Kings Bay Base
United States Submarine
Veterans Incorporated
12 September 1992
(Revised 1 January 1997)
ARTICLE I
PURPOSE
To perpetuate the memory of our shipmates who gave their lives in the pursuit of their duties while serving their country. That their dedication, deeds and supreme sacrifice be a constant source of motivation toward greater accomplishments. Pledge loyalty and patriotism to the United States Government.
ARTICLE II
MEMBERSHIP
Section 1. - ELIGIBILITY
Membership is restricted to those persons eligible for membership in U.S. Submarine Veterans, Inc.
Section 2. - CHARTER MEMBERSHIP
Those persons who were accepted for membership in U.S. Submarine Veterans, Inc. - Kings Bay Base prior to acceptance of these By-Laws by the National organization shall be considered Charter Members.
Section 3. - PROOF OF ELIGIBILITY
Application for membership shall be accompanied by proof, when requested, of eligibility under Section 1 of this Article. Form DO214, letter from Commanding Officer, or the signature of a member in good standing attesting the application to be true to the best of his knowledge, shall be accepted.
Section 4. - PROOF OF MEMBERSHIP
A member in good standing shall be issued a membership card in accordance with the By-Laws of the National organization.
Section 5. - RESPONSIBILITY OF MEMBERSHIP
Members shall be bound by these By-Laws and the Constitution and By-Laws of the National organization.
Section 6. - HOLLAND CLUB MEMBER
A member who has been a member in good standing for five consecutive years and has been designated 'Qualified in Submarines,' for over fifty years, may become a member of the 'Holland Club,' within the U.S. Submarine Veterans, Inc. He will not be required to pay dues to the National organization, but, shall continue to pay dues to Kings Bay Base.
Section 7. - ASSOCIATE MEMBERSHIP
A person who is not eligible for regular membership but is closely associated with a regular member may be sponsored for Associate membership in Kings Bay Base by a regular member in good standing. Associate must be at least sixteen years of age. Each associate member must be sponsored by a member in good standing of U.S. Submarine Veterans, Inc. - Kings Bay Base.
Associate members are not permitted to vote on Base matters and will not hold an elective Base Office.
Section 8. - ASSOCIATE SPONSORSHIP
A regular member in good standing may sponsor one other associate member not covered in Section 7 of this Article. A vote for approval must be conducted at the business meeting immediately following the receipt of application for membership.
ARTICLE III ANNUAL
BUSINESS MEETING
Section 1.
An Annual Business Meeting of the members in good standing shall be held once in every calendar year prior to the National Convention and General Business Meeting of United States Submarine Veterans, Inc. The Annual Meeting site shall be selected by the Executive Board. The Base Secretary shall notify the membership as to the date and location of the Annual Meeting personally, by mail, or by notice published in the Base Newsletter no less than thirty (30) days prior to that date.
Section 2.
Five members in good standing, one of which must be an elected Base Officer, shall constitute a quorum for the transaction of all business at a properly called Base meeting. Once a quorum has been established, no member absenting himself shall destroy the quorum.
Section 3.
Special meetings may be called by the Base Commander when warranted .
Section 4.
General business meetings of members in good standing shall be held on a monthly basis. The meeting site will be selected by the Executive Board. The base secretary shall notify the membership as to the date and location of the next general meeting 30 days prior to that date.
Section 5.
The general procedure of meetings of this Base shall be in keeping with the normal parliamentary procedure set down by Roberts Rules of Order - Revised.
ARTICLE IV
EXECUTIVE BOARD
Section 1.
The affairs and business of the Base shall be managed by an Executive Board consisting of the four (4) elected Base Officers and the immediate Past Base Commander and presided over by the Base Commander. It is the responsibility of the Executive Board to ensure that the Base By-Laws do not conflict in any manner with the National Organization By-Laws.
Section 2.
The Executive Board shall act as a board, whether regularly convened or without face to face meeting, as long as the members express their approval or disapproval in writing and by a majority vote, and may adopt such rules and regulations for the conduct of their meetings as they deem proper, consistent with these By-Laws.
Section 3.
Regular meetings of the Executive Board shall be held immediately following the Annual Business meeting of the members and at such times as it may determine. Special meetings of the Executive Board may be called by the Base Commander at any time, and shall be called by the Base Commander or by the Base Secretary, upon the written request of a majority of the members of the Executive Board.
