Black indicates the By-Laws as they are.
Red is as recommended by J.L. “Bucky” Earven:
By-Laws for the USS Magoffin (APA-199) Veterans Association
The Association is made up of the veterans who served aboard the USS Magoffin (APA-199) during her 20+ years of service. Spouses of deceased crew members have always been accepted as honorary members. At the 2003 meeting, it was voted to allow membership by family members of all veterans as well.
The USS Magoffin (APA-199) association membership consists of veterans who served aboard her during the 20 plus years that the ships served her country honorably. The Spouse of a deceased crewmember can become an honorary Association member if they so choose. As of 2003, membership is available to family members of the men who served aboard the Magoffin.
The name of this association shall be the USS Magoffin Veterans Association
The name of this association shall be the USS Magoffin (APA-199) Veterans Association.
The purpose of this association shall be to perpetuate the memory of the USS Magoffin (APA-199) and ships company from the commissioning date in perpetuity and to exchange mementos and memories of tours of duty and shall be a non-profit organization. Such purposes to include;
The purpose of this association shall be to perpetuate the memory of the USS Magoffin (APA-199) and ship’s company, from the commissioning date in perpetuity, and to exchange mementos and memories of tours of duty. The Association will uphold the Constitution of the United States. The association as a group will not endorse any political party, and will in no way attempt to influence or guide the membership in political topics.
a. Planning and arranging annual reunion meetings.
a. Scheduling, planning, and choosing sites for reunion meetings.
b. Locating former shipmates and urging their participation.
b. Locating, contacting and urging other crewmembers to join and participate in the association.
c. Contributing mementos, pictures, plaques, artifacts, insignia, papers, letters, or other memorabilia relating in any way to the USS Magoffin from date of commissioning to decommissioning and scrapping, together with any available funds for their display or maintenance to a memorial museum.
c. To contributing mementos, pictures, plaques, artifacts, insignia, papers, letters, or other memorabilia relating in any way, to the USS Magoffin from date of commissioning to decommissioning and scrapping. The Association will reimburse expenses incurred by any member, to transport said items from one reunion to the next. When deemed necessary due to declining membership, all Association artifacts, will be donated to The Magoffin County Kentucky Museum.
d. Establishing, administering and accounting voluntary contributions to other suitable memorials to veterans of the USS Magoffin.
d. Establishing, planning, administering and accounting programs put into action by the membership.
Membership is to be open to all USS Magoffin personnel having served aboard ship. The widow of any deceased member may be become an Honorary upon request
Membership is open to personnel who have served aboard the USS Magoffin. Widows of Crew Members are honorary members automatically, upon receipt of request from said widow. Family members of the crew are accepted as association members, as of 2003 reunion meeting.
An Annual Reunion Meeting of the Association shall be held in one of the four time zones (using time zone lines) rotating in succession from east to west between April 1st. and November 1st. If no timely sponsor is declared, the next zone in sequence will be the alternate act. If there be more than on competitive sponsor, the membership in attendance shall vote for a selection.
An Association Reunion, and crew meeting, will be organized, approximately every eighteen months. The meeting will be held in one of the four time zones (using time zone lines) rotating in succession from east to west. The rotation sequence is to be followed, unless, there is not a volunteer host available in the next scheduled time zone. In such an event, a volunteer from the next zone will be called for. It is be understood, that if there is not a zone representative, available, the next meeting could be scheduled in the same zone consecutively.
Meeting of the Association shall be conducted by the president or, in his absence, by the elected officers in order.
The Crew Meeting shall be conducted by the President, or in his absence, by the next ranking Officer, or Past President.
Business shall be conducted in accordance with these BY-laws and Robert’s Rules of Order in cases not covered by these By-Laws. The Members shall transact such other business as may properly before them.
The meeting will be opened with the Pledge of Allegiance. A Benediction will be given. Association Business shall be conducted in accordance with the By-Laws of the Association. The meeting will be conducted as in Robert’s Rules of Order. Business brought forward and published in a newsletter prior to the meeting will be handled first. Business from the floor will follow.
The Secretary to record minutes of the business conducted and such minutes are to be distributed to the paid-up membership.
The Secretary (or a stand-in selected by the senior officer in attendance) will record minutes of the business conducted, and such minutes are to be published in the next Association News Letter. Members with current dues, who do not have computer access, will be mailed copies of said notes.
