U.S.S. Son Shines Bylaws
Table
of Contents
Article I Name and Location
Article II Objective and
Purpose
Article III Membership
Article IV Definition of
Terms
Article IV Organizational
Structure
Article VI Officers Duties
Article VII Alcohol and Drug
Use
Article VIII Meetings
Article IX Parliamentary
Authority
Article XI Removal from
Office
Article XII Vacancies
Article XIII Chapter
Finances
Article XIV General
Elections
Article XV Special
Elections
Article XVI Promotions
Article XVII Point System
Article XVIII Ranks
Article XIX Away Missions
Article XX Shore Leaves
Article XXI Disputes
Article XXII Discipline
Article XXIII Chapter
Achieves
Article XXIV Chapter
Property and Assets
Article XXV Chapter
Parliamentarian
Article XXVI Conflicts of
Interest
Article XXVII Security
Procedures
Article XXVIII Chapter
First Aid Kit 22
Article XXIX Responsibility
for Chapter Members Who Are Minors 22
Article XXX Chapter
Liability 22
Article XXXI Amendments 22
i
Preamble
We,
the fans of Star Trek, in order to provide a forum for persons with an interest
in the Star Trek Universe. To provide
a social organization in which people of diverse backgrounds with similar
interests can interact, to promote an optimistic future as envisioned in the Star Trek universe. And to support that
optimistic Future through community services, social activities and creative
endeavors do hereby establish these bylaws for the organization, U.S.S. Son Shines.
Article I
Name and Location
Section 1:
The
local chapter of StarFleet, The
International Star Trek Fan Association (Hereafter known as StarFleet) shall be named U.S.S. Son Shines. All further
references hereafter shall be U.S.S. Son
Shines or Chapter.
Section 2:
The Chapter’s area of operation
(Patrol Sector) shall be centered within the Connecticut central area.
Article II
Objectives and Purposes
Section 1:
The primary purpose of the Chapter shall include, but not be limited to, the pursuit of unity
and kinship among members. Through the promotion of the goals and concepts of
Star Trek by providing an environment
to bring together those persons interested in various aspects of Star Trek for
the purpose of community service and social interaction.
Article III
Membership
Section 1:
All applicants to the Chapter shall be awarded membership and shall remain members so
long as they maintain membership requirements. Membership in the Chapter shall be open to all persons.
Without, regard to age, race, religion, sex, or national origin.
Section 2:
If the applicant is a minor, and their parent(s) or
legal guardian(s) is (are) not applying for Membership In the Chapter, the applicant must present a “Parental Consent” form (provided by the Chapter) signed by their
parent(s) or legal guardian(s), before their Chapter membership will be official.
Section 3:
All members will hold either the title “Active Member”, “Associate Member” or “Honorary Member.”
Section 4:
Active Members are Members in Good Standing in StarFleet
and the U.S.S. Son Shines, and are
entitled to:
a) Participate in all Chapter activities and events.
b) Receive a copy of the Chapters bi-monthly newsletter “Thunder"
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c) Nominate Active Members for office in the Chapter.
d) Vote.
e) Run and hold office, if qualified, within the Chapter.
f)
Any and all additional privileges granted by the Executive Committee of the Chapter.
Section 5:
Associate Members are Members in Good Standing in the U.S.S. Son Shines, and are entitled to:
a) Participate in all Chapter activities and events.
b) Receive a copy of the Chapters bi-monthly newsletter “Thunder."
c) Nominate Active Members for office in the Chapter.
d) Vote.
e)
Any and all additional privileges granted by the Executive Committee of the Chapter.
Section 6:
Honorary Memberships shall be granted, by the Executive
Committee of the Chapter, to those
who have rendered notable service to the Chapter
or have promoted the goals and concepts of Star Trek or StarFleet. Honorary
Members do not have to be members of StarFleet
and/or the Chapter and are not
required to pay annual Chapter dues.
Honorary Members are not entitled to the same Privileges as an Active Member or
Associate Member of the Chapter.
The Executive Committee of the Chapter grants
any and all privileges the Honorary Member receives.
Section 7:
Family Memberships in the Chapter, either Active or Associate will receive only one (1)
bi-monthly newsletter. Addition bi-monthly newsletters will be sent if
requested and the Executive Committee will determine the additional cost, if
any, for the additional newsletter(s).
Section 8:
Annual membership dues for the Chapter will be determined on an annual basis by the Executive
Committee when the Chapter budget is
adopted. There will be membership rates set for three (3) categories.
a)
Individual………………………………$5.00
b)
Family of two (2).……………………...$7.00
c)
Family of three (3)
or more.…………$10.00
Annual membership dues for the Chapter can be paid in full by the applicant or paid over a period
of time.
Section 9:
If the membership dues are to be paid over a period of
time, the Executive Committee will determine the payment schedule based on the applicant's
ability to pay. The payment schedule will minimally detail the amount of the
payment(s) and the date(s) they are to be submitted. The Commanding Officer,
Chief of Operations, and the applicant will sign the payment schedule, with
the original to be given to the Chief of Operations and copies being given to
the Commanding Officer and the applicant.
Section 10:
In the event an Active or Associate Member does not
submit their membership dues by the last day of the month. Or their membership
in the Chapter expires or they do
not comply with the payment schedule, established in Article III Section 9, all the applicants rights and privileges
will be suspended immediately and their membership in the Chapter will be terminated at the next scheduled Executive
Committee Meeting.
Section 11:
Active and Associate Members will be notified in writing
twice; two (2) months prior to and one (1) month prior to the month their Chapter membership will expire.
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Section 12:
A member
may cancel their membership in the Chapter
at any time by a written request sent to
the Commanding Officer of the Chapter. The member’s dues shall be refunded on a prorated
basis determined by the Executive Committee. The
cancellation of membership will be effective as
of the date of the letter of cancellation.
Section 13:
Revocation of membership in the Chapter may be made by a 2/3’s majority vote of the Active and Associate members of
the Chapter at a General Meeting or
Special General Meeting or as prescribed in Article VII Section 7. In case of revocation of membership, any
membership dues shall be returned on a prorated basis determined by the
Executive Committee.
