ROTA FIRST CLASS ASSOCIATION BY-LAWS

Article I: Purpose

The Rota First Class Association is designed to broaden the professional development of all First Class Petty Officers and their equivalents; provide an outlet for Association Members to become active in their local communities through volunteer work and community events; foster improved morale and esprit de corps and put forth a positive image of the United States Military, this Command, and the Association Members.

Article II: Membership

Membership in the Rota First Class Association is open to all Active Duty and Retired First Class Petty Officers and their Military Equivalents.

Article III: Organization

The Rota First Class Association will be organized as follows:

• Executive Committee: All elected Association Officers shall be considered members of the Executive Committee.
• Association Officers: Association Officers will be elected by a majority vote of the General Assembly unless otherwise approved or arranged via this constitution. All terms of officers shall be for one year and personnel running for office must possess adequate time on station to fulfill the obligation of the office. There will be no limit to the number of times a member of the Association may run or hold office, providing he/she adheres to this Constitution and follows its guidelines.
• General Assembly: The General Assembly will be considered as the number of members in good standing present at any regular or special meeting of this Association.
• Guests: Any First Class Petty Officer or Military Equivalent is welcome to attend any regular meeting of the Association. All guests will be welcomed and introduced to the General Assembly by the President or the Presiding Officer prior to the commencing of a meeting. Guests will be afforded the full respect due to a member for the duration of their visit. Members are encouraged to invite non-member First Class Petty Officers or their Military Equivalent to the meeting of the General Assembly in an effort to inform them about the Association and its purpose.

Article IV: Duties of the Association Officers

1. President: The Association President will be responsible for opening and closing all meetings and functions; welcoming all VIPs and Guest Speakers on behalf of the Association; ensuring all meetings are held in accordance with “Robert’s Rules of Order”; assigning a Chairperson to a Committee if there is a lock in the vote; calling a special meeting of the General Assembly as outlined in this Constitution; verifying and approving the Monthly Financial Statement for the Treasurer; acting as the official Association Spokesperson; and assisting other Association members as required. The President or the Presiding Officer shall not cast a ballot on any motion brought forward to the General Assembly at any regular meeting unless there is a tie vote.

2. Vice President: Second in command behind the President. Responsible for performing all duties of the President in his/her absence, including the calling of special meetings and presiding over and conducting all Association business. Verify the Association’s accounts on a monthly basis with the Association Treasurer and submit the report to the President for approval and distribution to the General Assembly.

3. Secretary: Third in command. Record all Association events and provide a copy of the minutes of each meeting within five (5) working days to the Executive Committee and General Assembly. Shall be the “official” vote counter during elections and General Assembly votes. Responsible for compiling and maintaining a historical record of all Association Meetings and functions.

4. Treasurer: Fourth in command. Responsible for maintaining all Association funds, collecting dues and funds raised as well as documenting charitable donations in accordance with Article VIII of this Constitution. Responsible to the General Assembly, via the President, for a monthly report of the Association accounts and shall ensure that all just debts owed by the Association are paid promptly as well as recorded properly. He/She shall advise the President when liabilities are or will be greater than one-half of all Association Assets.

5. Events Coordinator: Fifth in command. Responsible for ensuring all fund raisers and events have a chairman to lead the event/function, as well as drafting fliers, and publicity/promotional information.

6. Mess Vice President: Sixth in command. Responsible for the compliance of the Mess SOP; scheduled events are posted and sent to all First Classes, coordinates with the Facilities Managers for any upcoming events and building preparation, and provides all proposed SOP changes/updates to the Facilities Managers and the First Class Association President.

Article V: Election of Officers

1. Election of officers shall be conducted during the General Assembly meeting during the month of August after the Chief’s results are announced. Nominations will be accepted at the meeting prior to the election and can be made from the floor, provided the nominee consents to serve and accepts the office for which they are nominated for the entire term. All nominees shall be in “good standing” as defined by this Constitution.

2. Officers shall be elected following these guidelines: All terms shall run for a minimum of one year unless unusual circumstances dictate otherwise, i.e. special election held other than during specified months in this constitution due to early transfer, resignation and/or loss of confidence. Officers shall be elected by a majority vote of members present.

• Voting: Association Officers shall be elected via secret ballot. One non-Executive Committee member and one witness will tally all election votes and inform the President and General Assembly of the results. When more than two (2) candidates are nominated for an office and none receive a majority vote on the first ballot, the President shall drop the nominee (s) placing third and below and call for a final vote on the remaining two (2) candidates. Absentee (proxy) votes shall not be accepted for the election of Association Officers.
• Interim Vacancies: Interim Vacancies in elected offices shall be filled by a recommendation from the Executive Committee, subject to approval by a majority vote of the General Assembly at the next regular Assembly Meeting.
• Special Elections: Special elections may be called when deemed necessary as long as all “voting members” are notified a week prior to any special election.

