NATIONAL GUARD ASSOCIATION OF MARYLAND, INC.
BY LAWS
APRIL 2007
ARTICLE I – DUTIES AND POWERS OF THE OFFICERS.
SECTION 1: THE PRESIDENT:
SECTION 2: EXECUTIVE VICE PRESIDENT:…………………………………...2
SECTION 3: FIRST VICE PRESIDENT:
SECTION 4: SECOND VICE-PRESIDENT:
SECTION 5: IMMEDIATE PAST PRESIDENT:
SECTION 6: SECRETARY:
SECTION 7: EXECUTIVE DIRECTOR:
SECTION 8: TREASURER:
ARTICLE II – EXECUTIVE COUNCIL
SECTION 1: COMPOSITION:
SECTION 2: POWERS OF THE EXECUTIVE COUNCIL
ARTICLE III – COMMITTEES
SECTION 1: STANDING COMMITTEES:
(a) The Membership Committee –
(b) The Resolutions Committee -
(c) The Publicity and Public Relations Committee -
(d) The Arrangements Committee -
(e) The Nominating Committee -
(f) The Continuity Committee -
(g) The Auditing Committee –
(h) Awards Committee -
(i) Scholarship Committee -
(j) Business Development Committee -
ARTICLE IV – DUES
SECTION 1: DUES STRUCTURE:
ARTICLE V – ORDER OF BUSINESS
ARTICLE VI – EXECUTIVE COUNCIL REPRESENTATION..
SECTION 1: DEFINITION OF ORGANIZATION:
SECTOIN 2: NUMBER OF REPRESENTATIVES:
SECTION 3: ANNOUNCEMENTS OF AUTHORIZED MEMBERS:
ARTICLE VII – AMENDMENTS
- Shall preside at the Annual Conference and at all Special Conferences of the Association and shall serve as Chairperson of the Executive Council;
- Is charged with the direction and administration of all affairs pertaining to the Association;
- Shall from time to time call meetings of the Executive Council;
- Shall appoint all standing and special committees and name the Chairpersons thereof;
- Shall be a member ex officio of all committees except the Nominating Committee;
- Shall be responsible for the location and operations of the headquarters office of the Association, subject to the approval of the Executive Council;
- Shall have the authority to approve incidental expenses for the Association, not to exceed two hundred fifty dollars, as may be necessary;
- Shall appoint a Chaplain and assign such duties as the President deems necessary;
- Shall direct the preparation of the annual report and shall present said report at the Annual conferences; and
- Shall be empowered to co-sign checks;
- Shall be authorized to hire an Administrative Assistant at a salary to be voted on at the annual meeting of the organization.
- Definition: The Executive Vice President may be of either service, i.e., Army or Air, and shall be known as the Executive Vice President.
- The Executive Vice President shall perform the duties of the President during the absence or disability of the President. In case of death, resignation or removal of the President, the Executive Vice President shall become the President of the Association for the remainder of the unexpired President’s term.
- The office of President is not limited to term limits.
SECTION 3: FIRST VICE PRESIDENT:
- Definition: The Vice-President of the service, i.e., Army or Air, other than the service of the incumbent President shall be known as the First Vice-President.
- The First Vice-President shall perform the duties of the President during the absence or disability of the President. In case of death, resignation or removal of the President the First Vice-President shall become the President of the Association for the remainder of the unexpired President’s term.
- Definition: The Vice-President of the same service as that of the incumbent President shall be known as the Second Vice-President.
- The Second Vice-President shall perform the duties of the President during the absence or disability of the President and the First Vice-President. In the case of the death, resignation or removal of both the President and the First Vice-President, the Second Vice-President will become the President of the Association for the remainder of the unexpired term.
- The Second Vice-President shall serve as the Acting Executive Director of the Association until such time as an Executive Director is appointed by a vote of the Executive Council.
- Responsible for By-Law and Constitution updates and changes.
- On the election and qualification of a new President of the Association, the predecessor shall automatically become the Immediate Past-President.
- The Immediate Past-President shall serve as the Sergeant-at-Arms for the Annual Conference and any Special Conference/meetings.
- Definition: The Secretary shall serve as secretary of the Executive Council, to include the taking, printing and distribution of minutes of the Executive Council meetings, and will perform other duties as assigned by the President.