President; Commanding Officer (CO)
Vice President; Executive Officer (XO)
All Chapter
Officers Executive Committee
Chief of " " Department Head
Chapter sponsored activity Away Mission
Chapter non-sponsored activity Shore Leave
Chairperson Person conducting a meeting
Coordinator Person In charge of a Chapter Activity/Event
Applicant a person applying for membership, either new
or renewal
Section 14:
Only Active and Associate Members may hold a fictional
rank or position within the Chapter.
Section 15
Only Active and Associate Members may hold a position of
responsibility within the Chapter.
Section 16:
No non-member is to represent the Chapter in any manner, or be placed in a position of responsibility
where membership could be implied.
Section 17
If a Chapter
Member brings a guest to a General Meeting, Special General Meeting, Executive
Committee Meeting, Special Executive Committee Meeting or Away Mission they are
responsible for the following:
a)
Informing their
guest(s) of any bylaws that may affect them.
b)
Their guest behavior
and actions.
Article IV:
Definition of Terms
Section 1:
The U.S.S. Son Shines,
a local chapter of StarFleet, is
based upon “StarFleet” as seen in Star Trek. The Chapter is not attempting to recreate the fictional organization, “StarFleet”. However, the Chapter
does use terminology and ideas from the Star Trek universe to enhance the Experience and fun of membership.
Therefore, the following terminology shall be considered Interchangeable within
the Chapter:
Section 2:
The Chapter uses
the ranks, which StarFleet uses.
These ranks are fictional and serve only to reflect a member’s length of time in, contribution to, and participation
in the Chapter. The fictional rank
does not give any member authority over another member of the U.S.S. Son Shines. A position assigned
to a member within the Chapter may
give that member a certain responsibility to administer the assigned duties of
that position. No member has the right to use responsibility
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granted by the Chapter
to violate another member’s legal rights.
Section 3:
A Member in Good Standing in StarFleet is one who
is an Active Duty member of StarFleet
and their membership in StarFleet has not expired.
Section 4:
A Member in Good Standing in the Chapter is one
whose membership in the Chapter has
not expired.
Section 5:
An “Active Member“ in the Chapter
is one who is both a Members’ in Good Standing in StarFleet
and in the Chapter.
Section 6:
An “Associate Member“ in the Chapter is
one who is a Member in Good Standing in
the Chapter and not a Member in Good
Standing in StarFleet.
1 Commanding Officer (CO)
2 Executive Officer (XO)
3 Chief of Operations
4 Chief of Communications
6 Chief of Science
7 Chief of Security
8 Chief of Medical
Article V
Organizational Structure
Section 1:
The governing body of the Chapter shall consist of the members of the Executive Committee,
who shall be Officers of the Chapter.
The function of the Executive Committee is to formulate policy and set
directions and goals for the Chapter.
They will have general supervision of the affairs of the Chapter between its General Meetings and Special General Meetings.
Section 2:
The Executive Committee of the Chapter will consist of the following eight (8) offices (in order
of succession/chain of command):
Section 3:
The first four- (4) offices (Commanding Officer,
Executive Officer, and Chief of Operations and Chief of Communications) are
deemed essential to the Chapter and must be filled.
Section 4:
An Active member may hold only one (1) of the first four
(4) offices (Commanding Officer, Executive Officer, Chief of Operations and
Chief of Communications) unless approved by a majority vote of the Active
Members at a General Meeting or Special General Meeting.
Section 5:
The last four- (4) offices (Chief of Engineering, Chief
of Science, Chief of Security and Chief of Medical) are deemed not essential to
the Chapter and do not have to be filled.
Section 6:
An Active member may hold one or more of the last four
(4) offices (Chief of Engineering, Chief of Science, Chief of Security and
Chief of Medical) with the approval of the Executive
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Committee.
Section 7:
If an Officer of the Chapter holds more than one (1)
office they shall not be entitled to more than one (1) vote. Voting shall be
one (1) Officer one (1) vote.
Article VI
Officers Duties
Section 1:
Commanding Officer (CO) -- The duties of the Commanding Officer
shall include:
a) Be responsible for the direction of all Club
activities.
b) Chair the General Meetings and Special General
Meetings of the Chapter.
c)
Chair the Executive Committee Meetings and Special Executive Committee meetings
of the Chapter.
d) Be an ex-officio member of all committees.
e) Approve the formation of committees.
f) Approve/select Away Mission coordinators.
g) Review and approve Chapter financial records.
h) Approve all financial disbursement of Chapter funds.
i) Co-sign checks for disbursement of Chapter funds.
j) Approve all promotions, citations and awards.
k) Submit an annual report to the membership.
l) Issue a numbered receipt for monies received for the Chapter
m) Provide copies of all correspondence for the Chapter archives.
n) Submit a bi-monthly Ship’s Status Report to StarFleet
and Region 15.
o) Perform such duties and functions normally incident
to the office.
Section 2:
Executive Officer (XO) -- The duties of the Executive
Officer shall include:
a)
Assist the Commanding Officer in their duties and exercise all powers of the
Commanding Officer in the Commanding Officer’s absence.
b)
In the event of a vacancy in the office of the Commanding Officer, perform the
functions of such office for the balance of the term.
c) Perform other duties as the Commanding Officer may
assign.
d) Co-sign checks for disbursement of Chapter funds.
e)
Responsible for recording the minutes of the General Meetings, Special General
Meetings, Executive Committee Meetings and Special Executive Committee Meetings
and filing a copy of each in the Ships Archives.
f)
Responsible for maintaining, updating and distributing the Chapter’s New Member Packet.
g) Maintain/update the Chapters membership records and provide a membership roster to the Executive Committee on a quarterly basis.
h) Keep attendance records for the General Meetings and
Special General Meetings.
i)
Provide a copy of the Bi-monthly General Meeting minutes to the Chief of
Communications for inclusion into “Thunder.”
j) Provide copies of all correspondence for the Chapter archives.
k) Maintain and update member’s personal records.
l) Issue a numbered receipt for monies received for the Chapter
m) Maintain and update Chapter archives.
n) Submit an annual report to the Commanding Officer.
o) Perform such duties and functions normally incident
to the office.
