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Cape May CPOA Standing Rules Section
l. Officers and Duties A.
Officers The Officers of the
Chapter shall consist of a President, Vise President, Secretary, Treasurer and
Board of Directors (BOD). The board of Directors will consist of all the
Chairmen of the Standing Committees as designated herein and the Immediate Past
President. B. Duties 1. The President shall
preside at all meetings of the Chapter. He/She shall put to a vote all motions
regularly moved, seconded and discussed. The President shall make no motion nor
vote on any motion unless the voting is tied, in which case he shall cast the
deciding vote. The President shall represent the Chapter in all relations and
shall have the authority to designate any Officers or members to represent him
at public ceremonies and meetings. He/She shall call for and audit of the
books at lease once a year or upon the Treasurer's relief. a. He/She shall
appoint chairman for all committees listed under ARTICLE-IICOMMITTEES. b. The President may appoint a parliamentarian and a master-at-arms. c. He/She shall seek the
advise of the Chairman of the Chapters committees who are designated to the
Board of Directors. d.
He/She shall call a meeting once a month for the general membership or,
if in his/her judgment it is vital, he/she may call an emergency meeting. 2. The Vice-President, in the absence of the President, shall perform
the duties of that office. In the event of a vacancy of the President, the
Vice-President shall complete the un-expired term. a. He/She shall assist the
President in the execution of the duties of that office and shall perform all
duties delegated him! her by the President. b. He/She will assist all committee chairman in their duties and is a
member of all committees. c. He/She will run all Board of Directors Meetings. 3. The Secretary shall be the assistant to the President and the
board of Directors in carrying out administrative duties of their office. He/She
shall maintain a file of all correspondence with this chapter whenever any
changes occur. He/She shall notify National of any change in Chapter Officers.
He/She shall maintain the minutes of all meetings and a file on the Constitution
and By-Laws and Standing Rules. He/She shall maintain the original and any
amendments of regulations that have been adopted. 4. 4. The Treasurer shall be the finance, disbursing and
purchasing Officer of the Chapter. He/She shall receive and account for all the
money paid to the Chapter and deposit it in the account. He/She shall disburse
all monies as voted on by the membership or the BOD. Ha
a. He/She will keep the financial books, records and accounts of receipt
and disbursements, so as to disclose the condition at any time b. He/She will set
aside funds as line items as directed by the BOD, General Membership, or the
following committees: Fundraising, Long Range Planning, Kids Fund or special
chapter functions. He/She will take into account upcoming chapter events and set
aside adequate funds to cover the event. c.
There SHALL BE TWO SIGNATURES FOR EACH CHECK. The Officers of the chapter shall
be the only people authorized to sign checks. d. He/She will be available
to attend committee meetings at the request of the Committee Chairman e.
He/She will have the checks ready for Education Committee for the June
Membership meeting. 5. The Board of Directors shall be
responsible for maintaining liaison with the personnel they represent. The Board
of Directors will act in the best interest of the General Membership. A meeting
of the Board of Directors will occur one week prior to the monthly general
membership meeting, at a place and time set by the BOD. The purpose of this
meeting will be to prepare and organize the material for the next general
membership meeting to enable the meetings to be completed in a timely manner. Section
2. Nominations and terms of Office A. Nominations 1. During the
October general membership meeting a nominating and ballot committee will be
formed. This committee will coordinate acceptance of candidates, receive, count
and prepare a report of the results. Nominations will be accepted until the
close of the November general membership meeting.
2. Nominations may be made by any member of the chapter, but are subject to
acceptance by the nomInee. 3. A nominee may
decline. B. Elections. 1. All officers (except the Board of Directors) shall be elected by
secret ballot in January of each
calendar year. 2. Ballots will be
mailed as an enclosure to the December Newsletter. C. Tenure. 1. Terms of office shall be for one year beginning after installation, which shall be held in the first part of February D. Succession. 1.
An officer of the chapter may be reelected to a second term of office, total
tenure not to exceed two consecutive years in the same office.
. E. Vacancies. 1. The President shall
fill by appointment any vacancy among the Officers of the Chapter for the
remainder of the un-expired term of office, subject to a majority approval of
the Board of Directors. 2. If the office of President should become vacant, the Vice-President will automatically assume the duties of the President for the remainder of the term. Upon assuming office, the new President will appoint the senior member of the Board of Directors as acting Vice-President for the remainder of the term. Such member shall also retain his duties as a member of the Board of Directors.
