|ARTICLE I: Title and Function
1. The Association shall be known as the U.S. Naval Cryptologic Veterans Association - New England (NCVA-NE) Chapter, a non-profit fraternal group.
2.The functions of the Association shall include:
a. Conducting periodic reunions.
b. Providing fraternal, social and recreational activities for members and guests.
c. Advocating strong and adequate U.S. armed Forces sufficient to maintain security interests worldwide.
d. Supporting efforts to preserve and strengthen the capabilities of the Cryptologic agencies of the Department of Defense.
e. Encouraging and supporting the preservation of the history of cryptology by members of the association and appropriate Federal agencies.
f. Encouraging membership in the National level, parent U.S. Naval Cryptologic Veterans Association organization.
g. Hosting the NCVA National reunion, when appropriate
|ARTICLE II: Membership
1. Regular Membership: Eligible for regular membership are those individuals who currently reside in one of the six New England states (CT, MA, ME, NH, RI, and VT) and who are/were:
a. Regular or Reserve veterans of the U.S. Naval Cryptologic organization who have served on active duty under honorable conditions.
b. Regular or Reserve veterans of the U.S. Marine Corps, U.S. Coast Guard, U.S. Army, or U.S. Air Force who served on permanent duty with the U.S. Naval Cryptologic organization and whose service was under honorable conditions.
c. Regular or Reserve personnel on active duty who have served or are serving in the U.S. Naval Cryptologic organization.
d. Residents of other states who qualify for membership under provisions of 1 a, b, or c above and who desire regular membership in NCVA-NE.
Such persons shall be appointed to membership immediately upon application to the Secretary and payment of dues.
2. Family Membership: In cases where both husband and wife are eligible, a Family membership will be available at a reduced rate. Both will be regular members, be listed on the roster, and be entitled to vote. However, only one mailing of NCVA-NE materials will be made to a family membership.
3. Associate Membership: Eligible for Associate membership are those U.S. Civil Service personnel who have served ten (10) or more years in the U. S. Naval Cryptologic organization. Sections 501 and 502 of the Internal Revenue Code limit associate membership.
4. Honorary Membership: Honorary membership is granted to those persons who have served or are serving as Commander, Naval Security Group Command or Force Master Chief of the Naval Security Group Command or such future organizations as may succeed to the function.
5. Social Membership: Eligible for social Memberships are those spouses of deceased personnel who were members or were qualified for membership and who desire to maintain close contact with friends and wish to receive NCVA-NE mailings.
|ARTICLE III: Dues
1. For administrative and financial purposes, the Chapter year will be from 1 July to 30 June of the following year.
2. Membership dues for the following year shall be determined at the spring meeting of the Chapter for each class of membership, and shall be payable in advance.
3. Honorary and Social membership is conferred without a dues expense to the individual.
4. The dues established shall be sufficient to pay the predictable operating expenses of the Chapter.
5. Supplementary donations to the Chapter Treasurer for administrative expenses are encouraged.
|ARTICLE IV: Officers
1. The elected officers of the Chapter shall be a President, Vice President, Treasurer and Secretary. These Officers shall by virtue of their office be voting members of the Board of Directors. Each elected Officer shall serve for three years.
a. The Office(s) of Treasurer and Secretary may be combined in any manner dependent on the individual running for office and desires of the BOD.
2. The Appointive officers of the Chapter shall be Web Master, Ship's Store Merchandiser, Historian, Publicity, and Mini-reunion Host. Appointive officers have no vote on the BOD and shall serve as long as the chapter has a need for the position.. Elected officers and members of the BOD may serve in appointive positions.
3. If the position of any other officer or appointive positions becomes vacant, the President shall appoint a replacement to complete the remainder of the term with the consent of the BOD.
4, Only Regular members are eligible to hold office.
|ARTICLE V: Duties of Officers
1. The President shall be the presiding member of the Board of Directors and will conduct the Business Meetings at the semi-annual mini-reunions.
2. The President is responsible for the operation and coordinating of all activities between meetings of the BOD and Business Meetings. No major decisions pertaining to the Chapter shall be made without the approval of the BOD.