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Section 3:
Chief of Operations - The duties of the Chief of
Operations shall include:
a) Maintain and update financial record(s) and bank
account(s).
b)
Submit bi-monthly financial and bi-monthly budget reports to the Executive
Committee.
c)
Submit a brief bi-monthly financial report to the Chief of Communications for
inclusion into “Thunder. “
d) Submit an annual financial report to the members.
e)
Submit copies of all financial records to the Executive Officer to be placed in
the Chapters archives.
f) Issue a numbered receipt for monies received for the Chapter.
g) Co-sign checks for disbursement of Chapter funds.
h) Deposit monies received for the Chapter in its bank account(s).
i) Inform the Executive Officer of monies received for Chapter membership (date received and from who) to update membership records.
j) Provide copies of all correspondence for the Chapter archives.
k) Submit an annual report to the Commanding Officer.
l) Perform other duties as the Commanding Officer may
assign.
Section 4:
Chief of Communication - The duties of the Chief of
Communications will include:
a)
Responsible for editing, publishing and distributing the bi-monthly Chapter newsletter “Thunder.“
b) Responsible for all other publications produced by
the Chapter.
c)
Approve all artwork, designs and content for use in publications produced by
the Chapter.
d) Submit a bi-monthly Chapter Activities report to the StarFleet Communiqué.
e) Submit a copy of all publications produced by the Chapter to the Executive Officer to be placed in Chapter archives.
f) Provide copies of all correspondence for the Chapter archives.
g) Submit an annual report to the Commanding Officer.
h) Perform other duties as the Commanding Officer may
assign.
Section 5:
Chief of
Engineering - The duties of the Chief of Engineering will include:
a)
Responsible for obtaining and/or producing any and all art work and designs
necessary for the Chapter.
b)
Responsible for obtaining and/or producing any and all material(s) necessary
for the Chapter.
c) Provide copies of all correspondence for the Chapter archives.
d) Submit an annual report to the Commanding Officer.
e) Perform other duties as the Commanding Officer may
assign.
Section 6:
Chief of Science - The duties of the Chief of Science
will include:
a) Oversee efforts of the Chapter in the areas of the sciences.
b) Provide copies of all correspondence for the Chapter archives.
c) Submit an annual report to the Commanding Officer.
d) Perform other duties as the Commanding Officer may
assign.
Section 7:
Chief of Security - The duties of the Chief of Security
will include:
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a)
Coordinate and be responsible for the maintenance of security at all Chapter meetings and Away Missions
provided the legal rights of Chapter
members and non-members are not violated. (Refer to Article XXVII Security Procedures).
b) Provide copies of all correspondence for the Chapter archives.
c) Submit an annual report to the Commanding Officer.
d) Perform other duties as the Commanding Officer may
assign.
Section 8:
Chief of Medical - The duties of the Chief of Medical
will include:
a)
Maintain the Chapters First Aid Kit
and make it available during Chapter
activities/events (refer to Article
XXVIII Chapter First Aid Kit).
b) Provide copies of all correspondence for the Chapter archives.
c) Submit an annual report to the Commanding Officer.
d) Perform other duties as the Commanding Officer may
assign.
Article VII
Alcohol and Drug Use
Section 1:
No alcoholic beverages are allowed at Chapter General Meetings, Special
General Meetings, Executive Committee Meetings, Special Executive Committee
Meetings and Away Missions.
Section 2:
No drugs are allowed at Chapter General Meetings, Special General Meetings, Executive
Committee Meetings, Special Executive Committee Meetings and Away Missions. Chapter Members and Chapter guest are permitted to bring
prescription and over-the-counter medicine(s) to be used for medicinal purposes
only.
Section 3:
No Chapter
Member or Chapter Guest will be
allowed to attend a Chapter General
Meeting, Special General Meeting, Executive Committee Meeting, Special
Executive Committee Meeting and Away Mission if they are known to be under the
influence of alcohol and/or drugs.
Section 4:
If a Chapter
Member or Chapter Guest are found
using or in possession of alcoholic beverages while in attendance at a Chapter General Meeting, Special
General Meeting,
Executive
Committee Meeting, Special Executive Committee Meeting or Away Mission, they
will be requested to leave.
Section 5:
If a Chapter
Member or Chapter Guest are found
using or in possession of drugs, other then for medicinal purposes, while in
attendance at a Chapter General
Meeting, Special General Meeting, Executive Committee Meeting, Special
Executive Committee Meeting or Away Mission, they will be requested to leave.
Section 6:
The following action will be taken for the first
violation of Article VII, Sections 1
through 5:
a) Chapter
Member - Disciplinary action will be taken.
b) Chapter
Guest - A warning will be issued.
Section 7:
The following action will be taken for the second
violation of Article VII, Sections 1
through 5:
a) Chapter
Member - Revocation of their Chapter
membership.
b) Chapter
Guest - They will be barred from participation in any future General Meetings,
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Special
General Meetings, Executive Committee Meetings, Special Executive Committee
Meetings, and Away Missions.
Article VIII
Meetings
Section 1:
The General Meetings and Special General Meetings are
open to all members of the Chapter
and StarFleet and their guest. The
General Meetings and Special General Meetings shall be open to the public
provided room is available.
Section 2:
The General Meetings of the Chapter will be held on a bi-monthly basis except during the month
of July. The Executive Committee will determine the time and location. The
Executive Committee will notify the Chapter
members of the date, time and location of the General Meeting in a timely
manner.
Section 3:
Special General Meetings may be called if the Executive
Committee deems so. The Executive Committee will determine the time, date, and
location. The Executive Committee will notify the Chapter members of its location, date, and time in a timely manner.
Section 4:
The Executive Committee reserves the right to cancel a
General Meeting or Special General Meeting in the event of inclement weather,
the facilities is unavailable, etc. In such cases the Executive Committee will
notify the Chapter members of the
cancellation in a timely manner.
Section 5:
If a canceled General Meeting or Special General Meeting
is rescheduled, the Executive Committee will notify the Chapter members of its location, date, and time in a timely manner.
