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bylaws [2009/08/10 17:59]
historian
bylaws [2009/08/10 18:09]
historian
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-Section I – The appointed Support Staff positions of the association are, but are not limited to; Secretary, Treasurer, Web Master, Historian, Publications,​ Financial Auditor, Database, Ship’s Store, Reunion, Media, and Membership.+**Section I** – The appointed Support Staff positions of the association are, but are not limited to; Secretary, Treasurer, Web Master, Historian, Publications,​ Financial Auditor, Database, Ship’s Store, Reunion, Media, and Membership.
  
-Section II – The appointment of Support Staff is by the President to serve at the will of the president. The term of office is no longer than that of the appointing president.+**Section II** – The appointment of Support Staff is by the President to serve at the will of the president. The term of office is no longer than that of the appointing president.
  
-Section III – Selection of appointed Support Staff will be from the association membership.+**Section III** – Selection of appointed Support Staff will be from the association membership.
  
-Section IV – appointed Support Staff shall have no vote, except as members. ​ If they serve a dual role as a Board Member, then they will have a vote only in accordance with serving on the Board.+**Section IV** – appointed Support Staff shall have no vote, except as members. ​ If they serve a dual role as a Board Member, then they will have a vote only in accordance with serving on the Board.
  
  
-Article XIII Duties of Staff+===== Article XIII Duties of Staff =====
  
-Section I - The Secretary shall:+**Section I** - The Secretary shall:
  
-1. Keep a record of the proceedings of all meetings. +  - Keep a record of the proceedings of all meetings. 
-2. Coordinate with the President to insure an accurate record of BOD virtual meeting procedures. +  ​- ​Coordinate with the President to insure an accurate record of BOD virtual meeting procedures. 
-3. Initiate and answer correspondence as directed.+  ​- ​Initiate and answer correspondence as directed.
  
-Section II - The Treasurer shall:+**Section II** - The Treasurer shall:
  
-1. Maintain records of all financial transactions and full accountability of the Association’s funds. ​ The Association commensurate with the anticipated accountability may, if it chooses, bond the Treasurer. +  - Maintain records of all financial transactions and full accountability of the Association’s funds. ​ The Association commensurate with the anticipated accountability may, if it chooses, bond the Treasurer. 
-2. Circulate annual notice for payment of annual dues. +  ​- ​Circulate annual notice for payment of annual dues. 
-3. Oversee the receipt of dues and their deposit to the proper Association account, and recording in the books of the Association. +  ​- ​Oversee the receipt of dues and their deposit to the proper Association account, and recording in the books of the Association. 
-4. Maintain and distribute, as appropriate,​ listing of members who have paid dues and communicate such to the board. +  ​- ​Maintain and distribute, as appropriate,​ listing of members who have paid dues and communicate such to the board. 
-5. On April 1st, report to the Board those members who have failed to pay their annual dues. +  ​- ​On April 1st, report to the Board those members who have failed to pay their annual dues. 
-6. Pay/​Reimburse those legitimate costs to the Association upon receipt of invoices. +  ​- ​Pay/​Reimburse those legitimate costs to the Association upon receipt of invoices. 
-7. Submit a copy of the Association’s check register, balance sheet, and income statement, and the status of funds to the President each month. +  ​- ​Submit a copy of the Association’s check register, balance sheet, and income statement, and the status of funds to the President each month. 
-8. Prepare and present for publication as directed by the board, and for open inspection, the Annual Financial Report at the Annual Membership Meeting showing actual money on hand and anticipated reunion costs, and submit to the President, for his approval, prior to presentation. +  ​- ​Prepare and present for publication as directed by the board, and for open inspection, the Annual Financial Report at the Annual Membership Meeting showing actual money on hand and anticipated reunion costs, and submit to the President, for his approval, prior to presentation. 
-9. Maintain accountability of Association funds through 30 June following the reunion and transfer fund accountability to the new Treasurer as of that date. +  ​- ​Maintain accountability of Association funds through 30 June following the reunion and transfer fund accountability to the new Treasurer as of that date. 
-10. Take care of, record and report to the Board of Directors any and all transactions with the Internal Revenue Service and applicable state agencies as required of a non-profit organization in order to maintain their non-profit status. +  ​- ​Take care of, record and report to the Board of Directors any and all transactions with the Internal Revenue Service and applicable state agencies as required of a non-profit organization in order to maintain their non-profit status. 
-11. Provide all requested reports and supporting documentation to the Financial Auditor.+  ​- ​Provide all requested reports and supporting documentation to the Financial Auditor.
  
