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CONSTITUTION
OF THE
NCOA TAJ MAHAL Chapter 122
ARTICLE I - NAME AND AUTHORITY
The name of the organization shall be The NCOA TAJ MAHAL Chapter 122 and hereafter shall be referred to as NCOA Chapter 122. NCOA Chapter 122 is a private organization that operates on Randolph AFB pursuant to the provisions of AFI 34-223. The organization shall be self-sustaining and is not an instrument of the United States government. It operates on Randolph AFB only with the consent of the installation commander. Operation is contingent on compliance with the requirements and conditions of all applicable Air Force Instructions, Manuals and Directives.
The purpose of NCOA Chapter 122 is to function as a social and professional organization. NCOA Chapter 122 is established to maintain a spirit of comradeship and esprit de corps among the five branches of service (Army, Marines, Navy, Air Force, & Coast Guard). NCOA Chapter 122 shall encourage an attitude of unified purpose and contribute to the morale and welfare of Randolph Air Force Base personnel, especially the enlisted force.
The membership may be liable under the laws of the State of Texas for organizational debts or liabilities in the event the NCOA Chapter 122 assets are insufficient to discharge liabilities. Membership and related action based upon race, religion, color, sex, age, or national origin is prohibited. Membership in the NCOA Chapter 122 is open to all active duty, veterans and retirees - from all five branches of the U.S. Armed Forces, including the National Guard and Reserve assigned or attached to Randolph Air Force Base. Individuals may apply for membership by paying and maintaining dues. Continuing membership is based upon an annual enrollment, with exception to the lifetime membership. Resignation or failure to pay dues will terminate membership and will be dropped from rolls. Membership may be applied for at HQ NCOA or by contacting one of our Executive Committee Members.
ARTICLE IV - OFFICERS AND GOVERNING BODY
The elected officers of NCOA Chapter 122 are the governing executive committee and consist of a Chairperson, Vice Chairperson, Secretary, Treasurer, and 4 Trustees. The duties of the officers are outlined in the NCOA Chapter 122 by-laws. The Chairperson shall preside over all meetings of the general membership or executive committee. In the Chairperson's absence, the Vice Chairperson may assume these responsibilities. The executive committee may authorize limited expenditures and may undertake activities in the name of NCOA Chapter 122 . All actions taken by the executive committee shall be reported to the membership at the next general membership meeting.
ARTICLE V - MEETINGS AND ELECTIONS
General membership meetings are normally held monthly, but must be held at least quarterly. An annual meeting will be held for the election of officers and trustees. Procedures for nominations and the elections are outlined in Article II of the by-laws. A quorum for general membership meetings shall be a minimum of 10 members. A quorum for an executive meeting shall be a majority of the members of the executive committee. Meetings of the executive committee may be called as often as necessary by the Chairperson or any officer acting for the Chairperson, but all members should be made aware of meeting location and time at least 24 hours prior to convening the meeting.
ARTICLE VI - ADDED REQUIREMENTS
The Chairperson/treasurer shall establish a budget approved by the general membership to protect NCOA Chapter 122 assets and ensure liabilities do not exceed its income. Members do not have proprietary rights in the NCOA Chapter 122 assets and income will not accrue to individuals except through wages or salaries for employees of the Group.
The Chairperson will ensure that all members are aware that financial liability incurred by NCOA Chapter 122 may ultimately result in individual's personal financial responsibility if the fund fails to discharge its obligations, even though the fund may have been re-designated or dissolved.
All funds designated for the group will be deposited in the Frost Bank. All expenditures will be made by check except for small petty cash requirements. Petty cash shall not exceed $50.00. Only an executive committee member will make petty cash disbursements. NCOA Chapter 122 shall be financed primarily through fund raising events. NCOA Chapter 122 will not engage in activities which compete with those of any Services activity, NAFI, or Air Force Exchange operation on Randolph Air Force Base, except as provided in AFI 34-223. NCOA Chapter 122 will not engage in on-base resale activities (including bake sales, car wash, etc.) unless specific written authorization is obtained from the 12th Support Group Commander, through the 12th Services Division. NCOA Chapter 122 will comply with all local, state and federal laws.
The Chairperson, vice Chairperson, and treasurer shall be authorized to sign checks on behalf of the NCOA Chapter 122. The executive committee may authorize expenditures not to exceed a total of $100 between general membership meeting. All expenditures by the executive committee will be reported at the general membership meetings. Expenditures in excess of $100 must be approved at a general membership meeting or be authorized by a budget approved at a general membership meeting. No member is authorized to incur debts in the name of NCOA Chapter 122 without specific approval of the executive committee.
