UNITED STATES NAVAL ACADEMY SOUTH FLORIDA PARENTS CLUB
Metro Dade/Broward/Monroe/Palm Beach Counties
REVISED APRIL 2007
BYLAWS

ARTICLE I
NAME
The name of the organization shall be the United States Naval Academy South Florida Parents Club. The accepted abbreviation shall be “USNASOFLAPC.

ARTICLE II
PURPOSE The purposes of the organization are:
1 To provide information and support to the parents or guardians of U.S. Naval Academy appointees, Midshipmen, USNA Preparatory School and foundation students, and graduates.
2 Assist in enhancing the image of the U.S. Navy and U.S. Naval Academy in the South Florida area.
3 In cooperation with local recruiters and alumni, to assist in promoting interest in and assist with recruiting for the U.S. Naval Academy amongst young men and women in South Florida.
4 To provide fellowship among the parents of young men and women affiliated with the U.S. Naval Academy programs.
5 To provide a Welcome Aboard function for new appointees each year, participate in USNA Alumni Holiday Party and other social events as indicated.

ARTICLE III
MEMBERSHIP
Section 1: Regular Membership Open to any parent, guardian or grandparent of a current U.S. Naval Academy appointee, Midshipman, students attending the Naval Academy Preparatory School (NAPS), or Foundation program attendee, who now resides in the South Florida area (including Metro Dade/Broward/Monroe/Palm Beach Counties), or who resided there at the time of appointment.
Section 2: Associate Membership Open to any present or former South Florida parent or guardian (e.g. Parent Alumni) of a U.S. Naval Academy graduate, who now reside in the South Florida area (including Metro Dade/Broward/Palm Beach Counties).
Section 3: Affiliated Membership Open to any other interested parties, who wish to receive the club newsletter or receive other benefits from the club, or have other interests in the club (e.g. USNA Alumni, Blue and Gold officers, etc.).
Section 4: Standing Membership in good standing may be maintained only by timely payment of annual dues levied by the Club. Refer to Article IX.
Section 5: Disenrollment The Board, with the approval of 2/3rds of those in attendance, and after due consideration, can disenroll any member(s) from the club for conduct detrimental to the mission or image of the club (e.g. felony conviction in a court of law, etc.). Such action will be reported to the general membership at the next general meeting.

ARTICLE IV
OFFICERS
Section 1: Elected Officers The elected officers of the club shall be the President, Vice-President, Secretary, and Treasurer. Each office will be elected on a yearly basis. Office holders may be either individual members or husband and wife teams. The general duties of each officer are described in Appendix I.
Section 2: Appointed Officers The appointed officers of the club shall be the Class Representatives, Webmaster, Membership Chairperson, and the Alumni Clubs Liaison. Appointment of these appointed officers shall be made by the President and approved by a simple majority vote of the elected officers. In cases of a tie vote, the appointment(s) in question will be tabled and voted on by the elected officers and the approved appointed officers. The general duties of each office are described Appendix I.
Section 3: Office Eligibility Only regular members in good standing shall be eligible to serve as elected officers of the club. Associate and Affiliated members shall not be eligible to serve as elected officers but may serve as appointed officers.
Section 4: Term of Office The term of office for all office holders, elected or appointed, shall be one (1) year and begin at the April meeting at which time all previous elected and appointed offices are officially vacated. If eligible, officers may be re-elected or re-appointed to the same office.
Section 5: Voting Rights In Board Meetings each position (Elected Officials and Appointed Persons) shall have one vote. A position being held by two people (i.e.; husband and wife as Presidents, etc.) shall only have one vote per issue. Note: Any person(s) that holds multiple Chairmanships and/or elected positions shall have only one (1) vote per issue.

ARTICLE V
BOARD OF DIRECTORS
Section 1: Board of Directors The Board of Directors (also called “The Board”) shall consist of the current elected and appointed officers. Terms of office are found in Article IV, Section 1 and 4 above.
Section 2: Club Administration The Board shall direct and administer the affairs of the club during the year, and meet at times and places designated by the President(s), between the regular meetings of the club, except as otherwise provided in these Bylaws. The President(s) will preside at all board meetings. Meetings of the Board may also be called upon the request of any three members of the Board.
Section 3: Vacated Offices Should the President(s) become ineligible or resign, the Vice-President(s) shall assume the title and duties for the un-expired term. Should any other vacancy occur during the year in an elected or appointed office, the Board shall appoint an eligible member to fill the un-expired term for that office.

