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Executive Board Meeting - 5 Nov 09 at 11:00, Location: Bldg 5400 Guard Shack General Meeting Luncheon - The Nov General Luncheon Meeting will be held Wednesday, 19 Nov 2009 at Trinity Methodist Church at 11:30. Mr. Lonnie Jones, a local counselor will be the speaker. The topic is Conflict Resolution. Please join us!  Alabama the Beautiful
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2009-2010 Chapter Officers:
Links Section
President:
Lisa White
VP:
Deborah Chambers
Treasurer:
Dana Wilbanks
Assistant Treasurer:
Chris Harper
Corresponding Secertary:
Michelle Cobb
Recording Secretary:
Lisa Lowry
Ex Officio Member:
Becky Lake
NATIONAL HEADQUARTERS CHAPTER SURVEY CDFM PROGRAM
Chapter Constitution
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ARTICLE I – NAME
Section 1. This organization, located at Redstone Arsenal, Huntsville, Alabama, shall be known as the Redstone/Huntsville Chapter of the American Society of Military Comptrollers, hereinafter referred to as the Chapter.
Section 2. In keeping with the national constitution, military comptrollership shall be defined as the profession of comptrollership in the Department of Defense, the United States Coast Guard, other Federal Agencies, such as the George C. Marshall Space Flight Center, and private sector corporations, to include the fields of financial and general management, accounting, finance, budgeting, programming, statistics, auditing, cost analysis, management analysis, and all supporting activities in management, industrial engineering, automated data processing, operation research, system analysis, and other such fields as the National Council may designate.
ARTICLE II - PURPOSE
Section 1. The purpose of the Chapter is to promote and perpetuate the highest standards of performance in military comptrollership. To meet this goal, emphasis will be placed on:
a. Promoting the education and training of the Chapter membership;
b. Supporting the development and advancement of the profession of military comptrollership;
c. Encouraging a free exchange of techniques, approaches and problem solving information;
d. Providing a forum to keep the members and other interested individuals abreast of current events in military comptrollership, which not only is beneficial to them but also their organizations and the public;
e. Foster a spirit of good will and good fellowship among the members and perpetuate the friendship and traditions growing out of serving together in the Armed Forces of the United States of America.
Section 2. To this purpose, the Chapter will:
a. Coordinate with the National Council, as appropriate, the sponsorship/attendance of conventions, seminars and other educational meetings;
b. Correspond with other chapters via issue papers in which ideas and professional information concerning military comptrollership can be exchanged and discussed;
c. Sponsor monthly luncheon meetings, featuring speakers addressing subjects of interest to the membership;
d. Sponsor formal recognition by the National Council for those individuals who have made outstanding contributions to the advancement of military comptrollership programs;
e. Publish a Chapter newsletter, for the dissemination of information of general interest to the membership;
f. Cooperate with other educational and professional organizations in matters of mutual interest.
ARTICLE III - GENERAL PROVISIONS
Section 1. The organization operates and exists on a military installation only with the consent of the installation commander. This consent is contingent on compliance with the requirements and conditions of all Army regulations, specifically AR 210-1.
Section 2. The approved annual budget for the Chapter's operations will serve as the authority for expenditure of funds. The Chapter President may authorize unbudgeted expenditures up to $250.00. Unbudgeted expenditures in excess of $250.00 on any budget line item will be subjected to the same approval process as the annual budget.
Section 3. Neither the United States Army nor its various agencies shall be obligated, financially or otherwise, by any action of the Chapter, and the Chapter will not represent itself as an instrument of the United States Government.
Section 4. The Chapter's programs and activities will not prejudice or discredit the Military Services or other agencies of the United States Government.
Section 5. The Chapter will not engage in any activities that are in conflict with those authorized for Type 2 affiliated private organizations as described in AR 210-1.
