Black indicates the By-Laws as they are.
Red is as recommended by J.L.
“Bucky” Earven:
By-Laws for
the USS Magoffin (APA-199) Veterans Association
The Association is made up of the veterans who served aboard the USS Magoffin (APA-199) during her 20+ years of service. Spouses of deceased crew members have always been accepted as honorary members. At the 2003 meeting, it was voted to allow membership by family members of all veterans as well.
The USS
Magoffin (APA-199) association membership consists of veterans who served
aboard her during the 20 plus years that the ships served her country
honorably. The Spouse of a deceased crewmember can become an honorary
Association member if they so choose. As of 2003, membership is available to
family members of the men who served aboard the Magoffin.
ARTICLE I
NAME
The name of this association shall be the USS Magoffin
Veterans Association
The name of this association shall be the
USS Magoffin (APA-199) Veterans Association.
ARTICLE II
Purpose
The purpose of this association
shall be to perpetuate the memory of the USS Magoffin (APA-199) and ships
company from the commissioning date in perpetuity and to exchange mementos and
memories of tours of duty and shall be a non-profit organization. Such purposes
to include;
The purpose
of this association shall be to perpetuate the memory of the USS Magoffin
(APA-199) and ship’s company, from the commissioning date in perpetuity, and to
exchange mementos and memories of tours of duty. The Association will uphold
the Constitution of the United States. The association as a group will not
endorse any political party, and will in no way attempt to influence or guide the
membership in political topics.
a. Planning and arranging annual reunion meetings.
a.
Scheduling,
planning, and choosing sites for reunion meetings.
b. Locating former shipmates and urging their participation.
b. Locating,
contacting and urging other crewmembers to join and participate in the association.
c. Contributing
mementos, pictures, plaques, artifacts, insignia, papers, letters, or other
memorabilia relating in any way to the USS Magoffin from date of commissioning
to decommissioning and scrapping, together with any available funds for their
display or maintenance to a memorial museum.
c. To contributing mementos, pictures, plaques, artifacts,
insignia, papers, letters, or other memorabilia relating in any way, to the USS
Magoffin from date of commissioning to decommissioning and scrapping. The
Association will reimburse expenses incurred by any member, to transport said
items from one reunion to the next. When deemed necessary due to declining
membership, all Association artifacts, will be donated to The Magoffin County
Kentucky Museum.
d. Establishing, administering and accounting voluntary contributions to other suitable memorials to veterans of the USS Magoffin.
d. Establishing, planning,
administering and accounting programs put into action by the membership.
ARTICLE III
MEMBERSHIP
Membership is to be open to all USS Magoffin personnel
having served aboard ship. The widow of any deceased member may be become an
Honorary upon request
Membership is open to personnel who have served aboard the
USS Magoffin. Widows of Crew Members are honorary members automatically, upon
receipt of request from said widow. Family members of the crew are accepted as
association members, as of 2003 reunion meeting.
ARTICLE IV
MEETINGS
Section 1.
An Annual Reunion Meeting of the Association shall be held in one of the four time zones (using time zone lines) rotating in succession from east to west between April 1st. and November 1st. If no timely sponsor is declared, the next zone in sequence will be the alternate act. If there be more than on competitive sponsor, the membership in attendance shall vote for a selection.
Section 1;
An Association Reunion, and crew meeting, will be organized,
approximately every eighteen months. The meeting will be held in one of the
four time zones (using time zone lines) rotating in succession from east to
west. The rotation sequence is to be followed, unless, there is not a volunteer
host available in the next scheduled time zone. In such an event, a volunteer
from the next zone will be called for. It is be understood, that if there is
not a zone representative, available, the next meeting could be scheduled in
the same zone consecutively.
Section 2.
Meeting of the Association shall be conducted by the president or, in his absence, by the elected officers in order.
Section 2;
The Crew Meeting shall be conducted by the President, or in
his absence, by the next ranking Officer, or Past President.
Section 3.
Business shall be conducted in accordance with these BY-laws and Robert’s Rules of Order in cases not covered by these By-Laws. The Members shall transact such other business as may properly before them.
Section 3;
The meeting will be opened with the Pledge of Allegiance. A
Benediction will be given. Association Business shall be conducted in
accordance with the By-Laws of the Association. The meeting will be conducted
as in Robert’s Rules of Order. Business brought forward and published in a
newsletter prior to the meeting will be handled first. Business from the floor
will follow.
Section 4.
The Secretary to record minutes of the business conducted and such minutes are to be distributed to the paid-up membership.
Section 4;
The Secretary (or a stand-in selected by the senior officer
in attendance) will record minutes of the business conducted, and such minutes
are to be published in the next Association News Letter. Members with current
dues, who do not have computer access, will be mailed copies of said notes.
Section 5.
