CONSTITUTION
UNITED STATES AIR FORCE ACADEMY PARENTS CLUB
OF SOUTHWEST OHIO
ARTICLE I NAME:
The name of the organization shall be: the United States Air Force Academy Parents' Club of Southwest Ohio, (abbreviated as USAFA PC SW Ohio).
ARTICLE II PURPOSE:
The USAFA PC SW Ohio is a not for profit association whose purpose is to provide assistance, support, education and encouragement to United States Air Force Academy ( herein after USAFA) Cadets from SW Ohio. The club shall also provide education, information and support to parents of cadets and assist Academy Liaison Officers for the betterment of our cadets.
The USAFA PC SW Ohio shall also serve as the liaison organization with the Parents' Club Liaison Office of the United States Air Force Academy at Colorado Springs, Colorado.
ARTICLE III MEMBERSHIP:
Any parent of a USAFA cadet, USAFA Prep School attendee, Alumni, or Appointee for admission to USAFA (or Prep School), or relatives may become a member of the USAFA PC SW Ohio upon application and after paying dues as set by a vote of current members of the club. Liaison Officers of USAFA shall be automatically deemed Honorary Members of the club and shall not be subject to membership dues.
ARTICLE IV BYLAWS:
The Bylaws of the club shall serve as the operational rules of the USAFA PC SW Ohio.
ARTICLE V FISCAL YEAR:
The fiscal year of the club shall coincide with the term of office of the Club Officers, from June 1 to May 31.
ARTICLE VI CLUB CALENDAR OF EVENTS
The USAFA PC SW Ohio shall set a yearly calendar of events, which shall include at a minimum: Parents picnic in July, the fall get together, the All Academy Ball during the holiday break of the five US Service Academies, the winter Sunshine Box party, and the new appointees brunch. Business meetings of the club shall be held at each of the club events.
BY-LAWS OF THE
UNITED STATES AIR FORCE ACADEMY PARENTS' CLUB
OF SOUTHWEST OHIO
SECTION 1 MEMBERSHIP
Regular Membership
1. Membership in the club comprises families of cadets from the SW corner of the State of Ohio, the SE area of the State of Indiana, and Northern Kentucky. Membership in the USAFA PC SW Ohio is not exclusive. Parents of Cadets may also choose to be members of the Indiana or Kentucky clubs, however they are welcome be members of USAFA PC SW Ohio as geography makes this club more convenient for participation.
2. Membership shall be limited to those persons who fall into the defined membership criteria in ARTICLE III and have paid their dues as set by the membership.
3. Members who are in good standing are entitled to; attend all meetings and activities of the USAFA PC SW Ohio, receive all communications passed through the club by the Parents' Liaison of USAFA and have one vote per family on business of the USAFA PC SW Ohio that may come before the club.
Alumni Membership
1. Members of the USAFA PC SW Ohio whose Cadets have graduated and commissioned in the United States Air Force may continue to participate as Alumni Members of the Club, attend meetings of the Club, and enjoy all rights of a regular member. There shall be no dues required of alumni members, however they shall pay a fair amount for costs of events of which they attend. Alumni members shall not have the right to vote on business of the club.
Liaison Officers
1. The Liaison Director for SW Ohio shall appoint a liaison officer to serve as an advisor to the USAFA PC SW Ohio. All liaison officers shall be considered Honorary Members of the Club and are encouraged to participate in all club activities. There shall be no dues required of liaison officers, however they shall pay a fair amount for costs of events of which they attend. Liaison Officers shall not have the right to vote on business of the club.
SECTION 2 MEETINGS
Regular Meetings
1. There shall be a minimum of four meetings of the USAFA PC SW Ohio, they shall be held in conjunction with the four main events of the club year: the summer picnic, the fall get together, the winter Sunshine Box party, and the new appointees brunch.
