|
CONSTITUTION
UNITED STATES NAVAL
ACADEMY PARENTS’ CLUB OF GREATER CHARLOTTE
ARTICLE I- NAME
The
name of the organization shall be: United States Naval
Academy Parents’ Club of Greater Charlotte; hereinafter
referred to as the “Parents’ Club of Greater Charlotte".
The geographic region of interest served by the Parents’
Club of Greater Charlotte is defined as the southwestern
region of North Carolina and the northwestern region of
South Carolina, otherwise known as the metropolitan area
surrounding Charlotte, NC.
ARTICLE II- PURPOSE
The
Parents’ Club of Greater Charlotte is a non-profit
organization and shall not financially benefit the
officers or other members of the Parents’ Club of
Greater Charlotte.
The
purpose of the Parents’ Club of Greater Charlotte is to
promote a better understanding of the United States
Naval Academy, hereinafter referred to as the “Academy”
among members, prospective members and non-members and
to provide a system of mutual support among the parents
of Midshipmen; past, present and future. To achieve this
purpose, the Parents’ Club of Greater Charlotte
provides:
a.
Information, encouragement, assistance, and support to:
Each of its members in matters pertaining to
midshipmen; the midshipmen sons and daughters of
members; and parents of prospective midshipmen.
b.
Recruiting assistance to the Naval Academy Blue & Gold
Officers assigned to the Greater Charlotte Area.
c. A
variety of meetings, forums and information distribution
formats during which the Parents’ Club of Greater
Charlotte business is conducted, information exchanges
among members on matters of common interest are
facilitated, and social interaction is encouraged.
ARTICLE III-
GOVERNANCE
The
Parents’ Club of Greater Charlotte shall be governed by
an executive body consisting of Elected Officers,
Directors, and Appointed Representatives as defined in
the By-Laws, and shall be known as the Board of
Directors.
ARTICLE IV-
MEMBERSHIP
The
following individuals who reside in the geographic area
served shall be eligible for
membership in the Parents’ Club of Greater Charlotte as
further defined in the By-Laws:
1.
Any parent or guardian of an appointee, Midshipman, or
graduate of the Academy.
2.
Any parent or guardian of a student attending the United
States Naval Academy Preparatory School (NAPS) or any
other Naval Academy Foundation sponsored preparatory
school (the Foundation Program).
3.
Other individuals may request membership in the Parents’
Club of Greater Charlotte through the
Board of Directors or may be extended an Honorary
Membership in accordance with the By-Laws.
Individual membership may be revoked by the Board of
Directors for cause.
ARTICLE V – DUES
Under the direction of the Board of Directors, the dues,
as stipulated in the By-Laws, and any other
income shall be used to defray the expenses made
necessary in the proper conduct of the affairs of the
Parents’ Club of Greater Charlotte.
ARTICLE
VI-AMENDMENTS
Amendments to the Constitution or By-Laws may be made
according to the terms outlined in the
By-Laws.
ARTICLE VII-ENDORSEMENTS
No
member of the Board of Directors or General Membership
may use the name or pledge the
support of the Parents’ Club of Greater Charlotte to any
project or activity without the approval of
the
Board of Directors.
ARTICLE
VIII-DISSOLUTION
In
the event it becomes necessary to dissolve the Parents’
Club of Greater Charlotte, the following
shall apply:
1.
In order to initiate the dissolution of the Parents’
Club of Greater Charlotte, a dissolution
petition signed by 10% ( ten percent ) of the Parents’
Club of Greater Charlotte regular members,
as
defined in the By-Laws, must be submitted to the Board
of Directors.
2.
The Board of Directors shall determine whether or not
the required number of qualified
Members has signed the dissolution resolution.
BY-LAWS
of the
USNA PARENTS’ CLUB OF GREATER CHARLOTTE
Section 1.
Authority
1.1.
The United States Naval Academy Parents’ Club of Greater
Charlotte is a volunteer organization recognized and
supported by the United States Naval Academy Alumni
Association with offices located at Annapolis, Maryland.
For the purpose of these By-Laws, hereafter the United
States Naval Academy Parents’ Club of Greater Charlotte
is referred to as the Parents' Club of Greater Charlotte
or abbreviated as USNAPCGC.
1.2.
The USNAPCGC was founded in 2000 and is currently one of
nearly 80 chapters supported by the Alumni Association
but operates as a separate and independent organization.
The views and activities of the USNAPCGC do not
represent or bind the United States Naval Academy, its
administrative leaders, the Brigade of Midshipmen or the
United States Naval Academy Alumni Association.
