Meeting Minutes
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BY LAW
BY-LAWS OF THE CENTRAL TEXAS UNITED STATES AIR FORCE ACADEMY PARENTS ASSOCIATION
ARTICLE I
NAME
The name of this organization shall be the Central Texas United States Air Force Academy Parents Association (CTXPA or CTXUSAFAPA) and is hereafter referred to as the “Association.”
ARTICLE II
PURPOSE AND OBJECTIVES
The primary purpose of the Association is to support the USAFA and Preparatory School Cadets and their families including educational events and materials, and to provide education and liaison support of USAFA to the Central Texas Communities, pursuant to Section 501© (6) of the Internal Revenue Code.
ARTICLE III
MEMBERSHIP
Section 1: Members in Good Standing A member in good standing shall be one who is not delinquent in the payment of any financial obligation to the Association.
Section 2: Regular Members Parents or guardians of Academy cadets shall be members of the Association should they elect to participate in the Association and they shall have full voting rights while they are members in good standing.
Section 3: Sustaining Members Persons interested in the objectives of the Association, including but not limited to, USAFA graduates, friends and supporters, shall be eligible for sustaining membership upon acceptance of membership application.
Section 4: Ex-Officio Members U.S. Air Force Academy Liaison Officers (ALO) assigned to the Central Texas area and other official Academy representatives shall be Ex-Officio Members at the invitation of the Executive Board and shall not be required to pay dues nor have voting rights.
Section 5: Honorary Members The Executive Board of the Association may designate an individual as an Honorary Member in recognition of service to the Parent’s Club. Such Members shall not be required to pay dues nor have voting rights.
Section 6: Dues - Dues for Regular and Sustaining Members shall be determined by majority vote of the Executive Board (Chapter III, Section 5) and are payable as of the Annual Meeting each year.
ARTICLE IV
MEETINGS
Section 1: Annual Meeting There shall be one (1) annual membership meeting of the Association each calendar year, to be held in April on a date determined by the Executive Board, and shall be designated as the Annual meeting.
Section 2: Executive Board Meeting Any two (2) officers of the Association may call a Board meeting if, in their opinion, the need for such a meeting should arise. Notice of such meetings shall be given by the initiating officers, in writing or by email, to all members of the Executive Board at least one week in advance of the meeting. In the event of an emergency situation where time is critical, the notice in writing provision may be waived if the elected officials agree verbally to waive such written notice. Any action taken shall be reported for review and approval at the next scheduled Board meeting.
Section 3: Notice of Meetings The Secretary shall, not less than two (2) calendar weeks prior to any meeting of the Association, distribute to all members a notice of the forthcoming meeting. Such notice shall state the time, date, and location of the meeting, and shall state the nature of the business to be transacted at said meeting.
Section 4: Order of Business The order of business at regular meetings shall be as follows:
Section 5: Vote Ten percent (10%) of the voting regular membership of the Association shall constitute a quorum of the said membership. Fifty percent (50%) of the Executive Board shall constitute a quorum of said Board. A vote of either body shall be carried by a simple majority of the quorum. No vote of the eligible voting membership at an Annual meeting or Executive Board meeting shall be valid unless notice of the meeting shall have been sent as provided by Sections 2 and 3 of this Chapter. Nomination for the Board of Directors will be accepted from the floor at the Annual Meeting.
Section 6: Minutes and Reporting The Treasurer shall provide a financial report at all scheduled meetings. The Secretary will email meeting minutes for acceptance within 1 week of any Board or Association Meeting. A copy of the minutes shall be posted on the Association website after acceptance.
ARTICLE V
OFFICERS
Section 1: Officers At the Annual Meeting in April of each year, the following officers shall be elected: President, Vice-President, Secretary, Treasurer and Education and Event Coordinator. The official term of office for all officers shall be from Jun 15 to Jun 14 of the following year. Only Regular Members in good standing as of the time of the election shall be eligible to serve as officers of this Association. The elected officers shall also be referred to as Directors of the Association.
Section 2: Duties of Officers The duties of the officers of this Association shall be as follows:
(a)President: The President shall preside at all Annual and Executive Board meetings as the Executive Director of the Association, shall decide all questions of order and precedence, and shall be an ex-officio member of all committees of this Association. The President shall serve as the official representative and contact point for the Association. The President shall have the power to call special meetings if deemed necessary for the benefit of the Association and shall have the deciding vote in case of a tied decision.
The President shall cause the Association Bylaws to be reviewed each year by the Directors. This review shall be for the purpose of familiarizing each Board Member with the duties and responsibilities of their office and identify any changes that may be required to keep the Bylaws current.
