| December 8, 2004 VALDEZ COAST GUARD FAMILY ASSOCIATION BYLAWS ARTICLE 1: NAME The name of this organization shall be the Valdez Coast Guard Family Association, herein referred to as the CGFA. ARTICLE 2: PURPOSE The purpose of this organization shall be to provide a friendly atmosphere which will promote the morale and well-being of our service personnel and their families, to engage in any charitable and social activities decided upon by the members and to provide educational information in areas of concern to Coast Guard families. This organization will follow the guidance found in Commandant Instruction 1750.6(Series), The Role of Coast Guard Spouses' Clubs, in carrying out its activities. The President shall keep a copy of this guide. ARTICLE 3: MEMBERSHIP Section 1: This Association shall have Regular, Associate, and Honorary members. A. Regular Members a. Any active duty, temporary duty, reserve, Auxiliary, retired Coast Guard members and their spouse. b. Widows/widowers of Coast Guard personnel c. Members and spouses of other Military services residing in Valdez. d. Regular members may vote and hold any office. B. Associate Members a. Any other person interested in the purpose of the CGFA b. Associate members may vote but may not hold a position on the Executive Board. C. Honorary members a. Any person recommended by the Executive Board and voted on by the General membership shall be an honorary member. b. Honorary members shall have the rights of Regular members except the right to vote and hold office. ARTICLE 4: MEETINGS All meetings are open to the general membership. Section 1: Regular Meetings A. The Regular meetings of the CGFA shall be discussed and voted upon at the first general meeting of the CGFA year. Changes in the meetings will be announced to the general membership a minimum of one week in advance of the originally scheduled meeting. B. The agenda for Regular meetings of the CGFA will be posted at least 24 hours prior to the Regular meeting. Items to be placed on the agenda must be submitted in writing to a member of the Executive Board at least 48 hours prior to the Regular meeting. Section 2: Special general membership meetings A. A special general membership meeting may be called by the President or Vice President, if needed. All members will be notified and are eligible to attend. Notice will be given at least 24 hours prior to the meeting. Section 3: Executive Board Meetings A. Executive Board Meetings may be held up to one week prior to general membership meetings. Special Executive Board meetings may be called when deemed necessary by the President or Vice President. All members will be notified and are eligible to attend. Notice will be given at least 24 hours prior to the meeting. ARTICLE 5: VOTING Section 1: A quorum shall consist of 8 voting members. Any motion, in order to be carried, must be approved by a majority of the eligible voting members present. Section 2: Proxy votes will be accepted. Proxy voting forms are available on the CGFA web site. (www.oocities.org/valdezcgfa/proxy.html). Proxy voting forms may also be obtained from an Executive Board member. ARTICLE 6: NOMINATIONS AND ELECTIONS Section 1. The Executive Board of the CGFA shall consist of President, Vice President, Secretary, and Treasurer. Section 2. Executive Board members shall serve a term of one year, with the exception of those appointed to fill a vacancy. Executive Board members may serve consecutive terms if so elected. Section 3. Regular members are eligible for election to office. . Section 4: Executive Board nominations shall be made at a meeting in January. The election will be held at a meeting in February. New Executive Board members shall take position as the last agenda item at the February meeting. Section 5: In the event of a tie vote for any elected office, the President shall break the tie. ARTICLE 7: RECALL OF AN EXECUTIVE BOARD MEMBER SECTION 1: At any time during an Executive Board member's term the general membership may voice their dissatisfaction and request a recall vote. A request for a recall vote will be included as an agenda item. The request must pass by a majority vote. (See Article 5: Voting) SECTION 2: A recall vote to recall the officer shall be held at the next Regular meeting. SECTION 3: If the Executive Board member is recalled, a new election will be held immediately to fill the vacancy. ARTICLE 8: EXECUTIVE BOARD AND THEIR DUTIES Section 1: The following Executive Board Members are subject to the rules covered by Articles 6 and 7 regarding nominations, elections, and recall. A. a President b. Vice President c. Secretary d. Treasurer B. Executive Board members must