Constitution and By-Laws
The Dixie Crow Chapter
Association of Old Crows
P.O. Box 1331
Warner Robins, GA 31099-1331
Revised April 16, 2001
Table of Contents
Article II. Aims and Purposes
*Article III. Emblem
*Section 1. National Emblem
*Section 2. Local Emblem
*Article IV. Composition and Nature
*Article V. Membership
*Section 1. Individual Membership
*Section 2. Honorary Membership
*Section 3. Powers
*Section 4. Change of Residence
*Article VI. Organizational Requirements
*Article VII. Annual Dues
*Section 1. Association Dues
*Section 2. Chapter Dues
*Article VIII. Fiscal Responsibility
*Section 1. Fiscal Year
*Section 2. Financial Authority
*Article IX. Officers and Directors
*Section 1. Officers
*Section 2. Elected Officers
*Section 3. Appointed Officers
*Section 4. Directors
*Section 5. Chapter Advisor
*Section 6. Vacancies
*Article X. Board of Directors Operations
*Section 1. Powers
*Section 2. Meetings
*Section 3. Quorum
*Article XI. Duties of Officers
*Section 1. President
*Section 2. Vice-President
*Section 3. Secretary
*Section 4. Treasurer
*Article XII. Chapter Meetings
*Section 1. Regular Meetings (Monthly Membership Meetings)
*Section 2. Special Membership Meetings
*Section 3. Notification of Meetings
*Section 4. Voting
*Section 5. Quorum
*
Article XIII. Standing Committees and Special Committees
*Section 1. General
*Section 2. Operating Procedures
*Section 3. Meetings
*Section 4. Reports
*Section 5. Removal
*Section 6. Appropriations
*Article XIV. Authorized Standing Committees
*Section 1. Authorized Standing Committees
*Section 2. Awards Committee
*Section 3. Constitution and By-Laws Committee
*Section 4. Educational Foundation Committee
*Section 5. Finance Committee
*Section 6. Historical Committee
*Section 7. Membership Committee
*Section 8. Museum Liaison
*Section 9. Nominating Committee
*Section 10. Programs Committee
*Section 11. Publicity/Chapter Awareness Committee
*Section 12. Social Affairs Committee
*Section 13. Symposium Committee
*Article XV. Amendments
*Article XVI. Dissolution of the Chapter
*Article XVII. Conformity
*Article XVIII. Effective Date
*Section 1. Local Approval
*Section 2. National Approval
*Constitution and By-Laws
The name of this Chapter shall be "The Dixie Crow Chapter of the Association of Old Crows." The chapter is sanctioned by the international Association of Old Crows, and all chapter constitution and by-laws are specifically reviewed and approved by that sanctioning organization.
The Dixie Crow Chapter of the Association of Old Crows is formed to provide an organization for individuals who, having a common interest in Electronic Warfare (EW), Information Warfare (IW), and Information Superiority (IS); wish to foster and preserve the art, to promote the exchange of ideas and information, to recognize advances and contributions, to document the history, and to commemorate fittingly the memory of fellow Crows.
The National Emblem of the Association of Old Crows is determined by the National Board of Directors.
The Local Emblem of the Dixie Crow Chapter is determined by the local Board of Directors (BoD).
Article IV. Composition and Nature
The Dixie Crow Chapter shall be civilian in nature and shall not be used for the dissemination of partisan principles, nor for the promotion of the candidacy of any person seeking public office, or for promotion of any commercial enterprise.
The Dixie Crow Chapter conducts a number of its activities on Robins AFB only with the written consent of the installation commander, presently delegated to 78th ABW/CC. These activities, such as the monthly public membership meeting, are conducted on base to accommodate the large number of base employee membership, and in acknowledgement of the close relationship of the Chapter goals to the directly related missions being performed by Robins AFB organizations.
Section 1. Individual Membership
Membership classification shall be in accordance with the National Association of Old Crows By-Laws and Constitution.
Section 2. Honorary Membership
Subject to the requirements and procedures pertaining thereto, which from time to time may be adopted by the National Association, Honorary Membership shall be awarded at the discretion of the Chapter BoD, and National AOC being final approval authority.
The powers of individual members shall be in accordance with the National Association of Old Crows By-Laws and Constitution.
Section 4. Change of Residence
The National Association of Old Crows assigns members to the individual chapters according to the members geographic area by using the zip code.
