(Draft for Review)
U.S.S. MIDWAY VETERANS ASSOCIATION
ARTICLES OF CONFEDERATION
ARTICLE 1: NAME.
This organization shall be known as the USS Midway Veterans Association.
ARTICLE 2: OBJECTIVES.
The purpose of this association shall be as follows:
A. Organize as a non-profit charitable organization, as well as a social organization; encourage members to participate in charitable and social activities.
1. Receive contributions through membership fees and other fund-raising efforts and pay them over to 501(c)(3) organizations such as naval/military museums and military veterans groups.
B. To perpetuate and espouse with pride the camaraderie that developed from service to country as Officers and Enlisted personnel who served aboard the USS Midway (CV-41).
C. Develop and maintain a strong fellowship that will foster the spirit of good will and sharing among its membership.
D. To afford opportunities for enjoyment, companionship, recreation and involvement in reunions held in different locations throughout our great country.
E. To hold reunions biennially unless changed by majority vote, with every other reunion to be held in San Diego, California, home of the USS Midway Aircraft Carrier Museum.
1. The Executive Board: President, Vice President-Reunions, and Secretary-Treasurer, shall have the authority to change the location and date of a scheduled reunion should the need arise to have a forthcoming reunion coincide with major events taking place at the USS Midway Museum.
A. The Executive Board shall give proper advanced notice to the membership of any change in reunion scheduling and/or location.
B. The Executive Board shall form a reunion sub-group of volunteer members residing near the San Diego area should time arise to represent the Veterans Association at select events at the USS Midway Museum. This sub-group would represent the full Veterans Association at key events and negate the need for the full membership to attend.
ARTICLE 3: MEMBERSHIP.
Membership in the USS Midway Veterans Association shall consist of Officers and Enlisted personnel who served aboard the USS Midway, CVB/CVA/CV-41 in any USS Midway division, squadron and/or department at any time during the period of her commission as a ship of the U.S. Naval Fleet. All USS Midway Veterans seeking our fellowship as a Reunion Association shall be welcomed to join our Veterans Association as Members.
A. A Member is defined as follows: A person, having served aboard the USS MIDWAY, who is currently active in attendance at reunions and/or pays annual membership fees to the USS Midway Veterans Association; a deceased member’s spouse given Honorary Member status.
1. A Member in good standing must attend the Veterans Association business meetings at the reunions to vote on any proposed items. Absentee ballots, call-in or write-in votes are not available.
a. Exceptions to the above rule (1) being as defined in the following: ARTICLES of CONFEDERATION, ARTICLE 6 (B), and BYLAWS, ARTICLE 9 (A-B-C).
ARTICLE 4: STRUCTURE.
This Veterans Association shall consist of eligible members as outlined in ARTICLES 2 and 3. It shall be organized as a unit with elected officers, duly appointed committees, reunion hosts and representatives.
ARTICLE 5: EXECUTIVE BOARD, TERMS AND GENERAL FUNCTIONS.
The Executive Board of this association shall consist of the President, Vice President of Reunions, and Secretary-Treasurer.
A. President: A four-year term elected by majority vote of the membership with no limitations on the number of terms in office.
B. Vice President of Reunions: A four-year term elected by majority vote of the membership with no limitations on the number of terms in office.
C. Secretary-Treasurer: A four-year term elected by majority vote of the membership with no limitations on the number of terms in office.
D. General Functions of the Executive Board:
1. President: To serve as the Chief Operating Officer of the Veterans Association.
a. To serve as the official spokesperson for the Veterans Association in all capacities.
b. To oversee, provide guidance and direction to the Veterans Association.
c. To assist the Reunion Hosts with their functions.
2. Vice President of Reunions: To be in charge of reunion planning and logistics.
b. To assist the Reunion Hosts with their functions.
3. Secretary-Treasurer: The duties of the Secretary-Treasurer shall include, but not be limited to, the following:
a. Keep records of the proceedings at all reunion business meetings.
b. Answer all correspondence related to membership.
c. Maintain the membership roster of the Veterans Association.
d. Delete as members those who after a reasonable time do not submit their annual contributions.
e. Send mailings to the membership as prepared by the Reunion Hosts and Executive Board regarding forthcoming reunions and other pertinent reunion information.
f. As Newsletter Editor, publish and distribute the Veterans Association’s Newsletter.
g. As Treasurer, maintain the Veterans Association treasury, balance the books, keep track of members’ contributions, and maintain the organization’s bank accounts.
