Hickam Enlisted Spouses Club By-Laws Originally Adopted: 11 November 2011 Revised: 24 July 2017

Transcription

1 Hickam Enlisted Spouses Club By-Laws Originally Adopted: 11 November 2011 Revised: 24 July 2017 Article I. PURPOSE Section 1.01 The purpose of the Hickam Enlisted Spouses Club, hereinafter referred to as the HESC, shall be to organize social, recreational, and other non-profitable activities. Section 1.02 Host Installation Commanding Officer (ICO): HESC will seek Commanding Officer, Joint Base Pearl Harbor Hickam s approval to be recognized as a private organization complying with COMNAVREGINST L. Section 1.03 Status: HESC is a private self-sustaining organization, EIN# Article II. POLICIES Section 2.01 The policies of HESC shall be in compliance with the policies of COMNAVREGINST L, Procedures for Obtaining Recognition of Private Organizations, and according to all applicable civil and military laws and regulations. Section 2.02 Activities of HESC will not in any way prejudice or discredit DoD components or other agencies of the Federal Government. Section 2.03 HESC will not engage in activities, which compete with those of any nonappropriated fund instrumentality on a DoD installation. Section 2.04 Neither appropriated fund activities nor non-appropriated fund instrumentalities shall assert any claim to the assets of HESC as a private organization, nor incur or assume any obligation or liability for any private organization, except as may possibly arise out of contractual relationships. Section 2.05 HESC will be self-sustaining, primarily through dues of its members, donations, and fundraisers. There will be no direct financial assistance of HESC from a non-appropriated fund instrumentality in the form of contributions, dividends, or other donations of monies or other assets. Article III. MEMBERSHIP Section 3.01 Types of Membership, Eligibility, and Participation. A. Active Members 1. Eligibility: Spouses of active duty, reserve, guard, or retired enlisted military personnel and widows/widowers of enlisted members. 2. Privileges: Shall enjoy full privileges of membership which includes: payment of dues, voting, holding elected or appointed office, attending HESC sponsored meetings and events, participating in committees, access to the private HESC Facebook group page. Membership is valid for current term as dues paid. Page 1 of 15

2 B. Honorary Members 1. Eligibility: Widow/widowers of prior enlisted members may be given honorary membership. A person, who at the invitation of and with approval by the Executive Board, is given honorary membership. Honorary membership is valid for the duration of the current HESC social calendar year. 2. Privileges: All the benefits of general membership but do not pay dues, do not have voting rights, and cannot hold an elected or appointed office. C. Advisors 1. Eligibility: With their consent, the spouses of the Pacific Air Forces Command Chief, 15th Wing Command Chief, and the 515th Air Mobility Operations Wing Command Chief. 2. Privileges: Shall have dues waived. Shall enjoy privileges of membership which include attending HESC sponsored meetings and events, participation in committees, and group access to the HESC Facebook pages. To be included in the general board, to support board with resources, to maintain a binder of continuity. Section 3.02 Guests A. To include any persons eligible for HESC membership upon their first attendance at an HESC function. Guest is responsible for all fees associated with the function. B. Bona fide house-guests of members in good standing are considered to be those visiting temporarily. One general membership meeting is free. Each additional membership meeting within the current social year will require a nominal fee. C. The President and Advisors may invite guests to functions on behalf of the HESC. D. The Governing Board reserves the right to limit functions to members only, with advance notice given to the membership. E. The Executive Board shall consider all categories of guest eligibility not covered in these By-Laws on a case-by-case basis. Section 3.03 Dues, Termination, and Reinstatement A. Dues. 1. All Active members of the HESC are required to pay dues. Dues are payable to the HESC by cash or check made out to the Hickam Enlisted Spouses Club or PayPal sent to address treasurerhickamesc@yahoo.com. 2. Dues are paid annually and valid from August through July, or bi-annually for the terms January through July. 3. Dues are $40 for E1-E4 and $50 for E5-E9 a. 10% discount if paid in August. b. $10 flat rate for summer term. c. 50% discount for a bi-annual term (Referred to as Half Year Membership ). Page 2 of 15