be present at the January and February meetings for nominations, elections, and change of Executive Board members. Section 2: The President a. The President shall call and preside at all meetings. b. The President shall put to vote all questions regularly moved, seconded, and discussed, and shall decide all question of order. The president shall make no motion or vote on any questions unless the vote is equally divided, in which case the President will cast the deciding vote. c. The President shall call a meeting of the Executive Board at any time deemed advisable and insure that all members are notified at least 24 hours in advance. Section 3: The Vice President a. The Vice President shall preside in the absence of the President and shall succeed to the presidency if the President is unable to complete a full term of office. b. The Vice President shall assist the other Executive Board members in the duties of that office. c. The Vice President shall create and distribute a newsletter and maintain the CGFA website (www.oocities.org/valdezcgfa), to coincide with the publication of the newsletter. A separate webmaster/editor may be chosen. d. The Vice President shall act as Parliamentarian. e. The Vice President shall keep a current calendar of CGFA events. A separate Events Coordinator may be chosen. f. The Vice President shall keep a key to the message boards located at the Community Center and Public Works. Section 4: The Secretary a. The Secretary shall be the custodian of the permanent records of the Association. b. The Secretary shall keep a list of addresses, telephone numbers and e-mail addresses of all members of the Association. c. The Secretary shall obtain and keep on record authorization from members for their inclusion in the CGFA phone book. d. The Secretary shall oversee production of the phone book in the fall. A separate Phone Book Committee may be formed. e. The Secretary shall keep and present the minutes of all meetings. f. The Secretary shall be able to produce the bylaws at all meetings. g. The Secretary shall send reminders of all CGFA meetings and functions. h. The Secretary shall handle all correspondence, including e-mails as requested by the President and keep a file of such. i. The Secretary will have a key to the Post Office Box held by the Association - currently #262. j. The Secretary shall keep a key to the message boards located at the Community Center and Public Works Section 5: The Treasurer a. The Treasurer shall receive all funds belonging to the Association and shall keep a record of all deposits and disbursements. b. The Treasurer shall make disbursements as authorized by the Executive Board or by a majority vote of members. (See Article 5: Voting) c. The Treasurer shall report the state of the treasury at the monthly meetings, including financial statements (income statement and balance sheet.) A Finance Committee may be formed. d. Accounts shall be balanced monthly and shall be audited by an auditor appointed by the Executive Board at the end of the CGFA year, or before turning over the account to the Treasurer's successor. e. All expenditures must be accompanied by a receipt and must be presented in a timely manner to the Treasurer prior to reimbursement. All expenditures must be itemized. f. The Treasurer will have a key to the Post Office Box held by the Association - currently #262. g. A minimum balance of at least one hundred dollars ($100) shall be carried over for the new CGFA year. ARTICLE 9: EXECUTIVE BOARD Section 1: The elected officers of the CGFA shall constitute the Executive Board. Section 2: The Executive Board shall have the supervision of CGFA affairs between Regular meetings. ARTICLE 10: EXPENDITURES Approval of expenditures $100.00 or less may be made by a majority of the Executive Board. Routine administrative disbursements up to $50.00 may be authorized by the President alone. Disbursements over $100.00 shall require a motion and vote of the Regular members. ARTICLE 11: PARLIAMENTARY AUTHORITY The current edition of Robert's Rules of Order, newly revised, is the parliamentary authority for conduct of business for the Association. ARTICLE 12: AMENDMENTS These By-laws may be amended at any Regular meeting of the general membership by a majority vote of the Regular and Associate members present, constituting a quorum, provided that the amendment has been submitted in writing at the prior Regular meeting. ARTICLE 13: DISSOLUTION In the event of the dissolution of the CGFA, all remaining assets, after paying all its indebtedness, shall be donated to the local Coast Guard Mutual Assistance Fund. |
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