ARTICLE 11- COMMITTEES Section 1. Working CommitteesA. Formation. 1. The formation
and subsequent termination of working committees shall reflect the needs of the
chapter. B.
Appointment. 1. Committees
shall be solicited and appointed from the membership of the chapter by the
President. Section
2. Standing Committees A. Composition 1. The following
committees shall be termed "Standing Committees", the chairman to be
appointed by the President. Additional members of the committee will be selected
by the chairman as needed. B.
Standing Committees. 1. Sick and
Distressed. 2. Public
Affairs. 3. Fund Raising 4. Hail and
Farewell 5. Activities 6. Community
Involvement 7. Long Range
Planning Committee 8. Education Committee 9. Membership 10. Silver
Lifetime Committee 11. Patient
Advisory C.
Committee Responsibilities. 1. Duties of each
committee is described as follows: a. Sick and
Distressed: The objective of the Sick and Distressed committee if the CPOA is 1. To be aware of any active duty or retired member (and/or their
dependents) of this chapter, who are recovering from hospitalization or a
significant illness, have had a personal tragedy or loss in their immediate
family. 2. Upon notification of
such a situation, the association will make a one-time expenditure of up to
$30.00 for a get-well gift (card, flowers, fruit basket, etc) and a one-time
expenditure of up to $100.00 for a death or personal tragedy. A $50.00 check
will be presented to the family of a new born for the purchase of a car seat or
as the family sees fit if they already have one. b. Public Affairs: Primary
responsibility is to take pictures at all CPOA events including charity events,
softball games, holiday events, some impromptu photos and initiations. This
committee will insure that all individuals who successfully complete the chief s
initiation receive a photo of the event and when possible, take pictures of CPOA
events. All pictures taken are likely for forwarding the CHIEF Magazine and
other publications of media that promote a positive image of the CPOA. c. Fund Raising: * (The Fund
Raising Committee will consist of a Chairman and Cochairman at all times). The
objectives of the Fund Raising committee if the Cape May Chapter of the CPOA are
as follows: (1) Ensure that all
scheduled fundraisers are well represented by the CPOA members. (2) Ensure that
after all fundraisers that the area is clean. (3) See that
there is always an adequate amount of supplies available for use. (4) Turn in
reports with all proceeds once a week to the chapter treasurer. (5) Ensure that
all rules are enforced (6) Ensure that
all the players conduct themselves in a courteous manner at all times. d. Hail and Farewelll Membership: (1)
Hail- Send incoming CPO’s our CPOA welcome letter with a copy of our latest
newsletter. This committee may provide incoming CPO's any assistance needed or
requested that the member's regular CO sponsor may not provide. (2) Farewell- In accordance with Standing Rule
3., provide for plaque or letter as appropriate.
(3) Committee will schedule annual Hail & Farewell Luncheons or
Dinners as deemed appropriate for presentation of plaques/letters and
recognition of newly arrived CPO's. Hail will be for all incoming CPOA members
only. Letters of Appreciation will be issued to those CPOA members who are not
Cape May Chapter members.
f.
Activities:
The Activities Committee shall
organize activities and functions to benefit the CPOA and/or all hands. The
intent is not to interfere with the functions sponsored by TRACEN Special
Services or other organizations on the Training Center, but to supplement. These
activities incl ude, but are not limited to: (1) Annual CPOA Installation Dinner/Dance in January (2) Annual CPOA Outing (3) Annual CPOA Softball Tournament (4) Annual Fallen
Comrades Golf Tournament (5) Annual Chiefs
kids Christmas Party WI CPOAA g. Community
Involvement: This committee will act
as a liaison for volunteer work projects between the local community and the
chapter. This committee will: (1) Find worthwhile projects that the chapter can participate in lending
a hand to the community in witch they work and live. (2) Insure the projects
that the chapter volunteers for are non-profit in nature, (3) Insure the work produced by the chapter volunteers does not result
in a financial reward for anyone individual. (4) And insure the work
projects are not affiliated with any political organization. h. Long Range Planning Committee: This committee will establish procedures to enhance the chapter's
ability of meetings the goals of the Chief Petty Officers Association.