1.3.
The USNAPCGC general membership is comprised of parents
of Midshipmen from the southwestern region of North
Carolina and the northwestern region of South Carolina,
otherwise known as the metropolitan area surrounding
Charlotte, NC. The USNAPCGC welcomes Midshipmen, their
parents, and alumni and supports the purpose and goals
of the Naval Academy. The USNAPCGC does not discriminate
or deny membership to any eligible party on the basis of
race, color, creed, religion, or sexual orientation.
1.4.
As an organization under volunteer leadership, the
USNAPCGC is operated based on the general consent of the
membership and these By-Laws. The expected performance
from each volunteer leader of the USNAPCGC should be
viewed as a valued contribution of personal time and not
subjected to undue ridicule, criticism, or otherwise
demeaned from either outside or within the organization.
The USNAPCGC will be operated in a professional manner
by volunteers.
1.5.
The official mailing address of the USNAPCGC is that of
the incumbent President.
Section 2. Purpose
and Goals
2.1.
The United States Naval Academy is an academically,
physically, and emotionally challenging environment. The
purpose of the USNAPCGC is to provide opportunities for
mutual support, fellowship and access to authoritative
information about the Naval Academy and midshipman life
for the parents of Midshipmen.
2.2.
The goals of the USNAPCGC are:
a.
To provide a means of authoritative information-sharing
between the Academy and parents of Midshipmen.
b.
To offer opportunities for fellowship and mutual support
among parents whose sons and daughters are undergoing a
demanding academic, physical and military training
program.
c.
To promote interest in attending the Academy by
supporting recruiting efforts and information awareness
events sponsored by area Blue & Gold Officers.
d.
To support the USNA Alumni Association and Naval Academy
Foundation.
e.
To interact with the USNA Alumni Association - Greater
Charlotte Chapter for local activities designed to
enhance the image of the Naval Academy in the community.
Section 3.
Membership Rights and Privileges
3.1.
The USNAPCGC offers regular membership, alumni
membership, and honorary membership as stated below.
Except where specifically addressed in these By-Laws,
members including fleet and honorary members are
extended all rights, privileges, and services offered by
the USNAPCGC. To be a member in good standing, current
dues must be paid.
3.2.
Membership is considered to be jointly held by the
parents / guardians of the midshipman's immediate family
unit. Each parent / guardian has an independent vote.
Parents /guardians of midshipmen living in different
households will be eligible on an individual basis for
full membership rights, privileges, and services of the
USNAPCGC.
3.3.
Membership Year. The USNAPCGC ’s membership year shall
begin on July 1st of each year and shall end on June
30th of the following year. Dues for the current
membership year are payable not later than September
1st.
3.4.
Membership Categories
The
USNA Parents’ Club of Greater Charlotte shall offer the
following categories of Membership:
a.
Regular Membership
b.
Alumni Membership
c.
Honorary Membership
The
Board of Directors may approve policy statements that
address special circumstances associated with any of
these membership categories.
3.5.
Regular Membership
The
following individuals who reside in the geographical
area stated in Article 1.3 shall be eligible for Regular
Membership in the USNAPCGC:
a.
Any parent or guardian of an appointee or Midshipman at
the U.S. Naval Academy.
b.
Any parent or guardian of a student attending the Naval
Academy Preparatory School or a Naval Academy Foundation
sponsored preparatory school.
Members in a Regular membership status that are in good
standing are entitled to all the rights, privileges, and
services offered by the USNAPCGC.
3.6.
Alumni Membership
Alumni membership is open to Naval Academy alumni and
the parents of alumni. Members in a Alumni membership
status that are in good standing are entitled to the
rights, privileges, and services offered by the
USNAPCGC.
The
Board of Directors may grant alumni membership status to
other persons interested in the purpose and objectives
of the USNAPCGC.
3.7.
Honorary Membership
Honorary membership is extended at the invitation of the
USNAPCGC to: the Parents' Club Coordinator at the Naval
Academy Alumni Association; President of the USNA Alumni
Association-Greater Charlotte Chapter; the area Blue &
Gold Officer Coordinator; and Blue & Gold Officers
serving in the geographic area served by the USNAPCGC.
Honorary Members will be placed on the USNAPCGC email &
mailing distribution list and receive the USNAPCGC
directory. Honorary members have no voting rights.
Section 4 -
Membership Dues
4.1.
Membership dues cover up to two parents / guardians of a
midshipman who reside at the same permanent address.