Article VI: Removal From Office

Any officer that fails to perform the duties of office as prescribed in this document can be removed from office. The following steps must be taken:

• Executive Committee shall call a special meeting of the General Assembly. All officers shall be notified at least one week prior to the scheduled meeting of the intent to hold a special meeting pertaining to the removal from office.
• The officer in question will be allowed to present his/her case at this meeting and answer to all charges.
• Finally, ballots will be distributed and a vote will be called for by the Association’s General Assembly “voting members”. A two-thirds majority vote by the members present will be required to carry a motion for the removal from office. Absentee (proxy) votes will not be accepted on the issue of the removal from office.

Article VII: Meeting and Get-Togethers

1. The Rota First Class Association General Assembly Meeting will be held every other Wednesday at 1530 at the First Class Mess.

2. The Executive Committee may call special meetings as necessary. All members of the Association in “good standing” shall be notified at least one week prior to the meeting. The Executive Committee will state the intent of the meeting and whether or not a vote will be taken.

3. Other meetings or get-togethers such as Hail and Farewells, Welcome Aboard Parties, Barbeques, etc., can be called for by any Association Member in “Good Standing”. The call for such events shall be logged in the minutes and a vote taken as a matter of record. The Association Member in “Good Standing” will then coordinate with the Mess Vice President and the Facilities Managers.

4. The Committee Chairperson can call Committee meetings for specific functions. Minutes will be taken at all Committee meetings and shall be presented to the General Assembly at the next scheduled meeting.

Article VIII: Association Accounts

1. A checking account in the name of the Association has been opened at the Rota Branch of the Navy Federal Credit Union. The account requires one signature to withdraw funds. Authorized signatures are: Association President, Vice-President and Treasurer.

2. The Treasurer shall maintain a $500 petty cash fund to disburse as necessary to conduct Association business.

3. All expenditures of Association funds shall be in compliance with the following guidelines:

• The President may approve up to $75.00
• $75-$150 may be approved by the majority vote of the Executive Committee
• All requests for expenditure of more than $150.00 must be approved by a majority vote of the General Assembly.

Article IX: Association Mess

The elected Mess Vice President will oversee all Mess operations in accordance with these bylaws and the First Class Mess Standard Operating Procedures of 9 April 2008. All Mess Vice-President responsibilities are noted in Art. IV. (8)

Article X: Dissolution

In the event that it becomes necessary to dissolve the Association, all assets and monies will first be used to resolve the Association debts. Any monies remaining shall be donated to a non-profit organization as voted on by the remaining membership. If voting cannot or does not occur, all remaining assets and monies shall be donated to the Navy and Marine Corps Relief Society.
Article XI: By-Laws

1. This Association will not under any circumstances permit discrimination on the basis of ethnic background, race, sex, or religious beliefs. All members of the Association will receive the respect due a First Class Petty Officer or their Equivalent.

2. Meetings of the General Assembly shall be called to order by the President or the Presiding Officer, or next in line within the Executive Committee. All members of the General Assembly are morally bound to attend Assembly Meetings whenever operational commitments permit.

3. The Secretary shall present minutes of the previous meeting to the General Assembly prior to conducting new business, and will provide minutes of the previous meeting for all members present. All personnel in attendance will be reported in the meeting minutes.

4. Changes and additions to this document made after its acceptance by the General Assembly will be considered amendments and shall require a two-thirds majority vote by members in “good standing” in order to be incorporated.

5. Continuing efforts to recruit new members to the Association will be the responsibility of all active members. Remember – strength lies in numbers.

6. General Assembly votes may be verbal or by show of hands, with the Secretary responsible for an accurate tally.

7. It is the responsibility of all First Classes to ensure this Mess is never disestablished and to keep this honor and tradition forth running.

Article XII: Dues

To be considered a member in “Good Standing”, dues must be kept up-to-date. The following is a break down of the FCPOA dues:

• Monthly: $5.00
• Yearly: $50.00. If a member goes on an Individual Augmentee (IA) assignment after paying annual dues, their deployment will not count against their payment of dues.
• Newly reported personnel will be given their 1st month free.
• Newly frocked First Classes will be given their 1st month free.
• Personnel returning from an IA assignment will be given their first month upon their return free.