Jersey Cape Military Spouses’ Club
A New Jersey Non-Profit Corporation
By-Laws
Adopted 01 June 2008 Revised 07 October 2008 Revised 23 September 2009
Revised 09 February 2014
Article I: Name
The name of this organization shall be Jersey Cape Military Spouses’ Club. It is a Non-Profit 501 (c) 3 organization incorporated under the laws of the State of New Jersey.
Article II: Mission Statement
Section 1: The mission of Jersey Cape Military Spouses’ Club (JCMSC) shall be to promote the morale and well-being of military families and all uniformed personnel. The objectives to carry out our mission are:
a. To provide educational monetary awards for dependents of active and retired military members currently residing in Cape May. The military member must have at one time been stationed in Cape May County.
b. To provide social activities for military spouses and their families.
Article III: Basic Policies
Section 1:
a. JCMSC will not discriminate because of age, sex, race, color, religion, national origin or physical handicap.
b. JCMSC is not an integral part of the military.
c. JCMSC does not perform an essential function in the operation of the military.
d. JCMSC is not established under the authority of the military as a non-appropriated fund of the United States.
e. JCMSC is established not to carry out any policies of the United States, but to satisfy the
independent social, welfare, and recreational interests of the organization’s members and guests.
f. No monies collected will be distributable to its members or officers. The Board shall be authorized and empowered to pay reasonable compensation for services rendered to private persons by a majority vote of the Board.
g. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on according to our 501 (c) 3 non-profit status.
h. All income will be derived for charitable contributions as well as to offset expenses of operation.
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Article IV: Members and Dues
Section 1: Membership Eligibility
a. Membership is open to all branches and all ranks (active duty, retired, reserves) of the military and to other individuals interested in the purpose of the club.
Section 2: The General Assembly
a. The General Assembly consists of all members.
b. Members are defined as those who have paid dues for the current fiscal year.
Section 3: Dues
a. The annual dues for membership shall be determined annually by a General Assembly vote at the end of each fiscal year.
b. The fiscal year begins June 1 and ends May 31.
c. All members renewing their paid membership shall submit their new dues by September 30.
Returning members who have not paid by Sept. 30 shall no longer be considered a member until payment of dues.
d. New members may join at any time throughout the fiscal year once dues are paid.
Article V: Meetings
Section 1: The General Assembly meetings of the Club shall be held monthly on a date chosen by the Board.
Section 2: The Board meetings of the Club shall be held monthly on a date chosen by the President.
Section 3: Any motion, in order to be carried, must be approved by a majority of those present and voting.
a. At the discretion of the Board, absentee ballots may be utilized for General Assembly votes.
Section 4: A quorum shall consist of the majority of members present or voting.
Section 5: Special Meetings
a. Special meetings can be called by the President or shall be called by written request of one-third of the membership.
b. All members shall be notified of a special meeting no less than 24 hours in advance.
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Article VI: Officers & Their Election
Section 1: Officers
a. The officers of the Club shall be President, Vice-President, Secretary, Treasurer and Parliamentarian.
b. Officers shall be elected by a majority vote, annually, at the April General Assembly meeting.
If more than one person is nominated, a secret ballot will be used.
c. Elected officers shall assume their official duties no later than June 1. The Treasurer cannot assume their office until June 1 due to auditing purposes.
d. A transition meeting shall be held between the incoming and outgoing Boards no more than seven (7) days after the Change of Hands ceremony.
e. All members are eligible for election to office.
f. No member shall be elected to more than one office at one time.
Section 2: Nominations
a. All officers and members can nominate a member for office.
b. The slate shall be announced at the General Assembly meeting in March.
c. Following the reading of the slate, additional nominations may be made from the floor at the March General Assembly meeting, supported by two additional present members.
d. Only those with the consent of the nominee shall be eligible for nomination.
Section 4: Election
a. The officers shall be elected at the General Assembly meeting in April by a majority vote of the members present.
Section 3: Installation
a. The officers shall be installed at the General Assembly meeting/Change-of-Hands ceremony in May.
Section 4: Terms
a. The positions of President and Vice President shall not exceed two consecutive terms.
Section 6: Vacancies
a. Vacancies in any office other than the President can be appointed by a majority vote of the Board.
b. Vacancy of the President shall be filled by a majority vote of the General Assembly.
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Article VII: Duties of Officers
In the execution of their duties as set forth in these by-laws, elected officers shall be guided by the JCMSC Policies, Procedures, and Guidelines and any rules adopted by the General Assembly.
Section 1: President
a. The President shall call and preside over all meetings. He/she shall put to vote all questions regularly moved, seconded, and discussed, and shall decide all questions of order. He/she shall make no motion or vote on any questions unless the vote is equally divided, in which case he/she shall cast the deciding vote. He/she shall appoint the Chairpersons of Standing Committees and may act as advisor of such committees. If there is a committee chairperson vacancy, the President can act as chairperson of the committee until the vacancy can be filled.
