By-Laws

BY-LAWS
UNITED STATES COAST GUARD
CHIEF PETTY OFFICERS ASSOCIATION
Group Port Angeles, WA

Revised: 8 March 2002

  1. Chapter Officers
  2. Elections
  3. Meetings
  4. Organization
  5. Discipline and Jurisdiction
  6. Amendments and Revisions

SECTION I: Chapter Officers

  1. The Group Port Angeles Chapter Officers shall consist of the President, Vice-President, Secretary and Treasurer.
  2. To be eligible for election to Chapter Office a candidate must currently be an E-7, E-8 or E-9 and be a regular member. A current Chapter Officer may not hold a National Office.
  3. Duties of the President
    1. Shall represent the Association in its relations with Federal, State, Military organizations and other Government bodies. The President may designate any member to represent the Association at public ceremonies and meetings.
    2. Shall appoint a Chairman for all committees.
    3. May appoint a Chaplain to conduct services in a non-denominational manner.
    4. Shall have authority to authorize emergency expenditures up to $1,000. Approval shall be obtained by the most expeditious means and confirmed in writing.
  4. Duties of the Vice-President
    1. Shall perform all duties assigned by the President and have authority to sign official correspondence by direction of the President.
    2. Shall be Chairman of the Resolution and Steering Committee and By-laws Committee.
  5. Duties of the Secretary
    1. Shall perform all duties assigned by the President.
    2. Shall keep minutes of meetings, publish them in a timely manner and submit them to the President.
  6. Duties of the Treasurer
    1. Shall perform all duties assigned by the President.
    2. Shall be the Chief Finance Officer of the Association.
    3. Shall review Association’s monthly financial report.
    4. Shall ensure records and accounts are in order.
    5. Shall present a written interim report to the CPOA the day of meetings showing gross receipts, expenditures and balances on hand and, if applicable, contain appropriate recommendations.
  7. Duties of the Immediate Past President
    1. As directed by the President.

SECTION II: Elections

  1. Procedures for Elective Offices
    1. The Nomination/Ballot Official shall receive all nominations.
    2. Nominations for CPOA Offices shall open the first day of October in even numbered years and close the last day of November in even numbered years. Nominations shall be emailed to an elected Nomination Official.
    3. Candidates’ names shall be placed on a ballot in the order their nomination was received by the Nomination Official. Ballots shall dispaly the candidate’s reason for seeking the position and a current resume.
    4. Certification and counting of ballots shall begin on the first working day after 01 December. The Nomination Official will inform the President of the results of the election no later than 2400 on 10 December. The President shall then notify the CPOA.
    5. In the event of a tie vote for any office, a special election will be held.
    6. Should the President’s office become vacant, the Vice-President shall fill that office. Any vacancies ocurring among the other elected officers shall be filled by presidential appointment with confirmation of the remaining CPOA Officers. Written notification of such action shall be made to the CPOA.
    7. The Commandant of the Unites States Coast Guard shall be the Honorary President and the Master Chief Petty Officer of the United States Coast Guard shall be the Honorary Vice-President of our Association.

SECTION III: Meetings

  1. CPOA Meetings
    1. All meetings shall be conducted in accordance with current Parliamentary Authority. The general order of business shall be as follows:
      1. Prayer, anthem and Pledge of Allegiance to the Flag.
      2. Introduction of guests to the assembly.
      3. Reading of minutes of last meeting and communications.
      4. Treasurer’s report.
      5. Committee reports.
      6. Unfinished and new business.
      7. Good of the Order.
      8. Retiring of colors.
      9. Adjournment.
    2. The CPOA Officers shall meet at the call of the President. A minimum of 4 meetings shall be held each calendar year. A quorum shall exist when at least one CPOA Officer is present, at which one must be the President or Vice-President.
      1. Failure to comply with proper formatting shall be sufficient cause to declare a resolution “Out of Order.”
      2. Resolutions, which are in order but require funds, must be referred to the CPOA Committee before the President or Vice-President takes final action.
      3. Resolutions pertaining to changes of the By-laws must be approved by the Association Membership and shall be acted upon at a CPOA meeting provided that notice of such meeting has been previously given to all members. These resolutions shall require a 2/3 vote (of those voting) for approval.
        1. Proxy Delegates - If the Chapter President or Vice-President is unable to attent the convention or annual meeting, he/she may appoint another regular member as proxy.
  2. Travel and Per Diem Expenses
    1. Elected officials shall not be paid a salary during their term of office but will be reimbursed for travel, food and lodging expenses incurred during the execution of official business.
    2. Payment will be made using Military Rates (Lodging and Travel).
      1. Verification of expenses shall be by voucher and signed by the individual concerned. Claimant shall retina receipts.

