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Constitution and BylawsRICHMOND AREA TOP 3 CONSTITUTION: (Signed copy on file with Secretary)
-Article 1 – Name 1.1 This organization shall be known as the Richmond Area 'Top Three' Association (hereinafter referred to as “RAT III”), and will be associated with the various commands and reserve centers in the Greater Richmond area.Article 2 – Authority 2.1. The RAT III is organized as a non-profit social unit.2.2 The Commander of Defense Supply Center Richmond (DSCR), along with the concurrence of the Board (as set forth in the RAT III By-laws, Section 4), has the authority to enforce compliance by the RAT III with conditions defined in its Constitution and By-laws. The DSCR Commander, with the agreement of the Board, is authorized to inquire into activities of the RAT III and to withdraw consent for its existence if deemed necessary in the best interest of the United States Department of Defense or the United States Government.2.3 All activities and programs conducted by the RAT III will not prejudice or discredit the U.S. Military Forces or other agencies of the United States Government.2.4 The RAT III will be self-sustaining. Neither the United States nor any United States Government agency shall:2.4.1 Assert claim to the assets of the RATIII; or2.4.2 Incur any obligation on behalf of the RATIII; or2.4.3 Assume any obligations of the RATIII.2.5 Parliamentary authority shall be Roberts Rules of Order.Article 3 – Purpose 3.1 The traditions and close bonds between Senior NCOs of the Uniformed Services of the United States have outlasted many transitions and changes over time. Senior NCOs provide a solid foundation, from which a multitude of goals can be accomplished. The RAT III plans to build on this foundation in order to enhance its role throughout Greater Richmond.3.2 The RAT III will serve to establish and offer coordinated, professional leadership, mentoring, and experience to its Members, all attached military, and any Richmond area Military Units in order to strengthen the professional image and help maintain a high level of morale for those desiring such service.Article 4 – Membership 4.1 Membership will be restricted to enlisted personnel in pay grades E-7/8/9, as outlined in the RAT III By-laws, Section 1. Pursuant to the RAT III By-laws, Section 1; no other form or type of discrimination will be tolerated by the RATIII in identifying and/or allowing membership except where this constitution or associated By-laws expressly prohibit membership.4.1.1 Conditions and Requirements for Membership. A prospective member of the RAT III shall become a Member, as defined in Section 1 of the RAT III By-laws, upon approval for membership by payment of annual dues (“Dues”) and subject to the limitations of the RAT III By-laws. Membership may be maintained by compliance with the rules, regulations and policies of the RAT III.5.1 The RAT III will be dissolved when directed by the DSCR Commander, provided that an agreement to dissolution has been reached with the Board.5.3 The RAT III reserves the right to dissolve at any time and will notify the DSCR Commander with the date of dissolution and background reasons.5.3 Unsatisfied financial liabilities will result in individual personal financial responsibilities to all remaining Members, on a pro-rated basis, at the time of dissolution, if the RAT III’s funds fail to discharge obligations. If assets exceed liabilities, the assets may be donated to charity as agreed by the Members or disposed of in an equitable manner approved by the DSCR Commander and the Board.Article 6 – Amendments 6.1 Any amendment, addition or modification to this Constitution shall be presented to the entire RAT III membership in a one month period and voted upon. Amendments, additions or modifications shall be adopted by majority vote of eligible voting Members in attendance, set forth in writing and executed by authorized representatives of the RAT III.This Constitution of the Richmond Area 'Top Three' Association
is hereby endorsed and approved for adoption by a vote of the General Membershipthis ____ day of __________ ,________
This Constitution of the Richmond Area 'Top Three' Association
is officially adopted by a vote of the General Membership on the ___ day of ________, _____ , under the leadership and as witnessed by the following elected officers:-
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AMENDMENT TO CONSTITUTION:ARTICLE 4 - MEMBERSHIP
4.2 Associate Membership - Individuals who do not meet the criteria for formal membership in the RAT III Association (Ref: Article 4), but who demonstrate a willingness to volunteer as a participant in RAT III events, may be voted in as an Associate Member. Associate Members do not have voting rights within the RAT III Association. Associate Members will not be required to pay annual dues. Associated Members may attend monthly RAT III meetings.
