Official Call for the 91st Annual Convention of the National Exchange Club

The 91st Annual Convention of the National Exchange Club will be held in Jacksonville, Fla., Wednesday, July 15, through Saturday, July 18, 2009. All convention sessions and meal events will take place at the Hyatt Regency Jacksonville Riverfront. Convention Registration will open on Tuesday, July 14, at noon, Eastern Time, and will remain open throughout the convention.

Events
See “At a Glance” schedule.

Hotel Reservations

Reservations will be honored on a space-available basis, and must be made by June 5, 2009. Room reservation orders should be called in or mailed to the hotel, using the telephone number below or the Room Reservation Request form (on page 13 of this issue). Additional Room Reservation Request forms are available from National Headquarters. Send your reservation form to:

Hyatt Regency Jacksonville Riverfront
Attention: Reservations
225 East Coastline Drive
Jacksonville, FL 32202
Fax: 904-633-9988
Phone reservations: 800-233-1234

Club Delegates

Every club’s 2009-10 officers (president, president-elect, secretary, and treasurer) can participate in the convention as voting delegates. Each club with a membership up to and including 49 can send three more delegates, and one additional delegate can be sent at every 25 member increment (thus, at 50, 75, 100 and so forth) – based on March 31 membership reported. Clubs may choose alternates for all of these delegates.
The club secretary should send written notice of the chosen delegates and alternates to the National Headquarters in Toledo prior to the convention. Delegates and alternates can be chosen from Active, Active Honorary, Life, and At-Large members of a club. If a club is more than 60 days in arrears for any indebtedness, the club’s delegates will not be allowed to vote. Debts can be settled onsite.

Registration Process

Convention registration credential cards for all of a club’s delegates should be completed by the secretary and sent to the National Headquarters by June 1. These cards will be mailed to club secretaries in April.
No fees are charged for delegate registration because each club pays an annual convention fee of $100 as part of the quarterly billing. Of course, attendees must register onsite, pay to attend meal events and secure a hotel room.

At-Large Delegates

The National Exchange Club recognizes members of the following groups as at-large delegates, with voting privileges not dependent on club appointment: National Board of Directors; Past National Presidents; National Committees on Jurisprudence and Laws, Resolutions, Credentials, and Elections; and District Officers (presidents, presidents-elect, secretaries, treasurers, and immediate past district presidents).

Onsite Registration

All delegates must register onsite to receive their voting credentials. On the day of the first business session, delegates can register until noon to vote on any items that may be considered that day. For other business sessions, delegates arriving later must have registered by 7 p.m. the day before the session.

No Multiple Voting

Each delegate has one vote on any issue considered by the delegate body and must vote in person. No one registered as an at-large delegate can also be a club delegate, and no one can serve as a delegate for two clubs.
For more specific information on convention procedures, please refer to Article XI (Conventions) of the Bylaws of the National Exchange Club.
 

Check back frequently for updated information.