- Shall insure that all persons attending meetings/conferences have the proper credentials for voting.
- Shall be removed by a majority vote of the Executive Council. A successor Executive Director shall be appointed by the President and approved by the Executive Council.
- May be a paid position at the discretion of the Executive Council, at a salary determined by a unanimous vote of the Executive Council.
- The Executive Director shall be a member of the Executive Council without the privilege of vote.
- The Executive Director is assigned the following duties:
- Serve as the principal day-to-day manager of all Association activities. To include fiscal, budget, public relations, legislative, planning and management, all of which must be consistent with the policies of the president and Executive Council of NGAM.
- Monitor legislation in Washington and Annapolis. Evaluate legislation for its impact on the military forces and report findings to the Executive Council and general membership through the Association’s publications.
- In coordination with the Legislative Committee, initiate legislative proposals to be approved by the Executive Council.
- In coordination with the Legislative committee, prepare correspondence to the Executive Departments, individuals and committees of the Congress and State General Assembly to express the views of the Executive Council.
- May serve as a lobbyist for the Association. Employed or engaged for compensation by the Association to advocate the passage or defeat of legislation in Congress or in the General Assembly of Maryland.
- In coordination with the President and Executive Council, maintain contact with the Adjutant General of Maryland and the Military Department, State of Maryland, on the full range of matters relating to the operation and mission objectives of the Maryland National Guard.
- Responsible for assisting in research, writing and editing of the Association’s publications. Review service periodicals, legislative reports, NGAUS and EANGUS publications for source materials. Arrange for commercial printing and bulk mail requirements.
- Prepare narratives, editorials and specialized reports for Association publications. Assist the Publicity and Public Relations Committee in any manner necessary to ensure that input and printing suspense dates are met.
- Responsible for scheduling, notification, preparation of the business agenda and all logistics for regularly scheduled meetings of the Executive Council. Assists the Secretary in the printing and distribution of meeting minutes.
- Prepare the correspondence to NGAUS, NGB and NGEDA as needed, or when directed by the Association. Answers correspondence requiring a reply in a timely manner.
- Coordinate all aspects of the Association’s States Annual Conference with the appointed Conference Chairperson. Responsible for the selection of and extension of invitations to guest speakers, films, arrangements for special guests and for all facets of the conference business schedule. Prepare draft and final conference agendas for approval of the Executive Council.
- Provide assistance and guidance in the preparation of the Association’s budgets.
- Manage the collection of annual NGAM and NGAUS Membership dues. Solicit annual and life memberships through correspondence with commanders and retirees, and maintain appropriate mailing lists.
- Prepare and distribute correspondence for the NGAUS Conference to all invitees. Prepare and distribute itineraries and other conference materials to all attendees.
- Serve as the Delegation Secretary for the annual NGAUS General Conference. In this capacity, coordinates the selection of delegates, transportation requirements and dissemination of information about conference activities with the Adjutant General, his Staff and members of the Association. Coordinate lodging for the attendees. Procure military transportation for attendees, if available. Responsible for the effective functioning of the Association’s Hospitality Suite activities at the conference site.
- Monitor office supplies, forms, awards, presentation materials, and gifts, orders replacements as required. Coordinates with the appropriate committees on award actions.
- Monitor rosters of the Association officers, standing and special committees and Executive Council. Updates rosters not less than quarterly.
- Monitor and advise the Executive Council on the activities of other state National Guard associations.
- Attend meetings with other associations, NGAUS, NGEDA and EANGUS. Coordinates hotel selection and makes initial hotel deposit for upcoming NGAUS Conference during annual NGEDA meeting.
- Maintain the Executive Council meeting minutes, conference-approved resolutions and all documents necessary for the maintenance of a full set of documentation and historical records of the Association’s activities and programs.
- Coordinate with the Association Treasurer on the submission of income tax filings. Prepare and submit the Maryland Personal Property Tax filing by November 15th of each year.
- Work closely with the Treasurer and the Audit Committee/Agency during periodic or Association mandated audits of the Association Treasury.
- Attend scheduled meetings with the Insurance Carrier. Report back to the Executive Council on changes, highlights and pool status.
- Oversee operation of the Bookstore, and coordinates replenishment of NGAM products.
- Update NGAM Web Page in coordination with the Webmaster.
- Shall be a member of the Continuity Committee.
