USS SOMERS CREWMEMBERS ASSOCIATION

Transcription

1 Constitution And Bylaws ~~~~~~~~~~~~~~~~~~~~ USS SOMERS CREWMEMBERS ASSOCIATION ~~~~~~~~~~~~~~~~~~~~~ As Affirmed By The First Reunion Meeting In Cameron, Oklahoma April 24, 2010 ~~~~~~~~~~~~~~~~~~~~~ Amended May 1, 2011 Amended May 2, 2014 Amended June 15, 2015 Amended May 17, 2016 Amended May 2, 2017 ~~~~~~~~~~~~~~~~~~~~~

2 Robert P. Plante Administrator Garland Broussard Assistant Administrator Association Headquarters 592 County Route 33 Pennellville, NY

3 TABLE OF CONTENTS CONSTITUTION Preamble...4 Name...4 Purpose...4 Membership...5 Administration...5 Auxiliaries...5 Amendments...6 BYLAWS Organization...7 Policy...7 Activities...7 Committees...8 Association Meetings...13 Voting...13 Membership...14 Association Finances...15 Financial Statements...15 Depository...15 Signatories

4 CONSTITUTION Preamble For God and Country, we former shipmates of the United States Ship Somers having aided in maintaining the honor, integrity and supremacy of our country, holding in remembrance the sacrifices in common, made and drawn together by strong bonds of respect and mutual interest, solemnly and firmly associate ourselves together in creating the USS Somers Crewmembers Association. The principles and purposes shall be supreme allegiance to the United States of America, fidelity to its Constitution and laws; to cherish and preserve the memories of our military association; and to aid and assist our members and their dependents. Article I Name The name of this association shall be the USS Somers Crewmembers Association and may also be referred to herein as the Association. Article II Purpose To uphold and maintain the Constitution and laws of the United States; to realize the American ideals and aims for which those eligible for membership served; to stimulate a feeling of mutual devotion, helpfulness and comradeship; and to the cause of improving and advancing the interest and work for the betterment of all members. 4

5 Article III Membership Any individual who served faithfully and honorably while in the naval service of the United States of America and served aboard the United States Ship Somers and who has been honorably discharged or honorably separated from such service, is eligible for membership in the USS Somers Crewmembers Association. The USS Somers Crewmembers Association will have Honorary and Auxiliary members as determined by the Administrator and approved by the membership. Article IV Administration Section 1. The administrative affairs of this Association shall be vested in its membership. Section 2. At each annual Reunion meeting, the membership shall elect the Administrator/Treasurer (Administrator). He will assume powers to appoint or reappoint the Assistant Administrator/Secretary (Assistant Administrator) and six members for the Reunion Committee, three members for the Finance Committee, two Membership Advisors, the Historian/Archivist and the Chaplain. All appointed individuals must be members in good standing of the Association. Article V Auxiliaries This Association will recognize the USS Somers Crewmembers Association Auxiliary, also referred to herein as the "Auxiliary". The Auxiliary will be made up solely of Wives 5

6 and Significant Others of current members in good standing of the USS Somers Crewmembers Association. Article VI Amendments This Constitution may be amended at any time by a majority vote of the members in good standing that are present at the Association's Annual Meeting, held each year during the Association's Annual Reunion. The Amendments must have been ratified by members in good standing prior to casting their vote to amend the Constitution. 6

7 ASSOCIATION BYLAWS ARTICLE 1 ORGANIZATION Section 1.1: Governing Body The governing body of the Association shall be its members. Section 1.2 Records; Inspection Records shall be kept of the meeting proceedings, which shall be open for inspection to any member of the association. ARTICLE 2 POLICY Section 2.1 Nonpartisanship This Association shall be non-profit, non-political and nonsectarian and the name of this Association shall not be used in representing the desires or wishes of its membership in any political, sectarian or labor dispute. Provided, however, that the foregoing shall not prevent this Association from participating in political issues which have a direct bearing upon the welfare of our members. Section 2.2: Activities Para. 1: No member shall appear before any legislative body or speak in the name of this Association propounding a position contrary to any resolution then in effect with regard to 7

