POLICY BOOK
for
 St. Petersburg Area Chapter, Military Officers Association of America, Inc.
Published November 5, 1997, with revisions as noted

1. PURPOSE OF THIS BOOK

To provide a ready reference for the officers and members of the Chapter on the current policies under which Chapter business is conducted.

2. DEVELOPMENT AND CHANGES IN POLICY

These policies have been developed by the actions of the officers and members of the Chapter. Additions or changes to these provisions may be proposed by any member at any Executive Committee meeting. This Policy Book requires annual approval by the Board of Directors and the Executive Committee each year after the annual installation of new officers.

3. MAINTENANCE OF THE POLICY BOOK (Rev. March 2006)

The Chair of the Bylaws and Policy Book Committee will maintain the Master Copy of the Policy Book. Copies will be provided to the elected officers, the Personnel Selection Committee, and to any other person who requires a copy to perform assigned Chapter duties. In addition, a copy will be posted on the Chapter's Web site. Review and updating will be as often as the President decides is necessary to efficiently conduct Chapter business.

4. DEFINITION OF TERMS

a. Articles of Incorporation: Registered with the Secretary of State of Florida, they set the basic rules under which the Chapter is founded. Any changes to them require approval by three-fourths of the membership who vote on the proposal, and at least half the eligible voting members must vote on the change. The Secretary of State must formally approve any such changes.

b. By-laws: establish the basic rules for membership, quorums, elections, and structure of the Chapter. After the proposed changes have been published in the monthly newsletter, the by-laws may be changed by a majority of the membership present at a membership meeting.

c. Board of Directors: consists of the President, 1st Vice President, 2nd Vice President, Secretary, and Treasurer. May expend funds, authorize contracts, or incur liabilities for the Chapter by a majority vote.

d. Executive Advisory Board: six Regular Members (3 elected each year for 2 year terms) who have demonstrated great interest in the Chapter and are willing to work for the Chapter.

e. Executive Committee: consists of the members of the Board of Directors, the Executive Advisory Board, the immediate past President, those Life Members Emeritus and Past Presidents who continue to contribute substantially to the Chapter (confirmed annually), and the Chairs of standing and special committees.

f. All references to the 'Chapter" in this policy book refer to the  St. Petersburg Area Chapter, Military Officers Association of America, Inc.

5. COMMITTEES AND THE OPERATIONS WORKBOOK

Each Committee Chair is responsible for updating and submitting proposed changes to the President in the area of the "Operations Workbook" for which he/she is responsible. Included in each area is a listing of committee responsibilities, functions, and methods of operation for all members of that committee or office. The Operations Workbook is considered an official enclosure to the Policy Book and changes may not be made to either without the prior approval of the President.

6. CORRESPONDENCE

All official Chapter correspondence will be conducted on Chapter letterhead stationery using the Chapter Post Office Box as the return address. The Secretary will be provided with a copy of all correspondence involving Chapter business that is sent directly from another Chapter officer or committee chair to an outside party. The Secretary will frequently collect all mail from the Chapter mailbox and distribute it to the appropriate Chapter officer or other member.

7. MEMBERSHIP AND DUES (Rev. February 2008)

a. Members of the Chapter are required to maintain membership in MOAA. All applicants to join the Chapter must include their current MOAA membership number prior to their application being accepted for Regular or Auxiliary membership.

b. A new member who joins within the last two quarters of a calendar year will be considered a paid up member through the next calendar year.

            c. As a tribute to the spouse’s service, a surviving spouse of a Regular Member will automatically become an Auxiliary chapter and national member (at the chapter’s expense) until December 31 of the year after the spouse’s death.

            d. The surviving spouse of a Life Member Emeritus will be made a Life Auxiliary Member upon the death of the Life Member Emeritus and will not be assessed dues..

            e. A Life Member Emeritus or Life Auxiliary Member who does not maintain membership in the Military Officers Association of America as required by Article II, Section III, of the Bylaws will continue to be listed in chapter documents as an LME or LAM respectively, but will not be carried on the rolls as a chapter member.

            f. Long-time regular members and auxiliary members who become unable to renew their membership may be converted to inactive status by a majority vote of the Executive Committee. Such inactive members have no rights to vote or to hold office, but will be carried on the mailing list for the Officers Call and their names will be included in the annual membership directory.

