REDSTONE ARSENAL COMMUNITY WOMEN S CLUB BYLAWS

Transcription

1 REDSTONE ARSENAL COMMUNITY WOMEN S CLUB BYLAWS ARTICLE I PROMULGATION OF BYLAWS The Executive Board of Redstone Arsenal Community Women s Club hereby promulgates (to make known by declaration to the membership) these Bylaws for the management of the Redstone Arsenal Community Women s Club herein referred to as the CWC, in accordance with the RSA CWC Constitution. ARTICLE II - MEMBERSHIP The membership year shall run from 1 June to 31 May of the following year. All participants in the organized functions of the CWC must be members as listed in Article IV of the Constitution and no person eligible to hold active membership may be admitted as a guest for more than one general membership meeting during a club year. In compliance with Army Regulations, all members shall be encouraged to read the Constitution and Bylaws of the CWC as a condition of membership. Section A: Active Members 1. Members-in-Good-Standing shall have the right to vote. 2. Members-in-Good-Standing shall have the right to hold elective office or chair Standing Committees or Special Committees. Section B: Honorary Members 1. Shall have all the social privileges of the CWC, but not the right to vote at General Membership meetings, or hold elected office. 2. Shall not pay dues. 3. Honorary Members who serve as a Committee Chairperson with a vote will be allowed to vote at Board Meetings. Section C: Member-in-Good-Standing 1. Shall actively participate in the CWC (i.e. is current on annual dues and has not resigned or relinquished their membership). 2. Shall exhibit cordial, civil and non-abusive behavior to other members. 3. Shall have paid all outstanding bills owed to the CWC for a General Membership Meeting Luncheon or to pay administrative costs to bank for overdraft. Until all bills are paid that member cannot participate in any function, fundraiser, or General Membership Meeting. 4. Shall be by the determination of the Executive Board with the advice from the Honorary President and/or Advisor. 1

2 ARTICLE III - OFFICERS AND THEIR DUTIES Section A: Each Officer 1. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed as listed below. 2. Shall annually review/revise/maintain said SOP and After-Action Report in consultation with the President and prepare one paper copy to be placed in folder to be passed on to the next Board year s officer with that job. The current officer shall also create and clearly label an electronic copy by the most current storage methods and give that to the secretary NLT the May General Board Meeting. 3. Shall provide monthly board reports to the President and Secretary by the specified deadline. 4. Shall attend all Board meetings. If a board member must miss a meeting, said board member must give their voting proxy to another board member. Missing three consecutive board meetings will trigger a review of the position by the Executive Board. 5. Shall attend all monthly General Membership Meeting luncheons. 6. Shall attend all CWC special events. Section B: Honorary President and Advisor(s) - Non Voting 1. The Honorary President and Advisor(s) shall comprise the Advisory Committee of the CWC. Advisors at the request of the President shall serve as nonvoting members of standing and special committees. 2. The Honorary President, as defined in Article III, Section B, Paragraph 1 of the Constitution, shall, with her consent, serve on the Executive Board and the General Board in an advisory capacity, without a vote. 3. Advisors, as defined in Article III, Section B, Paragraph 2 of the Constitution, shall be invited to serve on the Executive and General Boards and shall have no vote. They may serve as a Committee Chairperson, hence would have a vote at General Board Meetings if holding a voting position. Section C: President - Non Voting, except as tie breaker 1. Shall, upon assuming office in June (Joint Board Meeting), acquire/sign for all keys (post office box) and sign a new application at the post office for new key lock/change (Secretary to cosign and have other key as backup). See SOP for further changeover duties upon installation and exit of office. 2. Shall preside at all CWC general membership, Executive Board, and General Board meetings (this includes the annual Board Orientation in June). 3. Shall call special meetings of the Executive Board and/or the General Board when necessary and may call special meetings of the General Membership with the approval of the Executive Board. 4. Shall serve as an ex-officio member of all committees except the Nominating Committee. 5. Shall with the assistance of the Executive Board, appoint all Chairpersons of Standing Committees and Special Committees. 6. Shall appoint a Parliamentarian to the Executive and General Boards. 7. Shall appoint representatives to serve as liaisons between the CWC and other organizations as 2

