U.S.S. THOMAS JEFFERSON 618 ASSOCIATION

BY-LAWS

Revised on 21 March 2001

The U.S.S. THOMAS JEFFERSON 618 ASSOCIATION was established on

25 September 1993. For all Legal Transactions, Financial Accounting, Correspondence, and other Operational Requirements, the Association is officially entitled “U.S.S. THOMAS JEFFERSON 618 ASSOCIATION”.

1.1 PURPOSE. The purpose of the Association is three folds.

1.1.1 To maintain an awareness and camaraderie among the former crewmembers, officers, and enlisted, who honorably served on board the United States Navy Submarine Thomas Jefferson SSBN/SSN 618.

1.1.2 To this end, plan, schedule and conduct a biennial reunion for all living shipmates, spouses, families, and friends, and widows; families and friends of those shipmates no longer with us.

1.1.3 To provide an opportunity to renew old acquaintances and pay devotional respects to the memories of former shipmates no longer on the “Sailing List.”

1.2 ORGANIZATION. The Association shall consist of all former crewmembers, officers and enlisted, and a Board of Officers consisting of four (4) members.

2.0 MEMBERSHIP. Any former crewmember, officer and enlisted, of the United States Navy Submarine Thomas Jefferson SSBN/SSN 618 is eligible to apply for and be accepted as a member of the Association.

2.1 HONORARY. The widow of any former Thomas Jefferson veteran will be awarded an Honorary Membership. Other Honorary Memberships may be awarded as recommended by the Board of Officers, or any other member, and with the approval of a majority of the membership.

2.2 ASSOCIATE MEMBERSHIP. Any individual who is of good standing in their community or who is sponsored by a U.S.S THOMAS JEFFERSON 618 ASSOCIATION member may apply for Association Membership.

2.2.1 Associate members will not have the right to cast a vote in Association Business and shall not be eligible to hold office.

3.0 THE BOARD OF OFFICERS. The Board shall consist of a minimum of four officers. They shall be: Commander, Vice Commander, Secretary, and Treasurer, each elected by a majority vote of the membership for terms as prescribed herein. See Article 2.7 for special considerations.

3.1 DUTIES: The duties of the individual officers are as prescribed herein.

3.1.1 Commander Call meetings of the Board as deemed necessary for the good of the Association. Chair all Board Meetings. Call for financial reports and keep the membership advised of all items of interest or impacting upon the Association. Bear responsibility for the contents of the Association Newsletter and function as its Editor. Broaden interest and enhance membership and attendance.

3.1.2. Vice Commander Advise the Commander of any matters of interest to the Association and on any matters requiring action by the Board of Officers. Carry out additional duties as may be assigned by the Commander. Function in the place of the Commander in his absence. Be ready to relieve the Commander should the situation arise.

3.1.3 Secretary Maintain an up-to-date “Sailing List” of the membership. Sailing List will include full name, address, and phone number, time on board the Thomas Jefferson and other information deemed pertinent. Provide the Board and any current member with an updated Sailing List when requested. Prepare membership cards as required and obtain signature of the Commander or Secretary. Prepare replies to all correspondence from the membership and other sources as required with the Commander’s knowledge and approval. Inform the Commander of any correspondence requiring his personal reply. Maintain an Association Log of Events, take minutes of all official meetings and perform such other duties as may be assigned by the Commander. Prepare and mail to all paid-up members an updated Sailing List in January of each Calendar year.

3.1.4 Treasurer Establish and maintain a record of Association financial transactions. Ensure all moneys collected are duly entered. Establish a checking account under the name of the Association, with authorization for either Treasurer’s or Commander’s signature. Provide the Commander with a copy of the monthly bank statements and an annual financial statement. The statement to be provided at the reunion for review and approval of those members in attendance.

3.2 TERMS OF OFFICE. The terms of office of each individual board member are prescribed herein:

3.2.1 Commander - Four (4) years

3.2.2 Vice Commander - Four (4) years

3.2.3 Secretary - Two (2) years

3.2.4 Treasurer - Two (2) years

3.2.5 Elections are to be held biennially. Any elected officer may succeed himself if it is the desire of those present and voting at a reunion. There is no limit to the number of terms an office holder may serve.

4.0 In Addition to Elected Officers, there shall be other appointed representatives. These may include: Area Representatives, a Nominating Committee, a Ship’s Historian, a Web Page Manager, a Reunion Planner, and such others as are deemed necessary by either the Board of Officers or the membership.

4.1 AREA REPRESENTATIVES. At times, due to the large number of members within a specific geographical area, it may be prudent for the Association to appoint a member who volunteers to act as an Area Representative. The Commander will make the appointment with approval of the Board.