3 4. Dues must be paid within (30) days of submitting application to HESC. 5. Upon request in advance, dues may be prorated for pending PCS upon approval from the Executive Board on a case-by-case basis. B. Termination 1. Voluntary termination of membership shall be by written notification to the President or designated representative. 2. Membership may be terminated by the Executive Board if the conduct of a member is such as to bring discredit upon the HESC or its members. a. A three-fourth (3/4) vote approval by the Executive Board is required. b. Affected member may appeal the decision at the next Governing Board meeting with a 72-hour notice to the President. c. The ruling is sustained by a two-thirds (2/3) vote of the Governing Board. d. Former members who have been terminated by the Governing Board or voluntarily terminated their membership may not attend or participate in any activities to include mini-clubs. e. Members who are terminated shall be notified in writing by the President or designated representative. C. Reinstatement 1. Members who voluntarily terminate their membership or are terminated by the board, for reasons other than a Permanent Change of Station, are ineligible to rejoin the HESC for a period of six (6) months. 2. Members wishing to be reinstated must submit a written request for reinstatement to the Governing Board for majority approval. 3. Members terminated for failure to meet financial obligations will be reinstated when all financial obligations to the HESC are paid. Section 3.04 Temporary Relocation Dues will not be refunded in the event of temporary relocation, to include family emergencies or medical necessity. The President, with the approval of the Executive Board, has the discretion to waive this policy on a case-by-case basis. Section 3.05 Reimbursement of Dues Dues will not be refunded in the event of a Permanent Change of Station. Dues will not be reimbursed to members voluntarily resigning from the HESC or those whose memberships have been terminated. The President, with the approval of the Executive Board, has the discretion to waive this policy on a case-by-case basis. Section 3.06 HESC Associated Social Networking Rights and Responsibilities A. The purpose of the HESC closed Facebook group page is to organize social and recreational activities and provide useful information to members. Page 3 of 15

4 B. All Active Members, Honorary Members, and Advisors may be added to the closed Facebook group pages. C. Negative and/or inappropriate comments or postings will not be tolerated and will be deleted on the HESC closed Facebook group pages and/or HESC associated public Facebook page. D. The Web Master or designated official will administer warnings to members whose comments and/or posts are deemed negative and/or inappropriate by members of the Governing Board. E. The President, with approval of the Governing Board, reserves the right to block and/or terminate membership due to misconduct on the HESC affiliated Facebook group pages. F. All inactive Members will be deleted from all HESC affiliated Facebook group pages. Section 4.01 Governing Board Article IV. MANAGEMENT A. Membership: HESC is directly supervised and managed by the Governing Board. The Board shall be a body consisting of Elected Officers, Appointed Officers/Chairpersons, and Advisors. Non-voting members of the Board are the Advisors and Parliamentarian. President will vote in case of a tie. B. Elected Officers: President, Vice President, Secretary, and Treasurer. C. Appointed Officers: Parliamentarian, Hospitality, Historian, Web Master, Membership, and any others as appointed by the President and approved by the Executive Board. D. Advisors: The spouses of the Pacific Air Forces Command Chief, 15th Wing Command Chief, and 515th Air Mobility Operations Wing Command Chief, with their consent, may serve as advisors. Section 4.02 Governing Board Duties A. The Board shall formulate the policies and transact the business of the HESC as prescribed by the HESC By-Laws and any motions passed by the membership. Noncompliance with the By-Laws and/or Constitution by officers will result in possible termination of the position by the President with approval by the majority of the Board. B. Board members shall attend all Board meetings, general membership meetings (to include set up and tear down), special meetings, events and/or activities where their attendance is required as deemed by the President or designated person. A majority of the Board may remove from office any of its members absent from two (2) or more Board and/or membership meetings without sufficient justification of the absences. Page 4 of 15

