QAC Charter & Bylaws
The mission of the Quantico Area Chapter of the U.S. Naval Academy Alumni Association is to perpetuate the friendships and associations formed by Chapter Members through their common experiences and interests in the Naval Academy and the Naval Services; to promote fraternity among Naval Academy alumni; to foster the interests of our country, the Naval Services, and the Naval Academy; and to initiate and sponsor activities that will bond Members of all classes and all generations in a common tradition of service, citizenship, fellowship, and mutual support.
- To encourage and facilitate: a) Friendships and associations, b) Mentoring and advisory relationships, and c) Aid to members.
- To initiate and sponsor activities which will: a) Perpetuate the history, traditions, and memories of the Naval Academy, b) Strengthen the Naval Academy, and c) Bind alumni together in support of the highest ideals of command, citizenship, and government.
- To seek out, inform, encourage and assist outstanding, qualified, young men and women to pursue careers as officers in the Navy and Marine Corps, primarily but not exclusively commissioned through the Naval Academy.
- To communicate the message of the Naval Academy throughout the area.
Bylaws (Amendment 5 – June 1, 2020)
Article I – Name and Location
- The name of the organization, as recognized by the United States Naval Academy Alumni Association hereafter called the Alumni Association, shall be the Quantico Area Chapter of the United States Naval Academy Alumni Association, abbreviated Quantico Area USNAAA Chapter or QAC; and, hereafter called “the Chapter” in this document.
- The Chapter will primarily serve alumni and other eligible members who reside at addresses in the Virginia counties of Prince William, Stafford, Spotsylvania, Fauquier, and King George; and, the independent municipalities of Dumfries, Manassas, and Fredericksburg, Virginia.
Article II – Membership
Membership in the Chapter will be one of three classes of member: regular, associate, and honorary. The following paragraphs cover the governing criteria for each class.
- Regular Membership– Any person who had been sworn in as a Midshipman for the full and regular course prescribed by the Academic Board for his/her class at the Naval Academy, and whose service has not been terminated under other than honorable conditions shall be eligible for regular membership into the Chapter upon graduation of his/her respective class. A person who becomes a Regular Member of the Chapter is entitled to one vote and to hold office upon payment of the annual dues set by the Council. Regular members in classes prior to 1960 will be assessed a reduced payment of $10 for annual dues.
- Associate Membership – Regular Member may sponsor any person who has demonstrated active support of the Naval Academy, the Naval Services, the Uniformed Services, or the Chapter as an Associate Member. Admission will be subject to approval by the Council. The number of Associate Members shall not exceed ten percent (10%) of the number of regular members. A person holding membership under this section shall not be eligible to be an Officer or Director of the Chapter but may serve on committees.
- Honorary Membership – Individuals who have rendered outstanding and conspicuous service to the Naval Services or the Naval Academy shall be eligible for honorary membership. They may be nominated when their names are submitted by a Regular Member and approved by a majority vote of all Regular Members present and voting at any regular meeting of the Chapter. Honorary Members will have all rights and privileges of the Regular Members except those of voting and of holding office.
- Chapter Senior Enlisted Advisor – To respectfully recognize the service Chief Petty Officers and Staff Non-Commissioned Officers render to the Fleet, the operating forces, the Academy and to the Officers they support, the Chapter will select Chapter Senior Enlisted Advisors, the number of whom will be determined by the President and concurred with by the Council. Senior Enlisted Advisors will be nominated by the Regular members, appointed by the President, and serve at the President’s discretion. Upon completion of his/her term (normally one year), Chapter Senior Enlisted Advisors will become Associate Members of the Chapter.
- Dues– An eligible person may become a Regular or Associate Member by payment of annual dues, and through regular attendance and support of Chapter functions. No dues shall be attached to an honorary membership.
- Termination of Membership – Any member may be suspended or expelled from membership for due cause, after appropriate notice and hearing by a three-quarters vote of the Council; or may resign by letter to the Secretary. Regular membership will terminate automatically upon failure to pay annual dues
Article III – Fiscal Management
- Dues – Dues for membership in the Chapter shall be handled in accordance with the policy established by the Council. The amount for annual dues payments will be established by the Council and updated, as circumstances require.