Section 6:
Executive Committee Meetings will be held bi-monthly.
The time, date and location will be determined by the Commanding Officer. The
Commanding Officer will notify the Executive
Committee members of its location, date, and time in a
timely manner.
Section 7:
Special Executive Committee Meetings may be called if
the Commanding Officer deems so. The time, date and location will be determined
by the Commanding Officer. The Commanding Officer will notify the Executive
Committee members of its location, date, and time in a timely manner.
Section 8:
Admittance to the Executive Committee Meetings and
Special Executive Committee Meetings will be determined by the Commanding
Officer.
Section 9:
The Commanding Officer reserves the rights to cancel an
Executive Committee Meeting or Special Executive Committee Meeting in the event
of inclement weather; the facilities are unavailable, etc. In such cases the
Commanding Officer will notify the Executive Committee members of the
cancellation in a timely manner.
Section 10:
If a canceled Executive Committee Meeting or Special
Executive Committee Meeting is rescheduled, the Commanding Officer will notify
the Executive Committee members of its
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location, date, and time in a timely manner.
Parliamentary Authority
Section 1:
The rules contained in the current edition of “Robert’s Rules of Order” shall govern the Chapter in all cases to which they are
applicable and in which they are not inconsistent with the bylaws and/or any
special rules of order adopted by the Chapter
or the Constitution of StarFleet.
Article X
Quorum
Section 1:
A Quorum as defined for the Chapter shall be the number of Active Members and/or Executive
Committee members that must be present in order for that body to conduct
business unless otherwise provided for in these bylaws.
Section 2:
A Quorum of the membership of the Chapter shall consist of a minimum of five (5) Active and/or
Associate members of the Chapter in
attendance at any General Meeting or Special General Meeting of the Chapter.
Section 3:
A Quorum of the Executive Committee shall consist of a
majority of the officers of the Chapter
at any Executive Committee Meeting, Special Executive Committee Meeting,
General Meeting or Special General Meeting provided that the Commanding Officer
or Executive Officer is in attendance.
Article XI
Removal from Office
Section 1:
Any Officer may be removed from office for failure to
perform their duties as prescribed in the bylaws of the Chapter and/or Constitution of StarFleet
or for noncompliance with the bylaws of the Chapter and/or Constitution of StarFleet.
Section 2:
A request to have an Officer removed from office MUST:
a) Be in writing. NO
VERBAL REQUEST WILL BE ACCEPTED.
b) Be submitted by an Active and/or Associate Member(s)
of the Chapter.
c)
The original is to be sent to the Commanding Officer with copies to the
remaining members of the Executive Committee.
d) Detail the reasons for the officer’s removal.
e)
Be signed by ALL the Active and Associate Member(s) of the Chapter submitting the request.
Section 3:
The Executive Committee and the Chapter Parliamentarian shall determine if the request for removal
from office is valid and justifiable by majority vote.
Section 4:
The Chapter
Parliamentarian may vote in determining if the request for removal from office
is
9
valid and justifiable only if there is a tie and their
vote will break the tie.
Section 5:
The Officer who has been requested to be removed from
office will not have a vote, nor will they be allowed to participate in
determining if the request for removal from office is valid and justifiable.
Section 6:
If the request for removal from office has been
determined to be valid and justifiable the Officer, who has been requested to
be removed, will be temporarily relieved of their duties and their seat on the
Executive Committee pending a ruling.
Section 7:
The Order of Succession/Chain of Command (Article
V - Section 2) will be invoked, as determined by the Executive Committee,
to fill the position, and assume the responsibilities of the Officer who has
been temporarily relieved of their duties.
Section 8:
A special meeting of the Executive Committee will be
convened to hear arguments from both sides.
Section 9:
Only one (1) representative, from each side, will be
allowed to present their case.
Section 10:
The Executive Committee will hand down their decision
within seven (7) days after hearing both sides of the case. Their decision will
be final.
Section 11:
If the Executive Committee rules in favor of the
Officer, they will be fully reinstated. If they rule against the Officer, they
will be removed from office and barred from holding any office within the
Chapter for a period of two (2) years and the ruling will be recorded in their
Personal Record.
Section 12:
There are two (2) exceptions to the above procedures for
an Officer to be removed from office (Article
XI - Sections 1 through 11):
a)
If an Officers membership in StarFleet
and/or the Chapter have expired the
Executive Committee can remove them from office without a formal request to
have them removed from office for non-compliance with the Chapter Bylaws (Article III
Section 4-e and Article XIV Sections 4-a through 4-.
b)
If the Officer is removed from office as a result of disciplinary actions (Article XXII Section 2-d).
Article XII
Vacancies
Section 1:
Any vacancy of an office on the Executive Committee must
be filled within ninety (90) days of said vacancy.
Section 2:
The manner in which the office will or will not be
filled will be determined by a majority vote of the Active Members at the next
General Meeting or Special General Meeting of the Chapter.
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Section 3:
Vacancies will be filled in one of the following ways:
a) By appointment of the Commanding Officer.
b) By a Special Election.
c) By the order of succession/chain of command.
Section 4:
In the event a member is selected to fill a vacancy and
they do not meet the requirements for the office they must show proof they
intend to meet the requirements, to hold the office, at the time they accept
the office, to the satisfaction of the Executive Committee.
Article XIII
Chapter Finances
Section 1:
The activities of the Chapter shall be financed by dues paid by the members and by the
proceeds of fund raising activities held from time to time during the calendar
year. In addition, where approved by the Executive Committee, the Chapter, in furtherance of its
purposes, may enter into contracts with and receive and expend grants from
private organizations and business.
Section 2:
The fiscal year of the Chapter shall be from June 1 to May 31 of the following year.
Section 3:
The annual budget of the Chapter, for the coming year, shall be adopted by the Executive
Committee on or before the June Executive Committee Meeting of each year.
Section 4:
The Chapters
Annual Financial Report and Budget for the coming year shall be presented to
the Chapter membership at the June
General Meeting and be included in the July issue of “Thunder”.
