YOUR PO’S NAME
CONSTITUTION
BYLAWS
CONTENTS
ArticleI.NameandAuthority...... 4
ArticleII.PurposeandObjectives...... 4
Section1.MissionandPurpose...... 4
Section2.Objectives...... 4 Section3.Instrumentality...... 4
Section4.Specific Limitations...... 5
ArticleIII.Membership...... 5
Section1.Qualifications...... 5
Section2.Participation...... 5
Section 4. Honorary Members...... 5
Section3.Termination ofMembership...... 5
ArticleIV.Financials...... 5
Section1.Dues...... 5
Section2.Other Income...... 6
ArticleV.Administration...... 6
ArticleVI. Meetings and Quorums...... 6
Section1.Types of Meetings...... 6
Section2.Quorum Requirements...... 6
Section3.Parliamentary Rules...... 6
Section4.Meeting Agenda...... 6
ArticleVII.Activites...... 7
Section 1. Group...... 7
Section 2. Charities...... 7
Section 3. Financial Status...... 7
ArticleVIII.Adoption and Amendments...... 7
Section1.Modifications...... 7 Section2.Voting...... 7
ArticleIX. Dissolution...... 7
Section1.Dissolution Authority...... 7
Section2.Procedures for Dissolution...... 7
Section3.Procedures for Dissolving Financials...... 8
Section3.Notification of Dissolution...... 8
ArticleX.Insurance...... 8
ArticleXI.Bylaws...... 8Bylaws ArticleI.Duties of Officers...... 8
Section 1. President...... 8
Section 2. Vice-President...... 9
Section 3. Secretary……...... 9
Section 4. Treasurer………...... 9
Bylaws Article II. Election and Voting...... 10
Section 1. Election of Officers…...... 10
Section 2. Nominations………...... 10
Section 3. Special Elections…...... 10
Bylaws Article III. Dues and Fees…...... 10
Bylaws Article IV. Standing Committees...... 10
Section 1. General…………………...... 10
Section 2. Standing Committees………...... 10
Sub-section A. Fundraising Committee...... 10
Sub-section B. Other Committee...... 11
Bylaws Article V. Finances and Taxes...... 11
Bylaws Article VI. Awards/Gifts………...... 11
Adoption of the Constitution and Bylaws …...... 11
SAMPLE FORMAT
CONSTITUTION AND BYLAWS
FOR
“(YOUR YOUR PO’S NAME’S NAME)
______
CONSTITUTION
ARTICLEI
Name and Authority
This organization shall be known as the ______and is established pursuant to the provisions of AFI 34-223 and in accordance with all applicable civil and military laws and policies. Operations are contingent upon compliance with the requirements and conditions of all applicable Air Force instructions.
ARTICLEII
Purpose and Objectives
Section 1. Mission & Purpose.
(State your mission & purpose. The following is just an example.) This Private Organization was created to establish and maintain a spirit of camaraderie and esprit de corps; enhance the prestige, responsibility and professional development of all junior noncommissioned officers (NCO); and encourage an attitude of unified purpose.
Section 2. Objectives:
(State your objectives, the following are just examples.) Each member is encouraged to actively set positive examples by demonstrating accepted leadership practices in promoting the welfare and recognition of personnel. Examples of typical goals are:
- Enhance the welfare and recognition of enlisted personnel.
- Support the Airmen Professional Development Workshop (APDW) by developing and assigning classroom instructors, preparing a curriculum and allocating funds for any items deemed necessary by the YOUR PO’S NAME and the APDW instructors.
- Establish effective networking means of communication with all members to exchange ideas, keep abreast of adverse morale trends, advances in management principles and enhance the status of the NCO in the United States Air Force.
- Promote social gatherings of membership, family members, senior leadership of Team Langley and the local community leaders.
Section 3. Instrumentality.
The YOUR PO’S NAME is not an official instrumentality of the United States Government and no appropriated funds or federal non-appropriated funds will be used to benefit the YOUR PO’S NAME.
Section 4. Specific Limitations.
a. The YOUR PO’S NAME membership is jointly and severally liable under the laws of the State of Virginia and Langley Air Force Base, Virginia, for YOUR PO’S NAME debts in the event the YOUR PO’S NAME assets are insufficient to pay its obligations.
b. The YOUR PO’S NAME will not prejudice or discredit the United States Air Force.
c. The YOUR PO’S NAME’s membership will not discriminate based on race, color, religion, gender, age, or national origin.
ARTICLEIII
Membership
Whoever your Private Organization wishes to allow to be members, must not discriminate based on age, race, religion, color, gender or national origin).
Section 1. Qualifications.