- Shall be empowered to co-sign checks.
- Perform other duties as may be established by the Executive Council and/or the President.
- Shall receive and receipt for and be custodian of all funds of any nature whatsoever due the Association and such contributions as may be made to it, and deposit same in the name of the Association in a State of Maryland chartered bank and/or Savings and Loan Association to be designated by the Executive Council. Said institution(s) shall be insured or regulated by an instrumentality of the United States Government;
- Shall cause to be paid all bills and claims against the Association when such bills and claims have been approved by the Executive Council and certified by the President or Executive Director of the Association;
- Shall insure that all withdrawals and claims against the Association accounts in excess of $2,500 are signed by two authorized officers;
- Shall furnish such bonds as may be required by the Executive Council, the premium of which shall be paid by the association;
- Shall insure that there is conducted an annual audit of the books and the finances of the Association by the Auditing Committee on a bi-annual basis, and on a change of treasurer, and that a report thereof is submitted at the Annual Conference;
- Shall place into the annual report of the Association a summary of the finances of the Association;
- Shall prepare a proposed annual budget for submission to the Executive Council at the first Executive Council meeting as delineated in Article 11, Section 2(h) of these by-laws; and
- Shall be empowered to co-sign checks.
ARTICLE II – EXECUTIVE COUNCIL
The Executive Council shall be composed of:
- the President
- The Executive Vice-President
- The Immediate Past-President
- The First Vice-President
- The Second Vice-President
- The Secretary
- The Treasurer
- The Executive Director
- Representatives from the organizations as established in Article VI, Section I of these by-laws.
- The Executive Council shall have power and authority to establish general policies of the Association.
- It shall control funds, financial obligations and property, consistent with the purposes of the Association under its Constitution and by-laws. Financial commitments, arrangements or contracts as shall be made for and on behalf of the Association by the Executive Council, shall be binding as the act and deed of the Association contracts shall be executed in the name of the Association and signed by the President of the Association and the Executive Director of the Association.
- The Executive Council may, if and when it deems it advisable, order an audit of the Association’s books and finances by a certified public accountant.
- The Executive Council shall have the authority to call a Special Conference of the Association by a majority vote of the entire Council.
- The Executive Council shall have authority to designate the time and place of the next Annual Conference and any Special Conference. In the event that any conference is for any reason postponed, the Executive Council shall then designate the time and place for the rescheduled conference and report such action immediately to the membership.
- If, during the term of office or a representative council member, the organization represented by the council member(s) is deactivated or loses its identity, the affected council member’s(s’) term will terminate concurrently with the date of the organizations deactivation or change.
- Any vacancy in any elective office of the Association with the exception of the Presidency shall be filled by two-thirds vote of the Executive Council, and such successor in office shall serve out the remainder of the unexpired term.
- The Executive Council shall meet, not earlier than thirty days, or later than forty-five days, after election and thereafter at the call of the President or upon the written demand of four members thereof. The Executive Director shall notify each member of the council at least ten days prior to each meeting.
Thee conformation, powers and duties of the Standing Committees shall be as follows:
Shall consist of one member from each of the organizations as established in Article VI, Section I of these by-laws. It shall take such action as may be authorized or approved by the Executive Council, to maintain the voting membership at the maximum, consistent with the Constitution and by-laws of the Association. The committee shall place into the annual report to the Annual Conference a summary of the membership of the Association and shall prepare such other reports as may be required by the President.
Shall consist of not less than five members of the Association and shall consider all resolutions presented and make its recommendations to the Annual Conference. Nothing contained in this section shall preclude the submission of resolutions from the floor at any annual or Special Conference. Resolutions must be presented in writing. The Committee shall also:
- Request the introduction of, and support legislation required to implement the policies of the Association;
- Provide Legislative Committees and members of the Legislature with information regarding national security and the Army and Air National Guard of Maryland and the National Guard of the United States;
- Monitor and oppose legislation detrimental to the purposes of the Association;
- Develop and recommend to the Executive Council the legislative policy of the Association; and
- Place a report in the annual report to the Association.
Shall consist of not less than three members of the Association and the Executive Director and shall perform such duties as are assigned by the President of the Association. It shall recommend to the Annual Conference the policies to promote understanding and goodwill between the Maryland National Guard and the public. It shall acquaint the members with policies and activities of the Association.