Section 5:
The Executive Committee shall annually review and
determine an equitable amount for dues for individual and family memberships
for the Chapter. The amount of dues
shall be sufficient to defray the actual and necessary expenses of maintaining
the Chapter. The Executive Officer
shall notify each member of the current rate for membership dues at least one
(1) month before said dues are to be paid.
Section 6:
All monies for the Chapter
are to be given to the Commanding Officer, Executive Officer, Chief of
Operations or Chief of Communications who will provide a signed, numbered
receipt for the amount received and what it was for.
Section 7:
Payments made to the Chapter (for dues, vouchers, etc.) by check or money order are to
be made payable to “U.S.S. Son Shines”.
Section 8:
No Officer of the Chapter
will receive cash, for the Chapter,
without being able to render a signed, numbered receipt.
Section 9:
All disbursements of Chapter funds must be approved by the Commanding Officer with full
disclosure to the Executive Committee.
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Section 10:
All requests for reimbursements from Chapter funds must be approved by the
Commanding Officer and be accompanied by the receipt/bill clearly indicating
the item(s) and cost of said item(s).
Section 11:
All Officers of the Chapter
shall be reimbursed for their actual and necessary expenses incurred in the
performance of their duties, provided a receipt/bill of such expenses are
submitted and approved by the Commanding Officer. No Officer shall incur any
other liability on behalf of the Chapter,
except with the prior approval of the Commanding Officer. If an Officer chooses
to waive reimbursement for a particular expense incurred on behalf of the Chapter, such waiver shall be noted in
the minutes of the meeting and countersigned by the Officer and Commanding
Officer.
Section 12:
Authorized expenses incurred by a member, on behalf of
the Chapter, which have not been
reimbursed, can not be used in place of monies to be given to the Chapter (for dues, vouchers, etc.).
Monies received by the Chapter must
be in the form of cash, check, or money order.
Section 13:
Checks used for the disbursement of Chapter funds must be signed by two (2) of three (3) officers. The
Commanding Officer (CO), Executive Officer (XO), and Chief of Operations are
the only officers authorized to sign checks for disbursement of Chapter funds.
Section 14:
The Chapter
Cash Box will be in the possession of
the Chief of Operations. There are to be only two (2) keys to the Cash Box and they are to be in the possession of
the Commanding Officer and the Chief of Operations. The Cash Box must be present at all Chapter Meetings. It must contain the Chapter checkbook & Check Register,
Chapter Receipt Book, and all the Chapters petty cash.
Section 15:
No check will be issued where Pay To The Order Of is “Cash” or left blank. No
check will be issued without a clear description of the expense/reimbursement
entered in the Memo portion of the check.
Article XIV
Section 1:
General Elections will take place bi-annually (every two
years).
Section 2:
The General Election process will take place in the
following order:
a)
A list of eligible candidates will be listed in the April issue of “Thunder” or in another method to be announced to the members in
a timely manner.
b)
Nominations will be accepted at the April General Meeting. Mail in nominations
will be accepted for those members unable to attend the April General Meeting.
c)
Mail-in Ballots will be sent to all Active Members no later then one (1) week
after the April General Meeting with a slate of the candidates.
d)
Mail-in Ballots will be counted and the preliminary results announced at the
May General Meeting.
e)
The Mail-in Ballots will be rechecked and recounted with the final results
published in the June issue of “Thunder”.
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f)
The preliminary installation of the new officers will take place at the June
Executive Committee Meeting where both sets of officers, old and new, being
present, where the transfer of any and all materials pertaining to their office
will also take place.
g) The newly elected officers will be formally installed
at the June General Meeting.
Section 3:
Elected Officers of the Chapter will serve a term of two (2) years. The two (2) year term
will begin and end at the June General Meeting following the General Elections.
Section 4:
A member must meet the following eligibility requirements
to run for and hold an office in the chapter:
a) Commanding Officer (CO) and Executive Officer (XO)
1. Be an Active Member of the Chapter.
2.
Show proof of successful completion of StarFleet's
Officer Training School (OTS) and Officer Command College (OCC) (required by StarFleet).
3. Be 18 years of age or older (required by StarFleet).
b) Chief of Operations
1. Be an Active Member of the Chapter.
2.
Show proof of successful completion of StarFleet’s Officer Training
School (OTS).
3. Be 18 years of age or older.
c)
All other Department Heads
1. Be an Active Member of the Chapter.
2.
Show proof of successful completion of StarFleet’s Officer Training
School (OTS).
3.
Show proof of successful completion of their respective Department course from StarFleet Academy.
Section 5:
Nomination procedure -- to take place the year the
General Elections are held.
a)
A Nomination Ballot and a list of eligible candidates will be published in the
April edition of “Thunder“.
b) Only one (1) Nomination Ballot per Active and
Associate Member.
c)
The Nomination Ballot may be mailed in or submitted at the April General
Meeting.
d)
If the Nomination Ballot is mailed in it must reach the Chapters mailing address by the day of the April General Meeting or
it will not be accepted.
e)
Nominations and seconds will be taken from the Nomination Ballots. If a person
receives only one (1) nomination a second will be accepted from the floor at
the April General Meeting from the Active and Associate Members in attendance,
excluding the Active or Associate Member who nominated them on their Nomination
Ballot.
f)
Nomination Ballots MUST be
completed correctly and signed. Any Nomination ballot not completed correctly
and/or signed it will not be accepted.
g) You can not nominate and/or second a nomination for
yourself.
h)
Nomination Ballots will be provided at the April General Meeting for any Active
and Associate Member who has not received, lost, or forgot their Nomination
Ballot.
Additional instruction(s) will be provided either on the
mail-in nomination form or in the April issue of “Thunder. “
Section 6:
Voting procedures -- to take place the year the General
Elections are held.
a)
Voting will be done
by Mail-in Ballots. A numbered ballot, list of candidates, a stamped
addressed
ballot return envelope and instructions for filling out and returning the
ballot will be in a special mailing to be sent to Active and Associate Member
of the Chapter
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within one (1) week after the April General Meeting.
b)
Ballots must be returned, in the envelope provided in the special mailing, and
be postmarked no later than the Monday prior to the May General Meeting.
c)
Ballots will remain sealed until the May General Meeting. They will be opened
and
counted
by the Ballot Counting Team (comprised of Members of the Chapter, selected by the Chapter
members, at the May General Meeting). The preliminary results will be announced
at the end of the May General Meeting.
d)
To insure no ballots were lost in the mail, a list of ballot numbers, which
were counted at the May General Meeting, will be posted
e)
The Grace Period for late ballots shall be the Wednesday following the May
General Meeting. Any ballots received after the Grace Period will not be
accepted and will be discarded, unopened.