Article VI. Organizational Requirements
The Chapter shall be affiliated with the Regional and National Association of Old Crows (AOC), with each member accredited to the National Association. The Chapter shall be composed of ten (10) or more Regular Members.
The AOC dues shall be payable to the AOC. Membership in the AOC is required in order to be a member of this Chapter. Annual Dues to the AOC include a subscription to the AOC’s monthly publication, The Journal of Electronic Defense (JED).
Each Chapter may levy annual Chapter Membership Dues not to exceed ½ AOC annual Membership Dues. The Dixie Crow Chapter has no local dues, but reserves the right to assess local dues, should the membership deem such action necessary.
Article VIII. Fiscal Responsibility
The Fiscal Year (FY) of the Dixie Crow Chapter shall commence on 1 July and terminate the following year on 30 June. The BoD Meeting held in May will discuss the budget requirements for the upcoming year. The budget will be approved in June.
Section 2. Financial Authority
The BoD will vote on specific monetary matters until such time as the budget for the next fiscal year has been approved. The President, Vice-President, and Treasurer have authority to sign checks on the regular Dixie Crow Chapter checking account. The President, Treasurer, and Symposium Chair have authority to sign checks on the Dixie Crow Symposium checking account. The President, Treasurer and Educational Foundation Chair have authority to sign checks on the Educational Foundation checking account.
Article IX. Officers and Directors
The Officers of the Chapter shall be President, Vice-President, Secretary and Treasurer.
The President is the only elected officer of the Chapter. The President shall be elected by the membership of the Chapter to serve for a period of two years and thereafter until the successor is duly chosen. No person may be elected to the office of President for more than two (2) consecutive terms.
The Vice-President, Secretary, and Treasurer shall be appointed by the elected President. The appointments shall be made from among the elected Directors of the Chapter and they shall serve for a period of one (1) year and thereafter until their successors have been chosen.
There shall be a total of ten (10) Directors of the Dixie Crow Chapter. The President shall appoint one Director for a one-year term. Nine (9) Directors shall be elected for a period of three (3) years each, and each for no more than two (2) consecutive terms. One- third (1/3), or a total of three (3) of the three year term Directors, shall be elected each year.
Additionally, the Past President and the National AOC Regional Director shall serve as ex-officio members of the BoD. These two members do not have voting power.
The Director or his appointee within the Electronic Warfare Product Directorate shall serve as Advisor to the Dixie Crow Chapter. The Chapter Advisor is not a voting member of the BoD.
Vacancies shall be filled by appointment of the President. The Vice President will assume the duties of President in the absence of the elected President and serve until the next scheduled annual election.
Article X. Board of Directors Operations
Between meetings, the administrative power of the Chapter shall be vested in the Board of Directors (BOD). In addition to such powers as are specifically conferred upon by the Constitution or by any other By-Law, the BoD shall be responsible for the general management of the affairs of the Chapter and may make such regulations as it deems advisable, not inconsistent with the Constitution and By-Laws. The Chapter Secretary shall keep a written record of its proceedings and shall make a written report of the Chapter’s activities.
The Chapter BoD shall meet each month. Special BoD meetings may be held upon reasonable notice at the call of the President. In addition, the Secretary shall call a special meeting upon written request from two (2) or more members of the Chapter BoD. All meetings and their proceedings are open to the general membership.
A majority of the voting members of the BoD shall constitute a quorum, specifically six (6) BoD members constitutes a quorum.
Absent members may have their vote recorded on matters provided the vote in writing of such absent members as to said matters is received by the Secretary of the Chapter prior to the meeting.
Article XI. Duties of Officers
The President shall exercise the powers and perform the duties assigned to this office by the Constitution and By-Laws and be the Chief Executive Officer of the Chapter, and as such (subject to the Constitution and By-Laws) shall generally supervise the management of chapter affairs. The President shall have full power to enforce the provisions of the Constitution and By-Laws, and the will of the National Association and Chapter Membership. The President shall preside at the Chapter Meetings and shall be chairperson of the Chapter BoD. The President shall appoint all necessary committees and shall perform such other duties as are usually incident to the Office. The President shall also be a member of the Regional Executive Committee. The President shall be responsible for the daily mail activities of the Chapter.
The Vice-President shall perform such duties as may be assigned to him by the President or by the Chapter BoD, within the terms of the Constitution and By-Laws, and shall perform such other duties as are usually incident to the Office. The Vice-President shall discharge the duties of the President whenever, at the discretion of the BoD, the disability or absence of the President makes service advisable. The Vice-President shall be appointed by the President from the current elected BoD.