3 required. 8. Shall appoint a member of the Executive Board to provide ongoing orientation to new members of the General Board throughout the Board year. 9. Shall have the authority to sign checks in accordance with the Article III Section G. 1. and shall be one of the three signatories on the bank check signing authorization card. 10. Shall sign and review the monthly Treasurer s financial statement and approved board minutes to be submitted to FMWR by the deadline set by FMWR. 11. Shall sign and review, with the Executive Board, the revalidation packet received from the First Vice President. 12. Shall, with the approval of the Executive Board, sign all contracts on behalf of the CWC. 13. Shall maintain an electronic file containing the SOP and After-Action Report for each Executive Board, General Board, Standing Committee and Special Committee positions. 14. Shall be bonded at the expense of the CWC. 15. If any elective office, other than the Presidency, becomes vacant during the year, the President, with the approval of the Executive Board, shall appoint a successor to serve the un-expired term. 16. Shall maintain incorporation status with the State of Alabama and shall ensure that the Treasurer makes yearly payments associated with operating a charitable organization in the state. (June) 17. Shall have the authority to appoint Standing Committee Chairs. 18. Shall ensure that the Treasurer prepares and files taxes by October 15th each year. 19.Shall maintain a current standard operating procedure (SOP) and write an After-Action Report (AAR) due at the May Board meeting. One paper copy shall be placed in folder to be passed on to the next year s President. The current officer shall also create an electronic copy by the most current storage methods, clearly label, and give that to the secretary. Section D: First Vice President - Voting 1. Shall assist the President and perform the duties of the President in the President s absence. 2. Shall assume the duties of the President in the event that office becomes vacant during the year. 3. Shall coordinate with the Treasurer to assure that CWC maintains adequate insurance coverage for its assets and Bonding, if needed. 4. Shall attend committee meetings at the request of the President. 5. Shall as a liaison for all VIP Guest and seating, security and notification. 6. Shall be responsible for coordination of the revalidation packet for submission to the President. This information shall be turned in NLT January 1 st and completed every other year in accordance with Army Regulation and FMWR guidelines. (The request for the revalidation packet from FMWR should be expected by mail in the November time frame to be completed by January 1 st to be in compliance.) 7. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed as in Article III Section A. 2. 3

4 Section E: Second Vice President -Voting 1. Shall be the single point of contact between CWC, FMWR and the Redstone Arsenal Summit. 2. Shall assume duties of the First Vice President when necessary. 3. Shall prepare a program outline for the year to be presented to the Executive Board for approval and shall be the POC for any guest speaker invited to attend a General Membership Meeting. Shall coordinate and assist in the presentation of programs for each General Membership Meeting. 4. Shall coordinate (after the Joint-Board meeting) the annual Board Orientation in consultation with FMWR. Board Orientation is to be attended by the Executive Board, the Director of FMWR and the Program Manager of Private Organizations. The purpose of the Board Orientation meeting is for FMWR to inform the board of current operating procedures for PO's and the proper conduct of RSA CWC on Redstone Arsenal. 5. Shall act as a liaison between the Redstone Arsenal FMWR activities and the CWC in planning and arranging all functions of the CWC, including all fundraising. Shall file installation required paperwork for holding fundraisers. 6. Shall act as liaison between the Redstone Arsenal Summit, the CWC Board and the General Membership. After receiving the number of reservations from the Reservation Chair, at the requested time, turn in the reservations to the Summit at a designated time as determined by the Second Vice President and the Summit Staff. 7. Shall be responsible for arranging, in coordination with the President, all special functions of the CWC. 8. Shall be responsible for all CWC property including CWC storage facility, decorating items, camera, as well as all fundraising items. Shall, with the approval of the Executive Board, form a committee to assist with said property. 9. Shall be responsible for coordinating the table decorations for General Membership Meetings 11. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May board meeting and distributed as per Article III A. 2. Section F: Secretary - Voting 1. Shall attend and keep minutes of all meetings of the Executive Board, General Board, regular, and special meetings of the General Membership. 2. Shall set up monthly board meetings 3. For CWC revalidation purposes, shall have custody of all minutes and records of meetings of the CWC and maintain a current file of documents to include: a. Constitution and Bylaws b. Copy of Request for Permission to Operate letter and the Installation Approval letter c. Retention of revalidation documentation d. Copy of financial statements e. Copy of latest audit f. Copy of incorporation paperwork g. Copy of IRS tax exempt status h. 4