8. AFFILIATION WITH MOAA AND FLORIDA COUNCIL OF CHAPTERS

The  St. Petersburg Area Chapter, Military Officers Association of America, is affiliated with:

a. The Military Officers Association of America (MOAA) of Alexandria, VA. A contribution of ten cents per dues paying member will be made annually (in July) to the MOAA Scholarship Fund from the Chapter.

b. The Florida Council of Chapters of MOAA. The Chapter will pay the amount assessed annually for each dues paying member by the Florida Council of Chapters. The exact amount is set at the annual Florida Council of Chapters state convention business meeting.

9. NOMINATION AND ELECTION OF CHAPTER OFFICERS (Rev. March 2006)

a. If possible, the Nominating Committee shall be chaired by a past president, a Life Member Emeritus, or a Distinguished Member and shall include the following additional members:

(1) A Regular Member or Life Member Emeritus;

(2) An Auxiliary Member; and

(3) A spouse of a Regular Member or of a Life Member Emeritus.

            b. The names of the members of the Nominating Committee will be announced to the Chapter membership in the February newsletter and at the February membership meeting. The committee shall immediately begin deliberations and will report the results for approval of the Executive Committee monthly through the September meeting of the Executive Committee.

c. The Nominating Committee will submit its slate of candidates (one slate of a single candidate per elected position) to the membership by publishing it in the October issue of the newsletter. The floor will be opened for additional nominations at the October membership meeting. Nominees from the floor must indicate their willingness to perform the duties of the office to which they are being nominated by so stating at the time of their nomination, or by contacting the President prior to their name being placed in nomination. If evidence of willingness to serve is not available at the time of their nomination, they will not be placed on the ballot.

d. Ballots will be enclosed in the November newsletter, together with the return address of the Chapter. The names of the members of the Canvassing Committee will be published in the November newsletter. They will count the votes for each office and certify the results of the election at the Annual Membership Meeting in December.

e. The Oath of Office will be administered to all elected officers at the annual Installation of Officers Meeting in January.

10. ANNUAL BUDGET

An annual budget will be prepared upon completion of the annual membership drive (after all annual dues renewals have been collected). As a minimum, it will project and summarize the sources and amounts of incomes and expenses for the ensuing fiscal year. The President will report on the budget to the Executive Committee.

11. EXPENDITURE OF FUNDS

a. Expenditure Authority. Members of the Board of Directors and committee chairs are authorized to expend funds in support of the normal day-to-day operations of their areas of responsibility as set forth in this Policy Book. Unusual expenditures require prior approval of the Board of Directors.

b. Accountability. All expenditures made on account of or for the benefit of the Chapter must be supported by appropriately detailed and clearly explained vouchers or receipts. These will be submitted to the Treasurer for payment within 60 days of the time the bill was incurred. The President will annually appoint a qualified person to audit the Treasurer's books and to report the results to the Executive Committee.

12.  FLORIDA STATE SALES TAX EXEMPTION (Rev. March 2006)

The Florida Department of Revenue has issued the Chapter a Consumer's Certificate of Exemption from Florida state sales tax, valid through November 15, 2006, as a qualified Veteran's Organization. To ensure the rules and limitations of this exemption are followed to the letter of Florida law, the following procedures will be followed.

a. Florida law specifies that only bills made directly to and paid directly by the Chapter may use this exemption. Expenses paid directly from an officer or member of the Chapter for the Chapter are fully taxable even though these expenses are reimbursed by the Chapter to the member who paid the bill.

b. Large recurring expenses such as Newsletter and Directory printing and mailing will be billed directly to the Chapter and the Treasurer will pay the bills by Chapter check. Prior to incurring any large nonrecurring expenses, the officer or chair representing the Chapter will clear the use of the tax exemption number with the Chapter President and pay the bill with a Chapter check issued by the Treasurer to ensure full compliance with the laws.

c. Individuals may not use the tax exemption number and then be reimbursed for their expenses. Individuals are expected to incur small day to day expenses on behalf of the Chapter. They will be reimbursed for these expenses including sales tax paid as set forth in para. 11b (above).

d. When the Chapter collects money from members to pay directly to a third party, the sales tax exemption may not be used. Example: money collected by the Chapter from members at meetings and then given to a restaurant to pay for members’ meals is not sales tax exempt under Fla. law.

13. SOLICITATIONS FOR CHARITABLE CONTRIBUTIONS

Any member may propose that the Chapter make a small contribution from Chapter funds to meet a well defined need that serves the goals of the Chapter. All charitable contributions must be approved by a majority vote of the members of the Executive Committee present at a monthly Business Meeting.