The Secretary shall keep a record of the proceedings of all meetings of the Chapter BoD and of all other matters of which a record shall be ordered by the Chapter BoD. The Secretary shall be responsible for overseeing the production, editing, and distribution of the monthly newsletter, Dixie Doodles, in both paper and electronic format. The Secretary shall perform such other duties as may, from time to time, be assigned to the Secretary by the President.
The Chapter Treasurer shall conduct and disburse all funds of the Chapter and be custodian of such funds. The Treasurer shall keep regular accounts in books belonging to the Chapter, which shall be open to inspection by any member of the Chapter BoD. The Treasurer shall submit monthly reports on the condition of the Treasury to the Chapter BoD, tracking budgeted incomes and expenses with actual incomes and expenses by line item. The Treasurer shall perform such other duties as may be assigned to the Treasurer by the Constitution and By-Laws of the Chapter, or which are usually incident to the Office.
Section 1. Regular Meetings (Monthly Membership Meetings)
The Chapter shall meet on the dates and locations established by the President. The Dixie Crow Chapter normally meets on the fourth Thursday of the month at appropriate facilities.
Section 2. Special Membership Meetings
The Chapter shall meet in special session upon the call of the President, acting under authority granted by a majority of the Chapter BoD.
Section 3. Notification of Meetings
Notification of meetings shall be by public announcement to area news media or mailed announcement prior to the meeting date. Notification is usually provided via the Monthly Newsletter.
Each Regular Member of the Dixie Crow Chapter shall be entitled to one (1) vote in all proceedings.
Those Regular Members present at duly announced meetings shall constitute a quorum of the general membership.
Article XIII. Standing Committees and Special Committees
Standing Committees are permanent in that they remain in existence from year to year. Special Committees are temporary in that they shall be authorized for a specific purpose, and upon completion of that purpose, shall be dissolved. All Committee Chair shall be members of the BoD, appointed by the President annually. Other members of the committee are selected by the Chair from the general membership.
Section 2. Operating Procedures
Each committee shall prepare (or revise, if necessary) an operating procedure by which its affairs will be conducted. This new or revised procedure will be presented to the BoD for approval. These procedures will be passed along to the next committee chair and thereby provide a measure of continuity in the administration of the chapter’s affairs.
Each Standing Committee and Special Committee shall hold meetings at such times as may be specified, after due notice to its members, by its Chair, by the Chapter President, by a BoD member, or upon written request of a majority of its members.
Each Standing Committee and Special Committee shall keep a record of its proceedings and shall report on its activities at regular BoD meetings or such other times as may be required by the BoD. Committee chair shall issue minutes of committee proceedings or present oral reports to the BoD and have their proceedings recorded in the monthly BoD Minutes.
Any member of a Standing Committee and Special Committee may be removed from office by the Committee Chairperson with the concurrence of the President, or by written request of two-thirds (2/3) of the members of the committee.
The Chairperson of each committee shall submit a budget request at the April BoD meeting for appropriation of funds for the next FY for the work of such committee. No committee shall have authority to incur any indebtedness or pecuniary obligation for which the Chapter shall be responsible except to the extent authorized by the approved budget as may be amended by the BoD.
Article XIV. Authorized Standing Committees
Section 1. Authorized Standing Committees
The authorized Standing Committees of the Dixie Crow Chapter shall be as follows:
The purpose of the Awards Committee is to insure a program to recognize outstanding individuals in the support of activities. This committee shall be responsible for preparing any nomination for National Association of Old Crow awards and administering the local Dixie Crow Awards Program, with awards presented as necessary.
Section 3. Constitution and By-Laws Committee
The purpose of the Constitution and By-Laws Committee shall be to ensure the Constitution and By-Laws of the Dixie Crow Chapter remain updated in accordance with the Constitution and By-Laws of the Association of Old Crows.
Section 4. Educational Foundation Committee
The local chapter Educational Foundation Committee is established in accordance with the National AOC Policy and Procedure Manual, Educational Foundation Procedure (FP) 1-1 and 1-2 and is therefore structured differently than the other Standing Committees of the Dixie Crow Chapter.
The purpose of the Educational Foundation Committee is to administer the scholarship program of the Dixie Crow Chapter. The Educational Foundation shall meet quarterly in conjunction with a BoD meeting.