ARTICLE VI
MEETINGS
Section 1: Regular Meetings The club shall meet on a planned bi-monthly basis, exact meeting schedule to be determined by the board. 1 June – Welcome Aboard Plebe & Plebe Parent Get-together 2 September/October – Bragging Party held after PPW & FPW 3 December – Optional Army-Navy get-together and Holiday Party with Alumni Association 4 January/February – Dark Ages Gift Package meeting; Present slate of officers and open nominations for upcoming year 5 April/May – Spring Meeting; Election of Officers; Welcome Aboard Planning Meetings will generally be held at a site agreed upon by the Board. Expenses for the meeting site should be reasonable and considered in the annual budget. Special meetings of the club may be called by the President(s) or the Board with 2 weeks notice.
Section 2: Transitional Board Meeting The incoming President(s) shall have the option to call a board meeting before the next regularly scheduled meeting or the Welcome Aboard function. Meeting will be limited to incoming and outgoing Officers and will be to facilitate transition of officers for the upcoming year. The bylaws should be read by all incoming officers to assist in understanding what is required of the Board and how the club operates.
Section 3: Alcohol Consumption The club will not prohibit the consumption of alcoholic beverages during club functions, but the club does not sanction the use of alcohol, and assumes no responsibility for the actions of those who choose to consume. The club encourages members to use a “designated driver” whenever traveling from club functions in which they have consumed alcohol. The club will not provide nor pay for alcoholic beverages consumed during club functions.

ARTICLE VII
RULES OF ORDER
Section 1: Meeting Administration The President(s) shall conduct meetings of the club in an informal manner. Roberts Rules of Order, Newly Revised shall govern the conduct of business meetings. Refer to Article IV, Section 2.

ARTICLE VIII
ELECTIONS
Section 1: Term of Office The officers shall be elected or appointed for a term of one (1) year and, if eligible, may be reelected or reappointed to the same office.
Section 2: Nominating Committee Nominations for elective offices shall be made by a Nominating Committee of the current President and two (2) members in good standing, who shall be designated by the Board at the November meeting. The Nominating Committee will elect a chairman from within the Committee.
Section 3: Eligibility to Run Any member in good standing may nominate candidates from the floor during the January meeting. Such nominations are subject to the seconding before acceptance.
Section 4: Election of Officers The election of officers shall be by written ballot and by simple majority of those in attendance and voting at the annual March election meeting. In the event no opposition candidates are running a simple voice vote may be held. Refer to Appendix III for election process and sample ballot.
Section 5: Eligibility to Vote Members in good standing shall be eligible to vote. A member is defined as a single parent having one vote, or each spouse of a couple having one vote each for a total of two votes. Each member of a couple or single parent must cast their own vote.
Section 6: Election Disputes Any member wishing to dispute the election results must do so at the time of the election. The Nominating Committee will hear the dispute and provide supporting evidence if necessary.

ARTICLE IX
DUES
Section 1: Dues Amount The current due fee for the USNA SFPC is $50.00 per year. Dues for Regular, Associate, and Affiliate Membership shall be reviewed each year by the membership at the April election meeting and adjusted upward if required after a majority vote of members in attendance at the meeting. Regular, Associate, and Affiliate members will pay full dues. In the event a family has multiple children attending the USNA, NAPS or a Foundation School that family will pay full dues for the first child and $25.00 for each additional child in attendance. Alumni Dues $20.00
Section 2: Annual Dues Annual dues shall be payable in June each year at the “Welcome Aboard Party”. Any member who has not paid dues by October 15 will be dis-enrolled from the club without notice, and will be removed from the club mailing list. Members may be reinstated later upon payment of the current dues.
Section 3: Dues Refund Dues will only be refunded to any parent(s) whose Plebe separates from the academy during Plebe Summer, upon written request to the club.
Section 4: Eligibility of Officers Any elected or appointed officer who has not paid dues by September 1st will be ineligible to continue serving in the office, and the President(s) shall appoint a replacement from members in good standing.
Section 5: Dues Waiver Hardship Cases The President(s) and Treasurer(s), by mutual agreement, shall have the authority to waive the dues of members, on a case by case basis, if there is sufficient justification. In the event of disagreement between the two offices, the Board will decide.

