USS Chivo SS-341 Reunion
Organization, Inc. ByLaws
ARTICLE I – MISSION
Section 1.
THE
MISSION OF THE CHIVO REUNION ORGANIZATION IS:
A) to perpetuate the memory of our shipmates and
their deeds, to promote good fellowship and comradeship, and
to pledge loyalty and patriotism to the United States of
America.
B) to participate in activities that foster
recognition of the contributions made by members of all Armed
Forces and their families, both Past and Present, that uphold
the spirit of the Declaration of Independence.
C) to provide aid and comfort to service members in
need.
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ARTICLE II – MEMBERSHIP
Section 1.
REGULAR
MEMBERSHIP.
A) Regular membership is extended to all personnel
who served on board USS Chivo SS-341 as officers or crew
members at any time from its pre-commissioning through its
decommissioning and post-decommissioning activities.
B) Only regular members have the right to vote with
regard to the corporation's business, elections and
activities.
C) All regular members have equal voting rights.
D) Only regular members have the right to hold
office within the corporation.
E) A regular member may sponsor no more than two
associate members.
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Section 2.
ASSOCIATE
MEMBERSHIP.
A) An associate member is a person who is not
eligible for regular membership.
B) A regular member in good standing must must
sponsor each associate member.
C) In the event a regular member can no longer
sponsor an associate member due to death or illness the
organization may assume sponsorship with a simple majority
vote.
D) Eligible associate members are spouses, widows,
ancestors, and lineal descendants of regular members.
E) Other eligible associate members are persons
related to the organization by their services, deeds or
actions.
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ARTICLE III – ORGANIZATION
OFFICERS
Section 1.
OFFICERS.
A) Elected officers of the organization shall
consist of a President, a Vice-President, a Secretary, a
Treasurer, a Reunion Director, and a Communications Director.
B) All officers must be regular members of the
organization.
C) The term of office for all officers will be two
years or until their successors have been elected.
D) Organization officers may succeed themselves in
office.
E) No officer shall be paid any salary for services
rendered on behalf of the organization.
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Section 2.
NOMINATIONS
AND ELECTIONS.
A) Any regular member may nominate any other
regular member for any elected organizational office.
B) Officers shall be elected by a simple majority
of regular members at the reunion business meeting.
C) Each person elected as an officer of the
organization is likewise elected as a member of the current
Board of Directors.
D) Officers shall assume their official duties
immediately following the close of the all hands reunion.
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Section 3.
VACANCY.
A) If a vacancy occurs in the office of President,
the Vice-President shall thereupon assume the Office of
President for the remainder of the unexpired term, and the
office of the Vice President shall remain vacant.
B) A vacancy occurring in any office other than the
President shall be filled for the unexpired term by a person
elected by a majority vote of the Board of Directors.
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ARTICLE IV – DUTIES OF OFFICERS
Section 1.
PRESIDENT.
The President shall be an elected officer whose term of
office will be from the time of election until the next
reunion's election of officers, normally two years. He
is eligible for re-election. The President's duties
include, but are not limited to:
A) Act as the President of the organization and the
Chairman of the Board of Directors.
B) Direct and supervise the operation of the
organization.
C) Enforce the Bylaws.
D) Appoint committees or individuals as necessary
in the conduct of the affairs of the organization.
E) Cause to be called all regular and special
meetings of the organization.
F) Preside over all regular and special meetings of
the organization.
G) Be responsible for the promulgation of all
pertinent information to the membership of the organization.
H) Act as an ex-officio member on all committees.
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Section 2.
VICE
PRESIDENT.
The Vice President shall be an elected officer whose term
of office will be from the time of election until the next
reunion's election of officers, normally two years. He
is eligible for re-election. The Vice President's
duties include, but are not limited to:
A) Serve as a member of the Board of Directors.
B) Assist the President in the discharge of his
duties.
C) Execute the powers and authority of the
President, when required, in the temporary absence of the
President.
D) Assume the offices of the President of the
organization and the Chairman of the Board of Directors,
until the next regular election, in the event of an
incapacitating illness or death of the elected President.
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Section 3.
SECRETARY.
The Secretary shall be an elected officer whose term of
office will be from the time of election until the next
reunion's election of officers, normally two years. He
is eligible for re-election. The Secretary's duties
include, but are not limited to:
A) Serve as a member of the Board of Directors.
B) Officiate, when required, in the absence of the
President and Vice President.
C) Keep permanent records of the proceedings at all
board and membership meetings of the Association.
D) Keep permanent records as required by the
Article of Incorporation and the Association Bylaws.
E) Prepare and present to the membership of the
organization at the regular business meeting all pertinent
information other than the Treasurer's financial report.
F) Be responsible for proper introduction, voting,
approval and implementation of any changes or modifications
to the organization by-laws and Article of Incorporation.
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Section 4.
TREASURER.
The Treasurer shall be an elected officer whose term of
office will be from the time of election until the next
reunion's election of officers, normally two years. He
is eligible for re-election. The Treasurer's duties
include, but are not limited to:
A) Serve as a member of the Board of Directors.
B) Act as the chief financial officer of the
organization.
C) Be the custodian of all financial records of the
organization.
D) Receive and be responsible for the collection of
all registration fees, donations, and monies due and payable
to the organization. All cash receipts shall be routed
to the Treasurer for proper bookkeeping and deposit in the
organization's account.
E) Pay all debts and bills incurred by the
organization. All payment requests shall be submitted
to the Treasurer for proper bookkeeping and payment.
F) Be responsibility for accounting for all fiscal
property of the organization, including but not limited to
funds or other assets as well as liabilities incurred by the
organization.
G) Make such reports and returns as required by
federal, state and local governments, the articles of
incorporation, and the bylaws including disbursement of
appropriate taxes and fees.