-Section III - The Web Master shall:+**Section III** - The Web Master shall:
  
-1. Maintain the USS KING (DLG-10/​DDG-41) web site, message board, guest book and standardize all computer documentation for the secure access by the Board of Directors and informational access by the general public. ​ The Webmaster shall also prepare BOD documentation and notices expressly for Website use for the benefit of the ASSOCIATION.+Maintain the USS KING (DLG-10/​DDG-41) web site, message board, guest book and standardize all computer documentation for the secure access by the Board of Directors and informational access by the general public. ​ The Webmaster shall also prepare BOD documentation and notices expressly for Website use for the benefit of the ASSOCIATION.
  
-Section IV - The Historian shall:+**Section IV** - The Historian shall:
  
-1. Maintain and collect materials and artifacts of the Association and compile a narrative of the ship’s history.+Maintain and collect materials and artifacts of the Association and compile a narrative of the ship’s history.
  
-Section V – Publications shall:+**Section V** – Publications shall:
  
-1. Prepare, edit, publish and distribute the Association Newsletter three (3) times annually. These times shall normally be August, November and March. +  - Prepare, edit, publish and distribute the Association Newsletter three (3) times annually. These times shall normally be August, November and March. 
-2. Prepare, publish and distribute to the membership, the Membership Roster when directed by the President, normally annually after 30 June. +  ​- ​Prepare, publish and distribute to the membership, the Membership Roster when directed by the President, normally annually after 30 June. 
-3. Perform other publication tasks as may be directed by the president.+  ​- ​Perform other publication tasks as may be directed by the president.
  
-Section VI– Financial Auditor shall:+**Section VI**– Financial Auditor shall:
  
-1. Be independent,​ not serving in any other capacity as a Board Member, Officer, or Support Staff. +  - Be independent,​ not serving in any other capacity as a Board Member, Officer, or Support Staff. 
-2. Review the accounting records for accuracy and legitimacy.  +  ​- ​Review the accounting records for accuracy and legitimacy.  
-3. Report results to the BOD.  At the BOD’s direction, he/she will then report the results to the membership at its annual meeting.+  ​- ​Report results to the BOD.  At the BOD’s direction, he/she will then report the results to the membership at its annual meeting.
  
-Section VII – Database Manager shall:+**Section VII** – Database Manager shall:
  
-1. Maintain the association database of ship’s crewman +  - Maintain the association database of ship’s crewman 
-      Update the database as new or additional information is received +  ​- ​Update the database as new or additional information is received 
-2. Provide database information to the Board of Directors or appointed officers when requested+  ​- ​Provide database information to the Board of Directors or appointed officers when requested
  
-Section VIII - Ships Store operator shall:+**Section VIII** - Ships Store operator shall:
  
-1. Purchase various items of good quality, at the best price available, for                                                                                                                                                sale to Ship’s Company and the public with approval of the Board of Directors. Submit bills for purchased items to the Treasurer in a timely manner. +  - Purchase various items of good quality, at the best price available, for sale to Ship’s Company and the public with approval of the Board of Directors. Submit bills for purchased items to the Treasurer in a timely manner. 
-2. Receive orders for and deliver such items to Ships Company and public in a business like manner. +  ​- ​Receive orders for and deliver such items to Ships Company and public in a business like manner. 
-3. Report sales and funds transfer to the Treasurer monthly. (Sale reporting and transfer of funds period up to the BOD). Report shipping costs to the Treasurer for reimbursement with receipts as necessary. +  ​- ​Report sales and funds transfer to the Treasurer monthly. (Sale reporting and transfer of funds period up to the BOD). Report shipping costs to the Treasurer for reimbursement with receipts as necessary. 
-4. Maintain an inventory of items available for sale and record of items sold. Report, to the Treasurer, the inventory and record of items sold periodically and at year’s end.+  ​- ​Maintain an inventory of items available for sale and record of items sold. Report, to the Treasurer, the inventory and record of items sold periodically and at year’s end.
  