Additional instruction(s) will be provided in the
mail-in ballot material.
Section 7:
At a General Meeting, where nominations are being
accepted for a position(s), in the upcoming General Election. And it is known
that a candidate(s) for a position(s) will be running unopposed. Their name(s)
and the position(s) they are running for will be removed from the ballot and
declared the winner(s), by default, by a majority vote of the members in
attendance at the General Meeting where nominations are being accepted.
Section 8:
In the event all the nominated candidates for all the
positions in an upcoming General Election are running unopposed and are
declared the winner, by default. For the position they are running for by a
majority vote of the members in attendance at the General Meeting where
nominations are being accepted, the mail-in ballots for that General Election
will not be mailed, and the General Election declared over.
Article XV
Special Elections
Section 1:
Special Election may be called, to fill a vacant office,
for one or more of the following reasons:
a)
The next General Meeting will not take place within the ninety- (90) day period
as indicated by the Chapter Bylaws (Article XII Section 1).
b)
The vacant office is one of the four- (4) top offices (Commanding Officer,
Executive Officer, and Chief of Operations, Chief of Communications).
c)
If there are four (4) or more eligible Chapter members wishing to run for the
office.
d) If the Chapter
members vote to hold one.
Section 2:
It requires a majority vote of the Chapter Membership attending a General Meeting or Special General
Meeting to hold a Special election.
Section 3:
The procedures for the Special Election will be
determined by the Chapter
Membership, at the General Meeting or Special General Meeting in which the
Special Election was voted for using the procedures for the General Elections (Article XIV) as a guideline.
Section 4:
The Special Election must be announced in the next issue
of the Chapter newsletter prior to
the Special Election.
Article XVI
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Promotions
Section 1:
Promotions
within the Chapter will be based on
three (3) Promotional Factors.
a) A member’s length of time in the Chapter.
b) A member’s contribution to the Chapter.
c) A member’s participation in the Chapter.
Section 2:
A member’s time in the Chapter shall be measured by their
continuous, uninterrupted membership. If a former member rejoins the Chapter, the Executive Committee will
decide if their “previous membership
time” will be reinstated.
Section 3:
When a member has rendered notable service to the Chapter or has promoted the goals and
concepts of Star Trek and StarFleet,
the Executive Committee may elect to have it entered into their Personal
Record. These entries will constitute a member’s contribution to the Chapter.
Section 4:
A member’s participation in
the Chapter will be measured by
means of a Point System and the number of Points will be recorded in their
Personal Record.
Section 5:
Chapter members may informally recommend a member for
promotion but only members of the Executive Committee can formally recommend a
member for promotion. Only the Commanding Officer can promote a member.
Section 6:
The Commanding Officer can not promote a member without
the approval of a majority vote of the Executive Committee.
Section 7:
The Commanding Officer can not promote above the rank of
Commander. Only StarFleet can
promote above the rank of Commander.
Attending a General Meeting………………………………………………………….…………1
Participate in Department program/assignment………………………………………………..1
Recruitment of a new Active member………………………………………………..………….1
Successful completion of a StarFleet course
(With the exception of OTS, refer to Section XVII Point
System, Section 8) ……………..1
Receive Commendation, Award, etc. ……………………………………………………….…2
Away Mission- Coordinator………………………………………………………………..…...3
- Committee Member…………………………………………………………………..…..……2
- Participate only……………………………………………………………………………….…1
Section 8:
The Captain, with the approval of the Executive
Committee, may waive any or all of the three (3) Promotional factors if a
Chapter member has rendered notable service to the Chapter.
Section 9:
The Commanding Officer can award ranks, up to Commander,
to an Honorary or Associate Member of the Chapter.
When this is done it is referred to, as an “Honorary Promotion” and their rank will be an “Honorary Rank. “
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Article XVII
Point System
Section 1:
Points will be used as a means of measuring an Active or
Associate Members participation in the Chapter.
It is only one (1) of three (3) Promotional factors taken into account when a
member is up for a promotion.
Section 2:
Points are to be awarded as follows:
Points may be awarded; other then listed above, as
Special Recognition to an Active or Associate Member by a majority vote of the
Executive Committee.
Section 3:
The following will not earn points:
a) Producing reports required as stated in these bylaws.
b)
Any duties required for an elected office, either by these bylaws, StarFleet, or the Commanding Officer.
Section 4:
Points
awarded for the Department Head will report participation in a Department
program/ assignment to the Executive Officer.
Section 5:
Points awarded for the Away Mission Coordinator will
report an Away Mission to the Executive Officer.
Section 6:
The following is a list of the ranks used within the Chapter and the minimum points needed
to meet the “Participation” requirements for promotion.
Section 7:
Points used for promotion are not accumulative. Once an
Active Member is promoted their point total will be reset as follows:
a)
Within the enlisted ranks their point total will be reset to 10 with the
exception to Article XVII Section 8.
b)
Within the officer ranks their point total will be reset to 75 with the
exception to Article XVII Section 8.
Petty Officer Third Class (PO/3rd) (Automatic for new
members).…………..….……..0
Petty Officer Second Class (PO/2nd)
……………………..…………………………….20
Petty Officer First Class (PO/1st)
……………………….….…….………………………30
Chief Petty Officer (CPO) ……………………………….…………………….…………40
Senior Chief Petty Officer (SCPO)
………………………………………………..…….50
Master Chief Petty Officer (MCPO)
……………………………………..…………....…60
Ensign (Ens.) ……………………………………………………………………OTS or 75
Lieutenant Junior Grade (Lt. j.g.)
……………………………………………..…………100
Lieutenant (Lt.)