Activities and community involvement events should be well planned in advance
with the appropriate committee chairpersons ensuring positive results. 12/1i. Education Committee:
This committee will form in December of each year to set up the rules for the
scholarship packages. The
Chairman of this committee is NOT a voting member and the committee and the
committee shall consist of at least three voting members. The chairman shall : (1)
Make the arrangements with the Secretary to send out the scholarship information
in the February Newsletter. (2)
Upon receipt of each scholarship package, the Chairman shall determine if the
applicant meets the criteria as set by the committee. (3) Ensure the names of
the individuals are completely backed out in the copies of the packages used by
the voting members to determine the winners. The originals will be kept by the
chairman in a safe place in case other copies are needed. (4) Schedule and run.all
meetings with the voting members of the committee. Winners should be determined
early enough to notify the Membership, the Treasurer, and the winners so they
are present at the June Membership Meeting. (5) Eligibility for the CPOA Scholarship Award criteria shall define an active member the same as in Standing Rule #3. j. Silver Lifetime Committee: The
Silver Lifetime committee will consist of a Chairman and at least thee members
desiring to participate on this committee. The Chairman is responsible for: (1)
The Chairman shall meet quarterly with at least three members and present to the
committee any nominations
of a member(s) that meet the criteria set in Standing Rule #3. (2)
The Eligibility the Silver Lifetime committee shall look for will be: "
Member in good standing with the Chapter, Past or _resent BOD member or Chapter
Officer, or has been an active participant in community events. ARTICLE III - STANDING RULES Section 1. Standing RulesA. Standing Rule 1. Up to $100.00 may be authorized to be expended by the chapter officers,
and up to $1,000 may be authorized to be expended by a majority vote of the
Board of Directors, without the prior approval of the general membership, it, in
their judgment, it is necessary and no general meeting is scheduled. B. Standing Rule 2. A moment if silence will be observed at the end of each general
membership meeting for our comrades who have gone before us. C. Standing Rule 3. Plaques of appreciation will
be given to departing Cape May chapter members who were active in out chapter's
activities. Additional certificates/plaques for an individuals demonstrating
superior activity in the chapter will be voted on by the Board of Directors. The
awarding of a Plaque of Appreciation would include, but not limited to: 1. Dues are paid on time, and 2. Member has attended at
least 6 Chapter General, BOD, or special meeting within the past year,
and, 3. Have participated in at least one committee project in the past 12
months, or, 4. If a Chapter member for
less than one year, have attended at least half of the General, BOD, or
special meetings while a Chapter member. Letters of Appreciation will be given to those departing CPOA members
(chapter and non-chapter) whose dues are paid on time, but do not meet the
criteria of items 2 through 4 above. Section 2. Changes to Standing Rules. A.
Changes will be made to these standing rules when presented at a general
membership and voted-in by the general membership CPOA
STANDING RULES SUMMARY
OF CHANGES 16
JUNE 1993 1.
(Sick and Distressed) ADD* A $50.00 check will be presented to the family
of a newborn for the purchase of a new car seat or as the family sees fit if
they already have one. 2. (Initiation) REMOVE*
removed EECEN as location for CPO initiation. 3. (Initiation) Add*
(Food will be arranged by the initiation committee at a fair price either by
using CGES or other appropriate sources). Food will be provided by the EM Club
food director at a fair price agreed to by the director and the Committee. 4.
(Initiations) ADD*(A11 pending medical
conditions which could cause harm to the initiate
should be brought to the attention of the Sponsor and Initiation
Committee. 5. (Initiations)
ADD* As a final note, at no time will
any of the spectators put or dump any type of food or beverage on the initiate(s).
While this type of activity may be amusing to some, this type of behavior is
unacceptable. 6.
(Initiations) ADD* (12) Master At
Arms-The Master At Arms will be appointed by the Judge or Initiation Committee.
The MAA will ensure the proper conduct of all spectators, collect all fines
imposed by the judge, usher in/out of initiate, and enforce any other laws
imposed by the judge. 7.