-Section IX – Reunion Chairman shall:+**Section IX** – Reunion Chairman shall:
  
-1. Oversee all reunion activities and preparations from appointment until all transactions and activities have been completed +  - Oversee all reunion activities and preparations from appointment until all transactions and activities have been completed 
-2. Prepare post reunion report for the president detailing the activities in preparation for the reunion, conduct of the reunion, problems encountered,​ solutions, lessons learned, and assist the subsequent Reunion Chairman, as needed.+  ​- ​Prepare post reunion report for the president detailing the activities in preparation for the reunion, conduct of the reunion, problems encountered,​ solutions, lessons learned, and assist the subsequent Reunion Chairman, as needed.
  
- Section X – Media Coordinator shall: +**Section X** – Media Coordinator shall:
-1. To be actively involved with electronic and print media for applicable veterans organizations. +
-2. Continually seek out and make contact with military members who served aboard the USS King (DLG-10/​DDG-41). +
-3. Ensure updated reunion and contact information is made available to the applicable electronic and print media. +
-4. The primary responsibility is for media (advertising),​ but this responsibility,​ from time to time, will overlap with the responsibilities of the Membership Chair.+
  
-Section XI – Membership Chairman shall: +  - To be actively involved with electronic ​and print media for applicable veterans organizations. 
-1. To seek out and recruit new members to our Association.  ​To utilize appropriate Internet ​and media resources, in addition to our Member’s Database, to reach the appropriate reader base. +  - Continually seek out and make contact ​with military ​members ​who served aboard the USS King (DLG-10/​DDG-41)
-2. To communicate ​with members ​and encourage them to stay active in The Association and to keep their membership current.  +  - Ensure updated reunion ​and contact information is made available ​to the applicable electronic ​and print media
-3. Prepare, ​and publish Certificates of Membership, and submit ​to the president for signing ​and distribution+  ​- ​The primary responsibility is for media (advertising), but this responsibility,​ from time to time, will overlap with the responsibilities of the Membership Chair.
-4. The primary responsibility is for membership development, but this responsibility ​will, from time to time, overlap with the responsibilities of the Media Coordinator.+
  
 +**Section XI** – Membership Chairman shall:
  
-Article XIV Committees+  - To seek out and recruit new members to our Association. ​ To utilize appropriate Internet and media resources, in addition to our Member’s Database, to reach the appropriate reader base. 
 +  - To communicate with members and encourage them to stay active in The Association and to keep their membership current.  
 +  - Prepare, and publish Certificates of Membership, and submit to the president for signing and distribution. 
 +  - The primary responsibility is for membership development,​ but this responsibility will, from time to time, overlap with the responsibilities of the Media Coordinator.
  
-Section I There shall be an Election Committee appointed by the President and comprised of at least two members whose function is to evaluate potential candidates for election to the Board of Directors, to supervise the printing and distribution of ballots and to tally the returned ballots to determine the candidate(s) elected by majority vote. The individual members of the Election Committee cannot be candidates themselves. The Election Committee will serve until all Election procedures are completed and a final report is submitted to the President.+===== Article XIV Committees =====
  
-Section ​II - There shall be a Reunion ​Committee, as needed, composed ​of sufficient ​members to effectively carry out the responsibilities ​of the reunion. The committee will be composed ​of Association Members appointed by the President, Reunion Director, or Reunion Chair. The Reunion ​Committee ​shall serve from formulation to the conclusion of the reunion when all financial obligations ​are satisfied ​and a final report is submitted to the Reunion Director or President.+**Section ​I** - There shall be an Election ​Committee ​appointed by the President and comprised ​of at least two members ​whose function is to evaluate potential candidates for election ​to the Board of Directors, to supervise ​the printing and distribution of ballots and to tally the returned ballots to determine the candidate(s) elected by majority vote. The individual members ​of the Election Committee cannot be candidates themselves. The Election ​Committee ​will serve until all Election procedures ​are completed ​and a final report is submitted to the President.
  
