THE AMERICAN SOCIETY OF MILITARY COMPTROLLERS
NATIONAL GUARD CHAPTER
As adopted February 2009
ARTICLE I: Name
The name of this Society shall be AMERICAN SOCIETY OF MILITARY COMPTROLLERS – NATIONAL GUARD CHAPTER.
The purpose of this Chapter shall be to promote the education of the individual for the improvement and development of capabilities relating to military comptrollership. More specifically, the purpose of the Chapter is to serve the public interest by:
a. Promoting the education and training of its members, and accordingly, supporting the development and advancement of the profession of military comptrollership;
b. Sponsoring research in military comptrollership subjects in conjunction with our Resource Management Improvement Committee and publishing the results of such, if appropriate;
c. Encouraging a free exchange of techniques, approaches, and problem solving; and
d. Providing communication facilities to keep members and other interested individuals abreast of current events in military comptrollership, which can be beneficial to them, their employing organizations, and the public.
Section 1: The membership of this Chapter shall be open to any individual associated with the National Guard (Army and Air).
Section 2. A person shall be declared a member of the Chapter upon payment of annual National Association dues and indicates the National Guard Chapter as the associated chapter.
Section 3. The National Association dues shall be published. Upon receipt by the National Association, your membership will be transmitted to this Chapter. Membership year will be determined by the date that the National Association records as the membership year. The National Association will send your Chapter Rebate portion of the National dues to the Secretary of this Chapter who will forward the funds to the treasurer. The National Association will send dues notices to all members and follow-up notices to those members that have not submitted their dues within 90 days in arrears. Those members in arrears more than 90 days will be dropped from the membership of both the National Association and the Chapter.
Section 1. The regular meeting of the Executive Board shall be the President, Vice President, Treasurer, Secretary, and Committee Chairs. The officers and Executive Board shall perform the duties prescribed by these By Laws and the Operating Rules adopted by the Chapter.
Section 2. The President shall appoint a Nominations Chair. It shall be the duty of this Chair’s committee to nominate candidates for the offices to be filled.
Section 3. The offices of President, Vice President, Treasurer and Secretary shall be elected for two years or until the successors are elected, and their term of office shall begin at the beginning of the fiscal year. Terms of office will be staggered ensuring a complete turnover of Chapter leadership does not occur simultaneously.
Section 4. No Member shall hold more than one elected office at a time, and no member shall be eligible to serve more than two consecutive terms in the same elected office.
Section 5. The Executive Board shall replace officers unable to fulfill the duties of their elected positions. Resignations will be submitted to the President. The Executive Board will accept nominations for interim appointments not to exceed the length of the term of the current incumbent. Nominations will be solicited by the Nominations Committee and forwarded to the Executive Board for consideration.
Section 6. The Officers of the Chapter will develop and conduct the business of the Chapter. All officers shall perform the duties outlined in these By Laws. General responsibilities for all elected officers are to:
a. Assume newly elected duties on April 1st after election.
b. Keep records of expenses and submit requested budget to Treasurer within 30 days of new business/fiscal year (year begins Apr 1).
c. Ensure the Chapter adheres to ASMCs standards for professionalism in the comptrollership and resource management professions and the society itself.
d. Develop and supervise the accomplishment of Chapter objectives.
e. Maintain a mutually beneficial partnership with the directors and senior management teams of supporting organizations and liaisons with ASMC HQ.
f. Encourage membership in the Chapter.
g. Empower committees to research and propose ways to improve the Chapter, subject to Board’s review and approval.
h. Ensure Chapter members are appropriately recognized for their efforts and participation.
i. Ensure the Chapter effectively competes in ASMCs 5-Star and other award and recognition programs.
j. Ensure the Chapter constitution and bylaws are kept up-to-date and that the Chapter membership votes on recommended changes.
k. Ensure the Chapter pursues effective fundraising efforts to support its Education program.
l. Ensure an effective succession program is in place to identify new officers and chairs for the next business year.
m. Upon the expiration of the terms of office or in case of resignation, each officer shall turn over to the incoming officers without delay, all records, books, and other materials pertaining to the office, and shall return to the Treasurer, without delay, all funds pertaining to the office.
n. Serve as a voting member of the Executive Board.