Section 6. Basic Policies:
a. The "articles of organization" for the Chapter include this Constitution and its By-laws as amended as appropriate. In the event of any conflict between the Constitution and its By-laws, this Constitution shall govern.
b. The Chapter shall be noncommercial, nonsectarian, and nonpartisan.
c. The name of the Chapter or the names of any members in their official capacities shall not be used in any connection with a commercial concern or with any partisan interest, or for any purpose not appropriately related to promotion of the purposes of the Chapter.
d. The Chapter is formed exclusively for the purposes in Article II including, for such purposes, the making of contributions to organizations that are exempt from Federal income tax under the provisions of Section 50 1 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law).
e. No part of the net earnings of the Chapter shall inure to the benefit of, or be distributable to, its members, trustees, officers, or other private persons, except that the Chapter shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article II hereof. No substantial part of the activities of the Chapter shall be carrying on of propaganda or otherwise attempting to influence legislation, and the corporation shall not participate in or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, the Chapter shall not carry on any other activities not permitted (a) by an organization exempt from Federal income tax under Section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law) or (b) by an organization contributions to which are deductible under Section 170(c)(2) of the Internal Revenue Code of 1954 (or the corresponding provisions of any future United States Internal Revenue Law).
ARTICLE IV – MEMBERSHIP
Section 1. Membership in the Chapter is voluntary and is open to all officers, warrant officers, enlisted personnel and civil service employees of the Department of Defense, the Coast Guard, other Federal Agencies to include Marshall Space Flight Center and select private sector corporations who are or have been engaged in or interested in comptrollership duties as defined above. Membership shall not be denied to anyone on the basis of age, race, religion, national origin or sex.
Section 2. Chapter membership will be divided into four classes:
a. Active: Active members shall be (or shall have been) military personnel, Civil Service employees, or non-appropriated fund (NAF) employees who are (or have been) employed in the military comptrollership field and who, to remain in good standing, have paid the appropriate dues and fees. Active members shall legislate and guide the activities of the Chapter, elect chapter officers and decide upon all matters which affect the welfare of the Chapter or any of its members.
b. Honorary: Honorary membership may be conferred upon persons who have made outstanding contributions to the advancement of military comptrollership who would not otherwise be eligible for active membership. Honorary members shall have the rights and privileges of active members, except that they may neither vote nor serve as Chapter officers of delegates.
c. Associate: Associate members shall be persons who, though not qualified for active membership, demonstrate an interest in the military comptrollership field and who, to remain in good standing, have paid the appropriate dues and fees. Associate members shall have the rights and privileges of active members, except that they may neither vote nor serve as Chapter officers of delegates.
d. Corporate: Corporate members are full Chapter members with full voting rights and the right to hold Chapter office. To remain in good standing the appropriate dues and fees must be paid.
Section 3. Applications for Active, Associate and corporate memberships shall be tendered to the National Headquarters.
Section 4. The Executive Committee will make nominations for Honorary Membership to the National Executive Committee, accompanied by full justification for conferring the honor. Certificates of Honorary Membership shall be presented at the appropriate ceremony.
Section 5. If any member should violate the purposes and objectives of the Society as set forth in the National and Chapter Constitutions, be convicted of a crime, be removed from his or her position for reasons of security, or in any way bring discredit upon the Society, any voting member may register a complaint with the Executive Committee of the Chapter of which the alleged offender is a member. The complaint shall be in writing and shall fully detail the charges. The Executive Committee shall notify the alleged offender of the nature of the' complaint and shall set a date for a hearing. The accused shall have the right to appear in person, with or without counsel (at the expense of the accused), and to produce such witnesses as may be desired. The Executive Committee will take appropriate action. Both the accused and the accuser shall have the right of appeal to the National Executive Committee whose decision shall be final.
Section 6. The right to resign membership is reserved to all members.
Section 7. When appropriate, Chapter membership may be terminated for non-payment of dues.
