QAC Charter & Bylaws

Color Parade

Mission

 

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.

 

Objectives

 

1. To encourage and facilitate:

    a. Friendships and associations,

    b. Mentoring and advisory relationships

    c.  Aid to members.

2. To initiate and sponsor activities which will:

    a. Perpetuate the history, traditions, and memories of the Naval Academy

    b. Strengthen the Naval Academy

    c. Bind alumni together in support of the highest ideals of command, citizenship, and government.

3. 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.

4. To communicate the message of the Naval Academy throughout the area.

 

Bylaws (Amendment 3 – June 1, 2016)

 

Article I – Name and Location

1. 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.

2. 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 of three classes of member: regular, associate, and honorary. The governing criteria for each class are covered in the following paragraphs.

1. Regular Membership – Any person who has 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 their 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 as set by the Council. Regular members in classes prior to 1960 will be assessed a reduced payment of $10 for annual dues.

2. Associate Membership – A 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.

3. 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 and approved by 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.

4. Chapter Senior Enlisted Advisor – In respect of the service provided by Chief Petty Officers and Staff Non-commissioned Officers to the fleet and operating forces, the Academy, and the contributions they make to the success of the officers with whom they serve, there will be provision for an honorary Chief Petty Officer or Staff Non-commissioned Officer to serve as the Chapter Senior Enlisted Advisor. Such Senior Enlisted Advisor will be nominated by the Regular members, appointed by the President, and serve at the President’s discretion. Upon completion of his term (normally one year), the Chapter Senior Enlisted Advisor will become an Associate Member of the Chapter.

5. 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.

6. 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.

 

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 changed 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 funds of the 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. 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 which 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 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 annual activities schedule may be amended from time to time during the calendar year by the Council.

Most activities will be financed by donations from participating members. No money shall be authorized to be expended and no contract or obligation incurred of any kind or nature and no authority given to incur any obligation involving the payment of money in the name or on behalf of the Quantico Area Chapter beyond the money actually on hand, appropriated by the Council and set aside for the purpose.

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 an independent auditor(s) selected and assigned by the President, beginning with the Chapter year on June 1, 2015, or nominally in conjunction with the 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:

1. 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). Any six (6) Council members, one of whom shall be the President or Vice President, will constitute a quorum to transact ordinary business.

2. 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.

3. 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.

4. 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

1. 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).

2. The annual term of office shall normally begin on June 1 and end on May 31 the following year.

3. 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:

 

1. Duties of the President. The President shall:

a. Preside at all meetings of the Chapter and of the Council.Serve as the Chairman of the Board of Advisors.

b. Serve as the Chairman of the Board of Advisors.

c. Appoint standing, nominating or special committees to carry out the objectives of the Chapter.

d. Nominate interim officers to fill vacancies for incomplete terms, or assign temporary officers in those cases where the incumbent is on extended travel or other assignments; or unable to serve due to illness.

e. Perform other duties as assigned by the Council.

 

2. Duties of the Vice-President. The Vice-President shall:

a. Perform the duties of the President during his/her absence.Be responsible for planning and executing Chapter events supported by an

b. Be responsible for planning and executing Chapter events supported by an activity committee. Perform other duties as assigned by the President.

c. If the President is unable to complete his term, the Vice President shall become President and the Council shall appoint a Vice President to serve the remainder of the unexpired term.

 

3. Duties of the Secretary. The Secretary shall:

a. Maintain a record of the names and addresses of all the members with the assistance of the Membership Committee.

b. Record and publish minutes of the meetings of the Chapter and the Council.

c. Correspond with the National Association’s Shipmate chapter column editor.

d. Lead an annual review of the Bylaws to conclude in April of each year with assistance from two members of the Chapter.

e. Perform other duties as assigned by the President or the Board of Advisors. He shall have such authority to transact the business of the Chapter as shall be granted by the Council.

 

4. Duties of the Treasurer. The Treasurer shall:

a. Receive and disburse all funds of the Chapter and keep them safe.

b. Maintain a complete record of all receipts and expenditures of the Chapter.

c. Prepare and present an annual statement of all receipts, expenditures and fund balances as of May 31, or when requested by the Council.

d. Receive dues, fees, gifts, and other funds of the Chapter and expend them, invest them, or deposit them for safe keeping as directed by the Council.

e. Solicit and collect dues from members in accordance with the Chapter’s established membership policies and considering the budget.

f. 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.

g. Develop a budget based upon planned activities for the coming Chapter year by May 1.

 

5. Each Officer may have other duties as assigned and authorized by the Board.

 

Article VII – Board of Advisors

1. 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 in brackets:

Years 1969 and before [2017][2019][2021]
1970 to 1979 [2016][2018][2020]
1980 to 1989 [2017][2019][2021]
1990 to 1999 [2016][2019][2021]
2000 to 2009 [2017][2018][2020]
2010 and years thereafter [2016][2018][2020]

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 in 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 advisors of the Board. Primary Duties include but are not limited to:

a. Provide for the future success of the Chapter and policy oversight of service and operations.

b. Manage and control the business, property, and funds of the Chapter

c. Approve Presidential appointments to committees and special project managers.

d. 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

Any six members of the Council, 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 deemed 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 supplement those in attendance at the meeting, if a meeting is held. At least six members of the Council must vote, either by phone or email or in person, to constitute a quorum. The issue will be determined by a majority vote.

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 each year, at a time and place specified by the Council, for the purpose of electing officers and transacting Chapter business as may come before such meeting. 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 an 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 which time and place shall be set from time to time by the Council. Such schedule shall be published in the Chapter newsletter, which shall constitute notice of such meetings.

 

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, to take 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 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 a two-thirds vote of approval, will use the following procedures in the order shown to fill the President’s billet:

a. Continue the sitting President’s term to cover the vacancy period (if agreeable to the sitting President); or

b. Appoint a President from among the membership to serve in the billet; or

c. 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 the approval of the Council:

a. 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.

b. Membership Committee – Charged with assisting the Secretary to maintain the names, addresses, e-mail addresses, telephone numbers, etc. of all chapter members, and with acting as the primary point of contact for prospective members.

c. 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.

d. 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 the 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.