HQ SACT OFFICERS' PARTNERS' CLUB BYLAWS

Effective Date :

17 October 2011

ARTICLE I - NAME

The name of the organisation shall be the HQ SACT Officers' Partners' Club, hereinafter referred to as "SOPC" or as the "Club.

ARTICLE II - PURPOSE

The purpose of the Club shall be to encourage friendship amongst the members and to support selected charities.

ARTICLE III - MEMBERSHIP AND DUES

  1. The partner of the Club member must be a member of the HQ SACT Staff Mess; AND ◦An Officer or a NATO civilian (A, B, or L grade) working in a NATO billet in the Hampton Roads area; or ◦An officer associated with HQ SACT (liaison team, military mission, etc.); or ◦An active duty officer serving with a US military command in the Hampton Roads area.
  2. The Partner's Mess membership number is to be provided to the Membership Coordinator when joining the Club.
  3. Members shall be entitled to all privileges of the Club including voting and holding office, luncheon, Newsletter, password access to the Website and social activities.
  4. Annual dues shall be $25.00. These dues are not refundable and remain acquired even if the member leaves before the end of the year for which they have been paid. On joining, annual dues and charges of members shall be charged to the partner's Mess account and annually in the same month thereafter.
  5. All members of the Club are advised to be familiar with and abide by the Bylaws and Guidelines.

ARTICLE IV - PRESIDENCY

  1. The President of the Club shall be the partner of the Supreme Allied Commander Transformation. In this capacity, she/he shall be a member of all committees. In her/his absence, the Vice-President shall act for her/him at any meeting or social event.
  2. The Vice-President shall be the partner of the Deputy Supreme Allied Commander Transformation.
  3. The President shall solicit the advice of the partners of the Flag and General Officers who are members of the Club, and represent their views accordingly.

ARTICLE V - BOARD OF REPRESENTATIVES

There shall be a Board of Representatives consisting of the President and Vice-President, one National Representative of each nation represented in the Club, the Chairperson, the Vice-Chairperson, and the primary position holders in each function of the Executive Committee.

ARTICLE VI - EXECUTIVE COMMITTEE

  1. The members of the Executive Committee are:
    • Chairperson
    • Vice-Chairperson
    • Secretary
    • Treasurer
    • Reservations Coordinator
    • Benefits Coordinator
    • Membership Coordinator
    • Newsletter Editor
    • Social Activities Coordinator
    • Photographer
    • Webmaster
  2. Posts becoming vacant shall be announced as soon as the vacancy becomes known. Vacancies will be advertised in the Newsletter and announced at the monthly luncheon. When appointing candidates, we shall seek representation from as many different members nations as possible.
  3. For the Executive Committee positions, assistants can be designated who generally succeed to the primary post. If an assistant is appointed, she/he is a full member of the Executive Committee. The Vice-Chairperson succeeds the Chairperson.
  4. The post of Vice Chairperson will be offered to each nation represented in the Club in reverse alphabetical order.
  5. Members of the Executive Committee usually serve about a year as office holder. They may serve more than two years exceptionally.
  6. The Executive Committee office holders usually rotate at the end of the calendar year, except for the Reservations Coordinator whose job will generally rotate in the Summer.

ARTICLE VII - MEETINGS

Executive Committee

  1. The Executive Committee shall be responsible for the regular operation of the Club.
  2. The Executive Committee shall meet once a month, and otherwise as often as the Chairperson deems it necessary for the proper conduct of the affairs of the Club.
  3. A quorum shall consist of half the Executive Committee, plus one.
  4. All members of the Executive Committee shall be entitled to vote at all meetings. All votes may be held by a show of hands or by secret ballot. A majority will decide whether any particular motion is to be voted on by a show of hands or by secret ballot.
  5. A majority vote will decide. In the event of an equal number of votes being cast for and against the motion, the motion shall be considered defeated.
    Board of Representatives
  6. The Board of Representatives shall meet at least three times each year.
  7. An extraordinary meeting of the Board of Representatives shall be called if a request is submitted in writing to the Chairperson of the Executive Committee by a minimum of six members of the Board of Representatives. Detailed reasons for the request shall also be included. The Chairperson will gain approval for this meeting from the President (or Vice-President in her/his absence).
  8. A quorum shall consist of half the Board of Representatives, plus one.
  9. All members of the Board of Representatives shall be entitled to vote at all meetings. All votes may be held by a show of hands or by secret ballot. A majority will decide whether any particular motion is to be voted on by a show of hands or by secret ballot.
  10. A majority vote will decide. In the event of an equal number of votes being cast for and against the motion, the motion shall be considered defeated.

ARTICLE VIII - FINANCIAL

  1. The Treasurer has authority for expenditures up to $500.00.
  2. Expenditures above $500 must be authorised by the Committee.
  3. Cheques in excess of $500 require 2 signatures.
  4. Authorised signatories are the Treasurer, Assistant Treasurer, Chairperson and Vice Chairperson.
  5. Unless otherwise specified, the treasure will designate club income and expenditures as follows:

    6. A. Membership dues are primarily used to fund club operating expenses and member activities and functions.
    B. Funds received from money making activities are used to support our designated charities, unless otherwise specified for another activity.
    C. Other income is used as directed by the source or most needed by the club if given without stipulation.

  6. The SACT Internal Auditor will audit the accounts at the end of each calendar year, and as deemed necessary by the Chairperson.

ARTICLE IX - MEETINGS OF THE HQ SACT OFFICERS' PARTNERS' CLUB

  1. A Club meeting, in the form of a luncheon, will usually be held on the second Wednesday of each month. There will be no luncheons in June, July, and August.
  2. The President of the HQ SACT Staff Mess should be informed of the proposed luncheon schedule and his/her permission should be obtained for the use of the Staff Mess.

ARTICLE X - AMENDMENTS AND REVISIONS OF THE BYLAWS

  1. Any proposal to amend or review the Bylaws shall first be considered by the President, Vice-President, Chairperson, and Vice-Chairperson.
  2. After consideration, the proposals shall be forwarded to the members of the Board of Representatives at least one week before a regular or specially called meeting. Voting can be by show of hands or by public or secret ballot. A majority of those present will decide whether any particular motion is to be voted on by a show of hands or by public or secret ballot.
  3. Proposals must be approved by a two-third majority of the members of the Board of Representatives, present at the meeting.
  4. Amendments or revisions not receiving the required approval by the Board of Representatives may be submitted to the members of the Club, to be voted on by secret ballot. A two-thirds majority of the members shall be sufficient to approve any such amendment or revision.
  5. Amendments and revisions submitted to the Club shall be circulated to the members in advance, with directions for voting procedures.

ARTICLE XI - IMPLEMENTATION

These Bylaws come into effect on 17 October 2011.