BY-LAWS
|
ARTICLE I. NAME |
|
The
official name of the organization shall be the Southeastern Pennsylvania
Parents' Association herein known as SPPA, a non-profit entity that exists
under the policies and the provisions for parents’ clubs of the United States
Naval Academy (USNA). |
|
|
|
Article
II.
Mission |
|
Initiate
ways and means to facilitate the following objectives: *
Support SPPA
Members while their sons, and/or daughters, are attending the United State
Naval Academy, by sharing personal experiences and meaningful information. *
Plan and
execute activities to instill camaraderie among SPPA Members. *
Support the
midshipmen of SPPA Members through various SPPA activities. |
|
|
|
Article
III.
Membership |
|
Section 1. Membership
shall be open to anyone who expresses an interest in becoming involved with
SPPA. |
|
|
|
Section 2. To
become a member, a candidate shall fill out an application and pay any
required dues. |
|
|
|
Section 3. Memberships
shall be one (1) of three (3) categories:
Active, Alumni, and Associate. |
|
|
|
Section 4. An
Active Member shall be a parent or guardian of a midshipman. |
|
|
|
Section 5. An
Alumni Member shall be a parent or guardian of a graduated midshipman. |
|
|
|
Section 6. An
Associate Member is a parent or guardian of a student attending the Naval Academy
Preparatory School (NAPS) or a Naval Academy Foundation (NAF) School, or any
person, who wishes to be active and/or support SPPA. |
|
|
|
Section 7. Parents of midshipmen, who are divorced, or separated, shall be
given equal consideration for membership, shall maintain separate
memberships, and shall separately pay dues. |
|
|
|
Section 8. A
member in good standing shall be any member whose financial obligations are
current. |
|
|
|
Section 9. No
member shall be denied membership due to race, creed, color, national origin,
or ancestry. |
|
|
|
Article
IV.
Government |
|
Section 1. SPPA
shall be governed by a Board of Directors, which shall consist of *
Five (5)
elected officers, as follows:
President; Vice-President Administrative; Vice-President Membership;
Secretary; and Treasurer *
Immediate Past
President *
One (1) Active
Class Representative for every Active USNA academic year *
Two
(2) Alumni Class Representatives from past graduating classes. |
|
|
|
Section 2. Past
Presidents shall act in the role of advisors to the Board of Directors. |
|
|
|
Section 3. The
Board of Directors shall conduct all business transactions, shall make,
and/or amend, all policies for the operation and regulation of the
organization, and shall preside over the election of the officers. |
|
|
|
Section 4. The
fiscal year shall be from 01 June of the current calendar year to 31 May of
the following calendar year. |
|
|
|
Section 5. The
Board of Director’s service term shall be in accordance with the established
fiscal year. |
|
|
|
Section 6. A
Board of Director shall be a member in good standing and shall regularly
attend Board of Director Meetings. A
Board Of Director missing three (3) meetings in a row, without good
reason(s), shall be asked to resign. |
|
|
|
Section
7. Only an Active Member shall hold
elected office. |
|
|
|
Section
8. Each position on the Board of Directors
shall have one (1) vote, regardless if the position is shared by multiple
people. |
|
|
|
Section 9. The
Board of Directors shall make, and/or amend, all rules for conducting meetings,
utilizing Robert’s Rules of Order, as the parliamentary authority governing
all proceedings for guidance, as deemed applicable. |
|
|
|
Section 10. The
Board of Directors shall announce all meetings to the membership at least
seven (7) days in advance of said meetings, which shall be open to all
members, and have the right to comment on topics of discussion at meetings. |
|
|
|
Section 11. The
Board of Directors shall determine the meaning of any, and all, questions
regarding the proper interpretation of the by-laws. |
|
|
|
Section 12. The
Board of Directors shall remove, Committee Chairperson(s), Director(s),
Officer(s), and/or Member(s), as shall be deemed appropriate. The Board of Directors shall designate, and
fill, any vacancies in the slate of Officers and/or Board of Directors, as
they may occur, after the Annual Election. |
|
|
|
|
|
Section 1. The
President shall preside at all Membership and Board of Director Meetings;
shall be responsible for all SPPA business; shall appoint, subject to the
confirmation of the Board of Directors, all Standing and Ad Hoc Committees,
designating the chairperson thereof; as well as being an ex-officio member of
all committees. |
|
|
|
Section 2. The
Vice President, Administrative, shall, in the absence or disability of the
