DCFCA Constitution

As last amended September 25, 2024

The D.C. Federation of Civic Associations was organized November 10, 1921, and incorporated April 17, 1941. It received US 501 (c) (3) tax-exempt status on October 24, 2001, and a certificate of exemption from DC sales and use tax on January 28, 2002.

Preamble

We the citizens of the District of Columbia who believe that community betterment is based upon first, the recognition of the interdependence of individuals and organizations existing in our city, and second, the cooperation of all residents in the task of making better citizens and a better community, have joined together in local civic associations for our mutual self-interest. We have, by our vote, affiliated each of our local associations with the District of Columbia Federation of Civic Associations, Incorporated, which is guided by the objectives of, and derives its authority from, this Constitution, which we, the organized citizens who are interested in community betterment, do ordain.

Article I: Name

This organization shall be known as the District of Columbia Federation of Civic Associations, Incorporated.

Article II: Purpose

The objectives of the Federation shall be as follows:

To consider and act upon any matters affecting the civic interest and general welfare of the residents of the District of Columbia;
To provide a strong vehicle through which member organizations may participate in the shaping of their community life;
To act as an official civic body assisting District officials in the development, publication, and implementation of citywide programs in the interest of the citizenry;
To determine the city’s important needs, to seek solutions and relief of community problems through research and study, and to carry out plans agreed upon by community consent;
To serve as a channel through which plans and projects of citywide public and volunteer agencies may be disseminated for support and adaptation to neighborhood programs;
To promote cooperation with other organizations and agencies whose aims are to raise the standards of the community, and to secure adequate laws for the protection and wellbeing of all citizens;
To interest, develop, and prepare citizens as workers and leaders in civic and community programs;
To encourage member organizations to sponsor, train, develop, and encourage young people in civic work and to organize junior civic associations; and
To organize and support a Federation of Junior Civic Associations.
To grant scholarships to deserving DC Public School system graduates admitted to American colleges.
Upon the dissolution of this organization, all assets shall be distributed for one or more tax exempt purposes within the meaning of Section 501(c)(3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose.

Article III: Membership

Section 1. The Federation shall be composed of nonpolitical, nonsectarian civic organizations which have individual memberships and which are established for, and are devoted to, the improvement of the civic interest and general welfare of residents of the District of Columbia.

Section 2. All organizations admitted to membership in the Federation shall meet the following criteria:
(A) Have objectives in line with those of the Federation, as stated in Article II, above;
(B) Have a minimum of fifty (50) financial members who are residents of, or who have interests in, the District of Columbia;
(C) Hold regular meetings of their general membership;
(D) Hold regular elections at least every two years of the principal officers, one of whom should be president;
(E) Have a democratic constitution properly ratified by the membership; and
(F) Submit an application including its constitution, documenting criteria (A) through (D), and including current dues to the Federation.

Section 3. Civic Associations which have definite geographical boundaries not conflicting with the boundaries of present member associations may be admitted by the majority vote of delegates present and voting.

Section 4. Other organizations which have no definite boundaries, or civic associations whose boundaries conflict with those of member associations, may be admitted by a three-fourths (3/4) vote of delegates present and voting; provided:
(A) That the applicant meets a community need in its area or field which no present member organization effectively addresses; and
(B) That in the event there is an unresolved boundary dispute with a member association, the Membership and Credentials Committee has determined: (1) That the applicant has tried unsuccessfully to interest the member association in its needs, and (2) That negotiations between the parties have failed.

Section 5. A member organization may be suspended from the Federation for the failure to maintain any of the criteria stated in Section 2 of this Article, or for other causes deemed prejudicial to the Federation, upon recommendation by a two-thirds (2/3) vote of the Executive Committee and ratification by a two-thirds (2/3) vote of delegates present and voting in the Assembly at the next regular meeting after the month in which the Executive Committee made its recommendation; provided:
(A) That charges have been submitted in writing by no fewer than three delegates from three different member organizations at a regular meeting of the Executive Committee;
(B) That copies of the charges shall have been mailed by the Executive Committee to delegates of record of the member organization within one week of submission of charges;
(C) That the delegates bringing the charges deliver or mail copies of the charges to all members of the Executive Committee within two weeks of bringing charges;
(D) That the charges be considered at the next regular meeting of the Executive Committee;
(E) That if the suspension is recommended, that it be reported in the notice of the Assembly meeting that will consider the recommendation; and
(F) That the member organization be given reasonable opportunity to be heard and to answer all charges brought against it at the Executive Committee and Assembly meetings considering the charges.