Special Meetings
1. Special meetings may be called by the President of the club, or by at least two of the officers to address issues or business that is necessary for the successful operation of the club. Five or more members may also call for a special meeting. Notice of special meetings shall be sent to all members of the club either electronically or by US mail.
SECTION 3 NOTICE OF MEETINGS
1. Notice of all meetings of the club shall be sent to all members of the USAFA PC SW Ohio no less than two weeks prior to the meeting. Notice shall be sent electronically, or by US mail.
SECTION 4 OFFICERS
Elected Officers
1. The USAFA PC SW Ohio shall annually at the Sunshine Box party elect the following officers of the club;
a. President
b. Vice President
c. Secretary
d. Treasurer
2. The club shall also have three trustees who are:
a. The immediate Past President of the USAFA PC SW Ohio
b. Two alumni members of the association
3. The seven officers of the USAFA PC SW Ohio shall comprise the Board of Directors of the Club.
Eligibility for Office
1. Any member in good standing is eligible for election to one of the four elected officers of the club. The two alumni members of the board shall be appointed by the four elected members and the immediate past president.
Election of Officers
1. Candidates for office shall be nominated and elected at the Sunshine Box party meeting in the winter of the academic year. Upon nomination and acceptance voting shall taken place with each member family having one vote per office. In the event of multiple nominations for office, if no candidate receives a majority of the votes cast, the person receiving the lowest number of votes shall be dropped from the ballot and another vote held until one person receives a majority vote.
Length of Term
1. The elected officers, and the three trustees shall serve a term of one year, from June 1 to May 30. Newly elected officers shall take office effective June 1 of each calendar year.
Duties of Officers
1. President
a. Preside at all meetings of the club
b. Establish the calendar of events for the club with concurrence of the other elected officers and trustees
c. Serve as an ex-officio member of any committees formed for the projects of the club
d. Serve as the liaison to the parents clubs of the US Military Academy, and the US Naval Academy
e. Serve as point of contact with the USAFA Parents' Club Liaison Coordinator and Office at the United States Air Force Academy in Colorado Springs, Colorado.
2. Vice President
a. Preside at meeting of the club in the absence of the President
b. Coordinate meals and locations of the meetings of the club
c. Perform other functions as assigned by the President or for the successful operation of the club
3. Secretary
a. Keep accurate records of all meetings of the club
b. Receive applications for membership from those entitle to membership
c. Keep the membership roster of the club
d. Maintain the club By Laws
e. Order club nametags for all club members
f. Handle all club correspondence
4. Treasurer
a. Maintain the bank account of the club and insure accurate reporting of the financial condition of the club
b. Collect dues for the club
c. Shall insure all filing with the Internal Revenue Service regarding the tax exempt status of the club
d. Pay all club expenses and maintain records of all such payments
e. Prepare an annual budget to insure adequate funding for the activities of the club, such as the US Flags to be presented to graduating Cadets, cases for the flags, providing the first set of 2nd Lt. bars for graduating seniors
f. Coordinate the New Appointees Brunch with the other officers of the club
SECTION 5 Committees of the USAFA PC SW Ohio
1. Parents' Weekend Committee – will serve to determine any activities of the club for the annual USAFA Parents' Weekend, to include; group seating for the PW football game, determine if interest exists for a PW tailgate.
2. All Academy Ball Committee – If the year that the USAFA PC SW Ohio is the Chair of the annual All Academy Ball, the committee shall schedule all meetings of the academy ball committee to include the US Military Academy and the US Naval Academy. The committee shall also insure that Midshipmen of the US Merchant Marine Academy, and Cadets of the US Coast Guard Academy are included in the annual event.
If the USAFA PC SW Ohio is not the chair of the annual ball, members of the All Academy Ball Committee shall serve as liaisons of the USAFA PC SW Ohio to the club that is chairing the ball.
3. Sunshine Box Committee – shall coordinate the procuring of items for the box, and preparing the boxes and postage for to insure the boxes of forwarded to Cadets in a timely manner.