4.3 Honorary Membership - Selected Individuals, businesses, and organizations that sponsor or contribute time in support of RAT III events may be voted in as Honorary Members. Honorary Members do not have voting rights within the RAT III Association. Honorary Members may attend monthly RAT III meetings.
PROPOSED AMENDMENT TO BYLAWS:
SECTION 1 - MEMBERSHIP
1.6 Associate Membership - Individuals who do not meet the criteria for formal membership in the RAT III Association, but who demonstrate a willingness to volunteer as a participant in RAT III events, may be voted in as an Associate Member. Associate Members do not have voting rights within the RAT III Association. Associate Members will not be required to pay annual dues. Associated Members may attend monthly RAT III meetings.
1.7 Honorary Membership - Individuals who do not meet the criteria for formal membership in the RAT III Association Selected Individuals, businesses, and organizations that sponsor or contribute time in support of RAT III events may be voted in as Honorary Members. Honorary Members do not have voting rights within the RAT III Association. Honorary Members may attend monthly RAT III meetings.
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-Section 1 – Membership 1.1 Regular Membership. Regular membership to Richmond Area 'Top Three' (RAT III) Association is open to any and all E-7/8/9 personnel of any uniformed service of the United States. This includes those who are selected and will wear the uniform of an E-7/8/9 within the promotion year.1.2 Past Membership. Membership is open to all past members who, by virtue of a permanent departure from the area, wish to remain active in the RAT III and continue to contribute Dues as set forth in Section 2 below.1.3 .3 Retired Membership. Retired E7/8/9s shall maintain active membership in the RAT III by paying Dues as defined in Section 2 below.1.4 Member in Good Standing. A Member in Good Standing shall be defined as any member who has paid their Dues as set forth in Section 2 below. Members in Good Standing are active in attending meetings, participate in RATIII events, are entitled to exercise their voting rights, and are eligible for benefits. (Note: Voting rights are reserved for members in the RAT III who are also fully promoted to the rank of E7/8/9)1.5 Plank Owner. A special Membership title will be held by all members who initially join the RAT III during the organization's setup. This membership type is a title reference, only, and may afford the member to a special recognition at the beginning and end of the member's affiliation with the RAT III. A member will be placed into the category of 'Plank Owner' if (s)he joins on or before six (6) weeks after association charter date.Section 2 – Meetings 2.1 Dues. Annual dues of $24.00 (“Dues”) shall be paid to the Treasurer on or before the Annual Meeting in September. New personnel choosing to join the RAT III shall be assessed an annual fee pro-rated at $2.00 per month through the remainder of the year. Dues shall be remitted in full for the entire year unless prior arrangements are made with the President and the Treasurer. Any member becoming three (3) months delinquent in Dues will be advised of such by written notice and given an opportunity to remit such Dues. The member shall be dropped from the roster if he or she does not remit delinquent Dues by the end of the next scheduled regular/monthly meeting. Any Member more than three (3) months delinquent in Dues shall no longer be considered a Member in Good Standing until reinstatement and recovery as set forth below, and shall not be entitled to the rights and privileges as set forth in Section 1 above. Reinstatement fees will consist of payment in full of all monthly delinquent Dues and current annual Dues, which shall constitute recovery as a Member in Good Standing. Members delinquent in Dues shall not be entitled to exercise voting rights.2.2 Meetings.
2.2.1 Regular Meetings. Regular/monthly meetings of the RAT III will be held on the first Thursday of every month as scheduled by the RATIII President. Meetings shall begin at a time determined to be amenable to the general membership and will end when the President, or any other member acting on behalf of the President during the meeting, has determined that all business has been discussed. Meetings held at Defense Supply Center Richmond (DSCR) shall take place after 14:30 unless otherwise authorized by DSCR Commander. Attendance is encouraged providing it does not interfere with DSCR Policy and Procedures. Meetings will take place at a location to be announced at the regular meeting no later than one (1) month prior, unless last minute changes preclude notification. The meeting shall be held unless changed by the President, or in his or her absence, the acting President. The Secretary shall advise all members of the change.