Section 6. A suspended member organization may be readmitted by the same procedures as are currently applicable for admission.

Article IV: Representation

Section 1. All delegates shall live within their civic association boundaries. Each member organization of the Federation shall be entitled to six delegates, one of whom shall be its president, and one of whom shall be a representative of its junior civic association. If the organization does not have a junior civic association, then it may send a youth representative from the parent organization. For a youth to be a voting delegate, he or she must be at least 15 years of age and attending school (in 10th to 12th grade). Youths not meeting these criteria may represent their Junior Civic Association or their parent organization as nonvoting representatives in the Federation Assembly. Nonvoting youth representatives shall have the basic right to attend meetings, speak in debates, and participate in other nonvoting activities of the Federation.

Section 2. Each member organization may designate six alternates (one a youth, who meets the criteria for voting delegate as defined above) who shall be entitled to vote when its delegates are absent.

Section 3. The Federation may, upon majority vote, elect as delegate-at-large for life anyone who has served as president of the Federation for at least one term. Such delegates-at-large may have a voice and a vote in all deliberations as long as they are members of a financial member organization.

Section 4. Delegates who have been properly certified by their member organizations and delegates-at-large shall constitute the Assembly, which shall be vested with all powers of the Federation, expressed and implied, provided for in this Constitution and By-Laws.

Section 5. A member organization may withdraw any of its delegates or alternates at any time by written certification to the Federation.

Article V: Officers & Duties

Section 1. The elected officers of the Federation shall be President, First Vice President, Second Vice President, Third Vice President, Recording Secretary, Assistant Recording Secretary, Corresponding Secretary, Assistant Corresponding Secretary, Financial Secretary, and Treasurer.

Section 2. The appointed officers of the Federation shall be Chaplain, Parliamentarian, Archivist, and Sergeant-at-Arms.

Section 3. All officers shall be delegates or alternates to the Federation at the time of their election or appointment.

Section 4. The duties of the officers of the Federation shall be:

President

Preside over all Federation Executive and Assembly meetings; and serve as the Chairperson of the Executive Committee.
Supervise and control all related affairs and activities of the officers and committees.
Perform all duties incident to his/her office and such other duties that may be required by law, the Federation Bylaws, or this Constitution.
Recommend training for all officers.
Be responsible for all business involving the Federation and its welfare.
The President along with the Treasurer shall sign all checks and contracts obligating the Federation.
Appoint committee chairs as needed; appoint members to committees.
Shall be ex-officio of all committees, except the Nominating Committee.
Shall turn over all official records to the incoming President.

First Vice President

In the absence of the President, or in the event of his/her inability or refusal to act, the First Vice President shall perform all the duties of the President, and when so acting shall have all the powers of and be subject to all the restrictions on the President.
The First Vice President shall serve as Chair of the Membership Committee and have other powers and perform other duties as may be prescribed by law, the Federation Bylaws, or this Constitution, or as may be prescribed by the Membership or the President.
Assist the President in coordinating all related affairs and activities of the committees.
Shall turn over all official records to the incoming First Vice President.

Second Vice President

Assist the First Vice President in the discharge of his/her duties.
Serve as chairperson of a committee assigned by the President.
The Second Vice President shall have other powers and perform other duties as may be prescribed by law, the Federation Bylaws, this Constitution, or as may be prescribed by the Membership or the President.
Shall turn over all official records to the incoming Second Vice President.

Third Vice President

Assist the Second Vice President in the discharge of his/her duties.
Serve as chairperson of a committee assigned by the President.
The Third Vice President shall have other powers and perform other duties as may be prescribed by law, the Federation Bylaws, or this Constitution, or as may be prescribed by the Membership or the President.
Shall turn over all official records to the incoming Third Vice President.

