Club Bylaws Last Adopted March 21, 1999
ARTICLE I Definition: The name of this non-profit organization shall be The United States Naval Academy Parents Club of NJ (herein after referred to as PC-NJ). ARTICLE II Purpose: The purpose of this club shall be non-political in nature and shall promote a better understanding of the US Naval Academy among members and non-members’ to establish a strong link of friendship between the parents of Midshipmen, past, present and future, which can result in a special relationship of mutual helpfulness on all matters of common interest, with a special emphasis on support and assistance to parents of Midshipmen and candidates, to assist the US Naval Academy Administration, as requested; to promote the “good & welfare” of the membership. This organization is separate from other organizations such as the New Jersey Blue and Gold Officers, Navy League, US Naval Academy Alumni Associate etc. and will cooperate with these in support of the Naval Academy. ARTICLE III Section I Membership: Any parent or guardian of any Midshipmen or alumni of the Naval Academy may become a member of this club upon application for membership and payment of the current membership fee. While it is intended that the Club is primarily concerned wit New Jersey related midshipmen and parents, others would not be excluded. The membership of the PC-NJ shall consist of the following types: Regular Parents and/or guardians of Midshipmen or graduates of the US Naval Academy. Associate All other persons; who are interested in the objectives of the PC-NJ as approved by the Membership Committee. Associate members shall be entitled to all benefits and privileges of the PC-NJ except that of becoming a candidate for an elected office, holding such elected office and voting. Honorary After ten (10) years of continuous membership, transfer to honorary membership will automatically occur. The Executive Committee of the PC-NJ may also award such membership to individuals in recognition of outstanding service to this organization and/or to the U. S. N. A. Ex-Officio All of the Naval Academy Blue and Gold Officers and Naval Academy Alumni Association Liaison Officers assigned to this area for advice and support shall be ex-officio members. Section II Dues: The annual dues shall be set by the Executive Committee for regular and associate members. Honorary Members and Ex-Officio members shall pay no dues. The fiscal year begins 1 July of each year and ends 30 June of the following year. A member in good standing shall be one who is not delinquent in payment of any financial obligation to this club. The Executive Committee, shall, if necessary propose assessments which shall be levied on Regular Members with the approval of a majority of the members present at the business meeting. Section III Voting: Each member in good standing of this club shall have one vote which such member may cast in any call for vote among the membership. The vote of members who are not in good standing of this club shall not be counted in any call for vote among the membership and shall be considered a nullity. ARTICLE IV Nominating Committee: The Nominating Committee (consisting of a minimum of three (3) voting members), shall be appointed by the President with the advice and consent of the elected officers and announced to the members at the Spring Meeting. It shall prepare and nominate a complete slate of officers, which shall be sent to the membership wit the notice of the Spring Meeting. In addition to the slate of officers presented by the nominating committee, there shall be opportunities for nominations from the floor at the Spring Meeting. A candidate for office must be a regular member in good standing and must consent to serve if elected. Election for each office shall be a simple majority of the voting membership present. ARTICLE V Executive Committee Under the chairmanship of the President, the Executive Committee shall include all elected officers, Board of Directors and Standing Committee Chairmen. Its duties and responsibilities shall consist of the following: Monitor and supervise all business of the PC-NJ in the interim between regular meetings. Insure that all officers and committee chairmen faithfully execute their respective duties and responsibilities. Designate and fill any vacancies in the slate of officers as they occur after the annual election. Elected Officers The duties and responsibilities of the elected officers of PC-NJ shall be to authorize the expenditure of funds and hold a minimum of four meetings each fiscal year on a quarterly basis at a time and place convenient for its members. The officers shall be elected for a term of one (1) year and shall hold office until a successor is elected. President - The President shall be the chief executive of the organization, preside at both regular and executive committee meetings, appoint chairpersons of all committees, be an ex-officio member of all committees and shall perform all such duties as are incidental to the office and are properly required of him/her. Vice President of Arrangements - This Vice President shall assume the duties and responsibilities of the President in his/her absence or at the direction of the President. He/she shall assist the President in maintaining an active and efficient organization. This Vice President shall also organize functions for PC-NJ membership to attend on a yearly basis. (i.e.: Spring and Fall General Meetings and Annual Picnic.) Vice President of Membership - This Vice President shall assume the duties and responsibilities of the President in his/her absence or at the direction of the President. He/she shall assist the President in maintaining an active and efficient organization. This Vice President shall also approve all membership