Constitution & By-laws

 

G. The Webmaster shall be responsible to perform, but not limited to:

1) Maintaining and updating the Web site.

2) Regularly backing up all files, lists, and documents on the Web site.

3) Ensuring Web site is easily accessible and navigable by visitors.

4) Adequately protecting the Web site with the appropriate firewalls, filters, and other such measures to prevent spam, viruses, phishing, or other cyber-attacks.

5) Ensuring proper documentation on all licenses, software, user name, passwords, and PINs are available to the President and Executive Committee should the Webmaster be unable to continue his duties.

6) Appointing, coordinating with, and overseeing an “Snail Mail” Manager to include:

a.  Making sure the mailing list for Members without computers is accurate and up-to-date.

b.  Communicating with those Members regarding news and announcements.

c.  Approving expenditures for “Snail Mail” supplies and postage.

Section 4. The Executive Council:

A. The purpose of the Executive Council is to take advantage of the accumulated wisdom of Past Presidents to provide timely and considered advice to the Executive Committee, when sought, on matters of importance or interest to the Association as outlined in the Mission or Objectives. Although valuable in making decisions, that advice shall be non-binding.

B. The executive Council shall consist of:

1) President.

2) Vice President.

3) Junior Vice President.

4) Secretary.

5) Treasurer.

6) All living Past Presidents.

C. The current President shall act as the Chairman of the Executive Council.

Section 5. Election of Officers:

A. An election must be held each year during the Annual Reunion at the Annual Business Meeting for the officers of Junior Vice President, Secretary, and Treasurer.

B. The membership in attendance at the Annual Business Meeting shall vote for each candidate for office, with a simple majority required for election.

C. Nomination:

1) Members must be in good standing for nomination, running for office, or election to office for Junior Vice President, Secretary, or Treasurer.

2) Nomination for Junior Vice President, Secretary, and Treasurer may come from the floor during the Annual Business Meeting. Members wishing to run for office should notify the President in writing at least 30 days prior to the Annual Reunion so ballots may be prepared.

3) Only Members in good standing may nominate someone for office.

D. Each candidate nominated and seconded for office by the membership shall be given a maximum of three minutes to address the membership to announce and outline their reasons for seeking office.

E. When only one person is running for an office, the President may call for a voice vote from the membership in attendance. If in the opinion of the President it is not clear the candidate has received a majority voice vote, the President can call for a show of hands vote, tallied by the current Secretary and Sergeant-at arms and the results provided to the President who will announce the result.

F. When two or more persons are running for an office, the President shall call for a written ballot vote with a simple majority required for election. The Secretary and Sergeant-at-Arms will collect and tally the ballots and provide the results to the President who will announce the result.

G. When four or more persons are running for an office, the two persons with the most ballot votes (as verified by the Secretary and Sergeant-at-Arms and reported to the President), shall be given an additional one minute to restate their reasons for seeking the office they are a candidate. Then a run-off ballot vote with a simple majority required for election shall be taken. The Secretary and the Sergeant-at-Arms will collect and tally the ballots and provide the results to the President, who will announce the result.

H. Any Past President, having served their five-year term of office on the Executive Committee, may run for office again and nominated and elected as the newest Junior Vice President.

Section 6. Succession Plan:

A. At the end of their one-year term of office, the President shall become a Past President at the close of the Annual Reunion and shall begin a two-year term continuing to serve on the Executive Committee.

B. At the end of their one-year term of office, the Vice President shall become the President-elect at the close of the Annual Reunion and succeed to the Presidency.

C. At the end of their one-year term of office, the Junior Vice President shall become the Vice President-elect at the close of the Annual Reunion and succeed to the Vice Presidency.

D. If any current Executive Committee Member is unable to perform their duties, the President may collapse or accelerate the progression or succession cycle and promote the next Executive Committee Member or Members in line.

E. An inability to serve can occur periodically due to illness, incapacitation, death, or resignation, and the President can invoke the succession plan as follows;

1) The Vice President shall replace the President if the President can no longer serve.

2) The Junior Vice President shall replace the Vice President if the Vice President can no longer serve.

3) The President shall designate the Secretary to serve on an interim basis as the Junior Vice President (in addition to his duties as Secretary) until the next Annual Business Meeting, if the Junior Vice President can no longer serve.