President, act in the President's stead and shall under the direction of the
President, attend to the business, financial functions, and operations of
SPPA, and shall be the By-Laws Committee Chairperson. As such, the Vice President,
Administrative, shall administer all business between the Board of Directors
and concerned personnel, and shall be an ex-officio member of all committees. |
|
|
|
Section 3. The
Vice President, Membership, shall, in the absence or disability of the
President, or the Vice President, Administrative, act in their stead and shall
attend to the acquisition and support of new members by serving as the
Membership Committee Chairperson and the chairperson of the Nomination
Committee. |
|
|
|
Section 4. The
Secretary shall be responsible for all official correspondence, maintaining a
correspondence file, and issuing calls for all meetings, with proper
notice. The Secretary shall take,
retain and distribute, all meeting minutes, Board of Directors and General
Membership, and be prepared to present the meeting minutes at the next, and
future, meetings. |
|
|
|
Section 5. The
Treasurer shall attend to keeping all accounts; shall record and classify all
revenues; shall pay all bills, as approved by the Board of Directors, or any
other committee authorized to incur them; shall deposit funds into the
approved depository as received, and provide accurate, written reports at all
meetings. In addition, the Treasurer
shall also maintain accurate records, delineating complete payments, in full,
or an accounting thereof, of individual dues, as well as maintain a fund
regarding future year(s) dues payments.
The Treasurer will serve as the Finance Committee Chairperson. |
|
|
|
Section 6. Immediate
Past President shall serve as an advisor to the current President, and shall assist
in the functions and operations of SPPA. |
|
|
|
Section 7. Class Representatives shall represent their class on the Board of
Directors and will lead class projects, chair committees and provide personal
communications to their class. Class Representatives shall be appointed for a one year term, but
may serve multiple terms. |
|
|
|
Section 8. Alumni Class Representatives shall represent alumni members on the
Board of Directors and will chair committees and provide personal
communications to alumni. Alumni Class Representatives shall be appointed for a one year
term, but may serve multiple terms. |
|
|
|
Article
VII.
Committees |
|
Section 1. The
Standing Committees shall consist of the following six (6) committees: Activities/Programs; By-Laws; Finance;
Membership; Nominating; and Public Relations. |
|
|
|
Section 2. The
Board of Directors shall assign the duties and powers of the Standing
Committees. The Committees’ chairpersons
shall submit committee plans for approval to the Board of Directors, in
person, as well as submit status reports on a regular basis. |
|
|
|
Section 3. The
Activities/Programs Committee, chaired by a Director, shall set up and
exercise supervision over all activities, entertainment, and/or programs, as
deemed applicable. |
|
|
|
Section 4. The
By-Laws Committee, chaired by the Vice President, Administrative, shall meet
on a timely basis to review the current by-laws, shall recommend any changes thereof,
to the Board of Directors for acceptance by the member during the Spring
Membership Meeting, and shall, as necessary, recommend that a Special Meeting
be convened for the purpose of amending the current
by-laws. |
|
|
|
Section 5. The
Finance Committee, chaired by the Treasurer, shall exercise general
supervision over all financial transactions, shall prepare a plan regulating
all fund raising activities, and shall prepare the annual budget for
submission to, and for approval by the Board of Directors. |
|
|
|
Section 6. The
Membership Committee, chaired by the Vice President, Membership, shall plan
and execute all recruitment and support activities for new United States
Naval Academy appointee’s parents. |
|
|
|
Section 7. The
Nominating Committee, chaired by the Vice President, Membership, shall
nominate the candidates for office for the upcoming fiscal year. |
|
|
|
Section 9. The
Public Relations Committee, chaired by a Director, shall manage the member contact
database and communications to inform SPPA members of activities and enhance
the image of SPPA. |
|
|
|
Section 10. Ad Hoc
Committees, chaired by a member, governing activities, events, and functions
that may not be conducted annually, subject to the recommendation of the
President and confirmation of the Board of Directors, shall be formed
annually. |
|
|
|
Article
VIII.