5 C. The Board may invite Chairmen for special committees to attend Board meetings without vote when appropriate. D. All Board and committee meetings are open to the membership with prior approval of the President. Members are responsible to contact the President to find out the meeting dates and times. E. A quorum of the Board will consist of a majority of the voting members of said Board. The Board will meet on the fourth Tuesday of each month unless notice is given of a change to another date. F. Minutes of Board meetings will be available from the HESC Secretary upon request. G. Whenever possible, resignations of Board members will be submitted in writing to the President at least two (2) weeks prior to the effective date of the resignation. Vacancies will be filled as appointed by the President and approved by the Board. H. Each Board member will maintain a binder with an applicable job description. Each member will maintain a data stick, continuity time line of events, expectations and personal inventory. I. Board members will return completed binders and materials to the President to assure a complete and orderly transfer of information to their successors. Section 4.03 Rights and Responsibilities of the Governing Board A. Advisors shall: Retain all of their rights and obligations as active members of the HESC. They may attend all Board meetings in a non-voting capacity. They may be ex-officio members without voting privileges on all committees. B. Elected Officers 1. President shall: a. Be the official representative and spokesperson of the HESC. b. Preside at all Membership and Board meetings and vote in the event of a tie. c. Call all needed Special Executive Board Meetings. d. Appoint the Parliamentarian and all other Governing Board members with the approval of the Elected Officers and Advisors. e. Appoint persons as needed to fill vacated offices with the approval of the Elected Officers and Advisors. f. Authorize unbudgeted expenditures up to $100 per month with verbal verification from Treasurer of available funds. Anything more will be brought to the board. g. Provide a topic agenda for all HESC Board meetings. h. Serve as ex-officio member of all committees, except the Nominating Committee, unless ineligible for election for any board position. i. Purchase appreciation gifts at the conclusion of the board year, not to exceed $25 per gift, for current Board members. Funds to be budgeted from the HESC account. Page 5 of 15

6 j. Maintain the inventory of the HESC properties. Inventory shall be transferred to their successor at the end of their term. k. Is responsible for keysfor keys to shed and mailbox. 2. Vice President shall: a. Serve as part of the Executive Board. b. Act as assistant to the President and perform any duties as delegated by the President. c. Assume the duties of the President in their absence and succeed the President if they leave office before the end of their term. d. Serve as Liaison to all appointed seats within the HESC regarding job descriptions and responsibilities. e. Serve as Protocol Officer and Social Coordinator. f. Purchase appreciation gift for President at the conclusion of the board year, not to exceed $25. Funds to be budgeted from the HESC account. g. Be responsible for providing Lei s for outgoing board members and advisors. 3. Secretary shall: a. Serve as part of the Executive Board. b. Maintain and keep on file all minutes and necessary reports for a three (3) year period to include digital and paper documents. c. Record the minutes of the HESC Board meetings. d. Provide a copy of the minutes of each meeting to each Board Member within one week of the Board Meeting. e. Maintain the roster of the HESC officers and committee chairpersons with their addresses and telephone numbers. f. Perform any other duties as designated by the HESC President. 4. Treasurer shall: a. Serve as part of the Executive Board. b. Be responsible for all HESC funds, receive and keep an accounting of all funds belonging to the HESC, and disburse funds for authorized expenditures. c. Maintain and be responsible for the cash box at all times. d. Maintain HESC financial records and submit them for a review yearly upon completion of their tenure in office. e. Submit to the Board a monthly financial report and provide copies for each Board Member. f. Ensure taxes are filed as necessary. g. Maintain post office box and the key to it. Page 6 of 15

7 h. Conduct preliminary budget meeting at the beginning of the Board year, a review budget meeting at midyear, and at the conclusion of the Board year a proposed budget for the next year. i. Perform any other duties as designated by the HESC President. C. Appointed Officers/Chairpersons 1. Parliamentarian shall: a. Advise the President on proper parliamentary procedures and the application of the HESC By-Laws and Constitution. b. Attend all meetings of the HESC Board in a non-voting capacity. c. Chair the Nomination Committee and the Constitution and By-Laws Review Committee. d. Conduct telephone and votes at the request of the President. e. Conduct all elections. f. Maintain and revise the HESC Constitution, By-Laws, and Policies and Procedures as needed and present any changes to the Board. g. Serve as the legal liaison between the HESC and the Joint Base Pearl Harbor- Hickam Judge Advocate. h. Perform any other duties as designated by the HESC President. i. Hold a small transitional workshop at the beginning to the joint May Governing Board meeting. The workshop will be conducted by the outgoing Parliamentarian or designee. The purpose of the workshop is to discuss information relating to the Constitution and By-Laws, parliamentary procedures, continuity folders, and job descriptions. 2. Hospitality shall: Formatted: Indent: First line: 0.5", Right: 0.25", Space Before: 10.2 pt, Line spacing: Multiple 1.14 li a. Summit monthly activity reports as needed to all Board Members. b. Be responsible for coordinating ice breakers and activities for social events. c. Maintain an archive and prepare suggestions for social. d. Acknowledge general membership for volunteers, birthdays, Hails and Farewells, and announcements utilizing the white board. e. Provide Lei for new members and maintain supplies. 3. Historian shall: a. Submit monthly activity reports as needed to all Board Members. Page 7 of 15