4. New Appointee Brunch Committee – shall plan and coordinate the brunch for those high school seniors or prep school cadets who are being appointed as new Cadets to the incoming class of the USAFA. The brunch shall be held in May of each year at a location selected by the committee. They shall insure that all new appointees receive an invitation to the brunch as well as all liaison officers. The committee shall also attempt to secure a member of the US Congress or the active US Air Force who is an academy graduate to speak at the brunch.
SECTION 6 AMENDMENTS TO THE CONSITUTION
1. The Board of Directors shall review the Constitution and ByLaws annually to determine if modifications are needed to insure the satisfactory conduct of business for in the best interest of our Cadets. If they determine that an amendment is appropriate, and a majority vote of the Board is attainted, the membership shall be notified in writing by electronic means, or US mail that the amendment shall be considered at the next meeting of the club.
2. Any member may propose a change to these Constitution and ByLaws. The member proposing a change shall make a motion at a meeting of the club. The Board of Directors shall review the proposed amendment and present it at the next meeting of the club, with a recommendation to approve or disapprove the document. A vote of 2/3 of the membership present at the meeting is require to amend the Constitution and ByLaws.
SECTION 7 DISOLUTION OF THE USAFA PC SW Ohio
1. Should the membership of the club be insufficient to maintain an active organization to provide for the purpose of the club, the USAFA PC SW Ohio may be disbanded by a majority vote of the remaining members. All funds held by the club shall be accounted for and verified by three parents of the club who are or were officers of the club and verified for accuracy. The remaining funds shall be donated to the Endowment Fund of the United States Air Force Academy which is a 501 C3 organization whose purpose is to foster the well being of Cadets attending the USAFA. A request will be made that the funds be held in escrow for a period of twenty four months, to insure that if the club is reformed in a short period of time there will be funds for the functions of the club. If after twenty four months the club has not been reorganized, the Endowment Fund may use the funds of the USAFA PC SW Ohio for any purpose in the best interests of the fund.
UNITED STATES AIR FORCE ACADEMY PARENTS CLUB
OF SOUTHWEST OHIO
ARTICLE I NAME:
The name of the organization shall be: the United States Air Force Academy Parents' Club of Southwest Ohio, (abbreviated as USAFA PC SW Ohio).
ARTICLE II PURPOSE:
The USAFA PC SW Ohio is a not for profit association whose purpose is to provide assistance, support, education and encouragement to United States Air Force Academy ( herein after USAFA) Cadets from SW Ohio. The club shall also provide education, information and support to parents of cadets and assist Academy Liaison Officers for the betterment of our cadets.
The USAFA PC SW Ohio shall also serve as the liaison organization with the Parents' Club Liaison Office of the United States Air Force Academy at Colorado Springs, Colorado.
ARTICLE III MEMBERSHIP:
Any parent of a USAFA cadet, USAFA Prep School attendee, Alumni, or Appointee for admission to USAFA (or Prep School), or relatives may become a member of the USAFA PC SW Ohio upon application and after paying dues as set by a vote of current members of the club. Liaison Officers of USAFA shall be automatically deemed Honorary Members of the club and shall not be subject to membership dues.
ARTICLE IV BYLAWS:
The Bylaws of the club shall serve as the operational rules of the USAFA PC SW Ohio.
ARTICLE V FISCAL YEAR:
The fiscal year of the club shall coincide with the term of office of the Club Officers, from June 1 to May 31.
ARTICLE VI CLUB CALENDAR OF EVENTS
The USAFA PC SW Ohio shall set a yearly calendar of events, which shall include at a minimum: Parents picnic in July, the fall get together, the All Academy Ball during the holiday break of the five US Service Academies, the winter Sunshine Box party, and the new appointees brunch. Business meetings of the club shall be held at each of the club events.