Section 7. The President will be the chief executive officer of the Chapter. This person will enforce all laws, contracts, etc., and execute such papers as will require signature; exercise general supervisory control over the affairs of the Chapter, serve as ex-officio member of all Committees except nominating, and may examine their minutes, books and records. He/She oversees the business of the Chapter. In this regard, is the final arbiter in appointing and relieving Chapter Officers or Chairs of their responsibilities or discharging them from their positions -- and replacing them. Specifically, the President will:
a. Serve as Chair of the Executive Board and officiate at all Chapter business meetings.
b. Develop a Meetings and Activity Plan (Chapter’s annual schedule of events) within 30 days of installation of officers each year.
c. Hold a quarterly Executive Board meeting.
d. Arrange an Annual Audit of chapter finances within 90 days from installation of officers each year and whenever a President or Treasurer leaves office. Most often this will coincide with the annual audit. Insure the audit is completed and documented, and corrective and follow-up actions taken, as necessary.
e. Appoint the following standing chairs: Awards, Community Service, Corporate Sponsorship, Membership, Newsletter/Publicity, Nominating, Professional Development, Education, Storekeeper, Webmaster, and ad hoc chairs as may be required.
f. Oversee the development of the Chapter’s objectives for its business year.
g. Oversee maintenance of the Chapter’s books of account, business/financial records, entry into contracts and expensing of funds
h. Authorize unbudgeted expenditures up to $250.00.
Section 8. The Vice President, in the temporary absence of the Chapter President, will perform the duties of the President. In the Vice President’s absence, the following order of succession will be followed: Secretary, then Treasurer. Specifically, the Vice President will:
a. Be responsible for ensuring that meetings are conducted using proper procedures in accordance with Chapter By Laws.
b. In coordination with the President, be responsible for the program and agenda of the meetings to include the organization of fund raising activities that support Chapter activities.
c. Ensure all speakers and distinguished guests be properly accommodated.
d. Shall be alternate Treasurer and have check writing privileges.
e. Shall act as advisor to the President.
f. Will be the custodian of the Charter and seal.
g. Perform other duties as assigned by the Chapter President.
Section 9. The Secretary will record the proceedings of the meetings. This individual will archive the National HQ spreadsheet of the membership; ensure a copy is sent to the Membership Chair, be custodian of documents and papers of the Chapter; maintain contact with the Executive Director of the National Society; answer correspondence; provide general administrative support and provide assistance. Specifically, the Secretary will:
a. Submit Membership Roster Review within 45 days from mail date each quarter.
b. Submit Chapter Officer listing each quarter by Jul 10, Oct 10, Jan 10 and Apr 10.
c. Submit Chapter Annual Schedule of Events, Annual Report and By Laws to ASMC HQ.
d. Maintain Chapter’s business records. Insure the prompt publication and distribution of the minutes.
e. Maintain on a permanent basis per National HQs:
1) National Constitution and By Laws
2) National Policy Declarations
3) Minutes of the Meetings of the National Council
4) Chapter By Laws
5) Minutes of the Meetings of the Chapter Executive Board.
f. Coordinate the Chapter’s efforts to effectively compete as a Chapter for ASMC's 5-Star and other award and recognition programs. Communicate the requirements and criteria of the various awards and recognition programs to Chairs to facilitate the timely receipt and submission of required documentation. This may include giving hands-on assistance to and reminders to, but does not include doing the actual work for, the Chairs and Committee members.
g. Deliver mail for the chapter to the appropriate officer or committee Chair.
h. Perform other duties as assigned by the Chapter President.
Section 10. The Treasurer will receive and deposit all monies of the Chapter, pay its just bills, maintain its books of account until audited and make appropriate reports on the financial condition of the Chapter to the Chapter President, Executive Board and the Chapter membership as directed. Specifically, the Treasurer will:
a. Provide maintenance and security of the Chapter’s monetary assets as recorded in its books of account and financial records, principally its checking account and budget. Ensure the prompt publication and distribution of a quarterly financial statement to the Newsletter/Publicity Chair.
b. Compile Chair/Committee requested budgets for their programs into a Chapter Budget for presentation to the Executive Board. Assist incoming Chair/Committee with historical expenses as needed.
c. Ensure appropriate signature cards are obtained, completed and submitted to the holders of the Chapter’s checking and savings accounts
d. Cooperate with the auditor in the evaluation and corrective actions needed to provide certification of the Chapter’s books of account and financial records
e. Submit the Chapter’s annual financial report to ASMC HQ within 90 days following the installation of new officers. Limit management of the Chapter’s financial records and transactions to those transactions approved by the Executive Board, or in an emergency by the Chapter President who must then inform the Executive Board of any such actions taken. The Treasurer or the President will sign all checks or warrants on the funds of the Chapter.
f. Make any and all payments previously approved in the annual budget as well as unbudgeted miscellaneous operating expenses, not to exceed $100 per item. The President may approve unbudgeted amounts from $100 - $250 per item. The Executive Board may approve larger unbudgeted amounts. The Executive Board must approve expenditures necessary prior to approval of the budget.
g. Perform other duties as assigned by the Chapter President.
