The USS Coral Sea CVA-43 Association By-Laws |
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ByLaws adopted October 6, 1982; revised: October 6, 1984, October 7, 1989, October 9,1999.
Article I: NAME:
The name of
the association is the U.S.S. CORAL SEA CVA-43 ASSOCIATION.
Article II: STATUS:
This association is
a non-profit, volunteer, membership organization, incorporated
in the State of South
Carolina, and as described in IRS Code 501(c) (19).
Article III: PURPOSE:
The purpose of this
association shall be to perpetuate the memory of U.S.S. Coral
Sea CVB, CVA, CV-43
commissioned 1 October 1947; decommissioned 24 April
1957; re-commissioned
25 January 1960; decommissioned 30 April 1990.
(a) All members
of this association are obligated to the improvement and advance-
ment of the association by bringing together as many former Coral Sea shipmates
as possible, by attending the annual reunions, and by corresponding with
as many
former shipmates as possible via mail, telephone or other means.
(b) Establishing for
the U.S.S. Coral Sea its permanent place in history, and assisting
where ever possible in establishing and maintaining the highest traditions
of the Navy. (c) Planning and arranging
annual reunion meetings. (d) Locating former
shipmates and encouraging their participation.
(e) Contributing mementos,
pictures, plaques, artifacts, insignia, papers, letters, or
other memorabilia relating to activities or service connected with serving
aboard the
U.S.S. Coral Sea. Also contributing funds for procurement, shipping,
display,
and maintenance of these items.
(f) Establishing, administering,
and accepting voluntary contributions to accomplish
the purpose of any approved and adopted memorial program of the association.
Article IV: MEMBERSHIP:
Sec.1:
Membership is open to all U.S.S. Coral Sea CVB, CVA, CV-43 personnel of
the
Navy, Marines, or Air Force having served aboard this ship for a period
of at least
90 days. Any person who was assigned to the commissioning crew, even
if they
spent less than 90 days aboard, shall be eligible for membership.
Sec.2:
The association president, on recommendation of other members and approval
of
the Executive Board, may grant honorary memberships, in exceptional cases
where that honor is warranted. Honorary members shall not be required to
pay
dues, and shall have no vote in the business of the association.
Sec.3:
Associate membership shall be open to relatives and friends of current
members
who wish to participate in the association activities. In addition,
other military or
civilians who were aboard the U.S.S. Coral Sea while underway, not mentioned
in
Sec.1, may also be associate members. An associate member shall pay
annual
dues, as set forth by the Executive Board, and have all the rights of
a member,
except that they shall not have a vote in association business.
Article V: MEETINGS:
Sec.1:
An annual business meeting of the association shall be held in October,
as close as
possible to the weekend when Columbus Day is observed. Location of
the annual
meeting shall be as designated by a membership vote, and is selected for
2 years hence. Sec.2:
The association president shall call an Executive Board meeting on the
Thursday
preceding the annual business meeting.
Sec.3:
In the year of presidential election a newly-elected president shall call
a meeting of
the Executive Board immediately after the business meeting.
Sec.4:
Meetings of the association shall be conducted by the president, or in
his absence
by the vice president, or in the absence of both by first the secretary
and then the
treasurer. Sec.5:
Meeting shall be conducted in accordance with this ByLaws. The membership
shall
transact such other business as may properly come before them. (See Article
XVI). Sec.6: The association
secretary is to record minutes of the business conducted. Copies of
the minutes are to be distributed to paid up members in the following quarter.
Sec.7: The association
treasurer shall give a financial report at the annual Executive Board
meeting and the annual business meeting. The content of this report
must be pre-
viously audited by the Audit Committee.
Sec.8:
If the appointed parliamentarian is absent at a business meeting, the president
shall
appoint a pro-tem parliamentarian.
Article VI DIRECTORS:
Sec.1:
The Board of Directors shall consist of three members, each serving a 3-year
term.
Therefore a new member of the Board is elected by the association membership
each year at the annual reunion meeting.
Sec.2:
The Executive Board shall consist of: the board of directors, the
president, the vice
president, the secretary, the treasure, and the immediate past president.
The Executive Board shall be the senior governing body of the association.
A majority of the Executive Board membership shall constitute a quorum
for the
transaction of business at any meeting of the board.
Sec.3:
Any association matter may be submitted for consideration, by a member
in good
standing, to the Executive Board at their annual meetings, held before
or after the
annual business meeting. The request shall be in writing, addressed to
the
president, and submitted in time for it to be included in the agenda for
the appro-
priate Executive Board meeting.