BY-LAWS OF THE
UNITED STATES AIR FORCE ACADEMY PARENTS' CLUB
OF SOUTHWEST OHIO
SECTION 1 MEMBERSHIP
Regular Membership
1. Membership in the club comprises families of cadets from the SW corner of the State of Ohio, the SE area of the State of Indiana, and Northern Kentucky. Membership in the USAFA PC SW Ohio is not exclusive. Parents of Cadets may also choose to be members of the Indiana or Kentucky clubs, however they are welcome be members of USAFA PC SW Ohio as geography makes this club more convenient for participation.
2. Membership shall be limited to those persons who fall into the defined membership criteria in ARTICLE III and have paid their dues as set by the membership.
3. Members who are in good standing are entitled to; attend all meetings and activities of the USAFA PC SW Ohio, receive all communications passed through the club by the Parents' Liaison of USAFA and have one vote per family on business of the USAFA PC SW Ohio that may come before the club.
Alumni Membership
1. Members of the USAFA PC SW Ohio whose Cadets have graduated and commissioned in the United States Air Force may continue to participate as Alumni Members of the Club, attend meetings of the Club, and enjoy all rights of a regular member. There shall be no dues required of alumni members, however they shall pay a fair amount for costs of events of which they attend. Alumni members shall not have the right to vote on business of the club.
Liaison Officers
1. The Liaison Director for SW Ohio shall appoint a liaison officer to serve as an advisor to the USAFA PC SW Ohio. All liaison officers shall be considered Honorary Members of the Club and are encouraged to participate in all club activities. There shall be no dues required of liaison officers, however they shall pay a fair amount for costs of events of which they attend. Liaison Officers shall not have the right to vote on business of the club.
SECTION 2 MEETINGS
Regular Meetings
1. There shall be a minimum of four meetings of the USAFA PC SW Ohio, they shall be held in conjunction with the four main events of the club year: the summer picnic, the fall get together, the winter Sunshine Box party, and the new appointees brunch.
Special Meetings
1. Special meetings may be called by the President of the club, or by at least two of the officers to address issues or business that is necessary for the successful operation of the club. Five or more members may also call for a special meeting. Notice of special meetings shall be sent to all members of the club either electronically or by US mail.
SECTION 3 NOTICE OF MEETINGS
1. Notice of all meetings of the club shall be sent to all members of the USAFA PC SW Ohio no less than two weeks prior to the meeting. Notice shall be sent electronically, or by US mail.
SECTION 4 OFFICERS
Elected Officers
1. The USAFA PC SW Ohio shall annually at the Sunshine Box party elect the following officers of the club;
a. President
b. Vice President
c. Secretary
d. Treasurer
2. The club shall also have three trustees who are:
a. The immediate Past President of the USAFA PC SW Ohio
b. Two alumni members of the association
3. The seven officers of the USAFA PC SW Ohio shall comprise the Board of Directors of the Club.
Eligibility for Office
1. Any member in good standing is eligible for election to one of the four elected officers of the club. The two alumni members of the board shall be appointed by the four elected members and the immediate past president.
Election of Officers
1. Candidates for office shall be nominated and elected at the Sunshine Box party meeting in the winter of the academic year. Upon nomination and acceptance voting shall taken place with each member family having one vote per office. In the event of multiple nominations for office, if no candidate receives a majority of the votes cast, the person receiving the lowest number of votes shall be dropped from the ballot and another vote held until one person receives a majority vote.
Length of Term
1. The elected officers, and the three trustees shall serve a term of one year, from June 1 to May 30. Newly elected officers shall take office effective June 1 of each calendar year.
Duties of Officers
1. President
a. Preside at all meetings of the club
b. Establish the calendar of events for the club with concurrence of the other elected officers and trustees
c. Serve as an ex-officio member of any committees formed for the projects of the club
d. Serve as the liaison to the parents clubs of the US Military Academy, and the US Naval Academy
e. Serve as point of contact with the USAFA Parents' Club Liaison Coordinator and Office at the United States Air Force Academy in Colorado Springs, Colorado.