5 Current list of officers i. Copies of the SOP and After-Action Reports for each position on the General Board 4. Shall prepare copies of General Board minutes for each member of the General Board and distribute within/by 10 days after said meeting. These may be distributed electronically. 5. Shall prepare copies of Executive Board meetings for each member of the Executive Board and distribute within/by 14 days after said meeting. These may be distributed electronically. 6. Shall submit copies of the signed (President, Secretary) monthly minutes and monthly financial reports (signed by President and Treasurer) to the FMWR Private Organizations officer, Office of the Garrison, Redstone Arsenal, after Board approval as stipulated by the Private Organization Office on Redstone Arsenal. 7. If unable to attend a board meeting or special meetings of the General Membership, shall make arrangements for minutes to be recorded by another member of the General Board or Executive Board, depending on the meeting. 8. Shall conduct all correspondence for the CWC as requested and maintain records of incoming and outgoing mail. 9. Shall be responsible for additional post office box key and coordinate with President for any mail collection. 10. Shall be bonded at the expense of the CWC. 11. Shall have the authority to sign checks in accordance with the Article III Section G. 1. Shall be authorized to make deposits when Treasurer is not available. Shall be one of three signatories on the bank signature card for check writing. 12. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May board meeting and distributed as listed in Article III Section A. 2. Section G: Treasurer - Voting 1. Shall make arrangements with the bank for three signatories on the bank signature authorization card. The signatories shall be the President, the Secretary and the Treasurer. Two signatures will be required to make a check valid. No person shall sign a check to themselves. 2. Shall receive and disburse funds generated (to include any fundraiser) on behalf of the CWC. Shall make deposits of funds in a timely manner, not to exceed 72 hours after an event or fundraiser. President and Secretary shall be allowed to make deposits on behalf of the Treasurer. Treasurer will work with any Board Member that an overdraft check has been given to, to ensure that all members owing money for any function or dues or for an overdraft will be informed and collected from. 3. Shall make a permanent record of all receipts and expenditures. 4. Shall maintain all contracts, warranties and bonds. 5. Shall present a report on the transactions of the previous month at the monthly meeting of the General Board and the monthly meeting of the General Membership. 6. The Treasurer, President and Secretary shall be bonded at the expense of the CWC. 7. Shall prepare, with the assistance of the Honorary President, President, First Vice President, Second Vice President, Secretary, Parliamentarian and the Chairperson of the Ways and Means and Community Assistance Committees, and present to the board the annual proposed budget at the first General Board Meeting and present proposed budget to the General Membership in 5

6 August. 8. Shall prepare an annual financial statement with supporting documents for audit and approval. 9. Shall ensure that twenty five percent of membership dues remain in the general fund at the end of the board year per the RSACWC Constitution. 10. Shall hold the incorporation paperwork for the RSACWC. Each year shall pay Alabama operating fees and ensure paperwork is completed for incorporation (June). 11. Shall prepare and file the required annual tax documents (October 15 th every year). 12. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May board meeting and distributed as listed in Article III Section A. 2. Section H: The President, with approval of the Executive Board, shall appoint the following position. Parliamentarian - Non Voting 1. Shall serve on the Executive Board and General Board, without vote. 2. Shall serve as an advisor in rulings on points of order at all meetings. 3. Shall advise the President in matters of interpretation of the RSA CWC Constitution and these Bylaws and seek, if necessary, competent legal advice on these matters. 4. May present recommendations to the Executive Board and the General Board on all standing rules and operating procedures necessary to the efficient internal administration of the CWC. 5. Shall be responsible for maintaining copies of current Army regulations governing the operation of the CWC. 6. Shall review the Constitution and Bylaws each year and changes deemed necessary shall be presented to the General Membership following the procedures described in Article VIII of the Constitution and Article XIV of the Bylaws. 7. Shall serve as Chairperson of the Nominating Committee. 8. Shall work with the treasurer on tax paperwork (due 15 October each year), if necessary, and the yearly registration for the State of Alabama papers. 9. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A.2. ARTICLE IV - NOMINATIONS AND ELECTIONS Section A: Nominations 1. The Nominating Committee shall be appointed by the Parliamentarian no later than 31 January. 2. The Nominating Committee shall be composed of the Honorary President and or the Advisor(s), the Parliamentarian, who shall serve as Chairperson, and no less than three (3) CWC members. This Committee should, at the very least, serve as a cross-section representation of the Greater Redstone Arsenal Community (members). This Committee shall nominate a slate of at least one candidate for each of the elective offices, with the consent of the nominee. 6