(b)Vice-President: The Vice-President shall preside at all Annual and Executive Board meetings of the association in the absence of the President and shall perform such functions as the President shall request and shall serve as the Assistant Executive Director of the Association. The Vice-President shall serve as the chair of the Administrative Support Committee. In the event that the President’s office may become vacant for any cause whatever the Vice President becomes President for the unexpired term.
(c)Secretary: The Secretary shall keep true and complete records of all matters pertaining to this Association, including minutes of all Executive Board meetings and Annual meetings, excluding financial records; shall manage all incoming and outgoing correspondence; shall keep a complete and accurate list of members, their address, and their membership standing; and, shall serve notice of meetings of the Board and of the members. The secretary is responsible for retaining a copy of all official correspondence with the Association records and ensuring that the records are turned over to the newly elected Secretary.
(d)Treasurer: The Treasurer shall collect all membership dues and other monies or articles of value belonging to the Association and have charge of all Association finds, shall report to the Association on the status of the Association finances at each Annual meeting of the Association, such report to include the then current balance in the Association’s treasury.
(e)Education and Event Coordinator: The Director shall coordinate all events including but not limited to the Cadet Sendoff and New Parent Education Event, the Annual Meeting, College Days at the local High School and other events to educate the Central Texas Community about the Air Force Academy and to support the Cadets and their parents. Committees to support these events should be coordinated to involve parents in the conduct of these events.
Section 3: Election of Officers: Officers shall be elected, in so far as possible, as follows:
Section 5: Executive Board: The Executive Board of Directors shall be composed of all elected Officers and Class Representatives, the immediate Past President, all of whom shall be in good standing, and shall have the responsibility of doing all things necessary to accomplish the Association’s declaration of purpose. Each member of the Executive Board is a voting member with the exception of the immediate Past President who shall be an Ex-Officio Member of the Executive Board. Class Representative and Officer Vacancies will be filled by the Board.
Section 6: Committees Committees will be formed as needed to accomplish the purpose of the Association.
Section 9: Board Vacancy In case of a Director vacancy other than the Officer of President, such vacancy shall be filled by appointment by the President, upon the advice of the remaining Directors, and subject to the consent of a majority of the membership attending the next general meeting.
Section 10: Removal of an Officer Ona motion and a second from the membership at a general meeting, an officer shall be held before the Association for malfeasance of duty. A two-thirds majority of all members shall be required for removal from office.
ARTICLE VI
FINANCIAL ADMINISTRATION
Section 1: All funds will be disbursed by credit/debit card or check and the Treasurer (or President in the absence of the Treasurer) will sign checks.
Section 2: The Executive Board may authorized disbursement of funds via Debit Card when required.
Section 3: The fiscal year of the Association shall be July 1 through Jun 30.
ARTICLE VII
AMENDMENTS
Section 1: Amendments to the By-laws may be made by two-thirds vote of the Board of Directors at a regularly scheduled meeting. Proposed amendments may be made by any Regular Member in good standing provided the proposal, in writing, is submitted to the Secretary at least thirty (30) days prior to the scheduled meeting of the Board of Directors. The Secretary will include the proposed change to the By-Laws for consideration in the announcement of the meeting. When approved, a proposed amendment shall be effective immediately.
ARTICLE I
NAME
The name of this organization shall be the Central Texas United States Air Force Academy Parents Association (CTXPA or CTXUSAFAPA) and is hereafter referred to as the “Association.”
ARTICLE II
PURPOSE AND OBJECTIVES
The primary purpose of the Association is to support the USAFA and Preparatory School Cadets and their families including educational events and materials, and to provide education and liaison support of USAFA to the Central Texas Communities, pursuant to Section 501© (6) of the Internal Revenue Code.
ARTICLE III
MEMBERSHIP
Section 1: Members in Good Standing A member in good standing shall be one who is not delinquent in the payment of any financial obligation to the Association.
Section 2: Regular Members Parents or guardians of Academy cadets shall be members of the Association should they elect to participate in the Association and they shall have full voting rights while they are members in good standing.
Section 3: Sustaining Members Persons interested in the objectives of the Association, including but not limited to, USAFA graduates, friends and supporters, shall be eligible for sustaining membership upon acceptance of membership application.
Section 4: Ex-Officio Members U.S. Air Force Academy Liaison Officers (ALO) assigned to the Central Texas area and other official Academy representatives shall be Ex-Officio Members at the invitation of the Executive Board and shall not be required to pay dues nor have voting rights.
Section 5: Honorary Members The Executive Board of the Association may designate an individual as an Honorary Member in recognition of service to the Parent’s Club. Such Members shall not be required to pay dues nor have voting rights.
