Rules & Regulations

In accordance with the Statutes and Vision Statement of The American Club of Lille, the Rules and Regulations (R&R) provide guidelines for the management and activities of the Association. They are written, modified and approved by the Board with the ratification of the membership at the Annual General Meeting.

Article I – Admission

Applicants for membership should speak English and meet at least one of the following criteria:
– US citizen
– has resided a minimum of 1 year in the US
– spouse/partner of a US citizen
– applicant/spouse is current employee of US company or organization
– parent of a child born in the US or of US nationality
– have strong ties to American culture and language

Article II – Membership

~ Regular members pay annual membership fees in the following categories:
– Family (consisting of parent(s) with a child(ren) under 18 living at home)
– Single (25 -59)
– Student (18 – 25)
– Senior (over 60)
– Supporting (members who chose to provide additional monetary support)

~ Honorary members are selected by the board annually based on their service and on-going contributions to the Association. They do not pay membership fees.

Membership in the Association allows you to receive free or reduced rates at ACL activities and events, preferred rates from ACL Sponsors, and free advertisement in the newsletter and on the website.

Supporting Members receive all of the privileges listed above in addition to special recognition in the newsletter and on the website.

Article III – Fees

Membership runs from 1 August to 31 July. The value of the annual membership fee to be paid for each year shall be determined by the Board and shall not be changed during that year. These fees will be posted on the American Club of Lille website as well as published in the newsletter. Members joining after 1 February of the current fiscal year shall pay half of the stipulated annual membership fee.

Article IV – Voting

All Regular Members will have one (1) vote per membership, with the exception of Family Memberships that can have a maximum of two (2) votes (voters must be over 18). Honorary members do not have voting privileges. Voting will be done by a show of hands or by secret ballot if so requested by the majority of voting members present.

Board Meetings must have the presence of thirty (30) percent of Board members to constitute a quorum.

Annual General or Extraordinary General Meetings must have the presence of twenty-five (25) percent of Regular Members present or represented by proxy to constitute a quorum. A maximum of three (3) votes by proxy shall be allowed per voting member present.

Article V – Board Members

All Board members must be Regular Members over eighteen (18) years and may, at the discretion of the Board, be exempt from Membership fees for the duration of their service to the Association. Honorary Members are not eligible to serve on the Board. Eligibility for the position of the President requires that candidates must have previously served a minimum of one year on the Board.

Nominations for Board members will be solicited via e-mail, two months before the Annual General Meeting, by the Nominating Committee. The list of candidates will be published via e-mail for the membership 15 days prior to the AGM. At the AGM, elections will be held for those positions with more than one nomination. If there is not more than one candidate for each position and the list is not contested, the entire slate of candidates will be announced as members of the new Board at the AGM.

a) The President will preside over meetings of the Association and have general supervision of the affairs of the Association. As a representative of the Association, the President will serve as liaison with all matters concerning contact with the local community. The President should be fluent in French as well as English. Eligibility for the position of the President requires that candidates must have previously been regular member at least one year prior.

b) The Vice President will advise/assist the President when called upon to do so. The Vice President will assume the duties of the President in his/her absence and should be fluent in French as well as English. In the absence of an Activities Chairperson, the Vice President will assume these duties.

c) The Secretary will take the minutes of all meetings, maintain accurate records of said minutes, conduct all Association correspondence, prepare the agenda for all meetings and perform other duties as are customary of the office of Secretary. In the absence of a Membership Chairperson, the Secretary will assume these duties. In the absence of a Media Chairperson, the Secretary will assume these duties.

d) The Treasurer will be the Financial Officer of the Association. The Treasurer will present quarterly Financial Reports to the Board, keep an account of all money received by the Association and deposit the same in the bank designated by the Board, pay all bills of the Association and perform other duties as directed by the Board. The Treasurer will present a summary Treasurer’s Report at the Annual General Meeting.

In addition, Committee Chairpersons may be elected by the Regular Membership or appointed by the Board, up to a limit of five (5) additional Board members. These positions may include but are not limited to:

Activities Chairperson – responsible for coordinating the organization of all Association Activities, maintaining an Activities Calendar with consideration for French and American holidays and local community events, and ensuring that all Board members are kept up to date on scheduled events.
Membership Chairperson – responsible for processing new memberships, membership renewals and maintaining membership records for the Association,and the database questionnaire results. The membership chairperson will provide a quarterly membership report to the board , should have membership forms at all ACL events, and encourage new people to join.
Media Chairperson – responsible for managing all media for the ACL (newsletter, web site).
Nominating Chairperson – appointed by the Board, this person is responsible for providing a slate for annual Board nominations.

Article VI – Board meetings

Board Meetings must have the presence of thirty (30) percent of Board members to constitute a quorum.

Article VII – Membership Meetings

Annual General or Special General Meetings must have twenty-five (25) percent of Regular Members represented, either by presence or absentee ballot, to constitute a quorum. Only absentee ballots sent via the Nominations Chairperson will be accepted.

Nominations for Board members will be solicited via e-mail, at least two months before the Annual General Meeting, by the Nominating Committee. If more than one candidate is nominated for a position, an election will determine the selection. If nominations produce only one candidate per position, the entire slate of candidates will be introduced as members of the new Board at the AGM with the approval of the Regular Membership.

Article VIII – Activities

Activities of the Association will be coordinated through the Activities Chairperson and will be conducted or sponsored by a Member of the Association. They consist of two types:

Annual Activities are events held once a year by the Association for the benefit of the members and guests. They may include, but are not limited to Skating Party, Easter Egg Hunt, Memorial Day Trip, 4th of July Picnic, Halloween Party, Thanksgiving Dinner and Christmas Social. As expenses are incurred by the Association for these events, charges will be set and announced in advance and Regular members will have reduced or no fees.

On-going Activities are events that occur on a regular basis to encourage the general public to become involved and members of the Association. They may include, but are not limited to Book Club and AmericanClubYahoo Groups. As no expenses are incurred by the Association for these particular events, no fees will be charged.

Article IX Finances

The fiscal year for the Association is from 1 August through 31 July.
All funds will be deposited in the account of the Association and will be disbursed as authorized by the Board. Money received from memberships, activities and donations will be used to further the purposes of the Association. No part of the earnings of the Association will be used to the benefit of or distributed to its members or other private persons.

Article X Amendments

The Rules and Regulations will be reviewed annually and may be amended if deemed necessary by the Board, with ratification of the Regular Members at the AGM.

Signature of at least two officers:

Julie Pattou, President
Vincent Larregle, Treasurer