6. At each reunion the Executive Board shall choose the Reunion Hosts for the forthcoming reunion
ARTICLE 6: AMENDMENTS.
A. Any amendments to these Articles of Confederation or Bylaws may be presented by any Member of the Veterans Association for consideration at the general meeting held during a reunion.
B. Articles of Confederation and Bylaws may be amended by a simple majority vote of the members at a general meeting held during a reunion. The Executive Board may seek amendment approval by U.S. mail or internet email should the need arise between reunions.
1. In the unlikely occurrence of a tie vote the proposed amendment shall be considered as defeated.
BYLAWS
ARTICLE 1: BUSINESS MEETINGS.
It shall be common knowledge that a business meeting will be held at each reunion and presided over by the President and/or the Vice President-Reunions and/or the Secretary-Treasurer.
A. The President, Vice President-Reunions and Secretary-Treasurer shall prepare and offer to the membership an outline of business to be conducted that shall include but not be limited to the following:
1. Financial statement of the Veterans Association including all monies received and disbursed.
2. Selection of next reunion city to be voted on for interceding years not in San Diego.
3. Selection of volunteers for upcoming Reunion Hosts as agreed upon by the membership.
4. Election of new Veterans Association Executive Board Officers or vote of confidence for existing Officers.
5. Other pertinent business.
B. Any Member in good standing may present a related item for discussion at a Reunion business meeting when so called for by the Executive Board.
ARTICLE 2: ELECTION OF OFFICERS.
Any Member in good standing with high moral and ethical standards who is familiar with the Veterans Association Objectives shall be eligible for candidacy to an elected Officer position. The member may self-nominate or be nominated for an elected position as described in ARTICLE 5 of the ARTICLES OF CONFEDERATION.
A. The election of Association Officers shall be held at a regular reunion business meeting and chosen by a majority vote of the members present.
B. The President, Vice President-Reunions and Secretary-Treasurer may ask the membership for a vote of confidence to continue their tenure, or call for the nomination of candidates if release is desired or interested parties make their nomination known.
C. Nominees need not be present at the election but must forward their written consent to the Secretary-Treasurer prior to the start of the reunion business meeting to be nominated for an elected position as described in ARTICLE 5 of the ARTICLES OF CONFEDERATION.
D. Terms of office are to be as specified in ARTICLE 5 of the ARTICLES OF CONFEDERATION.
E. An elected Officer of the Veterans Association may at any time submit their resignation to the remaining seated Officers of the Executive Board if circumstances prohibit their continued presence in Office. The Vice President-Reunions shall succeed the President in this event. The seated Officers shall then duly appoint a replacement member to serve out the remainder of the term vacated on the Executive Board.
ARTICLE 3: RECALL.
Any elected Officer failing to perform the duties of office shall be subject to a recall vote at the next scheduled reunion meeting and/or be subject to censure by the remaining seated Veterans Association Officers of the Executive Board.
A. Reunion Hosts, Volunteers, and any other persons performing assistance to the Veterans Association are subject to dismissal by the Executive Board should they fail to perform their assigned duties.
ARTICLE 4: COMPENSATION.
Any Elected, Appointed or Volunteer person serving in a Veterans Association capacity shall not receive any compensation be it monetary or otherwise, for services rendered to, or on behalf of the Veterans Association.
A. Reimbursements for expenses incurred on direct behalf of the Veterans Association shall be allowed if previously approved by an Officer of the Executive Committee.
B. Approved reimbursements shall be paid by a check signed by the Secretary-Treasurer upon submission of a valid receipt for the expense incurred.
ARTICLE 5: VOLUNTEER SPECIALTY POSITIONS.
The following positions shall be considered as Voluntary Positions and serve at the discretion of the Executive Board.
A. WEBMASTER. The Webmaster shall maintain the Veterans Association website and update the site on a regular basis including but not limited to the following:
1. All information regarding the USS MIDWAY VETERANS ASSOCIATION activities as directed by the Executive Board.
2. Timely information on forthcoming reunions.
3. Membership roster as supplied by the Secretary-Treasurer.
4. Post pictures of reunions as provided by the membership and approved by the Executive Board.
B. MEMBERSHIP COMMITTEE CHAIRMAN. This volunteer position, chosen by the Executive Board, shall be responsible for recruiting new members into the Veterans Association. Duties shall include advertising the Veterans Association on Midway and USN websites, running ads in weekly newspapers, etc. with the goal of finding Midway Veterans to join our Association.
