THE E-9 ASSOCIATION
FORT GEORGE G. MEADE, MARYLAND 20755
1 November 2005
NAME AND AUTHORITY
This organization is established as a private organization in accordance with AR 210-1 and shall be known as the E-9 Association, Fort George G. Meade, Maryland. All reference to the organization shall be indicated as the association throughout the remainder of this document.
The purpose of this association shall be to promote comradery, high morale and esprit-de-corps among the active and reserve E-9s; E-8 promotable; and retired E-9's of all US military services located within the surrounding Fort Meade area. Activities will include periodic social gatherings, regular meetings, the presentation of appropriate mementos to departing members, introduction of new arrivals, and the extension of condolence (to include sending of flowers) upon the death of an active member or member's immediate family.
The association will not discriminate in membership based on race, color, sex, national origin or religion.
1. MEMBERSHIP: Membership in the association is voluntary and limited to those personnel defined in Article II. Members shall pay dues, have the right to vote, hold elected office, propose changes to the constitution and by-laws of the association, and participate in the activities of committees as may be established to achieve the purpose of the organization. Any individual defined in Article II as eligible for membership shall not be admitted to Association events as a guest.
2. HONORARY MEMBERSHIP: Honorary membership may be extended to individuals in recognition of contributions supporting the goals of the organization. Honorary members shall not pay dues, cannot participate in Association activities, vote, hold elected office, propose changes to the constitution and by-laws of the Association, or participate in the activities of committees as may be established to achieve the purpose of the organization.
3. ASSOCIATE MEMBERSHIP: Associate Membership is limited to those personnel defined in Article II who do not reside within the surrounding Fort Meade area. Associate Members shall pay dues at one third the cost of full membership. Associate members will have all the privileges of Members, except they shall not: have the right to vote; hold elected office; propose changes to the constitution and by-laws of the association; participate in the activities of committees as may be established to achieve the purpose of the organization. Associate members will: pay the restaurant rate for breakfast when they attend; be charged for events at the same rate as Members, unless the event is free to Members, at which time a charge will be worked out depending on the event.
1. Dues shall be collected from active members at the rate of $72.00 per year. Dues are payable in January of each year.
2. Any changes to the amount of dues shall be initiated by the Executive Council and presented during a general membership meeting for ratification.
3. Any member falling three months in arrears of dues will be notified of the debt either telephonically or in writing. Any member falling six months in arrears of dues will be dropped from membership, unless the individual has provided valid reason for being in arrears to the Executive Council.
4. REINSTATEMENT: a member whose membership has been terminated may be reinstated for a fee of $25.00, plus future dues, as in IV-1.
5. To qualify for presentation of a memento or rebate from association activities, a member must not be in arrears of dues.
6. Charter members are exempt from paying dues.
7. The oldest member of the Association shall be exempt from paying dues.
1. Members of the associations Executive Council will not receive financial reimbursement for their service.
2. Funds distribution over $100.00 from the financial assets of the association will be made only after validation by the Executive Council and ratification by the general membership. An accurate record of all funds distributed will be maintained by the Executive Council.
An annual audit will be performed during the months of September or October, or upon a change of Treasurer. The audit will be conducted in accordance with AR 210-1.
This constitution becomes effective upon ratification by an affirmative vote of two-thirds of the membership present at a ratification meeting and the approval of the Installation Commander.
THE E-9 ASSOCIATION
FORT GEORGE G. MEADE, MARYLAND 20755
1. The Executive Council, hereafter called the Council, shall consist of five voting members: the President, the Vice-President, the Secretary, the Treasurer and the Chaplain. The two most recent past Presidents of the Association may serve as non-voting trustees. The President may appoint additional non-voting trustees as necessary.
2. The Council shall pursue all business in the best interest of the association by:
a. Establishing dues.
b. Reviewing and authenticating association expenditures.
c. Authentication of special projects.
d. Discharging other responsibilities contained within this constitution and by-laws and amendments or addenda thereto.