14. MEMORIALS FOR DECEASED MEMBERS (Rev. March 2006)

a. Regular Member, Life Member Emeritus, or Auxiliary Member. When the Memorial Committee learns of the death of a Regular Member, Life Member Emeritus, or Auxiliary Member, it will contact the
Treasurer, who will make a $30.00 donation to the Chapter's Designated Scholarship Fund in the name of the deceased. The Chapter Secretary will advise the most available survivor in the deceased's family of such action with a letter of condolence.

b. Immediate Family. The Chair of the Memorial Committee will send a letter of condolence to a Regular Member, Life Member Emeritus, or Auxiliary Member who ­has lost an immediate family member. 

c. Public Figures. The Chapter President may send a memorial to the funeral of a public figure whom the President feels deserves such recognition from the Chapter.

15. DESIGNATED SCHOLARSHIP FUND (Rev June 2, 2004)

a. The chapter shall implement that part of Article 1 in the chapter’s bylaws that states “To further the education of Service personnel” by creating and maintaining a Designated Scholarship of at least $25,000 in its name with the Military Officers Association of America’s Educational Assistance Program. Funds for the Designated Scholarship shall be developed by donations solicited from chapter members, and forwarded to MOAA’s Educational Assistance Program.

b. The name of the Designated Scholarship shall be “The  St. Petersburg Area Chapter, Military Officers Association of America, Scholarship Fund” (The Scholarship).

c. The Treasurer shall maintain a discrete bank account to receive and disburse funds for The Scholarship. The Treasurer shall issue a receipt to any donor who requests one, and will make disbursements from the account to The Scholarship annually as directed by the President and approved by the Executive Committee. Except for incidental account charges, no funds in the account may be used for any purpose other than The Scholarship.

d. Donations to The Scholarship may be income-tax deductible for the donor. Although the chapter has not formed a separate Section 501 (C) (3) corporation for the fund, under Section 508 (C) (1) of the Internal Revenue Code, operating the fund in the manner outlined herein meets the requirements for it to be declared tax-exempt as if it had been incorporated. This exception is subject to annual gross contributions of no more than $5,000.

e. The Scholarship Committee shall assist the President as follows:

(1) Coordinate with the Treasurer and the Executive Committee to conduct financial solicitations for The Scholarship from chapter members.

(2) Coordinate with the Director of MOAA’s Educational Assistance Program for administration of The Scholarship.

(3) Ensure, if possible, that the first priority of scholarships awarded is to students who live in Pinellas County or are attending high school in Pinellas County, and the second priority is to students who live in or attend high school in the adjacent counties of Hillsborough or Pasco.

(4) Seek to maintain communications with students who have received loans and grants from The Scholarship.

16. ADVERTISING

a. Advertising in any Chapter publication may be accepted from any individual or organization at the discretion of the President. No advertising will be accepted in support of any political party or candidate, or to comment on any political issue.

b. In order to protect the Chapter's Bulk Mail Permit, the President will ensure that the October 1, 1995 Post Office regulations regarding the eligibility of Special (Nonprofit) Bulk Third-Class Rate Mail are complied with fully. Close attention to US Post Office regulations regarding advertising is essential in order to protect the Chapter's right to a Bulk Mail Permit.

17. ROTC AWARDS PROGRAM

The Chapter annually awards medals and/or certificates to the outstanding ROTC cadets and detachments at the following high schools: Dixie Hollins. Gibbs. Boca Ciega and Admiral Farragut Academy in order to encourage student participation in the ROTC Program.

18. SPEAKERS

Chapter members will not be used as speakers to Chapter functions on matters that could be construed as materially advantageous to the speaker. No candidates for political office will be allowed to address the Chapter during their campaign unless their opponents are given an opportunity for equal time.

19. DELEGATES TO FLORIDA COUNCIL OF CHAPTERS CONVENTION (rev. Aug. 5, 1998)

The Florida Council of Chapters of MOAA allocates the allowed number of delegates to its annual convention according to the number of Regular Members in the Chapter on December 31st of the previous year. The President will appoint the Chapter delegates, giving the Board of Directors first choice, followed by the immediate past president. After the convention, the President will apprise the Executive Committee of those delegates who carried out their functions at the convention. Such delegates will be reimbursed the lesser amount of $100 or 30 cents per highway mile (round trip) using the most direct route to the convention.

