By-Laws

Of the

Kings Bay Area Chief Petty Officers’ Association

 

In witness hereof, we affix our signatures to affirm the ratification and enhancement of these By-Laws, reviewed and voted into existence by a quorum of the membership of the Kings Bay Area Chief Petty Officers’ Association membership.

 

 

Submitted:

 

RATE/RANK/NAME

SIGNATURE/DATE

By-Laws Committee

ETCM(SS) M.H. Roberson

 

 

SKC(SS) J. H. Jones

 

 

EMC(SW) O.M. Cummings

 

 

MMC(SS) J.K. Shingleton

 

 

EMC(SW) J.R. Smith

 

Reviewed:

 

 

Secretary

ETC(SS) K. D. Patterson

 

Treasurer

MMC(SS) S. D. Hall

 

Vice President

MTC(SS) L. A. Walk

 

President

ETC(SS) K. A. Scarff

 

 

Reviewed:

 

Command Master Chief Group Ten

 

 

CMDCM(SS/DV) T. Pew

 

 

Approved:

 

Command Master Chief Submarine Base

Kings Bay

 

 

CMDCM(SS/SW) J. A. Kunz

 

 

 

Reviewed:

 

 

Commanding Officer Submarine Base

Kings Bay Georgia

CAPT M. McKinnon, USN

 

 

 

Article I – Name

 

1.      This organization shall be known as the “Kings Bay Area Chief Petty Officers’ Association”, herein referred to as the CPOA.

 

Article II – Purpose and Objectives

 

  1. The purpose of the CPOA is to pursue a common interest in promoting the general welfare of all members, by preserving and demonstrating the core values of the United States Navy in an environment suitable to educate and enrich the lives of our members by promoting goodwill, camaraderie, and demonstrating a sense of responsibility in support of the local community in keeping with the following objectives:

 

    1. Function in the framework of a social non-profit organization while providing a suitable environment for members and guests.

 

    1. Foster and promote Honor, Courage, and Commitment along with loyalty, unity, and love of country.

 

    1. Render assistance to bona-fide members and their dependents in every way possible.

 

    1. Develop and promote fellowship.

 

    1. Support projects meaningful to the Navy, Naval Submarine Base and Tennant Commands, local community youth programs, and other worthwhile projects that foster goodwill towards the United States Navy.

 

Article III – Membership and Dues

 

1.                    Membership Categories

 

a.       Regular Membership

1)      Regular membership of the CPOA is open to all active duty Chief Petty Officers stationed in the Kings Bay area.

2)      Regular members are fully entitled to hold office, debate and vote on all issues put before the general assembly, and chair or serve on committees as assigned.

 

b.      Associate Membership

1)      Associate membership is open to all E-7, E-8, and E-9 active duty from other branches of armed services and retired and/or Fleet Reserve E-7, E-8, and E-9 personnel from all branches of armed services.

2)      Although not entitled to hold office, associate members may attend meetings, debate and vote on all issues put before the general assembly, and may be invited to chair or serve on committees.

 

c.       Honorary Membership

1)      Eligibility for honorary membership of the CPOA shall be extended to individuals who are sponsored by a regular member in good standing and have made a significant contribution to the CPOA.

2)      Applications for honorary membership will be put to a vote at the next regularly scheduled meeting after the application is received.

3)      Honorary membership status will be reviewed and put to a vote.

4)      Honorary members may not hold office or chair committees, however may attend meetings, debate and vote on all issues put before the general assembly, and may be invited to serve on committees.

 

2.                    Membership Dues

 

a.       Dues in the amount of $5.00 a month for members on shore duty and $3.00 a month for members on sea duty will be assessed for regular membership. However, an annual regular membership in the amount of $50.00 a year for members on shore duty and $ 30.00 a year for members on sea duty can be purchased. These Dues will be tracked and collected by the members command CPOA / CPO Mess representative and paid over to the Kings Bay CPOA treasurer with a written status of individual membership dues.

b.      Dues in the amount of $5.00 monthly will be assessed for associate membership. However, an annual associate membership in the amount of $50.00 can be purchased.

c.       Dues in the amount of $5.00 monthly will be assessed for honorary membership. If during the regular scheduled meeting held in October an honorary member is granted new membership for the upcoming year, an annual honorary membership in the amount of $50.00 can be purchased.

d.      A regular or associate lifetime membership may be purchased for $325.00 at anytime.

e.       Newly selected Chiefs will not be allowed to join the CPOA until the actual day of frocking. They will be granted the month of September free. 