The Treasure shall give a financial report at the annual Reunion Meeting which has been previously been audited by the Audit committee.
The Treasure shall give a financial report at the Reunion Meeting, Which has been previously audited by the President and Vice President.
A Board of Directors, herein called the Executive Board, shall be elected at the annual Reunion Meeting for a term of office of one year and shall consist of a minimum of five and a maximum of ten members but shall include all elected officers during their term of office, and a Chaplin. All past presidents of the Association will when requested participate in an advisory capacity to the Executive Board. A majority of the Executive Board shall constitute a quorum for the transaction of business.
A Board of Directors, herein called the Executive Board, elected by the membership at the Association Meeting, will be the senior governing body of the Association. The Executive board will consist of a minimum of five, and a maximum of ten members including all past presidents of the Association. A majority of the Executive Board shall constitute a quorum, for the transaction business. The term of office for a member of the executive board will end when such member request their name be withdrawn, or a nomination and vote of replacement is taken at an Association Meeting.
The Executive Board shall be the senior governing body of the Association. Board members shall be limited to three 1-year terms.
Recommend section 2 be deleted as it is covered in section 1.
The following officer shall be elected at the annual Reunion Meeting. The officers to be elected by open or closed ballot at the discretion of the Nominating Committee.
The following officers shall be elected at the scheduled Reunion Meeting. The election may be held by open or closed ballot at the discretion of the Officers in attendance at the meeting.
A. shall be the Senior Officer of the Association:
B. conducts all business meetings:
C. receives Quarterly Report from all other officers as to the activities of Chairman under jurisdiction:
C. receives Quarterly reports from all other officers, and all chairmen under jurisdiction.
D. has final authority in appointment of Committee Chairmen as recommended by the Vice President:
D. has final authority in appointment of Committee Chairmen as recommended by the Vice President and/or Executive Board.
E. supervises activities of the Annual Reunion Meeting and be responsible for coordinating the activities of Chairmen involved in Reunion Affairs.
E. supervises activities of the member hosting the Reunion Meeting and be responsible for overseeing the activities scheduled by the reunion host member.
F. makes Quarterly Report s to the membership in the Association Newsletter and the Annual Reunion Meeting
F. makes Quarterly Reports to the membership in the Association Newsletter, on the Association Website, and at the scheduled Reunion Meeting.
A. perform the duties of the President in his absence or incapacity
B. coordinates the activities of, and overall responsibility of the Public Relations Committee and Publicity Committee for reunions etc.
B. coordinates the activities of the Public Relations, and Publicity Committee for the Association and Reunions.
C. take charge of the Association Newsletter Committee with authority to appoint a staff of assistants.
C. work closely with the Webmaster/Newsletter Editor
D. work closely with the By-Laws Committee Chairman and assume responsibility for printing and distribution of the By-Laws.
D. the VP will work closely with the membership, officers, and Executive Board, to keep the By-Laws current. Bring recommended or needed changes to the By-Laws before the membership via the website, newsletter, E-Mail, and Association Meeting for discussion and vote to amend said By-Laws.
E. gives detailed reports quarterly.
E. forward all reports of activities to the President for oversight, so the President can include the information to the membership.
a. Keep minutes of Annual Meeting and publish in the Newsletter immediately subsequent to the Reunion
A. keeps minutes of Reunion Meetings, and Conference calls he might be involved in, and forward them to the Webmaster for publication.
b. keep records and file of Association correspondence.
B. keeps and transcribes all records of the Association. Forward copies needed by the other Officers. Forward any records that needs to be put in the Newsletter to the Webmaster.
c. be responsible for the timely filling of necessary Reports to the Corporate Division of the Office of the Secretary, State of Minnesota, and the Internal Revenue Service as applicable.
C. recommends c be deleted.
d. keep an up to date membership file
D. works closely with President, Vice President, and Treasurer to maintain an up to date membership file.
e. be custodian of Association property, per Article X,
E. be custodian of Association property, per Article X, and submit annual inventory to the President and Vice President.
f. arrange for Annual Roster or supplement to be mailed to paid up members
g. shall appoint an Assistant Secretary who shall perform any of the above duties as delegated by the Secretary and , in addition, shall act as liaison with Chairman of the Membership recruiting Committee.
h. give a detailed report quarterly.