Each parent /guardian, who is covered by membership
dues, is considered to be a member of the USNAPCGC.
In
those cases where parents and/or guardians permanently
maintain separate households, each household must pay
separate membership dues.
Families with more than one midshipman enrolled at the
Naval Academy are not required to pay additional dues
during the years when their midshipmen are concurrently
attending the Academy.
Dues
are reviewed by the Board of Directors on an annual
basis and adjusted if needed.
Dues
are not pro-rated for partial membership years, for any
membership category.
The
Board of Directors shall make policy decisions
concerning membership dues coverage in all other cases
and may grant exceptions to the preceding policies on a
case-by-case basis.
4.2.
Membership Dues Schedule
The
Board of Directors shall establish a membership dues
schedule for each of the following membership
categories:
A.
Regular Members
(1)
Four-year dues plan ( see section 4.3)
(2)
Annual dues plan ( see Section 4.4)
B.
Alumni Membership Dues Plan (See Section 4.5)
C.
Honorary Membership Dues Plan. No dues will be collected
from Honorary Members.
4.3
Four-Year Dues Plan for Regular Members
Regular members, with one Midshipman attending the
Academy, who elect to pay for a four-year membership
during the first semester of plebe year, will be charged
the four-year dues rate established by the Board of
Directors.
In
the case where a family has more than one Midshipman
attending the Academy concurrently, and provided that
the family elected the four-year plan beginning in the
first semester of the plebe year for the first
midshipman, no additional annual dues will be charged
for the second midshipman while both are enrolled at the
Academy. Dues at the rate equivalent to the current
regular member annual rate will be charged for the years
following the graduation of the first midshipman when
only one midshipman is still attending the academy.
Regular members on the Four-Year Dues Plan will each be
given a name tag . Replacement nametags or upon re-issue
of nametags under any circumstances (e.g., multiple
midshipmen attending) will be charged directly to the
regular member (s).
4.4.
Annual Dues Plan for Regular Members
Regular members, with one Midshipman attending the
Academy, who elect to join the USNAPCGC for a one-year
membership period, will be charged annual dues at a rate
established by the Board of Directors.
In
the case where a family has more than one Midshipman
concurrently attending the Academy, the annual rate will
be charged following graduation of the first midshipman
for each year while the remaining Midshipman is
attending the Academy.
Regular members on the Annual Dues Plan are encouraged
to purchase name tags upon joining the USNAPCGC. The
cost of the nametag (s) will not be refunded under any
circumstances. Replacement nametags or upon re-issue of
nametags under any circumstances (e.g., multiple
midshipmen attending) will be charged directly to the
regular member(s).
4.5.
Alumni Membership Dues
Alumni members will be charged a multi-year, flat fee
rate established by the Board of Directors. Alumni
members are encouraged to purchase a USNAPCGC nametag.
4.6.
Refunds of Membership Dues.
The
Board of Directors shall grant refunds only upon written
request of the regular member. For regular members that
joined under the four-year membership plan provided in
paragraph 4.3, the maximum refund would be based on the
Midshipman's rank on the date of separation as follows:
Midshipman Fourth Class 75%
Midshipman Third Class 50%
Midshipman Second Class 25%
Midshipman First Class No refund
In
the case where regular membership dues were assessed
based on the annual membership plan described in
paragraph 4.4, there will be no refund once the academic
year begins.
Example of membership dues refund calculation:
-The
parents of a third-class midshipman, who paid for a
four-year membership, would be entitled to a fifty
percent (50%) refund of dues upon separation of their
midshipman at any time during the Third Class year.
Section 5 –
Organization
5.1
Board of Directors
The
Elected Officers, Directors and appointed Class
Representatives of the USNAPCGC, hereinafter specified,
shall constitute the Board of Directors.
5.2
Board of Directors (BoD) Meetings
The
Board of Directors shall meet according to a schedule
prepared by the President and approved by the Board of
Directors. All meetings are open to any member of the
USNAPCGC. While reasonable attempts will be made to
notify the membership of the date, time and location of
each Board of Directors' meeting, it is ultimately the
responsibility of members wishing to attend these
meetings make these wishes known to the President. In
which case, the President shall
appropriately notify these members of the schedule for
each meeting.
5.3
USNAPCGC Business Affairs
The
Board of Directors shall:
a.
Conduct the business of the USNAPCGC within the
guidelines specified in the Constitution and By-Laws.
b.
Establish and publish policy statements as required by
these By-Laws
c.
Ensure that all matters requiring action by the USNAPCGC
membership are presented at meetings open to the general
membership; and
d.
