Make your own free website on Tripod.com
USS Quapaw ATF 110
USS Quapaw ATF-110 Association By-Laws

USS QUAPAW ASSOCIATION, INC. By-Laws


ARTICLE I NAME, SLOGAN & SEAL
ARTICLE II OBJECT AND STATUS
ARTICLE III MEMBERSHIP
ARTICLE IV OFFICERS
ARTICLE V DUTIES OF OFFICERS
ARTICLE VI COMMITTEES
ARTICLE VII BOARD OF TRUSTEES
ARTICLE VIII MEETINGS
ARTICLE IX RECORDS
ARTICLE X FUNDS AND PROPERTY
ARTICLE XI FINANCES AND EXPENDITURES
ARTICLE XII AMENDMENTS
ARTICLE XIII DEATH OF A MEMBER
ARTICLE XIV DISSOLUTION

PROPOSED CONSTITUTION AND BY-LAWS

ARTICLE I: NAME AND SLOGAN
Section 1: Name
The name of the organization is the USS QUAPAW ASSOCIATION, Inc..
Section 2 Slogan
The slogan of the organization is "FACTO NON VERBA" (Action not words).
Section 3 Seal
The official seal of The USS Quapaw Association, Inc. is found in appendix
one.

ARTICLE II: OBJECT AND STATUS
Section 1 Object
The USS Quapaw, Inc. is incorporated:
1:To preserve, honor and commemorate the proud history of the U.S.S. Quapaw
(ATF-110) and to acknowledge her 41 years of true and faithful service to the
United States Navy;
2:To seek out, identify and contact all former Officers and Crewmembers with
the intention of reuniting them;
3:To provide a channel where former shipmates can locate and contact each
other;
4:To plan, organize and host reunions on an annual or biannual basis in
various parts of the country;
5:To host and maintain a website where its members and the interested public
can obtain educational and other information about the Quapaw and the
association;
6:To develop and maintain a standard mailing database to provide an exchange
of information to those shipmates not connected to the Internet;
7:To develop and distribute a periodic newsletter to all members of the
Association;
8:To collect, preserve display and distribute photographs, memorabilia and
artifacts depicting her service;
9 To be a source of benevolence to former Quapaw officers, crewmembers and
their families;
10:To perform other functions and duties as the membership may, from time to
time, decide.

Section 2 Status
The USS Quapaw Association is a non-profit 501 c 3, (19) war veterans'
organization organized primarily for purposes consistent with war veterans'
organization as defined by the Tax Code of the United States.

ARTICLE III: MEMBERSHIP
Section 1 Classes of Membership
Part 1 Regular Members
Regular Membership is open to all persons who have served in any capacity
aboard the USS Quapaw, and the spouses and the lineal descendants of those
who served aboard the USS Quapaw. Regular members in good standing may vote
upon all matters that come before the membership and may hold elected and
appointed office.

Part 2 Associate Members Associate Membership is open to all persons and
organizations that support the principles and purposes of the USS Quapaw
Association Associate Members may not vote or hold office.

Section 3 Application for Membership
Written application for regular membership is filed with the Secretary by
submitting the following information:
(a) Crew members who served aboard the USS Quapaw
1. Name
2. Address
3. Telephone/e-mail address
4. Highest Rank or Rate obtained while in active/reserve status
5. Dates (years) served on the Quapaw
6. Division & duties aboard the Quapaw
7. Personal data (optional)
(b) Spouses & Lineal Descendants
1. Name
2. Address
3. Telephone/e-mail address
4. Relationship to Crew member
4. Highest Rank or Rate obtained of crew member while in active/reserve status
5. Dates (years) crew member served on the Quapaw
6. Division & duties of crew member aboard the Quapaw
7. Personal data (optional)

Written application for associate membership is filed with the Secretary by
submitting the following information.
1. Name
2. Address
3. Telephone/e-mail address
4. Personal data ( optional )
4. A statement of interest in and support of the Association.

ARTICLE IV: OFFICERS
Section 1 Positions
The Officers of the Association shall be the President, the Vice President,
the Secretary/Historian, and the Treasurer. The offices of the Secretary and
Historian may be combined or split into two offices at the option of the
Board of Directors.

Section 2 Eligibility
Any active, regular member in good standing in compliance with Article III
Sections 1 and 3 who has indicated a willingness to serve, may be elected an
officer.

Section 3 Terms
The officers are elected for terms as listed below or until a successor is
duly elected, qualified and installed.
President 2 Years
Vice president 2 Year
Secretary/Historian 2 Years
Treasurer 2 Years

Terms shall begin on January 1 of the year following the year of election

Section 4 Succession
Any officer may be reelected to the same office for additional terms. Section 5 Vacancies
Part 1 President
In the event the President is unable to perform his duties or the office
becomes vacant at any time the Vice president will succeed to that office for
the remainder of President's term.