20. DELEGATES TO MOAA NATIONAL BUSINESS MEETING

The President may either attend the MOAA National Business Meeting as a Chapter representative or appoint an interested member of the Chapter to attend as the Chapter representative. The Chapter representative will be reimbursed the lesser amount of $100.00 or 30 cents per highway mile (round trip) using the most direct route to the meeting. One representative may be so designated each year.

21. CHAPTER DIRECTORIES

A copy of the Chapter Directory will be given to each Regular and Auxiliary Member for personal use. Chapter policy forbids providing anyone a Directory for use as a commercial or political mailing list, or as a telephone contact list.

22. ARTICLES OF INCORPORATION

The St. Petersburg Area Chapter, Military Officers Association of America, Incorporated, is a corporation not for profit organized and existing under the Laws of the State of Florida by a Certificate of Incorporation filed on the 13th day of February A.D., 1960, as shown by the records of the Secretary of State of Florida. It must renew its active status each year by filing a Corporation Annual Report and paying the renewal fee by July 1st. The Chapter Secretary will file this report and maintain the Report File. The Secretary's home address will be the official Chapter address given on the Report. The Treasurer will write a check to pay the annual fee that accompanies the Report. The President will have custody of the original copies of the Articles of Incorporation and the Annual Certification Receipt.

23. CHAPTER AWARDS COMMITTEE (Rev. May 1, 2006, by adding Exceptionally Distinguished Service provision in final section)

The Awards Committee shall consist of at least three Life Members Emeritus who have been active within the last 12 months in activities such as service in elective or appointive Chapter positions, attendance at Chapter luncheons, and participation in Executive Committee meetings.

The Awards Committee shall recommend nominations, if appropriate, to the Executive Committee for Life Members Emeritus and Distinguished Members using the guidelines that follow, and shall make such recommendations in time for the Executive Committee to arrange appropriate presentation of approved awards at the annual Installation Meeting.

            a. Life Member Emeritus. Life Member Emeritus is the highest honor the Chapter can award one of its members. No more than one candidate may be nominated in any calendar year. Furthermore, because of the honor associated with this award, there is no expectation that a candidate must be nominated each and every year. The minimum qualifications a member must meet before being considered for this award include the following:

            (1) Must have been a Regular Member or Auxiliary Member of the Club for at least 10 years.

            (2) Must be listed for at least eight years in the Chapter’s written records showing assignment to a position in any of the following chapter leadership groups: the Board of Directors; the Executive Board; or one or more of the chapter’s committees.

            (3) Must have performed faithfully and effectively in each elected or appointed position.

            b. Distinguished Member. The Distinguished Member award may be granted to individuals in one of two categories:

            (1) For “long and faithful service” to the Chapter for Members and Auxiliary Members who have faithfully and consistently contributed to the Chapter for 10 or more years; or

            (2) For "meritorious and noteworthy service" to the Chapter for Members and Auxiliary Members who have served less than 10 years but have had an exceptionally positive impact on the Chapter and its goals through their work on a specific project.

                                    (a) The DM award may be granted to no more than two individuals per year.

                        (b) A Member or Auxiliary Member may receive a DM award only once.

                        (c) Life Members Emeritus are ineligible for this award.

                        (d) Members of the Board of Directors are ineligible until one year after they complete their term in office.

The Awards Committee also shall determine whether to recommend to the Executive Committee an individual for the "St. Petersburg Area Chapter's (year) MOAA Award for Exceptionally Distinguished Service." Any individual that the Awards Committee considers for this award must have performed exemplary service in connection with one or more of the eight purposes listed in the Bylaws. The Awards Committee's written report must demonstrate that such service was above and beyond that which would be expected of any patriotic American. A nominee for this award may be, but does not have to be, on the rolls of the Chapter or of MOAA.

24. PRESIDENT RETIRED OFFICERS’ WIVES CLUB

The President of the St. Petersburg Retired Officers’ Wives Club will be offered an ex-officio seat on the Chapter's Executive Committee. She may appoint a representative to attend Executive Committee meetings, if she so desires. She and her escort will be recognized at the annual Installation of Officers Banquet as guests of the Chapter.