ARTICLE VIII - DISSOLUTION CLAUSE
In case of dissolution of the organization, whatever funds are contained in the treasury at the time will be used to satisfy any outstanding debts, liabilities, and obligations. Funds remaining in the treasury will be redistributed as determined by the membership. If the membership has not disposed of all assets within 90 days of dissolution, the assets will be treated as a gift to the Air Force and disposed IAW AFI 51-601.
The NCOA Chapter 122 may maintain an informational web page approved by base legal and public affairs. The Chairperson shall ensure that the informational web pages hosted on a government server does not advertise products, solicit funds, or serve any commercial purpose.
ARTICLE X - RESIGNATION OF CHAPTER OFFICER OR TRUSTEE
(1) Chapter Chairperson - The Chapter Vice Chairperson will serve as the temporary Chapter Chairperson until such time as the Chapter's Board of Trustees meets and conducts an election to fill the vacated position.
(2) Chapter Vice Chairperson - The position will remain vacant until such time as the Chapter's Board of Trustees meets and conducts an election to fill the vacated position.
(3) Chapter Treasurer or Secretary - The Chapter Chairperson will appoint an individual to the vacated position as soon as possible.
(4) Trustee - The Chapter's Board of Trustees will meet and appoint an individual to fill the unexpired term of the vacating trustee.
ARTICLE XI - REMOVAL OF CHAPTER OFFICER OR TRUSTEE
(1) If at any time during the term of office of a chapter officer or member of the Chapter's Board of Trustees, the membership initiates recall procedures of an Officer or Trustee for cause, a special general membership meeting will be held. The purpose of this meeting will be to review and act upon the requested recall.
(2) Removed official may appeal through the Chapter's Board of Trustees to the International Board of Directors whose decision will be final.
Any member in good standing may submit amendments to this constitution by providing such amendments to the executive committee. At the earliest possible date, the proposed amendment will be presented to the general membership with at least 10 working days advance notice of the general membership meeting. This constitution may be adopted or amended only by an affirmative vote of a majority of those active members present. Mail-out ballots may be used for amendments. Ballots not returned in two weeks may be considered abstentions. This Constitution, by-laws and amendments must be sent through the 12th Services Division and receive the approval of the installation commander prior to adoption.
BY-LAWS
OF THE
NCOA TAJ MAHAL Chapter 122
ARTICLE I - DUTIES OF OFFICERS
Chairperson:The Chairperson is the executive officer of the Chapter. It is his/her responsibility to provide leadership, to exercise general supervision over chapter activities and to conduct chapter affairs in accordance with the Chapter By-Laws and the policies established by the International Board of Directors of the NCOA. The Chairperson maintains contact with all Trustees, Officers, Committee Coordinators and members of the chapter by either letter, telephone or personal contact. He/she should attend all meetings of the Chapter Board of Trustees, chapter meetings, region conference meetings and the NCOA Annual Convention.In all business activities, correspondence and personal contacts, he/she should act and speak in a professional manner so as to give a favorable and professional impression of the Association and indicate that he/she is "an ambassador" and promotes the best image of the Association at all times.
The Chairperson's duties include :
1. Presiding at all meetings.2. Formulating the overall plans for the various activities in which the local chapter will become engaged. This should be one of the first efforts of the chairperson. He/she should meet with all Committee Coordinators to discuss definite programs and activities. A priority list is then developed and published. This allows the entire membership to evaluate each program and become active in the area in which they are most talented. Participation is the key to chapter success.3. Overseeing activities of other officers and committee coordinators. The Chairperson should stress how their responsibilities enter into the overall planned chapter activities. It should be transmitted to the incumbent that his/her dedicated support and performance are vital if the chapter is to grow and achieve success. Each committee activity should be reviewed periodically and individual performance noted.4. Presiding in a firm, competent, tactful and just manner. Must be neutral in the chair on controversial matters and must permit full discussion in all debatable motions. He/she respects the opinion of each individual and sees to it that the decision is carried out in a harmonious atmosphere. Opens and closes the meetings promptly and makes sure that written minutes are published expeditiously.5. Arriving at the place of the monthly meeting early to see that everyone and everything is ready for the meeting. Makes himself available to the entire membership, especially the new members and guests. He/she should display constant enthusiasm and support for all chapter activities. Acknowledges each speaker's appearance with a letter of thanks on behalf of the chapter.6. Maintaining contact with the entire NCOA by participating in as many related activities as possible. The Chairperson should make himself available to other groups to promote the image of NCOA.7. Maintaining a close contact with the Executive Committee, NCOA Field Force Representatives, NCOA Headquarters and other chapters on NCOA official business. A free exchange of ideas and suggestions is necessary to eliminate misunderstandings and to keep current on all of the programs/benefits available to members of the Association.8. Submitting a written report to the membership to keep them informed about chapter activities. An annual report should be prepared evaluating each activity or programs entered into or developed during the year. This information will be most helpful in determining a course of direction for the newly elected Chapter Officers and Committee Coordinators.9. Finally, and most importantly, ensure the training and availability of a replacement for him/herself.