f.        A member is considered in “good standing” if their dues are paid up to date or not more than three months in arrears. Any member, whose dues are more than three months in arrears, unless justifiable by reason of Deployment, TAD, hospitalization, or the like, will have their memberships suspended. Members who fall into this category will have one month upon return to bring their dues up to date or their membership will be terminated. Members may be reinstated by payment of all delinquent dues at the time of suspension or termination.

g.       Removal for Cause. Any member may be removed or suspended from membership by the affirmative vote of two-thirds (2/3) of a quorum of the membership, at a meeting at which such removal is to be voted on, for conduct detrimental to the interests of the Association, for lack of sympathy with its objectives, or refusal to render reasonable assistance in carrying out its purposes. Any such member proposed to be removed is entitled to at least ten (10) days notice in writing by mail of the meeting at which removal is to be voted upon and shall be entitled to appear before the membership and be heard. Failure to appear before the board shall constitute a waiver for a hearing and an appeal to the general membership.

h.       All dues shall be paid to the Kings Bay CPOA Treasurer at any regularly scheduled meeting.

 

3.                    Membership Obligation

          

a.       All members shall:

1)      Become familiar with the CPOA by-laws, policies, and protocols of the association and support the same.

2)      Pay dues promptly and on time.

3)      Protect the good name of the CPOA and be loyal to its objectives.

4)      Attend meetings on time and remain until adjournment.

5)      Participate in activities sponsored by the CPOA and serve on committees.

6)      Respect the Chair’s opinions and obey legitimate orders of the elected CPOA officers.

7)      Maintain good order and discipline during meetings.

 

Article IV – Organization and Government

 

  1. The CPOA calendar of events will start 01 January and end 31 December.  This is done to provide the elected officers and appointed committees the maximum amount of time to organize finances, schedule events and develop training in support of CPO advancements in September.

 

  1. Business of the CPOA shall be conducted by voting members in good standing as outlined in Article III, Para 2 (f). At least 2 officers must be present at the CPOA meeting for business to be conducted.

 

a.        Though all Regular Members are eligible to hold offices, the following people should not be considered:

1)      Command Master Chiefs.

2)      Members of sea going commands.

3)      Members who frequently go TAD for command missions.

4)      No member will be considered for an office in the CPOA that he/she holds in a command CPOA / CPO Mess or any other organization that the CPOA conducts business with.

 

  1. Duties and responsibilities of the officers are specified as follows:

 

a.        Office of the President – President holds the seat of authority and shall:

1)      Represent the CPOA at all outside functions.

2)      Chair all meetings of the CPOA.

3)      Ensure that motions are stated, seconded and put to a vote, and that the results are announced properly.

4)      Appoint committee chairmen and members for various committees and be ex-officio member of all committees and review their progress.

5)      Call “special meetings” as necessary.

6)      Appoint members to fill vacant officer positions when required.

 

b.        Office of the Vice President – The Vice President shall:

1)      Assist the President when requested and perform such other duties as may be assigned by the President.

2)      Assume the office, duties, and responsibilities of the President in the event of his/her absence.

 

c.        Office of Secretary – The Secretary shall:

1)      Assist the President when requested and perform such other duties as may be assigned by the President.

2)      Prepare and present to the membership at regularly scheduled meetings a report including membership status, all official correspondence, schedule of upcoming events and administrative concerns.

3)      Record the minutes of the CPOA Officer’s meetings and the minutes of the regularly scheduled meetings.

4)      Collect and maintain a copy of all committees written reports and attach these reports to the minutes of the meeting at which they were read.

5)      Provide agenda of the next meeting to the President and have the agenda posted to the CPOA website one week prior to the next scheduled meeting. 

6)      Provide the minutes to the President in a timely manner for approval and have approved minutes posted to the CPOA website.

7)      Maintain all records and documents pertaining to the CPOA for a period of not less than two years, unless directed other wise by the President.

 

d.        Office of the Treasurer – The Treasurer shall:

1)      Assist the President when requested and perform such other duties as may be assigned by the President.

2)      Act as Chairperson of the Budget Committee.

3)      Act as a member of the Emblematic Committee.

4)      Receive all receipts for transactions.

5)      Prepare monthly financial statements to be posted on the CPOA website, and present status during the monthly meetings of beginning and ending of the month account balances and total receipts and expenditures for the month.

6)      Pay and account for all authorized debts incurred in the name of the CPOA.

7)      Collect all dues from command representatives and members that are not apart of any other CPO organizations issuing a receipt therefore.

8)      Maintain an accurate roster with contact information of members and their status in the CPOA.

9)      Collect and account for all accounts receivable.