C. DIVISION REPRESENTATIVES. Division Reps (e.g., Air Wing rep, M Division rep), chosen by the Executive Board, have the assignment of working with shipmates of like rates and ranks within the membership to help recruit new members into our organization, working through the Membership Committee, and organize other activities to promote camaraderie and the spirit of networking.
D. REUNION HOSTS. Two or more non-elected Volunteers chosen by the Executive Board and approved by unanimous oral vote of the membership, to serve as planners and organizers of the upcoming reunion with no limitations on the number of reunions they may serve. Their duties shall include but not be limited to the following:
1. Select and offer for approval to the Executive Board, a suitable hotel in the city chosen for the forthcoming reunion.
2. Select and offer for approval to the Executive Board, a suitable restaurant in or near the selected hotel to accommodate the Reunion Banquet.
3. Set up and maintain with volunteer help, a suitable hospitality room in the chosen hotel.
4. Stock and maintain refreshments and snacks in the hospitality room with funding from the Executive Board.
5. Gather and furnish to the Secretary-Treasurer, information on entertainment and tours in and around the selected reunion city.
6. Help the Secretary-Treasurer prepare membership mailings regarding the forthcoming reunion.
C. The Executive Board and the Reunion Hosts may, at their discretion, select and/or accept volunteers to assist the Reunion Hosts with their forthcoming reunion activities.
ARTICLE 6: FISCAL YEAR CONTRIBUTIONS AND INCOMES.
A. For the purpose of dues (contributions) the fiscal year shall run from February 1st of a calendar year to January 31st of the next calendar year.
B. There shall be a $20 annual membership contribution assessed to each member to cover the cost of newsletters, supplies and other related administrative expenses for and between reunions.
1. A spouse of a deceased member of the Veterans Association shall be welcomed as an Honorary Member, with all rights and privileges, of the organization with contributions paid in perpetuity.
2. Annual membership contributions shall be payable before January 31st of each calendar year unless other arrangements have been made by the Executive Board.
3. Annual membership contributions are payable by check made out to the USS Midway Veterans Association and sent to Secretary-Treasurer’s address unless other arrangements have been made by the Executive Board.
4. All monies collected from annual contributions, memorabilia sales and other incomes shall be deposited into the Veterans Association’s bank account by the Secretary-Treasurer.
ARTICLE 7: MEMBERS, GUESTS, RELATIVES, FRIENDS and HONORARY MEMBERS.
A. Guests, relatives and friends may be invited to the scheduled reunions if accompanied by a Member or Honorary Member in good standing.
1. All members, guests, relatives, friends of members and honorary members attending the reunions are responsible for their own expenses and making their own arrangements at the selected reunion site.
a. Members bringing guests are responsible for helping them with arrangements.
ARTICLE 8: LIABILITY DISCLAIMER.
The USS Midway Veterans Association, its Members, Executive Board, Reunion Hosts, Volunteers and all Reunion Attendees are not responsible for, nor will they be liable for, any travel or accommodation problems, monetary losses, property losses, physical, mental or emotional trauma, injuries, accidents or other incidents, or any health-related problems experienced or incurred by anyone before, during or after the reunions. Alcohol abuse or illegal use of drugs by reunion attendees, members or guests, will not be tolerated. Reunion attendance automatically validates the above disclaimer with no exceptions.
ARTICLE 9: DISSOLUTION.
A. Should a time arrive whereupon pronounced lack of attendance or interest by the membership is such that it be deemed advisable by a majority vote of the Executive Board to dissolve the USS MIDWAY VETERANS ASSOCIATION…..A ballot of dissolution along with minutes of the Executive Board meeting shall be sent to the remaining active membership with directions for voting.
B. The USS MIDWAY VETERANS ASSOCIATION shall be dissolved by a simple majority of returns voting to do so within 30 days of the dated mailing, all unreturned ballots withstanding.
C. Upon dissolution, the President, and/or Vice President-Reunions, and/or Secretary-Treasurer shall liquidate all assets of the association, including the association’s website, and send all proceeds, monies, etc., to the USS Midway, San Diego Aircraft Carrier Museum.
D. The Secretary-Treasurer shall send a final report to the voting membership detailing the dissolution and the disposition of assets as evidenced by copies of cancelled checks furnished by the Secretary-Treasurer.
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