May 2002
BY
LAWS OF THE
The purpose of these Bylaws are to establish rules for the operation, conduct of activities and affairs of the association. The Bylaws may be amended by the executive committee, subject to the approval of a majority of the general membership present at the next scheduled assembly meeting. After approval by the membership, amendments will be published, distributed and made part of the document.
ARTICLE I
General
This association shall be known as the MAKALAPA CHIEF PETTY OFFICER�S ASSOCIATION (MCPOA). The Makalapa CPOA may consist of all Active, Reserve, Retired and Initiated �Chiefs� of other services, assigned on the island of Oahu. This association serves as a forum for discussion of common problems, requirements, goals, and other matters as appropriate for the association.
Article II
OBJECT
The object of the Makalapa Chief Petty Officer Association (CPOA) shall be to foster Esprit de Corps amongst the Chief Petty Officers assigned to the staffs of, Commander in Chief, U.S. Pacific; Commander in Chief, U.S. Pacific Fleet; Joint Intelligence Center Pacific; Naval Pacific Meterological Center; Naval Security Group Activity, Pearl Harbor; and Personnel Support Detachment (PSD) Pearl Harbor. Additionally, the Makalapa CPOA shall; promote the ideals that embody the traditions of Naval service, provide a forum for members, families and friends to socialize, keep members informed on United States Naval matters whereby we may continue to loyally serve the nation and the United States Navy; provide an instrument capable of assisting members in need whenever and however possible, encourage a high degree of professionalism from all members by offering a free interchange of ideas between members; and provide a free flow of information and concerns affecting the CPO community to the respective Commanding Officers.
ARTICLE III
MEMBERSHIP
1. Membership in the Makalapa CPOA shall be limited to Chief Petty Officers of the United States Navy and other individuals who meet the requirements as outlined in subparagraph (b) to this section, and approved by a majority vote of the membership.
a. Regular membership shall be open to all current and retired Chief Petty Officers of the United States Navy. Only regular members in good standing may vote on Makalapa CPOA business.
1. Dues. Dues are established by a majority vote
of the membership. A member whose association dues are not two or more months in arrears are considered a member in good standing. Members who are in excess of two months (60 days) in arrears of their dues will be given one 30-day period to alleviate this obligation, not to exceed 90 days. Failing to do this, they shall be dropped from the association roster. To be reinstated and become a member in good standing, all past obligations must be liquidated. In addition, if you are considered �not in good standing� outside of 60 days without payment, member is not eligible to vote or hold office.
b. Non-Voting members must be sponsored for membership by a regular member in good standing and shall be comprised of the following:
1. Associate Members: All retired military personnel in pay grades E7 through E9 that were formally members of the other three branches of the armed forces and U.S Coast Guard.
2. Honorary Members: May be extended to all present members of the United States Armed Forces and the Armed Forces of our Allied and NATO countries, allied personnel serving in paygrades E7 through E9, or their respective equivalent, active or retired, assigned to Pearl Harbor, Hawaii area for temporary duty.
ARTICLE IV
Election of Officers
SECTION 1. The governing body of the association shall be the executive committee consisting of the President, Vice President, Secretary, Treasurer, Master-at-Arms, and chairman of any standing committee. It is consistent with their duties and responsibilities to ensure all meetings, committees, and activities comply with the spirit and intent of the Makalapa CPOA Bylaws. These officers shall perform the duties prescribed throughout this constitution and as outlined in ARTICLE VI.
SECTION 2. The election of officers shall be held during the regular membership meeting held in January of each year, a nominating committee of two regular members, in good standing (This person can�t currently be in an officer position and is not running for an elected position).. shall be appointed by the President (Both members will tally votes and inform the President of those results and results of all elections will be made a matter of written record for the association). Note: Announcement of upcoming annual elections will be held in November. December will be the close-out month for nominations and results will be announced at the January regular membership meeting.