25. COMMANDER 6TH MEDICAL GROUP (Added March 2006)

The Commander of the 6th Medical Group, located at 8415 Bayshore Blvd., MacDill AFB, Florida 33621, shall be an honorary member of the Chapter and should be invited annually to speak at a Chapter luncheon. 

26. BULK MAIL (Rev. May 1, 2006)

The Chapter is authorized the use of the current special bulk third class mail rates as a non-profit organization. PS Form 3624 (July 1980) was submitted on March 6, 1985, and approved by the Postmaster on March 15, 1985. The authorization is held by the Chapters' Law Officer. It applies only to bulk mail at the U.S. Post Office Bulk Mail Acceptance Unit at 3135 1st Ave North, St. Pete.

The annual authorization fee (currently $160.00) is payable before the first mailing of each calendar year.

27. CHAPTER PROPERTY

The following Chapter property is owned by the Chapter and is entrusted to the care of designated members for the period of time they hold their positions in the Chapter. The Chapter will pay to service and replace this property when necessary.

• Portable tape recorder – Secretary/President
• Chapter flag, American flag, and stands - Master at Arms
• PA sound system – President
• Glassware MOAA/Chapter inscription - President
• Epson PowerLite S5 LCD Projector, Serial Number JWUF791168L, w/Remote and Video Cable - President
• Targus Wireless 2.4 GHz Presenter with Cursor Control, USB control, and remote control - President
• Elite Screen 85" Portable Tripod Projection Screen - President

ADDENDUM: USEFUL REFERENCE INFORMATION

The following original basic documents are filed with the President, and copies are filed with the Secretary.

1. Original Articles of Incorporation: Retired Officers' Club of St. Petersburg, Florida, Inc., County of Pinellas, State of Florida, original certificate dated February 11, 1960; probated copy February 11, 1960: State of Florida Recognition, February 15, 1960; Corporate Charter No. 700438 (renewable each year by June 30).

2. Internal Revenue Service, Department. of US Treasury:

a. Employer Identification Number 56-6202290.

b. IRS Code 501 (c) (19), Veterans' Organization is tax exempt and does not have to file annual tax reports to the IRS unless the Chapter's assets exceed the dollar amount designated in IRS regulations (currently $25,000). The original letter conferring tax exempt status from the Department of the Treasury, dated May 27, 1976 is kept by the President with a copy held by the Secretary.

3. The Chapter became a TROA affiliate on October 18, 1960. The Charter certificate lists the names of all charter members.

4. The Chapter changed is name to the St. Petersburg Chapter, Military Officers Association of America on October 11, 2002. 

5. The Chapter changed its name to the St. Petersburg Area Chapter, Military Officers Association of America on April 5, 2006.

 

June 9, 2008

 

/s/ Laurance N. Fernald
Lt Col, USAF (Ret)
President, St. Petersburg Area Chapter, MOAA

CERTIFIED INCLUDING CHANGES APPROVED BY THE EXECUTIVE COMMITTEE ON 9 JUNE 2008

 

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ARTICLE II - MEMBERSHIP AND VOTING RIGHTS

Section 1. Subject to the provisions hereof, membership shall be composed of:

(a) Men and women who are or have been officers - that is, commissioned officers, commissioned warrant officers, and warrant officers of the regular, reserve, National Guard of the United States, and other components of the Army, Navy, Air Force, Marine Corps, Coast Guard, National Oceanic and Atmospheric Administration, and Public Health Service.
(b) Widows and widowers of deceased members or of any deceased individual who would, if living, be eligible for membership.

Section 2. Membership shall be of the following classes:

(a). Regular Members: Those eligible for membership as prescribed in Section 1(a) of this Article.
(b) Auxiliary Members: Those eligible for membership as prescribed in Section 1(b) of this Article.
(c) Life Members Emeritus: Those regular members who have rendered substantial, outstanding and meritorious service to the St. Petersburg Area Chapter, MOAA, and who are first recommended by the Executive Committee, may be elected to Life Member Emeritus at any regular meeting of the Chapter by a two-thirds vote of the members present.  Life Members Emeritus shall not be assessed annual dues.
(d) Honorary Members: Individuals, regardless of whether they have or have not had military status, who have rendered outstanding service to the community and/or The St. Petersburg Area Chapter, MOAA and who are first recommended by the Executive Committee, may be elected as Honorary Members at any regular meeting of the Chapter by a two thirds vote of the members present.  Honorary Members are subject to annual review and renewal by the Executive committee and shall not be assessed annual dues.