Section 7. Other Officer Responsibilities or Authority:

A. The President, with the approval of the Executive Committee, shall have the authority to appoint temporary assistants from among the membership to help facilitate the duties and functions of their office or to carry out tasks on behalf of and in the best interests of the Association.

B. When elected as the Junior Vice President, that individual begins a five-year progression of serving on the Executive Committee. This ensures continuity on the Executive Committee and having experienced Officers guiding the Association and passing on their wisdom to the newer Executive Committee members.

Section 8. Committee Chairman Positions:

A. The President shall appoint the following positions annually and performance of those individuals monitored and supervised by the Executive Committee throughout the year:

1) Reunion Chairman.

2) Membership Chairman.

3) Nomination Chairman.

B. At the President’s discretion, a Committee Chairman or an individual appointed to a position may be replaced if that Committee Chairman:

1) Is unable or unwilling to perform his duties.

2) Is not performing his duties competently or in a timely manner.

3) Is not performing his duties in the best interests of the Association.

C. Only Members in good standing can serve as a Committee Chairman.

D. The following are the duties, responsibilities, and guidelines for the appointed position of Committee Chairmen:

1) Reunion Chairman: Ensure the Annual Reunion is properly planned, a Reunion Chairman shall be appointed by the President and ratified by the Executive Committee.

a.  Optimally, the Reunion Chairman will live nearby the locations chose as the reunion site.

b.  The Reunion Chairman shall report directly to the President and be responsible for organizing and coordinating the Annual Reunion including, but not limited to:

1. Following, maintaining, and updating the Annual Reunion Guidelines.

2. Staying within the proscribed budget.

3. Selecting and negotiating with local hotels including, but not limited to, arranging for a hospitality suite, a business meeting room, banquet menu, and banquet facilities at the Annual Reunion.

4. Coordinating logistics, signage, and banners.

5. Selecting and negotiating with local vendors for any pre-approved supplies or equipment.

6. Finding a qualified Color Guard for the Annual Banquet.

7. Adhering to the reunion agenda as decided on by the President.

8. Finding volunteers to man, clean, and safeguard the hospitality suite and assist the Reunion Chairman in various activities or tasks as required.

9. Communicating and coordinating with those individuals (Members, Officers, Committee Chairmen, Lady’s Auxiliary Members, hotel staff, etc.) involved with making the Annual Reunion a success.

c.  The Reunion Chairman may enlist the assistance and advice of other Members as required, but the responsibility for coordinating the reunion as outlined cannot be delegated.

d.  The Reunion Chairman shall provide periodic reports during the year to the President and the Executive Committee on upcoming reunion progress.

e.  At the direction of the President, the Reunion Chairman can sign the hotel contract for the reunion, but only after approval by the President and the Treasurer.

2) Membership Chairman: The President shall appoint and get ratified by the Executive Committee a Membership Chairman who will continually seek and recruit those who served in the 15th Medical Battalion.

a.  The Membership Chairman reports directly to the President and is responsible for making a best attempt at increasing membership roles.

b.  Membership Chairman’s duties and responsibilities shall include, but not limited to:

1. Actively locating, contacting, and soliciting new Members using whatever military orders, historical records, directory material, word-of-mouth, and Internet source methods available and approved.

2. Providing a written report at the Annual Business Meeting to the President on the number of new Members, those recruited, lost Members, and the total number of current Members.

3.  Coordinating and working with the Webmaster, Historian, Secretary, Treasurer, and “Snail Mail” Manage as necessary or appropriate.

4.  Keeping the membership address list up-to-date, and re-establishing contact with past Members or Members whose contact information is no longer valid.

5.  Enlisting the help of Members interested in the membership effort.

3) Nomination Chairman. Responsible for the transition of authority by using careful thought in seeking qualified candidates for the position of Junior Vice President for election to office the following year.

a. The Nomination Chairman reports directly to the President and is responsible for making a best attempt in seeking qualified candidates.

b. The Nomination Chairman’s duties and responsibilities include, but not limited to:

1. Identifying, contacting, and vetting potential candidates.

2. Talking to Members to determine who may be interested in serving.

3. Enlisting the aid or advice of others as they see fit or necessary.

4. Providing the President with periodic reports on progress and results.

E. With the majority approval of the Executive Committee, Corporate, Associate, and Honorary Members can the appointed by the President to serve as Committee Chairmen.