Due to limited resources and available volunteers, I believe Section 1, sub paragraphs f., g., & h., can be eliminated.
a. the collection of Membership dues.
A; The Treasurer will be responsible for procuring and maintenance of the Association’s bank accounts, and Collection of Membership dues. The Treasure, with direction from the Officers, Executive Board, and Membership, will prepare and implement an Association operating budget. The budget will be presented to the President, who will submit it to membership at the scheduled Reunion Meeting.
b. all Association funds and for keeping full and accurate accounts of all receipts and disbursements in the Associations books. Such accounts to differentiate between funds designated for general Association expenses and accounts and those designated for Scholarship, memorial or Museum purposes
B; Treasurer has total responsibility for receiving, and accounting, of all Association funds. Keep complete and accurate record of all receipts and disbursements, in the Association’s books. Such accounts to differentiate between funds designated for general Association expenses and accounts, and those designated for Scholarship, Memorial, Museum, and other programs and activities approved by the Association.
c. preparing and mailing Membership cards to each paid up member.
d. the payment of any and all approved bills of the Association.
e. giving detailed report quarterly to the President; informing the President of all request for expenditures beyond the scope of the then effective budget. Payment of those expenditures shall be made only if specifically approved by the President.
Webmaster / Newsletter Editor
A; Under supervision of the President and Vice President, the Webmaster will, Design, Maintain, edit, and monitor the USS Magoffin web site, with cost being paid by the Association
1; compile, new material to be added to the website.
2; remove materials from website that are determined to be out of date, or not compatible with the website standards.
B; Under supervision of the President and Vice President the Newsletter Editor will compose, compile, edit and distribute the USS Magoffin (APA-199) newsletter, known as THE MAGOFFIN MESSENGER with cost being paid by the Association. Guidelines for Association News letter are:
1: Published at least quarterly and be numbered and dated
2: Each edition shall contain a list of current Officers, and contact information for said Officers.
3: Edition immediately following the Reunion Meeting will contain a copy of the minutes of the said meeting.
4: Any suggested changes to the By-Laws would be posted in at least two publications prior to a vote at the scheduled Reunion Meeting. Any changes voted on and accepted or denied, will be published in the next News Letter following the Meeting.
5: Mainttain departments for reports from all elected officers
The officers and directors shall receive no compensation for their services. Reunion Committee Members who sponsor and host the Annual Reunion shall receive no monetary compensation for their services
The officers and directors shall receive no compensation for their services. Association members who serve as reunion organizers or hosts, for scheduled reunions shall receive no monetary compensation for their services from the Association.
The term of office shall be for a period of one year, for each elected officer.
Elected officers and Executive Board members will remain in said position, until the officer or board member should elect to resign, or be asked to resign, from said position.
Any officer may be removed from office for conduct not in the best interest of the Association at the discretion of the Executive Board. Any office vacated for any reason may be filled by the Executive Board. Any member may be suspended and dismissed from membership for conduct not in the best interest of the Association at the discretion of the Executive Board and approval of the majority of the members present at the next Annual Reunion following the recommended action by said Executive Board.
Eligibility of Officers and Committee Chairmen
Eligibility of Officers, Executive Board Members and Committee Chairmen
All Officers and Committee Chairmen must be dues paying members with current membership cards.
All Elected or appointed Officers, Executive Board Members, and Committee Chairmen must be dues paying members with current membership cards.
Voting privileges for members of the Association shall be extended to those paid up members in attendance at the Annual Reunion Meeting. A majority vote of those present shall elect.
Voting privileges for members of the Association shall be extended to those paid up members that attend the Association Reunion Meeting. Correspondence received by the Officers and Executive Board members via mail, Email, or Telephone will be presented to the attending members prior to any vote. A majority vote of those present shall elect.
Each appointed Committee Chairman should select his own Committee members.
Special purpose Committees and their duties are
a. Audit Committee
This committee is to audit the records of the Treasurer annually prior to the Annual Reunion.
Recommend this be stricken as it is covered under duties of the officers and Executive board, and the audit is done prior to and during the scheduled Reunion Meeting.
b. By-Laws Committee
This committee shall communicate and consult by mail, telephone or, if feasible, meet annually at least one month prior to the Reunion Meeting and submit any suggested amendment to the existing By-Laws to the Editor of the Newsletter to be published at least once before a vote at the annual Reunion Meeting.