Recording Secretary

The Recording Secretary shall produce all minutes of the executive, assembly, and special meetings.
Keep all minutes at the principal office of the Federation or at such other places as the Executive Committee may determine.
In addition, the Recording Secretary shall keep a book of minutes of all executive, assembly, and special meetings and have them available at all meetings.
Present minutes to the President no later than 5 (five) working days following the meeting.
Keep the original or a copy of the Federation Bylaws and Constitution as amended or otherwise altered to date.
In general, he/she shall perform all duties incident to the office of Correspondence Secretary and other duties as may be required by law, the Federation Bylaws, or this Constitution, or which may be assigned to him or/her by the President.
Serve in the absence of the Correspondence Secretary.
Shall turn over all minutes to the President and incoming Recording Secretary at the end of his/her tenure.

Assistant Recording Secretary

Assist the Recording Secretary in the fulfillment of the Recording Secretary’s duties.

Correspondence Secretary

Be responsible for proper notification of all meetings and any other correspondence as directed.
Record attendance at all executive and assembly meetings of the Federation.
Serve as assistant to the Recording Secretary in capturing all action items at official meetings.
Serve in the absence of the Recording Secretary.
Provide notification and/or correspondence on behalf of the Executive Committee.
Provide notifications for the Executive Committee, elected officers, and called meetings.
Provide administrative support to the President in the area of correspondence as needed.
In general, perform all duties incident to the office of Recording Secretary and other duties as may be required by law, the Federation Bylaws, or this Constitution, or which may be assigned to him or/her by the President.
Shall turn over all minutes to the President and incoming Correspondence Secretary at the end of their tenure.

Assistant Corresponding Secretary

Assist the Corresponding Secretary in the fulfillment of the Corresponding Secretary’s duties.
Shall turn over all official records to the incoming Assistant Corresponding Secretary.

Financial Secretary

The Financial Secretary works in conjunction with the Treasurer to collect and log all receipts of funds.
Maintain a ledger of each member’s account.
Notify member organizations regarding annual dues.
Transfer all monies collected to the Treasurer within 3 (three) working days and obtain the receipt for all financial transfers.
Provide a current financial list of membership when requested by the Executive Committee.
Make available all receipts and records for audit.
Maintain all financial documents and records on file.
The Financial Secretary in the absence of either the Treasurer or the President may sign checks and contracts obligating the Federation.
Transfer information about member organization payments to the Membership Committee chairperson to ensure an accurate accounting of all members.
Be a member of the Finance Committee.
Shall turn over all official records at the end of his/her tenure to the Executive Committee.

Treasurer

Deposit all funds to the Federations’ accounts.
Provide adequate accounting of funds.
Keep a record of all finances of the Federation including receipts and expenditures.
The Treasurer along with the President shall sign all checks and contracts obligating the Federation.
Provide a Treasury Report(s) as required by the Executive Committee and at each meeting of the Federation as needed or required.
Provide an annual report in January of each year.
Distribute a report of all receipts and expenditures at all meetings of the Federation.
Plan for changes in leadership (newly elected President). This includes new signature requirements(s) at the designated financial institutions following each election.
The Treasurer shall not make any payments without an order from the President unless provided in the approved budget of the Federation.
Maintain Expense Vouchers for all transactions.
The Treasurer shall make no unauthorized withdrawals from the Federation’s accounts.
Must serve as Co-Chair of the Budget and Finance Committee.
Complete and file to appropriate offices, all DC and IRS forms, such as N-990 due May 15 annually, and DC BRA-25 due biennially.
Shall turn over all official records at the end of his/her tenure to the Executive Committee.

Parliamentarian

Possess a good knowledge of common parliamentary procedures, the Federation’s Constitution and Bylaws, and the latest edition of Robert’s Rules of Order.
Advise the President or presiding officer on rulings during Annual, Executive Committee, and called meetings.
Responsible for ensuring that no procedural details are overlooked, anticipates parliamentary strategy, and ensures that all parliamentary requirements are observed.
Shall turn over all official records at the end of his/her tenure to the Executive Committee.

Sergeant-At-Arms

The Sergeant-at-Arms shall attend all meetings and serve as an assistant to the presiding officer in maintaining order and decorum.

Archivist

The Archivist shall collect, assemble, protect, preserve, and present in appropriate forms and venues the historical performance and results of the work of the Federation, its officers, committees, and affiliations. He/she shall be given the proper facilities for such record-keeping.
Shall turn over all official records at the end of his/her tenure to the Executive Committee.