- Receipts –The Chapter receives dues and donations to support its activities. A record of receipts will be maintained by the Treasurer. Disbursements: All disbursements of Chapter shall be made by an instrument signed by one (1) of the following officers: the President; Vice President; or the Treasurer. No disbursements shall be made except as authorized by the Council or by the President, or Vice President in the President’s absence. Receipts or invoices shall be provided prior to each disbursement. (Note: The amount collected for annual dues is usually too low to support all the proposed activities of the Chapter, resulting in most activities financed with cash contributions from participating members.)
- Annual Activity Schedule –The Vice President, with the assistance of the Activities Committee will publish an annual schedule of activities. The Treasurer, with the assistance of the Activities Committee will estimate annual costs of supporting the annual schedule of activities and develop a budget. Chapter activities that involve the expected receipt and/or expenditure of funds shall be governed each fiscal year by the annual activities schedule and budget. The annual activities schedule and its associated budget shall be approved by the Council no later than April 30 for the year beginning the following June 1 (coinciding with the turnover of Chapter Officers). The Council may amend the annual activities schedule from time to time during the calendar year.
- Finances– Most activities will be financed by donations from participating members. No contract or monetary obligation will be incurred that exceeds the amount of the Chapter funds actually on hand at the time of the commitment and that has not been approved by the council.
- Reports –The Treasurer shall prepare and present reports as identified in duties for the position.
- Audits –Audits of the treasury will be conducted on a biennial basis by independent auditor(s) selected and assigned by the President, beginning with the Chapter year on June 1, 2015, or nominally in conjunction with turnover of Treasurer duties.
Article IV – Organization and Management
The Quantico Chapter is authorized by the Naval Academy Alumni Association, which has approved the Chapter’s organization, charter and bylaws. The Chapter is organized exclusively for charitable and educational purposes, including for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501 (c)(3) of the Internal Revenue Service (IRS) Code, or corresponding section of any future federal tax code. Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501 (c)(3) of the IRS Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purpose or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
The Chapter shall be managed per the following guidelines:
- The business, property, and funds of the Chapter shall be managed and controlled by a Council composed of a President, a Vice President, a Secretary, and a Treasurer, who are members ex-officio, and six (6) other elected members-at-large, also known as the Board of Advisors (see Art VII). More than 50% of Council members, one of whom shall be the President or Vice President, will constitute a quorum to transact ordinary business.
- The Council shall fill any vacancies that occur in its management, except the President (see Article VI (2)) from eligible regular members of the Chapter to serve until the next scheduled election.
- The Council shall decide questions by a majority vote of those regular members present at any particular meeting. In the case of a tie vote, the presiding officer’s vote shall be the deciding vote.
- The meetings of the Council and Chapter shall be conducted in accordance with the rules contained in the “Roberts Rules of Orders Revised” except where inconsistent with these Bylaws.
Article V- Officers
- The Officers of the Chapter shall consist of a President, Vice-President, Secretary, and Treasurer. They shall be nominated and elected as herein provided (Article XI).
- The annual term of office shall normally begin on June 1 and end on May 31 the following year.
- The term of office for elected officers, except for the Vice President, shall be one year, and will normally begin on June 1 and end on May 31 the following year. The Vice President will serve one year, starting on June 1; and, then, will serve an additional year as President, starting on the next, succeeding June 1.
Article VI – Duties of Officers
To the best of each individual’s capabilities, the following shall be adhered to:
- Duties of the President. The President shall::
- Preside at all meetings of the Chapter and of the Council.
- Serve as the Chairman of the Board of Advisors.
- Appoint standing, nominating or special committees to carry out the objectives of the Chapter.
- Nominate interim officers to fill vacancies for incomplete terms or assign temporary officers in those cases where the incumbent is on extended travel; other assignment; or unable to serve due to illness.
- Authorize Chapter disbursements. The President may approve financial purchases up to $75.00 without having to seek approval of Chapter officers.
- Perform other duties as assigned by the Council.
- Duties of the Vice-President. The Vice-President shall:
- Perform the duties of the President during his/her absence.
- Be responsible for planning and executing Chapter events supported by an activity committee.
- Perform other duties as assigned by the President.
- Authorize Chapter disbursements
- If the President is unable to complete his/her term, the Vice President shall become President and the Council shall appoint a Vice President to serve the remainder of the unexpired term.
- Duties of the Secretary. The Secretary shall:
- Maintain a record of the names and addresses of all the members with the assistance of the Membership Committee.
- Record and publish minutes of the meetings of the Chapter and the Council.