Keep the membership advised of actions taken
.
Section 6 - Elected
Officers, Directors and Representatives
6.1.
The USNAPCGC shall have the following Elected Officers,
Directors and Representatives:
-
Elected Officers of the USNAPCGC shall be:
President
Vice
President
Secretary
Treasurer
-
Directors of the USNAPCGC shall be:
Website Administrator
6.2.
Each elected officer, director, and representative shall
serve for a term of one year beginning on July 1st and
ending on June 30th of the next year.
6.3.
Incumbents may be re-elected or re-appointed to
additional terms.
6.4.
The Vice President shall be the President-elect and
assume the Presidency one year following election of the
President if the incumbent President does not seek
re-election and/or no other member seeks election to the
Presidency. If the President is re-elected, the Vice
President position is also subject to election or
re-election.
6.5
Elections will be held each year during the annual
Business Meeting and Dinner, nominally held in April.
Nominations are submitted prior to this event to produce
a ballot that will be provided to the regular membership
of the USNAPCGC at least one month prior to the annual
Business Meeting and Dinner.
a.
Any member may forward in writing a nomination to any
Board of Directors member any time prior to the
election.
b.
Nominations are also taken from the floor immediately
prior to the election. A secret ballot will be used if
more than one candidate is on the ballot.
6.6.
Elections are decided by a simple majority vote of all
regular members present who are in good standing.
6.7.
Any challenge to an election must be made in writing to
the President, with copies to all other members of the
Board of Directors. Upon receipt of the challenge the
President will, within 30 days, call a special meeting
of the full Board of Directors to resolve the matter.
Section 7 - Duties
and Responsibilities of Elected Officers
7.1
President The President shall:
a.
Serve as the single point of contact with the USNA
Alumni Association Parents' Club Coordinator in planning
and directing the affairs of the USNAPCGC.
b.
Appoint members in good standing. He/she shall appoint
(and the USNAPCGC Board of Directors shall Confirm) the
appointment of members in good standing to positions on
the Board of Directors. New positions may be created or
existing position modified to meet the changing needs of
the USNAPCGC. Changes or additions to positions are
subject to the approval of the Board of Directors.
c.
Approve expedient financial expenditures of the USNAPCGC
when Board of Directors meetings are not practical.
d.
Coordinate the club's activities and develop any
additional change(s) that may be necessary to accomplish
the club's responsibilities.
e.
Set the Board of Directors meeting agendas.
f.
Preside over and facilitate all meetings.
g.
Coordinate special committee assignments.
h.
Attend or appoint his/her designee to attend the annual
USNA Alumni Association's Parents' Club Officers
Conference.
i.
Perform additional duties, as required when not
specifically addressed otherwise in these By-Laws.
7.2
Vice-President. The Vice-President shall:
a.
Organize and coordinate activities for the annual new
candidate welcome aboard picnic prior to Induction Day.
b.
Oversee all activities regarding recruitment,
membership, plebe parent mentoring, and special
activities.
c.
Serve in the absence of the President and in any of the
President’s duties.
7.3
Secretary. The Secretary shall:
a.
Record results of Board of Directors meetings.
b.
Ensure the approved minutes of the Board of Directors
meetings are posted on the website.
7.4
Treasurer. The Treasurer shall:
a.
Receive membership applications and membership dues.
b.
Maintain accurate financial accounts and records.
Deposit all funds.
c.
Disburse funds for authorized expenditures.
d.
Publish and disseminate a financial accounting report at
each Board of Directors meeting.
e. Provide an annual report (as of the end of the
previous calendar year) to the membershipthrough email
and at the annual Business Meeting and Dinner.
f.
Provide periodic reports, as requested by the club
officers.
g.
Order name tags for new members as indicated on their
membership application and ensure
delivery to the members.
Section
8 - Directors and Representatives
8.1
Website Administrator. The Website Administrator shall:
a. Publish the annual directory of club membership no
later than October 30th of each year.
b.
Maintain a complete listing of all regular members,
fleet members and honorary members.
The
membership roster will include: date updated, and as a
minimum the following information about parents /
guardians: first and last names and titles, mailing
address, phone number, email address(es), type of dues
plan, and actual dues paid to date.
The
membership roster will include the following information
about Midshipmen: first and last name (if different from
parents); class year; and company assigned. The
membership directory will be considered a sensitive item
and provided on a need to know basis only to members in
good standing.
Section 9 - Board of
Directors
9.1.
