Coast Guard Spouse Association of Hampton Roads
By-Laws May 1, 2011
ARTICLE I: NAME
The name of this organization shall be the Coast Guard Spouse Association of Hampton Roads. This is the designation hereinafter referred to as the “Association” under which the Association shall operate and conduct business.
ARTICLE II: PURPOSE
The purpose of this Association shall be to provide a welcoming atmosphere, which will promote the morale and well-being of our service personnel and their families. Additionally, this Association shall engage in any charitable and social activities decided upon by the members and provide educational information in areas of concern to Coast Guard families.
ARTICLE III: MEMBERSHIP
The membership shall consist of Regular and Honorary Members.
Section A: Regular Members
- All spouses of active, reserve, and retired Coast Guard personnel, widows (ers) of Coast Guard personnel and men & women of the Coast Guard. All active, reserve, and retired personnel of other services on active duty with the Coast Guard, their spouses and any other person interested in the purpose of the club are eligible to become regular members.
- Regular members shall pay the yearly dues prescribed to be eligible to participate in all activities, to vote and to hold offices.
Section B: Honorary Members
- The Executive Board of the Association may bestow honorary memberships by vote.
- Honorary members are not required to pay dues but shall have the rights of Regular members, except the right to vote and hold office.
- Honorary members who wish to have the right to vote and hold office may do so by paying the dues prescribed.
Section C: Dues
- Dues shall be determined by the Executive Board and may not be changed during their tenure.
- Current memberships in other Coast Guard Spouses’ Associations shall be honored.
*For the purposes of this Association, “Association year” is identified as August through July throughout this document.
ARTICLE IV: MEETINGS
Executive Board, General and Special Meetings shall be held by the Association as needed and as described by the By-laws.
Section A: Executive Board Meetings
- Governing body of the Association shall be the Executive Board. The Board shall consist of an Honorary President, elected Officers and chairpersons of Standing Committees.
- The Executive Board may meet monthly or in another frequency at the call of the President. Special meetings of the board may be called by the President or at the request of a majority of the Board. A majority of members shall consist of a quorum.
- All Board meetings shall be open to the General Membership.
- Only Executive Board Members shall vote on issues presented at the Executive Board Meetings.
Section B: General Meetings
- General Meetings of the Association shall be held on specified days of the year from September through May. There will be no fewer than four general meetings per year. The meeting day will be determined by the Executive Board.
- A quorum is needed to make major Association decisions. A quorum shall consist of a majority of the members being present at a scheduled general membership meeting.
- Any motion, in order to be carried out, must be approved by a majority vote of those present and voting.
Section C: Special Meetings
- Special Meetings can be called by the President at any time deemed necessary.
- A special meeting can be called at the request of ten percent (10%) of the membership.
- All members shall be notified a minimum of twenty-four (24) hours in advance.
ARTICLE V: NOMINATION AND ELECTION OF OFFICERS
Section A: Officers
- Elected officers of the Association shall be the following:
- Vice President
- Regular members in good standing are eligible for election to office. Spouses of active duty Coast Guard personnel, at the time of election, shall fill the offices of President and Vice-President.
Section B: Election Procedures
- Not later than mid-January, a nominating committee shall be appointed. This committee shall consist of three (3) regular members, not more than two (2) of whom are currently in service as an Officer of the Association. The President shall appoint the chairperson. The committee will call for nominations in the February newsletter, through updates on the association webpage, and other means at their disposal. The slate of nominees will be announced in the March newsletter and announced at a general meeting at least once preceding the election. Additional nominations may be made from the floor at the general meeting.
- A written and/or electronic ballot shall be sent out to the General Membership to be returned no later than the May General Membership Meeting. The candidate receiving the majority of the votes cast shall be elected to the office.
- Newly elected officers shall be installed at an appropriate ceremony in the summer but may be called upon to serve earlier if necessary.
- Terms of office shall be for one (1), but no more than 2 consecutive terms or until successors are elected.
- Vacancies in any office other than the President shall be appointed by the majority of the Executive Board.
ARTICLE VI: DUTIES OF THE OFFICERS OF THE EXECUTIVE BOARD
Section A: Duties of the Executive Board
- The Executive Board shall supervise and direct all activities and operations of the Association.
- The Executive Board shall formulate policies of the Association.
- The Executive Board shall exercise control over the obligations and expenditures of all Association funds. They shall authorize an auditor to review the Association’s books. The findings of this report shall be presented to the General Membership.
- The Executive Board can establish any Standing Committees necessary to carry on the work of the Association. The chairpersons for these committees shall be appointed by the President.
Section B: Duties of the Elected Officers
- The President shall:
- Preside at all meetings of the Association and the Executive Board, and convene special meetings as necessary.
- Be an ex-officio member of all committees except the Nominating Committee.
- Sign all checks in the absence of the Treasurer.
- Be able to authorize expenses (not donations) up to fifty dollars ($50.00) without the approval of the Board. Such expenditures shall be reported at the next Executive Board Meeting.
- Appoint chairpersons of all Standing Committees.
- Shall neither make a motion nor vote, except ballot votes, on any question unless the vote shall be equally divided, in which case (s)he shall cast the deciding vote.
- Perform other such duties pertaining to the office.
