USS CHARR (SS328)
ALUMNI ASSOCIATION
By-Laws
Table of Contents
ARTICLE
I. Name........................................................................................................... 2
ARTICLE II.
Purpose........................................................................................................ 2
ARTICLE III.
Membership................................................................................................ 2
Section A.
Eligibility............................................................................................. 2
Section B.
Certification........................................................................................ 2
Section C.
Fees.................................................................................................... 2
ARTICLE IV.
Officers of the Association....................................................................... 2
Section A.
Board of Directors............................................................................. 2
1. Election of
Officers ............................................................................. 2
2. Term of
Office....................................................................................... 3
3. Duties of
the Officers........................................................................... 3
ARTICLE V.
Reunion....................................................................................................... 5
ARTICLE VI.
Meetings of the Association..................................................................... 5
Section A.
Official Meetings................................................................................ 5
ARTICLE VII.
Voting Procedures.................................................................................... 5
Section A.
Quorum............................................................................................... 5
ARTICLE VIII. Finances................................................................................................... 5
ARTICLE IX. Funerals……………………...………………………………………….6
ARTICLE X. Miscellaneous……………………………………………………………7
ARTICLE XI.
Amendments.............................................................................................. 7
Section A. Amendment
Proposed at a Meeting............................................... 7
Section B.
Amendment Proposed by Mail........................................................ 7
Section C. Amendment
Proposed by the Board.............................................. 7
Section D.
Amendment Ratification................................................................... 8
ARTICLE XII.
Approval of By-Laws................................................................................ 8
The
name of this organization shall be the USS CHARR (SS328) Alumni Association
hereafter referred to as the “Association.”
It shall be a non-profit, incorporated entity.
The
purpose of the Association shall be:
1.
To maintain
membership of crewmembers who served aboard the boat.
2.
To perpetuate
and memorialize the submarine USS CHARR (SS328), the officers and men who
served on board and to promote patriotism and pride in their service to our
country.
3.
To conduct
reunions every two years or as approved by the general membership at the previous
reunion.
Application
for membership shall be made to the Secretary of this organization. Full
rights of membership include the right to vote at meetings, including date and
place of the next reunion, and any change in dues.
Annual
dues for each member shall be $10.00 per annum, payable by the third quarter of
each year. However, any member desiring
to pay in advance shall be allowed to do so.
Dues
are to be a voluntary contribution and not a measurement or criteria to be a
“member in good standing” relative to voting privileges.
The
Board of Directors (hereafter referred to as the “Board”) shall consist of the
officers elected during the general membership meetings at each reunion. The elected officers of the League shall be a
President, Vice President, and Secretary-Treasurer. The officer positions of Crew Locator, Chaplain,
Storekeeper, Web Site Coordinator, Publicist, and Historian shall be appointed
positions provided that each position is accepted by the appointee.
a.
All officers
shall be elected by the general membership at each reunion. The position of
President and Vice President shall be elected at the same meeting; the position
of Secretary-Treasurer shall be held at the subsequent meeting, thereby
staggering the election of officers.
b.
All appointed
positions will be continuous until such time it is vacated by the current
appointee.
c.
All members of
the Association shall be eligible for nomination for both elected or appointed
positions.
a.
The term of
office for all elected officers shall be for two years and will be eligible for
reelection.
b.
Should a
resignation occur, a special election at the next regularly scheduled Board
meeting should be held to fill that vacant position.
a.
President
(1) The President shall have all administrative authority for the Association.
(2) The President shall determine time and place of the Board of Directors meeting.
(3) The President shall reside over all meetings.
(4) The President shall appoint the Reunion Committee for the next reunion.
b. Vice
President
(1) The Vice President shall assume all the duties of the President if the President is unable to perform his duties.
(2) The Vice
President shall assist the President in the administration of the Association.
c.
The Secretary-Treasurer
(1) The Secretary-Treasurer shall conduct correspondence of the Association.
(2) The Secretary-Treasurer shall keep an accurate record of the proceedings of each Association meeting and shall publish said minutes for distribution to the members.
(3) The Secretary-Treasurer shall be responsible for keeping safe all Association funds.
(4) The Secretary-Treasurer shall set up a checking account for the Association and provide check-signing authority for himself. Only one signature will be required on checks unless otherwise directed by the Board and/or membership.
(5) The Secretary-Treasurer shall be responsible for keeping financial records of the Association, including paying of expenses for Board of Directors meetings and Reunion Committee expenses, as well as expenses incurred in conducting the reunion.
(6) The Secretary-Treasure shall be responsible for collecting dues.
(7) The Secretary-Treasurer shall provide an itemized financial statement at the annual Board meeting or upon request of the Board or any member of the Association.
(8) The Secretary-Treasurer shall have the responsibility to ensure that all tax forms are submitted to both state and federal departments.