Chaplain

The Chaplain shall open and close all meetings of the Federation.

Section 5. Officers may be removed for causes prejudicial to the Federation upon recommendation by a two-thirds (2/3) vote of the Executive Committee and ratification by a two-thirds (2/3) vote of delegates present and voting in the Assembly at its next regular meeting after the month in which the Executive committee made its recommendation, subject to the same provisions for written charges, advance notice, and reasonable opportunity to be heard and answer charges as apply to suspension of member organizations in Article III, Section 5, above; except that charges must be brought by action of three member organizations.

Article VI: Elections

Section 1. The election and installation of officers shall be at the Annual Meeting on the first Wednesday in December.

Section 2. Election shall be staggered with the President, Second Vice President, Recording Secretary, Corresponding Secretary and Treasurer elected in the even years and the following offices will be elected in the odd years: First Vice President, Third Vice President, Assistant Recording Secretary, Assistant Corresponding Secretary and Financial Secretary.

Section 3. Officers shall assume office at the close of the Annual Meeting in December and shall serve for a term of two years or until their successors shall be elected, or appointed and installed.

Section 4. Any officer shall be eligible for re-election to succeed himself if he is a duly qualified delegate or alternate, but no President after 1985 shall be eligible to hold office for more than two terms successively.

Section 5. If a vacancy shall occur in the office of the President, the First Vice President shall immediately assume the duties of the President, the Second Vice President shall assume the duties of the first Vice President, and the Third Vice President shall assume the duties of the Second vice President.

Section 6. If vacancies shall occur in other elected offices, the Executive Committee shall elect officers to fill the unexpired term.

Article VII: Un-financial Status

A member organization that has not paid its dues by April shall be deemed unfinancial. Delegates of un-financial member organizations shall have no vote in the Federation, and delegates which have been un-financial for one full year shall not be entitled to receive notices or other services from the Federation.

Article VIII: Assembly Meetings

Section 1. The Assembly shall hold regular meetings on the fourth Wednesday of each month except July, August, and December. A regular meeting of the Assembly may be suspended or rescheduled upon two-thirds (2/3) vote of delegates present and voting at the meeting immediately preceding the meeting to be suspended or rescheduled. The President may cancel a regular meeting of the Assembly if a state of emergency has been declared for the District of Columbia.

Section 2. The Annual Meeting of the Assembly shall be the first Wednesday in December.

Section 3. Special meetings of the Assembly may be called by the President when deemed necessary.

Section 4. Special meetings shall be called by the President if he is requested in writing to do so by at least one delegate from each of at least ten financial member organizations.

Section 5. All calls for special meetings shall be made by written communication to all delegates, and no business shall be considered at such meeting except as has been expressly mentioned in the notice. If the special meeting is called to substitute for a canceled Assembly meeting, however, the published agenda for the cancelled meeting shall constitute the agenda for the special meeting.

Article IX: Executive Committee

Section 1. There shall be an Executive Committee composed of the elected officers of the Federation and the chairs of the standing committees of the Federation.

Section 2. Chairs of special and ad hoc committees of the Federation, as well as other delegates and resource persons, may be invited at the discretion of the President to attend meetings of the Executive Committee on a nonvoting basis.

Section 3. The Executive Committee shall hold regular meetings approximately two weeks before the Assembly meeting at a day, time, and place designated by the President.

Section 4. Special meetings of the Executive Committee may be called by the President when deemed necessary; and shall be called when requested by four members of the Committee, or by presidents of ten member associations.

Section 5. Matters of general concern to the Federation shall, if time permits, first be referred to an appropriate committee or the Executive Committee for consideration and recommendation to the Assembly.

Section 6. The Executive Committee shall have the responsibility and authority to take action within the scope of policies established by the Assembly, in order to carry them out.

Section 7. Any member of the Executive Committee may ask, upon a point of order, when the report of the Executive Committee to the Assembly has been made, for a report on any action by the committee which the member believes has been improperly omitted from the report.

Article X: Amendments

The Constitution may be amended by a two-thirds (2/3) vote at any regular meeting of the Assembly; provided that the proposal shall have been submitted in writing at a previous regular meeting, and that the proposed amendment shall have been mailed to each delegate at least fifteen (15) days previously.