F. The President, with majority approval of the Executive Committee, may appoint Corporate, Associate, and Honorary Members to serve on other Committees, or assigned to Special Projects.

G. The President may periodically appoint temporary committees as he deems prudent or necessary during the year. He will provide an explanation to the Executive Committee and the membership at the next Annual Business Meeting why there is a need for the committee and a recommendation about permanent addition to the Constitution & By-Laws. Permanent addition requires an appropriate motion and seconding so the membership may vote.

Section 9. Other Appointments by the President:

A. Each incoming President shall appoint the following positions:

1) Sergeant-at-Arms.

2) Chaplain.

3) Historian.

B. Only Members in good standing may be appointed to the positions:

1) Reunion Chairman.

2) Membership Chairman.

3) Nomination Chairman.

C. Appointees in the positions in Section 9B above serve at the discretion and pleasure of the current President.

D. When, in the President’s opinion they are unable to perform their duties, the President may replace the Sergeant-at-Arms, Chaplain, and Historian.

E. When, in the President’s opinion the Webmaster can no longer perform his duties, the President, with the majority concurrence of the Executive Committee shall seek to find a competent replacement.

F. Sergeant-at-Arms: Shall be responsible to perform, but not limited to, the following duties:

1) Call the Annual Business Meeting to order.

2) Lead the Pledge of Allegiance at the Annual Business Meeting, the Annual Banquet, and any Memorial Service conducted.

3) Ensure only dues current Members in good standing are present for the Annual Business Meeting.

4) Assist the President and Secretary in vote counting during elections and motions.

5) Ensure the proper display of the American Flag during any meeting, ceremonies, or events.

6) Organize, instruct, and supervise the color guard during any ceremonies or events they perform.

7) In accordance with ARTICLE III, Section 5, ensure Members and their guests conduct themselves in a respectable and responsible manner at any scheduled event, outing, or meeting.

8) Ensure anyone reflecting negatively on the during a function, outing, or events is courteously advised to correct their behavior (or the action of their guests) or they shall be asked to leave promptly and in a discrete manner.

G. Chaplain: Shall be responsible to perform, but not limited to, the following duties:

1) Safeguarding the Bible and ensuring it is present at meetings, ceremonies, the banquet, or official events as proscribed by the President.

2) Leading the prayer or invocation at meetings, ceremonies, or official events.

3) Offer a prayer and/or dinner blessing at the Annual banquet.

4) Recite the Missing Man Tribute at the Annual banquet.

5) Work with the Historian to organize and coordinate any Memorial Service scheduled.

6) Coordinating with the Ladies Auxiliary and the Webmaster in contacting Members or Associate Members in the time of personal loss when condolences are appropriate.

H. Historian: Shall assist the President and the Reunion Chairman in coordinating the color guard, bugler, or bagpiper (if used) at the Annual Reunion, during the Annual Banquet, or memorial service (if scheduled). The Historian shall perform, but not limited to, the following duties:

1) Maintaining and updating the written history of the 15th Medical Battalion.

2) Locating and securing historical documents pertaining to the 15th Medical Battalion, and those documents and records related to the 15th Medical Battalion.

3) Maintaining and updating the list of those 15th Medical Battalion members killed in action (KIA), missing in action (MIA), died in service (DIS), and died after service (DAS).

4) Securing, maintaining, and safeguarding the 15th Medical Battalion colors, flags, and banners and other related historical or ceremonial items owned by the 15th Medical Battalion.

5) Maintaining the written tribute and list of all the items used for the Missing Man ceremony.

6) Submitting an annual inventory of catalog or all historical documents and items listed above to the incoming President at the Annual Business Meeting.

7) Ensuring any of the above items deemed essential to be present at the Annual Reunion be properly insured, shipped, transported, and delivered, or as appropriate, available on the Web site.

8) No monies will be committed or spent on any of the above without prior approval of the President or the Executive Committee.

9) Periodically the President may assign additional or related duties to the Reunion Chairman, Membership Chairman, and Nomination Chairman.

I. Presidential appointees shall spend no money nor incur any expense without prior approval of the Executive Committee.

J. Any approved monies spent, or expenses incurred require a full itemization with receipts before reimbursement by the Association.