2.2.2 Annual Meetings. The “Annual Meeting” shall be conducted during the month of September each year. This meeting coincides with certain training activities conducted by military forces to help prospective E7's. These training activities shall in no way overlap normal RAT III meetings or other RAT III activities.
2.2.3 Special Meetings. The President can call special meetings, by a majority of the available members or by a majority of the Executive Board. Except in cases of emergency, at least one-week’s notice shall be given so that the Sergeant-at-Arms can provide an area and the Secretary has time to notify the Members.Section 3 – Committees 3.1 Committees. The following committees shall be formed accordingly based on need, as determined by the RAT III. For each committee, the Board will select a chairperson and assistants from nominations received and/or volunteer Members as appropriate. The committees may fill additional positions with volunteer Members, as needed. Committees should meet outside of the RAT III regular/monthly meetings, or at any time not to conflict with the regular/monthly meetings. They shall keep the President informed of all activities and provide a full report, on an “as needed” basis, to the RAT III membership at regular/monthly meetings and/or at the Annual Meeting. All committees shall consist of a Chairperson and two assistants, at a minimum, unless otherwise directed by the President. All Committee positions will be selected annually and terms will be concurrent with that of the elected officers.
3.1.1 Social Committee. The Social Committee shall be charged with planning and organizing all social functions of the RATIII. The Social Committee Chairperson shall work closely with the Treasurer to ensure that there are sufficient funds to carry out these functions. The positions will be selected annually and the term will be concurrent with that of the elected officers. Under guidelines prepared by the Board to meet the wishes of the membership, the Social Committee shall be responsible for the overall organization of programs for social, administrative, and any other events. The Social Committee shall present, for membership approval at the regular/monthly meeting, a program of events for the following month, as appropriate. The elected officers must approve any subsequent amendments, additions or modifications to this program and the Social Committee shall execute this program.
3.1.2 Community Service Committee. The Community Service Committee shall be charged with investigating means of providing both monetary support and physical services to select groups in Richmond and surrounding areas. Community Service Committee shall also be charged with investigating cooperative activities with already established Community Service and Youth activities. (Such as (but not limited to): Coast Guard Aux; Navy Drug Demand Reduction; Navy Sea Cadets; Air Force Aux; etc) This type of cooperation can lead to enhancing military enlisted relationship with established and recognized organizations while helping to bolster the established organization in the community.
3.1.3 Finance Committee. The Finance Committee shall be charged with studying the fiscal condition and situation of the RAT III and making recommendations to the President with respect thereto. The Finance Committee shall make recommendations to the Board in respect to the amounts of revenue necessary to operate and maintain the RAT III in a proper and responsible manner, and as to the amount and extent of dues and fees which should be charged the Members of the RAT III. The Finance Committee is further charged with conducting semi-annual audits as set forth in Section 6 below.
3.1.4 Welcome Committee. All first-year E7/8/9s are strongly encouraged to participate in the Welcome Committee.
3.1.5 By-laws Committee. The By-laws Committee shall be responsible for the review of the RAT III By-laws and Constitution annually. Any recommendations for revisions shall be presented to the RAT III by motion and voted upon, passing with a majority vote.
3.1.6 Special Committees. The President shall appoint a Special Committees to coordinate any other event(s) not covered in Section 3 above, as necessary.Section 4 – Terms and Duties of Office 4.1 RATIII Board. The elected officers of the RAT III shall be known as the Executive Board (the “Board”), and will consist of a President, Vice President, Secretary, Treasurer, and a Sergeant-at-Arms, all of whom shall be elected from the membership as set forth in accordance with this Constitution and the RAT III By-laws and annually thereafter among its Members. Members of the Board shall hold office until the end of the following year in which the election results are announced, unless sooner removed as provided herein.