7 Section B: Presentation 1. The nominated slate shall be presented by the Parliamentarian to the General Board at the March board meeting for approval. 2. During the March General Membership Meeting and in the April CWC newsletter the Chairperson of the Nominating Committee (Parliamentarian) shall: a) Present the nominated slate of officers to the Membership in March. b) Announce that nominations will be accepted from the floor on the day of the election in April, provided the nominee has previously given their consent, is present and is a member in good standing. c) Shall submit to Newsletter Chair before deadline (for the Early April issue) the biographies and photos of nominees. Section C: Elections 1. The Chairperson of the Nominating Committee (Parliamentarian) shall conduct the election, which shall take place at the General Membership Meeting of the CWC in April of each year, at which time additional nominations for any office shall be in order from the floor, provided previous consent has been given by the nominee, nominee must be present, and be a Memberin-Good-Standing. 2. In the event there is only one candidate for each office, voting may be by acclamation. Otherwise, voting shall proceed by written ballot and the Chairperson of the Nominating Committee (Parliamentarian) shall be responsible for distributing ballots and tabulating votes. 3. The right to vote is granted to Members-in-Good-Standing as of 31 January of that Board year, or on a case-by-case basis as determined by the Executive Board. 4. There will be no absentee or proxy voting. 5. The candidate for each office receiving the majority of votes by the voting members present shall be declared as elected. In the event of a tie, the CWC President s vote shall break the tie. Section D: Term of Office 1. The newly elected officers shall be installed during the May General Membership Meeting and shall assume office during the joint General Board meeting in June. 2. Elected officers shall serve for a term of one year. 3. Elected officers shall serve for no more than two consecutive terms in the same office. In the event, a nominee has not been selected by the presentation of the slate in March, the current President can be nominated from the floor and must receive the majority votes of the members present to be re-elected for no more than one year extended term. Section E: Vacancies 1. In the event the Office of President becomes vacant during the year, it shall be filled by the First Vice President. 2. If any other elective office becomes vacant during the year the President, with the approval of the Executive Board, shall appoint a successor to serve the unexpired term. 7

8 ARTICLE V - STANDING COMMITTEES - Voting Positions Section A: Standing Committees may be formed or abolished at the direction of the President with the approval of the Executive Board. Chairpersons of Standing Committees shall be appointed by the President and shall, in turn, as deemed necessary, appoint their Committee members. Chairpersons are voting members of the General Board. 1. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A Shall attend Board meetings at the request of the President or when committee is active. 3. Shall attend all General Membership Meeting luncheons. 4. Shall attend all CWC special events. 5. Shall report monthly volunteer hours to the Volunteer Coordinator. 6. Shall provide monthly board report to the President and Secretary by the specified deadline. Section B: Activities Chairperson - Voting (of all special non-fundraising events and Activity Groups) 1. Shall coordinate and plan activities with the Second Vice President. Shall recruit Activities Chairs for the selected activities for the board year. 2. Shall publicize activities to the membership thru CWC monthly newsletter for the purpose of their participation. Shall confirm all participates are members in good standing. 3. Shall direct all Activity Group Chairs to website to read the bylaws and constitution and shall obtain confirmation that they have read them. 4. Shall maintain a current list of Chairpersons for special-interest activity groups which are organized for the membership s participation. These Chairpersons must be and remain Members-in-Good-Standing. 5. Shall obtain a list from each Activity Group Chair of an Activity by the end of October of participants in CWC Activity Groups. Shall verify all are CWC Members-In-Good standing with the help of the RSA CWC Membership Chair. 6. Shall ensure that no activity separately fundraises and that no activity has a separate bank account. 7. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed as listed in Article III A. 2. Section C: Hospitality Chairperson - Voting 1. Shall be responsible for contacting newcomers to acquaint them with CWC activities. 2. Shall ensure that new members are welcomed at monthly General Membership meetings. 3. Shall be responsible for hospitality at CWC functions and all fundraisers and special events. 4. Shall be a member of the planning committee to assist in the coordination of the Newcomers Coffee/Tea. 8

9 5. Shall be responsible for extending special courtesies during illness, times of bereavement, etc., to the general membership. 6. Shall submit monthly hospitality article to the RSA CWC Newsletter by the deadline. 7. Shall establish a Hospitality Committee to assist the Hospitality Chairperson. 8. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A. 2. Section D: Membership Chairperson - Voting 1. Shall attend each General Membership Meeting with applications and accept dues. 2. Shall be responsible for maintaining an accurate, current list of the membership of the CWC. The General Membership roster is the sole property of CWC and shall be kept private and will not be loaned or sold. 3. Shall use the Membership List to create nametags to be used by members for CWC General Membership Meetings and other CWC functions as needed. Shall continually add nametags for new members as they join through the year. These nametags, once created, will be maintained by the reservation chairperson throughout the board year. 4. Shall distribute copies of the Membership Directories to all members of the CWC NLT 31 October. 5. Shall verify all Activity Group memberships submitted by the individual Activity Group Chairs and forward to Activities Chair. 6. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed as listed in Article III A. 2. Section E: M e r i t A w a r d ( Scholarship) Chairperson - Voting 1. Shall advise the Executive Board in early April on the monetary amounts and number of Scholarships to be presented and the method of selection and presentation. Shall at the April meeting present to the General Board for approval the monetary amounts and number of Scholarships. Shall present to the Membership, at the May Membership Meeting, the results and the amounts of awards. 2. Shall assume responsibilities for all administrative details connected with the Scholarship Program as approved by the Executive Board of the CWC and as outlined in Article IX of these Bylaws. 3. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the June (due to action required in May to complete work on the Scholarship Program) Board meeting and distributed as listed in Article III A. 2. Section F: Newsletter Chairperson - Voting 1. Shall prepare and mail or newsletter to membership July through May and any special newsletters as directed by the General Board. This shall be coordinated with the input of the Membership Chair to ensure accuracy. 2. Shall accept articles submitted in proper format printing, as set forth by Newsletter Chair. 3. Shall submit final draft to President, and/or Executive board, for review and approval. 4. Shall ensure that a disclaimer is added to the bottom of each and on each Newsletter that states: The RSA CWC is a private organization not affiliated with Redstone Arsenal or the U. S. Army". 9

