Navy Mustang Association
Hampton Roads Chapter
Bylaws
20 January, 1998
PURPOSE:
The Hampton Roads Chapter of the Navy Mustang Association (HR-NMA) exists to:
ARTICLE I -MEMBERSHIP
1.1 Requirements for Membership: Membership shall be open to U.S. Navy Officers on active duty, officers in the U.S. Navy Reserve, those on any of the official U.S. Navy Retired Lists, and formerly honorably discharged Navy Officers who, after having served on active duty in the enlisted ranks of the United States Navy or Navy Reserve, for a minimum of three years, have risen from enlisted (sursum ab ordine) to the officer ranks through an inservice procurement program, and served as commissioned or warrant officers in the United States Navy. It includes both men and women. They are and shall be known as "Mustangs."
1.2 Honorary Members: Honorary membership may be conferred upon a distinguished person. The Elected Officers shall confer or revoke honorary memberships by a majority vote. Honorary members shall have all the privileges of members, except the right to vote (unless otherwise qualified), and shall be exempt from payment of dues.
1.3 Regular Members: Regular members are those qualified members who are registered with the NMA national headquarters.
1.4 Termination of Membership: Members may terminate voluntarily or may be terminated involuntarily.
1.4.1 Any member may resign from the Navy Mustang Association upon written notification to the Secretary. A member who has resigned may be reinstated after filing a new application for membership.
1.4.2 Any member may be expelled by two-thirds vote of the active members for conduct unbecoming a member or prejudicial to the aims or repute of the Navy Mustang Association, after notice and opportunity for a hearing are afforded the member complained against.
1.4.3 Failure to pay dues to the NMA national headquarters will result in loss of membership. Membership will be terminated six months after due date if dues are not paid. Members who have been dropped from membership for nonpayment of dues may be reinstated upon payment of dues for the current year.
1.5 Disputes: Any dispute as to the eligibility for membership of any applicant shall be referred to the Board of Directors of the NMA national headquarters for review. The decision of the Board of Directors shall be final.
ARTICLE II - MEETINGS OF MEMBERS
2.1 Annual Meetings: The members shall meet annually in January for the election of Officers and/or Directors and for the transaction of such other business as may properly come before the meeting. The time and place of the annual meeting shall be fixed by the Elected Officers and notice provided to each member.
2.2 Notice of Meeting: Notice stating the date, place and hour of the annual meetings will be promulgated not less than 14 days before the date of such meeting.
2.3 Voting Procedures: Voting on issues at the meeting may be by show of hands to determine a majority.
2.4 Quorum: The active members present at the scheduled annual meeting shall be deemed to be representative and shall constitute a quorum for the transaction of business.
ARTICLE III - ELECTED OFFICERS
3.1 Officers: The Officers of the Hampton Roads - Navy Mustang Association shall include,, as a minimum, a President, a Vice President, a Secretary, and a Treasurer. The Officers shall be elected by the membership.
3.1.1 The President: He/she shall preside at meetings of the membership. The President shall, with the advice and counsel of the Elected Officers, determine all committees; nominate committee chairmen; and assist in the selection of committee members, subject to approval of the Elected Officers. The President shall, with the advice and approval of the Elected Officers, appoint a Historian, Chaplain, and other functionaries, to serve at the pleasure of the Elected Officers.
3.1.2 Vice President: The duties of the Vice President shall be such as the title by general usage would indicate, and such as required by law, as well as those that may be assigned him by the President and Elected Officers. The Vice President shall preside at all meetings of the membership or Elected Officers in the absence of the President.
3.1.3 Secretary: The Secretary shall be the chief administrative officer of the Chapter. He/she shall serve as Secretary of the Chapter, and shall be responsible for all correspondence, reports, and filings required by the Commonwealth of Virginia. The Secretary shall also serve as the Secretary to the Elected Officers, and shall cause to be prepared notices and minutes of meetings.
3.1.4 Treasurer: The Treasurer shall be responsible for the financial management of the HR-NMA. He/she shall ensure the funds are kept on deposit in financial institutions approved by the Elected Officers. The Treasurer shall cause to be kept all financial records of the Chapter, and ensure the financial transactions of the Chapter are conducted in a business-like fashion. He/she shall ensure that appropriate tax returns are filed where necessary. The Treasurer shall Chair the Finance Committee and prepare the annual budget for the HR-NMA.
3.2 Absence or Disability of the President: In the absence or disability of the President, the Vice President shall act as President.
3.3 Constitution: The voting members shall consist of all the Elected Officers and the general membership. Elected Officers shall be selected and approved by a majority vote of the membership.
3.4 Term of Office: The term of office for all Elected Officers shall be a minimum of one year.
3.5 Qualifications: All members of the Elected Officers must be members in good standing in the Navy Mustang Association. Candidates must possess the capability and willingness to serve for the term of office.
3.5 Removal of Officers: Any Officer may be removed from office for just cause by the affirmative vote of two-thirds of the active members. Just cause shall consist of: (1) conduct unbecoming an officer that is detrimental to the interests of the Navy Mustang Association; (2) non-performance of assigned duties. The Officer proposed to be removed shall be notified in writing by the President and shall be entitled to appear before the Elected Officers and be heard.