Part 2 Vice-president
When the Vice president succeeds to the Presidency he may continue to perfor
the duties of the Vice President or may petition the Board of Directors to
appoint a new Vice president. Because of the special duties of the Vice
president, the Board of Directors will ask the Vice president to nominate his
successor and will give special consideration to this nomination.

Part 3 Secretary/Historian
If the office of Secretary/Historian becomes vacant more than thirty (30)
days before a scheduled election for the vacant position, the Board of
Directors will appoint an Active, Regular member in good standing to complete
the term

Part 4 Treasurer
If the office of Treasurer becomes vacant more than thirty (30) days before a
scheduled election for the vacant position, the Board of Directors will,br> appoint an Active, Regular member in good standing to complete the term.

Section 5 Elections
Elections for President, Vice President, Secretary/Historian, and Treasurer
shall be made in September of the appropriate year by mail.


ARTICLE V: DUTIES OF OFFICERS
Section 1 President
A. The President shall preside at all membership meetings, regular and
special. He/she shall preserve order, decide all questions of order subject
to appeal of the body of members and shall have the deciding vote in the
event of a tie at such meetings.

B. The President shall act as Chief Executive Officer of the Association and
in doing so shall:
1) Be responsible for the operation and administration of the Association and
conduct its affairs and business under the Constitution and Bylaws and in
accordance with the mandates of the membership and good business practice.

2) Authorize the expenditures of funds in compliance with the budget approved
by the Board of Directors. If he/she exceeds the budget by the amount set
annually by the Board of Directors for any reason, he must submit
justification to the Board within thirty days.

3) Oversee, counsel and monitor the other officers and the committee chairmen
in the conduct of their duties, paying special attention to Annual Reunion
planning and operations.

4) Enter into contracts in the name of the Association when authorized to do
so by the Board of Directors.

5) Be a signatory on accounts of the Association.

6) Sign correspondence on behalf of the Association.

7) Report annually and at such other times as requested to the Board of
Directors on the business and state of the Association.

C. The President shall serve as a member of the Board of Directors.


Section 2 Vice president
A. The Vice president shall preside in the absence of the President and
assist the President in the performance of the Association's business.

B. If the President is unable to continue his/her duties or is unable to
continue in office for any reason, the Vice president shall become President
for the remainder of the President's term. In the event of the Vice
president's succession, he/she shall make a recommendation to the Board of
Directors concerning the appointment of a replacement as Vice president. This
recommendation shall include the need for such a replacement and the names of
specific individuals for the position.

C. The Vice president shall perform such other duties as may be assigned by
the President or by the Board of Directors.


Section 3 Secretary/Historian
A. The Secretary will attend all meetings of the Board of Directors and all
General Meetings of the Association and will act as official secretary
thereof. The Secretary will keep and preserve true and correct record of all
business transacted by the Board of Directors and the General Membership and
shall provide signed copies thereof to all Directors and shall make such
other distribution as directed by the Board of Directors.

B. The Secretary will maintain a current file on all members of each class
and type as specified in Article II sections 1 and 2 for the purpose of
official correspondence and shall provide a written roster of each type and
class at the annual meeting of the Board of Directors.

C. The Secretary will administer all elections and will report the result to
the President and Board of Directors thirty days before the annual board of
Directors' meeting.

D. The Secretary shall sign correspondence for the Association related to
his/her duties.

E. Should the Secretary become incapacitated so that he/she is not capable of
performing his duties the President will take possession of the Secretary's
records for safekeeping until the Secretary is able to resume his/her
If the Secretary is unable to resume his/her duties, the post will be
declared vacant and filled in compliance with section 5 of Article IV.

F. The Secretary shall perform such other duties as may be assigned by the
President or by the Board of Directors.

G. The Secretary shall serve as a member of the Board of Directors.


H Historical Custodian:
a) Collects, preserves, and protects all data, material, artifacts,
memorabilia, and documents relating to the history of the USS Quapaw.

b) Selects historical material for display at the annual reunion and arrang
for the transportation and safeguarding of selected material to the site of
the annual reunion.

c) At the termination of his/her time as Historical Custodian, transfers all
material to the new custodian within sixty days of the new custodian taking
office. All reasonable expenses for such transfer are to be borne by the
Association.


Section 4 Treasurer
A. The Treasurer will make and maintain the financial records of the
organization according to the best practices for an organization of this
type. The Treasurer will make those records available to the Board of
Directors or any member thereof and any auditor designated by the Board upon
request and without delay

B. The Treasurer will deposit all monies as directed by the Board of
Directors and pay all proper and authorized obligations of the Association as
directed by the President.