10 5. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III. A. 2. Section G: Reservations Chairperson - Voting 1. Shall be responsible for taking all reservations for CWC General Membership Meetings, social functions, and special events and for ensuring no person eligible for active membership is admitted as a guest more than once during the club year. 2. Shall obtain a reservation Co-Chairperson, with the approval of the President, to assist with job duties. There will be only one vote for this dual position during the General Board meeting. 3. Shall be responsible for providing the exact number of reservations and the names of special guests and new members attending to the Second Vice President by the specified deadline prior to each CWC function. 4. Shall coordinate with the Membership Chairperson prior to each event to receive new member names from the master membership list for membership confirmation. Shall assist the Membership Chairperson in taking new member applications and fees if said chair is unavailable for general membership meetings. 5. Shall provide list to the President and Hospitality Chairperson with names of new members, member s guests, and special/program guests who will attend the monthly general membership meeting. 6. Shall assist the Hospitality Chairperson along with the Membership Chairperson on the Welcome Committee to identify new members and guests to ensure their welcome at each general membership meeting and social event. 7. Shall be responsible for maintaining and bringing Members nametags to all club events. Shall have made arrangements for an orderly process of Member s nametag pickup and return at each event. Shall provide Nametag gift tickets with the nametags for General Membership Meetings. 8. Shall receive and maintain one cash boxes in the total amount of $ from the Treasurer. 9. Shall, following each social function, furnish the Treasurer with the money received from members and a list of uncollected reservations payments. 10. Shall draft and mail form letters requesting reservation reimbursement from members and guests that had reservations and were not canceled by the deadline prior to the General Membership Meeting and did not attend or pay for the said reservation. 11. Shall submit article including the reservation policy and reservation deadline to the Newsletter Chair by the specified mid-month deadline. 12. Shall provide monthly board report to the President and Secretary by the specified deadline. 13. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distribute per Article III A.2. Section H: Ways and Means Chairperson - Voting 1. Shall be responsible for CWC continuing revenue producing projects. 2. Shall submit a monthly financial report of continuing revenue producing projects to the 10

11 General Board. 3. Shall maintain a monthly inventory of all Ways and Means property (donated and purchased). 4. Shall work with a Vendor Coordinator to seek out vendors to attend General Membership Meetings. Shall be the point of contact for Vendor Coordinator and CWC General Board for communication and payments. 5. Shall provide full accounting of inventory sales and any donations received (including vendor donation) at the conclusion of each luncheon with the Treasurer or her designee. 6. Shall coordinate with vendor coordinator to receive from each vendor at the monthly luncheon an appropriate Nametag gifts item for that day. 7. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A. 2. Section I: Community Assistance Chairperson - Voting 1. Shall create an application for community assistance. Shall advertise and accept completed applications for community assistance. Shall ensure that application includes the disclaimer: The RSA CWC is a private organization not affiliated with Redstone Arsenal or the U. S. Army". 2. Shall, prior to the March General Board meeting, consult with the President, Treasurer, and Scholarship Chairperson to determine the total amount of funds available for Scholarship and annual community assistance disbursement; recommend to the General Board a division of said funds and the amount to be distributed. 3. Shall, no later than mid-february, select the annual disbursement committee to be comprised of the Honorary President (or her designee), Advisors, President, Treasurer, Secretary, Parliamentarian, major fundraiser chairpersons and not less than three (3) members of the general membership to investigate and recommend for the approval of the General Board, the allocation of community assistance funds to eligible organizations and activities. 4. Shall present the approved allocations for annual community assistance disbursement to the General Board in March for approval and present results to the General Membership in April. 5. Responsible for ensuring that community assistance disbursements approved by the previous Board for distribution are distributed in a timely manner as required. 6. Shall maintain a current standard operating procedure (SOP) and write an After- Action Report due at the May Board meeting and distributed per Article III A. 2. Section J: Volunteer Coordinator Chairperson - Voting 1. Shall be responsible for collecting and reporting the RSA CWC's volunteer hours and submit monthly reports to both Redstone Arsenal Army Community Service (ACS) and the CWC Secretary. 2. Shall initiate communication with Executive Board for selection of the Volunteer of the Month (VOQ) and write a brief newsletter article recognizing the Volunteer of the Quarter and submit to Newsletter Editor by deadline. 11

