Constitution and By-Laws
of
The Wright-Patterson
Chiefs’ Group
DATE : 25-Sep-06
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433
DATE: 25 September 2006
The Wright-Patterson Chiefs’ Group was formed in 1982 by a group of dedicated CMSgts who had the vision and saw the need to form and maintain traditions of the Chief Master Sergeant Rank. Chief Master Sergeants must remember the past, live in the present and embrace the future as it develops, always accepting the challenges today’s environment presents. Those who have reached this pinnacle are the senior leaders of the enlisted corps.
We have, therefore, prepared and incorporated these principles into the constitution and bylaws of the Wright-Patterson Chiefs’ Group. The constitution and bylaws are related in the following pages. Please keep this document for your records, and remember to treat this document as confidential to the members of this Group.
Review of this constitution and bylaws will occur annually.
--Signed--
Lyle W. Brown, CMSgt, USAF
President
Wright-Patterson Chief’s Group
Constitution and Bylaws
Of
The Wright-Patterson Chiefs’ Group
(Reviewed and Approved)
Article I – Name
The name of this organization shall be the Wright-Patterson Chiefs’ Group. It shall be a private organization established pursuant to the provisions of AFI 34-223, Private Organization (PO) Program, and WPAFB supplement thereto.
Article II - Objective
The objective of this Group shall be fraternal; to promote fellowship and unity among all personnel holding the rank of Chief Master Sergeant, or equivalent grade in other branches of the military service; to support charitable causes and events promoting the welfare and morale of enlisted personnel; to provide financial aid, when fully justified, to enlisted personnel of all grades; and to promote, and be involved in, all matters pertaining to enlisted personnel, whether on or off the military installation.
Article III- - Receipt and Disbursement of Funds
a) Section 1 Sources of Income: The Wright-Patterson Chiefs’ Group receives income from dues, approved fundraisers and conducts special events, such as luncheons, dinners, banquets as means to sustain the mission of the organization.
a. Fundraising Activities: The Group conducts fundraising activities throughout the year to support various contributions, awards and humanitarian and compassionate programs. This list will be adjusted by the Executive Council (EC) as supported events are dropped or added.
b. Receipt of funds will be through the Chiefs’ Group current banking establishment, following prescribed procedures. Disbursements of funds will be through the same institution and through the Chiefs’ Group treasurer, with the approval of the President. The President and Treasurer will use prudent and exacting accounting procedures for group funds.
Section 2 Disbursement and Authority: The following details specific procedures within the group;
a. Chiefs’ Group President: The President may approve expenditure of funds to support Group activities in increments not to exceed $100 in any one month. When members expend funds in the performance of group activities, the Treasurer must submit receipts to the President for approval before payment. Report all expenditures to the EC.
b. Chiefs’ Group Vice President: The Vice President is authorized to act for the President with the same authority when the President is not available to act.
c. Executive Council: The EC may approve expenditure of funds for any purpose up to, but not to exceed $200 wherein approval of the general membership (GM) is required. All authorizations or recommendations must be recorded in the minutes of the EC.
1) Authorization to Sign Checks: The EC will designate who may sign checks disbursing funds. Each check must bear the signature of an authorized person; the EC will designate all authorized signatures.
e. Chiefs’ Group Treasurer: The Treasurer will submit a financial report at all GM and EC meetings and ensure all income and expenses are recorded. The treasurer is responsible for the disbursement of all funds ensuring that all valid indebtedness is resolved. Recurring expenses approved concurrently with the annual Chiefs’ Group budgets do not require any subsequent action by the EC. No disbursement will be made unless the Treasurer receives an approved and recorded invoice from the President. The Treasurer also serves as the Chairman of the Budget and Finance Committee.
f. General Membership: The GM is the only approval authority for expenditures exceeding $200. All authorizations must be recorded in the GM meeting minutes.
g) Annual Budget: Chiefs’ Group fiscal year expenditures approved in the Group’s Annual Budget need no further action/vote during that fiscal year unless additional funds are needed to support the activity/event.
