US Naval Sea Cadet Corps Twin Cities Squadron www.twincitiessquadron.org (612) 229-6722
Bylaws of the Twin Cities Squadron Parents Auxiliary Of the US Naval Sea Cadet Corps

§        Revision 1  (November 2003, Proposition 1)

§        Revision 2  (November 2004, Propositions 2 & 3)

ARTICLE I

NAME and ENTITY

1.1               The Name of this organization shall be the Twin Cities Squadron Parents Auxiliary of the US Naval Sea Cadet Corps, hereafter referred to as the “TCSPA”. 

1.2               The TCSPA shall be legally organized as a non-profit corporation under the laws of the state of Minnesota, Chapter 317A.

ARTICLE II

MISSION AND PURPOSE

2.1               The mission of the TCSPA shall be to:

2.1.1          Uphold and provide example thereof the mission, objectives, policies, and beliefs of the Twin Cities Squadron and the US Naval Sea Cadet Corps as described in the Command Policy Statement, NSCC Regulations, and other pertinent documentation.

2.1.2          Support the Commanding Officer and his/her staff in meeting the goals, needs, and objectives of the Twin Cities Squadron by providing time, talent, and energy based on the individual ability of each member to contribute.

2.1.3          Unite the parents, guardians, stepparents, grandparents, and other concerned citizens of the community to promote participation in and general support of the Twin Cities Squadron.  This includes, although is not limited to:  recruiting, public relations, fund-raising, contribution solicitation and gathering, and providing recognition of the volunteer staff of the Squadron.

2.2               The purpose of the TCSPA is to support the activities and programs of the Twin Cities Squadron in those areas requested by the Commanding Officer.

2.3               The TCSPA provides a vehicle for engaging the volunteerism and support of parents and other adult volunteers who do not meet the eligibility requirements or cannot make the commitment requirements of being enrolled as an NSCC Officer or Instructor.

2.4               Examples of TCSPA supported activities include the following:

2.4.1          Assisting the Squadron Staff on drill weekends and at other times in areas such as Supply and Administration.

2.4.2          Assisting before, during, and after fund-raising and public relations events.

2.4.3          Assist with recruiting.

2.4.4          Promoting community awareness of the Navy League of the United States.

2.4.5          Organizing and helping conduct social events for the Cadets, Staff, or both.

2.4.6          Driving cadets to and from NSCC functions.

2.4.7          Providing chaperones at Squadron functions.  This, however, does not alleviate the need for the presence of enrolled Squadron Staff.

2.4.8          Assist the Commanding Officer in providing recognition of the time, talent, and contributions made by the Squadron’s staff and other volunteers and supporters.

ARTICLE III

MEMBERSHIP

3.1               The TCSPA shall provide the following types of membership:

3.1.1          GENERAL MEMBERSHIP:  Any individual who is a parent, stepparent, legal guardian, or grandparent of an actively enrolled cadet in the Twin Cities Squadron is eligible for general membership with full privileges thereof including the right to vote and to hold office.

3.1.1.1                Enrolled NSCC Officers and Instructors may hold general membership.

3.1.1.2                Former TCSPA Officers who have successfully completed at least one full term (12 months) in office may, at their request, retain their general membership status for an indefinite period as long as they remain active in the TCSPA as evidenced by attending at least half of the regular meetings in a membership year.  This provides continued eligibility for former TCSPA Officers to hold office following the departure of their child as a Cadet.

3.1.2          ASSOCIATE MEMBERSHIP:  Any firm or individual desiring to assist the TCSPA in fulfilling its Mission is eligible for associate membership.  Associate members may not vote or hold office.

3.2               The TCSPA Membership Period shall be as follows:

3.2.1          The membership period is coincident with the fiscal year, with a normal membership period being 12 months from June until May of the following year.  Members must pay to renew their membership prior to each new membership year.

3.2.2          New members must join for a minimum period of one year.  Accordingly, a new member must pay a prorated fee to cover the period through the end of the current membership year (May) plus the dues for the following membership year.  The prorating of partial-year fees will be as linear as possible.  The annual and prorated monthly rates will be stated in Article V.

3.2.2.1                Example:  A new cadet enrolls in January 2005, and their parent joins the TCSPA that month.  The new TCSPA member would be required to pay a partial year fee based on five (5) months (January through May 2005, inclusive) plus the next full year (June 2005 though May 2006), or 17 months total.  They would be issued a membership card expiring in May 2006.