Meetings |
|
Section
1. General
Membership Meetings shall be held, at a minimum, four (4) times, each fiscal year,
as shall be deemed applicable, or as directed, by the Board of Directors. |
|
|
|
Section
2. The Board of
Directors shall, by resolution, establish the time and schedule for all
meetings and the rules for the conduct thereof. |
|
|
|
Section
3. The elections of
officers shall take place at the Spring General Membership Meeting, or as so
directed by the Board of Directors. |
|
|
|
Section
4. The President,
upon the request of at least three (3) Board of Directors,
shall call a Special Meeting in response to a special meeting request. |
|
|
|
Section
5. Special Meetings
may be called by the Board of Directors for the purpose expressed in the
written notice for that meeting, as issued by the Secretary, within fifteen
(15) days prior to that meeting. |
|
|
|
Section
6. Any member may
request a Special Meeting; however, the request must be provided, in writing,
to the Board of Directors, who shall ensure that this request is justified
prior to the calling of the special meeting. |
|
|
|
Section
7. Notice(s)
for any General Membership, or Special Meeting, shall be sent to all members
in good standing and shall state the time, date, location, and nature of the
business to be transacted at said meeting. |
|
|
|
Section
8. The by-laws shall be amended by a two-thirds
(2/3) vote of those members entitled to vote, present at a meeting called for
that purpose, provided that at least seven (7) days notice of that vote shall
be given to the members. |
|
|
|
Section
9. Whenever any notices shall be
required, such notices shall be sent to the last known e-mail address of
record for each member, and shall constitute issuance of that notice. |
|
|
|
Article
IX.
Nominations and elections |
|
Section
1. The nominating committee shall be comprised
of at least five (5) members, who shall be appointed by the Board of
Directors, and who shall be required to prepare a slate of not more than
three (3), nor less than one (1), candidate(s) for each office. |
|
|
|
Section
2. Notice to accept nominations for
candidates for office for the upcoming fiscal year, shall occur at least
sixty (60) days prior to the Spring General Membership Meeting, or as so
directed by the Board of Directors. |
|
|
|
Section
3. Any member seeking office shall provide
a letter to the nominating committee delineating their qualifications for
office, not later than
thirty (30) days prior to the spring general membership meeting. |
|
|
|
Section
4. Independent nomination for any
member seeking office shall be made by a letter (petition), that must be
signed by at least five (5) members in good standing and delivered to the
nominating committee at least thirty (30) days prior to the Spring General
Membership Meeting; however, no member shall, in any case, sign more than one
(1) letter (petition). |
|
|
|
Section
5. The Nominating Committee shall
provide the nominations to the Secretary, not later than twenty (20) days prior to the spring general
membership meeting, who shall then notify
the members of these nominations, at least seven (7) days prior to the spring
general membership meeting. |
|
|
|
Section
6. All voting shall be by viva voce by
the members present at any meeting; however, eight (8) members shall have the
right to demand a roll call vote; and a simple majority shall constitute all
voting. |
|
|
|
Section
7. Any
member present and in good standing, shall have one (1) vote. |
|
|
|
Article
X.