…………………………………………………………………..……..….120
Lieutenant Commander (Lt. Cmdr.)
……………………………………………..………145
Commander (Cmdr.)
………………………………………………………….....………175
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Section 8:
When an Active member is promoted, and their point total
was not a factor (i.e.. passing OTS, elected to the office, waived, etc.). And
their total points are below that required for the new rank, the point total
will remain as it is, it will not be brought up to the total points required
for the new rank.
Section 9:
The Commanding Officer can award or withhold points
based on the recommendation of the Executive Committee and/or Away Mission
Coordinator.
Article XVIII
Ranks
Section 1:
Ranks within the Chapter
are the same as those used by StarFleet
and are as follows:
Enlisted Ranks:
a) Petty Officer Third Class (PO/3rd)
b) Petty Officer Second Class (PO/2nd)
c) Petty Officer First Class (PO/1st)
d) Chief Petty Officer (CPO)
e) Senior Chief Petty Officer (SCPO)
f) Master Chief Petty Officer (MCPO)
Officer Ranks:
a) Ensign (Ens.)
b) Lieutenant Junior Grade (Lt. j.g.)
c) Lieutenant (Lt.)
d) Lieutenant Commander (Lt. Cmdr.)
e) Commander (Cmdr.)
f) Captain (Capt.) *
g) Fleet Captain (Flt. Capt.) *
Flag Ranks:
h) Commodore (Comm.) *
i) Rear Admiral (RAdm.) *
j) Vice Admiral (VAdm.) *
k) Admiral (Adm.) *
l) Fleet Admiral (FAdm.) *
·
Denotes ranks only StarFleet may grant.
Section 2:
Since the Chapter
encompasses all of Star Trek its
members may wear the costume of their choosing and the appropriate rank
insignia. The rank insignia does not have to be the same as the rank they hold
in StarFleet or the Chapter.
Article XIX
Away Missions
Section 1:
Away Missions are events or activities that are
sponsored by the Chapter and
approved by the Executive Committee.
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Section 2:
Members participating in an Away Mission will be
representing the Chapter and are
expected to conduct themselves in a responsible manner.
Section 3:
Members participating in an Away Mission are to follow
the direction of the Away Mission Coordinator.
Section 4:
The Away Mission Coordinator is responsible for all
aspects of the Away Mission.
Section 5:
If a member participating in an Away Mission is a minor,
and their parent(s) or legal guardian(s) is (are) not participating in the Away
Mission, the member must present a Mission.
Section 6:
The Away Mission Coordinator is to submit a report to
the Commanding Officer with the following information: “Parental Consent” form (provided by the Chapter) signed by their parent(s) or legal guardian(s), to the
Away Mission Coordinator before participating in the Away
a) Name, location(s), date(s) and time(s) of the
event/activity.
b) A brief but detailed summary of all aspects of the
Away Mission.
c)
A list of
participating members, their duties, points awarded recommendations for
awards,
d)
Commendation or
disciplinary action.
e)
Any and all material
pertaining to the Away Mission.
Article XX
Shore Leaves
Section 1:
Shore
Leaves are non-sponsored Chapter
events or activities.
Section 2:
No points will be awarded for participating in a Shore
Leave.
Section 3:
A report on the Shore Leave is not required.
Article XXI
Disputes and Protests
Section 1:
Any Dispute or Protest a Member of the Chapter has will be handled in the
following manner and order:
a) The individual members should try to settle the
dispute or protest between themselves.
b)
If the dispute or protest can not be resolved between the members or it
involves only one (1) member, they will present their dispute or protest, in
writing, to the Executive Committee. The Executive Committees decision will be
handed down within ten (10) days after the next scheduled Executive Committee
Meeting or Special Executive Committee Meeting.
c)
If the Executive Committee can not resolve the dispute or protest it will be
presented to the members of the Chapter
at the next scheduled General Meeting or Special General Meeting, with the
consent of the member(s) who presented the dispute or protest. The decision
will be by majority vote, by Secret Ballot of the Chapter Active and Associate members attending the
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General Meeting or Special General Meeting.
d)
If the dispute or protest can not be resolved by a majority vote of the Chapter
membership,
it will be presented to the Regional Coordinator of Region Fifteen of
StarFleet or their representative, with the consent of the member(s)
who presented the dispute or protest. The Commanding Officer will provide a
cover letter and all material pertaining to the dispute or protest.
Section 2:
A dispute or protest may be withdrawn for one of the
following reasons:
a)
The member(s) presenting the dispute or protest formally, in writing, withdraw
the request.
b)
If the member(s) who are presenting the dispute or protest do not give their
consent to have the dispute or protest presented to the next level. As stated
in Article XXI - Sections 1a through 1e,
the dispute or protest will automatically be declared withdrawn with or without
the presenting member(s) consent.
Section 3:
Guide lines to be followed in resolving disputes or
protest.
a)
When the dispute or protest is brought before the Executive Committee, the
Commanding Officers vote will be cast only if there is a tie vote and their
vote will break that tie.
b)
Minutes will be taken during all times the dispute or protest is being formally
addressed.
c)
All original material gathered in the resolution of the dispute or protest will
be placed in the disputant’s and protesters
Personal Record.
Article XXII
Discipline
Section 1:
Only the Executive Committee can determine what
disciplinary action will be taken against a Chapter member.
Section 2:
Disciplinary action can take the form of:
a) Reprimand.
b) Loss of Points.
c) Reduction in rank.
d) Removal from Office.
e) Barred from running for or holding an office in the Chapter.
f) Revocation of any or all membership privileges.
g) Revocation of Chapter
membership.
Section 3:
Revocation of membership in the Chapter may be made by a 2/3’s majority vote of the Active and Associate members of
the Chapter at a General Meeting or
Special General Meeting or as prescribed in Article VII Alcohol and Drug Use, Section 7.
Section 4:
All disciplinary action will be entered into the
member's Personal Record.
Article XXIII
Chapter Archives
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Section 1:
The Chapter
Archives will be maintained and updated by the Executive Officer.