3.2.3          Upon each membership renewal period, the TCSPA Officer designated by the President must ascertain the member continues to meet the requirements for that individual’s membership type.

3.3               At any time a general member no longer meets the eligibility requirements of that category of membership, his or her membership will automatically be converted to associate status by the Secretary/Treasurer.

3.4               Any member may resign by filing written resignation with the Secretary, although resignation will not relieve the member of the obligation to pay dues, assessments, or other debts or commitments accrued and unpaid at the time of resignation.  Paid membership dues are not refunded upon resignation.

ARTICLE IV

DUES

4.1               The annual membership dues are set at $12/member/year, regardless of the type of membership.  The prorated partial-year fee for new members is $1/month (refer to Art. 3.2.2).  All new members will therefore pay between $12 and $23 (inclusive) to join, corresponding to the number of months of their paid membership based on the month of the year in which they join.  Prorating is offered to new members upon joining but is not available to current members who desire to terminate their membership prior to the end of a current membership year.

4.2               Lifetime membership in the TCSPA is offered at $100/member.

4.3               Changes in the annual dues for general and associate membership will be determined by the TCSPA Executive Council and will be accepted by majority vote of the TCSPA general members present at a formally scheduled and communicated meeting.

4.4               There is no provision for Family Membership, and individual parents, stepparents, and guardians must each join individually to obtain the benefits of being a member.

ARTICLE V

EXECUTIVE COUNCIL

5.1               The TCSPA Executive Council (hereafter referred to as “TEC”) shall consist of:

5.1.1          President

5.1.2          Vice President

5.1.3          Secretary

5.1.4          Treasurer

5.1.5          Twin Cities Squadron Commanding Officer or a representative from his or her staff formally appointed by the Commanding Officer.

5.2               The general duties of the TEC shall consist of the following:

5.2.1          To control, manage, and support the TCSPA and its property.

5.2.2          To establish programs, projects, and initiatives in support of its Mission and Purpose.

5.2.3          To plan the annual budget and activities.

5.2.4          To review the policies, programs, and bylaws of the TCSPA, and to recommend changes as appropriate.

5.2.5          To approve committee and individual appointments made by the President.

5.2.6          To exercise other powers and authority the general membership deems necessary and approves by majority vote of members present at a formally scheduled and communicated meeting.  In the event of a tied vote by the TEC, the vote of the Commanding Officer (or his/her designated representative) will be discounted in order to resolve the tie.

5.3               A vacancy on the TEC or any other committee may be filled by appointment of the President with the approval of the majority of the TEC.  If the office of the President becomes vacant, the Vice President will become the President and will serve out the remaining term of that office.

ARTICLE VI

OFFICERS DESCRIPTIONS

6.1               The President is a position that is appointed by the Commanding Officer.  All other officers are elected by the general members as stated in Article VII.

6.2               The duties of the PRESIDENT shall be as follows:

6.2.1          Act as the Chief Executive Officer of the TCSPA.

6.2.2          Preside over the TCSPA and TEC meetings.

6.2.3          Attend and contribute to the periodic parent briefings conducted by the Commanding Officer.

6.2.4          Attend the monthly Squadron Staff Meetings conducted by the Commanding Officer, and report the appropriate and essential elements of these meetings to the remaining officers of the TEC.

6.2.5          Facilitate communication between the Commanding Officer and the cadets and their parents through meetings, newsletters, inserts to the Plan Of the Month, TCSPA web page updates, and other appropriate media.

6.2.6          Organize and coordinate support for programs sponsored by the TCSPA.

6.2.7          Serve as an ex officio member on all committees with the exception of the nominating committee.

6.2.8          To sign, along with the secretary, any deeds, mortgages, bonds, contracts, or other financial or legal instruments that the TEC and/or the general members have authorized to be executed on behalf of the TCSPA.

6.2.9          To make appointments to committees or individuals as needed.

6.2.10      To perform other appropriate duties requested by the Commanding Officer or by the TEC.

6.3               The duties of the VICE PRESIDENT shall be as follows:

6.3.1          Assist the President at TCSPA and TEC meetings and at all other times in meeting the mission and purpose of the TCSPA.