-Section ​III Other Committees may be formed ​or dissolved ​from time to time, as they are needed.+**Section ​II** There shall be a Reunion Committee, as needed, composed of sufficient members to effectively carry out the responsibilities of the reunion. The committee will be composed of Association Members appointed by the President, Reunion Director, ​or Reunion Chair. The Reunion Committee shall serve from formulation ​to the conclusion of the reunion when all financial obligations ​are satisfied and a final report is submitted to the Reunion Director or President.
  
 +**Section III** - Other Committees may be formed or dissolved from time to time, as they are needed.
  
-Article XV Removal of an Elected Board Member or Officer 
  
-Section I – Removal of Board Member+===== Article XV - Removal of an Elected ​Board Member ​or Officer =====
  
- If an elected Director or appointed officer or chairman fails to properly fulfill the requirements and obligations ​of his office, or if he were charged with dishonest conduct, that situation shall be brought before the Board of Directors for investigation. ​ The Board of Directors, through the President, shall notify the accused and afford him the opportunity to offer testimony/​evidence or disprove the allegations. Should the testimony/​evidence or subsequent performance not support continuance in office, the President, with concurrence of the remaining members of the Board of Directors, shall remove that Director, officer or chairman from office.  ​+**Section I** – Removal ​of Board Member
  
-Section II – Removal of an Elected Officer+If an elected Director or appointed officer or chairman fails to properly fulfill the requirements and obligations of his office, or if he were charged with dishonest conduct, that situation shall be brought before the Board of Directors for investigation. ​ The Board of Directors, through the President, shall notify the accused and afford him the opportunity to offer testimony/​evidence or disprove the allegations. Should the testimony/​evidence or subsequent performance not support continuance in office, the President, with concurrence of the remaining members of the Board of Directors, shall remove that Director, officer or chairman from office. ​  
 + 
 +**Section II** – Removal of an Elected Officer
  
 The elected Officers of the Association,​ as identified in Article VIII, Section 1, may be removed from office without cause, or recourse with a 2/​3-majority vote by the board. The elected Officers of the Association,​ as identified in Article VIII, Section 1, may be removed from office without cause, or recourse with a 2/​3-majority vote by the board.
  
 +===== Article XVI - Membership =====
  
-Article XVI Membership +**Section I**   - Regular Membership ​
- +
-Section I   - Regular Membership ​+
  
 All personnel, officer and enlisted, who have served on board USS King (DLG-10/​DDG-41) are eligible for membership as Regular Members. ​ Regular Members who are in good standing may participate in and vote at any meeting of the Association membership and in any Association elections. ​ All personnel, officer and enlisted, who have served on board USS King (DLG-10/​DDG-41) are eligible for membership as Regular Members. ​ Regular Members who are in good standing may participate in and vote at any meeting of the Association membership and in any Association elections. ​
  
-Section II   - Associate Membership+**Section II**   - Associate Membership
  
 Those not eligible for Regular Membership may apply for Associate Membership. ​ Eligibility for Associate Membership will be determined on a case-by-case basis. Associate members who are in good standing may participate in any meeting of the Association membership, but may not vote. Those not eligible for Regular Membership may apply for Associate Membership. ​ Eligibility for Associate Membership will be determined on a case-by-case basis. Associate members who are in good standing may participate in any meeting of the Association membership, but may not vote.
  