Membership is voluntary and limited to______. Any person may join the YOUR PO’S NAME providing he or she is willing to take an active part in carrying out the YOUR PO’S NAME’s purpose and objectives.
Section 2. Participation.
YOUR PO’S NAME members are expected to support projects, activities, and functions through verbal guidance, physical involvement, and attendance during agreed upon gatherings.
Section 3. Honorary Members.
(The following is an Example.) Any individual not otherwise eligible for membership who is nominated by the Executive Council and approved by General Membership by a two-thirds majority vote of those in attendance is eligible to become an honorary member. Honorary members are entitled and encouraged to participate in all YOUR PO’S NAMEsponsored activities. Honorary members are nonpaying/nonvoting members.
Section 4. Termination of Membership.
Membership is automatically terminated upon PCS, PCA, separation from the military and retirement. Members may also choose to terminate his/her membership by advising the Vice President in writing of his/her desire to terminate membership.
ARTICLEIV
Financials
(Include all proposed sources of income)
Section 1. Dues.
The YOUR PO’S NAME may collect dues from its members. (Specifics are in the BYLAWS)
Section 2. Other Income.
The YOUR PO’S NAME may conduct fundraisers. All fundraisers will be coordinated with the base legal office and must be approved by the Force Support Squadron Commander. The YOUR PO’S NAME will be self-sustaining. The YOUR PO’S NAME will not engage in resale activities unless specifically authorized by the air base wing commander.
ARTICLE V
Administration
An Executive Council, constituted as follow shall conduct the administration of this organization: a President, Vice President, Treasurer, Secretary, and Sergeant-at-Arms. Officers shall perform the duties herein specifically provided for and also those specified by the constitution and other such duties as are usually incident to their office.
ARTICLE VI
Meetings and Quorums
Section 1. Types of Meetings.
a.) General membership meetings shall be held monthly, or as deemed necessary, on a date, time and place scheduled by the Executive Council.
b.) Special membership and executive council meetings shall be conducted as required at the call of the President or Vice President. These meetings will be held to discuss topics or issues directly involving membership issues outside of the normal YOUR PO’S NAME membership scheduled meetings.
Section 2. Quorum Requirements.
Any meeting conducted with at least one YOUR PO’S NAME officer and nine YOUR PO’S NAME members shall be considered an official meeting. Unless specified elsewhere, quorums shall be the basis for all votes. Adoption of issues presented to the YOUR PO’S NAME will require a simple majority vote. E-mail voting is allowed, but must meet the suspense set by the YOUR PO’S NAME President.
Section 3. Parliamentary Rules.
Robert’s Rules of Order shall govern the procedures of all meetings.
Section 4. Meeting Agenda.
The Executive Council will prepare an agenda before each meeting.
ARTICLE VII
Activities
Section 1. Group.
The YOUR PO’S NAME members will participate in approved activities of the YOUR PO’S NAME.
Section 2. Charities.
All requests for assistance that fulfill the purpose statement of the YOUR PO’S NAME will be considered. Approval will be by majority vote of the YOUR PO’S NAME membership.
Section 3. Financial Status.
The financial status of the YOUR PO’S NAME will determine the amount of support given to each sponsored activity.
ARTICLE VIII
Adoption and Amendments
Section 1. Modifications.
Amendments shall be submitted to the Executive council in writing for review. The Constitution and By-laws may be amended or revised by two-thirds majority vote at any regular business meeting. E-mail voting is allowed, but must meet the suspense set by the YOUR PO’S NAME’s President. A committee shall review the Constitution and By-laws annually.
Section 2. Voting.
Adoption of amendments will be by majority vote as long as the amendment or revision was submitted in writing at a previous meeting. E-mail voting is allowed, but must meet the suspense set by the YOUR PO’S NAME President.
ARTICLE IX
Dissolution
Section 1. Dissolution Authority.
The 633d ABW/CC may direct the YOUR PO’S NAME to dissolve. Also, the membership may vote to terminate the YOUR PO’S NAME. Voluntary dissolution of the YOUR PO’S NAME by its members will require concurrence from two-thirds of the membership.
Section 2. Procedures for Dissolution.
In case of dissolution of the YOUR PO’S NAME, whatever funds are contained belonging to the YOUR PO’S NAME will be used first to satisfy any outstanding debts, liabilities, and/or obligations. The balance of the funds will be disposed of as determined and voted upon by the YOUR PO’S NAME membership during their last meeting.
Section 3. Procedures for Dissolving Financials.
The YOUR PO’S NAME will then conduct a final accounting of its finances.
Section 4. Notification of Dissolution.
When dissolution actions have been accomplished, as prescribed in section one through three above, the President of the YOUR PO’S NAME shall notify the 633d FSS/FSR and they will notify 633d MSG/CC.