8 b. Be responsible for taking pictures at all HESC events and uploading them onto the closed HESC Facebook page into a labeled album for each HESC event. c. Complete a display board for the annual Aloha Social. d. Prepare photo booth props and/or backdrops as requested on a case by case basis for monthly socials. e. Maintain backup of all HESC photos on HESC external hard drive. 4. Membership Coordinator shall: a. Be responsible for maintaining an accurate and up-to-date roster of current HESC members containing all addresses, phone numbers, birthdays, and e- mail addresses. b. Must provide a current report within one week following a social event to all Board Members to include: New applicants, Applicants paid, terminated members, and upcoming birthdays. c. Provide membership-mailing labels as needed. d. Keep copies of membership applications and termination forms for the current year. e. Arrive early and provide nametags for members and guests at HESC functions. f. Provide a sign-in list at all HESC functions so that members and guests may be recognized. g. Register new members and assist the Treasurer in collection of dues at HESC functions. h. Maintain lei inventory and supplies and coordinate lei making meetings with Board Members as needed. i. Provide list of new members for lei presentation to the President at the social. j. Remove all previous and terminated Active and Honorary members from the closed Facebook groups with the assistance from the web master 5. Web Master shall: a. Maintain the HESC domain. b. Monitor content that is posted on the Facebook group pages to ensure it is in compliance with Article III: Section 3.06 of the HESC By-Laws. c. Create Facebook Events. d. Maintain general account for HESC and provide and distribute correspondence as needed. Page 8 of 15

9 e. Ensure that all Active members, honorary members, and Advisors have access to all Facebook groups. f. Remove all previous and terminated Active and Honorary members from the closed Facebook groups with the assistance from membership. g. Be responsible for responding to all Facebook inquiries. Article V. FINANCE Section 5.01 Fiscal Year The fiscal year will be from 1 July until 30 June. Section 5.02 Budget A. The budget shall coincide with the fiscal year. B. The HESC President, Vice President, and Treasurer will have signature authority on the HESC bank account. C. With the exception of the President, any expenditure beyond monthly budget must be authorized prior to purchase. D. A dissolution fund of $500 will be kept in the savings account at the end of each fiscal year. E. The HESC financial records shall be reviewed annually at the April Board meeting by the Executive Board members. F. An accounting discrepancy under $50 is acceptable at the end of the Board year when turned over to the gaining Board. Article VI. MEETINGS Section 6.01 Cancellation Policy The President will, at their discretion, make the decision to cancel meetings in the event of inclement weather, base closure, or other special circumstances. Membership will be notified via phone calls, s, HESC website, and/or any other means available. HESC meetings and activities may be re- scheduled or called off by the simple majority decision of the Governing Board. Section 6.02 Transitional Meetings for Outgoing/Incoming Governing Board A. Installation of new officers shall be held at the May General Membership Meeting. B. Newly elected Officers and Appointed Positions shall assume their duties effective 1 June. C. There will be one joint meeting of the old and new Executive Board in May. D. All unfinished business must be completed by the Governing Board before the end of their term with the exception of pending amendments or changes to By-Laws and any outstanding budgeted debts for that fiscal year. E. The May Governing Board meeting is to be attended by elected Officers and the Appointed Board both incoming and outgoing. The outgoing President will conduct the meeting for the purpose of approving minutes of the previous meeting, hearing the Page 9 of 15