Section 11. The President-Elect, upon election by the chapter membership, will be a voting member of the Executive Board. The intent for the position of President-Elect is to provide the incoming President a 12-month window to gain an appreciation for the flow of Chapter business. This shall be accomplished by observing chapter events and advising the Executive Board. This will facilitate the transition from one president to the next while maintaining continuity of effort. This person will not have any authority other than as a voting member of the Executive Board.
Section 1. A regular meeting of the Executive Board and the Chapter membership shall be held at the annual National Guard Chapter - Professional Development Institute (NG-PDI). (Normally held in March)
Section 2. The annual meeting of the Chapter shall be for the purpose of announcing election results, receiving reports of officers and committees, and any other business that may arise.
ARTICLE VI: The Executive Board
Section 1. The elected officers and appointed Chairs shall constitute the Executive Board.
Section 2. The Executive Board shall have general supervision of the affairs of the Chapter between its business meetings, fix the hour and place of meetings, make recommendations to the Chapter, and shall perform such other duties as are specified in these By Laws. The Board shall be subject to take orders of the Chapter, and none of its acts shall conflict with action taken by the Chapter.
Section 3. Unless otherwise ordered by the Board, regular meeting of the Board shall be held at least quarterly. Special meeting of the Board may be called by the President and shall be called upon the written request of three (3) members of the Board.
ARTICLE VII: Chairs/Committees
Section 1. The Chairs will implement/oversee their committee’s responsibilities. All Chairs/Committees shall perform the duties outlined in these By Laws. General responsibilities for all Chairs are to:
a. Solicit volunteers/select committee members as needed to perform duties.
b. Set the example for Chapter participation by being visible at events.
c. Fulfill their individual responsibilities as chair and committee’s responsibilities in a timely manner or as agreed with the Board.
d. Serve as voting member of the Executive Board, except for ad hoc Chairs/Committees.
e. Plan an annual program and report status and results to the Executive Board at scheduled meetings. Receive Board approval to proceed with plans, cost expenditures, and other commitments that may legally bind the Chapter. Continually evaluate the program and recommend changes.
f. Keep records of expenses and submit requested budget to Treasurer within 30 days of new fiscal year (year begins Apr 1).
g. Prepare a quarterly article on planned and/or completed committee activities/information for the Chapter newsletter, “The GUARDIAN”, to reach the Newsletter/Publicity Chair no later than the 20th of Jun, Sep, Dec and Mar.
h. Keep committee members informed, involved, participating and recognized.
i. Work as a team! This includes coordination, follow-up and follow-through.
j. Ensure an effective succession program is in place to identify someone to assume the position of chair for a future fiscal year.
k. Upon the expiration of the terms of office or in case of resignation, each Chair/Committee shall turn over without delay, all records, books, and other materials pertaining to the area of responsibility, and shall return to the Treasurer, without delay, all funds pertaining to the area of responsibility.
l. Perform other duties as assigned by the Chapter President.
Section 2. The Awards Chair/Committee will have a Chapter Awards Program with award categories for General awards (Achievement, etc). Coordinate the Chapter’s annual recognition program. Specifically, the Awards Chair/Committee will:
Conduct an annual solicitation of candidates from Chapter members and the financial community for the Chapter’s available awards. Set and provide application deadlines and criteria.
Recommend evaluation and selection criteria for each award to the Chapter Executive Board for consideration and approval/disapproval.
Provide a recommended list of award recipients to the Chapter Executive Board for consideration and approval/disapproval.
Provide updated Awards criteria and forms package to Webmaster to post to web site.
Section 3. The Community Service Chair/Committee will establish a chapter Community Service Project. Specifically, the Community Service Chair/Committee will:
a. Identify and schedule activities for which the Chapter members, under the Chapter’s sponsorship, can effectively serve the local community.
b. Encourage Chapter members, under the Chapter’s sponsorship, to contribute their talents and volunteer their time to serve the local community.
c. Ensure the events fall within the categories ASMC Headquarters deems appropriate, including: Arts & Humanities; Education; Environment; Health; Human Services; International Volunteerism; Public Safety and, Youth Services.