Recommend this be stricken, as it is covered under suggested changes to Vice President’s duties.
c. Budget Committee
This committee shall prepare a proposed Association Budget for each fiscal year beginning June 1 and ending May 31 and present it to the President, who will submit for approval by the membership at each Annual Reunion Meeting.
c. Recommend this be stricken as it is covered under Treasurer Duties.
Standing Committees and their duties:
a. Reunion Committee
Under over-all supervision of the President, the Chairman shall select committee members from the area of the Reunion and plan and execute arrangements. Chairman of a Reunion Committee for the next year following shall be appointed at the Annual Meeting.
This Committee shall consist of the volunteer or selected host member, President, Vice President, and Treasurer. Needed information will be given to the Webmaster, Newsletter Editor for publication to inform the Membership.
b. Newsletter, Publication Committee
Under the supervision of the Vice President, guidelines for Association Newsletter are:
1. Publish at least quarterly and be numbered and dated.
2. First edition shall contain list of Officers for the current term
3. Copy of Minutes of the Annual Meeting
4Amendments or additions to By-Laws as adopted at the Annual Meeting
5. Maintain departments for Quarterly Reports of all elected officers
All information concerning the Newsletter is covered under the Webmaster/ Newsletter Editors job description. With technology, being what it is now, information needed or submitted for publication can be accomplished. I feel that this section can be deleted.
c. Membership Recruiting Committee
This committee shall endeavor to interest eligible persons in becoming members of the Association.
The dues of the Veterans Association of the USS Magoffin will be $10.00 per year for the fiscal year of January 1, to December 31.
Members shall be considered delinquent with unpaid dues for one year at the time of the Annual Reunion.
Members shall be considered delinquent with unpaid dues for one year at the time of the scheduled Reunion Metting.
All material donated to or purchased with Association funds, including pictures, display materials, files, artifacts, printed material, etc., shall be actually or constructively in the custody of the Secretary.
The Historian and Museum Committee to provide the Secretary with an itemized listing showing whereabouts of property entrusted to them for purposes of safekeeping and display.
As there is no Standing Memorial Committee, it is recommended that the Historian of record be responsible for making and updating the list of Association property.
Upon dissolution of the Association, all assets will be donated to a museum.
Upon dissolution of the Association, all assets are to be donated to The Magoffin County Kentucky Museum, and or other Museums showing interest in permanent display of said assets.
The Association shall establish and support, within the limit of available funds such suitable memorials to veterans of the USS Magoffin as are recommended by the Memorial Committee or Museum Committee and as approved and adopted by majority vote of members attending its Annual Reunion Meeting.
Voluntary contributions may be accepted by the Association to accomplish the purpose of any approved and adopted memorial program
The President shall have supervisory responsibility for all committees but shall exercise responsibility only through the designated elected officer, if any, assigned to oversee or supervise a committee
Committees shall be of three types:
A Special Purpose Committee whose Chairmen are appointed by and report directly to the President.
B Standing Committees whose Chairmen are appointed jointly by the President and designated supervisory officers but report only to their designated supervisory officer.
C Nominating Committee comprised of Past Presidents and a specified number of elected members.
D Public Relations Committee: under the supervision of the Vice President , this committee shall be responsible for recommending appropriate action in support of memorials programs already adopted by the Association and to recommend and propose such suitable new memorials as are within the limits of the available funds to honor veterans of the USS Magoffin.
E Museum Committee: under the supervision of the Vice President, the Chairman of the Museum Committee, who shall also be the official Historian of the Association , shall recommend such aid, sustenance and financial support, within the limits of available funds, to establish and maintain exhibits of artifacts, photographs, and memorabilia of the USS Magoffin.
Section 3 ( numerical sequence not followed)
Nominating Committee and its duties are:
a . to report to the President and membership of the Association at its annual Reunion Meeting its recommendation of a slate of officers for the ensuing year
a. The committee will report to the President and Membership of the Association, at its scheduled Reunion Meeting, the committee’s recommendations, of a slate of officers for the ensuing year.
b. the immediate Past President shall be chairman of the Nominating Committee.
c. All Past Presidents will be members of this committee and sufficient additional members shall be elected to create a committee of five members in all.
d. Nominations, including the recommended slate, will be made from the floor at the Annual Reunion Meeting.
Please be advised a complete edit of Outline Form, Punctuation, Spelling, and Grammar will be instituted prior to any permanent publication.