 
ARTICLE V. ANNUAL BUSINESS MEETING
Section 1. Preparation:

A. The Executive Committee shall prepare an agenda for the Annual Business Meeting and that agenda shall be provided to the membership upon their arrival at the Annual Reunion.

B. Any Member wishing for time on the agenda should notify the President in writing at least 45 days prior to the Annual Reunion with the reasons why they need time on the agenda.

C. New business issues and motions will still be taken from the floor during the Annual Business Meeting, but for the Executive Committee to have adequate time to research issues and to make a recommendation to the membership, sufficient time or warning should be provided out of professional courtesy.

D. The membership should be told the Executive Committee may recommend an issue or motion tabled for further study if insufficient time is provided to consider new business issues or motions.

E. If the membership moves to vote on the issue or motion against the Executive Committee’s recommendation to table, a two thirds majority is required to carry the motion for a vote, and a two-thirds vote majority shall be required to carry the original motion.

F. Roberts Rules of Order shall be the deciding reference for the correct or proper parliamentary procedures during the Annual Business Meeting or Special Business Meetings.

G. The President shall have a copy of Roberts Rules of Order with him at any Annual or Special Business Meeting.

Section 2. Quorum & Rights:

A. Those dues current Charter Members and Members in good standing present at the Annual Business Meeting constitutes a quorum.

B. Only Charter Members and Members who are dues-current and in the good standing allowed attendance and a vote at Annual Business Meetings or Special Business Meetings.

Section 3. Special Business Meetings:

A. When an emergency or critical issue would normally call for a vote by the membership and cannot wait until the Annual Business Meeting, the President may call a Special Business Meeting of the Executive Committee.

B. Depending on the criticality of the issue, the Executive Committee should receive as much notice as possible in or to vote on the issue.

C. The President shall next take the following actions:

A. Notify the Executive Council and the membership of the situation and the decision taken through e-mail, telephone call, and or notice or newsletter on the Web site.

B. If outside the normal power of the President or the Executive Council, the President, designated Member, or Executive Committee shall perform adequate research and prepare a written motion to be seconded and voted upon by the membership at the next Annual Business Meeting.

Section 4. Force Majeure:

A. In event of a national or local emergency – civil, military, weather, natural disaster, or an act of God, the Executive Committee has the power to cancel or postpone the Annual Reunion and or the Annual Business Meeting at any time.

B. The membership shall be notified with as much notice as practical, about the selected place and dates of the re-scheduled Annual Reunion or Annual Business Meeting.

C. The or the Executive Committee shall not be held responsible or liable for any individual Member’s travel reservation, tickets, deposits, or expenses in such a postponement or rescheduling.

 
ARTICLE VI. OPERATING BASIS
Section 1. Operating Year:

A. The 15th Medical Battalion shall operate on a calendar year (CY) basis.

B. All financial recordkeeping, and reporting shall also be on the same calendar year (CY) basis.

Section 2. Dues Year:

A. At present, the 15th Medical Battalion has no annual dues.

B. If the membership votes to establish annual dues, the following provisions shall apply:

1) The 15th Medical Battalion shall operate on a reunion to reunion basis for dues owed and collected.

2) Annual dues are payable no later than the Annual Reunion each year and are late on 1 June of each year.

 
ARTICLE VII. ANNUAL REGISTRATION FEES
Section 2 1. Annual Reunion Registration Fees:

A. To defray and offset administrative and sundry expenses incurred in conjunction with organizing and paying for the Annual Reunion, a Registration fee of $15.00 will be charged for each Member attending the Annual Reunion.

B. Registration fees are waived for one Member guest and shall be $5.00 for each addition guest.

C. Registration fees are due no later than the first day of the Annual Reunion, or the day the Member arrives.

ARTICLE VIII. AMENDMENTS PROCEDURES
Section 1. Requests:

A. Any dues-current Charter Member or Member in good standing can propose changes or additions to the Constitution & By-Laws.

B. Those requests must be in writing stating the reasons for the change or addition and submitted to the Executive Committee at least 60 days before the Annual Business Meeting.

C. Motion for changes, additions, or amendments to the Constitution & By-Laws will still be taken from the floor at the Annual Business Meeting, but the Membership should be duly aware that the Executive Committee may recommend the motion be tabled for further study or deliberation.

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