Annapolis Parents Club of Southern California Bylaws

ANNAPOLIS PARENTS CLUB OF SOUTHERN CALIFORNIA

an unincorporated Social Club

BY-­‐LAWS

03/24/2012 as amended 03/23/14

ARTICLE 1 – NAME

The name of this organization shall be: ANNAPOLIS PARENTS CLUB OF SOUTHERN CALIFORNIA (the “Club”)

ARTICLE 2 – PURPOSE

The mission of the club is to support families of Midshipmen at the United States Naval Academy; to learn about their lives as Midshipmen and their opportunities in the fleet; to meet and share information and advice; and to bring the Naval Academy experience home to Southern California by providing related programs and activities.

ARTICLE 3 – MEMBERS

Membership is open to all families and friends of USNA Appointees, Midshipmen, NAPS/Foundation students and USNA graduates who live in Southern California. There will be four classes of members including:

  1. Regular Membership shall be limited to parents or guardians of Midshipmen who have registered with the Club and paid dues of $200 for a four-­‐year membership. (Members with multiple and concurrent Midshipmen will be assessed pro-­‐rated dues to cover additional years.)
  2. Alumni Membership shall be for parents and guardians of USNA graduates who have registered with the Club and paid dues of $50 for a lifetime alumni membership.
  3. Lifetime Membership shall be bestowed upon all of the Club’s Past Presidents and all dues shall be waived.
  4. Associate Membership shall be awarded by action of the Board for those individuals not included in any other class of membership who provide a significant role in supporting the mission of the club. These members will have no rights in the administration of the Club and shall pay no dues.

Membership terms and fiscal year will run from April 1 – March 31st each year.

ARTICLE 4 – OFFICERS AND COMMITTEE CHAIRS

The Board, consisting of Officers and Committee Chairs, shall administer the Club’s mission.

A Nominating Committee shall be composed of five members selected during the Winter Meeting. The immediate past President shall serve as Chairman of the Nominating Committee. The committee shall prepare a slate of candidates for office for the coming year and present them for approval by a majority vote of those present at the Spring Meeting. The consent of each nominee must be obtained prior to his/her name being placed in nomination.

The Board may later fill any Committee Chair position lacking a nominee through appointment.

The term of office will run from April 1 – March 31st and no Officer shall serve a term of more than two consecutive years.

Either an individual or a husband and wife team may fill officers and Committee chair positions. The positions and duties include:

1) Officers

  1. a) President
  2. Preside at all meetings
  3. Be the primary point of contact for the club
  • Serve as the voice of the club
  1. Oversee activities of:
  • Welcome Aboard Luncheon
  • Shoremates
  • All Academies Ball Liaison
  1. b) VP of Meetings and Events
  2. Assure the smooth execution of all major club meetings
  3. Oversee activities of:
  • Midsummer Picnic
  • Fall Meeting
  • Winter Meeting
  • Spring Meeting
  1. c) VP of Membership
  2. Solicit, process and maintain record of all membership applications
  3. Produce the annual membership directory
  • Oversee activities of: (1) Handbook
  1. d) Secretary
  2. Maintain a record of all club meeting minutes
  3. Oversee communication to club members including use of Gmail and eVite
  • Oversee activities of:
  • Tradewinds
  • Webmaster e) Treasurer
  1. Maintain the books and records of the club’s finances
  2. Assure that all disbursements are pre-­‐approved by the Board
  • Present bank statements and reconciliation at each meeting
  1. Manage the Club’s checking account
  2. Collect fees and dues and deposit them into the club’s checking account on a timely basis
  3. Process all approved check requests and issue disbursements on a timely basis
  • File the club’s annual tax return
  • Update the club’s TIN with SS#
  1. Oversee activities of:
  • Mini-­‐Mid store
  • Cookie Coordinator

2) Committees

  1. Welcome Aboard Luncheon
  2. Midsummer Picnic
  3. Fall Meeting
  4. Army / Navy Party
  5. Winter Meeting
  6. Spring Meeting
  7. Mini-­‐Mid Store
  8. Tradewinds
  9. Handbook
  10. Webmaster
  11. Cookie Coordinator
  12. Shoremates
  13. All Academies Ball Liaison
  14. Firstie Mom Luncheon

ARTICLE 5 – MEETINGS

The Annual meeting of Annapolis Parents Club of Southern California and election of officers shall be held each spring. The Board shall meet at each Club event and throughout the year as necessary when the President provides at least three days notice. A quorum will be established when any four of the five Officers and at least two of the Committee Chairs are present.

ARTICLE 6 – EXECUTIVE DIRECTORS

The Club’s three most recent Past President’s will serve as Executive Directors. Their responsibility is to assure the sustainability of the club by taking an advisory and oversight role. Although they have no operational responsibilities they will make themselves available to the Board as a resource and monitor the Club’s on-­‐going compliance with regulatory requirements. Should issues arise that are not clearly governed by the By-­‐Laws and immediate remediation is needed the Executive Directors will have the authority to act in the best interest of the Club.

ARTICLE 7 – COMMITTEES

The Club’s regular schedule of events will be delivered through volunteer groups secured by the Committee Chairs. Each event is to be run on a cost neutral basis with fees being charged to participating Members. The Chairperson is responsible for providing a full accounting of the event to the Treasurer. The normal schedule of events includes:

  • Welcome Aboard Luncheon -­‐ June
  • Midsummer Picnic – August
  • Fall Meeting (Chili Cook Off) – October
  • Navy Beats Army Game – December
  • All Academies Ball -­‐ December
  • Winter Meeting (Alumni Meeting) – January
  • Spring Meeting (Firstie Salute) – March
  • Other Activities
  1. Navy Football – September through November
  2. Dark Ages Package Packing – January / February
  3. Firstie Mom Luncheon – February
  4. Field Trip – April / May

ARTICLE 8 – PARLIMENTARY AUTHORITY

The President will conduct all Club business with a reasonable application of Robert’s Rules of Order.

ARTICLE 9 – AMENDMENT

Changes to these By-­‐Laws may be made at the annual meeting if proposed changes are distributed to the Membership at least 15 days prior to the meeting and they are approved by at least 2/3rds of the Membership present.