ARTICLE X
MEMBERSHIP BENEFITS
Section 1: Midshipman Benefits Membership in the USNA SFPC means your Midshipman will receive the following during the club year.

Plebe Summer	SFPC will prepare a starter care package for your plebe. The package will be given to you at the Welcome Aboard Party or they can be mailed by the club at a cost of $8.00
Birthday	Your mid will receive a card and a $5.00 gift certificate to the “Drydock” Fall Card with small food goodies
Dark Ages	Gift boxes made with “goodies” supplied by attending members.
Graduation	Gift to Mid of all dues paying members consisting of card, Silver Dollar and a special gift with a maximum price of $70.00

  
Section 2: Adult Membership Benefits Parent,
Guardian and Grandparent membership in the USNA SFPC means the following for you during the club year.

Newsletter	The club newsletter will be distributed quarterly by email or US Mail as requested.
Website	Once up and running the SFPC site will replace the newsletter.
Support	From parents just like you with questions and answers, it is great fun

  
ARTICLE XI
PUBLICATIONS
Section 1: Newsletter The official club newsletter shall be published quarterly or on a schedule determined by the President(s) and the Editor. The newsletter may be delivered to the membership via the current technology (i.e., electronically on the club website and/or hard copy for members who do not have internet access).
Section 2: Club Roster A club roster will be made available by October 30th of each year. During the year, the Membership Chair will assure that all members are notified of any changes in a timely manner. The roster and the information contained therein shall be used for Naval Academy Parents Club of South Florida business only.
Section 3: General Academy Information The club will provide access to general information about the U.S. Naval Academy to the parents via the club website or email if time is of the essence. This site will be regularly updated to assure it contains current information.
Section 4: Negative Comments Criticism of the Academy in any way is forbidden.
Section 5: Bylaws Copies of the current Bylaws will be provided, upon request, to any member.

ARTICLE XII
AMENDMENTS These bylaws may be amended by a 2/3rds vote of those voting at any meeting of the club. Proposed changes will be approved by the Board, and forwarded to the general membership for voting. A notice that proposed changes will be discussed must appear in at least one edition of the newsletter before the meeting in which the vote is taken, to assure the members are aware of the proposals. All changes will take effect immediately upon approval, unless otherwise noted in the minutes.


ARTICLE XIII
DISSOLUTION
Section 1: Proposal for Dissolution Upon concurrence of a 2/3rds majority of the Board, a proposal for dissolution of the club will be forwarded to the general membership for vote. It must pass with a 2/3rds majority for approval.
Section 2: Asset Distribution In the event of dissolution, all assets remaining after meeting all fiscal liabilities must be distrusted to the U.S. Naval Academy Midshipman Welfare Fund at the U.S. Naval Academy, Annapolis, MD.
Section 3: Historical Data Disposition All historical data and files of the club will be forwarded to the parents’ clubs coordinator, U.S. Naval Academy Alumni Association, Annapolis, MD for safekeeping.

ARTICLE XIV
Effective Date
These bylaws were approved by the Board and ratified by the general membership on June 19, 2005. These bylaws were last revised and approved by the Board and ratified by the general membership on January 24, 2004. Meeting

APPENDIX I
PRESIDENT(S):
1 Presides at all meetings of the club and shall have such powers and duties usually associated with the office of president.
2 Selects and appoints all officers designated as “appointed” in accordance with the bylaws.
3 Prepare for each meeting an agenda for the use of the presiding officer.
4 Responsible for the creation & publishing of the Poop Deck.
5 Coordinate activities of Class Representative
6 Maintains the official club membership roster, publishes said roster by September 30th each year, ensures up-to-date information, provides roster to each member family (See Article X, Section 2).