4.2 The President shall be the Chief Administrative Officer of the RAT III, and shall preside at all meetings of the RATIII and all major functions sponsored by the RAT III. The Vice President shall preside in the President's absence. Either the President or the Vice President in the Presidents absence may approve all checks, drafts, and orders of disbursement of the RAT III’s funds in excess of $100, and with advice of other committee chairpersons and members, subject to the limits set forth in the RAT III By-laws. In addition, the President shall perform such other duties as customarily pertains to the office of President or as (s)he may be directed to perform by resolution of the Board not inconsistent with the RAT III By-laws. By virtue of the office, the President shall become a Past President for the entire term of the newly elected officers’ terms in an advisory role to assist the RAT III in transition. The President shall be elected during the September meeting, as defined in the RAT III By-laws and shall remain in office for a term of one (1) year, from October to September of the following year, unless termination or resignation occurs prior to the end of term.
4.3 The Vice President shall have and exercise all the powers, authority and duties of the President during the absence or disability of the President. The Vice President shall be the designated parliamentarian and is responsible to ensure all meetings are conducted in accordance with the RAT III Constitution and By-laws. The Vice President shall be elected during the September meeting, as defined in the RAT III By-laws and shall remain in office for a term of one (1) year, from October to September of the following year, unless termination or resignation occurs prior to the end of term.
4.4 The Secretary shall prepare and maintain full and correct minutes of each meeting, and shall, upon request of the President, be responsible for preparing and sending such notices and other reports to the President and/or Vice President as the RAT III By-laws may require, and shall conduct all correspondence pertaining to his/her office or as requested by the President. The Secretary shall also maintain a file of all RAT III-related important paperwork including all minutes, any logbooks, Constitution, and By-laws. All correspondence shall be forwarded for signature within ten (10) working days. The Secretary shall preside over regular/monthly meetings in the absence of the President and Vice President. The Secretary shall be elected during the September meeting, as defined in the RAT III By-laws and shall remain in office for a term of one (1) year, from October to September of the following year, unless termination or resignation occurs prior to the end of term.
4.5 The Treasurer shall be the custodian of the funds, valuable papers, and financial records and documents of the RATIII, subject to such limitations and control as may be imposed by the Board. Disbursement of funds shall be according to Article 5 of the RAT III’s Constitution and any associated RAT III By-laws. The Treasurer shall provide and maintain a full and complete record of all income and expenses of the RAT III, and shall prepare and submit a financial statement showing the condition of the RAT III as of the close of business on the last day of the month preceding each meeting. If the Treasurer is unable to attend a regular/monthly meeting, a financial report will be submitted to the President, or Vice President in the absence of the President, prior to the meeting. The Treasurer shall prepare and distribute all regular billings and requests for payment. The Treasurer is responsible for maintaining an up-to-date roster of dues paid. Furthermore, the Treasurer shall be responsible for the procurement of plaques, shirts, and other items as approved by majority vote of the Members, and shall monitor the disbursement and/or sales of such items. The Treasurer shall be charged with and be held accountable for the faithful discharge of the duties of his office at the expense of the RAT III. The Vice President shall assume the duties and title of the Treasurer upon the termination or resignation of the Treasurer until such time as the Board can meet to elect a new Treasurer from its membership. The Treasurer shall be elected during the September meeting, as defined in the RAT III By-laws and shall remain in office for a term of one (1) year, from October to September of the following year, unless termination or resignation occurs prior to the end of term.
4.6 The Sergeant-at-Arms shall be responsible for ensuring all necessary arrangements for the meeting place are made and, at adjournment, the area be restored to its original condition. The Sergeant-at-Arms shall assist the presiding officer in the maintenance of order and ensure all meetings are conducted in accordance with the RAT III Constitution and By-laws. The Sergeant-at-Arms shall be responsible for and maintain custody of the RAT III’s tangible equipment (i.e. Cameras, Projectors, meeting aids, etc.). The Sergeant-at-Arms shall rely on the Treasurer to perform in his/her absence from meetings. The Sergeant-at-Arms shall be elected during the September meeting, as defined in the RAT III By-laws and shall remain in office for a term of one (1) year, from October to September of the following year, unless termination or resignation occurs prior to the end of term.
.7 Removal of an Officer. Any elected officer of the RAT III may be removed from office for just cause by an affirmative two-thirds (2/3) vote of the Members at a special meeting called for that purpose, but only after an opportunity has been given for that elected officer to be heard.