Section 3 Accounting Procedures: The Treasurer shall maintain appropriate accounting records of all receipts, disbursements and transfer of all funds belonging to the Group.
Article IV – Non-Profit Group
Section 1 The Group is organized and operated exclusively for pleasure, recreation and other nonprofit purposes, and no part of its earnings will accrue to the financial benefit of any member or officer of the Group. The Group will not engage in lobbying or participate in any political campaign on behalf of any candidate for public office.
Section 2 Notwithstanding any other provision of these articles, the Group will refrain from activities restricted from:
a. An organization, exempt from Federal Income Tax under S501©(3) of the Internal Revenue Code of 1954, or the corresponding provision of any future United States Internal Revenue law, or
b. An organization, contributions to which are deductible under S170©(2) of the Internal Revenue Code of 1954, or any other corresponding provision of any future United States Internal Revenue law.
Section 3: As a private organization on Wright-Patterson AFB, the Wright-Patterson Chiefs’ Group is required to provide the following annual information to the Services Division Director NLT 16 April: Private organization name and date approved; List of current officers, addresses and phone numbers; Minutes from a committee meeting; Annual financial statement; Proof of liability insurance or commander's insurance waiver. Organizations with less than $1,000 in funds over a three-month period are not required to be an approved private organization. Updated information is to be sent to: 88 MSG/SVF, ATTN: Current Services Division Director, Bldg 70, 5215 Thurlow Street, Suite 2, Wright-Patterson AFB, OH 45433-5541
Article V - Dues
Section 1 Annual dues are $24.00. Departing Chiefs will have dues prorated accordingly. Upon admission to the Group, arriving Chiefs will pay prorated dues through 1 Oct. Annual dues for all members will be paid 1 Oct of each year. Dues will be considered delinquent, and membership subject to cancellation, 60 days after the due date. To be considered a member in good standing, dues must be paid up to date.
Section 2 Members may become monetarily liable for the obligations or debts of the Group if assets fail to meet such obligations and debts, even though the Group may have been re-designated or dissolved. Members are responsible for the activities of the Group and its funds, notwithstanding the operation of the Group through its Board, officers and committees.
Article VI - Membership
Section 1 Membership must be voluntary, unrestricted with respect to age, sex, race, religion, color, handicap, or national origin, and must be as follows:
a. Chief Master Sergeants and Chief Master Sergeant Selects of active duty units and Air Reserve Components (Air National Guard and Air Force Reserve) and active duty members of other services in equivalent grade of Chief Master Sergeant assigned to Wright-Patterson Air Force Base.
b. Air Force members retired in the rank of Chief Master Sergeant, and retirees in the equivalent grade of Chief Master Sergeant from other military services.
Section 2 Membership may be terminated when requested by the member, or by the Executive Board for nonpayment of dues. Before the Executive Board terminates a membership, appropriate action must be taken to encourage a member to update delinquent dues.
Article VII– Officers
Section 1 The following officers will be elected by the Group membership.
a. President
b. Vice President
c. Secretary
d. Treasurer
e. Trustees (2)
Section 2 Officers will be members in good standing. The President will appoint a member to fill any vacancy, except President or Vice President, for the remainder of an unexpired term. If the office of President becomes vacant, the Vice-President will serve until the annual election of officers. A general election will be held to fill the unexpired term of Vice-President, should a vacancy occur.
Section 3 The Executive Board shall consist of the Group’s officers.
a. All members of the Executive Board have authority to vote on matters considered by the Executive Board.
b. At the call of the President, the Executive Board will hold regular meetings, exercise general supervision of the business of the Group between regular meetings, and authorize payment of bills.
c. The Executive Board will authorize grants and Group participation in events, plan and approve activities in conjunction with appointed committees, obtain necessary approval for fundraising activities, approve monetary awards for quarterly and annual award winners in enlisted categories, and approve other general matters as may pertain to the Group.