Dues |
|
Section
1. The Board of Directors shall
establish all dues. |
|
|
|
Section
2. All financial obligations, shall be
payable by the end of the first month of the fiscal year of joining, and all
dues paid for multiple years shall be held in reserve. |
|
|
|
Section
3. Dues shall only be refunded in the
event that an Active Member requests a refund because a son, or daughter,
leaves the United Sates Naval Academy, for any reason. The refund will be based upon the following
percentages: Plebe Summer, 100%;
during the 4/C year, 75%; and during the 3/C year, 50%. |
|
|
|
Article XI. DisSolution |
|
Section
1. In the event it shall become
necessary to dissolve the organization, the Board of Directors shall prepare
and submit the dissolution document to the members at a Special Membership
Meeting, as called for by the Board of Directors. |
|
|
|
Section
2. Dissolution shall be approved by a
two-thirds (2/3) vote of those members entitled to vote present at the
Special Membership Meeting, as called for by the Board of Directors. |
|
|
|
Section
3. Dissolution will become effective within
ten (10) days following the conduct of the Special Membership Meeting, as
called for by the Board of Directors. |
|
|
|
Section
4. Any funds remaining in the treasury
as of the effective dissolution date shall be transferred either to the new
organization, if any, or to the United States Naval Academy Foundation. |
|
|
|
Article
XII.
Miscellaneous |
|
Section
1. Responsibility for ensuring that
SPPA has a member’s current e-mail, or residence, address shall reside with
the member. |
|
|
|
Section 2. A
memorial fund, administered by the Treasurer with Board of Director guidance,
shall be utilized for the purpose of honoring any
member, or member’s son or daughter, who has passed away. A monetary donation, the amount of which
shall be determined by the Board of Directors, shall be made to the USNA
Foundation; in addition, a card shall be sent and a reasonable attempt shall
be made to send a representative to attend the funeral. |
|
|
|
Section
3. Liaison shall be provided with the
United States Naval Academy administration, as necessary and applicable. |
|
|
|
Section
4. Interface shall be provided with the
United States Naval Academy Alumni Association, Philadelphia Chapter, as
necessary and applicable. |
|
|
|
Section
5. Liaison shall be provided with the
United States Naval Academy Blue and Gold Officers assigned to the SPPA area,
as necessary and applicable. |
|
|
|
Article
XIII.
Acceptance |
|
The original by-laws have been adopted by the membership
and have been in force since 16, September 1992. |
|
The revised by-laws have been adopted by the
membership and are in force, as of 9, November 2005 |
|
Article IV Section 12 updated to include mid term
Board of Director appointments, as of 19, April 2007 |
|
|
|
|
ORIGINAL
BY-LAWS
September 16, 1992 – November 9, 2005
|
ARTICLE
I. NAME
The name of this organization shall
be the Southeastern Pennsylvania Parents' Association , herein known as SPPA. SPPA
is a non-profit entity and exists under the provisions of the United
States Naval Academy. ARTICLE II. PURPOSE Initiate ways and means to
publish meaningful information to bridge communication gaps betwen the Academy/Parents/Midshipmen in order to assist
our Midshipman and their Parents in coping with the rigors of the Academy's
rugged mental, physical, academic, and military programs, as well as to
promote goals as a social organization by planning and executing activities
to promote camaraderie. ARTICLE III. GOVERNMENT SECTION I. SPPA shall be governed by a
Board Of Directors consisting of its Officers, Immediate Past President, and
one Class Representative for every Active Academic Year. In
addition to two At-Large Prepresentatives from past
Graduating Classes. The other Past Presidents shall act in the role of
Advisors. ARTICLE IV. BOARD OF DIRECTORS SECTION I. Consistent with these By-Laws,
the SPPA Board OF Directos shall: ARTICLE V. OFFICERS Section 1. The presiding SPPA Officers
shall be as follows: President, Vice-President (Administrative),
Vice-President (Membership), Secretary (Correspondence), Secretary
(Recording), Treasuree, and Immediate Past
President. ARTICLE VI. MEETINGS
ARTICLE VII. NOMINATIONS
NOTE: NO MEMBER, IN ANY CASE, SHALL
SIGN
ARTICLE VIII. COMMITTEES
ARTICLE IX. MEMBERSHIP
ARTICLE
X. DUES/FEES
ARTICLE XI. MISCELLANEOUS
ARTICLE XII. ACCEPTANCE
|
