BY-LAWS OF THE WEST POINT PARENTS'
CLUB OF ARIZONA, LTD.
BY-LAWS and CHARTER OF
THE WEST POINT PARENTS'
CLUB OF ARIZONA, LTD.
Article1. NAME
The official name of this club shall be The West Point Parents' Club Of Arizona, Ltd.
Article 2. PURPOSE
The purposes of the West Point Parentsą Club Of Arizona, Ltd. are:
A. To promote the well being and continued success of the United States Military Academy at West Point; and to enhance and maintain the image of the U.S.M.A. in the State of Arizona by publicly recognizing the significant accomplishments of cadets;
B. To encourage young people to attend West Point;
C. To assist in recruiting and preparing candidates;
D. To provide orientation materials and instructions to prepare new cadets for Beast Barracks and the rigor of the first academic term;
E. To provide access to information about the U.S.M.A. and cadet life;
F. To provide the families of New Cadets with information, support, and insight with which to best address the wide range of emotions encountered during the first year a cadet attends West Point;
G. To aid and encourage the families of West Point cadets through the sharing of mutual experiences in order to reduce stress on parents, new cadets, and cadets;
H. To encourage the cadets to complete their tour at West Point; and
I. To provide professional and educational activity for members and cadets.
Article 3. EMBLEM
The official emblem of the West Point Parentsą Club of Arizona, Ltd shall be the West Point Crest.
Article 4. MEMBERSHIP
Membership shall be limited to the parents and the families of West Point Cadets, interested friends of the families of the West Point Cadet, alumni of West Point, and Liaison Officers. The West Point Society Of Phoenix Liaison Officer, and the President of the West Point Society of Phoenix are honorary members of the West Point Parentsą Club Of Arizona, Ltd.
Article 5. DUES
Membership dues are $30.00 per cadet per year. Associate Member dues for parents of graduates are $5.00 a couple. These dues shall remain in this amount until a change is necessitated by a two thirds majority vote of those attending any regularly scheduled meeting. Dues shall be payable annually and shall be collected by the Treasurer. All dues shall be for the period beginning July 1 and ending June 30, which is the fiscal year of the club.
Article 6. MEETINGS
Meetings shall be held at the call of the President, either oral or written. The date, time and location of the meeting shall be specified in the call. Any three members may make a written request to the President for a special meeting. The President must call the meeting within 30 days of receiving such a request. An annual membership meeting must be held no earlier than February and no later than March of each year. During each annual membership meeting, officers shall be elected and dues for the year set. The newly elected officers will assume their duties immediately upon election.
Article 7. VOTING
All dues paying members have one vote during the course of business before the club. The members present at any regularly called meeting shall constitute a quorum.
Article 8. OFFICERS
The officers of the West Point Parentsą Club Of Arizona, Ltd. shall be:
President
Vice-President
Secretary
Treasurer
At the time of the election it is desirable, but not mandatory, that the president be the parent of a Cow (Junior), that the Vice-President be the parent of a Cow (Junior) or Yearling (Sophomore), The Treasurer be a parent of a Yearling (Sophomore) or Plebe (Freshman), and that the Secretary be the parent of a Yearling (Sophomore) or Plebe (Freshman).
The officers shall hold office for one year, but in any event shall serve until their successors are elected or appointed. With the approval of the membership, any office may be held by two parents of a cadet such as: co-presidents, co-vice presidents, co-treasurers and co-secretaries. In such an event, the presence of either of the co-officers is sufficient and both need not be present to conduct business.
Article 9. NOMINATION
In December, the President shall appoint a nominating and Election Committee to consist of at least one officer and one or two members from each class. The nominating committee shall elect a chairperson at the first meeting.
The nominating committee shall make officer recommendations to be sent to the membership at least two full weeks prior to the Annual Membership Meeting. Absentee Votes may be cast by mail of e-mail, sent to the president, for members wanting to vote and unable to attend the Annual Membership Meeting. Nominations may be made from the floor at the Annual Membership Meeting after the nominating chairperson has read the name of those running for office. Nominated persons must agree to hold the office for which they have been nominated.
A simple majority is required from all voting to elect each of the officers. In the event of a tie, the vote of the President shall be the deciding vote.
Article 10. DUTIES
The President shall preside over all meetings of the West Point Parentsą Club Of Arizona, Ltd. shall supervise the affairs of the club, appoint committees and the chairperson thereof and determine the life of each committee, shall appoint a member to fulfill any vacancy among the officers or chairperson, call all meetings of the club, and if required by three or more members, shall call a special meeting within 30 days of such request. In addition the President shall be the Chairperson of the Executive Committee of the West Point Parentsą Club Of Arizona, Ltd. and shall call meeting of the Executive Committee as he/she feels necessary or as determined by the Executive Committee.
The Vice-President shall act for the President in the absence of the President. The Vice-President shall be responsible for generating publicity for the West Point Parentsą Club Of Arizona, Ltd., and carry out such other duties as may be assigned by the President.
The Treasurer shall be responsible for the finances of the West Point Parentsą Club Of Arizona, Ltd., and shall supervise and maintain all accounts of the club, and pay all bills by check. The financial records shall be available to all member upon written request to the Treasurer. The Treasurer will provide a financial statement for distribution at all business meetings. The Treasurer shall perform other such duties as may be assigned by the President.
The Secretary shall record the minutes of all meetings of the West Point Parentsą Club Of Arizona, Ltd. and the Executive Committee and keep all other club records. The minutes of all meetings and other records of the club shall be available to all members. The Secretary shall perform such other duties as may be assigned by the President.
Article 11. EXECUTIVE COMMITTEE
There is established the Executive Committee Of the West Point Parentsą Club Of Arizona, Ltd. which shall consist of the immediate Past president; the President, who shall be the Chairperson; the Vice-President, the Treasurer, and the Secretary. The Executive Committee shall convene at the call of the chairperson and may conduct any business for the benefit and well being of the West Point Parentsą Club Of Arizona, Ltd. All actions taken by the Executive Committee shall be reported to the members at the next called meeting, unless actions are taken in executive session, in which case the actions approved for release shall be reported.
Article 12. STANDING COMMITTEES
The West Point Parentsą Club Of Arizona, Ltd. shall have the following standing committees.
Newsletter/Website
By laws and Finance
Military Ball
Calling Committee
Plebe Parent Mentoring Program
Fund Raising
Ad Hoc committees will be convened and disbanded by the President to address other Club need as they arise.
Article 13. DISSOLVEMENT
Should the club dissolve, after the Executive Committee makes all proper provisions for the payment of any and all liabilities, the assets shall be sold or converted to cash and the entire amount of cash on hand from the club will be sent to The United States Military Academy, Cadet Activities Fund for the use by them as they see fit for the enhancement of cadet activities.
Article 14. AMMENDMENTS
These By-Laws may be amended by two-thirds vote of the members present at any business meeting of the West Point Parentsą Club Of Arizona, Ltd. provided that the proposed amendment has been made available in writing to the membership at least ten days prior to that business meeting.
The initial By-Laws were duly adopted by the member of the West Point Parentsą Club Of Arizona, Ltd at the organizational meeting held on the 24th day of April 2003, in Phoenix, Arizona. The By-laws were approved by those in attendance at this meeting and as reflected in the Minutes of the First Organizational Meeting, as circulated.
These adopted by-laws replaced the by-laws of an unincorporated association, which were adopted the 15th day of November 1978 in Phoenix, Arizona. The initial By-Laws remained unchanged until the first revision approved by the organization on the 4th day of February 1996. The club dues were adjusted in a meeting on 15th of April 2000.
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