6.3.2          Establish, maintain, and invoke when necessary the TCSPA telephone tree.

6.3.3          Attend and contribute to the periodic parent briefings conducted by the Commanding Officer.

6.3.4          To perform the President’s duties in the absence of the President.

6.3.5          To assume the Office of the President if it becomes vacant at any time other than the normal office end-of-term.

6.3.6          To perform other appropriate duties requested by the Commanding Officer, the President, or by the TEC.

6.4               The duties of the SECRETARY shall be as follows:

6.4.1          Keep a record of the minutes of all TCSPA and TEC meetings, provide a copy to the TEC as soon as practicable after each meeting, and present these minutes at the next meeting.

6.4.2          Provide a record of the bylaws, policies, proceedings, and other events of the TCSPA or TEC and to have them available at meetings.

6.4.3          Help write articles or solicit input for input to the communications provided by the TCSPA, and then help produce and publish these communications.

6.4.4          To provide acknowledgement and recognition to volunteers or donors by writing thank-you letters, notes, or other communication as deemed appropriate and necessary by the TEC.

6.4.5          Assist the President at TCSPA and TEC meetings and at all other times in meeting the mission and purpose of the TCSPA.

6.4.6          To perform other appropriate duties requested by the Commanding Officer, the President, or by the TEC.

6.5               The duties of the TREASURER shall be as follows:

6.5.1          Provide the membership roster and to have it available at meetings.

6.5.2          Oversee the incorporation of the TCSPA as a non-profit organization, to maintain the appropriate records and documents, and to provide for the necessary state and federal filings that may be necessary.

6.5.3          Assist the President at TCSPA and TEC meetings and at all other times in meeting the mission and purpose of the TCSPA.

6.5.4          To give bond, if required by the TEC, for the faithful discharge of the duties as Treasurer in such sureties as the TEC shall determine.

6.5.5          To have charge and custody of and be responsible for all funds and securities of the TCSPA.

6.5.6          To receive and give receipts for all monies due and payable to the TCSPA from any source, and to deposit such monies in the name of the organization in banks, trust companies, or other depositories approved by the TEC.

6.5.7          To provide whatever information and records are required to audit and control the finances of the TCSPA.

6.5.8          To maintain a current membership roster, by type and expiration date, and to provide billing to those members whose membership comes up for renewal on their membership anniversary.

6.5.9          To issue TCSPA membership cards to new and renewed members.

6.5.10      To supervise proper type of membership by all TCSPA members.

6.5.11      To report on the TCSPA’s financial condition and membership strength at each TEC and TCSPA meeting.

6.5.12      To perform other appropriate duties requested by the Commanding Officer, the President, or by the TEC.

ARTICLE VII

APPOINTMENTS AND ELECTIONS

7.1               The Officers of the TEC, other than the Commanding Officer, serve one-year terms beginning on May 15 of each year.

7.2               The President is a position appointed directly by the Commanding Officer.  This will normally take place in March of each year for the term that will begin in May.  A serving President may be reappointed for subsequent terms as long as he or she continues to meet the eligibility requirements for general membership.

7.3               The offices of Vice President and Secretary/Treasurer are elected positions that are voted upon by the general membership at a business meeting in April of each year.  The nominations and voting will take place subsequent to the appointment of the new President.

7.4               The Secretary will notify the voting membership in writing at their last known address of the annual election in no fewer than ten days prior to the election.  This notification may accompany the normal communications in the Plan Of the Month mailing provided to the cadets and their parents.

7.5               As the last new business item of the TCSPA membership meeting in April, nominations will be accepted and seconded from the floor for the office of Vice President and then voted upon by the voting members present.  The candidate receiving the greatest proportion of the vote will be elected.  This same procedure will then be used to fill the office of the Secretary/Treasurer.

7.6               Each voting member may cast one vote for each elected office, and there will be no proxy votes accepted.

7.7               Qualifications for TEC positions (officers other than the Commanding Officer or his/her assigned representative) are as follows:

7.7.1          Be a general member of the TCSPA.

7.7.2          The cadet upon whom membership is based must have successfully completed NSCC Recruit Training.

7.7.3          Not be an enrolled Officer or Instructor in NSCC.

7.7.4          Have attended at least half of the TCSPA membership meetings in the preceding year.

7.7.5          Have no unpaid financial obligations or commitments to the TCSPA.

ARTICLE VIII

MEETINGS

8.1               The Annual membership meeting will be held in April of each year.

8.2               The TEC will attempt to hold monthly meetings, although the President will determine the specific meeting schedule.  Meeting times, locations, and venues will be set to reasonably accommodate the needs and interests of the current TEC members.  In no case will there be fewer than six TEC meetings in a fiscal year.  A version of the Robert’s Rules of Order sufficient to maintain the expediency of the meeting will be followed.