Section 8. The Chapter will accept transfer memberships from other Chapters who have, to remain in good standing have paid the appropriate dues and fees. There will be no transfer fees associated with transferred Chapter memberships.
Section 9. There shall be no application fee for membership in the Chapter. However, the chapter may assess annual fees in addition to the membership dues for the operation of the Chapter. Yearly dues will be tended to National Headquarters.
Section 10. The nominating committee will inform the elected officers of whom the selected officers are prior to announcement to the Chapter body.
ARTICLE V - EXECUTIVE COMMITTEE
Section 1. The operating body of the Chapter shall be the Executive Committee, composed of the following officers:
a. President
b. President Elect
c. Secretary (Corresponding)
d. Secretary (Recording)
e. Treasurer
f. Assistant Treasurer
g. Ex Officio Member - Immediate past President
Section 2. The President, with the consent of the Executive Committee, will appoint the following committees:
a. Budget and Finance Committee
b. Audit Committee
c. Program Committee d. Constitution and by-laws Committee
e. Membership Committee
f. Awards
g. Training & Education
h. Chapter Fair
i. Publicity/Photo
j. Newsletter
k. Attendance
1. Facilities
m. Community Projects
n. Corporate Memberships
o. Ways/Means
p. Scholarship
q. Special Events
r. Chapter Competition
s. Nominating
t. CDFM
Section 3. The Executive Committee shall meet at least once each quarter. Additional meetings may be held as required upon call by the President.
Section 4. For the purposes of transacting business, five voting members of the Executive Committee shall constitute a quorum. Proxies shall be counted as members present. Voting members of the Executive Committee will be limited to the elected officials listed in Article V, Sec 1.
Section 5. The Executive Committee shall be responsible for the administration of the Chapter and shall take all necessary actions to assure the growth and success of the Chapter within the provisions of this Constitution and the policies established by the National Council. Specifically, the Committee shall:
a. Approve proposed amendments to the Chapter Constitution by a two-thirds vote, subject to approval by a majority vote of the general membership.
b. Approve the proposed annual budget and amendments thereto.
c. Conduct at least four general membership meetings each year.
d. Approve unprogrammed expenditures exceeding $250.00.
e. Approve Audit Committee reports.
f. Make final approval of a member nominated for an Honorary Membership prior to submission to the National Executive Committee.
ARTICLE VI - ELECTION OF OFFICERS Section 1. The election of officers of the Chapter shall be as follows:
a. Annually, by 31 May, a President; President Elect; Corresponding and Recording Secretaries; Treasurer; and Assistant Treasurer shall be elected by a simple majority vote of membership.
b. Term of office shall be for a period of one year, beginning on the first day of the fiscal year (1 July).
c. Should an office become vacant during the year, the Executive Committee will elect, by a majority vote, an eligible member to fill the vacancy for the balance of the unexpired term.
d. No person shall be eligible to hold office unless that person is an Active or Corporate member in good standing at the time of the election.
(6) All officers and committee members shall serve without compensation.
Section 2. Duties:
(6) The President shall be the chief executive of the Chapter and shall preside at the meetings of the general membership and the Executive Committees. Specifically, he or she shall:
(6) Exercise general supervisory control over all officers of the Chapter.
(6) Appoint all Chairpersons to chair committees and remove such from their position should they not be considered as performing their duties required of that position.
(6) Appoint other such committees as required.
(6) Serve as an ex-officio member of all committees.
(6) Execute such papers that may require his or her signature.
(6) Enforce the Constitution, contracts, policies, and directives of the Chapter.
(7) Approve dates for meetings of the general membership.