Section 3. Members joining this Chapter after February 28, 1986 are required to hold and maintain membership in the Military Officers Association of America, Inc.

Section 4. A membership application may be rejected for cause by a two-thirds vote of the Executive Committee after the applicant has had an opportunity to be heard by that Committee.

Section 5. Membership may be revoked for cause by a two-thirds vote of the Executive Committee after that member has had an opportunity to be heard by that committee.

Section 6. Only Regular Members, Life Members Emeritus and Auxiliary Members shall be entitled to a vote on matters properly submitted to membership vote.

Section 7. Subject to the provisions of Section 6 above, a majority vote of the members present in person or by absentee written ballot when requested shall govern in all matters properly brought before the membership.

ARTICLE III - DUES

Section 1. Annual dues and/or initiation fees for various classes of members shall be determined from year to year by the Board of Directors in conjunction with their responsibility for business management of the Chapter as set forth in Article VI of these By-Laws.

Section 2. Annual dues are payable by December 31 of each year. Members who fail to pay dues by that date shall be dropped from the membership rolls, although they may be reinstated if they pay their dues by January 31. Other former members dropped from the rolls for nonpayment of dues may be reinstated to membership upon payment of current dues following approval of the Executive Committee of such reinstatement.

ARTICLE IV - LIABILITY OF MEMBERS

Section 1. No one of the membership shall become liable to the Chapter for any amount other than yearly dues.

ARTICLE V - OFFICERS

Section 1. The President shall be the chief executive of the Chapter and shall be, exofficio, a member of all committees except for the Nominating Committee. He shall appoint standing and special committees, other than the Executive Committee.  The President or First Vice President only, unless some other person is specifically authorized by vote of the Board of Directors, shall sign all deeds, mortgages, extension agreements, leases and contracts of the corporation.

Section 2. The responsibilities and duties of all other officers have been established by custom. When any doubt exists, the decision of the President shall be final.

Section 3. A vacancy in the office of President shall be filled by the First Vice President until the next regular election of officers of the corporation.

Section 4. Any other officer vacancy shall be filled by a Regular Member or the spouse of a Regular Member, by a Life Member Emeritus or the spouse of a Life Member Emeritus, or by an Auxiliary Member. The appointment shall be by a majority vote of the Executive Committee and shall stand until the next regular election of officers of the corporation.

Section 5. Any vacancy on the Executive Advisory Board of the Executive Committee shall be filled by the Executive Committee until the next regular election of officers of the corporation.

Section 6. No President or Vice President shall serve in the same office for more than two consecutive years.

ARTICLE VI - DIRECTORS

Section 1. The business management and affairs of the Chapter shall be under the direction and control of the Board of Directors, which consists of the President, 1st Vice President, 2nd Vice President, Secretary and Treasurer. The Board has the authority to authorize contracts, incur liabilities, expend funds, and attend to such other matters connected with the conduct of the Chapter, as, from time to time, it may determine. The Chapter membership reserves the right to direct and control the Board of Directors in their exercising of these powers.

Section 2. To meet emergent or routine business of the Chapter, the Board of Directors may delegate such powers to the Executive Committee as the Board, from time to time, may determine to be necessary, expedient, or desirable.

Section 3. The Secretary shall maintain minutes of all meetings of the Board of Directors.

Section 4. A majority of the members of the Board of Directors as constituted for the time being shall constitute a quorum when the Board meets for the transaction of business, but a lesser number, but not less that two, may adjourn any meeting, and the meeting may be held as adjourned without further notice. When a quorum is present at any meeting of the Board of Directors, a majority of the members present thereat shall decide any question brought before such meeting, except as otherwise provided by law or by these By-laws.

ARTICLE VII - EXECUTIVE COMMITTEE

Section 1. There shall be an Executive Committee, consisting of:

(a) The Board of Directors.
(b) A six-member Executive Advisory Board, consisting of any combination of Regular Members, Regular Member’s spouses, Life Members Emeritus, spouses of Life Members Emeritus, or Auxiliary Members shall be elected at large. Three members shall serve until the next annual election and three shall serve until the next succeeding annual election.
(c) The Immediate Past President.
(d) Life Members Emeritus and Past Presidents who, in the opinion of the Board of Directors, evince continued interest in the Chapter and display physical and mental ability to contribute substantially to the welfare of the Chapter. Executive Committee members appointed under this paragraph of the By-laws shall be confirmed on an annual basis by the Executive Committee.
(e) Chairmen of standing and special committees.