Section 4. The Corporate Sponsorship Chair/Committee will solicit for Corporate Sponsors for items needed for chapter events and operation. Specifically, the Corporate Sponsorship Chair/Committee will:
a. Conduct ongoing solicitation of business’ that are willing to provide a level of sponsorship for the Chapter. Set various levels of sponsorship and benefits to business.
b. Conduct an annual solicitation of business’ that are willing to provide a level of sponsorship for the National Guard - Professional Development Institute, Set various levels of sponsorship and benefits to the business.
c. Provide Corporate Sponsor information and logos to Webmaster to
post to web site.
Section 5. The Membership Chair/Committee will establish a Membership Program. Set membership goals; have a membership campaign communicated to the general membership with membership benefits clearly publicized. Have a New Member Orientation Program. Specifically, the Membership Chair/Committee will:
a. Conduct an annual membership campaign to recruit new individual and corporate members and encourage renewal of individual and corporate members.
b. Develop and maintain a new member orientation packet to provide prospective members information about ASMC and the Chapter.
c. Develop and monitor an anniversary recognition program for membership longevity (e.g., 20 years).
d. Update the Chapter member database from National HQ spreadsheet and other known membership data and based on database; send letters to new, renewed, past due and dropped members.
e. Assist the Chairs of all Committees by providing quarterly updated database.
f. Submit issues concerning memberships to the Secretary to include with quarterly review.
a. Forward new applications and renewals to National.
i.c. Help members with membership problems or questions.
j.d. Forward a member roster to Webmaster to post on web site.
Section 6. The Newsletter/Publicity Chair/Committee will have a newsletter that fosters internal chapter communication and professionalism. Create and publish the Chapter's quarterly newsletter “The Guardian”, following guidelines set by the national organization for competition in the Chapter Competition Program. Specifically, the Newsletter/Publicity Chair/Committee will:
a. Collect information for publication for quarters ending Jun, Sep, Dec and Mar. Newsletter will contain a short article (preferably by a Chapter member), President’s message, Executive Board and/or Chapter meeting minutes, members’ activities, schedule of events where Chapter events may take place and National ASMC news.
b. Assist the other Chapter committees with authoring; producing or submitting appropriate announcements, flyers, posters or other media to ensure the respective committee’s activities are effectively publicized.
c. Ensure appropriate publicity is effectively aired, coordinated, posted or submitted to the facilitating/supporting organization under the latter’s guidance and requirements. This includes publicity provided to the Armed Forces Comptroller magazine.
d. Secure the voluntary services of an amateur or professional photographer to help in the visual documentation of Chapter activities, events, meetings and successes.
e. Work closely with the Executive Board, Chairs/Committees to ensure all chapter news is put into print.
f. Solicit professional articles from chapter members.
g. Mail a newsletter reminder to chapter members who cannot easily be notified via email.
h. Forward newsletter to Webmaster to post to website.
Section 7. The Nominations Chair/Committee will conduct (in February-March) an annual election campaign to identify new officers of the Chapter, consisting of the President, Vice-President, Secretary and Treasurer. Specifically, the Nominating Chair/Committee will:
a. Provide survey (nomination) forms to Chapter members to allow them to nominate themselves or other members as candidates.
b. Obtain written acceptance from any individual to be placed on the ballot. The acceptance is biographical information that will accompany the ballots.
c. Present a slate of recommended candidates to the Executive Board for consideration and approval/disapproval. This includes the authority to recommend that candidates not be placed on the slate.
d. Provide ballots to Chapter members to allow them to vote for the candidate of their choice. Ensure security and accountability for the ballots. Record and announce to the Executive Board the results of the vote.
e. Ensure the Chapter President announces the results of the election.
f. Ensure the results of the election are publicized.
Section 8. The Professional Development Chair/Committee will develop and coordinate annual National Guard Chapter - Professional Development Institute (NG-PDI). Have a Certification Training Program with established goals and a campaign communicated to the general membership with certification benefits clearly publicized. Specifically, the Professional Development Chair/Committee will:
a. Plan the National Guard Chapter - Professional Development Institute (NG-PDI) focused on (1) achieving the Chapter’s annual objectives (2) assisting the supporting organizations in achieving their career or professional development objectives and requirements or (3) both.
b. Set dates and arrange locations (and/or support services). An effort shall be made to reach as many of the Chapter’s members (and non-members within the supporting organizations) as practical.
c. Securing the in-kind, voluntary or incidental-expense services of guest speakers to support the conference workshops. Provide recommendations to the Executive Board for consideration and approval/disapproval for keynote speakers.
d. Coordinate with the other Chairs to attempt to support the fulfillment of their responsibilities as an appropriate part of the conference.