C. The Treasurer shall prepare an annual calendar year budget covering al
phases of the Association's needs and operations and present such budget to
the Board of Directors at their annual meeting. The Budget proposal will be
first submitted to and approved by the President who will present an outline
to the Board. Advance copies of the budget will be submitted to board member
no later than seven days before the annual meeting.

D. The Treasurer will prepare and submit an annual financial report in
sufficient detail to conform to best practices for an organization of this
type. The report will be reviewed and approved by the President before
presentation to the Board of Directors at their annul meeting.

E. Provide funding to the Vice president and Committee Chairmen in compliance
with the annul budget or as directed by the President. Require such reports
as he deems necessary from Committee Chairman and others authorized to
disburse funds for any purpose.

F. The Treasurer will have at least one additional signatory on each account
of the organization. Signatories other than the President and the Treasurer
must be approved by the President. All signatories will be active regular
members.

G. Should the Treasurer become incapacitated so that he/she is not capable of
performing his/her duties, the President will take possession of the
Secretary's records for safekeeping until the Secretary is able to resume hi
duties. If the Secretary is unable to resume his/her duties the post will be
declared vacant and filled in compliance with section 5 of this Article.

H. The Treasurer shall perform such other duties as may be assigned by the
President or by the Board of Directors

I. The Treasurer shall serve as a member of the Board of Directors.


ARTICLE VI: COMMITTEES
Section 1 General
Committees will assist the Officers in carrying on the day to day business o
the Association.

Section 2 Standing Committees
A The Standing Committees shall be:
ˇ The Reunion Committee
ˇ The Newsletter Committee

B Duties of the Committee Chairpers
a) General Duties. All committee chairmen shall have the following duties
1) Chair their Committee

2) Report annually to the President on the activities of the Committee

3) Select members of the Committee and assign them duties and
responsibilities.

4) Sign correspondence relating to their committees and their work.

5) Manage such funds as may be assigned to the their committee by the annual
budget reporting their status and expenditures and receipts to the Treasurer
annually and at other such times as may be requested, or in the absence of an
assigned budget, report expenses to the Treasurer for reimbursement at
intervals set by the Treasurer.

6) Perform all duties in their area of responsibility directed by the
President.

C) The Reunion Committee
With the approval of the Officers of the Association and the Board of Trustee:
1) Will select a place and date for the reunion;

2) Will organize all events for the reunion

3) Sign correspondence and contracts relating to the Reunion.

4) Make all pricing arrangements for Reunion.

5) Maintain and provide input to the Reunion Guidebook that serves as a
baseline planner and index for Reunions and pass it to his successor
committees

c) The Newsletter Committee
With the approval of the Officers of the Association and the Board of Trustee:

1) Shall publish and distribute the Association newsletter and other such
newsletters, bulletins, notices, or press releases as directed by th
President.

2). The Committee may contract for the publication of the the Association
newsletter subject to the approval of the contract by the Board of Directors.

3) Manage such funds as may be assigned to the their committee by the annual
budget reporting their status and expenditures and receipts to the Treasurer
annually and at other such times as may be requested, or in the absence of an
assigned budget, report expenses to the Treasurer for reimbursement at
intervals set by the Treasurer.

Section 2 Special Committees
Special Committees may be appointed by the President as necessary for the
orderly function of the business of the Association. The Committees exist and
their chairmen serve at the pleasure of the President.. Special Committees
shall be dissolved when their original purpose is complete.


ARTICLE VII: BOARD OF Trustee
Section 1
The Association shall be governed by a Board of Trustees consisting of the
elected officers of the Association and six members at large selected from
the Regular Active Membership.

Section 2 Duties
The Board of Trustees determines and sets all policies of the Association and
oversees the officers as they pursue the day to day business of the
Association. The Board of Trustees reviews and acts upon the annual budget
submitted by the Treasurer. Action may consist of approval or direction to
modify and resubmit. The Board may approve no more than one temporary budget
of no more than ninety days duration. The Board of Trustees reviews and acts
upon the Annual Financial Report and other reports submitted by the officers
or Committee Chairmen.

Section 3 Terms
The term of the directors shall be two years.

Section 4
All proposed members of the Board of Trustees shall be nominated and approved
by the membership. All voting members shall be given an opportunity to vote
for Directors.

Section 5 Chairmanship
The Board of Trustees shall elect one of its members as Chairman. The
Chairman presides at all meetings of the Board of Directors and shall cast
the deciding vote when necessary. In the event the Chairman is unable to
attend a meeting of the Board of Directors, he/she shall designate a member
of the Board to act for him/her.