Should
it become necessary between annual business meetings of the Executive
Board to conduct
a vote on any issue that can not wait until the next scheduled
Executive Board
meeting a written request to the president or vice president for
such a vote
shall be made. Only if both of them concur shall a mail vote be
conducted,
and said vote must be conducted by them only.
Article VII OFFICERS:
Sec.1:
Proposed officers shall be nominated by voting members in attendance at
the asso-
ciation's annual business meeting. After the nominees are selected
the election vote
by the voting members in attendance shall take place. Voting may
be by open or
closed ballot, at the discretion of the president or Executive Board.
(a) For a
2-year term:President
Vice President
Secretary
Treasurer
(b) For a 3-year term:
One member of the board of directors.
Sec.2: Duties
and responsibilities of officers shall be as follows:
President
shall: a. Be the
senior
officer of the association.
b. Conduct all
business meetings. c. Have final
authority in appointment of all committee chairmen.
d. Make quarterly
reports to the membership in the association newsletter and at the
annual reunion meeting. e. Award honorary
memberships as appropriate, per Article IV, Sec.3 of these
ByLaws.
Vice President
shall: a. Perform duties
of the president in his absence or incapacity.
b. Perform functions
requested by the president.
c. Act as chairman
of membership recruiting/retention.
d. Be the third
person with check-signing responsibility.
Secretary shall:
a. Record the
minutes of the annual business meeting and publish them in the
newsletter issue immediately subsequent to the reunion.
b. Keep a record
and file of association correspondence.
c. Receive dues
payments from members, sign and send membership cards to
them and forward monies received to the association treasurer.
d. Maintain
an up-to-date membership file, and publish a copy of the roster
annually e. At his discretion
appoint an assistant secretary who shall perform any of the
above duties the secretary requests. The assistant secretary will
not be a voting
member of the Executive Board.
f. Send a quarterly
financial report to the treasurer.
The report is to include details of:
(a) All income received, indicating amounts and sources.
(b) All expenditures, including copies of receipts for each amount
expended.
These quarterly financial reports must be sent to the treasurer so that
they are re-
ceived by the 15th of the reporting month, i.e. January, April, July, October.
g. Send an annual
report to the treasurer showing the totals reported quarterly for
income and expenditures. The report must be received by the treasurer
by
July 15th of each year.
Treasure
shall: a. Be responsible
for all association funds and for keeping complete and accurate
records of all receipts and disbursements in the association's ledgers.
These
records must coincide with the association's fiscal year which runs from
July 1st
to June 30th. The records must also differentiate between funds designated
for
general association expenses and those designated for museum or memorial
purposes, or others required to be reported by Federal, State, or County
Gov-
ernments. b. Be responsible
for payment of any and all approved debts of the association.
All checks are to be signed by the treasurer. Any check over $500.00
must be
co-signed by the president, if the president is unable to sign, the vice
president
will be the second signee. c. Inform the
president of all requests for monies. Payment is only to be made
by
voucher specifically approved by the president.
d. At his discretion,
appoint an assistant, who shall perform any of he above duties
that the treasurer may request. The assistant treasurer will not
be a voting
member of the Executive Board. In the event of the incapacity or
death of the
elected treasurer the assistant would be designated acting treasurer, and
be re-
quired to assume all the responsibilities and duties of the treasurer,
if approved
by the Executive Board.
e. Be bonded in an amount which exceeds the amount of the assets of the associa-
tion. Such bonding applies equally to an assistant treasurer.
f. At his discretion set up various funds, such as Museum, Ships, etc., with
the approval of the Executive Board. Any funds so designated must conform
to the requirements of Article II.
Sec.3: The officers, directors, and members of committees of the association shall receive
no compensation for services benefiting the association.
Sec.4: Any officers may be removed from office at the discretion of the Executive Board,
` for conduct not in the best interest of the association, after having had an opportunity
to present his case for retention.
Article VIII ELIGIBILITY OF OFFICERS AND COMMITTEE CHAIRMEN:
All officers and committee chairmen must be members in good standing, with current
paid-up dues.
Article IX VOTING:
Voting privileges for members of the association shall be extended to those paid-up
members, except associate and honorary members, in attendance at the annual
business meeting. A majority vote of those voting shall prevail, except on votes
pertaining to proposed changes to the ByLaws, where a two-thirds majority vote is
required. (See Article XV).
Article X DUES:
Sec.1: The dues of the U.S.S. Coral Sea CVA-43 Association shall be $10 per year, for
the period of October 1st to September 30th. Any dues increase must be recom-
mended by the Executive Board and voted on by the members present at the
annual business meeting. Any increase would be retroactive to October 1 of the
year in which the increase is approved.
Sec.2: Any delinquent member may be reinstated by the payment of current dues.