3. The President shall write a semi-annual Newsletter (Spring and Fall) for promulgation to the Chapter membership before each mini-reuion..
4. The President shall coordinate with the Vice President, BOD and Appointive positions, in creating an agenda for the Business Meeting at each mini-reunion.
5. The President shall coordinate with the Mini-reunion Host in creating a Plan-of-Weekend for each mini-reunion..
6. The President shall appoint two regular members from Business Meeting attendees at each semi-annual meeting to review the receipts and disbursements of the Treasurer and report their findings to the BOD.
7. The Vice President shall assist the President and shall assume the duties of the President as may be required.
8. The Vice President shall assume any/all duties assigned by the President and BOD.
9. The Vice President will be the point-of-contact/coordinator in support of Host for mini-reunions.
10. The Vice President will acquire and distribute NCVA-NE Lapel Pins to new members, spouses and other individuals deemed appropriate.
11. The Treasurer shall collect, have charge of and disburse all funds, report the financial standing of the Chapter in the semi-annual Newsletter and at each meeting/reunion or when requested by the BOD. Approval of a majority of the BOD shall be required for all disbursement of funds in excess of $100. Additional duties of the Treasurer are listed in ATTACHMENT (A)
12. The Secretary shall send the semi-annual Newsletter (Spring and Fall) to all Chapter members via e-mail or USPS.
13. The Secretary shall take the minutes at all Business meetings . Copies of the minutes shall be maintained by the Secretary and made available at each meeting,
14. The Secretary shall maintain an accurate membership roster of the Chapter and maintain close contact with other officers or BOD who require membership data. Additional duties of the Secretary are listed in ATTACHMENT (B).
15. The Web Master shall be responsible for the effective use of the World Wide Web and the internet for collecting and distributing in support of NCVA-NE functions.
The Ship's Store Merchandiser shall procure and offer for sale NCVA-NE merchandise. The Merchandiser shall coordinate with the Web Master in providing a web-site display of available merchandise.. Monies collected shall be forwarded to the NCVA-NE Treasurer for deposit.
17. The Historian shall create written history of events that are happening in the NCVA-NE Chapter.
18. The Publicist shall correspond with the news media regarding upcoming mini-reunions and their location.
19. The Mini-reunion Host shall be a Regular Member of the Chapter who volunteers to host a mini-reunion within the geographical area of New England and Eastern New York state. The NCVA-NE Reunion Guide provides an insight to organizing and managing a mini-reunion and is very useful in assisting a member in serving as a Mini-reunion Host. Moreover, the Host is responsible for submitting a Financial Statement (Appendix G of the Reunion Guide is suggested format) to the membership after the completion of a mini-reunion.
|ARTICLE VI: Board of Directors
1. The Board of Directors (BOD) shall consist of the President, Vice President, Secretary, Treasurer, and three regularly elected Directors.
2. Each regularly elected Director shall serve for six (6) years, with the terms of office arranged so that the term of one (1) Director will expire in each two-year period.
3. A regular meeting of the BOD shall be held at the place of and during each Chapter reunion.
4. The BOD shall transact the business of the Chapter.
5. The BOD shall establish policies governing the affairs of the Chapter.
6. The BOD shall nominate Officers of the Chapter.
7. Special meetings shall not normally be called. Between semi-annual meetings, the President may obtain BOD action by mail or telephone. Any such action must be ratified at the next Regular meeting.
8. The BOD shall approve/disapprove the nomination of a Regular member to receive the Albert St. Onge Award.
|ARTICLE VII: Nominations and Elections
1. The BOD shall function as the Chapter nominating committee for all elections. Members may submit nominations to the President at any time prior to the election. All nominations must have the concurring statement of the nominee, signifying a willingness to serve. Nominations may be made from the floor at the time of elections.
2. A President, Vice President, Treasurer and Secretary shall be elected triennially. These officers may succeed themselves only once.
3. The President with the consent of the BOD shall fill appointive positions. Elected officers may serve in appointive positions.