Section 4 Powers and Duties - Officers and elected trustees will serve a one-year term, beginning
1 February and ending 31 January. The powers and duties of officers shall be:
Article VIII – Meetings and Elections
Section 1 Elections
a. The annual election of officers and trustees will be held during the January meeting.
b. During the September meeting, the President will appoint a Chairperson and two members in good standing to serve as the Nominating Committee. The Nominating Committee will survey the membership, and accept qualified nominees for each office. The Nominating Committee Chairperson will read the names of the nominees at the November meeting. The Nominating Committee will obtain the consent of each nominee before the name is announced or entered on the ballot.
c. Floor nominations may be made at the October and November meetings. Floor nominations during the November meeting will not be accepted unless the candidate is present and verbally accepts, or has given previous acceptance. Nominations may be accepted after the November Meeting cutoff date if extenuating circumstances, such as short notice PCS or retirements and other military related contingencies occur. Voting will take place at the January general membership meeting. Newly elected Executive Council Members will be installed at the regular February meeting of the Chief’s group.
d. Candidates will be taken from those approved at the November general membership meeting or as supplanted. Voting will be by secret ballot. Ballots will be issued to all members in good standing at the time of the election. Absentee ballots will be considered if a request is made to the Nominating Committee Chairperson prior to the election. The absentee vote must be sent via email to the Nominating Committee Chairperson, or via regular mail to The Chiefs’ Group, PO Box 33571, Wright-Patterson AFB, OH 45433-5000. Members with delinquent dues at the time of the annual election of officers will be denied the privilege of voting.
e. A majority of all votes cast is required to elect a candidate.
Section 2 General Meetings.
a. The Group will hold general meetings once each month, unless otherwise designated. The meeting will normally be held on the third Thursday of the month at 1130 hours in the WPAFB Club and Banquet Center, Wright-Patterson Air Force Base, Ohio. The time, date, and place of the meeting may be changed by the Executive Board without the consent of the general membership.
b. One-fifth of members in good standing shall constitute a quorum for the transaction of business.
Section 3 Special meetings of the general membership and Executive Committee may be called by the President or Vice-President during the absence of the President. All members in good standing will be notified at least 24 hours in advance.
Article IX – Parliamentary Authority
Appropriate order and decorum shall govern in all cases where applicable and when not in conflict with the constitution and bylaws.
Article X – Amendments, Revisions, and Adoptions
Section 1 This constitution and bylaws may be amended or abolished in whole or in part at any regular meeting by a simple majority vote of the members present and in good standing, provided that notice of the proposed amendment(s) was submitted at a previous regular meeting, and the changes do not conflict with directives from higher headquarters.
Section 2 Bylaws shall be automatically amended, without submission to the general membership, to conform to all directives from higher headquarters.
Article XI – Audits
Audits of all funds and assets of The Wright-Patterson Chiefs’ Group will be accomplished no later than the March general membership meeting according to AFI 34-223. The auditor(s) will be appointed by the Executive Board. The report of the auditor(s) will be presented for approval at the April general membership meeting. An audit must also be accomplished whenever a change in the Treasurer occurs.
A statement of the audit will be available for inspection by interested parties and persons before the new Treasurer assumes office. The cost of the audit will be paid by the Group. Copies of the audit will be submitted to 88 MSG/SV for review and filing.
Article XII - Insurance
Unless waived by the installation commander, The Wright-Patterson Chiefs’ Group will purchase and maintain adequate insurance for protection against public liability or property damage claims that may arise from the activities of the Group or its members. The installation commander will determine the limits of liability and types of insurance coverage necessary to protect against the risks involved.
Article XIII – Dissolution
In the event of dissolution or disbandment of the Group, the residual assets of the Group will be turned over to one or more organizations which are also exempt as organizations described in S501©(3) and 170©(2) of the Internal Revenue Code of 1954, or corresponding sections of any prior or future law, or to the Federal, state or local government for charitable purposes as specified by a vote of the general membership at the time of dissolution.
Article XIV – Adoption
The constitution, bylaws, and any amendments become effective upon adoption by an affirmative vote of a simple majority of members present and in good standing, and approval, in writing, by the Commander, 88 Air Base Wing, Wright Patterson AFB, Ohio.