SECTION 3. Each elected officer will serve a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected. Their term of office shall begin immediately upon the completion of all elections for officers. In addition, each officer is required to publish and make available their name and phone numbers to the membership.
SECTION 4. Election of officers shall require a majority vote. Voting will be placed via e-mail keeping a �two person� (the nomination committee) integrity followed by straggler voting of those present at the regular membership meeting. When more than two candidates have been nominated for office and none receive a majority vote on the first ballot, the President shall drop the nominee(s) receiving the least number of votes. A second vote on the remaining candidates will be held. In the case of a tie, the incumbent President will cast the deciding vote.
SECTION 5. No member shall hold more than one office at a time. Only regular members of the Makalapa CPOA in good standing are eligible to hold an office of the Makalapa CPOA.
SECTION 6. In the event of a vacancy in the offices of the Makalapa CPOA, the following will apply: Should the position of President become vacant, the Vice President will assume the office of the President. Note: Special elections may be called by the President to fill any offices that have been prematurely vacated.
ARTICLE V
SECTION 1. The officers of the Makalapa CPOA, and the Command Master/Senior Chiefs of the Makalapa CPOA commands shall constitute the Board of Governors.
SECTION 2. The Board of Governors shall have general supervision and make recommendations to the Makalapa CPOA, and shall perform such other duties as specified in these by-laws or as directed by the President. The Board of Governors shall be subject to the orders of the Makalapa CPOA, and none of its acts shall conflict with action taken by the association.
SECTION 3. Meetings of the Board of Governors shall be held when called by the President, or when requested by at least two members of the Board of Governors. At least three members of the Board of Governors must be present in order to conduct business.
ARTICLE VI
SECTION 1. The Office of the President shall be an elected office voted on by the membership. The term of office shall be a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected. The President shall preside over all meetings and is empowered to..
a. Act in the best interest of the association in all
emergency matters where time will not permit calling a general assembly or executive committee meeting.
b. Table any floor discussion, for resolution by the
executive committee, to maintain peace and harmony of the association.
c. Ensure that all association activities abide and
are governed by the spirit and intent of these Bylaws.
d. Call Special meetings as necessary.
e. Ensure the association is aware of the arrival of
any new personnel who are eligible for membership and ensures the new Chief is extended an official invitation.
f. Appoint committees and committee chairpersons as
required.
g. Cast the deciding vote in case of a tie on a motion
or election before the membership.
h. Ensure the expenditure of funds are in accordance
with the association and Bylaws.
i. Is expected to support all CPOA functions by
attendance, or have proper representation by the Vice President.
j. The President shall chair all meetings and act as the official spokesperson for the Association; affect any liaison necessary with other organizations or associations.
Section 2. The Office of the Vice President shall be an elected office voted on by the membership. The term of office shall be a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected. The Vice President shall assist the President as directed and perform as President in the absence of the President and is responsible for the following:
a. Act as parliamentarian during regular meetings.
b. Is expected to support all CPOA functions by
attendance.
Section 3. The Office of the Secretary shall be an elected office voted on by the membership. The term of office shall be a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected.
a. Record the minutes of all regular and special
meetings of the association and make copies available to the members via e-mail. Read the minutes of the previous meeting; all minutes are to be made part of the association history.
b. At the beginning of each meeting, take a muster,
determine if a quorum is present for voting purposes, and inform the President and include in the minutes.
c. Handle association correspondence as directed by
the President.
d. Be the official vote counter at elections and for
motions at meetings, reporting results to the President and maintaining results as a permanent part of the association records.
e. Perform such other duties as assigned by the President.
f. Support all CPOA functions by attendance.
g. Maintain a record of necessary information on each
member, with expected arrivals, to include rate, full name, PRD, command or activity to which attached, date or rate and eligible/approved retirement date.
h. Forward a welcome aboard invitation to prospective member.