Section 4.
Notice of meetings, other than the regular meetings, shall be given by service upon each member of the Executive Board in person, or by mailing to him at his last known post office address at least ten days before the date herein designated for such meeting, including the day of mailing, of a written or printed notice, thereof, specifying the time and place of such meeting, and the business to be brought before the meeting. No business other than that specified in such notice, shall be transacted at any Special meeting. At any meeting at which every member of the Executive Board shall be present or at which the Executive Board shall waive notice in writing, although held without notice, any business may be transacted which might have been transacted if the meeting had been duly called.
Section 5.
At any meeting of the Executive Board, a majority of members of the Executive Board at the time the meeting was called, shall constitute a quorum for the transaction of business. In no case shall the number be less than three (3). In the event of a quorum not being present, a lesser number may adjourn the meeting to some future date and time of not less than five days, or more than thirty days, later.
Section 6.
At all meetings of the Executive Board, each member of the Board shall have one vote.
Section 7.
Vacancies occurring on the Executive Board between Annual Meetings shall be filled for the unexpired portion of the term by majority vote of the remaining members of the Board.
Section 8.
A member of the Executive Board may be removed from office for cause by a majority vote of the members present and voting, at a meeting called for this purpose.
Section 9.
The Executive Board shall grant the Base Commander, or his appointed representative, Fifty Dollars ($50) for each day in attendance at the National Convention for food and lodging, not to exceed one hundred-fifty dollars ($150) if so requested by him. No member of the Executive Board shall be compensated for services rendered on behalf of the Base other than expenses incurred while performing those services if reimbursement is requested.
ARTICLE V
OFFICES
Section 1. - TITLES
The Office titles of the Kings Bay Base shall be the:
(1) Commander
(2) Vice Commander
(3) Secretary
(4) Treasurer
Section 2. - TERMS
The terms of elected Base Offices shall be:
(1) Commander - One year or until successor
chosen.
(2) Vice Commander - One year or until
successor chosen.
(3) Secretary - One year or until successor
chosen.
(4) Treasurer - One year or until successor
chosen.
Section 3. - SUCCESSION
Elected officers may succeed themselves for a period not to exceed four terms.
ARTICLE VI
DUTIES OF OFFICERS
Section 1. - Base Commander
He shall preside at all meetings of the Executive Board and membership. He shall present at each meeting of the Executive Board and at each Annual Meeting of the membership, a report of the conditions of the business of the Base. He shall cause to be called regular and special meetings of the Base and the Executive Board, in accordance with these By-Laws. He shall appoint and remove, employ and discharge, and fix compensation of all agents, employees, and clerks of the Base. He shall sign all certificates, notes, drafts, or bills of exchange, warrants or other orders for the payment of money duly drawn by the Base Treasurer, except as these By-Laws otherwise provide for, subject to the approval of the Executive Board.
Section 2. - Base Vice Commander
He shall assist the Base Commander and work with the Membership Chairman in expanding the membership of the Base. During the absence and/or inability of the Base Commander to render and perform his duties, or exercise his powers, as set forth in these By-Laws, the same shall be performed and exercised by the Base Vice Commander; and when so acting, he shall have all the powers, and be subject to all the responsibilities, hereby given to, or imposed upon, Base Commander. In the absence of the Base Secretary or Base Treasurer, he shall assume the responsibilities of these officers until which time they return or a replacement is identified.
Section 3. - Base Secretary
He shall keep the minutes of the meetings of the Executive Board and of the membership in appropriate books. He shall be the custodian of the records. He shall keep the membership rolls in the manner prescribed by the Executive Board so as to show at all times, the names of the members of Kings Bay Base, alphabetically arranged, their respective places of residence, their post office addresses, and the year when each person became a member. He shall present to the Executive Board at their stated meetings, all communications addressed to him officially by the Base Commander or any officer or member of the Base. He shall attend to all correspondence, and perform all duties incident to the office of Secretary. During the absence and/or inability of the Base Commander or the Vice Commander to render and perform their duties or exercise their powers as set forth in these By-Laws, the same shall be performed and exercised by the Secretary; and when so acting shall have all the powers and be subject to all responsibilities hereby to, or imposed upon, the Base Commander or Vice Commander. He shall draft calls of meetings; conduct the election of Base Officers and be responsible for the giving of notice thereof, as required by these By-Laws.