Section 6 Absences
Any Director who absents himself/herself from two consecutive regular Board
of Directors meetings without prior notification to the Chairman or any
Director who is absent from three consecutive regular meetings for any reason
is subject to discharge from the Board on recommendation of the Chairman and
majority vote of those attending the meeting. Any Director relieved of
his/her duty on the Board shall be so notified by the Secretary in writing.

ARTICLE VIII: MEETINGS
Section 1 Reunion
The Association shall convene reunions. The purpose of the reunion shall be
to foster good will and fellowship and to conduct the business of the
Association requiring the participation of the membership. Reunions shall be
rotated insofar as practical among the East, West, and Gulf Coasts and the
Central United States giving due consideration to the demographics of the
membership.

Section 2 General
A general meeting of the Association will be held at the Reunion. Any two
elected officers and five Regular Active members shall constitute a quorum
for a general meeting.

Section 3 Board of Trustees
The Board of Trustees shall meet at least once each calendar year. The
meeting can be held telephonically. The Board will report its actions to the
general membership during the general meeting at the reunion or by mail

A simple majority of Board members form a quorum for the conduct of business
at a regular or properly called special meeting of the Board.

A thirty- (30) days notice is given to all Directors of the meeting. An agenda
will be provided to the Directors at the time of notification.

Section 4 Parliamentary Law and Procedure
All official meetings of any nature will be conducted in compliance with
Robert's Rules of Order. The Secretary will act as Parliamentarian and assure
that the rules are followed.

Section 5 Order of Business
The Following Order of Business as may be appropriate shall be followed at
the Meetings:
1. Call to Order
2. Roll Call of Officers and Board of Directors
3. Recognition of Guests
4. Reading of the Minutes of the Previous meeting
5. President's Report
6. Treasurer's Report
7. Committee Reports
8. Unfinished Business
9. New Business
10. Installation of Officers


ARTICLE IX: RECORDS
All records of this Associationís are the property of the membership and are
open and available to them. Members may obtain records by applying to the
President. A charge may be made to members that may not exceed the cost of
reproduction and mailing.

ARTICLE X: FUNDS AND PROPERTY
Section 1 Funds and Property
The funds and property of the Association may be used only in transaction of
the business of the Association and for the purposes specified in these
bylaws.

Section 2 Loans
No money shall be loaned from the Associations funds for any purpose. The
Association will not take out any loans for any purpose.

Section 3 Division of funds and property
The funds and property of the Association cannot be divided in any manner
among its members individually or collectively but shall remain the funds and
property of the Association. Upon dissolution of the Association all funds
and property other than historical items shall be donated to the Navy and
Marine Corps Relief Society. Historical items shall be returned to the family
of the donor or donated to the Naval Historical Foundation or such other
historical group as the Board of Directors shall designate.


ARTICLE XI: FINANCES AND EXPENDITURES
Section 1 Revenues
The revenues of the Association shall be obtained through voluntary
contributions as may be set by the Board of Directors, receipts from events
and donations and the sale of specialty items.

Section 2 Expenditures
All expenditures shall be in compliance with the annual budget approved by
the Board of Directors. Records shall be kept of all expenditures and a
comprehensive financial report prepared and presented to the Board of
Directors and the membership annually.


ARTICLE XII: AMENDMENTS
Section 1 Amendments
These Bylaws may be amended or changed by the following procedure:

Any member of the Association at any time may make proposals for amendments
or changes.

Proposed amendments and changes are submitted to the Board of Trustees.

The Board of Trustees will:
1. Format and package the amendments and changes
2. Prepare specific recommendations on each amendment and change presented.
3. Submit the proposed amendments and changes and their recommendations to the
entire membership by mail with a means of returning the members vote. The
Board will have the discretion when to mail out the proposed amendments and
changes but they must be mailed out to the membership within the calendar
year that they are received.
4. Receive and tabulate the returning votes and report the results to the
Officers of the Association and the membership.br>

Section 2 Adoption of changes
Amendments or changes shall be adopted by a simple majority of all Regular
Active Members voting.


ARTICLE XIII: DEATH OF A MEMBER
When notified of the death of a member, the President shall cause a
contribution in the amount specified by the Board of Directors to the Navy
and Marine Corps Relief Society in memory of the deceased and shall inform
the widower or family that such a donation has been made. The death will be
reported in the next edition of the association newsletter.

ARTICLE XIV: DISSOLUTION
The Association may be dissolved at any time by the vote of two-thirds of the
Regular Active Members.


E-MAIL WEBMASTER

Quapaw / Moctobi Website