Section 4. The Office of the Treasurer shall be an elected office voted on by the membership. The term of office shall be a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected.
a. Provide assistance and/or advice to retiree�s and sponsor�s in procuring plaques and shadow boxes as appropriate.
b. Collect dues and maintain necessary records related to the collection and disbursement of funds. Contact members who exceed two months in arrears for a statement of intent�allowing them no more than 90 days delinquency.
c. Receive and bank additional funds received for extra-curricular association activities.
d. Disburse funds as approved by the membership as set forth in these Bylaws.
e. Read the treasury report, and provide a monthly report of all CPOA funds to the Secretary for inclusion in the minutes of the meetings. Annually or during change in elected office, submit copies of the monthly reports to the Command Audit Board for review.
f. Provide funds for the purchase of flowers/gifts for special occasions such as sickness, etc.
g. Maintain custody of the petty cash fund if deemed necessary.
h. Maintain the CPOA Roster according to the accounts of paid members.
i. Perform such other duties as assigned by the President.
j. Support all CPOA functions by attendance.
Section 5. The Office of the Master-at-Arms shall be an elected office voted on by the membership. The term of office shall be a minimum of one year, but, may serve any number of consecutive terms, providing the nomination is willingly accepted by the membership or until their successors are elected.
a. Maintain order and proper discipline at all meetings.
b. Perform such other duties as assigned by the President.
c. Perform 50/50 drawings during regular meetings.
e. Support all CPOA functions by attendance.
Section 6. Committee Chairpersons. Chairpersons of each committee formed are considered officer duties and those positions are required to attend each officer preparatory meeting and support all CPOA functions by attendance.
Section 7. At the President�s discretion, the position of Caterer shall be appointed and will normally be a junior Chief of the CPOA. The Caterer will serve as prompted and is responsible for the following:
a. Coordinating and publicizing all CPOA functions.
b. Coordinate with the Treasurer the payment of all
debts incurred at any CPOA social functions.
c. Perform such other duties as assigned by the President.
c. Support all CPOA functions by attendance for that
certain event scheduled.
Section 8. Members of the Makalapa CPOA are normally bound to attend the regular meetings whenever their presence on duty is not essential to the mission of their command. Each member is responsible for payment of dues to the Treasurer and bringing ideas and suggestions to the attention of the members for the good of the association.
ARTICLE VII
MEETINGS
SECTION 1. The regular membership meetings of this association shall be held at least monthly or unless otherwise ordered by the President, or by the Board of Governors.
SECTION 2. The regular meeting held in January shall be for the purpose of electing association officers, receiving reports of officers and committees, and for any other business that may arise.
SECTION 3. Special meetings may be called by the President, the Board of Governors, or upon written request from at least 20 members of the Association. The purpose of the meeting shall be stated in the request. Except in cases of emergency, at least three working days notice shall be given. The meetings shall be held at a location suitable for the purpose. The Board of Governors shall be responsible through the secretary for notifying all members of the date, time and location of each meeting.
ARTICLE VIII
Committees
1. The President, upon approval of the majority of the
members present at a meeting, may appoint and/or remove any member of standing and/or special committees as necessary.
2. Committee chairpersons shall be appointed by the President from the membership as necessary. Such appointments of membership may be made in addition to other offices held by the members within the association. All committee chairpersons shall report to the President at regularly scheduled meetings and are responsible for the following:
a. Convene the committee as necessary.
c. Present a report to the Makalapa CPOA at each
monthly meeting. If absent, the committee chairperson shall appoint a designated alternate to deliver the report.
d. Perform functions as prescribed by the President.
2. Standing committees may be established by the President
with approval of a majority vote of members present at a regular meeting, with the exception of those committees that are otherwise defined in these Bylaws. The following shall be standing committees comprised of a committee chairperson and other members as necessary:
a. Initiation Committee. Command Master Chiefs will serve as advisors to the Initiation Committee.
b. This committee shall be chaired by a volunteer
member of the Makalapa CPOA and be comprised of all CPO�s in within the CPOA on a voluntary basis. The initiation committee is responsible for the following:
(a) Convene prior to 30 May.