1. All officers of the association shall be elected yearly at a general membership meeting. They must be active members of the association.
2. Elections shall be held annually in August.
3. The association membership shall be given 30 calendar days notice before elections. Notices shall be written to include date, time and place of election, and names of the candidates for each office.
DUTIES OF THE EXECUTIVE COUNCIL
1. The duties of the Executive Council shall be as follows:
a. PRESIDENT: The President shall:
(1) Preside at all general membership and Council meetings.
(2) Perform such functions as may be necessary for the efficient conduct of the affairs of the association.
b. VICE-PRESIDENT: The Vice-President shall:
(1) Preside at all general membership and Council meetings during the absence of the President.
(2) Act as the Master of Ceremonies at all social functions.
c. SECRETARY: The Secretary shall:
(1) Keep accurate minutes of all membership meetings and present the minutes to the Council for approval at each meeting.
(2) Be responsible for notifying all members of any meeting or social affair of the association.
(3) Prepare and dispatch all correspondence for the association.
(4) Submit association minutes to the Garrison Commander, IAW AR 210-1, paragraph 3-1e(1)(b).
d. TREASURER: The Treasurer shall:
(1) Be charged with collecting and disbursing all funds of the association and keeping regular accounts of all receipts and disbursements.
(2) Establish a checking account (two signatures) with a banking facility and deposit all receipts therein. All disbursements will be by check from the account.
(3) Present a statement of account at each meeting for approval by the association.
(4) Be reimbursed for all reasonable expenses associated with the conduct of his/her office by presentation of receipts or documentation for same.
(5) Submit all required financial statements of the association to the Garrison Commander IAW AR 210-1, paragraph 3-1(1)(b).
e. CHAPLAIN: The Chaplain shall:
(1) Be responsible for the extension of condolence upon death or hospitalization of an active member or a member's immediate family.
(2) Provide spiritual guidance as necessary
2. The Council has the authority to make decisions regarding the expenditures of reasonable funds in extending condolence upon the death of a member or a member's immediate family.
3. The Council shall have full authority to manage the affairs of the association and shall control all matters not otherwise provided for in this constitution. The Council shall not expend funds for any purpose not clearly in the best interests or objectives of the association.
1. The association shall be governed by the provisions of the Constitution and By-laws and directives received from the Garrison commander of Fort George G. Meade, Maryland.
2. A majority of the Council members shall constitute a quorum of the meeting of a Council.
3. At such general meetings of the association as may be called, a quorum shall consist of 1/3 of the active membership.
4. All general meetings of the association shall be governed by "Robert's Rules of Order."
This Constitution and By-laws may be amended by a majority vote of the active membership and upon approval by the Garrison commander, Fort George G. Meade, Maryland. Copies of proposed amendments shall be furnished to all active members ten days before the time the amendment shall be voted on.
This association may be dissolved at any time by a majority vote of the active membership and upon approval of the Garrison commander, Fort George G. Meade, Maryland. Upon dissolution, the association assets will first be used to resolve any outstanding liabilities and the balance will be donated to youth activities of Fort George G. Meade, Maryland.
1. Individual members will have no proprietary interest in the Association. Individual members will not have pecuniary liability for debts, obligations and tort damages of the Association. Individual members will be liable for debts only to the extent of the individual=s contribution.
2. IAW AR 210-1, paragraph 2-6, the Association will, when appropriate, obtain adequate insurance as protection against public liability claims, property damage claims, or other legal actions arising from activities of the Association, or one or more of the Association=s members acting on its behalf.
3. IAW AR 210-1, paragraph 2-8, the Association will comply with all applicable Federal, state and local tax laws.
These By-laws have been presented to, accepted by and approved through affirmative vote of a majority of the active membership of the association and approval by the Garrison commander, Fort George G. Meade, Maryland.