Section 6: Dues - Dues for Regular and Sustaining Members shall be determined by majority vote of the Executive Board (Chapter III, Section 5) and are payable as of the Annual Meeting each year.
ARTICLE IV
MEETINGS
Section 1: Annual Meeting There shall be one (1) annual membership meeting of the Association each calendar year, to be held in April on a date determined by the Executive Board, and shall be designated as the Annual meeting.
Section 2: Executive Board Meeting Any two (2) officers of the Association may call a Board meeting if, in their opinion, the need for such a meeting should arise. Notice of such meetings shall be given by the initiating officers, in writing or by email, to all members of the Executive Board at least one week in advance of the meeting. In the event of an emergency situation where time is critical, the notice in writing provision may be waived if the elected officials agree verbally to waive such written notice. Any action taken shall be reported for review and approval at the next scheduled Board meeting.
Section 3: Notice of Meetings The Secretary shall, not less than two (2) calendar weeks prior to any meeting of the Association, distribute to all members a notice of the forthcoming meeting. Such notice shall state the time, date, and location of the meeting, and shall state the nature of the business to be transacted at said meeting.
Section 4: Order of Business The order of business at regular meetings shall be as follows:
- Call to Order
- Approval of Minutes from previous meeting
- Reading of Minutes from the Board of Directors Meeting
- Report of the Treasurer
- Reports of Special Committees
- Unfinished business
- New business
- Special announcements
- Program agenda
- Adjournment
Section 5: Vote Ten percent (10%) of the voting regular membership of the Association shall constitute a quorum of the said membership. Fifty percent (50%) of the Executive Board shall constitute a quorum of said Board. A vote of either body shall be carried by a simple majority of the quorum. No vote of the eligible voting membership at an Annual meeting or Executive Board meeting shall be valid unless notice of the meeting shall have been sent as provided by Sections 2 and 3 of this Chapter. Nomination for the Board of Directors will be accepted from the floor at the Annual Meeting.
Section 6: Minutes and Reporting The Treasurer shall provide a financial report at all scheduled meetings. The Secretary will email meeting minutes for acceptance within 1 week of any Board or Association Meeting. A copy of the minutes shall be posted on the Association website after acceptance.
ARTICLE V
OFFICERS
Section 1: Officers At the Annual Meeting in April of each year, the following officers shall be elected: President, Vice-President, Secretary, Treasurer and Education and Event Coordinator. The official term of office for all officers shall be from Jun 15 to Jun 14 of the following year. Only Regular Members in good standing as of the time of the election shall be eligible to serve as officers of this Association. The elected officers shall also be referred to as Directors of the Association.
Section 2: Duties of Officers The duties of the officers of this Association shall be as follows:
(a)President: The President shall preside at all Annual and Executive Board meetings as the Executive Director of the Association, shall decide all questions of order and precedence, and shall be an ex-officio member of all committees of this Association. The President shall serve as the official representative and contact point for the Association. The President shall have the power to call special meetings if deemed necessary for the benefit of the Association and shall have the deciding vote in case of a tied decision.
The President shall cause the Association Bylaws to be reviewed each year by the Directors. This review shall be for the purpose of familiarizing each Board Member with the duties and responsibilities of their office and identify any changes that may be required to keep the Bylaws current.
(b)Vice-President: The Vice-President shall preside at all Annual and Executive Board meetings of the association in the absence of the President and shall perform such functions as the President shall request and shall serve as the Assistant Executive Director of the Association. The Vice-President shall serve as the chair of the Administrative Support Committee. In the event that the President’s office may become vacant for any cause whatever the Vice President becomes President for the unexpired term.
(c)Secretary: The Secretary shall keep true and complete records of all matters pertaining to this Association, including minutes of all Executive Board meetings and Annual meetings, excluding financial records; shall manage all incoming and outgoing correspondence; shall keep a complete and accurate list of members, their address, and their membership standing; and, shall serve notice of meetings of the Board and of the members. The secretary is responsible for retaining a copy of all official correspondence with the Association records and ensuring that the records are turned over to the newly elected Secretary.
(d)Treasurer: The Treasurer shall collect all membership dues and other monies or articles of value belonging to the Association and have charge of all Association finds, shall report to the Association on the status of the Association finances at each Annual meeting of the Association, such report to include the then current balance in the Association’s treasury.
(e)Education and Event Coordinator: The Director shall coordinate all events including but not limited to the Cadet Sendoff and New Parent Education Event, the Annual Meeting, College Days at the local High School and other events to educate the Central Texas Community about the Air Force Academy and to support the Cadets and their parents. Committees to support these events should be coordinated to involve parents in the conduct of these events.