4.8 Officer Absentee. When an elected officer is absent or is otherwise unable to perform his/her duties, the Board may, by resolution, designate another Member of the Board to temporarily act in his/her stead.
4.9 Consecutive Terms. In no case will any elected member serve more than two consecutive terms in the same office. For the purposes of this provision, a term is defined as no less than 90 days and no more than 365 days. A break between terms must be at least 90 days before a candidate may be re-elected to the same office and may (again) serve two consecutive terms as defined herein.
4.10 Voting Ties. In the event of a tie of the voting Members of the Board at any meeting, the tie shall be broken by a coin toss as described in the Roberts Rules. If the idea of a coin toss is not acceptable then the motion will be tabled and brought forth at a future meeting as a new business for further debate. The RAT III must ratify all motions and amendments within the confines of its members' votes.
4.11 Enumerated Powers. In addition to the powers enumerated and conferred upon the Board herein, they shall perform such other duties as customarily pertain to their respective offices consistent with this Constitution and RATIII By-laws. Duties shall also include any other reasonable requests the President may make. All Members shall have access to a copy of the minutes, this Constitution, and the RAT III By-laws upon request.
4.12 Members. The duties of RAT III members shall be to support the elected officers, ensure the RAT III’s aims and goals are met according to the purpose set forth in the RAT III Constitution, and that military Core Values are upheld.Section 5 – Elections 5.1 Eligibility. All nominees for Officer and Chairperson positions shall be a Regular Member in Good Standing as defined in Sections 1 and 2 herein and preferably one who anticipates remaining onboard for a minimum of 12 months following election. Nominees for Committee assistants shall be a Regular Member in Good Standing as defined in Sections 1 and 2 herein and preferably one who anticipates remaining onboard for a minimum of 6 months following election.
5.2 Nominations. Nominations for all officer positions will be accepted up to three (3) months prior to the Annual Meeting in September. Nominations will be accepted in writing, via e-mail, or verbally to any Board member up to three (3) months prior to the Annual Meeting. A nominated member may accept nominations for more than one (1) position, but they may only be elected into one (1) officer position. If a member is nominated for more than one (1) Officer position and is subsequently voted into an office (subsequent to the precedence of voting order set forth in Section 5 below), then the member shall accept the higher office that they are voted into and they will not be considered for the lower office as the voting process continues.
5.3 Voting. RAT III elected officers shall be voted into office during the month of September. The voting for officers will proceed in the following order: President, Vice-President, Secretary, Treasurer, Sergeant-at-Arms. Voting shall be by written ballot. Affirmative majority vote shall prevail.
5.4 Absentee Votes. Votes by absentee ballot shall be entertained on a case-by-case basis for Members who are unable to attend a meeting due to other previously planned obligations; i.e.: TDY, in which an anticipated vote is expected. The Board shall approve absentee voting status prior to the vote. Emergency situations shall be given first priority consideration by the Board. Absentee votes shall be in writing, can be emailed and shall be submitted to the President or Vice President no later than two (2) days prior to the meeting.
5.5 Early Termination of Office. In the event of the early termination of a President, the Vice President shall assume the duties of the President. If the Vice President is unable to assume the duties as President, then a new President shall be nominated and voted into office within two (2) months, (one (1) month for nominations and one (1) month for voting).Section 6 – Finances & Gifts 6.1 Audits. The Vice President will review the treasury account(s) monthly. The Finance Committee shall hold semi-annual audits of the treasury accounts in April and October. The Treasurer shall be present at the audits for informational purposes. The report of the semi-annual audits shall be presented to the RAT III membership at the next meetings in May and November, respectively. The President may also conduct or authorize additional audits at any time.
6.2 Financial Period. The RAT III will operate on a fiscal year based from the first day of October through the last day of September of the following year.
6.3 Receipt of Funds. All funds of the RAT III shall be deposited in the RAT III’s accounts at a qualified institution within 96 hours of their receipt if the amount is over $100. Receipts of $100 or less need not be deposited more than once a week, but shall be deposited in a timely manner.
6.4 Disbursements. All disbursements of the RAT III’s funds of $100 or more shall be made by check, approved by the President.