4. Elections shall be determined by a plurality of members present at each election meeting
|ARTICLE VIII: Quorum
The members attending the business meeting of the Chapter at which elections are held shall constitute a quorum for elections or the conduct of business.
|ARTICLE IX: Dissolution:
In the event of a dissolution of the NCVA-NE, all of the assets and property remaining after all debts, obligations, and expenses have been paid shall be distributed to the U.S. Naval Cryptologic Veterans Association (the national organization)
|ARTICLE X: Order of Business
The following is suggested as the normal order of business to be observed at any meeting of the Chapter:
1. Pledge of Allegiance
2. Roll Call/Introductions
3. Minutes of the previous meeting
4. Reports of Officers
5. Reports of Committees
7. Unfinished business
8. New/special Business
9. Summary of current meeting minutes
|ARTICLE XI: Fiscal and Membership Year
The fiscal and membership year of the New England Chapter of the Naval Cryptologic Veterans Association shall be the twelve-month period ending at midnight June 30th.
|ARTICLE XII: Parliamentary Authority
The rules contained in Robert's rules of parliamentary procedure (revised) shall govern meetings of this Association Chapter in all cases to which they apply and in which they are not in conflict with these bylaws.
|ARTICLE XIII: Amendments
These bylaws may be amended by a vote of the majority of members attending any scheduled NCVA-NE general meeting/mini reunion.
Albert St.Onge, Secretary
Larry Peterson, President
Edward Carey, Vice President
Norman Landino, Treasurer
Revision 4.0 of these BYLAWS, as amended, was approved by acclamation of the members present at the Business Meeting on Saturday, May 17, 2008 at Bar Harbor, Maine.
|ATTACHMENT (A) : NCVA-NE Treasurer Duties
1. Maintain NCVA-NE checking account, which includes making deposits, writing checks, reconciling monthly statements and advising membership of account balance at mini-reunion business meetings. Records will include discretionary expenditures over $100.
2. Have available at all mini-reunions NCVA-NE bank statements and check book for review by two NCVA-NE members in order to ensure accountability of monies.
3. Upon completion of a mini-reunion, ensure that host has a blank Financial Statement for completion regarding the mini-reunion, and that all checks, cash and bills are submitted by the mini-reunion host to the Treasurer.
4. Reimburse members for any out-of-pocket expenses incurred through hosting a mini-reunion or resulting from President, Vice President or Board of Directors requests.
5. Pay banquet bill at conclusion of mini-reunion.
6. Pay all bills within ten days of receipt.
7. Maintain a roster of NCVA-NE members and their dues payment dues status. When members are three years in arrears with dues, inform NCVA-NE Secretary to send letter regarding their delinquent dues.
8. Any other treasurer duties assigned by the President, Vice President or Board of Directors.
|ATTACHMENT (B) : NCVA-NE Secretary Duties
1. Respond to all e-mails, phone calls, and U.S. Mail correspondence addressed to Secretary in a timely manner (normally within 5 to 7 days).
2. Enroll new members and inform all NCVA-NE members who have e-mail service of new member's name, city and state and e-mail address if they have one. Send "Welcome Aboard" letter to all new members.
3. Send information letter and member application to all eligible veterans identified to the Secretary.
4. Maintain membership file on all active, inactive and deceased members who are or have been NCVA-NE members.
5. Maintain up to date membership roster that includes dues status and is derived from the membership file and at mini-reunions give copies to President, Vice president and Board of directors and all members in attendance.
6. Inform webmaster of all new, deceased, moved out of area and inactive members as well as email address changes, so the online roster is up to date.
7. Assist mini-reunion organizer with badge making, certificates or any other special printing needs.
8. Record the minutes of the Business Meeting at mini-reunions and maintain a printed file of the minutes for oral presentation at the next business meeting and for historical record keeping purposes.
9. Conduct 50/50 raffle at mini-reunions.
10. Disseminate Newsletters written by President or Vice-president to all members who have e-mail addresses and to all other members by U.S. Mail. A copy of the membership roster should be sent annually to all active members as an attachment to the Newsletter
11. All other duties assigned by President or Vice-president and Board of Directors or clerical matters that are needed to ensure smooth, timely and efficient lines off communication to all NCVA-NE members.