2. Vice President
a. Preside at meeting of the club in the absence of the President
b. Coordinate meals and locations of the meetings of the club
c. Perform other functions as assigned by the President or for the successful operation of the club
3. Secretary
a. Keep accurate records of all meetings of the club
b. Receive applications for membership from those entitle to membership
c. Keep the membership roster of the club
d. Maintain the club By Laws
e. Order club nametags for all club members
f. Handle all club correspondence
4. Treasurer
a. Maintain the bank account of the club and insure accurate reporting of the financial condition of the club
b. Collect dues for the club
c. Shall insure all filing with the Internal Revenue Service regarding the tax exempt status of the club
d. Pay all club expenses and maintain records of all such payments
e. Prepare an annual budget to insure adequate funding for the activities of the club, such as the US Flags to be presented to graduating Cadets, cases for the flags, providing the first set of 2nd Lt. bars for graduating seniors
f. Coordinate the New Appointees Brunch with the other officers of the club
SECTION 5 Committees of the USAFA PC SW Ohio
1. Parents' Weekend Committee – will serve to determine any activities of the club for the annual USAFA Parents' Weekend, to include; group seating for the PW football game, determine if interest exists for a PW tailgate.
2. All Academy Ball Committee – If the year that the USAFA PC SW Ohio is the Chair of the annual All Academy Ball, the committee shall schedule all meetings of the academy ball committee to include the US Military Academy and the US Naval Academy. The committee shall also insure that Midshipmen of the US Merchant Marine Academy, and Cadets of the US Coast Guard Academy are included in the annual event.
If the USAFA PC SW Ohio is not the chair of the annual ball, members of the All Academy Ball Committee shall serve as liaisons of the USAFA PC SW Ohio to the club that is chairing the ball.
3. Sunshine Box Committee – shall coordinate the procuring of items for the box, and preparing the boxes and postage for to insure the boxes of forwarded to Cadets in a timely manner.
4. New Appointee Brunch Committee – shall plan and coordinate the brunch for those high school seniors or prep school cadets who are being appointed as new Cadets to the incoming class of the USAFA. The brunch shall be held in May of each year at a location selected by the committee. They shall insure that all new appointees receive an invitation to the brunch as well as all liaison officers. The committee shall also attempt to secure a member of the US Congress or the active US Air Force who is an academy graduate to speak at the brunch.
SECTION 6 AMENDMENTS TO THE CONSITUTION
1. The Board of Directors shall review the Constitution and ByLaws annually to determine if modifications are needed to insure the satisfactory conduct of business for in the best interest of our Cadets. If they determine that an amendment is appropriate, and a majority vote of the Board is attainted, the membership shall be notified in writing by electronic means, or US mail that the amendment shall be considered at the next meeting of the club.
2. Any member may propose a change to these Constitution and ByLaws. The member proposing a change shall make a motion at a meeting of the club. The Board of Directors shall review the proposed amendment and present it at the next meeting of the club, with a recommendation to approve or disapprove the document. A vote of 2/3 of the membership present at the meeting is require to amend the Constitution and ByLaws.
SECTION 7 DISOLUTION OF THE USAFA PC SW Ohio
1. Should the membership of the club be insufficient to maintain an active organization to provide for the purpose of the club, the USAFA PC SW Ohio may be disbanded by a majority vote of the remaining members. All funds held by the club shall be accounted for and verified by three parents of the club who are or were officers of the club and verified for accuracy. The remaining funds shall be donated to the Endowment Fund of the United States Air Force Academy which is a 501 C3 organization whose purpose is to foster the well being of Cadets attending the USAFA. A request will be made that the funds be held in escrow for a period of twenty four months, to insure that if the club is reformed in a short period of time there will be funds for the functions of the club. If after twenty four months the club has not been reorganized, the Endowment Fund may use the funds of the USAFA PC SW Ohio for any purpose in the best interests of the fund.