The purpose of the Finance Committee shall be to manage Dixie Crow Chapter funds, with approval of the BoD. The Finance Committee shall be comprised of, at a minimum, the Dixie Crow Treasurer and President. The Finance Committee shall assist the Treasurer with the preparation of the annual budget for submission to the BoD no later than the May BoD meeting. Committee Chairs are to provide inputs to the budget by the April BoD meeting. Other responsibilities of the Finance Committee are to track budgeted expenses and provide monthly reports to the BoD.
Section 6. Historical Committee
The purpose of the Historical Committee is to document the activities of the Chapter on an annual basis, so that an accurate archive of organizational activities exists.
Section 7. Membership Committee
The purpose of the Membership Committee is to increase the membership of the Dixie Crow Chapter. The Membership Committee shall also be responsible for maintaining an accurate list of members, recruiters and their new members, and to provide membership mailing information for the Newsletter.
The purpose of the Museum Liaison is to represent the Dixie Crow interests in meetings with the Museum of Aviation regarding the Electronic Warfare exhibit.
Section 9. Nominating Committee
The Nominating Committee shall be comprised of at least three (3) members in good standing of the Dixie Crow Chapter who are not up for election or re-election to any office. The President will assign the Chair from the non-voting members of the BoD or those BoD members who are not eligible for re-election, and the Chairperson will select the other committee members.
a) Nominations. The Nominating Committee shall be responsible for identifying a list of nominees for President and the BoD, and presenting the list of nominees to the BoD for approval at the January BoD meeting. At the January Membership Meeting, nominations from the floor will be requested from the general membership. Any member may nominate another member for any positions upon which election is to be held.
b) Elections. An election shall be conducted by secret ballot mailed to the membership in the February Newsletter. The ballots shall be due prior to the scheduled BoD meeting for March. The Nominating Committee shall count the ballots and present the results at the March BoD meeting. The President is responsible for notifying all nominees of the results, contacting the losers first. Newly elected President and BoD members will be installed at the Symposium Banquet.
c) Disclosure. The BoD will not discuss the results of the election with anyone until the day following the Board Meeting where the results of the election were presented for approval.
Section 10. Programs Committee
The purpose of the Programs Committee is to plan and execute programs of interest to the membership for the monthly membership meetings.
Section 11. Publicity/Chapter Awareness Committee
The purpose of the Publicity/ Chapter Awareness Committee is to explore opportunities within the local community to advance the community’s awareness of the Dixie Crow Chapter and the Association of Old Crows. This committee will be responsible for publication of all newsworthy articles and shall be responsible for preparing the request for Association of Old Crows Chapter Awareness funds.
Section 12. Social Affairs Committee
The purpose of the Social Affairs Committee shall be planning social activities of interest to the membership.
Section 13. Symposium Committee
The purpose of the Symposium Committee is to plan the Annual Technical Symposium. The Symposium is held to create a forum for discussion of AOC issues. The Symposium is the major fund raising activity for the Dixie Crow Chapter.
This Constitution may be amended by a two-thirds (2/3) vote of the regular membership of the Chapter who are present, provided such notice of the proposed amendment shall have been given by the Secretary to members at least thirty (30) days before the amendment is offered for final adoption. The Constitution may be amended without notice only by the unanimous vote of the Chapter’s regular membership present at the meeting at which the proposed amendment is offered for adoption. This Constitution and Bylaws of the Chapter, and all amendments thereto, are subject to review and approval by the Constitution Committee of the National Association and are inoperative until such review and approval have been attained.
Article XVI. Dissolution of the Chapter
In event the Dixie Crow Chapter dissolves, after all the outstanding debts have been cleared, any remaining funds will be transferred to the Educational Foundation checking account for final disbursement of Dixie Crow Scholarships.
The provisions of this Constitution and By-laws shall be subject to the Constitution and By-laws of the National Association, as presently provided for as the same might hereafter be amended. In the event of any inconsistencies between the provisions of this Constitution and By-Laws and the Constitution and By-Laws of the National Association, then the provisions of the Constitution and By-Laws of the National Association shall govern and prevail.
This Constitution of the Chapter was approved by the Board of Directors on
April 16, 2001
This Constitution of the Chapter was approved by the regular membership on
April 26, 2001
Local Membership Approval Date
This Constitution of the Chapter was reviewed and approved by the Constitution
Committee of the National Association of Old Crow
July 2001
Constitution Committee of the National Association of Old Crows Approval Date