Section 3: Election of Officers: Officers shall be elected, in so far as possible, as follows:
- The President shall be the parent or guardian of a Cadet of any class.
- The Vice-President shall be the parent or guardian a Cadet of any class.
- The Secretary shall be a parent or guardian of a Cadet of any class.
- The Treasurer shall be a parent or guardian of a Cadet of any class.
- The Education and Program Director shall be a parent or guardian of a Cadet of any class.
- Any officer may succeed himself or herself.
- In order to provide continuity of leadership, the Vice-President should succeed to the Presidency.
- To encourage greater participation, co-officers may be elected for any Executive Board position of the Association.
Section 5: Executive Board: The Executive Board of Directors shall be composed of all elected Officers and Class Representatives, the immediate Past President, all of whom shall be in good standing, and shall have the responsibility of doing all things necessary to accomplish the Association’s declaration of purpose. Each member of the Executive Board is a voting member with the exception of the immediate Past President who shall be an Ex-Officio Member of the Executive Board. Class Representative and Officer Vacancies will be filled by the Board.
Section 6: Committees Committees will be formed as needed to accomplish the purpose of the Association.
- Standing Committees: The Association shall have the following standing committees:
- Audit Committee: The Audit Committee shall be composed of two or more Regular Members in good standing who are appointed for one (1) year by the in-coming President. The Audit Committee shall examine the financial records of the Association to verity that all transactions during the audit period are proper and have been accurately recorded, and that assets and liabilities are correctly stated in the Treasurers closing report. An audit shall be made of the term of the out-going officer slate and the Audit Committee’s report shat be submitted to the President no later than the Annual Meeting. The Audit Committee may audit any other period during its tenure it deems appropriate.
- Administrative Support Committee: The Administrative Support Committee shall be chaired by the Vice-President and shall provide support to the Association to include, but not limited to: maintaining historical and legal records; updating and publishing the Central Texas Parents Directory; providing computer systems support including website maintenance, and, periodic newsletters. The Vice-President my create subcommittees as necessary or desired. Any members of the Association may serve on this committee as approved by the Vice-President. Non-members of the Association may serve on this committee at the discretion of the Executive Board and approval of the Vice-President.
- Ad-hoc Committees: The Executive Board may create ad-hoc committees as it deems necessary or desired to perform such activities as, but not limited to: Summer Send-off, the annual tailgate party; the winter party; the goodie drop; the annual all military ball; and, equipment logistics management including equipment and supply storage. These committees, or any other ad-hoc committees created by the Executive Board, serve at the discretion of the Board. Any member of the Association or non-member may serve on these committees as approved by the Executive Board.
- Serves as a contact point between the Academy and the Association to foster clear communications and relationships.
- Serves as a mentor to the Executive Board for education and understanding of USAF and USAFA policies and procedures.
- Assists in obtaining Academy or Armed Forces speakers of interest for Association events.
- Assists in reserving Academy facilities and equipment to support Association activities.
- Serves as a contact point with Academy Liaison Officers to assist in providing Academy candidates with Parent’s Club and Cadet information as able.
Section 9: Board Vacancy In case of a Director vacancy other than the Officer of President, such vacancy shall be filled by appointment by the President, upon the advice of the remaining Directors, and subject to the consent of a majority of the membership attending the next general meeting.
Section 10: Removal of an Officer Ona motion and a second from the membership at a general meeting, an officer shall be held before the Association for malfeasance of duty. A two-thirds majority of all members shall be required for removal from office.
ARTICLE VI
FINANCIAL ADMINISTRATION
Section 1: All funds will be disbursed by credit/debit card or check and the Treasurer (or President in the absence of the Treasurer) will sign checks.
Section 2: The Executive Board may authorized disbursement of funds via Debit Card when required.
Section 3: The fiscal year of the Association shall be July 1 through Jun 30.
ARTICLE VII
AMENDMENTS
Section 1: Amendments to the By-laws may be made by two-thirds vote of the Board of Directors at a regularly scheduled meeting. Proposed amendments may be made by any Regular Member in good standing provided the proposal, in writing, is submitted to the Secretary at least thirty (30) days prior to the scheduled meeting of the Board of Directors. The Secretary will include the proposed change to the By-Laws for consideration in the announcement of the meeting. When approved, a proposed amendment shall be effective immediately.
- BY-LAWS as approved February 12, 2005 –
- Amended BY-LAWs approved April 30, 2018
- Amended BY-LAWS approve April 15, 2019