4.2 NOMINATING COMMITTEE. A Nominating Committee consisting of the Board of Officers and at least (3) members at large and shall be formed four (4) months prior to the expiration of any elected Officer. The committee shall select candidates, determine their willingness to serve, and report their recommendations to the biennial business meeting.

4.3 SHIPS' HISTORIAN. The historian shall be appointed by the Commander to compile, categorize, and maintain a complete data base of the Association’s past, present, and future events. The historian will provide selected books of past and present events for viewing during the biennially reunions.

4.4 WEB PAGE MANAGER. The web page manager shall be appointed by the Commander to develop and maintain a web site for the Association. Initially, the web site will provide information pertaining to the U.S.S Thomas Jefferson and her crew, links to other submarine related sites, and a feedback/communication section.

4.5 REUNION PLANNER. The Reunion Planner will contact Visitors Bureaus in areas under consideration for the next reunion. He will do an on-site inspection of facilities to obtain the one best suited to the group’s needs, He will negotiate the best package available for the group and submit it to those the Commander designates for approval before signing the contract. After the contract is signed, he will prepare announcements for the membership and shall also send announcements to local and national media for publication. He (and his committee) will continue to oversee all the details of the reunion. This will include timely contacts with the Site Coordinator.

4.6 CHAPLAIN. The Chaplain attends to the spiritual needs of the association
through conducting invocation/benediction at meetings, reunions, social
events and memorial services when he is in attendance. He is the moral and
the ethical advisor for the crew. When the association learns of a death or
grave affliction, the Chaplain will in writing express condolence on behalf
of the association to shipmates and their families. Stamps and stationary will be purchased as needed to pay respect. Any expense( stamps/cards/stationary) will be reimbursed through donations or membership dues. No stamps or stationary will be maintained as a sundry for this office. This position will be an appointment by the Board of Officers. The term of the appointment is indefinite and it can be rescinded by the Board at the request of the ministering Chaplain via a letter of resignation; or, by an unanimous approval of the association to remove the incumbent Chaplain.

5.0 FINANCES. Financial operations are described herein:

5.0.1 Salaries. No Officer or member of the Association will be salaried.

5.0.2 Dues. Association dues are $15.00 for Annual membership or $150.00 ($100.00 for 62 years and older) for lifetime membership. Dues may be changed by a majority of members present at biennial reunion business meeting. Annual dues run on a calendar year.

5.0.3 Expenses. All business related expenses are paid from annual dues,
revenue from reunions and moneys acquired through association activities or
donations; therefore, it is the responsibility of the Board of Officers to exercise care and prudence when conducting association business to ensure that all expenditures are minimal. Expense accounting will be prepared by the Treasurer not later than thirty days after the reunion and submitted to all Board Officers.

5.0.4 Reimbursement. Reimbursement will not be made to any member for personal time, travel, local telephone calls or in the preparation of written correspondence for record keeping. Reimbursements will be paid for actual cost of correspondence supplies, stamps and other items of a similar nature required to conduct business of the Association. Receipts will be required for the Treasurer to make payment for reimbursement. The layout of personal funds are at the person’s own risk unless prior approval is obtained from the Treasurer or Commander. No Assets of the Association may be used to reimburse any member of the Association for travel or other expenses in connection with a reunion.

5.0.5 Assets. Upon dissolution of the U.S.S THOMAS JEFFERSON 618 ASSOCIATION, after all financial obligations are paid the remaining assets will be transferred to The Dolphin Scholarship Foundation with the caveat that the money will be used to award scholarships to former crew members or their descendants. In addition, historical material shall be turned over to an organization to preserved U.S.S Thomas Jefferson SSBN/SSN 618 History.

6.0 REUNIONS. The reunion will be held biennially or may be changed by the Board of Officer at their discretion. Location of reunion will be at the discretion of the Board of Officers taking into account the availability of members close to a given area willing to serve on a Reunion Organization Committee.

6.1 SPECIAL RECOGNITIONS. At each reunion, special recognition should be given to the following: Plank Owners, longest uninterrupted service on board, longest total time on board, person traveling farthest to the reunion and any other proposed by the membership. There is no restriction for one person to be recognized for more than one of the above.

6.2 COST. The Officers who will ensure that the Association Treasury is not used for reunion expenses shall and set the cost of each reunion. Each reunion shall be reimbursed from fees so that all those attending pay the full expenses of that reunion. Annual dues and lifetime membership payments shall not be used to defray expenses for reunions, but must be reimbursed from fees collected from attending members.