The club manager must be able to work with many types of personalities and be able to establish a rapport with members and elected officials, listening without sacrificing leadership or jeapordizing the primary job of managing the club.  Because most elected officials will not possess the club manager's qualifications or expertise, the club manager's position is paramount for the successful operation of the club.


P&P - 12

Policies & Procedures & Amendments

P&P - 12, Item 1 -  Any active member may suggest an amendment, addition and/or deletion to the I.C.C. policies & procedures, at any point in time, by submitting his suggestion(s) in written format, referencing the specific policy & procedure, its relative item(s) and his reason for the request along with his new or revised language.  The active member shall present his written suggestion(s) to the president at an active membership meeting during the president's report, specifically under the correspondence section of the agenda.  The president will review the suggestion(s) and then request the secretary to read the presented suggestion(s) and accompanying information to the active membership.  The president will then request addictional  input from all active members and lead the membership present in an active debate.  Following the debate, the president will then ask for an active membership show of hands in favor of pursuing the presented suggestion(s), and if a majority of the active membership present are in favor of the suggestion(s), the president will direct the secretary to formally register the active member's written suggestion(s) and proceed to the next step.  The president will then request the executive board to meet that evening (work session) following the active membership meeting to determine what further actions are required.

P&P - 12, Item 2 -  During the work session, that evening, the president will lead the executive board in reviewing the specifics of the suggestion(s) and how it/they might impact other policies and procedures and/or items, and if the executive board determines that further reviews are necessary by the I.C.C. attorney or the I.C.C. accounting firm, the president will forward all of the available information to either or both professionals and request their reviews and recommendations the following day.  If the executve board determines that evening that the active member's suggestion(s) and his provided language appears to be compatible or requires further reviews regarding language use, the president will table further action to the next executive board meeting.  If the executive board determines that the language requires refinement, the president will ask a professional to review the suggestion(s) and all available information and request that draft language be provided in a timely manner for the next executive board meeting.  The executive board's primary concerns for taking time to review the suggestion(s) is to make certain that the club's non-profit 501(c)(7) status or any other relative condition(s) are not jeopardized by implementing new or adjusted langueage changes.

P&P - 12, Item 3 -  The active member who made the initial suggestion(s) will be invited to the next executive board meeting where he, along with the executive board members, will review the suggestion(s) and language, and together determine if all is in order as requested and required.  If all is in order and the active member agrees, the executive board will take action to bring the new or adjusted language to the next active membership meeting for further reviews/discussions and an applicable motin.  If the motion is approved by a two-thirds (67%) majority vote the draft revised policies & procedures shall become effective immediately.  If the motion is not approved by a two-thirds (67%) majority vote, the draft revised policies & procedures shall be denied as presented and the motion complete.  If it is determined during the executive board meeting that further refinement is required, the process defined herein will continue until an agreement is obtained amongst the active member making the initial suggestion(s) and the executive board.

P&P - 12, Item 4 -  If the president forwarded the initial suggestion(s) and the available information to the I.C.C. attorney or the I.C.C. accounting firm, upon receipt of their responses and recommendations, the executive board along with the active member will meet and follow the same process of review and determination as defined in P&P - 12, Item 3.

P&P - 12, Item 5 - I.C.C. Policies & Procedures Re-Use or Reproduction:  These policies & procedures and any future amendments or revisions thereto, are for the specific I.C.C. use and they are considered property thereof.  Any unauthorized use or reproduction without the prior written consent of the executive board is prohibited and shall be challenged to the full extent of the law.

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