(b) Make all preparations for the initiation.
ARTICLE IX
SECTION 1. The dues of the Association shall consist of an annual fee of $24.00. Note: If you are within your transfer year, you only need to pay two dollars ($2.00) per month up until your transfer month. Dues shall be paid to the treasurer either in advance or as they become due. The dues shall be the primary source of income for this association.
SECTION 2. Officers of the association are exempt from the paying of dues for the term of their office.
SECTION 3. Special assessments (not dues) may be levied in the event regular dues are insufficient to support special association functions or activities. Special assessments will require a majority vote of the regular membership.
SECTION 4. Dues and assessments paid are not reimbursable.
ARTICLE X
EXPENDITURES
SECTION 1. The President may authorize expenditures of equal to or less than one hundred dollars ($100) for retirement shadowboxes without a majority vote of the membership. To be eligible for retirement benefits, the member must have been a member in good standing for at least 24 months preceding the expenditure. Special circumstances to this clause shall be put to a vote by the association. The association can also make expenditures for transfers, presentations to new Chiefs, flowers for a member or member�s dependent that becomes hospitalized, or death within immediate family.
SECTION 2. The President shall be authorized to make special expenditures for association business when the members are not able to give approval. Such expenditures may not exceed one hundred twenty-five dollars ($125.00). In the event of an emergency arises where members are not available to give approval, the President is authorized to make a special expenditure for association business only when approved by a majority vote of the Board of Governors and may not exceed three hundred dollars ($300.00).
SECTION 3. All association funds will be maintained in a checking account of a selected banking institution. The account will be in the name of the Makalapa Chief Petty Officer�s Association and only the association officers of President, Vice President, Secretary and Treasurer will have check signing authority.
SECTION 4. All expenditures, except as provided for in SECTIONS 1 and 2 above shall be approved by a majority vote of the regular membership present at the regular or special membership meetings.
ARTICLE XI
CPOA FUNDS
The Makalapa CPOA is a private, unaffiliated, professional organization, and, as such, is subject to the rules and regulations imposed upon non-appropriated funds activities as promulgated by the Navy Comptroller. Accountability for assets, satisfaction of liabilities, disposition of any residual assets lies with the President.
1. The voting membership is liable if the assets of the
CPOA are insufficient to discharge all liabilities approved by the membership.
a. Authorized disbursements are:
(a) Those voted and approved by a majority of
the voting membership present at a legally constituted association meeting.
(b) Extraordinary expenditures which can�t be delayed until approved by the voting membership must be authorized by the President and may not exceed $150.00. In the event the President is unavailable, the Vice President is authorized to expend such funds.
b. The following are authorized funds:
(a) The official CPOA checking account. All monies received by the association will be deposited in the associations checking account. All authorized disbursements will be made by check from the associations checking account, except when only cash is accepted and a receipt is provided.
(b) A $125.00 petty cash fund may be created at the President�s discretion for such circumstances when cash is required. All disbursements of cash require receipts Replenishment of the petty cash fund may be made as necessary.
(c) Funds will be collected for dues and may be earned through participation of the CPOA in command/committee approved fund raising events.
(d) No individual group of individual, including the membership, may receive monetary gain for participating in the association, except as authorized by the membership in the form of awards, plaques, flowers, etc. Evidence of monetary gain by individuals may be cause for dissolution of the CPOA and appropriate disciplinary action.
(e) Individuals must be a member for the year prior to transfer, separation, fleet reserve, retirement and in good standing in order to receive a plaque from the CPOA.
SECTION 1. The President will cause the financial account of the association to be audited at the time of election, re-election, or change of treasurer, or as directed by the Board of Governors.