10 Treasurer s reports and old business. The outgoing Board members shall pass over continuity folders, and will be adjourned. At this time the new board may meet at the discretion of the new President. F. Both outgoing and incoming Board members may collaboratively plan for any summer events and/or activities. Section 6.03 Executive Board Meetings A. The Executive Board meets upon the call of the President or at the request of a simple majority of the members of the Executive Board. B. The President or designee sets the agenda for the meetings and minutes shall be taken. Section 6.04 Governing Board Meetings A. The Governing Board, which includes the Executive Board and the Appointed Board, will meet monthly through the current HESC operation year. B. A special meeting of the Governing Board may be called at the President s request, or at the request of a simple majority of the members of the Governing Board. C. The President or designee sets the agenda for the meetings and minutes shall be taken. D. Any HESC member wishing to address the Governing Board will notify the President 72 hours prior to the meeting in order to be placed on the agenda. Section 6.05 General Membership Meetings A. General Membership meetings shall be held monthly, August through May, or the President may schedule or cancel meetings as deemed necessary, to include optional special summer events. B. Any HESC business, such as voting or providing pertinent information, shall be conducted prior to the social activities. C. The President may call special meetings of the General Membership at any time with the approval of the Governing Board, or upon written request of thirty percent (30%) of the active membership. D. Members wishing to address the HESC General Membership must contact the President 72 hours prior. Section 7.01 Standing Committees Article VII. Committees A. A Standing Committee, or mini club such as: Book Club, Movie Club, Adventure Club, Wine Tasting Club. B. All clubs should have an event at least once a month. C. All clubs are maintained by a leader who is a volunteer and a current member in good standing. Page 10 of 15

11 D. Leaders will report non-members attending, and maintain the mini club s Facebook page and assist in maintaining monthly events. E. All current members in good standing may attend. Guests may attend. Reference Article III: Section F. A $40.00 allowance, biannually, shall be applied to each club for supplies upon request from the mini club leaders. Issued funds must be spent during the current social year or remitted to Treasurer. Section 8.01 Nominations of Elected Officers Article VIII. Elections and Voting A. Nominations for elected positions are taken by the Nominating Committee from January until the March General Meeting. B. All nominees must consent their nomination. C. All nominees must provide a brief statement listing experience and general biographical information. D. All nominees must be members in good standing of the HESC. Reference Article VIII: Section Section 8.02 Election of Officers A. Election of officers shall be held at the April General Membership meeting unless otherwise approved by the Governing Board. B. At the beginning of April, a proposed slate of candidates, along with a brief statement detailing experience and general biographical information for each candidate, will be made available to the HESC General Membership. C. On the day of the election, the President must present a sealed ballot to the Parliamentarian that will only be opened in the event of a tie. If there is more than one candidate running for an office, the President must rank their choices in order of preference from first to last in the event that their first choice of candidate was eliminated and was not part of the tie. D. Parliamentarian verifies with the Membership Chair or Treasurer the eligibility of all members prior to member receiving a ballot. E. Elections are held by secret ballot with the exception of absentee ballots. F. Ballots are kept by the Parliamentarian for 72 hours after voting and then destroyed. G. New members joining the month of the elections are not eligible to vote in the election of officers. H. In the event of a single candidate for each position, a secret ballot is not required. A confidence vote, which consists of a voice vote of yea or nay for the entire slate of candidates, is sufficient. I. The Parliamentarian and two (2) advisors selected by the Parliamentarian will count the ballots. J. Candidates receiving the largest number of votes for office are declared elected. Page 11 of 15

12 Section 8.03 General Membership and Special Meeting Voting A. General Membership Voting 1. All members are eligible to vote on issues brought before the General Membership the month that they join with the exception of election of officers. 2. The Parliamentarian oversees voting during General Membership meetings and will establish the voting results in a verbal yea or nay vote. The response receiving the most votes will be declared the winner. 3. The Parliamentarian decides which voting issues need to be conducted by secret ballot and oversees the counting those ballots and determines the winner. B. Special Meeting Voting 1. Special meeting requires seventy-five percent (75%) of General Membership to be notified 72 hours prior to meeting. 2. Decisions voted upon at Special Meetings require a three-fourth (3/4) vote to be binding. Section 8.04 Terms of Office and Term Limits A. President: The President is elected annually to serve for a one (1) year term and no more than two (2) consecutive terms. Following the completion of the term, the President may not serve as an Executive Board member for at least one (1) year. B. Officers shall: 1. Be elected annually to serve for a one (1) year term and no more than two (2) consecutive terms in the same elected position. 2. Officers terms commence at the May Board meeting and conclude at the following May Board meeting or when their successors are elected or appointed. C. Appointed Positions shall: 1. Be appointed annually to serve for one (1) year term and no more than two (2) consecutive terms in the same position. The Executive Board or President can waive this term limit. 2. The Appointed Positions terms are to commence at the May Governing Board meeting and conclude at the following May Governing Board meeting or when their successor is appointed. Section 8.05 Eligibility of Officers and Appointed Positions A. The candidates for elected officer and appointed board positions must be HESC members in good standing. Page 12 of 15