Section 4. - Base Treasurer
He shall have the care and custody of and be responsible for all the funds and securities of the Base and deposit all such funds in the name of the Base in such bank or banks, trust company or trust companies, or safe deposit vaults, as the Executive Board may designate. He shall sign, make and endorse in the name of UNITED STATES SUBMARINE VETERANS, INC., Kings Bay BASE all checks, drafts, warrants and orders for payment of money, and pay out and dispose of same and receipt therefore, as directed by the Base Commander and the Executive Board. He shall exhibit at all reasonable times, his books and accounts to any member of the Executive Board or any member of the Base at each regular meeting of the Executive Board, and at such other time that shall be required of him, and make a full financial report at the Annual Meeting of the members. He shall keep at such place as the Executive Board shall designate, correct books of account of all the business of the Base and it's transactions and such other books of account as the Executive Board may require. He shall perform all duties pertaining to the office of Base Treasurer. The Base Treasurer shall, if required by the Executive Board, give to the Base such security for the faithful discharge of his duties as the Board may direct.
ARTICLE VII
NOMINATIONS
Section 1.
The Chairman of the Nominating Committee shall conduct the nominations for the four (4) elected offices.
Section 2.
The Chairman of the Nominating Committee shall issue a call for nominations of eligible candidates for Office to all members in good standing, on or before February 1. Nominations shall be submitted by any member in good standing on or before April 1, to the Chairman Nominating committee, but only if such nominations are accompanied by a written consent of the nominee that he will accept the nomination and serve if elected. The qualifications of the nominee, not to exceed one-hundred words, shall accompany the nominations. Upon receipt of all nominations as aforesaid, the Nominating Committee Chairman shall have published in the Base Newsletter, the names and qualifications, in alphabetical order, of all candidates properly nominated, at least forty-five days prior to the Annual Meeting.
ARTICLE VIII
ELECTIONS
Section 1.
The Base Secretary shall conduct the elections for the four (4) Base Offices.
Section 2.
Election of Officers shall be conducted by the Base Secretary at the Annual Meeting. Such elections shall be by secret ballot referendum vote of the members in good standing.
Section 3.
Every bonafide candidate for office, or his representative may address the membership at the Annual Meeting for not more than five minutes. The candidate, or his representative shall also have the right to request the distribution of campaign literature on behalf of his candidacy, and the officer conducting the election shall comply with any reasonable requests of any candidate to distribute such literature by mail or otherwise, to all members in good standing, provided however, that such distribution shall be at the candidate's own expense. Whenever the distribution of literature is authorized on behalf of one candidate for office, similar distribution shall be made, upon request, for all other bonafide candidates at their expense, and equal treatment will be accorded with respect to such expense. Every candidate shall have the right once, within thirty days prior to an election, to inspect the list containing the names and last known addresses of all members. Such list shall be maintained and kept available for inspection by the Base Secretary. Any discrimination in favor or against any candidate, with respect to the use of membership lists, or otherwise, is prohibited. No funds of the Kings Bay Base shall be contributed or applied to promote the candidacy of any person for office, provided however, that the Executive Board may make expenditures for notices, factual statements of issues, and other expenses necessary to conduct nominations and elections so long as they do not involve promotion of any one candidate.
Section 4.
During the forty-five days immediately proceeding the Annual Meeting, and in time to permit at least thirty days for members to cast and return their ballots, ballot forms and envelopes, as hereafter prescribed, shall be mailed by the Base Secretary to each member in good standing, to his last known address. The names, in alphabetical order, of all qualified candidates shall be printed or typed on the ballot with one additional space for write-in vote, opposite of which shall be a box to be filled in by the member voting, to signify the candidate of his choice. Such ballot shall also set forth, in printed or typed form, such instructions as the Base Secretary considers necessary to insure the secrecy of the ballot and it's execution and mailing, or personal delivery at the Annual Meeting within the prescribed period. The secret ballot vote must be conducted by the Base Secretary, notwithstanding the fact that only one candidate is nominated for a given office. The instructions shall also include directions that there may be no voting by proxy.