Vice Chairperson:The Vice Chairperson assists the Chairperson, presides in the Chairperson's absence and is normally the administrator for the Chairperson. The Vice Chairperson must remain current on all chapter activities to assure an orderly administration of the chapter in the event of the Chairperson's absence. He/she should attend all meetings of the Chapter's Board of Trustees, chapter meetings, regional conference meetings and the NCOA Annual Convention. The Chapter Vice Chairperson should be prepared to assume the Chairperson's position at all times. He/she should understand fully the Chairperson's duties and assist whenever necessary. The Vice Chairperson's duties include: (1) Review all Treasurer's Reports before submission to the Chairperson for signature, (2) Review the meeting minutes before submission to the Chairperson for signature.
Secretary:The Secretary is appointed by the Chapter Chairperson to maintain the general business records of the chapter and to keep the written minutes of all meetings of the Board of Trustees and the general membership. The Secretary is responsible for ensuring that the written minutes of any meeting are reviewed by the Vice Chairperson, signed by the Chairperson and countersigned by the Secretary, and forwarded to NCOA Headquarters. The Secretary shall (1) Maintain all chapter files, (2) Record all chapter business meeting minutes and prepare for Chairperson's signature, (3) Forward all approved minutes to NCOA Headquarters, (4) Procure chapter supplies, (5) Maintain and update of Uniform Chapter By-Laws and forward to NCOA Headquarters as required, (6) Prepare Trustees Oath of Office and Code of Ethics for newly elected Trustees and forward completed copies to NCOA Headquarters, and (7) Review all chapter correspondence with the Chairperson.
Treasurer:The Treasurer is appointed by the Chapter Chairperson to safe keep all chapter property and other assets belonging to the chapter and/or NCOA Headquarters. This includes proper accounting of all chapter funds in accordance with the NCOA Headquarters AFCAP Directive.
The Treasurer must be familiar with the AFCAP which provides the basic information and guidance necessary to perform their duties. The Treasurer shall (1) Maintain up-to-date financial records on a day-to-day basis, (2) Prepare and present the chapter financial report to the chapter Executive Committee and General Membership Meetings, (3) Prepare and submit the chapter's "Quarterly Treasurer's Report (TR-1)," after review by the Vice Chairperson and signature of the Chairperson, or the Vice Chairperson in the Chairperson's absence, to NCOA Headquarters. TR-1 is to arrive no later than the 20th day of the month immediately following the end of the calendar quarter, (4) Assist, as necessary, in the preparation of all chapter budgets, (5) Prepare and submit the "Annual Chapter Treasurer's Report (TR-2)" no later than January 31 of each year. The TR-2 will cover the chapter's treasurer's reports for the calendar year and must be signed by the Treasurer and Chairperson, or Vice Chairperson in the Chairman's absence.
The primary responsibility of the Chapter's Sergeant-at-Arms is to see that good order and discipline is maintained at all meetings.
ARTICLE II - ELECTIONS AND VOTING
The executive committee shall be elected for a one-year term by a majority vote held during the March general membership meeting. Nominations for annual elections should be submitted the month prior to elections. Additional nominations will be accepted the day of elections. Terms of office shall run from March election day through the next March election day. Officers assume their position immediately after the elections. The Vice Chairperson shall fill a vacancy of the Chairperson. Any other vacant office with an unexpired term of three months or less may be filled by appointment of the executive committee. Vacant offices (other than Chairperson) with unexpired terms of more than three months shall be filled by election at general membership meeting for the remainder of the term. All active members are eligible to vote at general membership meetings. Any executive committee member who fails to fulfill his/her duties and responsibilities can be removed from office by a majority vote of the executive committee.
ARTICLE III - STANDING COMMITTEES
The executive committee shall consist of the elected officers. Additionally, the group will designate 10 of the following standing committees:
All committee chairpersons are required to report the status of their committee's activity at the monthly general membership meeting.