The Treasure shall give a financial report at the annual Reunion Meeting which has been previously been audited by the Audit committee.
Section 5;
The Treasure shall give a financial report at the Reunion
Meeting, Which has been previously audited by the President and Vice President.
ARTICLE V
Directors
Section 1.
A Board of Directors, herein called the Executive
Board, shall be elected at the annual Reunion Meeting for a term of office of
one year and shall consist of a minimum of five and a maximum of ten members
but shall include all elected officers during their term of office, and a
Chaplin. All past presidents of the Association will when requested participate
in an advisory capacity to the Executive Board. A majority of the Executive
Board shall constitute a quorum for the transaction of business.
Section 1;
A Board of Directors, herein called the
Executive Board, elected by the membership at the Association Meeting, will be
the senior governing body of the Association. The Executive board will consist
of a minimum of five, and a maximum of ten members including all past
presidents of the Association. A majority of the Executive Board shall
constitute a quorum, for the transaction business. The term of office for a
member of the executive board will end when such member request their name be
withdrawn, or a nomination and vote of replacement is taken at an Association
Meeting.
Section 2.
The Executive Board shall be the senior governing body
of the Association. Board members shall be limited to three 1-year terms.
Recommend section 2 be deleted as it is
covered in section 1.
ARTICLEVI
Officers
Section 1
The following officer shall be elected at the annual Reunion Meeting. The officers to be elected by open or closed ballot at the discretion of the Nominating Committee.
President
Vice President
Secretary
Treasurer
Section 1;
The following officers shall be elected at the scheduled
Reunion Meeting. The election may be held by open or closed ballot at the
discretion of the Officers in attendance at the meeting.
President
Vice
President
Secretary
Treasure
Webmaster/Newsletter
Editor.
Section 2
President
A. shall be the Senior Officer of the Association:
B. conducts all business meetings:
C. receives Quarterly Report from all other officers as to the activities of Chairman under jurisdiction:
C. receives Quarterly reports from all other officers, and
all chairmen under jurisdiction.
D. has final authority in appointment of Committee Chairmen as recommended by the Vice President:
D. has final authority in appointment of Committee Chairmen
as recommended by the Vice President and/or Executive Board.
E. supervises activities of the Annual Reunion Meeting and be responsible for coordinating the activities of Chairmen involved in Reunion Affairs.
E. supervises activities of the member hosting the Reunion
Meeting and be responsible for overseeing the activities scheduled by the
reunion host member.
F. makes Quarterly Report s to the membership in the Association Newsletter and the Annual Reunion Meeting
F. makes Quarterly Reports to the membership in the
Association Newsletter, on the Association Website, and at the scheduled
Reunion Meeting.
Vice President
A. perform the duties of the President in his absence or incapacity
B. coordinates the activities of, and overall responsibility of the Public Relations Committee and Publicity Committee for reunions etc.
B. coordinates the activities of the Public Relations, and
Publicity Committee for the Association and Reunions.
C. take charge of the Association Newsletter Committee with authority to appoint a staff of assistants.
C. work closely with the Webmaster/Newsletter Editor
D. work closely with the By-Laws Committee Chairman and assume responsibility for printing and distribution of the By-Laws.
D. the VP will work closely with the membership, officers,
and Executive Board, to keep the By-Laws current. Bring recommended or needed
changes to the By-Laws before the membership via the website, newsletter,
E-Mail, and Association Meeting for discussion and vote to amend said By-Laws.
E. gives detailed reports quarterly.
E. forward all reports of activities to the President for
oversight, so the President can include the information to the membership.
Secretary
a. Keep minutes of Annual Meeting and publish in the Newsletter immediately subsequent to the Reunion
A. keeps
minutes of Reunion Meetings, and Conference calls he might be involved in, and
forward them to the Webmaster for publication.
b. keep records and file of Association correspondence.
B. keeps
and transcribes all records of the Association. Forward copies needed by the
other Officers. Forward any records that needs to be put in the Newsletter to
the Webmaster.
c. be responsible for the timely filling of necessary Reports to the Corporate Division of the Office of the Secretary, State of Minnesota, and the Internal Revenue Service as applicable.
C.
recommends c be deleted.
d. keep an up to date membership file
D. works closely with
President, Vice President, and Treasurer to maintain an up to date membership
file.
e. be custodian of Association property, per Article X,
E. be custodian of
Association property, per Article X, and submit annual inventory to the
President and Vice President.
Section 1;
f. arrange for
Annual Roster or supplement to be mailed to paid up members
g. shall appoint an
Assistant Secretary who shall perform any of the above duties as delegated by
the Secretary and , in addition, shall act as liaison with Chairman of the
Membership recruiting Committee.
h. give a detailed
report quarterly.