Section 5.
After the ballots for Base Office have been executed and returned, in accordance with instructions herein, the Base Secretary shall deliver them, unopened, to the presiding officer at the Annual Meeting. The presiding officer shall appoint two members in good standing, to act as tellers, none of whom may be a candidate for office involved, to separately tabulate the results of voting for each office. Each candidate for office shall be entitled, upon request, to appoint one observer who shall be permitted to witness the counting of the ballots. The Base Secretary shall decide any disputes concerning the validity of the ballots cast or counted, or the eligibility of any member to vote.
Section 6.
The candidate receiving the highest number of votes for a particular office shall be certified by the tellers as elected to such office, and the results of each election shall be communicated to the presiding officer of the Annual meeting, who shall announce the results at such meeting.
Section 7.
The Base Secretary shall preserve for one year, the ballots and all other records pertaining to the elections, under his supervision .
ARTICLE IX
COMMITTEES
The Base Commander shall select a Chairman for each committee that he may appoint, and for all standing committees and shall serve as ax-officio member of all committees. The standing committees shall be as follows:
(a) Nominations Committee
(b) Resolutions Committee
(c) Awards Committee
(d) Membership Committee
(e) Social Committee
ARTICLE X
ORDER OF BUSINESS
AT MEETINGS
Section 1.
The following shall be the order of business for the Annual Meeting:
1. Call to order.
2. Moment of silence for Departed Shipmates.
3. Invocation.
4. Salute to the Flag.
5. Introduction of Base Officers in attendance.
6. Reports of Standing Committees.
7. Reports of Special Committees.
8. Base Commander's Annual Report.
9. Base Secretary's Annual Report.
10. Base Treasurer's Annual Report.
11. Base Vice Commander's Annual Report.
12. Unfinished Business from prior Annual
Business Meeting.
13. New Business.
14. Validation and counting of ballots
for Base Officers.
15. Introduction of New Officers.
16. Adjournment and closing of Annual
Meeting.
Section 2.
The following shall be the order of business for the Regular Meeting:
1. Call to order.
2. Moment of silence for Departed Shipmates.
3. Invocation.
4. Salute to the Flag.
5. Introduction of Base Officers in attendance.
6. Reports of Standing Committees.
7. Reports of Special Committees.
8. Base Commander's Report.
9. Base Secretary's Report.
10. Base Treasurer's Report.
11. Base Vice Commander's Report.
12. Unfinished Business from prior Business
Meeting.
13. New Business.
14. Adjournment and closing of Regular
Meeting.
ARTICLE XI
MEMBERSHIP DUES
Section 1.
The annual National dues will be in accordance with the By-Laws of the National. Annual Base dues will be ten dollars ($10) and will be paid to the Base Secretary or Treasurer.
Section 2.
Dues are due and payable on 1 January of each year and remain effective until 31 December of the same year.
Section 3.
Members whose dues are in arrears on 1 April of a current year will be dropped from all rosters.
ARTICLE XII
FISCAL YEAR
Section 1.
The fiscal year of the organization shall commence on the first day of January and end on the thirty-first day of December in each year.
ARTICLE XIII
AMENDING BY-LAWS
Section 1.
Any member in good standing may submit resolutions to amend these By-Laws to the Chairman of the Resolutions Committee on or before February 1 of the year in which they are to be considered.
Section 2.
The Resolution Committee shall submit all resolutions to amend these By-Laws in their final form, along with its recommendations, to the Executive Board, by April 1 of the same year.
Section 3.
All resolutions to amend these By-Laws, approved by the Executive Board, shall be placed on the Ballot for vote by the membership.
Section 4.
The voting to amend these By-Laws shall be conducted by the Base Secretary by secret ballot concurrent with voting for election of Base Officers. (Article VIII, Sections 4 & 5).
Section 5.
All amendments certified as being passed shall become effective the day immediately following the closing of the Annual Business meeting.
Section 6.
These By-Laws may also be amended, without prior notice, by the unanimous vote of the members present at the Annual Business meeting.
Section 7.
The Base Secretary shall preserve for one year, the ballots and all other records pertaining to the balloting under his supervision.