applications; promote privileges and benefits of PC-NJ to potential members; attract and retain active participation of existing membership; submit reports on the status of the club membership at each quarterly and executive meeting and create and distribute a club directory to all members. Recording Secretary - The Recording Secretary shall record minutes of all meetings and submit them for approval by the membership at each subsequent meeting. Treasurer – The Treasurer shall collect membership dues and all other receipts for PC-NJ; maintain necessary bank accounts and have custody of checks; maintain accurate records of all funds and submit financial reports with respect to receipts, disbursements and balances of all funds at each quarterly meeting. A verbal report should be given to the membership at the Spring and Fall meetings. Board of Directors - Shall consist of former officers, who shall provide advice and counsel to all officers and committee chairpersons. The Board of Directors shall serve a one-year term. Standing Committees – The duties of each standing committee is to carry out their respective tasks efficiently and in accordance with the decisions of the membership, as voted upon at club meetings and give committee reports to the Executive Committee as to the status of the committees’ activities. Special standing committees may be appointed by the President as required. · Historian – This committee shall maintain custody of the PC-NJ scrapbook, keep a running history of club activities and encourage contributions of publicity of USNA, The Brigade of Midshipmen and specifically Midshipmen from New Jersey. · Transportation – This committee shall be responsible for organizing, advertising and orchestrating the “Mid Express”. Duties include traveling with the bus and providing snacks for the trip. · Newsletter – This committee shall be responsible for all aspects of publishing the club newsletter, “Anchors NJ”. Duties also include publicizing submission deadlines, soliciting articles and information from the membership and acting as liaison between club and designated publisher. · Sunshine – This committee will represent PC-NJ to our members who have experienced illness and/or death and extend good wishes and/or congratulations to those observing special happy occasions. Duties will also include overseeing the “Dark Ages” cookie distribution and other correspondence of the like as needed. · Tailgating – This committee shall be responsible for overseeing all operations necessary for holding tailgate activities after each USNA home Football game, as well as any games in NJ when possible. Duties include but are not limited to organizing food donations, volunteers and housing any club equipment needed for tailgating. Chairmen reserve the right to organize as he/she sees fit. · Plebe Sponsors – This committee will arrange for members with upper class Midshipmen to be paired up with new members having Plebes. Responsibilities include soliciting member sponsors, organizing partnerships and facilitating the program as needed. · Regional Meeting – This committee chair will oversee and help organize meetings or gatherings for each region of the state. He/she will work with the Vice President of Membership to acquire members’ information for each region and arrange for members in each region to host above-mentioned events. ARTICLE VII Section I GENERAL MEETINGS There shall be two regular meetings of PC-NJ, to be scheduled in the Spring and Fall. The Spring meeting shall also be designated as the Annual Meeting when the election of officers shall take place. The specific date and site of each regular meeting shall be determined by the officers. Section II SPECIAL MEETINGS Special meetings may be called at any time by the president or a given majority of the Executive Committee. Appropriate notice shall be given and the business transacted shall be confined to the matters stated in the notice, and matters pertinent thereto. Section III QUORUM At General Membership meetings, f or which proper notification has been given quorum shall consist of ten (10) voting members other than members of the Executive Committee. Section IV NOTIFICATION OF MEETINGS The Vice President of Arrangements shall normally provide notice not less than two weeks prior to any general membership or special meeting of this club and all members in good standing shall be sent the notice of the forthcoming general membership or special meeting. The notice shall state the time, date, location and nature of the meeting and shall, in the case of a special meeting, state the nature of the business to be transacted at the said special meeting. ARTICLE VIII PARLIAMENTARY AUTHORITY Robert’s Rules (Revised), where not contrary to the above by-laws shall be the parliamentary authority governing the proceedings for all PC-NJ Meetings. ARTICLE IX AMENDMENTS Amendments to these by-laws may be made by a simple majority vote of members present provided written notice is furnished to the membership at least two weeks in advance of the general membership meeting at which time the proposed amendment shall be effective immediately. ARTICLE X DISSOLUTION In the event it becomes necessary to dissolve this organization the following shall apply: Initiation will be made by the Executive Committee and submitted to the general membership. Complete dissolution of this Club must be approved by a two-thirds (2/3) majority of ballots cast. Ballots will be distributed at a general membership meeting and submitted to the secretary for tally. Dissolution will become effective ten (10) days following the general membership meeting. All funds remaining in the treasury on effective date of dissolution shall be transformed to the newly organized club if there be one, or The Naval Academy Foundation.