CONFERENCE HISTORY
The first policies of the Service Club Leaders Conference were adopted at the third Annual Conference, March 2, 1963 in St. Louis, Missouri. On November 12, 1966 at the 7th Annual Conference in Toledo, Ohio, the attendance policy was expanded from three from each organization to four, but not to exceed two in each category of elected and administrative officers. For voting purposes it was decided that each participating service organization to have one vote only.
In 1969, at the 10th Annual Conference in Birmingham, Alabama, the policy added the item of publishing the agenda in advance and that the Conference could be reported to the respective boards of the organizations.
In 1972 in Geneva, Switzerland, at the 13th Annual Conference, a committee was commissioned to study and present a new set of policies which were adopted at the 14th Annual Service Club Leaders Conference in White Sulfur Springs, West Virginia in 1973. Further updates were made at the 25th Annual Service Club Leaders Conference held in High Point, North Carolina in 1994.
SERVICE CLUB LEADERS CONFERENCE POLICY
PREAMBLE
The Service Club Leaders Conference is comprised of and admits to membership those national or international organizations or federations of local community-serving clubs in which service-minded individuals have voluntarily banded together to create and strengthen cultural, spiritual, moral, business and ethical standards and, through fellowship and altruism, to serve the citizens of their communities and nations. In aggregate, the men’s and women’s federations or associations comprising the membership of the Conference represent that which is defined as the civic-service club movement, generally dedicated to the broad spectrum of community and human welfare and advancement rather than single objectives, and not to be confused with fraternal, trade, political, professional, commercial, labor or governmental organizations. The basic function of service club organizations or federations is to provide leadership and coordination and to assist their member units to attainment of their objectives and, eschewing partisan politics and sectarian and religion, to foster the growth and development of the movement that its benefits may be extended. Such federations or organizations operate on a non-profit, dues-supported basis.
POLICIES
I. The main purpose of the Service Club Leaders Conference shall be to meet annually and to provide the chief elective and administrative representatives of participating civic- service organizations an opportunity to exchange ideas and discuss administrative methods, techniques, and responsibilities, in order that each participating organization may become more effective to providing leadership and service to its member units.
While respecting the various participating organizations long-established, traditional methods of attaining their respective objectives and performing their several functions, and as some are national and international in charter and cope, accordingly the Conference shall carefully consider any attempt to engage in its participants or their member units in a common program or activity.
II. There shall be no dues, but the expenses of the annual meeting shall be borne equally by participating organizations in attendance. Any related activity authorized by the Conference shall be borne equally by organizations participating in the Conference, which authorized such activity.
III. Attendance in the annual Conference shall be limited to the chief elected and professional officers of participating organizations. Each organization may be represented by not more than two elected and two professional officers.
IV. Spouses may be invited to attend all social and dining events and those sessions when a guest speaker addresses the conference. All other sessions, including those relating to programs and administrative functions of service clubs are restricted to the designated representatives (as per Policy III) of each organization.
V. The proceedings of the annual Conference and information thereon are solely for the use of participating organizations and are not appropriate for public release.
VI. Procedure for conduct of Conferences:
- To facilitate preparations for the next succeeding Conference, the representatives of the organization to host that Conference shall assume their roles immediately upon adjournment of the preceding Conference.
- The representatives of the host organization shall invite the representatives of participating organizations to recommend agenda items dealing with subjects within the purview of Conference purpose. A copy of the resultant, recommended agenda shall be provided to participating organizations not less than 30 days prior to the Conference. The first item of business at each annual conference shall be the approval or revision of the proposed agenda and determination of items to be assigned to the joint, elective and administrative meetings. Prior to the Annual Service Club Leaders Conference, member organizations may request the host organization to extend an invitation to a non-member to participate as a non-voting observer. The member shall provide information about the observer club. The host organization shall poll the members. If there is no objection, the invitation to attend the next Conference may be extended.
- When soliciting subjects for the Conference agenda, the representatives of the host organization shall also solicit invitations from participating organizations desirous of hosting future Conferences and shall publish such invitations within the agenda for the Conferences at which such selection shall be made.
- Within 60 days following the Conference, the host organization shall provide representative of participating organizations with a copy of an information report on the Conference proceedings including a financial report.
- In accordance with the general purposes of the Conference, the business of the Conference and voting thereon shall be conducted at joint meetings of the elective and administrative representatives and shall be limited to:
(1) The admission of additional participating organizations, which shall require a two-thirds affirmative vote of those Conference members present and voting.
(2) The removal of participating organizations, which shall require a two-thirds affirmative vote of those Conference members present and voting.
Reason which could lead to consideration for removal include:
a. Failure to attend SCLC annual meeting more two consecutive years
b. Failure to adhere to the published Policies of SCLC
(3) Selection of meeting places and hosts for succeeding Conferences (which may be selected two years in advance) which shall require a two-thirds affirmative vote of those present and voting.
(4) Motions or resolutions of commendation or appreciation.
(5) Questions dealing with Conference meeting procedure.
(6) Motions on matters relating to the general and collective interests of the civic-service club movement which shall require two-thirds affirmative vote of those present and voting.
(7) Each participating organization shall have one vote. Only those represented at the meeting may vote.
VII. There shall be established an SCL (Service Club Leaders) Coordinating Committee. That such Committee shall have these basic responsibilities:
a.Receiving, reviewing, generating and ultimately recommending changes to SCLC Policies and in the structure of the Coordinating Committee;
b. Acting as consultants to SCLC hosts to assure continuity and optimum value for time spent;
c. Handling the process of obtaining SCLC statistics each year;
d. Exploring specific ways in which SCLC members can collaborate and assist each other;
e. Suggest and coordinate surveys for the SCLC;
f. Coordinate efforts for the observance of World Service Week;
g. Coordinate efforts to support and, in other ways, mentor new Chief Staff
Officers;
h. Coordinate appropriate recognition of service recognition for retiring SCLC members;
i. Act as official recorder and disseminator of SCLC Minutes each year;
j. Perform other functions as mutually agreed upon at SCLC Conferences;
k. Help in seeking future hosting organizations for SCLC Conferences.
The following shall be members of the Coordinating Committee (Chief Staff Officers):
1. Immediate Past SCLC Host;
2. SCLC Host for the following year;
3. SCLC Host two years hence (if one has been selected);
4-5. Two (2) others elected at-large each year at SCLC (nominated by the Coordinating Committee on a rotating basis for two-year terms).
An SCLC “year,” for Coordinating Committee purposes, shall begin at the close of each year’s SCLC.