3.6 Vacancies: The President in office shall have the authority to appoint a replacement Officer to fill a vacancy resulting from the disability, resignation, or removal for cause. The terms of appointment shall be to serve the remaining term of the office to which the Officer is appointed. Such appointment must be approved by a majority vote of the remaining Elected Officers.
ARTICLE IV - COMMITTEES
4.1 Standing Committees: There shall be three Standing Committees with committee chairmen elected from the general membership. Each committee shall consist of not less than three members. Any of these committees may be placed in an "inactive" status when the Elected Officers determines there is no immediate requirement for them to provide input to the management of the Chapter's affairs. Standing committees are as follows:
1. Finance
3. Events
4. Social
4.1.1 Finance Committee: The Finance Committee shall be responsible to oversee the finances and assets of the Chapter, including the allocation of its total resources. The committee shall review the quarterly financial statements and conduct an annual audit of the financial records and ledgers. The committee shall prepare the annual budget for approval by the Elected Officers. When possible this committee should include members who are experienced in accounting for nonprofit organizations.
4.1.2 Events: The Events Committee is responsible for coordinating and organizing any special event in the interest of the Chapter. These events include but are not limited to inviting keynote speakers and organizing professional conferences.
4.1.3 Social: The Social Committee is responsible for organization social events on behalf of the Chapter that will air in promoting camaraderie among its members.
4.2 Special Committees: Special committees may be formed to perform special tasks and will be dissolved at the completion of the assigned task. The committee chairman shall be appointed by the President with the approval of the Elected Officers.
ARTICLE V - FINANCIAL PROVISIONS
5.1 Fiscal Year: The fiscal year for the Association shall be 1 January to 31 December.
5.2 Financial Books and Records: The Chapter shall keep current and complete books and records of all accounts of the Chapter, its committees and other activities. All financial books and records shall be kept by the Treasurer and a financial statement will be published annually to the membership.
5.3 Reports and Tax Returns: The Chapter shall prepare quarterly financial reports which show its current financial status, including expenditures vs. budget, for review by the Elected Officers.
5.4 Tax Exempt Status: The HR-NMA will derive its tax-exempt status through the Navy Mustang Association.
5.5 Other Income: Other funds may be received from endowments, contributions or through special fund raising activities. Such funds, when designated for special purposes, shall be maintained in separate accounts.
5.6 Fund Raising Activities: The Chapter may initiate fund raising activities to support the operation of the organization and such other causes as may be approved by the Elected Officers.
5.7 Business Activities: The Chapter has certain business activities and business expenses incidental to the operation and administration of the Chapter. These expenses shall be enumerated in the annual budget and approved by the Elected Officers.
5.8 Financial Commitments: The President shall have authority to execute financial commitments, contracts, etc., for goods and services in support of the routine operations of the Chapter. Committee Chairmen may be delegated authority to contract for goods and services in support of their functional responsibilities. All commitments and contracts shall have prior approval of the Elected Officers.
ARTICLE VI - ADMINISTRATION
6.1 Records: The HR-NMA, through the secretary, shall keep all records, minutes and proceedings of its membership meetings, Elected Officers meetings and committee meetings. The Secretary shall maintain a register of the names and addresses of all members.
6.2 Amendment of Bylaws: These Bylaws may be amended, altered, or repealed by a majority vote of the general membership, not merely by a majority vote of members attending a meeting of the membership. The method of voting shall be by written ballot. A majority vote shall consist of at least one more than half the votes received by the announced deadline. All members in good standing shall be given advanced notice of the proposed action and afforded the opportunity to vote. Bylaws shall be reviewed and accepted by the general membership during the annual meeting.
6.3 Representation at other Associations: The President may appoint a member to represent the HR-NMA at other associations.
6.4 Rules of Procedure: The rules of procedure at meetings of the Elected Officers or membership shall be the rules contained in Parliamentary Law for Nonprofit Organizations, by Howard L. Oleck, 1979 Edition, so far as applicable and when not inconsistent with these Bylaws, the Articles of Incorporation, or with any resolution of the Elected Officers.
ARTICLE VII - DISSOLUTION AND DISBURSEMENT OF FUNDS
7.1 Dissolution: The Chapter may be dissolved by a three-fourths (3/4) vote of the general membership and with approval of the Navy Mustang Association, Inc.
7.1.1 Funds: Upon dissolution of the Chapter, all remaining funds shall be dispersed to the Navy-Marine Corps Relief Society.
7.1.2 Outstanding debts: Upon written agreement of two-thirds (2/3) of the general membership, the Chapter will share equally in covering all outstanding debts.
7.2 Audit: The President and treasurer will conduct a dissolution audit and the financial report will be forwarded to the Navy Mustang Association, National headquarters within thirty days of dissolution.
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Commander Dave Carlson, President
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Commander(retired) John Rockwell, Vice-President
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Commander Ben LeWare, Treasurer
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Commander Carlos Lozano, Secretary