8 such legislation, which resolution has been adopted by the members of the Association. Para. 2: No federal legislation shall be sponsored or endorsed by any member on behalf or in the name of the Association. Para. 3: The USS Somers Crewmembers Association Roster (also referred to herein as the "Roster") is the property of the USS Somers Crewmembers Association and all individuals listed are barred from using any part thereof for their explicit personal use without written consent from the Administrator and the Assistant Administrator. Any individual using the membership roster, for any reason, other than official business of the Association will be subjected to suspension as deemed appropriate by the Assistant Administrator with the approval of the Administrator or revocation of membership and removal from the USS Somers Shipmate Roster. In this instance, dues will not be refunded and will remain the sole property of the Association. Section 2.3: Committees Reunion Committee. A Reunion Committee shall be appointed/reappointed at each annual meeting. The reunion committee will be comprised of six (6) members in good standing of the USS Somers Crewmembers Association. They will include two (2) members each from the East Coast, Mid- West and West Coast. If there are no volunteers to fill a vacancy, by a person residing in the vacant area, (East Coast, Mid-West or West Coast) the Administrator and / or Assistant Administrator may select a volunteer to represent the vacancy from any area. The Administrator will appoint a Reunion Committee Chairman and he will be responsible to present an annual report to the membership. 8

9 Para. 1: Responsibilities of the Reunion Committee will include providing the Assistant Administrator recommendation(s) of time and place of the following year's annual reunion. Reunions may be scheduled between April 15 and August 15 with the approval of the Assistant Administrator. Para. 2: To provide recommendation(s) of local hotels, costs and available discounts. Para. 3: To provide recommendation(s) of registration fees for each reunion. Para. 4: To provide recommendation(s) of local entertainment and activities that will be available and scheduled at each location. Finance Committee. A Finance Committee shall be appointed/reappointed at each annual meeting. The finance committee will be comprised of three (3) members in good standing of the USS Somers Crewmembers Association. The Administrator will appoint a Chairman and he will be responsible to present an annual report to the membership at its annual meeting. In the Chairman's absence a member of the committee will present the annual report. Para. 1: Responsibilities of the Finance Committee will include review and approval of all financial reports submitted to it annually by the Administrator. Para. 2: To provide recommendation(s) to the Assistant Administrator that will be beneficial to the Association. Para. 3: To approve/deny any expenditure(s) submitted by the Administrator for any single expenditure in excess of five hundred dollars. 9

10 Para. 4: And to ensure all transactions, bank statements, debit and credit entries and deposits are in keeping with general accounting principles. Para. 5: The USS Somers Crewmembers Association will reimburse the Administrator for any out of pocket expenses he may incur while conducting the business of the Association, to include but not be limited to: fuel used for Association business travel and any items purchased requiring him using his own finances in promoting the good of the Association. The Administrator will, at the end of each month, submit copies of all receipts requiring reimbursement with a brief explanation of the expense(s) to the Assistant Administrator who will forward them to the Chairman of the Finance Committee. The Chairman will approve/deny the request(s) and his recommendation(s) to the Finance Committee members for their action(s). For approval or denial of any expense(s), all Finance Committee Members must be in agreement. Responses from all committee members are to be ed to the Assistant Administrator, who, in turn, will advise the Administrator. Beginning with the 2015 Somers Reunion and thereafter, the USS Somers Crewmembers Association will assume the legitimate reunion expenses of the Administrator, including, but not limited to, travel expenses to and from each reunion location and hotel room accommodations. The Administrator will present copies of all receipts for incurred travel expenses, hotel expenses and all other valid reunion expenses to the Assistant Administrator who will forward them to the Chairman of the Finance Committee for his subsequent approval/denial and provide any recommendation(s) to the Finance Committee Members for their subsequent action(s). Responses from committee members will be ed to the Assistant Administrator who will advise the Administrator. 10

11 Section 2.4: Membership Advisors: Two (2) Membership Advisors shall be appointed/reappointed at each annual meeting. Para. 1: Responsibilities of the Membership Advisors will include recommendations concerning membership dues to the Assistant Administrator for review and discussion with the Administrator. Upon approval of a dues change, the Administrator will advise the membership of the recommendation and following approval by a majority vote of the membership present at the next annual meeting said changes will be effective on April 1 of the following year. Para. 2: To provide recommendations of suspension or termination of any member found violating any of the rules or regulations contained within these By-Laws to the Assistant Administrator who will inform such member in writing within thirty days of any approved action(s). Para. 3: To provide to the Assistant Administrator, recommended action(s) of ways to increase the Association s membership base and annual renewals. Section 2.5: Historian/Archivist: The mission of the Library and Archives of the USS Somers Crewmembers Association is to collect, classify, document, preserve and make available any and all materials that chronicle the history of the USS Somers and its impact on the events of the USS Navy and the United States. The duties and responsibilities of the Historian/Archivist shall be: To gather historical data from various sources, including archives, books, photographs and artifacts. 11