- Correspond with the National Association’s Shipmate chapter column editor.
- Lead an annual review of the Bylaws to conclude in April of each year with assistance from two members of the Chapter.
- Shall have authority to transact the business of the Chapter as shall be granted by the Council.
- Perform other duties as assigned by the President or the Board of Advisors.
- Duties of the Treasurer. The Treasurer shall:
- Receive and disburse all funds of the Chapter and keep them safe.
- Maintain a current bank account with a local bank.
- Maintain a complete record of all receipts and expenditures of the Chapter.
- Prepare and present an annual statement of all receipts, expenditures and fund balances as of May 31, or when requested by the Council.
- Prepare and present an abbreviated statement of finances at any scheduled meeting of the Board /Council.
- Receive dues, fees, gifts, and other funds of the Chapter and expend them, invest them, or deposit them for safekeeping as directed by the Council.
- Solicit and collect dues from members in accordance with the Chapter’s established membership policies while considering the budget.
- Ensure that all disbursements of Chapter funds are supported by invoices, vouchers, or other documentation in sufficiently detailed auditable form, all of which shall be retained in the permanent records of the Chapter for at least seven (7) years.
- Develop an annual budget by April 30 based upon planned activities for the coming Chapter year. Execute this budget beginning on June 1.
- Execute Chapter disbursements.
- Submit and pay the annual Virginia Tax Exempt documentation.
- Submit the annual IRS “postcard’ tax input for Small Exempt Organization (Form 990-N [e-postcard].
- Support the Vice President and the Speaker Series Point of Contact (if one is appointed) in the planning and execution of the monthly breakfasts, the annual Membership Meeting and any other planned activity in which invitations and/or vendor support are required. Typical support requirements include the following:
- Schedule a venue for each event with an appropriate vendor, such as a hotel.
- Publish invitations in a timely manner as “QAC USNAAA.”
- Track RSVPs.
- Serve as the point of contact with the venue owners and provide the anticipated number of guests.
- Track event payments made via PayPal (or some other future electronic payment system).
- Ensure desired venue set-up on the day of the event to include audio/visual equipment.
- Check-in Chapter members and guests and accept event cash payments (and dues payments, as required).
- Accept membership forms and subsequently forward them to the membership roster administrator.
- Other. Each Officer may have other duties as assigned and authorized by the Board.
Article VII – Board of Advisors
- The Board of Advisors, hereafter called the Board, shall consist of six (6) other Regular Members, elected by the membership as Advisors. The purpose of the Board is to ensure the long-term health of the Chapter by advising the elected officers during their terms of office, and reviewing the success of the Chapter as it progresses.
- There will be an Advisor elected from the following year-groups every two years as indicated below:
|Advisor Year Grup||Elected Years|
|1969 and before||2021, 2023, etc.|
|1970 to 1979||2020, 222, etc.|
|1980 to 1989||2021, 2023, etc.|
|1990 to 1999||2021, 2023, etc.|
|2000 to 2009||2020, 2022, etc.|
|2010 and years thereafter||2020, 2022, etc.|
- In the event no member is available for election for the periods above, Advisors-at-large will be elected from the membership to complete the Board.
- The period of service for Advisors will be two years, with one-half of the Board being elected every other year. Newly elected Advisors will take office on 1 June of the year elected. The term of service for each group’s Advisor ends in the year indicated above and an election for that group’s Advisor will be held. That group’s Advisor position will stand for election on the year indicated and every two years thereafter.
- Advisors will form the membership of the Standing Committees (Article XII), as needed. If Advisors do not volunteer for a committee in need, committee assignments will be determined by lot.
Article VIII – Duties of the Council
The Council consists of the elected officers of the Chapter, and the elected Board of Advisors. Primary duties include, but are not limited to:
- Provide for the future success of the Chapter and policy oversight of service and operations.
- Manage and control the business, property, and funds of the Chapter.
- Approve Presidential appointments to committees and special project managers.
- Maintain general charge and control of the activities and properties of the Chapter not otherwise provided for in these bylaws.
Article IX – Operations of the Council
- A majority of the Council, defined as more than 50%, including the President or Vice President, shall constitute a quorum for the transaction of business at any meeting of the Board.
- Actions of the Council shall be decided by a majority vote of those present. In the event of a tie vote, the President’s vote shall be the deciding vote.