Bylaws
Section 1 The Group may accept donations from any source not prohibited by Air Force instruction or other existing laws. Donations will not be used for other than charitable purposes as provided in the constitution of the Wright-Patterson Chiefs’ Group.
Section 2 All funds received, except donations, may be used to pay administrative costs. Funds received for special activities, such as luncheons, dinners, banquets, etc., will be used to pay costs associated with the particular activity. Any remaining funds will accrue to the general funds of the Group and may be used for charitable purposes, subject to achievement of the amount in Section 5, below.
Section 3 Eligibility for aid from the Group will not be based on age, race, religion, color, sex, handicap or national origin.
Section 4 The Vice-President will oversee preparation for the Annual Wright-Patterson AFB Chiefs’ Recognition Ceremony. A committee will be formed in September of each year to prepare for the event.
Section 5 A special fund of $1,500.00 will be created for the annual CMSgt (Ret) William A. Griffith Memorial Scholarship awards. Upon achievement of this fund balance, all remaining receipts, except donations, will go to the general fund and may be used for charitable or administrative purposes (See Attachment 1: Scholarship Procedures).
Section 6 At the March general membership meeting, the President, or Vice-President in the absence of the President, will appoint a Chairperson and two members in good standing as a committee to review the constitution and bylaws. One week before the April general membership meeting, this committee will provide each Executive Board member, via email, a draft updated document for review. This draft document will be emailed to the general membership after the approval of the document by the Executive Board and discussed at the May general membership meeting. Final vote on this document will occur at the May general membership meeting.
Article XV – Applicability
This constitution and bylaws were approved on DATE \@ "d-MMM-yy" 25-Sep-06, and will remain in effect until reviewed in 2007 in accordance with Section 6 of the bylaws.
Attachment 1: Wright Patterson Chiefs’ Group Constitution and Bylaws
1. Purpose: Establishes procedures enacted by the Wright-Patterson Chiefs’ Group Constitution and By Laws. Any conflict with that guidance renders this rule or parts thereof null and void, without further instructions from the Chiefs’ Group President or Executive Council. It is created to explain the procedures for the administering of the Chiefs’ Group Scholarships
2. Authority: Wright-Patterson Chiefs’ Group Constitution and By Laws.
3. Scholarship Historical and Procedural Guidelines: In 1995, the Wright Patterson Chiefs’ Group established a series of four scholarships to recognize and reward the accomplishments of enlisted personnel and their families. Over the years, we added and subtracted from the guidelines and eventually pared the Scholarships from 4 to 3. We now award 3-$500 scholarships each year. Contained within this addendum are the following;
a. Scholarship Award Selection Worksheet
b. Application Procedure for Scholarship
c. Application
d. Applicants letter of agreement
e. Verification Form
f. Confidential Scholarship Reference.
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433
Wright-Patterson Chiefs’ Group Scholarship Award Selection Work Sheet for 2006
Board members will rank order each category with “1” being your number one choice for scholarship selection. Document your rank order selections next to the “X” in the category box. Evaluate the scholarship-package by using the application requirements on the “Application for Scholarship Award” instruction sheet The following is general guidance for evaluating scholarship packages: Area (1) for completeness; Area (2) for writing mechanics and organization of ideas of essay; Area (3) for strength of supporting comments from guidance counselor/others; and Area (4) for relevance/impact of supporting documents.
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Unmarried dependent of an E-9 (CMSgt or equivalent) Active Duty, Retired Reserve, or Guard |
Unmarried dependent of an E-8 (SMSgt or equivalent and below) Active Duty, Retired, Reserve, or Guard |
Active duty, Reserve, or Guard enlisted member, all grades |
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Board Member Name -------------------------------------------- Signature ------------------------------------ Date ------------------
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433
APPLICATION FOR SCHOLARSHIP AWARD FOR 2006/2007 SCHOOL YEAR
ELIGIBILITY: The Chiefs’ Group has established annual academic college scholarships ($500 for each category) for active duty enlisted members and unmarried dependents of active duty or retired enlisted members of all ranks who are attached or assigned to Wright-Patterson AFB. The applicant must be enrolled in or selected to attend a two- or four-year college or university. We must be able to verify your eligibility. The three scholarship categories are shown below. Please place a check in front of the category you are applying for.