VICE-PRESIDENT(S):
1 Perform duties of the President(s) in their absence.
2 Automatically nominated as a candidate for President in the subsequent year.
3 Carry out such other duties as may be directed by the President(s) and/or Board.
4 Responsible for arranging the program for each meeting. The Vice-President(s) may consult the membership for assistance but seeks final approval from the President prior to commitment.

TREASURER(S):
1 The out-going Treasurer shall submit a final proposed budget for Membership approval at the March meeting, for the upcoming year.
2 The in-coming Treasurer shall submit an initial proposed budget for Membership approval at the May meeting, for the upcoming year.
3 Submit to the general membership, at each stated meeting, a balance sheet showing all receipts and expenditures made on behalf of the club. See Appendix II for the approved financial report format.
4 Bring before the general membership, any large expenditure requests for discussion and/or approval.
5 Maintain the proper records accounting for all monies collected on behalf of the club.
6 To provide, upon request of the members, a full financial disclosure regarding the collection and distribution of club funds.
7 Collects all Membership dues and responsible for fund transfer to finance institution.

SECRETARY:
1 Prepare and distribute minutes for each Board and General meeting.
2 Keep track of all committee reports. Make minutes and records available to the members upon request.
3 Maintain records on the bylaws, special rules of order, standing rules, and minutes with any amendments to these documents and to have the current records on hand at every meeting.
4 Maintains and reports membership and meeting attendance statistics.
5 In the absence of the President(s) and Vice-President(s), to call the meeting to order and preside until either officer arrives.
6 Maintain liaison with USNA and local USNA Alumni Society.
7 Provide relevant information to members of the Parents Club on a regular basis.
8 Provides a list of incoming PLEBES, NAPSTERS, and Foundation Appointees to the President, Vice President, and Membership Chair after the Welcome Aboard function.
9 If the information is available, notify the Membership Chair, the President(s) and Vice-President(s) when any Midshipman officially separates from the Naval Academy.
10 Prepare a narrative account of the clubs activities during his/her term of office.

CLASS REPRESENTATIVE(S):
1 Individual representative for each of the four (4) classes at USNA (Plebe, Youngster, Second Class, Firstie)
2 Individual representative for NAPS (and Foundation students, if any)
3 Maintain all Midshipmen pictures and provide for their availability at club meetings and social functions.
4 Serve as a branching telephone committee for the dissemination or gathering of information and, as reporter for news about the Midshipmen, etc.
5 Coordinates volunteers who serve as “telephone tree” to gather and disseminate information with little lead-time or when counts are required.
6 Communicates via e-mail, fax, and telephone.

WEB MASTER(S):
1 Maintain Club Web-site, so that it provides timely and relevant information.
2 Responsible for taking reasonable precautions to maintain the security of personal information which may be posted on the nonpublic areas of the website.

MEMBERSHIP CHAIRPERSON(S):
1 Manages name badge order program, (collects monies, places orders & disburses badges). 2 Conducts annual election process if required.

ALUMNI CLUB LIAISON
1 Represents the Naval Academy South Florida Parents’ Club at all Alumni Club Functions as required.
2 Attend committee planning meetings as required.
3 Coordinate invitations for club members to Alumni events.
4 Assist Alumni Holiday Party committee as required

APPENDIX II
Approved form for Treasurer’s Report to be delivered at each stated meeting. ==================================================================
REPORT OF THE TREASURER
NAVAL ACADEMY PARENTS CLUB OF SOUTH FLORIDA
FOR THE PERIOD OF MM/DD/YY THROUGH MM/DD/YY

Balance on hand as of Month	$X,XXX.XX
Receipts Members’ Dues	$X,XXX.XX
Shirt Sale Proceeds	$X,XXX.XX
Donations	$X,XXX.XX
Total Receipts	$X,XXX.XX
______________________________________________________________________
TOTAL:	$X,XXX.XX
Disbursements	$X,XXX.XX
Food	$X,XXX.XX
Printing and Stationery	$X,XXX.XX
Total Disbursements	$X,XXX.XX