8.3               The TCSPA will attempt to hold monthly meetings, although the President will determine the specific meeting schedule.  These meetings will be conducted in a businesslike manner, and Parliamentary Procedure will govern decision-making processes.  A quorum for meetings will be 25% of the general membership, and this is required for the establishment or passage of decisions or changes that require the approval of the general membership.

ARTICLE IX

APPOINTED COMMITTEES

9.1               A finance committee comprised of the Secretary/Treasurer and two or more members will be appointed by the President at the Annual Membership Meeting in April of each year.  This committee will prepare a budget for the fiscal year beginning May 16 and ending on May 15.  A supplemental budget may be submitted at any time during the fiscal year.

9.2               An audit committee of three or more members will be appointed by the President at the Annual Membership meeting.  The committee will audit the TCSPA accounts, or have them audited at the close of the fiscal year (May 15) and will report the results to the members at the next periodic meeting.

9.2.1          The audit committee will also prepare an interim financial report at the end of the calendar year to be coincident with the audit of the Twin Cities Squadron’s finances as required by the annual NSCC inspection guidelines.

9.2.2          A committee consisting of the Secretary/Treasurer and another individual appointed by the President will complete a financial reconciliation once per quarter and report the completion of this to the President.

9.3               A nominating committee will consist of three members:  one appointed by the President, one appointed by the Commanding Officer, and the third nominated by majority vote of the TEC.  The nominating committee will be formed in February of each year.  Nominations will be made in March, following the appointment of the following year’s President, and will be posted to the general membership no later than March 31.  This committee will be dissolved after the Annual Membership Meeting in April.

9.4               The President will appoint other such committees, standing or special, as may be required by the TCSPA, the TEC, or the Commanding Officer from time to time as necessary to help meet the mission of the TCSPA.  The President will be an ex officio member of all committees except for the nominating committee.

ARTICLE X

TCSPA OFFICE

10.1            The principle office of the TCSPA will be the residence of the President, unless other arrangements have been made with the approval of the TEC.

ARTICLE XI

AUTHORITY TO BIND

11.1            No member of the TCSPA is allowed to contract for, incur any debt, or enter into any agreement that obligates the TCSPA without the previous authorization of the TEC.

ARTICLE XII

REMOVAL FROM OFFICE

12.1            The President may declare an office in the TEC vacant if the officer fails to attend three or more consecutive scheduled TEC meetings.  This officer may be removed from office at the discretion of the President, or other such remedial action may be taken as is appropriate.

ARTICLE XIII

POLICY

13.1            Letters of policy pertaining to the adoption of programs, procedures, or other matters of concern to the TCSPA may be written by the TEC.  They shall be binding unless otherwise amended or terminated by the TEC.

ARTICLE XIV

DISSOLUTION

14.1            The TCSPA will be dissolved upon the dissolution of the Twin Cities Squadron, should that event ever occur.

14.2            In the event that the TEC feels it becomes necessary to dissolve the TCSPA, as determined by their two-thirds majority, it will be put to a vote at a regularly scheduled TCSPA meeting and will require passage by two-thirds majority vote of the general members present at this meeting.  The need for this vote will be announced at least one month in advance, and the need for a quorum is not required.

14.3            In the event that the Commanding Officer feels it is necessary to dissolve the TCSPA, the approval of the unit’s Field Representative must be first obtained.

14.4            Upon the dissolution of the TCSPA, the net balance of all assets owned by the organization will be transferred to the Twin Cities Squadron.  If such dissolution is coincident with the disbanding of the Twin Cities Squadron, the procedures specified by NSCC regulations for the distribution of a unit’s assets will be followed.

ARTICLE XV

AMMENDMENT OF BYLAWS

15.1            These bylaws may be amended at any regular meeting by a two-thirds majority vote of the membership present at the meeting, provided the amendment has been submitted in writing at the previous meeting and that notice has been sent to all general and associate members at least ten days prior to the meeting.  Although associate members do not have voting rights, they are invited to engage in the discussion preceding the vote.

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