 

  1. Elections and Terms

 

a.        Eligibility for elected office is open to regular members of the CPOA who are in good standing and desire to hold the office for which they are nominated.

b.        Nominations and elections for the offices of President and Secretary will be received from the floor during the regularly scheduled meeting in March. Nominations and elections for the offices of Vice President and Treasurer will be received from the floor during the regularly scheduled meeting in September. Officers elected will assume duties of position at the next regularly scheduled meeting.

c.        Officers shall be elected by ballot to serve a term of one year.

d.        No member shall run for office with the knowledge that they cannot fill the one-year term due to transfers or the like.

e.        No member shall hold more than one office at a time.

 

  1. Vacancies and Removals.

 

a.        The President may appoint an individual pro-tem to fill any office vacated prematurely. Elections to select a permanent replacement to complete the term will occur at the next regularly scheduled meeting.

b.        If for any reason the President cannot complete his term the Vice President will automatically assume the position of President Pro-tem with all the authority and responsibilities of the President and will select a Vice President Pro-tem.  Elections to select a permanent President and Vice President to complete the term will occur at the next regularly scheduled meeting.

c.        When any elected officer is accused in writing, of failure in the proper performance of their duties or misconduct of any kind that would discredit the CPOA, the remaining officers will conduct an investigation of the matter within two weeks and make a report to the President with recommendations for action. In the case the President is accused, the report with recommendations shall be submitted to the Vice President for action.  If for any reason the President or Vice President cannot resolve the issue the Advisory Board Committee will determine the final disposition of the matter.

 

Article V – Regularly scheduled meetings

 

1.      Regular meetings will be held at the Goat Locker on SUBASE Kings Bay on the fourth Thursday of every month at 1100 and shall be for the purpose of conducting business of the CPOA, electing officers, receiving reports of officers or committees, and any other items that is deemed appropriate by the President.

 

2.      Special meetings may be called as deemed necessary by the President or President Pro-Tem, or upon written request of ten regular members of the CPOA. If requested by regular members the reason for the request must be stated in the written request. Except in the case of an emergency, at least one week’s notice shall be given.

 

3.      The basic meeting will be conducted following the guidelines in Roberts Rules of Order and will include:

 

a.       President calls the meeting to order.

b.      Recognition of visitors and transferring or retiring members.

c.       Reading and approval of the minutes from previous meeting

d.      Secretary’s report.

e.       Treasurer’s report.

f.        Committee reports.

g.       Unfinished business.

h.       New business.

i.          President adjourns the meeting.

 

4.      Two elected officials and 30 members shall constitute a quorum.

 

Article VI – Committees

 

1.      The President with the exception of the Advisory board committee will appoint all Chairpersons and members of committees.

 

2.      With the exception of the Advisory board committee all chairpersons and board members will serve a minimum of 1 year from 01 October of the current year to 30 September of the following year unless deemed unfit.

 

3.      With the exception of the Advisory board committee, the President has the right to replace any chairperson or board member at any time having just cause.

 

4.      Standing Committees.

 

a.       Entertainment Committee - The entertainment committee shall consist of a chairperson and 4 other members. This committee shall be responsible for the planning and organizing at a minimum one event a quarter for members and their guest.  Also this committee is responsible to ensure that all entertainment equipment at the CPO Club is in good working order.

b.      Emblematic Committee - The Emblematic committee shall consist of a chairperson, 3 other members and the treasurer. This committee will be responsible for all purchasing, selling, stocking of inventory and financial records required to operate CPOA store.  This store is to be operated following all established navy guidelines and current regulations.  All monies are to be handled by the treasurer and shall be kept in the CPOA account.

c.       Budget Committee - This committee will consist of the Treasurer and 4 other members.  The Treasurer will Chair this Committee.  This committee will identify the financial goals and needs of the CPOA and develop a budget proposal for the year. The budget proposal will be presented to the officers at the regularly scheduled meeting in October and to be voted on by the membership at the regularly scheduled meeting in November.

d.      Fundraising Committee – The fund raising committee shall consist of a chairperson and 4 members. This committee will be responsible for the planning and organizing of fundraising activities to help meet the budget needs of the CPOA.

e.       Professional Development Committee - The professional development committee shall consist of a chairperson and 6 members. Each member will be a chairperson of a sub-committee. The sub-committees include: Community Involvement, Final Night, Fundraising, Physical Training, Season Project, and Training. This committee will be responsible for developing and coordinating a plan for the annual CPO Induction Season. Their plan will be presented at the regularly scheduled meeting in April and must be approved by the Advisory Board Committee.

f.        By-Laws Committee – The by-laws committee shall be made of a chairperson and 4 members. This committee is responsible for reviewing recommendations from members on changes and amendments to the by-laws.