12 3. Shall submit to ACS the required paperwork for two Volunteers of the Year, as chosen by the board. 4. Shall help coordinate the CWC's volunteer sign-ups, as needed. 5. Shall attend ACS Quarterly Community Volunteer Advisory Meetings as stipulated by FMWR. 6. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A. 2. Section K: Website Master - Voting 1. Shall maintain and add content to RSA CWC website as approved by the president or a member of the Executive Board. 2. Shall coordinate with Historian for pictures for the website. 2. Shall ensure that all outdated content on the website is removed as quickly as possible. 3. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III. A. 2. Section L: Outreach Coordinator - Voting 1. Shall be responsible for continually seeking out opportunities for the CWC to assist other nonprofit organizations who serve the Redstone Arsenal and surrounding communities. These organizations may include but are not limited to organizations such as the Crisis Women's Services of Alabama, the Veterans Museum, etc. These organizations must assist military families, to include Veteran's and their families, through grants and service projects. 2. Shall create an application process for these organizations that will be used by them to request donations and/or assistance from the RSACWC. These organizations must use the assistance requested and provided by the RSACWC for military families, to include Veteran's and their families. 3. Shall ensure that the application will include the disclaimer: The RSA CWC is a Private Organization not affiliated with Redstone Arsenal or the U. S. Army". 4. Shall submit for approval to the President and the General Board recommended out of cycle grants and worthy charitable projects for the CWC to become involved with. 5. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III. A. 2. Section M: Liaisons - Voting 1. Shall be appointed by the President with approval of the Executive Board. 2. Liaisons shall communicate the Publicity Chair of the RSA CWC to their respective work or living places in the greater Redstone community. Shall work with the Publicity chair to obtain copies of all information needed to be presented. 3. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A

13 Section N: Historian -Voting 1. Shall photograph all CWC related events and activities for historical purpose. When unable to fulfill this duty, must find someone to take photographs for CWC. 2. Shall attend monthly general board member meetings. 3. Shall report monthly volunteer hours to the Volunteer Coordinator. 4. Shall purchase CD s (or most current electronic data storage devices) for CWC. 5. Shall create CD (or other storage device) copies of slide show for President, Honorary President and other advisors as needed, and shall produce copies of this slide show for other board members as requested. 6. Shall remind the Executive and the General Board members to open the CWC Time Capsule in March 2033, and will host the opening ceremony with a guest speaker. (The CWC Time Capsule is buried by the ROCC Gazebo). 7. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed as listed in Article III A. 2. Section O: Publicity Chairperson - Voting 1. Shall be responsible for all publicity for the CWC. 2. Shall coordinate with Webmaster and Newsletter Chair. 3. Shall establish standards and limitations for submission of materials to be published in compliance with Army regulations and local policies. Shall ensure, where appropriate, that a disclaimer is added to each article that states: The RSA CWC is a private organization not affiliated with Redstone Arsenal or the U. S. Army". Section P: Special Committee Chairperson (One time Event or Ongoing) - Non Voting 1. Shall be appointed by the President, with approval of the Executive Board, to perform such duties as are deemed necessary, without vote. 2. Shall submit a written After-Action Report within 30 days of a single, one-time event (such as a major fundraiser), or if non-one-time event (continual event) shall submit by the end of the Board year. 3. Shall maintain a current standard operating procedure (SOP) and write an After-Action Report due at the May Board meeting and distributed per Article III A. 2. ARTICLE VI - ADMINISTRATION Section A: The governing body of the CWC shall be the General Board composed of: 1. The Executive Board: elected officers (President, First Vice President, Second Vice President, Treasurer, Secretary) 2. Honorary President 3. Advisor(s) 4. Parliamentarian 5. Chairpersons of Standing Committees 13