ARTICLE X
INSURANCE
The YOUR PO’S NAME will either obtain insurance or a waiver of the insurance requirements due to its low liability exposure. However, if it’s determined that the group’s liability exposure increases, or the group holds a special event that raises its liability risk, then the group will obtain insurance.
ARTICLE XI
BYLAWS
THIS IS A PRIVATE ORGANIZATION. IT IS NOT A PART OF THE DEPARTMENT OF DEFENSE OR ANY OF ITS COMPONENTS AND IT HAS NOT GOVERNMENTAL STATUS.
[NOTE: The following is a list of what you may want to address in the bylaws. All provisions are
provided as an example only.]
ARTICLE I
DUTIES OF OFFICERS
Section 1. President. The president shall have the usual powers of supervision and management, which pertain to the office of president and will perform the following duties:
- Preside at all meetings of the general membership.
- Appoint a vice-president.
- Appoint a chairperson for each committee.
- Be an ex-officio member of all committees.
- Countersign all minutes.
- Vote only in case of a tie in meetings of the general membership.
- To call special meetings.
- Retains copies of the Constitution and Bylaws.
Section 2. Vice-President.
The vice-president shall perform the duties of the president/treasurer in their absence and shall act as assistant to the president and vote only in case of a tie in meetings of the general membership when performing duties of the president.
Section 3. Secretary.
The secretary shall be the custodian of all records, conduct correspondence of this association, and shall have the following duties:
- Record and maintain a file of all minutes of meetings of the general membership.
- Maintain all records of the association other than financial records.
- Coordinate with a facility to provide a place to hold meetings and to provide notification of meetings to all members.
- Maintain a list of names of officers and executive committee.
- Retain copies of Constitution and Bylaws and has them available at all meeting and will provide a copy to any active member for review upon request.
Section 4. Treasurer.
The treasurer shall be the custodian of all financial records of this association and shall have the following duties:
- Countersign contracts executed by the president.
- Sign all checks.
- Receive and be responsible for all funds and assets of this association.
- Make authorized disbursements.
- Maintain necessary bank accounts.
- Maintain all financial records.
- Present a monthly financial report to the general membership.
- Present the books and financial records of this association for audit when directed by the general membership.
- Make the books and financial records of this association available for inspection and review when requested by the president.
ARTICLE II
ELECTION AND VOTING
[If not addressed in the constitution]
Section 1. Election of Officers.
Election of officers will be held bi-annually at the regular monthly meetings in December and June, with new officers assuming their duties during the first regular meeting in the month of January and July. Voting will be by secret ballot and a majority of votes cast shall be sufficient to elect. Only members present at the meeting shall be entitled to vote.
Section 2. Nominations.
Nominations will be made from the floor. Only those members present may be nominated for office unless an absent member had informed one of the present officers of member's willingness to serve in an elected position.
Section 3. Special Elections.
Special elections will be held at a time and place designated by the president. At least 5days notice of special election will be provided to all members in writing. At the special election meeting, nominations may be made from the floor. After nominations have been closed, the membership will elect an officer for each vacancy in accordance with the constitution.
ARTICLE III
DUES AND FEES
There shall be [specify amount, timeframe, tiers, etc. E.g., $20 per year, $5 per month for enlisted and $10 per month for officers, etc.] (fees) (dues) required for membership in this organization.
ARTICLE IV
STANDING COMMITTEES
Section 1. General.
The president shall appoint standing committees for the period concurrent with his/her term of office. The president may from time to time appoint special committees as may be necessary to carry out the business of this association.
Section 2. Standing Committees.
The president will appoint chairpersons of standing committees. The standing committees and their duties and responsibilities shall be as follows:
a. Fundraising Committee.
The fund-raising committee will be responsible for gathering information and supervising upcoming fund-raising projects for this council.
b. (Other committees) ______.
ARTICLE V
FINANCES AND TAXES
An annual audit of all funds, moneys and assets will be conducted prior to the December election meeting. The President will appoint the auditors. A statement of the results of said audit shall be made available for inspection upon request. The auditor’s report will be made at the annual meeting and will be subject to approval by the members.
ARTICLE VI
AWARDS/GIFTS
(YOUR PO DECIDES THIS)
ADOPTION OF THE CONSTITUTION
AND BYLAWS
These By-Laws were approved by a majority of the general membership of the YOUR PO’S NAME on this date: ______.
______
(name-NO RANK), USAF(name-NO RANK), USAF
President, (PO NAME)Vice President, (PO Name)
______
(name-NO RANK), USAF(name-NO RANK), USAF
Treasurer, (PO NAME)Secretary, (PO Name)
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