6.5 Petty Cash. The Board may, by resolution, provide for the establishment of a petty cash fund not to exceed $100 for defraying miscellaneous expenses of the RAT III. The President shall have the authority to approve disbursements from such petty cash fund. If so established, the Treasurer will maintain a logbook annotating miscellaneous expenses.
6.6 Retiring Members. Retiring RAT III Members in Good Standing, as defined above, may receive a gift for their membership and contribution to the RAT III.
6.7 Miscellaneous / Gifts. Gifts shall be voted upon by the RAT III and majority vote shall preside. If time is of the essence, then the President shall call an emergency meeting of the Board and its decision shall prevail.
6.8 Plank Owners. A Plank Owner may receive the following:
6.8.1 Name Entry on Original Constitution as 'Signer' (following the tradition of the US Constitution)
6.8.2 Commemorative Letter from the President of the RAT III upon joining
6.8.3 Commemorative Plaque from the RAT III upon leavingSection 7 – Procedures 7.1 Meetings. The RAT III shall be at the call of the President for regular/monthly meetings as outlined in Section 2 or for discussion groups designated for projects at least once each month. The date of these meetings shall correspond with and be in accordance with the RAT III Constitution. Times and locations of the meetings shall be as determined by the RAT III, in advance, and listed in the minutes of the previous regular/monthly meeting.
7.2 Minutes. The minutes shall be taken by the Secretary (or a designated member in the Secretary's absence) and shall be submitted in a timely manner to the President and Vice President for electronic dissemination to RAT III members. Any corrections shall be noted and resubmitted in the next meeting's minutes. Those members who do not have access to electronic means shall make other arrangements on their own to receive a paper copy of the minutes.
7.3 Motions. The Board has the authority to table a motion made at any meeting for further discussion/research before voting occurs until the next regular/monthly meeting. If the Board decides to table a motion, the Board shall expend enough time and effort to effectively consider the ramifications of such tabled motion and provide a report to the Membership as to the findings of the Board's investigation.
7.4 Roster. It is the responsibility of each individual RAT III Member to ensure that they are included in the RAT III roster at every meeting. Providing up-to-date information is also the responsibility of the RAT III member. It is the responsibility of the individual RAT III members to provide updated information to the Sergeant-at-Arms for correct dissemination of minutes and notices, and inclusion into the monthly roster.Article 8 – General Provisions 8.1 All powers, authority, duties and functions of the elected officers of the RAT III shall be exercised in strict conformity of the law and regulations of the RAT III.
8.2 Any Member whose conduct has brought discredit to any military force of any agency of the United States Government, the RAT III, or to himself/herself will be expected to tender his/her resignation. Should that resignation not be tendered, the Board (other than the Member identified) shall establish a disciplinary board to consider the case in the presence of the Member and hear his/her evidence. This disciplinary board shall report its recommendations to the Board and, if appropriate, to the DSCR Commander for final decision. Such disciplinary board shall be comprised of ten (10) Members (or 51% if less than ten members are present), of whom no more than two (2) shall be Members of the Board. The disciplinary board (for the purposes of resolve in these types of findings) cannot be refuted or appealed. All new members should be indoctrinated to this section of the Constitution and made to acknowledge this section via a signature.
8.3 Copies of the RAT III’s papers including, but not limited to RAT III By-laws, Constitution, any amendments, additions or modifications thereto, and the membership record shall be preserved in a RAT III logbook, to be maintained by the Secretary. Returns of elections and proceedings of all meetings shall be set forth in the RATIII Minutes and periodically set into the RAT III logbook so that Members who do not have electronic means can access the book and review updated materials.
8.4 Approximately fifteen to thirty (15 – 30) days prior to the annual election of new officers in September, the President shall forward to the RATIII membership, an Annual Financial Report, statements of audit of assets and liabilities, slate of nominated officers, notices and such other matters as appropriate for consideration to the membership.Section 9 – Amendments 9. 1 Amendments. Any amendment, addition or modification to these By-laws shall be presented to the entire RATIII membership and voted upon. Amendments, additions or modifications shall be adopted by majority vote of eligible voting members in attendance, set forth in writing and executed by authorized representatives of the RATIII.