- The Vice President shall:
- Perform in the absence of the President all duties incumbent upon the President and shall succeed to the office of the President in the event of vacancy.
- Assist the President in the performance of duties of that office.
- Act as program chairperson and liaison to the MWR office for the annual Coast Guard Day Picnic and will head the committee to carry out all the necessary arrangements involved.
- The Secretary shall:
- Record the minutes of the Executive Board and General Membership Meetings.
- Read and/or post the minutes of each General Membership Meeting of the Association and of the Executive Board upon the request of the President.
- Read and/or post the minutes of the previous General Membership Meeting for the purpose of review and approval.
- Keep a current copy of the By-laws at all times and a list of standing rules if applicable.
- Handle any correspondence of the Association as requested by the President.
- The Treasurer shall:
- Maintain a checking account, receive, disburse, and account for Association funds upon authorization of the Executive Board.
- Keep an itemized account of all receipts and disbursements.
- Present a written monthly report for review and approval at each Executive Board Meeting.
- Report all transactions and the financial condition of the Association at all General Membership and Executive Board Meetings.
- Will prepare a proposed budget for the upcoming year with assistance from the Board. The budget will be presented for approval at the first meeting of the new Executive Board.
- Upon completion of the term of office, prepare an annual report, have books verified by an authorized auditor and transfer all monies and records to the successor.
- Present to the General Membership for approval expenditures of amounts over $100.00 dollars that are not covered in the budget.
SECTION C: STANDING COMMITTEES AND THEIR DUTIES:
- Each committee chairperson shall solicit volunteers for his/her respective committee.
- Each committee chairperson is responsible for giving any checks (funds) and receipts to the Treasurer every 30 days and is responsible for attempting to collect on an insufficient check to the best of his/her ability.
- Committee Chairpersons shall submit monthly and Year-end reports to both the president and their successors.
- Special Committees are to be formed for short-term projects voted on by the Association, while Standing Committees should be formed for on-going projects.
- Names and duties of Standing Committees shall be:
- Membership Committee
- Encourage new membership.
- Collect dues and maintain correct records of members.
- Compile and edit an Association roster and directory.
- Provide an updated roster to the Corresponding Secretary each month as necessary.
- Ways & Means Committee
- The Ways & Means Committee shall plan activities and benefits to raise money for the Association.
- Be responsible for items ordered and sold and setting prices for merchandise.
- Prepare an annual inventory of Association property and supplies.
- Keys to any allotted storage area will be held by the Ways & Means Chairperson. Spare keys shall be held by the President and Vice President.
- Social Committee
- Shall select the location, date and time for each social gathering.
- Prepare a list and collect money for reservations.
- Welcome Aboard and Farewell gatherings.
- Arrange for pictures to be taken at Association functions.
- Submit photos to persons maintaining Association website, Facebook page, and newsletter for publication.
- Newsletter Editor
- Be responsible for composing and editing the newsletter.
- Be responsible for distributing the newsletter to the General Membership by the third week of the preceding month.
- Shall maintain the CGSAHR webpage.
- Be responsible for keeping the page current regarding events and postings.
- Maintain photos of events and functions on site.
- Facebook Administrator
- Shall maintain the Coast Guard Spouse Assoc. of Hampton Roads Facebook page.
- Keep the page current on Association and area functions.
- Be responsible for a positive and friendly tone to all posts by members.
- Maintain photos of events and functions on site.
- Be responsible for preparing volunteer roster of members willing to prepare meals.
- Coordinate with members to provide meals for any member in need due to, but not limited to, a birth, death or illness.
- Be responsible for sending cards to members when deemed necessary by the members.
- Membership Committee
SECTION D: SPECIAL COMMITTEES
- The Executive Board may form Special Committees for short-term project, single events and social groups.
SECTION E: COMMUNITY AND COMMITTEE REPRESENTATIVES
- Can be invited to General Meetings as deemed appropriate by the Executive Board.
- Association representatives shall attend the General Membership Meetings and report any news from their respective groups.
ARTICLE VII: RESIDUAL FUNDS
- A cash balance to be determined by the Executive Board at the beginning of each Association year, will remain in the Treasury at the close of each fiscal year. This is to provide a steady source of funds available to the incoming administration in the planning for the execution of activities.
ARTICLE VIII: ADOPTION AND REVISED BY-LAWS
A By-laws Committee appointed by the President and advised by the Honorary President can be selected whenever necessary to draft new By-laws. The revised By-laws will then be presented to the Association. At the following General Membership Meeting, the proposed By-laws will be voted on for adoption. An updated copy of the By-laws will then be sent to the National Council of the Coast Guard Spouses’ Clubs.
ARTICLE IX: AMENDMENTS
The By-laws may be amended at any General Membership Meeting by a two-thirds (2/3) vote of the regular members present. Amendments must have been submitted in writing at the previous General Membership Meeting.
ARTICLE X: RULES OF ORDER
Parliamentary procedures as described in “Robert’s Rules of Order Newly Revised” shall be followed in cases where applicable.
ARTICLE XI: DISSOLUTION
The Association may be dissolved by the unanimous vote of the membership. Upon dissolution of the Association, the remaining properties and funds shall be disposed of by the Executive Board after paying all liabilities of the Association. The property assets shall be distributed to the organization approved by the Executive Board.