(1)__Unmarried dependent of an E-9 (CMSgt or equivalent) Active Duty, Retired, Reserve, or Guard
(2)_Unmarried dependent of an E-8 (SMSgt or equivalent and below) Active Duty, Retired, Reserve, or Guard)
(3)_____Active Duty, Reserve or Guard enlisted member, all grades
APPLICATION REQUIREMENTS: Your application must contain ALL of the following:
1. This Form, Completed Application Form, Applicant's Letter of Agreement, and Guidance Counselor's/Registrar's Verification Form.
2. Completed essay on "My Academic Goals and my Contribution to Society."
Typed with one-inch margins, 12 point font, times new roman, and a maximum of one page single spaced. One title line; with one space between title and body.
3. A scholarship reference statement (attached) from a school official. No more than four additional statements may be submitted from other academic school officials, such as department head, teacher, coach, or principal, or a manager, supervisor or equivalent.
4. Optional supporting documents may be submitted relating to extracurricular activities, community 'involvement, and high school and college awards.
Your completed application (original plus two-copies) and supporting documents must be received by the Wright-Patterson Chiefs’ Group, P.O. Box 33571, Wright-Patterson AFB OH 45433-5000, by April 15, 2006.
PRESENTATION: the President, Chief’s Group, will send a formal announcement to the selected applicants. Additionally, the applicant must be available for formal presentation of the award. The time and place will be provided in the formal announcement.
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433
APPLICATION FOR 2006/2007 SCHOOL YEAR
(All areas MUST be completed)
NAME________________________________________ RANK (AD ONLY)_______________
MAILING ADDRESS ________________________________HOME PHONE______________
STATE __________________________________________ ZIP CODE __________________
SPONSOR'S NAME _______________________________SPONSOR’S RANK____________
SPONSOR’S UNIT ___________________________SPONSOR’S DUTY PHONE__________
SPONSOR'S DUTY STATION____________________________________________________
TOTAL MILITARY SERVICE DATE ____________(Active Duty only- for Retiree, attach copy of DD Form 214)
DATE GRADUATED FROM HIGH SCHOOL_______________________________________
NAME AND ADDRESS OF HIGH SCHOOL________________________________________
________________________________________
NAME AND ADDRESS OF COLLEGE (Tuition office) ENROLLED WITH
_________________________________________________________________________________________________
_________________________________________________________________________________________________
_________________________________________________________________________________________________
ARE YOU NOW OR DO YOU PLAN TO ENROLL IN A ROTC PROGRAM? Yes___ No___
FOR ACTIVE DUTY AND RESERVE/GUARD CATEGORY: Dates of completed Airman Leadership School, NCO Academy, or Senior NCO Academy:
Signature of Applicant ______________________________________________ Date ________________________________________
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433
APPLICANT'S LETTER OF AGREEMENT
I, __________________________________________understand that,
(FIRST, MIDDLE, LAST NAME)
1. Granting of this scholarship will be based solely on information provided in this package.
2. I am not eligible to receive the scholarship award if I attend a service academy, ROTC, or receive a full tuition scholarship.
3. If I am awarded a scholarship, the scholarship money will be sent to the Financial Officer of the educational institution where my enrollment has been established. Scholarship money will be accompanied by a letter stating that the money is to be used for payment of tuition, room and board (dormitory), books or other academic fees. Any residual amount is to be applied to the next period of enrollment or refunded to the Chiefs Group.
4. If, for any reason, I do not attend school, it is my responsibility to notify the Chiefs’ Group so that any remaining scholarship money 's properly refunded. I understand scholarship money will not be provided directly to me.
5. I certify that the information in this package is true and accurate to the best of my knowledge.
APPLICANT'S SIGNATURE _____________________________________________________
PARENT/GUARDIAN/SPONSOR SIGNATURE
:___________________________DATE:___________________
Wright-Patterson Chiefs’ Group
P.O. Box 33571 Wright-Patterson AFB, Ohio 45433