(8) Authorize unprogrammed or unbudgeted expenditures up to $250.00.
b. The President Elect shall assume the duties of the President during his or her absence and shall perform other duties as assigned by the President.
c. The other officers, in turn, shall assume the duties of the President and President Elect during their absence and shall perform other duties as assigned by the President. During the temporary absence of the President the elected officials will officiate in order of succession as shown under Article V, Section 1.
d. The Recording Secretary shall record the proceedings of general membership and Executive Committee meetings, maintain rosters, documents and permanent papers of the Chapter, and keep an updated written history of the Chapter.
e. The Corresponding Secretary shall prepare all correspondence for the President's signature and maintain a calendar of national and local events; and deliver mail from the chapter mailbox to the President at least weekly.
f. The Treasurer and/or the Assistant Treasurer shall be responsible for maintaining financial records, preparing checks for payment of Chapter liabilities, securing required approval prior to disbursing funds, and maintaining the Chapter's bank account(s) in good order. At the end of their terms, the Treasurer and the Assistant Treasurer shall relinquish records and funds for an official audit by the Audit Committee. The Treasurer, the Assistant Treasurer, and the President may sign instruments for authorized expenditures.
ARTICLE VII - BUDGET, FINANCE AND AUDIT
Section 1. An annual budget shall be prepared at the beginning of the fiscal year and shall constitute the Chapter's financial plan. The budget shall be approved by a majority vote of the Executive Committee, and it will be published in the Chapter newsletter. Addition of unprogrammed items exceeding $250.00 the budget shall require approval by a majority vote of the Executive Committee and publication in the Chapter newsletter. Any member of the Chapter may obtain a membership vote on the annual budget or revisions thereto by submitting a request for such action to the Chapter President. The membership vote, if requested, shall take place at the first regularly scheduled general membership meeting occurring after receipt of the request. The majority vote of the membership present and voting will override the Executive Committee action on the issue submitted for a general membership vote. The approved budget will serve as authority for expenditure of funds for items and amounts listed therein. The Chapter President may authorize unbudgeted or unprogrammed expenditures up to $250.00. Unbudgeted expenditures for revenue-generating activities may be made up to the projected amount of revenue with the prior approval of the Chapter President. The Chapter's financial records shall be open for review by the membership. Access for review may be obtained by submission of a verbal or written request to the Chapter Treasurer.
Section 2. Upon revocation of the Chapter's Charter for any reason, all bona fide debts shall be paid.
Section 3. The Executive Committee, at the close of each fiscal year, shall make available for inspection by chapter members the annual financial statement. The annual statement will be used as the basis for the audit. Financial statements will be submitted to the installation commander for review.
ARTICLE VIII - FISCAL YEAR
Section 1. The Chapter's fiscal year shall be from 1 July through 30 June.
ARTICLE IV - RECORDS
Section 1. The Chapter shall maintain the following records on a permanent basis:
a. National Society Constitution
b. National Policy Declarations
c. Minutes of Meetings of the National Council
d. Chapter Constitution and by-laws
e. Chapter Policy Declarations
f. Chapter History
g. Minutes of meetings of the Executive Committee. Minutes of meetings will be submitted to the installation commander for review.
h. An annual activity report will be prepared to include a synopsis of the previous year's activities and any changes to the Chapter's organization or operations.
Section 2. The Chapter's books of account, minutes, and membership rosters shall be retained for the fiscal year prior to the latest audit and for the succeeding period.
Section 3. The Chapter's books of account and checkbooks shall be retained until audited and for the periods required by applicable laws, statutes and regulations.
Section 4. If the Chapter surrenders its Charter for any reason, its records will be disposed of in accordance with the National Society regulations.
ARTICLE X - PUBLICATIONS
Section 1. A Chapter newsletter shall be published at a minimum, each quarter and distributed to all chapter members.
Section 2. When appropriate, the Chapter shall publish special technical papers dealing with comptrollership activities.
ARTICLE XI - RULES OF ORDER
Section 1. All meetings shall be conducted in accordance with Robert’s Rule of Order unless otherwise provided for herein. A parliamentarian can be appointed at the discretion of the President.
ARTICLE XII - INSIGNIA AND COLORS
Section 1. Insignia and colors for the Chapter will be identical to those of the National Society. The colors are subject to change for a chapter banner but must meet approval of the Executive Committee.