H) Submit for approval to the Board of Directors
prior to the membership business meeting a report of the
organization financial status.
I) Report the organization financial status at each
membership business meeting.
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Section 5.
REUNION
DIRECTOR.
The Reunion Director shall be an elected officer whose
term of office will be from the time of election until the
next reunion's election of officers, normally two years.
He is eligible for re-election. He is elected to
actively plan and execute the next reunion. He may
delegate some of his duties to sub-committees, but will be
ultimately responsible for their proper execution. The
Reunion Director's duties include, but are not limited to:
A) Serve as a member of the Board of Directors.
B) Negotiate and contract for the hotel and all
services in support of the planned reunion.
C) Plan time and locations for: a)
membership business meeting. b)
memorial service. c)
banquet. d)
auction and fund raisers.
D) Supervise any reunion sub-committee members in
preparation for the reunion.
E) Select the banquet menu.
F) Choose and contract for any additional
entertainment or speakers.
G) Produce the reunion registration form for
publication to the organization membership.
H) Stock the hospitality with snacks and
refreshments.
I) Report exact dates, times, locations, and costs
to the Board of Directors as soon as available and not later
than nine months prior to the reunion.
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Section 6.
COMMUNICATIONS
DIRECTOR.
ARTICLE V – BOARD OF DIRECTORS
Section 1.
GENERAL
PROVISIONS.
Except as these by-laws otherwise specifically provide,
the affairs of the organization shall be managed by the Board
of Directors.
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Section 2.
COMPOSITION.
The Board of Directors consists of:
A) The current six elected organization officers.
B) The immediate past president in an advisory
capacity.
C) The immediate past reunion director in an
advisory capacity.
D) Such additional special members as the
membership may elect.
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Section 3.
QUORUM.
A) Three (3) currently elected members of the Board
of Directors shall constitute a quorum for the transaction of
all business at a duly called meeting of the Board of
Directors.
B) Three (3) currently elected members of the Board
of Directors shall constitute a quorum for the transaction of
all business at the organization's scheduled reunion
business meeting.
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ARTICLE VI – CONTRACTS, LOANS,
CHECKS AND DEPOSITS
Section 1.
CONTRACTS.
A) The primary reunion contract is the
contract between the Chivo Organization and the hotel, a
destination management company, a receptive service or a
reunion planning agency. The primary contract at a
minimum includes the hotel accomodations and sets the dates
for the reunion. It may or may not include all
ancillary services including but not limited to banquets,
tours, transportation, entertainment, photographers, memorial
services, etc. The primary contract will be negotiated
by the Elected Reunion Director with the advice and
assistance of the Previous Reunion Director. When the
Reunion Director and Previous Reunion Director are satisfied
they will initial the contract and forward it to the
Treasurer for review. When the treasurer is satisfied
with the contract, he will initial it and forward the
contract to the President for a final review and signature.
A copy of the signed contract will be maintained by the
Secretary. The goal is to have the primary contract
signed and approved eighteen months prior to the reunion.
B) Secondary contracts are contracts made
with other agencies in support of the reunion. These
may include but are not limited to tours, buses,
entertainment, memorial services, foods, beverages,
photographers, etc. Secondary contracts may be
negotiated by the Reunion Director or any of his assistants
planning the upcoming reunion, however secondary contracts
may only be signed by the Reunion Director. The advice
of the Previous Reunion Director is encouraged but not
required. Copies of all signed secondary contracts
will be forwarded to the Treasurer, Secretary and President.
The goal is to have all secondary contracts completed
twelve months prior to the reunion.
C) The Board may authorize any officer or agent to
enter into any contract or deliver any instrument on behalf
of the organization, and such authority may be general or
confined to specific instances.
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Section 2.
LOANS.
No loans shall be contracted on behalf of the organization
and no evidences of indebtedness shall be issued in its name.
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Section 3.
CHECKS,
DRAFTS, Etc..
A) The Reunion Director or Treasurer are authorized
to sign checks, drafts and other orders for the payment of
money, notes or evidences of indebtedness directly related to
the planning and execution of the organization's reunion.
B) All other checks, drafts and orders for payment
shall be signed by the Treasurer.
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Section 4.
DEPOSITS.
All funds of the organization not otherwise employed shall
be deposited from time to time to the credit of the
organization in such banks, trust companies or other
depositories as the Board may designate.
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ARTICLE VII – AMENDMENTS
Section 1.
PROCEDURES.
A) Any regular member may submit resolutions to
amend these by-laws by forwarding the resolution and proposed
amendments in writing to the president or the organization at
least two months prior to the reunion business meeting.
B) The president will review the proposed amendment
with the board of directors and attach their recommendations
and comments.
C) The proposed amendments and director's comments
and recommendations will be promulgated to the regular
membership at least 1 day prior to the reunion business
meeting.
D) Proposed by-law amendments will be voted upon at
the reunion business meeting. By a simple majority vote the
proposed amendment may be adopted, rejected or sent to a
special committee for further study.
E) Amendments which are passed will become
effective at the close of the business meeting.
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ARTICLE VIII – DISSOLUTION
Section 1.
DISPOSITION
OF ASSETS.
A) In the event that the organization dissolves,
all assets and monies will be donated to a nonprofit
organization determined by the Board of Directors.
B) If the Board of Directors cannot agree on a
non-profit organization, or if the Board of Directors cannot
muster a quorum at the time of dissolution, all assets and
monies will be turned over to the Navy and Marine Corps
Relief Society, except that items of historic value and all
records will be turned over to the Submarine Force Museum in
Groton, CT.
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USS Chivo SS-341 Reunion
Organization, Inc. ByLaws
Adopted - October 05,
2014 Amend #1 - October 22, 2017 Amend #2
& #3 - October 20, 2019
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