BY LAWS
of
The Icelandic-American Association of Hampton Roads, Virginia, Inc.
AKA
“Íslensk-Ameríska Félagið”
[as adopted June 17th 1985, with subsequent amendments, modifications and elaborations]
I. The official “American” (United States) English language name of our organization is “The Icelandic-American Association of Hampton Roads, Virginia.” The official Icelandic language name of the Association is “Íslensk-Ameríska Félagið (of Hampton Roads, Virginia).” The official logo of the Association is a Viking longship under sail or the initials”IAF” in the ancient Scandinavian runic letters, or a combination of both, artistically done.
II. The main purposes of our Association are:
- to afford a region-wide cultural and social environment for Icelanders, their families (and
descendants), and for friends of Iceland;
- to foster ties with Iceland, and between Iceland and the United States;
- to preserve Icelandic culture, customs, traditions and heritage; and
- to preserve the use of the Icelandic language among “Western Icelanders” and their descendants.
III. The Association was incorporated in 1986 in the Commonwealth of Virginia as a “not for profit” company and duly registered as such with the Virginia State Corporation Commission (SCC) - Corporate ID: 0284409-7 - and subsequently registered with the Internal Revenue Service as a as a tax-exempt Internal Revenue Code (IRC) section 501(c)(7) “Social Club.” As a “social club” the Association’s activities must be for pleasure, recreation and other similae nonprofitable purposes.
IV. {OFFICIAL 2005 FEDERAL NON-DISCRIMINATION STATEMENT: “Membership in [the Association] will not be restricted by: race, color, national origin, sex, religion, age, disability, political beliefs, sexual orientation, and marital or family status considerations.”} Membership in our Association is not necessarily limited to residents of the “Hampton Roads” area. Anyone professing an interest in Iceland, its history, culture, language, and people is a candidate for membership in any of several membership categories, viz.: Regular (Family or Individual), Honorary, or Associate. Nevertheless, IRS, VA SCC, and ABC regulations make Association Membership a legal prerequisite for Member and Members’ guest(s) participation in Association activities (Picnic, Þorrablót, “Sella´s Shop”), and similar activities directly connected with the Association’s purposes.
All members are expected to participate in Association activities to whatever extent possible and reasonable. If unable to participate (e.g.: Azalea Festival), a contributation of any amount will help offset the cost of maintaining and parading our/your Association´s prize-winning float (23 trophies in 22 years – not bad!)
To become an Association member: (1) you must submit an Application/dues payment and be recommended by an Association member; (2) your Application will be reviewed by the Association Directors/Executive Board; (3) if accepted, you will be notified ... and welcomed!; (4) you/your family will have all the benefits, rights, and responsibilities of Association Membership.
V. The business of the Association shall be conducted in such a manner that meets both federal and state requirements as a tax-exempt “not for profit” organization. In addition to the purposes set forth in Article II, and in furtherence of these purposes, the Association shall engage in activities which qualify as “charitable” and “civic” for whatever benefits may accrue.
VI. The “Membership Year” for annual dues payment purposes will run from approximately June 17th to June 17th, that is, until the day before a “17th of June” commemorative event, regardless of the actual date on which the event takes place. Membership fees will be due and payable annually in advance on or before a “17TH of June” Observance. A meeting of the Association Membership, or “General Membership Meeting” shall be held no less than twice each Membership Year – at the “17th of June” Observance and at the annual Þorrablót Banquet. Motions may be made by the members at these meetings and, if seconded, shall carry by acclaim.
VII. The Association Executive Board shall consist of not more than five (5) Officers: a President, Vice President, Secretary/Treasurer, Activities Chairperson, and Membership/Publicity Chairperson. They shall [Continued on p.2 following]
The Icelandic-American Association of Hampton Roads, Virginia, Inc.
BY LAWS (Continued – p. 2)
VII. (Cont’d) be nominated and elected biennially as Directors of the Association Corporation by and from Association members in good standing (that is, dues-paid for at least the forthcoming Membership Year) and over the age of 17 years. They shall take office as “voting” Directors at the “17th of June” Observance and serve a term of two years, circumstances permitting. Additional “non-voting” Directors may be elected or appointed as necessary to fill unexpired term(s) of “voting” Directors should vacancies occur during their two-year term of office, and/or perform functions in support of the Executive Board. The “voting” Directors shall meet in Executive Session within one month of the election to decide which of the Executive Board offices and responsibilities each will assume. They shall be responsible to the Membership for the day-to-day operation of the Association.
The Executive Board shall meet at least four times each Membership Year or, at least, every three months. A quorem of three “voting” Directors shall be required to transact Association business and “voting” Directors may designate a “non-voting” Director as his/her proxy at Executive Board meetings. Motions made at Executive Board meetings shall carry by a simple majority of the “voting” Directors (and/or their proxy/ies) in attendance. A tie vote, if occurring, shall be decided by a flip of a coin.
VIII. For Association purposes, the Association Executive Board President may expend up to and including $500.00 from the Association Treasury without resort to an Executive Board decision. The President may expend up to and including $1,000.00 from the Association Treasury with the concurrence of the Association’s Treasurer. Expenditures over $1,000.00 require the concurrence of at least three “voting” Directors. If necessary, concurrence(s) may be obtained by telephone or e-mail. The President may delegate this authority to another Director if it will benefit the Association.
IX. The Association Executive Board President is usually the Association Corporation Registered Agent and, as such, shall conduct all necessary and required Association business with the Commonwealth of Virginia State Corporation Commission including, but not limited to filing Annual Reports and submitting annual corporation Registration Fees. The Association President shall also file all necessary Association income tax forms and fees with the state and federal revenue services.
X. The Association Secretary/Treasurer shall maintain liability insurance covering the Association members and the Association Directors/Executive Board Officers. The Executive Board President is responsible for ensuring that the Secretary/Treasurer has obtained and maintained an insurance policy in force that provides optimum coverage at reasonable cost.
[May 1st 2007 - Certified Correct by Robert J. Seifert, Secretary]