14 Section B: The voting policies of the General Board shall be: 1. Each elected board member shall have one vote with the exception of the President who shall vote only to break a tie. 2. The Chairperson of each Standing Committee shall have one vote. In case of Committee Co- Chairperson, there will be one (1) vote per Committee. 3. The Chairperson for each Special Committee shall have no vote. 4. The Honorary President, Advisor(s) and Parliamentarian shall have no vote. 5. In case of absence, the assigned proxy vote must be given to a voting Board member. A copy is given to the Parliamentarian then to the Recording Secretary to appoint voting authority on specific motions, if needed to establish a quorum. Section C: The duties of the General Board shall be: 1. Attend annual Board Orientation in June as a special meeting set-up by the Executive Board. 2. To initiate and carry out all business of the CWC. 3. To prescribe Bylaws for the efficient and orderly operation of the CWC. 4. To ensure that all correspondence that goes outside of CWC must go through publicity, be approved by the president and have the disclaimer: The RSA CWC is a private organization not affiliated with Redstone Arsenal or the U. S. Army". ARTICLE VII - FINANCE Section A: General Fund Receipts 1. The general fund is defined as the combined operations funds and community assistance funds of the CWC. a. Operation fund receipts b. Membership dues 2. Active members shall pay dues in the amount determined by the Executive Board. Dues will be good from 1 June through 31 May. 3. Honorary members shall pay no dues. 4. Ways and Means funds: Derived from activities conducted by the Ways and Means Committee. 5. Community Assistance Grants funds receipts: Derived from fundraising projects approved by the General Board and the Garrison Commander/FMWR. 6. Net receipts from each fundraising project will be used to split at least twice a year between the accounts: 20% to the operations account and 80% to the community assistance account. 7. Each fundraising project shall be accounted for separately within the general fund category. 8. At the end of each board year the Treasurer shall ensure that 25% of membership dues will remain in the bank account to carry forward to the next board year as operating funds. Section B: Budget 1. The general fund budget shall be prepared by the Treasurer with the assistance of the Honorary President, President, First Vice President, Second Vice President, Secretary, Parliamentarian, and the Chairperson of the Ways and Means and Community Assistance Committees. 2. The Treasurer shall submit the proposed budget to the General Board for approval at their 14

15 August meeting and present to the membership at the August General Membership meeting. Section C: Disbursements 1. Operations funds disbursements: a) Operational expenses as budgeted and approved by the General Board. b) When deemed necessary the General Board shall have the authority to procure liability insurance to cover any CWC activity not already covered by an existing policy. c) The President shall be authorized to direct the disbursement of funds not to exceed $50.00 per month without prior approval of the General Board when, in her judgment, the urgency of a particular situation requires such action. All such expenditures shall be reported at the next General Board meeting. d) When deemed necessary by the Executive Board the General Board shall have the authority to hire a lawyer to advise the CWC. 2. Community Assistance funds disbursements: a) Scholarships as set forth in Article IX of these Bylaws. b) Annual disbursement of funds to community assistance and service activities and projects as set forth in Article V, Section L, of these Bylaws. c) Emergency donations (Out of Cycle) to non-profit organizations upon written request for aid will be reviewed at the next Board meeting for determination of disbursement. Section D: Audit 1. An audit of the CWC general fund shall be conducted at the conclusion of the club fiscal year by a qualified auditor as defined in AR or as directed by the Executive Board. 2. An audit shall be conducted upon change of Treasurer. 3. The audit shall be performed in compliance with AR audit requirements. 4. The fiscal year shall run from 1 June to 31 May of the following year. The federal taxes will be due NLT October 15 th. Every June the State of Alabama must be paid a fee for incorporation of a nonprofit in the state and a copy of the federal 990 tax form must be submitted to the state. ARTICLE VIII Merit Awards (SCHOLARSHIPS) The purpose of the CWC Scholarship Program is to reflect the mission of the club, to promote education and community assistance. The program supports the educational aspirations of eligible US military and DoD Civilian family members of the Redstone Arsenal Community. Scholarships are available to graduating high school seniors, college students and spouses. For military and DoD civilian family members to be eligible, their primary residence must be located within the Redstone Arsenal Community (a 50 mile radius around the installation). Military family members must be the son, daughter, or spouse of an active duty, retired or deceased service member. Active duty is defined as active duty regular service (Army, Navy, Air Force Marine etc) and or Reserve or National Guardsmen activated during the time frame that applications are made available until the award ceremony. For DoD civilian family members to be eligible they must be the son, daughter or spouse of a DoD civilian assigned to Redstone Arsenal. 15