g.       Retirement Committee - The Retirement committee shall consist of a chairperson and 4 members. Once a request has been submitted in writing for a member in who has been in good standing for at least one year this committee will be responsible for the planning and organizing support as requested for the member’s retirement ceremony and shall arrange for a plaque and a gift to be presented to the member from the CPOA.  The cost of the gift will be limited to $150.00.   This committee is only required to consider written requests that are submitted a minimum of 30 days prior to the event.

h.       Advisory Board Committee – This Committee will consist of permanent members comprised of the SUBASE CMC, Group TEN CMC, TRF CMC, CSS-16 CMC, CSS-20 CMC, NSSC CMC, TTF CMC, and SWFLANT CMC. The SUBASE CMC will be the chair. Specific duties:

1)      Advise the elected Officers on all facets of the CPOA to ensure   compliance with By-Laws, local directives, and Navy Regulations

2)      Conduct an annual audit of all financial records of the Treasurer to be completed in September ensuring all records are in order for turn over to the newly elected Treasurer and that the records are ready for review in November by the Sub Base Commanding Officer.

3)      Conduct an annual review of the CPOA By-Laws in September.

i.         Special Committees – The CPOA President as deemed necessary may establish Special Committees. A special committee shall consist of a chairperson and 4 members.  These committees will be dissolved by the president when no longer needed.

 

5.      Each committee shall report their progress by reading to the membership and submit to the Secretary a detailed written report of its activities at the regularly scheduled meetings.  Standing committees will report at the first meeting of each month.  Special committees will report at the second meeting of each month.

 

Article VII – Funds, Accounting, Expenditures, and Gratuities

 

1.      It is the policy of the CPOA to maintain accounting of all funds, to safeguard monies and assets and periodically publish reports of financial operations for the membership. All CPOA Officers are charged with compliance with this policy.

 

a.       A checking account in the name of the Kings Bay CPOA shall be maintained in a federally insured banking institution.

b.      All bank statements will be addressed to the Treasurer, and will be available for inspection to any regular member in good standing during the regularly scheduled meetings.

c.       Two-person integrity is required to count the deposits and sign the bank deposit receipt. This will be accomplished by the Treasurer and President. Source of the monies deposited will be annotated on the bank deposit slip for tracking purposes.

d.      The Treasurer will reconcile the account at least monthly and retain a record.

e.       Payments from the CPOA will be made via check whenever possible. A receipt will be obtained and the name of the officer making payment and the check number will be annotated on the receipt. Receipts shall reflect the name of the payee, date, and reason for purchase. The Treasurer will maintain all receipts.

f.        The President, Vice President, Secretary and Treasurer shall have signature authority for checks drawn against the CPOA account.

g.       A detailed invoice is required for any purchase of $50.00 or more.

h.       No check exceeding the amount of $150.00 may be drawn without the consent of the membership by a majority vote of a quorum with exception as stated in Article VII.1.i.

i.         Under special time critical circumstances the CPOA officers shall have the authority to draw checks and make procurements in the name of the CPOA. This will be done by majority vote of the officers. This must be justified to the membership at the next regularly scheduled meeting.

j.        No check may be drawn to “cash”.

k.      When cash payment is necessary, receipts will be marked “PAID CASH” and handled as outlined above.

l.         Petty cash will be on hand, not to exceed $200.00, for each of the following: Treasurer, Emblematic committee, and Goat Locker Manager.

 

2.      No Member, Advisory Board Member, officer or employee of a Member of a committee of or a person connected with the CPOA or any other private individual shall receive at any time any of the net earnings or pecuniary profits from the operations of the CPOA, provided that this shall not prevent the payment to any such person of such reasonable compensation for services rendered to or for the CPOA in effecting any of its purposes as shall be fixed by the membership.

 

 

Article VIII – Club Facilities

 

1.        The Goat Locker and the CPOA are two separate entities.

 

Article IX – Changes and Amendments

 

1.      Recommended changes or amendments to the CPOA By-Laws shall originate at the member level, in writing, and be submitted to the By-Laws Committee. The committee will present their findings and/or recommendations to the general membership at the next scheduled meeting. The proposed change or amendment will be discussed and voted upon at this meeting. A majority vote of a quorum of membership is required for adoption of the proposed change or amendment before final approval by the Kings Bay Submarine Base Commanding Officer.

 

Article X – Dissolution

 

1.      Any motion to disestablish the CPOA must be approved by a three quarters majority vote of all the members.

2.      Upon dissolution of the CPOA for any reason, all hard assets will be liquidated and along with the treasury will be distributed on a prorated basis among members in good standing after previously approved funds have been dispensed.