Balance on hand as of _______ ____, 20____ $X,XXX.XX 

__________________________________ John Doe, Treasure Date


APPENDIX III
ANNUAL ELECTION PROCESS AND SAMPLE BALLOT FORM NAVAL ACADEMY PARENTS CLUB OF SOUTH FLORIDA
Nominees shall have 3 minutes to present their respective platforms. Upon completion of presentation of the Nominees platforms, the written ballot will be distributed as follows: Each member will approach the membership table to have their name verified and ensure 1 vote per family. Verification of membership in good standing will be the duty of the President(s). Upon verification, a ballot will be provided to the member (in the case of couples, each will receive a ballot). Once the member has completed his/her ballot, they will place the ballot in the ballot box. Each member must place only one ballot in the box. At the completion of the voting, the Chairman shall declare the balloting closed. Ballots will be placed in the control of the Nominating Committee Chairman for counting. The counting to be supervised by the President(s) and should be conducted in an area away from the general membership. Upon completion of the vote tabulation, the results will be provided to the President for announcement to the general membership. All ballots should be placed in an envelope and sealed. Each Committee member in attendance should initial on the sealed flap to insure that they ballots have not been tampered with. The President(s) shall announce the election results. Any disputes should be brought to the floor at that time. - -

SAMPLE BALLOT - - 20XX OFFICIAL ELECTION BALLOT NAVAL ACADEMY OF SOUTH FLORIDA PARENTS’ CLUB Members are to circle the candidate of their choice for each office. PRESIDENT 1 John and Sally Doe 1 Joe and Cindy Smith
VICE- PRESIDENT 1 Peter and Mary Jones 1 Alice Johnson
SECRETARY 1 Tammy and Tony Citizen
TREASURER 1 Phil and Suzy Who 1 Harry and Louise Member


_____________________Carlos and Sonia Iguina, Presidents USNASOFLA Parent's Club _____________________Peggy & Mariano Follador, Vice-Presidents USNASOFL Parent's Club

BENEFITS OF MEMBERSHIP
USNA SOUTH FLORIDA PARENTS CLUB

It is an honor for your son or daughter to attend the United States Naval Academy, The Naval Academy Prep School and to be sponsored by The Naval Academy Foundation Program. This will involve four to five very demanding years - academically, physically and mentally. As the parents of Midshipmen/NAPSters/Foundation we have banded together to provide support for our sons/daughters and their families.

The only funding we receive are dues from our members. Our membership fee is $50 per family. In the event a family has multiple children attending either the USNA, NAPS, or Foundation School, the family will pay full dues of $50.00 for the first child and $25.00 each child in attendance. Dues are collected beginning June (Welcome Aboard Party) through October 15. The dues are used to support our Mids, NAPsters and Foundation candidates.

The following benefits are given to all South Florida Mids/NAPsters/Foundation regardless of family participation:

1. Invitation to our Welcome Aboard Party to meet and greet our incoming Mids / NAPsters/Foundation.
2. Information packet on how to survive the rigors of their Summer Training. Each incoming will receive an American Flag for their dorm room, as one must be visible in their room when three or more are present. (This wards off an accusation of a mutiny by an upperclassman).
3. Throughout the year, our Class Representatives send periodic cards, messages, care packages and other means of support to let your son/daughter know they are being thought of and that we are proud of their accomplishments.

The following benefits are given to Mids/NAPSters/Foundation whose families are paid members:

1. All of the above and including:
2. Each family receives two personalized USNA South Florida Parent Club name tags.
3. An ad is placed in the Lucky Bag (Academy Yearbook) honoring our South Florida Graduates.
4. USNA South Florida Newsletter published quarterly.
5. Placement of photos and memorabilia of your son/daughter in our USNA Scrapbook.
6. Each South Florida graduate receives upon commissioning the following:
   a. Eagle Silver Dollar
   b. Eisenhower Silver Dollar to be given when he/she receives their first salute as a commissioned Ensign and/or 2nd Lieutenant in the Marine Corp.
   c. Space Stylus Pen

In addition to direct benefits to club members, the club meets throughout the year for parents to socialize, discuss some of the unique aspects of the Academy/NAPS/Foundation life and how it impacts your lives along with your sons and daughters.

Who else could better understand the choice our young men and women have made to protect, honor and defend the United States of America, but those of us who are involved?

2008-2009 USNA SOUTH FLORIDA PARENTS CLUB BOARD