- Should an urgent situation arise requiring a decision by the Council, when a meeting is impractical, or when a sufficient number of members are unable to attend to form a quorum, the President may obtain a vote of the Council members by telephone or other electronic means to achieve a quorum. More than 50% of the Council must vote, either by phone, email or in person, to constitute a quorum. A majority vote will decide the issue presented.
- At least one meeting of the Council shall be held annually. Other meetings of the Council shall be held upon the call of the President, or upon written notice and request of any two members of the Council. Notice of any but the annually scheduled meeting shall be transmitted to all members of the Council at least forty-eight (48) hours prior to such meeting, unless same shall be waived at, or in writing after such other meeting, by all members of the Council.
- Any vacancies occurring in the Chapter Officers or elected Advisors, except the President (see Article V), shall be filled by the majority vote of the remaining members of the Council, from eligible members of the Chapter, to serve until the next Election Meeting.
Article X Meetings
- Membership Meetings. There shall be an annual Membership Meeting held at a Chapter meeting, at a time and place specified by the Council, for the purpose of electing officers and transacting pertinent Chapter business. The annual Membership Meeting may be held concurrently with a regular Monthly Meeting. The Chapter will publish notice of such meeting between 20 and 30 calendar days prior to such annual Membership Meeting. Notice of specific business to be transacted at such meeting will be given in such notice, except for proposed changes of these Bylaws, and for a call for election of officers.
- Chapter Meetings. Chapter business, except the election of officers, may be conducted by the majority vote of members present at monthly Chapter meetings. The meeting schedule will be posted on the Chapter website.
Article XI Nominations/Elections
- Candidates for the Offices and Board shall be nominated and elected by all Regular Members of the Chapter. The nominations should normally be made in April followed by an election in May, with those elected taking office in June. Voting may be by any reasonable means. When more than one person is nominated for any one office, the person receiving the greatest number of votes shall be elected. In case two or more persons receive the same number of votes, the tie shall be decided by lot.
- The Vice President will be elected (two-year term), Secretary (one-year term), Treasurer (one-year term), and Board of Advisors (staggered terms per Article VI). The Vice President will move to the position of President upon completion of the first-year term in order to maintain operational continuity within the officer group.
- In the event that the sitting Vice President is unable to serve as President at the beginning of the Chapter year, the Council, by two-thirds vote of approval, will use the following procedures in the order shown to fill the President’s billet:
- Continue the sitting President’s term to cover the vacancy period (if agreeable to the sitting President); or
- Appoint a President from among the membership to serve in the billet; or
- Add the election of a President to the slate for election.
Article XII Committees
Regular and Associate Members may be appointed as chairpersons and members of committees and directors of programs and projects as determined by the President with the approval of the Council. The President will appoint heads of the following standing committees, subject to approval of the Council:
- Activities Committee– Charged with determining, planning, coordinating, and executing various functions for the Chapter, based upon input from the chapter membership. Supports the Vice President.
- Membership Committee– Charged with assisting the Secretary to maintain the names, addresses, e-mail addresses, telephone numbers, etc. of all chapter members. This committee is also the primary point of contact for prospective members.
- Communications Committee– Charged with ensuring activities of the Chapter are disseminated to all members, including but not limited to a chapter website, communication with parents of local midshipman if desired, social media management, and dissemination of items of interest to the e-mail list maintained by the membership committee. The communications committee will also work with the chapter Secretary to report items of interest for publication in the Shipmate magazine. Supports the Secretary.
- Blue and Gold Liaison Committee– Charged with being the point of contact for chapter members to refer promising candidates for admission to the Naval Academy, and to support activities of the local Blue and Gold officer(s).
- When appointing a Nominating Committee, the President will select a Past-President of the Quantico Chapter to chair the Committee; and then the Nominating Committee Chairman will name at least two other members of the Chapter to assist him/her on the committee (their names subject to approval of the Chapter President).
Article XIII – Amendments
Any Regular Member may propose an amendment to the Mission, or to these Bylaws, at any regular meeting. If approved by a majority vote of the Regular Members present and voting, the proposed amendment shall be submitted by the Secretary in writing to all members at least ten days prior to the next regular meeting. If the amendment is then approved by a two-thirds vote of the members present and voting at that meeting, it shall become effective provided the amendment is in accord with the Mission and Bylaws of the National U. S. Naval Academy Alumni Association.