(Bingo) ADD* d. *(The Bingo Committee
will consist of a Chairman and Co-Chairman at all
times). 8. ADD*
Standing Rule 4. Add* For any member of
the Cape May Chapter who attends the Chief Petty Officer's Academy, a donation
of$150.00 will be sent to the class he/she attends. The purpose if this donation
is to offset the finances for academy class activities, not pay for the members'
dues. 16 Feb 1994 1. Remove all reference to Initiations within the CPOA Standing Rules. 16 NOV 1994 1. Add "Long Range
Planning Committee". 2.
Update information pertaining to the Fund Raising Committee. 08
JAN 1997
1. Add to Article 1, Section 1, Paragraph 4: c. He/She will set aside funds as line items as directed by the BOD,
General membership, or the following committees: Fundraising, Long Range
Planning, Recruit Sponsor Program, Kids Fund or special chapter functions.
He/She will take into account upcoming chapter events and set aside adequate
funds to cover the event. d. He/She will be available to attend committee meetings at the request of the Committee Chairman e. He/She will have the checks ready for Education Committee for the June Membership Meeting. 2. Add to Article 2, Section 2, Paragraph B. 9. Education C9mmittee 10. Membership I 11. Recruit Mentor
Program Committee 3 Change the last
sentence of Article 2, Section 2, Paragraph c.l.b to read: "All
Pictures taken are likely for forwarding to the CHIEF Magazine and other
publications or media that promote a positive image of the CPOA." 4. Change the
fIrst sentence of Article 2, Section 2, Paragraph C.l.d. to read:
" Committee will schedule annual Hail & ,Farewell
Luncheons or Dinners as deemed appropriate for presentation of plaques/letters
and recognition or newly arrived CPOs. 5.
Add the following to Article 2, Section 2, Paragraph C.e.: "(4) Annual
Fallen Comrades Golf Tournament." i. Education Committee:
This committee will form in December of each year to set up the rules for the
scholarship packages. The Chairman of this committee is NOT a voting member and
the committee shall consist of at least three voting members. The chairman
shall: (1) Make
the arrangements with the Secretary to send out the scholarship information in
the February Newsletter. (2) Upon receipt of
each scholarship package, the Chairman shall determine if the applicant meets
the criteria as set by the committee. (3)
Ensure the names of the individuals are completely blacked out in the copies of
the packages used by the voting members to determine winners. The originals will
be kept by the chairman in a safe place in case other copies are needed. (4)
Schedule and run all meetings with the voting members of the committee. Winners
should be determined early enough to notify the Membership, the Treasurer, and
the winners so they are presented at the June Membership Meeting. j. Recruit Mentoring Committee:
This committee meets six times each year to select 8-10 mentors from the resume
packages that were submitted. The Chairman of this committee is NOT a voting
member and the committee shall consist of at least five but not more than nine
voting members. The Chairman shall: (1) Make the arrangements
with the Secretary to send out resumes to prospective mentors. (2) Upon receipt
of each mentor resume the Chairman will copy, then file the original. During the
meeting with the voting members, the chairman will ensure the names of the
voting individuals ate completely blacked out in the copies packages used by the
voting members to rank order the desired mentors. The originals will be kept by
the chairman in a safe place in case other copies are needed. (3) The Chairman will assign mentors to a Recruit Company, as well
as a local alternate. The Chairman is responsible for sending out the letters to
the mentors, providing copies to the local alternate and Training Center Cape
May, Training Division. (4) The local alternate or Chairman if the local alternate is not
available, will complete a short biography of the mentor for the Commanding
Officer to use at graduation. The biography will be given to the Training Center
Public Affairs Officer. (5) The Local Alternate will act as a sponsor for any mentor outside of the area. In the event the mentor is unable to attend any of the functions, the local alternate will fill in during their absence. The local alternate is also responsible for making arrangements for accommodations.
8 Jut 1998 1. Remove Standing Rule #4 2. Remove
Recruit Mentor Committee 3. Change Standing Rule #3 to read: (2). Member has
attended at least 6 Chapter General, BOD, or special meetings within the past year, and, (3). Have participated
in at least one committee project in the past 12 months, or, (4). If a Chapter member for less than one year, have attended at least
half of the General, BOD, or a special meetings while a Chapter member. Letters of
Appreciation will be given to those departing CPOA members (chapter and nonchapter) whose dues are paid on time, but do not meet the criteria of
items 2 through 4 above. |
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