- Design and monitor the association web site
- Publish and distribute information to membership in regards to accomplishments and mission of the association.
- Submit report for inclusion in the annual report of the Association.
- Shall develop and submit budget requirements to Treasurer when directed.
Shall consist of not less than three members of the Association and shall make all arrangements for the Annual Conference, and Special Conferences and other events as prescribed by the President.
The Organizational Representatives to the Executive Council shall be the Nominating Committee. The Nominating Committee shall nominate candidates for each elective officer of the Association. The chairperson shall make an official written report to the President of the Association thirty days prior to the Annual Conference. At the Annual Conference, elections shall be made by secret written ballot with a majority vote being required for election. The Nominating Committee will tabulate all ballots.
Shall consist of two members of the Association who will be appointed by the President of the Association, one of these members will be the Executive Director of the Association. The Liaison Committee will coordinate interface with the Maryland Enlisted Association and perform such other activities as directed by the President of the Association. This committee will elect its own chairperson.
Shall be elected by the Executive Council at its first meeting after the Annual Conference. It shall consist of three members of the Association, who are not members of the Executive Council. The Auditing Committee will audit the financial records of the Association at least once per year and submit a report for inclusion in the annual report of the Association.
Shall consist of not less than three members of the Association appointed by the President. The Awards Committee shall:
- Develop criteria for the following awards to be awarded annually:
- Member of the Year Award
- 100% Membership Awards
- Award for those in the political sector that have been strong supporters of the Maryland National Guard.
- Determine recipient(s) of any awards by NGAM and/or NGAUS, based upon established criteria;
- Submit a report for inclusion in the annual report of the Association;
- Shall develop and submit budget requirements to Treasurer when directed.
Shall consist of not less than three members of the Association appointed by the President. The Scholarship Committee shall:
- Meet and determine the recipients of the associations scholarships based upon established criteria.
- Submit a report for inclusion in the annual report of the Association.
Shall be composed of not less than three (5) members to include the Executive Director and the Treasurer. The Business Development Committee will be responsible for management of association assets and ongoing business operations. In addition, the Business Development Committee will be responsible for the development of corporate membership and new business opportunities for the Association. The Business Development Committee will make recommendations to the Executive Council for approval.
The annual dues of the Association shall be based on the military rank and grade as follows:
- General Officers and Colonels (0-6/7/8/9/10) $30.00 per annum;
- Lieutenant Colonels, Majors and CWO (0-5, 0-4, W-4) $20.00 per annum;
- Captains, Lieutenants, CWO, WO (0-3, 0-2, 0-1, W-3, W-2, W-1) $10.00 per annum;
- Associate Membership $25.00 per annum;
- Active Life Membership $200.00;
- Associate Life Membership $50.00
Dues are payable not later than 30 September for the following fiscal year. The fiscal year shall run from 1 July thru 30 June.
Robert’s Rules of Order shall govern the order of business for any conference or meeting, subject to modification. The President of the Association shall be responsible for arranging the order of business and program for each conference or meeting.
Membership on the Executive Council of the Association, in addition to the officers of the Association as prescribed in Article V of the Constitution, shall consist of representative(s) from the following organizations and the Associate membership:
- Joint Forces Headquarters Maryland Army National Guard
- 58th Infantry Brigade Combat Team
- 58th Troop Command and subordinate units
- Maryland Air National Guard
- 29th Division Detachments
- 29th Combat Aviation Brigade
- Associate Membership (Army & Air)
- Company Grade (Army & Air)
- Warrant Officer
- 70th Regiment
- Maryland National Guard Enlisted Association (non-voting)
The following formula will be used to determine the number of representatives that each organization may elect to the Executive Council.
Number of Members in Good Standing in Each Organization / Number of Representatives
(a) Less than one hundred: 1
(b) One hundred to two hundred: 2
(c) Greater than two hundred: 3
At the Annual Conference, the Executive Council shall announce the number of representatives to be elected by each organization.
These by-laws may be amended by a majority vote of any Annual Conference or Special Conference. Proposed amendments to the by-laws shall be submitted in writing to the President of the Association at least 30 days prior to the date of the conference at which the proposed amendment(s) will be considered. The President shall provide for dissemination of the proposed amendment(s) to the membership prior to said conference Business Meeting.