12 To create, organize, classify and maintain accessible computer archives and databases for ease of locating materials. To engage with the Association and all former Somers shipmates through presentations and annual reports. To analyze and interpret information to determine its authenticity and historical significance. To provide reference services to assist all potential users. To set and administer policy guidelines concerning access to library materials. To safeguard records by copying to film, videotape, disc and/or computer formats. To locate new materials and direct their acquisition and display. To establish and maintain a process for the deeding of gifts to the Association. To write reports and articles on donations to the Association. The Historian/Archivist will report directly to the Administrator or, in his absence, to the Assistant Administrator. He will prepare and present an annual report to the membership at each annual Association meeting. If unable to attend, he shall forward his written report to the Assistant Administrator who will present the Historian/Archivist report to the membership. The Historian/Archivist will submit, via to the Administrator, any and all requests for supplies, storage, computer software, protective coverings and cases and all other necessary items to protect and preserve any and all artifacts, photographs and documents entering the Somers Library and 12

13 Archives. The request will be reviewed and forwarded to the Finance Committee Chairman for approval for purchase and/or reimbursement. ARTICLE 3 ASSOCIATION MEETINGS Section 3.1: Supreme Power The supreme power of the Association is vested in its annual meetings. Section 3.2: Duration of Mandates Mandates and resolutions adopted at each annual meeting shall be effective only until the next annual meeting. Section 3.3: Time and Place Para. 1: A meeting shall be held between April 15 and August 15 annually, unless prohibited by a national emergency. Para. 2: The Reunion Committee will provide recommendation(s) of the place(s) where the annual meeting(s) may be held and it shall provide its recommendation(s) to the Assistant Administrator for review and approval by both the Administrator and Assistant Administrator. Section 3.4: Voting Para. 1: Each member in good standing shall be entitled to one vote at the annual meeting. Para. 2: Any member who is indebted to the Association in any amount, including unpaid dues, shall not be entitled to vote at the annual meeting until such indebtedness has been paid. Para. 3: No member shall cast a vote at the annual meeting in more than one representative capacity. 13

14 Section 3.5: Prohibition of Proxy Voting There shall be no voting by proxy or voting by absentee ballot. Section 3.6: Rules of the Meeting Rule 1: Robert s Rules of Order, Revised, will govern except as hereafter specifically stated. Rule 2: To be recognized, a member must (1) stand, (2) state his name and (3) address the membership. Rule 3: No member who has talked for or against a motion, resolution or report shall be permitted to make a motion to table it. Rule 4: A motion to table is not debatable and shall require a two-thirds affirmative vote of the membership. A tabled motion may be taken from the table, for reconsideration, by a majority vote of the members. Section 3.7: Amendment of Rules The foregoing Rules of the Meeting may be amended by majority vote of the members. Section 4.1: Definition ARTICLE 4 MEMBERSHIP Members are persons who have met the eligibility criteria set out herein, and have paid the appropriate dues. There shall be no associate members or special members. Members who are under suspension are not considered members under these Bylaws. Membership dues will not be refunded to individuals under suspension. Section 4.2: Membership Eligibility Any individual who has served honorably in the naval service of the United States of America aboard the United States Ship Somers and who was Honorably Discharged or Honorably 14

15 Separated from the United States Navy is eligible for membership to the USS Somers Crewmembers Association. Section 4.3: Duration of Membership Effective May 1, 2011, for membership to be valid for any membership year it must be initiated or renewed by the minimum payment of dues of $35.00 as specified in Section 4.4. Section 4.4: Membership Dues Effective May 1, 2011, annual dues shall be $35.00 and shall be for the membership year or any part thereof. The membership year begins on April 1, and ends the following March 31 of each year. ARTICLE 5 ASSOCIATION FINANCES Section 5.1: Membership and Fiscal Year The membership year shall start April 1 and end the following March 31. The fiscal year shall be from January 1 to December 31. Section 5.2: Financial Statements Financial statements showing income and expenditures shall be available for review by each member at the annual meeting. Section 5.4: Depository The Administrator shall designate a depository for all revenue of this Association. Section 5.5: Signatories: The Administrator's signature will be the only signature required on Association checks. The Assistant Administrator will submit the required information to be on file, including his signature, to the 15

16 designated depository holding Association funds in the event the Administrator is unable to carry out the functions of his office. 16