Article XI ASSOCIATION PROPERTY:
Sec.1: All material donated to or purchased with association funds, including: pictures,
display materials, files, artifacts, printed material, etc. shall become the sole
property of the association and shall be actively in the custody of a member, or
member designated for this responsibility by the president..
Sec.2: Custodians of these materials are to provide the association secretary with an
itemized listing of these materials, also showing the whereabouts of the property
entrusted to them.
Article XII COMMITTEES:
Sec.1: The president shall have supervisory responsibility for all committees, but shall exercise
such responsibility only through the designated elected officer, if any assigned to oversee
or supervise that committee.
Sec.2: Any member participating on any committee shall be responsible for his activity to
the committee chairman, appointed by the president. The committee chairman shall
be responsible to the president.
Sec.3: Committees shall be two types:
(a) Special purpose committees whose chairmen are appointed by and report
directly to the president.
(b) Standing committees, as outlined in Article XII, Sec.6.
Sec.4: Each appointed committee chairman shall select his own committee members, with
the assistance of the president if desired.
Sec.5: Special purpose committees and their duties:
Audit Committee:
This committee shall audit the records of the association treasure annually, prior to
the annual business meeting. Sub-Audit Committee:
This committee shall audit the annual Reunion Committee records and give their
reports to the regular Audit Committee as a supplemental report
ByLaws Committee:
Members of this committee shall communicate and consult by mail, telephone,
and/or other electronic means, or if possible meet together, no later than early May,
on odd years in order to prepare any suggestions for amendments to the ByLaws
Copies of the proposed amendments are to be sent to the Secretary, so that he re-
ceives them no later than May 20th. for publication in the June issue of the
association newsetter, Breeze.
The chairman of the ByLaws Committee, or his appointee, will submit the proposed
bylaws changes to the membership at the association's annual business meeting for
their vote, (see Article XV).
Reunion Committee:
The chairman shall be responsible for getting contracts signed by the entities parti-
cipating in the reunion: hotels, suppliers, caterers, etc., and forwarding them to the
association president, for his approval and validating signature, (the reunion chair-
man has no authority to sign any contracts, or other documents obligating the Coral
Sea Association). He will make arrangements with the hotel to provide:
(a) A room large enough to accommodate ten attendees for the Thursday evening
meeting of the Executive Board.
(b) A room large enough to accommodate reunion registration, from 1300 to 1600
on Friday.
(c) A room large enough to accommodate all the attending association members for the
annual business meeting on Saturday morning. This facility must provide seat-
ing for all the attendees, and have an elevated area with table(s) and chairs for
the officers. At least one microphone will be required on the officers table(s)
and one located approximately in the center of the membership seating area.
(d) For all the attendees to eat together at the designated breakfast hours on
Saturday and Sunday, at the evening meal on Friday, and at the banquet on
Saturday evening. At the Saturday evening banquet provision must be made
for the officers and guests to be seated in an elevated area of the room, and at
least one microphone must be available at this tables.
(e) Ample space/connecting room(s) to be used as a hospitality suite. Provision
must be made for storage/cooling/dispensing of beverages and food stuff.
The Coral Sea Association will provide all the beverages and other consum-
ables for the hospitality suite. The association president will set the hours for
the hospitality suite to be opened, (the hospitality suite will always be closed
during mealtimes and meetings).
(f) A separate room for Small Store sales that can be secured when sales are not
being conducted.
(g) A room/area for display of memorabilia, artifacts, etc.
(h) The on-site chairman will establish a bank account at a bank of his choosing.
The account name to be U.S.S. Coral Sea Reunion. He shall also choose an
association member to serve as an on-site co-chairman. Signature for the bank
account must be approved by the president.
The reunion chairman shall be bonded in the amount of $30,000. The chairman
shall send a financial report, listing all income and expenditure amounts, to the
association treasurer by February 15th, after the reunion. The chairman will
supply all the data, brochures, etc. required for the association secretary to
publish information on the reunion site and area, and to publish a registration/
reservation form for the reunion in the newsletter, Breeze.
Sec.6: Standing committees and their duties:
Reunion Time & Place Committee:
(a) Membership in this committee shall consists of the association Executive Board
nd the chairman or vice chairman of the most recent past association annual
reunion. Chairman of this committee will be the association's current president,
or his appointee.
(b) Proposed reunion sites are to be presented in a complete package form, in tri-
plicate, to the association secretary by August 1st, or postmarked no later than
July 31st., using the Reunion Site Proposal Criteria checklist as a guide,
for the information required.
(c) This committee is to review all reunion request packages for completeness and
ascertain that they were submitted in a timely fashion, as outlined in sub section
b, above.