Section 2:
All material contained in a member’s Personal Record are to be held in strictest
confidence. Only the member, the Commanding Officer, and the Executive Officer
will have access to this information. Any and all information contained in a
member’s Personal Record is
not to be disclosed without the member’s permission.
Section 3:
With the exception of Article XXIII Chapter Archives Section 2, all other material
contained in the Chapter Archives
will be accessible to all the Chapter members.
Section 4:
None of the original material in the Chapter Archives will be given to any
member, only copies. Original material may be viewed provided the Executive
Officer is present.
Section 5:
All
requests for material from the Chapter
Archives must be made in writing and submitted to the Executive Officer. A
verbal request will be honored but a written request must be provided at the
time the copied material is delivered to the requester.
Section 6:
The Chapter
Archives will contain the following:
a) Chapter
Bylaws.
b) Chapter
Correspondence.
c) StarFleet
Shuttle Certificate.
d) StarFleet
Certificate of Charter.
e) Chapter
Publications.
f) General Meeting and Special General Meeting Minutes.
g) Executive Committee Meetings and Special Executive
Committee Meeting Minutes.
h) Any and all material relevant to the Chapter.
Article XXIV
Chapter Property and Assets
Section 1:
To guarantee the mutual gain of benefits of members, no
member of the Chapter shall have any
interest in, or right to, the property and assets of the Chapter. All property and assets shall be subject to direct control
of and expenditure by the Executive Committee of the Chapter. Should the Chapter
be dissolved or liquidated, or otherwise cease operation, the property and
assets shall first be used to pay all outstanding debts, with any remaining
assets being contributed, on a prorated equal basis, amongst all then existing StarFleet Scholarship Funds, on behalf
of the Chapter membership.
Article XXV
Chapter Parliamentarian
Section 1:
Constitution/Bylaws,
and Robert’s Rules of Order.
They must have in their possession at all General Meetings, Special General
Meetings, Executive Committee Meetings and Special Executive Committee Meetings
an up-to-date copy of the Chapter
Bylaws, StarFleet
Constitution/Bylaws,
and Robert’s Rules of Order.
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Section 2:
The duties of Chapter
Parliamentarian are detailed in Robert’s Rules of Order. They will also have the authority to
interpret the Chapter Bylaws. They
will also have the authority to interpret or obtain interpretation of the StarFleet Constitution/Bylaws, and
Robert’s Rules of Order.
Section 3:
The position of Chapter
Parliamentarian will be appointed by the Commanding Officer with the approval
of the Executive Committee. Chapter
members may submit nominations for the position.
Section 4:
The position of Chapter
Parliamentarian will be for a term of two- (2) year. The two (2) year term will
begin and end at the June General Meeting.
Section 5:
In the event the position of Chapter Parliamentarian is declared vacant, the position must be
filled within ninety (90) days of the next scheduled General Meeting. Until the
position is filled the Executive Committee will discharge the duties of the Chapter Parliamentarian.
Section 6:
The Chapter
Parliamentarian will make themselves available at all Chapter General Meeting, Special General Meetings, Executive
Committee Meetings, and Special Executive Committee Meetings.
Section 7:
The Chapter Parliamentarian
must be an Active Member of the Chapter
and have completed OTS (Officers Training School) and OCC (Officers Command
College).
Section 8:
The Chapter
Parliamentarian is an Officer of the Chapter but they are not a member of the
Executive Committee and do not have a vote at Executive Committee Meetings and
Special Executive Committee Meetings except per Article XI Section 4.
Section 9:
The Chapter
Parliamentarian can be removed from office by request, as stated in Article XI, or for not attending 80% of
the scheduled General Meetings, Special General Meetings, Executive Committee
Meetings, and Special Executive Committee Meetings without prior approval of
the Commanding Officer.
Article XXVI
Conflict of Interest
Section 1:
When an Active or Associate member of the Chapter believes a Conflict of Interest
has arisen they must present it at a General Meeting, Special General Meeting,
Executive Committee Meeting or Special Executive Meeting, either in writing or
verbally. If verbally it must be done during the meeting so it can be entered
into the meeting minutes.
Section 2
The Executive Committee will make a ruling on the
Conflict of Interest at the next
scheduled
Executive Committee Meeting or Special Executive Committee Meeting. Their
ruling
will be relayed to the member(s) who brought the matter before the committee
and the affected member(s) within seven (7) days following the ruling.
Article XXVII
Security Procedures
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Section 1:
If a Chapter
member(s) or non-member(s) is (are) requested to leave a Chapter activity/event the person(s) will be provided every
opportunity to leave of his or her own accord. If they refuse to leave the
chairperson or coordinator will contact the proper authorities to have the
person(s) removed. At no time will a Chapter
member or non-member use physical force against the person(s) unless in defense
of life and limb of themselves or others.
Article XXVIII
Chapter First Aid Kit
Section 1:
The Chapter
First Aid Kit is for the treatment of minor injuries only. If the injury is
other then a minor one it will be the chairpersons or coordinators
responsibility to call for proper emergency assistance.
Section 2:
The Chapter First Aid Kit will be provided at all Chapter activities/events where one is
not already available at the location of the activity/event. It will be the
chairpersons or coordinator responsibility to ensure a First Aid Kit/supplies
will be at the location and how to call for proper emergency assistance.
Article XXIX
Responsibility for Chapter Members Who
Are Minors
Section 1:
When a Chapter
member is a minor, they are to provide a “Parental Consent” form (provided by the Chapter) which the minors parent(s) or legal guardian(s) must sign,
before they can become members of the Chapter
or participate in any Chapter
activities/events.
Article XXX
Section 1:
Under no circumstances will the Chapter assume any responsibility or liability for the safety,
health or well being of any member or guest whatsoever.
Section 2
Under no circumstances will the Chapter assume any responsibility or liability for the loss, theft
or damage of any members or guest property whatsoever.
Article XXXI
Amendments
Section 1:
These Bylaws may be amended, repealed or superseded,
either in whole or in part by a 2/3’s majority vote of the Active and Associate Members of
the Chapter.
Section 2:
A motion for amending the bylaws must be presented at a
General Meeting in accordance with Robert’s Rules of Order where not inconsistent with the
parliamentary authority of the Chapter.
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