Due to limited resources
and available volunteers, I believe Section 1, sub paragraphs f., g., & h.,
can be eliminated.
Treasurer
a.
the collection of Membership dues.
A; The Treasurer will be responsible for procuring
and maintenance of the Association’s bank accounts, and Collection of
Membership dues. The Treasure, with direction from the Officers, Executive
Board, and Membership, will prepare and implement an Association operating
budget. The budget will be presented to the President, who will submit it to
membership at the scheduled Reunion Meeting.
b. all Association
funds and for keeping full and accurate accounts of all receipts and
disbursements in the Associations books. Such
accounts to differentiate between funds designated for general Association
expenses and accounts and those designated for Scholarship, memorial or Museum
purposes
B;
Treasurer has total responsibility for receiving, and accounting, of all
Association funds. Keep complete and accurate record of all receipts and
disbursements, in the Association’s books. Such accounts to differentiate
between funds designated for general Association expenses and accounts, and
those designated for Scholarship, Memorial, Museum, and other programs and
activities approved by the Association.
c. preparing and mailing Membership cards to each paid up
member.
d. the payment of any and all approved bills of the
Association.
e. giving detailed
report quarterly to the President; informing the President of all request for
expenditures beyond the scope of the then effective budget. Payment of those
expenditures shall be made only if specifically approved by the President.
Webmaster /
Newsletter Editor
A; Under
supervision of the President and Vice President, the Webmaster will, Design,
Maintain, edit, and monitor the USS Magoffin web site, with cost being paid by
the Association
1; compile, new material to be added to the website.
2; remove
materials from website that are determined to be out of date, or not compatible
with the website standards.
B; Under supervision of the President and Vice
President the Newsletter Editor will compose, compile, edit and distribute the
USS Magoffin (APA-199) newsletter, known as THE MAGOFFIN MESSENGER with
cost being paid by the Association. Guidelines for Association News letter are:
1:
Published at least quarterly and be numbered and dated
2: Each edition shall contain a list of current
Officers, and contact information
for said Officers.
3: Edition immediately following the Reunion
Meeting will contain a copy of the
minutes of the said meeting.
4: Any suggested changes to the By-Laws would be
posted in at least two publications prior to a vote at the scheduled Reunion
Meeting. Any changes voted on and accepted or denied, will be published in the
next News Letter following the Meeting.
5: Mainttain departments for reports from all
elected officers
Section 3
The officers and directors shall receive no compensation for
their services. Reunion Committee Members who sponsor and host the Annual
Reunion shall receive no monetary compensation for their services
The officers and directors shall receive no
compensation for their services. Association members who serve as reunion
organizers or hosts, for scheduled reunions shall receive no monetary
compensation for their services from the Association.
Section 4
The term of office shall be for a period of one year, for
each elected officer.
Elected officers and Executive Board members will
remain in said position, until the officer or board member should elect to
resign, or be asked to resign, from said position.
Section 5
Any officer may be removed from office for
conduct not in the best interest of the Association at the discretion of the
Executive Board. Any office vacated for any reason may be filled by the
Executive Board. Any member may be suspended and dismissed from membership for
conduct not in the best interest of the Association at the discretion of the
Executive Board and approval of the majority of the members present at the next
Annual Reunion following the recommended action by said Executive Board.
ARTICLE VII
Eligibility of Officers and
Committee Chairmen
Eligibility of Officers, Executive Board Members
and Committee Chairmen
Section1
All Officers and Committee Chairmen must be dues
paying members with current membership cards.
All Elected or appointed Officers, Executive Board
Members, and Committee Chairmen must be dues paying members with current
membership cards.
ARTICLE VIII
Voting
Section 1
Voting privileges for members of the Association
shall be extended to those paid up members in attendance at the Annual Reunion
Meeting. A majority vote of those present shall elect.
Voting privileges for members of the Association
shall be extended to those paid up members that attend the Association Reunion
Meeting. Correspondence received by the Officers and Executive Board members
via mail, Email, or Telephone will be presented to the attending members prior
to any vote. A majority vote of those present shall elect.
Section 2
Each appointed Committee Chairman should select
his own Committee members.
Section 3
Special purpose Committees and their duties are
a.
Audit Committee
This committee is to audit the records of the
Treasurer annually prior to the Annual Reunion.
Recommend this be stricken as it is covered under
duties of the officers and Executive board, and the audit is done prior to and
during the scheduled Reunion Meeting.
b. By-Laws Committee
This committee shall communicate and consult by
mail, telephone or, if feasible, meet annually at least one month prior to the
Reunion Meeting and submit any suggested amendment to the existing By-Laws to
the Editor of the Newsletter to be published at least once before a vote at the
annual Reunion Meeting.