- Section III –Honorary Membership+**Section III** –Honorary Membership
  
 Honorary Membership is a special membership category presented to those individuals that have not served aboard USS King (DLG-10/​DDG-41) but have either distinguished themselves onboard King during the lifetime of USS King (DLG-10/​DDG-41) or have in some other way contributed significantly to the goals of the Association. ​ This level of membership is free and has no expiration date and, by its name, is honorary. ​ Honorary Members will have the same privileges as a regular Member, but will not be allowed to vote in Association business. ​ Selection of recipients of the Honorary Membership will be on a case-by-case basis by the Board of Directors. Honorary Membership is a special membership category presented to those individuals that have not served aboard USS King (DLG-10/​DDG-41) but have either distinguished themselves onboard King during the lifetime of USS King (DLG-10/​DDG-41) or have in some other way contributed significantly to the goals of the Association. ​ This level of membership is free and has no expiration date and, by its name, is honorary. ​ Honorary Members will have the same privileges as a regular Member, but will not be allowed to vote in Association business. ​ Selection of recipients of the Honorary Membership will be on a case-by-case basis by the Board of Directors.
  
-Section IV   - Revocation of membership+**Section IV**   - Revocation of membership
  
 The membership of any Member may be revoked for any activities that bring discredit to the Association,​ the US Military or members of the Association. The Board of Directors, at their sole discretion, may take this action. ​     The membership of any Member may be revoked for any activities that bring discredit to the Association,​ the US Military or members of the Association. The Board of Directors, at their sole discretion, may take this action. ​    
   ​   ​
-Section V   - Good Standing. ​+**Section V**   - Good Standing. ​
  
 A regular or associate member shall be considered in good standing if their dues are paid in a timely manner. A regular or associate member shall be considered in good standing if their dues are paid in a timely manner.
  
-Section VI   - Membership Period+**Section VI**   - Membership Period
  
 Membership in the USS King (DLG-10/​DDG-41) Association is from January first through December thirty-first of each year.  Membership in the USS King (DLG-10/​DDG-41) Association is from January first through December thirty-first of each year. 
  
-Section VII   - Termination of Membership+**Section VII**   - Termination of Membership
  
 If dues are not paid in a timely manner, Association membership, regular or associate, may be terminated. If dues are not paid in a timely manner, Association membership, regular or associate, may be terminated.
  
-Section VIII   - Reinstatement+**Section VIII**   - Reinstatement
  
 Any Regular or Associate Member whose membership has expired may be reinstated by such request and by paying the dues and any other past due financial obligations to the Association.  ​ Any Regular or Associate Member whose membership has expired may be reinstated by such request and by paying the dues and any other past due financial obligations to the Association.  ​
  
- +===== Article XVII Dissolution ​=====
-Article XVII Dissolution+
  
 Upon dissolution of the Association all residual monies will be donated to the Navy Relief Fund. All artifacts from the USS King (DLG-10/​DDG-41),​ if any will be offered to the Naval Historical Society. All property, equipment and supplies will be auctioned with the proceeds going to the Navy Relief Fund. A volunteer will maintain historical records in the event that another Association for the King is formed. Upon dissolution of the Association all residual monies will be donated to the Navy Relief Fund. All artifacts from the USS King (DLG-10/​DDG-41),​ if any will be offered to the Naval Historical Society. All property, equipment and supplies will be auctioned with the proceeds going to the Navy Relief Fund. A volunteer will maintain historical records in the event that another Association for the King is formed.
  
- +===== Article XVIII Effective Date =====
-Article XVIII Effective Date+
  
 These Articles shall be presented for vote and adoption to the membership as necessary. If approved by two thirds or more of the Regular Members, then they will become adopted on the date of the vote.  That fact and the vote count will be recorded in the minutes. These Articles shall be presented for vote and adoption to the membership as necessary. If approved by two thirds or more of the Regular Members, then they will become adopted on the date of the vote.  That fact and the vote count will be recorded in the minutes.
  
- +===== Article XIX Changes and Amendments ​=====
-Article XIX Changes and Amendments+
  
 These Bylaws may be changed or amended from time to time by the board of directors with a simple majority approval by the membership. These Bylaws may be changed or amended from time to time by the board of directors with a simple majority approval by the membership.
  
 +USS King (DLG-10/​DDG-41) Association
  
-USS King (DLG-10/​DDG-41) Association 
 Amended 19 November 2008 Amended 19 November 2008
  
 Dave W Bilby Sr, Administrative Director Dave W Bilby Sr, Administrative Director