SECTION IV: Organization

  1. Membership
    1. Regular Membership - All persons who have successfully held the rank of Chief Petty Officer in the United States Coast Guard (Eligibility is effective the date of advancement or frocking).
    2. Associate Membership - All persons who have successfully held the rank of E-7 in any of the other United States Armed Forces. Associate members shall not hold any elective office.
    3. Honorary Membership - Persons who are otherwise not eligible for membership, who have rendered distinguished service to the Association may be awarded an honorary membership. Honorary members shall not be eligible to hold office, vote or pay membership dues.
    4. Silver Lifetime Membership - Any Regular or Associate Member may purchase a Silver Lifetime Membership. A Silver Lifetime Fund is established to provide a financial account where interest generated would provide the dues for members who purchased this membership. The interest only from this fund will be transferred, as accrued, to the general organization funds. The interest amount will be sued to offset the annual budget. Members who purchase Silver Lifetime Membership will not be authorized a return of their funds for any reason.
    5. Gold Lifetime Membership - Any E-7, E-8 or E-9 (Regular Member) who has rendered distinguished and tangible service in an exemplary and outstanding manner as to promote and advance the welfare of fellow members, their dependents or their Community/Country may be awarded a Gold Lifetime Membership. Gold Lifetime Members shall not be assessed dues.
      1. Nominations shall be submitted in resolution format to the Gold Lifetime Membership Selection Committee via the National Office 120 prior to a National Convention.
      2. The Gold Lifetime Membership Selection Committee shall be a committee of the whole, which may select and present a maximum of two Gold Lifetime Membership Nominees during an Association year for BOD approval.
    6. A member of the CPOA shall not hold membership in Branches or Units.
  2. Dues
    1. The National Board of Directors shall set the amount of annual dues.
    2. A Silver Lifetime Membership shall be $400.00 up to age 35, $350.00 ages 36-50, and $300.00 age 51 and over. This may be in a one-time payment or in monthly installments not to exceed 12 months.
    3. Any member resigning from the Association shall not be entitled to a refund of dues.
  3. Incorporation & Business Enterprises
    1. Any business enterprise or club operated or sponsored by the CPOA Chapter shall comply with the laws and ordinances for the State, County and City in which the Chapter’s business enterprise or club is located and operated.
    2. Any club or business enterprise shall be properly Incorporated under the local laws of the State, County and/or Municipality prior to being sponsored or placed in operation by the CPOA Chapter/CPOAA, except in those States or other areas where the laws of incorporation preclude any possibility of financial or other responsibilities reflecting upon the Association. Failure to comply is sufficient cause for revocation or suspension of the Chapter/Unit/Branch Charter.
    3. If the CPOA endorses or sponsors a club or business enterprise shall become a separate entity of that enterprise. The Chapter will establish the club or enterprise by electing a governing body consisting of Chapter members. The governing body shall not consist of any Chapter officers, except for the President who shall be a non-voting ex-officio member. The governing body shall establish regulation or standing rules for the club or enterprise, subject to Chapter approval. The Chapter membership shall retain veto power over the decisions of the governing body.
    4. The CPOA or members conducting business enterprises, clubs or other activities which may be implied that it is contingent upon membership in the Association or other individuals operating or managing an enterprise under the sponsorship of, or part of the Association shall prominently display the following notice in a manner and size readable at a distance of five feet:

      “This club (enterprise) is incorporated under the laws of the state of ______________. It is a non-profit organization under the sponsorship of ______________ Chapter of the Chief Petty Officers Association, United States Coast Guard, and members thereof. The National Association Of The Chief Petty Officers Association does not assume financial responsibility or liability for the operation or management of this club (enterprise).”

    5. The CPOA Chapter Officers shall enforce the provisions of these By-laws for any reason of financial mismanagement or action, which reflect discredit upon the Association, its Chapters or members.
    6. CPOA Chapter shall submit a Gross Receipts Report to the National Office no later than 1 March of each year. The Executive Director will provide appropriate forms and instruction. Failure to submit the report will result in suspension of the Chapter/Branch charter placing the Chapter/Branch in a non-voting status. Should the Chapter/Branch not comply by 31 December of that year then the charter will be revoked.
    7. If the CPOA Chapter wishes to voluntarily surrender its charter should make an earnest attempt to give notice to all Chapter members. Upon receipt of the Chapter charter, the National Officers shall thoroughly research the circumstances surrounding the surrender prior to approval.
  4. Funds
    1. The following funds exist solely by donations from the membership and are only to be used as specified. These donations are above and beyond the dues of the members. These funds cannot be used to offset the annual association budget or for any other purpose other than those listed in the following sub-paragraphs.
    2. Emergency Relief Fund - Established to provide assistance to members of the USCG families in the event of a natural disaster. Requests for assistance will be in writing to any National Officer, if time permits, otherwise a phone call to any National Officer via the Executive Director will suffice with a follow-up letter to the National Officers.
      1. National Officers during a regularly scheduled or emergency meeting will determine if assistance is needed and if requests will be approved.
      2. National Officers as a body can distribute funds up to $2,000. Amounts over $2,000 must be submitted to the Executive Committee for approval.
    3. Equipment Fund- Established to provide funds to purchase office equipment in an emergency situation and where funds were not allocated in the annual association budget. The National Officers and BOD shall be notified of expenditures when expenditures are made from the account.
    4. Chapter and Branches are encouraged to hold one fund raising event before 1 June of each year to generate funds for the CCCAF. All funds raised shall be forwarded to the National Office designated for CCCAF and should arrive no later than 15 June of each year. Chapters or Branches that choose not to hold a fund raising event are encouraged to make a donation to the CCCAF to generate funds for the CCCAF.

SECTION V: Discipline and Jurisdiction

  1. The Elected Officials will have jurisdiction over all members of the Association including National Officers.
  2. The Elected Officials may accept a felony conviction as sufficient evidence to expel a member.
  3. A member has the right of appeal to any action.
  4. Members are expected to maintain their conduct so as not to discredit the Coast Guard or the Association.

 

SECTION VI: Amendments and Revisions

  1. The By-laws may be amended as needed and must be in compliance with the Code of the District of Columbia for Non-Profit Business and only by approval of the membership. If changes have been published in advance to all members by any means, the members in attendance at the meeting will constitute legal representation of the membership.
  2. Interpretation of the By-laws must be accomplished by the membership.