SECTION 2. The accounting records of the association shall be audited by a non-participant of the association and must be in the paygrade of E7 through E9, and may NOT be a member of the Board of Governors. The audit shall consist of, but not limited to the following:
a. A thorough check to ensure that all transactions were properly recorded and that accounts were posted in a timely manner.
b. An inventory of any association owned property.
c. An account of cash on hand and a reconciliation of accounts payable and other liabilities.
d. An audit report will be submitted to the President immediately upon
conclusion of the audit.
ARTICLE XIII
DISSOLUTION
1. In the event this association should be dissolved, the
following procedures shall govern:
a. The President shall order an immediate audit of association assets, liabilities and records.
b. The Treasurer shall conduct the audit to determine total assets and total liabilities and render a report of financial status to the executive committee.
c. Upon receipt of the audit the President shall report the findings to the full membership at a special meeting. The President shall ensure adequate publicity to permit maximum attendance at this meeting.
d. At this special meeting, a majority vote of all members present shall determine what action will be taken to meeting association liabilities, and dispose of any residual funds or physical assets.
e. All legal residual liabilities must be discharged by means of a pro-rate assessment against each and every member of record on the first day of the month in which the dissolution of the association was initially voted.
f. Members whose dues are in arrears for less than 60 days at the time of dissolution will be assessed their dues at the full rate of $2.00 per month plus any assessment of association liabilities.
ARTICLE XIV
AMENDMENT OF THE BY-LAWS
These by-laws may be amended at any regular meeting of the association by a majority vote of members present, provided that the amendment has been submitted in writing at the previous regular meeting. Amendments to these by-laws will be forwarded to all members of the Board of Governors.
ARTICLE XV
Conducting Meetings
1. The regular association meeting will be held on the
fourth Friday of each month at 1400. The location will be Oceans unless otherwise stated and the Hail and Farewell location will be determined and published.
2. Executive committee will meet once per month at a place and time determined by the President.
3. Special meetings may be called at the discretion of the President. All special meetings will be posted 72 hours in advance if possible.
4. The following shall be the order of business at the regular meetings. This order may be modified by the President when the occasion dictates:
(a) Reading and acceptance of the Treasurer�s report.
(b) Reading of the recorded minutes of the last regular meeting for confirmation.
(c) Discussion for the good of the association members, such as a sickness, health, retirement, etc.
(d) Committee reports.
(e) Old business.
(f) New business.
(g) Any other business of interest of the association.
5. One-third of the total Makalapa CPOA voting membership shall constitute a quorum. At the start of any meeting, a count will be made to ascertain if a quorum is present prior to the commencement of business. A quorum is required for any amendment for these Bylaws. A majority vote shall carry any motion.
6. Roberts� Rules of Parliamentary Procedures will govern all meetings within the Makalapa CPOA.
SECTION 1. This association is not an instrumentality of the United States; it is self-sustaining and will not receive financial assistance from appropriated or non-appropriated funds. Members of the association shall not receive compensation, incidental or otherwise, by reason of their membership in the association.
SECTION 2. This Association fully supports the DOD policy on equal opportunity and will not discriminate in membership eligibility on the basis of race, color, religion, national origin, or sex. This Association will not accept invitations from any organization nor will it participate in any activity that does not conform to DOD policy on equal opportunity or that discriminates on the basis of race, color, religion, national origin, or sex.
BOARD OF GOVERNORS
COMMAND MASTER CHIEF
USCINCPAC
NSGA PEARL HARBOR
________________________ _____________________
COMMAND SENIOR CHIEF PSD, PEARL HARBOR
NMPOC
2002 ELECTED OFFICERS
_______________________ ______________________
YNCS(SW/AW) Chris Adams CTACS Jeff Conrad
PRESIDENT VICE PRESIDENT
________________________ ______________________
YNC(SCW) Kay Miller SKC(SW) Chris Swoboda
SECRETARY TREASURER
________________________
CTMC(SS/SW) Randy Beeney
Master-at-Arms
________________________
ITC Renee Dela Cruz
Fund-Raising Committee Chairman
________________________
CTACS Jeff Conrad
Standing Committee Chairman for Initiation