16 Section A: M e r i t A w a r d s ( Scholarship) Funds 1. Funds for this purpose shall come from the CWC fund as outlined in Article VIII, Sections A and C of these Bylaws. 2. The determination of the amount of funds to be given to each student each year shall be recommended by the Merit Award (Scholarship) Chairperson and presented to the General Board no later than the April General Board meeting. Section B: Administration 1. The Merit Award (Scholarship) Selection Committee shall consist of: a. The Chairperson of the Scholarship Standing Committee who: 1) Shall serve as Chairperson of the Disbursement Committee. 2) Shall receive all applications and remove any information that could identify the applicant in preparation for the Selection Committee. 3) Shall maintain all records and applications and prepare any correspondence regarding applications and recipients. b. Evaluators (Selection Committee): 1) Shall be invited to serve by the Chairperson and shall include the following: a) No fewer than 3 (three) active duty military officers (or their designee) representing the organizations at Redstone Arsenal. Selection may not be based on official position and the officers must be aware their service on the committee is truly voluntary and not mandatory. b) A professional educator c) Community member-at-large 2) Shall review and score the applications. c. Disbursement Committee: 1. Shall be invited to serve by the Scholarship Chairperson and shall not exceed more than 3 (three) CWC members-at-large. 2. Shall award funds based on the ranking of scores as determined by the Selection Committee. 3. Shall award funds based upon the overall ranking of scores, not the ranking within each application category. 4. Shall have the ability to make limited discretionary decisions regarding the awarding of funds. 5. No member of the Selection Committee, voting or non-voting, shall have a son, daughter or other relative applying for these Scholarships. ARTICLE IX - ACTIVITY GROUPS 1. Each Activity Group Chair shall be a member-in-good-standing and be selected by the Activity Group. The Chair s name shall then be submitted to the Activities Chair. 2. Each Chair of that group shall obtain and submit for the records a list to Membership Chair by the end of October of the participants in that CWC Group Activity for verification of their CWC membership. This verification process shall continue throughout Board year. 16

17 3. Shall ensure that any correspondence outside of CWC must be coordinated with Activities Chair who will then send on to Publicity for approval and editing. All correspondence must contain the CWC disclaimer. 4. Shall not have an individual Board. 5. Shall not collect individual dues. 6. Shall not have a separate bank account. 7. Shall be permitted, after requesting from the Activities chair, and coordinating with the Second Vice President, to use FMWR facilities for events (space-available). 8. Shall read and familiarize themselves with RSA CWC Bylaws and Constitution. 9. Shall submit to the Activity Chair an After-Action Report at end of board year. ARTICLE X - MEETINGS Section A: General Membership 1. The regular general membership meeting of this organization shall be on the second Tuesday of each month from September through May or as directed by the President. 2. Special meetings of the CWC general membership may be called by the President with the approval of the Executive Board. 3. Motions brought from the general membership, at a general membership meeting, shall be reviewed by the executive board at the next executive board meeting. Action on the motion by the Executive Board will be reported on to General Board and voted on by the General Board, if necessary, and then reported on to the members at the next General Membership Meeting. Section B: General Board 1. The regular meeting of the General Board shall be on the first Tuesday of each month unless otherwise directed by said Board. 2. Special meetings of the General Board may be called by the President with approval of the executive board. Section C: Executive Board Meetings of the Executive Board shall be called monthly, as deemed necessary by the President. ARTICLE XI- QUORUMS A quorum must be present to vote at business meetings of the CWC. Section A: A quorum shall be established when: 1. General Membership Meetings: 20% of the membership is present. 2. General Board: simple majority of voting members are present. 3. Executive Board: three (3) voting members are present. 17

18 Section B: 1. A simple majority vote (one more than half of those voting) constitutes approval unless otherwise specified in the Constitution and/or Bylaws. 2. Voting on a motion may be accomplished electronically. After a motion has been made and identified as an electronic vote, either at a meeting or by , members (Executive Board, General Board or General Membership depending on what is being voted on) may phone the parliamentarian with their response to the vote on constitutional changes or response on other motions. Quorum rules will still apply and only one vote per address of a valid member in good standing is allowed. ARTICLE XII- PARLIAMENTARY AUTHORITY Robert s Rules of Order shall govern in all cases where it does not conflict with the rules as set forth by this Constitution and Bylaws. ARTICLE XIII - AMENDMENTS Section A: These Bylaws may be amended by a two-third (2/3) vote of the General Board members that are present when a quorum is present. Section B: Such amendments of the Bylaws shall become effective upon approval by the General Board. Section C: Amendments of the Bylaws shall be presented to the General Membership of the CWC. ARTICLE XIV - ADOPTION Upon approval of the General Board these Bylaws shall take effect immediately. Tonya J. Daniels Kathleen Lori Cline Tonya Daniels Kathleen Lori Cline RSA CWC, President RSA CWC, Parliamentarian Date: January 2017 Date: January