13 B. All candidates for elected officer and appointed positions must have been a member of the HESC for at least ninety (90) days prior to election or appointment and have attended two-thirds (2/3) of the membership meetings prior to but not including the membership meeting in which elections are held. C. The Executive Board may waive length of membership requirement in the case of appointed positions. Special consideration on a case-by-case basis can be made by the Executive Board. Section 8.06 Vacancies A. Should a vacancy occur in the position of the President, the Vice President assumes the office. B. Should a vacancy occur in any other elected positions, the President, with Executive Board approval, shall appoint another member to fill the vacancy for the remainder of the term. C. Vacant Advisors may be filled by their designee or by the President with Executive Board approval. D. The President may or may not fill a vacant Appointed position with the approval of the Executive Board with current committee members receiving first consideration. E. The President may or may not appoint a pro tem officer to fill a position in the event of a temporary vacancy. Section 8.07 Absentee Ballots and Voting A. Election of Officers 1. Absentee ballots will be available beginning 1 April. 2. Those wishing to vote by absentee ballot must request an absentee ballot from the Parliamentarian or download a ballot from the HESC website. 3. Absentee ballots must be in writing, signed, and dated. 4. Absentee ballots must be received by the Parliamentarian prior to the day of the election for validation of eligibility. 5. Absentee ballots for elections will have a disclaimer that reads I understand that this ballot only represents those candidates whose nominations were received by the March General Meeting. B. General Voting 1. The President may determine when absentee voting is appropriate in regards to key issues that need to be voted on by the General Membership. The HESC will be informed of this decision at the General Membership meeting, through the HESC website, closed Facebook group, or via All absentee votes must be received prior to the date of the vote by the Parliamentarian via (from address on member s registration), or by a signed and dated written vote either mailed in or handed in by proxy at the meeting. Page 13 of 15

14 Section 8.08 Voting at Executive Board and Governing Board Meeting. A. A simple majority of fifty-one percent (51%) of a quorum present at an Executive Board or Governing Board meeting is sufficient to decide an issue. B. Unless otherwise stated, Executive Board Officers are allowed to designate a representative to proxy vote in the event of their absence. C. In special circumstances, the President may approve the Governing Board to vote by proxy, private Facebook Board page, or . D. A quorum for a proxy vote is the same as a regular board meeting. E. Tellers Report must be generated of any proxy, phone, or vote. This report needs to be passed along to the President and Secretary for documentation and Minutes. Article IX. Parliamentary Authority Section 9.01 The current edition of Robert s Rules of Order Newly Revised will apply on all questions of procedure and parliamentary law not covered in the HESC By-Laws. Article X. Dissolution Section In the event the HESC is dissolved or ceases to function for any reason, the HESC Board shall designate at least three (3) members and one (1) advisor as trustees to liquidate all properties and funds. All debts and liabilities of the HESC will be paid from the liquidation of the HESC assets and all remaining assets will be donated and/or dispersed to the community and not to the benefit of the General Membership. Article XI. By-Law Changes and Amendments Section These By-Laws may be amended or changed in accordance with Article IX. Copies of these By-Laws shall be submitted upon change and, if there are no changes, annually to the Host Installation Commanding Officer (Host ICO). Due dates are set by Navy Legal, who will notify HESC in early October. Approving Officers and Advisors HESC President: Ashley Corral HESC Vice President: Kerry Strong HESC Treasurer: Natasha Bonds HESC Secretary: Jennifer Davis Page 14 of 15

15 HESC Advisor(s): Prepared By Parliamentarian: Alessandra Ford Page 15 of 15