Recommend this be stricken, as it is covered under
suggested changes to Vice President’s duties.
c. Budget Committee
This
committee shall prepare a proposed Association Budget for each fiscal year
beginning June 1 and ending May 31 and present it to the President, who will
submit for approval by the membership at each Annual Reunion Meeting.
c. Recommend this be stricken as it is covered
under Treasurer Duties.
Section
4
Standing
Committees and their duties:
a. Reunion Committee
Under over-all supervision of the President, the Chairman
shall select committee members from the area of the Reunion and plan and
execute arrangements. Chairman of a Reunion Committee for the next year
following shall be appointed at the Annual Meeting.
a.
This Committee shall consist of the volunteer or
selected host member, President, Vice President, and Treasurer. Needed
information will be given to the Webmaster, Newsletter Editor for publication
to inform the Membership.
b. Newsletter, Publication Committee
Under the supervision of the Vice President, guidelines for
Association Newsletter are:
1. Publish
at least quarterly and be numbered and dated.
2. First
edition shall contain list of Officers for the current term
3. Copy of
Minutes of the Annual Meeting
4Amendments
or additions to By-Laws as adopted at the Annual Meeting
5. Maintain departments for Quarterly
Reports of all elected officers
All information concerning the Newsletter is
covered under the Webmaster/ Newsletter Editors job description. With technology,
being what it is now, information needed or submitted for publication can be
accomplished. I feel that this section can be deleted.
c. Membership Recruiting Committee
This committee shall endeavor to interest eligible persons in
becoming members of the Association.
ARTICLE IX
Dues
Section 1
The dues of the Veterans Association of the USS Magoffin will
be $10.00 per year for the fiscal year of January 1, to December 31.
Section 2
Members shall be considered delinquent with unpaid dues for
one year at the time of the Annual Reunion.
Members shall be considered delinquent with unpaid
dues for one year at the time of the scheduled Reunion Metting.
ARTICLE X
Association Property
Section 1
All material donated to or purchased with Association funds,
including pictures, display materials, files, artifacts, printed material,
etc., shall be actually or constructively in the custody of the Secretary.
Section 2
The Historian and Museum Committee to provide the Secretary
with an itemized listing showing whereabouts of property entrusted to them for
purposes of safekeeping and display.
As there is no Standing Memorial Committee, it is
recommended that the Historian of record be responsible for making and updating
the list of Association property.
Section 3
Upon dissolution of the Association, all assets will be
donated to a museum.
Upon dissolution of the Association, all assets are
to be donated to The Magoffin County Kentucky Museum, and or other Museums
showing interest in permanent display of said assets.
ARTICLE XI
Memorials
Section 1
The Association shall establish and support, within the limit
of available funds such suitable memorials to veterans of the USS Magoffin as
are recommended by the Memorial Committee or Museum Committee and as approved
and adopted by majority vote of members attending its Annual Reunion Meeting.
Section 2
Voluntary contributions may be accepted by the Association to
accomplish the purpose of any approved and adopted memorial program
ARTICLE XII
Committees
Section 1
The President shall have supervisory responsibility for all
committees but shall exercise responsibility only through the designated
elected officer, if any, assigned to oversee or supervise a committee
Section 2
Committees shall be of three types:
A Special Purpose
Committee whose Chairmen are appointed by and report directly to the President.
B Standing Committees
whose Chairmen are appointed jointly by the President and designated
supervisory officers but report only to their designated supervisory officer.
C Nominating Committee
comprised of Past Presidents and a specified number of elected members.
D Public Relations Committee: under the supervision of the
Vice President , this committee shall be responsible for recommending
appropriate action in support of memorials programs already adopted by the
Association and to recommend and propose such suitable new memorials as are
within the limits of the available funds to honor veterans of the USS Magoffin.
E Museum Committee: under the supervision of the Vice President,
the Chairman of the Museum Committee, who shall also be the official Historian
of the Association , shall recommend such aid, sustenance and financial
support, within the limits of available funds, to establish and maintain
exhibits of artifacts, photographs, and memorabilia of the USS Magoffin.
Section 6
Section 3 ( numerical sequence not
followed)
Nominating Committee and its duties
are:
a . to report to the President and membership of the
Association at its annual Reunion Meeting its recommendation of a slate of
officers for the ensuing year
a. The committee will report to the President and
Membership of the Association, at its scheduled Reunion Meeting, the
committee’s recommendations, of a slate of officers for the ensuing year.
b. the immediate Past President shall be chairman of the
Nominating Committee.
c. All Past Presidents will be members of this committee and
sufficient additional members shall be elected to create a committee of five
members in all.
d. Nominations, including the recommended slate, will be made
from the floor at the Annual Reunion Meeting.
Please be advised a complete edit of Outline Form,
Punctuation, Spelling, and Grammar will be instituted prior to any permanent
publication.