(9) The Secretary-Treasurer shall be responsible for providing members copies of the By-Laws
(10) In the absence of both the President and Vice President, the Secretary-Treasurer shall assume those duties.
d. Crew Locator
(1) The Crew Locator shall have the responsibility of locating missing crewmembers.
(2) The Crew Locator shall use all means of communication available to locate missing crewmembers.
(3) The Crew Locator shall, upon making contact with missing crewmembers, inform them of the Association and the time and place of the next reunion.
(4) The Crew Locator shall maintain a current membership list and have it posted on the Association’s Web site. He shall also inform the Secretary-Treasurer upon locating missing members so that a dues notice may be sent to the new crewmember.
e. Storekeeper
(1) The Storekeeper shall be in charge of creating and maintaining the availability of Association memorabilia.
(2) The Storekeeper shall keep all records of purchases and sales and coordinate with the Secretary-Treasurer for issuance of checks for purchases and transfer of funds to the Association treasury.
(3) The Storekeeper may set up a separate checking account for his use in purchasing and depositing sales income to reduce paperwork. However, he must provide the Secretary-Treasurer an annual report prior to tax returns being filed for the Association.
f.
Web Site Coordinator
(1) The Web Site Coordinator shall be responsible for maintaining the Association’s Web site.
(2) The Web Site Coordinator shall update the Web site as new information is provided him from either the Secretary-Treasurer or Crew Locator. Information provided by other officers or general membership shall forward such information to the Secretary-Treasurer.
g. Historian
(1) The Historian will be responsible for obtaining and maintaining the history of the USS CHARR (SS328) from its commission until the decommissioning.
h. Chaplin
(1) The Chaplain will provide spiritual guidance
as needed during any gathering of the Association. At each general meeting at the
i. Publicist
(1) The Publicist shall furnish information about
the Association and the annual reunion to the appropriate media publications,
both military and civilian.
a.
A reunion will
occur every two years.
b.
The time and
place of the next reunion will be decided by the membership at a general
meeting at the current reunion.
c.
Upon deciding a
time and place, a Reunion Committee shall be appointed by the President by
selecting volunteers from the general membership.
d.
The President or
his substitute will decide time and place of the general meeting.
1. There shall be one regular meeting of the Board each
year, if ncessary. The President will
assign time and place.
2. The President may call other meetings of the Board
when deemed necessary.
3. The President shall set time and place of the meeting
of the general membership at the
A
quorum shall consist of the members present and voting. There shall be no voting by proxy. Each member shall have one vote.
All
expenses incurred by the Board to attend annual meetings shall be reimbursed by
the Secretary-Treasurer upon submission of receipts of expenses by the
attending member(s) and must be approved by the Board. The Secretary-Treasurer upon submission of
valid receipts shall also reimburse all expenses incurred by the Reunion
Committee for the purpose of setting up a reunion. All parties shall use proper discretion with
incurring expenses and take the most cost effective means of transportation
available. The same discretion shall be
applied for meals and hotels as well.
All
expenses for managing the
An
Audit Committee shall be appointed by the President prior to the annual Board
Meeting and/or
A
Finance Committee shall also be appointed by the President to act as a “Watch
Dog” of the financial stability and health of the Association and report its
findings to the Board prior to the annual Board Meeting and/or
ARTICLE IX. Funerals
Upon notification of the death of a member, the
Secretary-Treasurer shall, without delay, forward a card or letter of
condolences to the next of kin, providing the address is known. Such cards or letters will be sent on behalf
of the entire membership.
Also upon notification, the Secretary-Treasurer shall,
without delay, notify the Web Site Coordinator and the Chaplain of such death
so that that information can be posted on the Web site and the Chaplain can
read the deceased’s name at the next
ARTICLE X. Miscellaneous
The Parliamentary procedures of the meetings of the
Association shall be in accordance with Roberts Rules of Order and
Parliamentary Law, Revised.
When the disbanding of the Association may arise, any and
all assets of the Association shall be donated to the U.S. Submarine Veterans.
An
Amendment to these By-Laws may be proposed at any official meeting by any
member of the Board to be acted upon at the following Association meeting
during a
An
Amendment to these By-Laws may be proposed in writing prior to an official
Association meeting to be acted upon at that meeting.
1. The Amendment
proposal must be in the President’s possession at least thirty days prior to
the meeting.
2. The President
must mail copies of the proposed Amendment to the members at least ten days
prior to the meeting.
An
Amendment to these By-Laws may be proposed and acted upon at the same meeting
if it results from a report of a committee established at a prior meeting and
thereby placed on the agenda with due notice.
1. Voting
procedures shall be those defined in Article VII of these By-Laws.
2. Approval
must be by a two-thirds (2/3) vote of members present.
3. All By-Laws
Amendments adopted at the
Approved
this _____ day of ___________, ____ by the Board of Directors of the USS CHARR
(SS328) Alumni Association:
Signed: ____________________________________
President
____________________________________
Vice President
____________________________________
Secretary-Treasurer