Section 9. The Education Chair/Committee will have a Dependent Scholarship and Continuing education grants program. Specifically, the Education Chair/Committee will:
a. Conduct an annual (November-January) solicitation of candidates from Chapter members and their families, for the Chapter’s available scholarships. Set and provide application deadlines and criteria.
b. Recommend evaluation and selection criteria for each scholarship to the Chapter Executive Board for consideration and approval/disapproval.
c. Provide a recommended list of scholarship recipients to the Chapter Executive Board for consideration and approval/disapproval.
d. Provide the applications of the approved recipients to the ASMC Headquarters for national award consideration.
Section 10. The Storekeeper Chair/Committee will have a stock of National Guard Chapter-ASMC items with our logo for sale. Specifically, the Storekeeper Chair/Committee will:
a. Present a list of recommended items to the Executive Board for consideration and approval/disapproval.
b. Maintain inventory of display of items and a stock of most popular items/sizes.
c. Provide storage of inventory and packing materials.
d. Manage item pricing to provide a profit (or not a loss) to the Chapter.
e. Provide updated pictures of Store items and forms to Webmaster to post to website.
Section 11. The Webmaster will create and maintain a professional chapter web site. Specifically, the Webmaster will:
a. Update the following web pages as soon as possible after changes are known: Chapter Contacts, By Laws, Membership List, Forms, Newsletters, Education Program, and Awards Program.
b. Work closely with Chapter officers, Chairs/Committees and members to ensure the site provides comprehensive, current information of benefit to the general membership.
Section 12. Such other committees, standing or special, shall be appointed by the President of the Chapter or the Executive Board as deemed necessary to carry on the work of the Chapter. The President shall be an Ex-Officio member of all committees except the Nominations Committee.
Section 1. The fiscal year for the Chapter shall begin April 1st and shall end Mar 31st.
Section 2. No individual member has the authority to commit or obligate Chapter funds.
Section 3. The Executive Board will approve an annual budget for the Chapter’s operations. The Treasurer will compile Officer and Chair/Committee’s requested program budgets for presentation to the Executive Board for approval within 45 days of new fiscal year (year begins Apr 1). The annual budget shall be approved by a majority vote of the Executive Board members voting. The approved budget will be published to the membership and serve as the authority for expenditure of funds.
Section 4. Each Officer or Chair/Committee will have autonomy over their portion of the approved budget and be the accountable party for the use of the funds. Specifically, the accountable party will:
a. Spend the funds in accordance with the purpose for which the funds were requested (This does not mean that the accountable party must personally spend the funds. He/she may delegate that responsibility to other appropriate person(s)).
b. Prioritize expenditures in accordance with the purpose for which the funds were requested.
c. Report to the Executive Board regarding the expenditure of the funds.
d. Document expenditures to the Treasurer by providing receipts and any other applicable documentation.
e. Monitor and track the balance on their portion of the approved budget.
f. Limit expenditures for their program to the amount approved by the Executive Board.
g. Request additional funds from the Executive Board prior to any overrun of annual budget amount.
Section 5. The Treasurer may approve unbudgeted miscellaneous operating expenses, not to exceed $100 per item. The President may approve unbudgeted amounts from $100 - $250 per item. The Executive Board may approve larger unbudgeted amounts. The Treasurer shall report unbudgeted expenses at an Executive Board meeting.
Section 6. The Executive Board must approve, by majority vote of members voting, expenditures necessary prior to approval of the annual budget.
Section 7. Unbudgeted expenditures for revenue-generating activities may be
made up to the projected amount of revenue to be realized within six months with
the prior approval of the President and Treasurer.
Section 1. General
a. The presiding officer will preserve order and decorum. The presiding officer should be impartial and is the designated facilitator to enforce business.
b. All members have equal rights, privileges and obligations.
Section 2. Discussion
a. General.
1) Speakers should speak loudly and clearly.
2) Members will be respectful and polite to each other and will not criticize one another.
3) Only one person speaks at a time. Members will not interrupt another member while he or she is speaking.
4) All disagreements should be kept in a rational tone.
b. Only one item at a time can be considered at any given time. The member presenting an item will keep the presentation as short as possible without sacrificing completeness.
Further discussion shall be allowed so everyone has an opportunity to present his or her viewpoint. Discussion should be concise and stay on the item, no wandering or bringing in extraneous information. Members will not repeat or rehash what others have said, either state concurrence and/or add.
If there is nothing new to add, the presiding officer will call for a motion, officiate a vote and get on with the next item of business.
Motions will be considered carried if voted favorably by the majority of those voting.
ARTICLE X: Amendment of By Laws
This
page updated December 05, 2011