He/she shall call a special meeting of the Board within 24 hours notice.
Section 2: Vice-President
a. The Vice-President shall preside in the temporary absence of the President. He/she shall succeed to the Presidency if the President is unable to complete the full term of office. He/she shall assist the President in the duties of the office and shall be responsible for program arrangements for the monthly meetings. If there is a committee chairperson vacancy, the Vice-President can act as chairperson of the committee until the vacancy can be filled.
Section 3: Secretary
a. The Secretary shall be the custodian of the permanent records of the Club. He/she shall keep the minutes of all General Assembly and Board meetings and shall read or distribute the minutes of the previous Board meeting at each monthly Board meeting. The minutes taken at the General Assembly meetings shall either be published each month in the club newsletter or read at the General Assembly meetings. He/she shall keep a list of all officers and committee chairpersons.
He/she may help the President notify the Board members of all meetings called by the President.
He/she shall handle Club correspondence when so directed by the President or Board and keep a file of such. The Secretary is Historian of the club and, as such, keeps the Club records as long as the Club exists. If there is a committee chairperson vacancy, the Secretary can act as chairperson of the committee until the vacancy can be filled.
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Section 4: Treasurer
a. The Treasurer shall have custody of all funds belonging to the Club and shall keep an account of receipts and disbursements and deposit all funds in the name and to the credit of the Club in such depositories as may be approved by the Board. Accounts shall be balanced each month.
He/she shall report the state of the treasury whenever requested. The Treasurer shall pay bills.
He/she may expend up to one hundred and fifty dollars ($150.00) for one activity when authorized by the Board. Disbursements over one hundred and fifty dollars ($150.00) shall require a majority vote of the members of the Club present at the General Assembly meeting of the Club. The Treasurer shall report all transactions and the financial condition of the Club at the General Assembly and Board meetings. If the Treasurer is unable to attend a General Assembly meeting, he/she must notify the President. Upon completion of the term of office, he/she shall prepare an Annual Treasurer’s Report, have the books audited, and turn over all monies and records to his/her successor. The Treasurer should keep records for seven (7) years for the IRS, and is responsible for filing the appropriate tax return annually.
b. Accounts shall be audited at the end of the Club fiscal year by a professional auditor. If the professional auditor is satisfied that the complete report of the Treasurer is correct, the professional auditor shall sign a statement indicating so at the end of the report.
Section 5: Parliamentarian
a. The Parliamentarian shall act as advisor to the Board and the Club on parliamentary law and procedures.
b. He/she shall be responsible for all ballots necessary.
c. He/she shall be responsible for all social media relating to the club.
d. He/she shall make a copy of the by-laws available by either digital or hard copy.
.
Article VIII: The Board
Section 1: The Board shall:
a. Consist of the elected officers of the Club.
b. Have power to direct the Club’s affairs between meetings.
c. Recommend changes in by-laws as necessary to facilitate their work. The General Assembly will have final vote regarding any omissions, amendments, or additions.
Section 2: Quorum
a. A majority of Board members present shall constitute a quorum.
b. Decisions requiring a vote must be made by a majority vote of the quorum.
Section 3: Officer Resignation/Termination
a. Any Board member can be relinquished of their duties by a majority vote of the Board.
b. A Board member’s unexplained absence can be considered an automatic resignation from office as determined by the majority of the Board. Appointments to fill the vacancy shall be made according to these By-laws and announced to the members at the next General Assembly meeting.
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Section 4: Order of Succession
a. The order of succession is President, Vice-President, Secretary, Parliamentarian.
b. The Treasurer shall not ascend to the office of President.
Article IX: Committees
Section 1: The Board shall have authority to establish any committees deemed necessary to complete the business of the current year.
Section 2: The duties of these committees shall be outlined by the Board and published in Policies, Procedures & Guidelines.
Section 3:
a. A committee chairperson can be replaced by the Board by a majority vote.
b. A Committee Chairperson’s lack of involvement can be considered an automatic resignation from their position as determined by the majority of the Board. Appointments to fill the vacancy shall be made according to these by-laws and announced to the membership at the next General Assembly meeting.
Article X: Amendments
Section 1: Amendments
a. These by-laws may be amended at any General Assembly meeting by majority vote of those present, provided that notice of the proposed amendment shall be given at least 25 days prior to the meeting at which the amendment is voted upon.
b. The amendment shall become effective upon the passing of the votes by those present or via absentee ballot.
Article XI: Dissolution of Club
Upon dissolution of the organization, assets shall be distributed for one or more exempt purposes within the meaning of section 501(c) (3) of the Internal Revenue Code, or corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state or local government, for a public purpose. Any such assets not disposed of shall be disposed of by the Court of Common Pleas of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
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