Section 2. A majority of the Board of Directors shall constitute a quorum for the transaction of business of the Executive Committee, provided that the number of members present includes at least one member who is not on the Board of Directors.

Section 3. All members of the Executive Committee are authorized to vote at Executive Committee meetings.

Section 4. Should the Executive Committee, at a special meeting called for the purpose, decide by a majority vote of the committee that the President is incapacitated, the 1st Vice President shall assume the duties of the President for the period the President is incapacitated.

Section 5. Any member of the Board of Directors may be removed from office for cause by a two-thirds vote of the Executive Committee after the individual has had an opportunity to be heard by that Committee.

Section 6. Any member of the Executive Committee who is not a member of the Board of Directors may be removed from the Executive Committee for cause by action of the President, with the approval of the majority of the Board of Directors, after the individual has had an opportunity to be heard by the Board of Directors.

Section 7. Regular meetings of the Executive Committee shall be held monthly at such time and place as shall be determined by the Executive Committee.

Section 8. Special meetings may be called by the President or by the Board of Directors.

Section 9. Notice of Executive Committee meetings shall be given members of the committee not less than five (5) days before the proposed date of such meeting.

ARTICLE VIII - MEETINGS OF THE GENERAL MEMBERSHIP

Section 1. Regular meetings shall be held monthly at such time and place as shall be determined by the Executive Committee.

Section 2. Special meetings may be called by the President or by the Board of Directors and shall be called by the President upon signed petition of 5% of the Regular Members as given at the end of the preceding calendar year by the Secretary.

Section 3. Notice of Annual, Regular and Special meetings shall be given eligible voting members not less than five (5) days before the proposed date of such meeting. Deposit in the postal system of written notice shall constitute notice.

ARTICLE IX - QUORUMS FOR MEMBERSHIP MEETINGS

Section 1. The eligible voting members who attend the annual, regular, or special meetings either in person or by absentee written ballot when requested, shall constitute a quorum capable of transacting business properly brought before those meetings.

ARTICLE X - PROCEDURE

Section 1. In all proceedings of this organization, if no rule has been adopted, Robert’s Rules of Order shall govern.

ARTICLE XI - ELECTIONS

Section 1. Officers shall be elected at the Annual Membership Meeting of the Chapter.  The President shall appoint a Nominating Committee of not less than three members, whose names shall be announced at the regular meeting eight months preceding such election. This Nominating Committee shall submit its proposed slate of candidates to the membership-at- large, and receive any additional nominations of candidates from the floor at the Regular Membership Meeting one month preceding the election.

Section 2. After the nominating meeting, ballots listing the names of all candidates shall be mailed to all members entitled to vote. Ballots may be voted and returned by mail to the Chapter, or they may be delivered at the Annual Membership Meeting to the Canvassing Committee not later than 1200 hours of the day of the meeting. The Canvassing Committee, composed of not less than three voting members, shall be named by the President and announced to the membership in the call for ballots.  Said Canvassing Committee shall count the ballots and certify the results of the election at the Annual Membership Meeting.

Section 3. Newly elected officers and members of the Executive Advisory Board shall be installed at the Regular Membership Meeting next following the Annual Membership Meeting.

ARTICLE XII - CHANGES IN BY-LAWS

Section 1. These By-laws may be altered, amended, or changed, or new By-laws may be adopted by the members at any Membership Meeting, provided that notice of the specific alteration, amendment, or change, or if new By-laws are contemplated, a complete set thereof, be sent to each member in the call for the meeting at which the proposed action is to be submitted, with request for the member’s vote for or against such proposed amendment (s).

Section 2. In all questions of amendments or changes in By-laws, members may register their vote in writing for or against such amendment or change by filing such vote with the Secretary at least twenty-four hours prior to the hour of the meeting, and such vote shall be counted the same as though such member were present in person.

THE ST. PETERSBURG AREA CHAPTER, MILITARY OFFICERS ASSOCIATION OF
AMERICA, INC.
By-Laws Adopted 1960
First Revision August, 1981
Second Revision April 19, 1985
Third Revision November 17, 1995
Fourth Revision September 4, 2002
Fifth Revision February 18, 2005
Sixth Revision February 17, 2006
Seventh Revision April 20, 2007

/s/ Don Freese, CAPT, USNR (Ret)
President

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