SECTION VIII: FILLING OF OFFICERS VACANCY
1. Any replacement of officers, except president and vice-president, are to be filled by a 2/3 majority vote, of a quorum of the Board of Directors.
2. If a board member/officer is unable to perform their duties temporarily due to illness, surgery, or other disability, then that person shall be granted a temporary leave of absence by the Board of Directors, who shall appoint an individual pro-tem to fulfill the duties of an organization officer, with the exception of the position of President. In the event the President requests and is approved for a leave of absence, the Vice-president shall fulfill the responsibilities of the President until the President can resume those responsibilities.
3. If a board member/officer resigns, quits, or otherwise fails to fulfill their duties as outlined in the By-Laws in any situation other than with assigned leave of absence, then that individual will not be reinstated to said position during the time period in which they were elected to that position and will not be eligible to accept a nomination for any officer’s position during the first biennial election following the time period in which they were elected and "resigned/quit."
SECTION IX: OFFICER ELIGIBILITY
All positions of the Board of Directors, with the exception of the past/prior President, shall be open for nomination.
To seek an office/Board position within HCVVO, the following requirements must be met:
1. If the membership of an individual is revoked, or the individual is placed on probation for a violation of the stated offenses of the organization's By-Laws, if/when the membership is reinstated and/or the suspension is lifted, then said individual may not be appointed to a position on the Board of Officers of the organization for a period of time up to AND including the next biennial election.
2. The person must be a member, must be at least eighteen (18) years of age and be bondable under HCVVO’s insurance policy.
3. The person must be a member in good standing of the organization and must attend at least 50% ( 6 out of 12) of the membership meetings beginning September 1 through August 31 of the year immediately prior to the biennial elections and thereafter to accept nomination for a position on the Board of Directors of the organization.
4. The office of President, Vice-President, and Head Trustee of the organization must be filled by "in theatre" combat zone veterans; with every effort made to fill these positions with combat zone Vietnam Veterans first.
5. "In theatre" shall be defined as being constituted by the official dates declared by the military for a designated conflict, campaign or war in a hostile territory. For example the government/military has identified the dates for service during the war in Vietnam as being between July 7, 1959 and May 7, 1975, or by other evidence such as a copy of service orders
6. The Board of Directors shall be made up of 70% veterans. The remaining 30% of the Board of Directors may be filled by associate members in good standing.
7. In the event that a 70% quota of veteran officers of the Board of Directors cannot be achieved by nomination and/or election, then the vacancy(s) will be filled by a 2/3 majority vote of a quorum of the incoming board by appointment on or before December 31st of the election year. During the time period in which the board is considering the appointment, the previously elected board member whose position is to be filled will continue to execute the duties of that position until the new appointment is made.
8. If a veteran, a DD-214 form must be submitted to the election committee or to the President to meet the requirements of maintaining a 70% quota of veterans. If a DD-214 form or other evidence as required by the Board of Directors of the organization is not turned in, the person’s name cannot be put on the election ballot. Proof of eligibility must be provided to the election committee at least 30 days prior to the membership meeting date scheduled for nomination of members to fill positions on the Board of Directors for the biennial election.
SECTION X: REMOVAL OF AN OFFICER
1. An officer can be removed from an official position with the Board of Directors with a 2/3 majority vote of a quorum of the Board in favor of removal.
2. If a board member fails to attend three consecutive board or membership meetings without being excused, this will constitute reason for removal.
ARTICLE V: BUSINESS AFFAIRS AND PROPERTY OF THE ORGANIZATION
The business affairs and property(s) of the organization shall be managed by the Board of Directors of the organization. The decision of the Board of Directors in regards to the business affairs and property of the Organization shall be considered the final say in such matters which need not be presented to the general membership for approval.
a. Receipts must be presented as documentations of expenditures.
b. All important (legal and other) documents of the organization shall be stored and/or kept in a secure location. Any member in good standing has the right to view records of the organization with a Board member present in the office on the grounds. No copies or duplicates of the organization’s records will be permitted, unless copies are required to conduct the daily affairs of the organization. .
c. Any finances and/or money taken in, in the absence of the Financial Secretary shall be placed in the drop box along with documentation as to the source of money taken in. (e.g. memberships, donations, etc.)
d. The Financial Secretary and Vice-President shall be responsible for recording and/or deposit of the funds in the drop-box at maximum every three (3) months.
ARTICLE VI: MEETINGS
SECTION I: TIMES, DATES AND REQUIREMENTS
1. HCVVO shall hold one meeting of the Board of officers on the first Saturday of each month at 10 A.M. and/or at such times as deemed necessary by the President of the organization ,or as deemed necessary by a 2/3 majority vote of a quorum of the Board of Directors.
2.HCVVO shall hold a membership meeting on the second Saturday of month at 10 A.M., or as or as deemed necessary by the President. The Board of Directors has the authority to temporarily suspend a membership meeting as deemed necessary for the benefit of members and/or the officers of the organization, provided notice of said temporary suspension is announced at a membership meeting.
3. Any Board member who is accused/implicated in a violation of the organization’s By-Laws or of offenses as listed in Section III, Violations of the By-Laws of HCVVO and Outline of Actions to be Taken, refer to Section 111, 2b.
4.The Board of Officers has authority to call a board meeting without the consent of the President of HCVVO in the event that the President is being investigated for a violation of the By-Laws as listed under “major offenses” and said violation requires the board members contact law enforcement personnel and file a legal complaint against the President. The President must be notified that other board members will be holding a meeting to address the specific and purported violation(s) of the By-Laws.
SECTION II: CONDUCT AND ENFORCEMENT OF THE BY-LAWS OF HCVVO AT MEMBERSHIP MEETINGS
1. A person who is not a member may be asked to leave the meetings at any time.
2. A non-member with questions or comments may be given five (5) minutes for questions or comments.
3. The President or Presiding Officer can call the meeting out of control and adjourned if the rules are not abided by.
4. The order of Business for all membership meetings shall follow parliamentary authority.
- Call to Order
- Pledge of Allegiance to the Flag
- Moment of Silence and/or prayer
- Roll Call of Officers
- Introduction of guests and new members
- New or Renewal of Memberships
- Reading of minutes from the previous meeting
- Report of the Financial Secretary
- Reading of Bills and other Communications
- Committee Reports
- Property(s) Reports
- Reunion Business
- Old Business
- New Business
SECTION III: VIOLATIONS OF THE BY-LAWS OF HCVVO AND OUTLINE OF ACTIONS TO BE TAKEN
- Violations shall consist of, but are not restricted to the following:
a. Minor offenses and Major offenses.
- Minor offenses will consist of the following:
i. Disrespect to any member/veteran and/or their spouse and children