ARTICLE XIII - EFFECTIVE DATE
Section 1. This Constitution shall become effective the date upon which the National Society issues a charter to the Redstone/Huntsville Chapter. It shall be submitted for annual review and, if necessary, modified as appropriate.
ARTICLE XIV - DISSOLUTION
Section 1. A two-thirds majority vote of all Chapter members eligible to vote is required to effect dissolution of the chapter. The assets of the Chapter, upon dissolution, shall be distributed under the direction of the Executive Board who shall coordinate with the national executive committee. Any distribution of the Chapter’s assets shall only be made to non-profit or charitable organizations. The officers and members shall not be held individually liable for any liabilities incurred by the organization in excess of the organization’s assets. Chapter records shall be turned over to the National Executive Committee.
AMENDED BY MAJORITY VOTE ON 19 March 2009
(President) (Secretary)
I. ELECTION OF OFFICERS:
Section 1. Officers of the Executive Committee as provided in Article V of the Chapter Constitution will be elected by a simple majority vote of the membership no later than 31 May. Installation shall take place at the June meeting each year, with officers assuming responsibility for office on 1 July.
Section 2. A Nominating Committee appointed by the President will present the names of willing nominees for each office to the general membership for consideration. The newly elected officers will be presented to the membership at the May meeting each year.
Section 3. Elections will be conducted by a duly appointed committee and in accordance with Robert's Rules of Order.
Section 4. Failure to function in compliance with the Chapter Constitution and By-laws shall be grounds for removal of any officer by unanimous vote of the other Executive Committee members.
II. COMMITTEES:
Section 1. Executive Committee – The Executive Committee will be composed of the Chapter Officers Article V Section 1 of the Chapter Constitution. It will conduct and be responsible for all Chapter business matters. Also, the Executive Committee develops and supervises the overall Chapter program.
Section 2. Standing Committee - Each standing committee will be appointed and approved as provided by Article V Section 2 of the Chapter Constitution. They shall consist of a minimum of a chairperson and two additional members. Standing committees are dissolved at the end of the official chapter year (30 June). Reports must be submitted in writing under the signature of the chairpersons and committee members. Should a committee fail to reach a consensus, divergent committee members must file a minority report with the official committee report.
Section 3. Ad Hoc – Short range ad hoc committees shall be established as necessary for specific tasks as approved by the Executive Committee. Rules regarding composition and reporting of standing committees shall apply to ad hoc committees. Each ad hoc committee will have a definite charter and beginning and ending dates. The ad hoc committee will be dissolved with the filing of a final report with the Executive Committee or the general membership.
III. MEETINGS:
Section 1. The Executive Committee shall approve a calendar of meetings and present it to the membership not later than 1 July. At least four general membership meetings will be conducted each year. A quorum shall consist of an officiating officer and thirty members in good standing. In the absence of a quorum, programs may be conducted but official business may not be conducted. Business will only be conducted at announced membership or Executive Board Meetings.
Section 2. Executive Board Meetings shall be called/scheduled by the President, or by two other Executive Committee members should the need arise. Executive Committee meeting minutes will be duly recorded, presented, and filed. The President (or his/her designated representative as provided in Article V, Section 1 of the Chapter Constitution) and three additional Committee members or their proxies shall constitute a quorum. A Committee member, or proxy, will be appointed to record the proceedings if the Recording Secretary (or a proxy) is not present. Proxies must be in writing and be signed by the Executive Committee member.
IV. AMENDMENTS. The Constitution may be amended by majority vote of the Chapter membership at a regular meeting. Such amendments will become effective immediately. A copy of any amendments will be submitted to National Headquarters.
V. EFFECTIVE DATE OF BY-LAWS. These By-Laws will be effective upon approval by the general membership.
AMENDED BY MAJORITY VOTE ON 19 March 2009
President Secretary