The Elected Officers, Directors and appointed
Representatives cited in Paragraph 6.1 constitute the
Board of Directors of the USNAPCGC. The Board of
Directors is empowered to make decisions on activities
and expenditures. All members of the Board of Directors
are expected to keep records appropriate to their
positions, and pass those records on to their successors
so as to maintain a historical record of club
activities.
9.2.
Only members in good standing with Midshipmen currently
enrolled in the Academy ( or the parent /guardian of an
alumni in the case of the Fleet Representative) may hold
an elected Officer position. Responsibilities associated
with a Director or Representative position may be
jointly held by the spouses in the household, each being
entitled to an independent vote regarding business
matters considered by the Board of Directors.
9.3.
Elected and appointed officers may solicit and receive
assistance in the execution of their duties from any
other member in good standing.
9.4.
All members of the Board of Directors are expected to
attend the Board of Directors meetings.
9.5.
If unable to attend an Board of Directors meeting, an
elected officer, director or representative should
submit a written report to be included in the Board of
Directors meeting minutes.
9.6.
Board of Directors members who have difficulty
fulfilling the duties of their position, may voluntarily
resign by submitting a letter to the Board of Directors.
Any elected officer, director or representative, who
fails to fulfill the duties of their position, may be
removed by a two-thirds vote of the Board of Directors.
Section 10 -
Meetings of the Board of Directors
10.1.
Board of Directors meetings are held periodically
throughout the year, as needed, but no less often than
quarterly. Board of Directors meetings are open to all
regular, alumni and honorary members.
10.2.
The Board of Directors establishes the meeting dates,
times and locations and are announced to the USNAPCGC
membership.
10.3.
Any member of the Board of Directors may request a
special meeting.
10.4.
The President establishes the Board of Directors agenda
prior to each meeting.
10.5.
Any individual wishing to submit an agenda item or new
business can contact the President prior to the next
Board of Directors meeting. Individuals introducing new
agenda topics are encouraged to attend the Board of
Directors meeting and if unable, submit the topic in
writing to ensure prompt action.
10.6.
Sixty percent (60%) of the USNAPCGC Board of Directors
membership must be present at the Board of Directors
meeting to approve business of the Board of Directors.
Proxy representation and voting is not permitted by
members of the Board of Directors.
Section 11 - General
Membership Meetings
11.1
An annual Business Meeting and Dinner will be held in
April of each year.
11.2
Due to the demographics of the USNAPCGC membership,
general membership meetings will not normally be
separately conducted unless deemed necessary by the
Board of Directors.
11.3
USNAPCGC activities such as picnics, dinners, and other
social activities, where large numbers of members are
assembled, will constitute as general membership
meetings for the purpose of these By-Laws.
Section 12 -
Standing Subcommittees and Positions
12.1
The following positions and duties are appointed by the
President and affirmed by the Board of Directors. Since
each year brings new and changing opportunities to
support the Academy and the Midshipmen of the USNAPCGC,
new positions may be created and some positions listed
below may not be active during any given year. The
positions are listed in no particular order.
12.2.
Joint Services Academy Ball (JSAB) Coordinator. The JSAB
Coordinator will:
a.
Represent the USNAPCGC on the organizing committee of
this annual event. Provide organizational updates to the
board on all matters affecting the USNAPCGC.
b.
When the USNAPCGC hosts the JSAB, (normally every 4th
year) the JSAB Coordinator becomes the JSAB
Chairperson(s) and plans, organizes, coordinates and
executes the JSAB with the representatives from the
other service academy parents' clubs. If needed, the
JSAB Coordinator will form sub-committees from the
membership. Additional support will also be provided by
the Board of Directors.
12.3
Website Administrator. The Website Administrator shall:
a.
Maintain the USNAPCGC website.
b.
Post periodic updates provided by the Class
Representatives that have been approved by the Board of
Directors.
c.
Post the BOD Meeting minutes on the club's website.
Section 13 -
Decision Making
13.1
The USNAPCGC values the ideas of all of the members. The
USNAPCGC is a team and seeks to understand the views of
all members. Members are encouraged to engage in free
and open discussion of all matters brought before them
and constantly seek opportunities to improve support to
the Academy, our Midshipmen, and one another.
Section 14 -
Amendments to the Constitution or By-Laws
14.1
The Board of Directors will review the Constitution and
By-Laws as needed.
14.2
All suggestions for amendments to the Constitution or
By-Laws of the Parents' Club of Greater Charlotte shall
be submitted to the Secretary for consideration by the
Board of Directors.
|