(d) At the associationís annual business meeting, under new business, the
committee will submit their recommendations to the membership.
(e) Members attending the association's annual reunion business meeting will have
the final vote on the reunion site(s) proposed. A simple majority vote will be
required for approval.
(f) If no reunion site proposal submitted the Executive Board will decide on a site,
or sites as they deem necessary. They will appoint an association member as
on-site chairman. If no member will accept this responsibility a member of the
Executive Board will be assigned this responsibility.
Newsletter Publication Committee:
Under the supervision of the association president guidelines for the Coral Sea
Breeze are:
(a) To be published at least quarterly, numbered and dated.
(b) The first edition after the annual association reunion must contain a list of the
officers for the current term, along with their addresses, telephone numbers
and FAX number if available.
(c) This edition is also to contain a copy of the minutes from the association annual
business meeting.
(d) This edition shall also contain any amendments or additions to the ByLaws that
were adopted at the meeting.
(e) Maintain departments for quarterly reports from all elected officers, as they may
wish to submit.
Membership Recruiting Committee:
All association members are automatically members of this committee, and shall
endeavor to interest eligible persons to become active members of the association,
the vice president serving as chairman.
Public Relation Committee:
Under the supervision of the association vice president this committee shall be
responsible for recommending appropriate action in support of memorial programs
already adopted by the association, and to recommend or propose such suitable
new memorials as are within association funding limits to honor veterans of the
U.S.S. Coral Sea.
Greeting Committee:
Under the supervision of the association vice president this committee shall be
responsible for initiating a reception program to greet all members and prospective
members at the annual reunion site.
Article XIII APPOINTMENTS:
As soon as possible, after the annual business meeting, the president may appoint members
to serve the association as:
Chaplain
Parliamentarian
Historian
Master-at- Arms
Museum Custodian
Liaison to any ship that may be named U.S.S. Coral Sea
Article XIV SMALL STORES:
(a) The association president shall appoint an active member in good standing to be
responsible for duty as the association's Small Stores storekeeper.
(b) The Small Stores storekeeper shall be bonded in the amount of $10,000.
(c) Funding for the operation and stocking of the small stores shall be derived from
sales of the items stocked, and/or out of the association general funds, if it is
required for building up the stock reserves.
(d) The Small Stores storekeeper shall make quarterly financial reports to the
association treasurer. The reports are to contain:
-- A listing of all income received, including sources and amounts.
-- All expenditures, including copies of receipts for amounts paid out.
These quarterly financial reports must be sent to the treasurer so that they are
received by the 15th day of the reporting month, i.e. January, April, July, and
October.
(e) The Small Stores storekeeper will send an annual financial report to the
association treasurer. This report will show the totals of income and expenditures
that were listed on the quarterly reports. The annual financial reports must be received
by the treasurer by July 15th.
(f) Sales methods shall be either direct sales, e.g. at the annual association reunion,
or through the mail. By using the order blank published in the latest copy of
our newsletter 'Breeze' members can list their order and forward it with their
check for the items they desire to the storekeeper.
(g) In order to assure the quality of items offered, and to insure that any profit
derived from the sales of these items goes to the Coral Sea Association, the
following steps are necessary:
Any item with the Coral Sea name, logo, or other Coral Sea representation
on it, or in it, may only be sold through the Coral Sea Small Sores.
No one but the Small Stores Storekeeper, or his appointees, may purchase
items for sale through the Coral Sea Small Stores.
Article XV
AMENDMENTS:
Any part of these bylaws may be repealed, amended, or added to by submitting the
proposition in writing, with the members signature, to the ByLaws Committee, for
their consideration per Article XII, Sec.5.
Amendments submitted for repeal, change, or addition will be considered on odd
calendar years. Such proposals, if deemed valid by the ByLaws Committee, shall
be published in the June issue of the association newsletter, 'Breeze', so the
committee must send them to the secretary by May 20th of odd calendar years.
These proposed changes will be brought before the membership, at the association's
annual business meeting, on odd calendar years, for a vote on their approval or rejection.
Adoption of the proposition will require passage by a two-thirds vote of the members
voting. If the proposed change is adopted it will take effect immediately.
No more than two amendments to a proposed bylaws change or addition may be
submitted from the floor per article.
Article XVI
PARLIAMENTARY PROCEDURE:
The latest revision of Robert's Rules of Order shall govern the conduct of
business in all cases where they are applicable, and where they are not in conflict
with these bylaws.
Article XVII
DISSOLUTION OF THE ASSOCIATION
In the event of dissolution of the association all monies of the association will be
turned over to the museums and memorials of the association, to be used for the
expenses of preservation of these entities for as long as the funds shall last.
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