HCVVO BY LAWS PAGE 2

SECTION IV: DUTIES OF THE BOARD OF DIRECTORS

President

a. The President shall preside over all meetings of the Board of Directors and the membership.
b. The President shall preside over the daily functions of the organization in conjunction with the Board of Directors and the membership.
c. In the event that a quorum of the Board of Directors cannot be obtained in regards to daily functions of the organization, or when events or circumstances beyond the control of the President occur, the President shall have the authority to act on behalf of the organization.
d. The President shall be responsible for appointing Annual Reunion Committee Chairpersons and a By-Laws Committee within thirty (30) days of assuming office.
e. The By-Laws Committee appointed shall remain active and in effect until the term of the President expires. The By-Laws Committee will meet the first quarter of each year only (Jan.-March) to consider amendment proposals; unless otherwise authorized by the Board to meet beyond the scheduled times. The By-Laws Committee shall consist of the Chaplain, 2 additional Board members, 2 non-officers who are members in good standing of the organization, and the Recording Secretary.

The Annual Reunion Committees shall consist of the following:

i. West Gate

North Gate
Beer Barn
T-Shirt Barn

v. Wood

Food Vendor
Retail Vendor
Water Brigade
Security
Entertainment/Stage

Golf Cart Rental
Garbage Collection
Camping
Fundraising
HCVVO Kitchen
Communications
Fire Brigade

All committee chairpersons have the authority to delegate responsibilities to committee members and shall perform their duties accordingly.

Vice-President

a. The Vice-President shall assist the President, and in the absence of or incapacity of the President, shall perform the specified duties of the President.

The Financial Secretary

a. The Financial Secretary shall be the custodian of all funds of the organization, shall account for all receipts and disbursement of funds, shall maintain a listing of all charge accounts, prepare and keep current those listings including who has authority to make charges on those accounts, shall maintain all financial records and shall prepare all financial reports for the Organization.
b. The Financial Secretary shall prepare and present a monthly financial report to the membership at the monthly membership meeting.
c. The Financial Secretary shall call a meeting for a quarterly audit to be conducted by the trustees. Audit results will be presented at the next general membership meeting.
d. The fiscal year for the organization shall run from the first day of February to the last day of January.

Judge Advocate

a. The Judge Advocate shall investigate any alleged incidents of violation of the By-Laws of the organization brought before him/her by the Trustees for consideration and has the authority to attempt to arbitrate a settlement between the parties involved in the alleged incident.
b. The Judge Advocate shall have the authority to appoint an Assistant Judge Advocate to assist him/her in addressing any issues brought before the Judge Advocate for consideration.

Recording Secretary

Sergeant-At-Arms

a .The Sergeant-At-Arms shall assist the president in maintaining order at all meetings and record attendance at all meetings.
7.    Trustees:
a. The Trustees shall assist in running the organization, shall be responsible for the first hearing of any petitions filed in regards to violations of the organization's By-Laws, and shall help with the maintenance of and/or upkeep of any property(s) of the organization.
b.    At least one Trustee must be present on site during any rental event on the property.
c.    The elected Trustee with the highest number of votes for a trustee's position of the Board of Directors shall have the opportunity to accept or reject the position as Head Trustee. If the choice of preference is rejection, then the elected Trustee with the next highest recorded number of votes shall be made an offer to accept the position.

Chaplain:

a. The Chaplain shall provide spiritual guidance for the organization and shall lead the opening prayer at all meetings at which the Chaplain is in attendance.

Duties of the POW/MIA Representative:

a. The POW/MIA Representative shall represent the organization in all matters pertaining to POW/MIA affairs, shall pursue all information on such issues and shall report such information to the organization.

Duties of the Veterans Affairs Representative:

a. The Veterans Affairs Representative shall represent the organization in all matters pertaining to Veterans Affairs, shall pursue all information on such issues and shall report information to the organization.

SECTION V: ELECTIONS
1.       An election committee shall be formed which shall consist of a Chairperson nominated and approved by the general membership, the Sergeant-At-Arms of HCVVO, and at least two members in good standing of the organization nominated and approved by the general membership at the membership meeting in August of the election year.
2.      The election committee shall oversee the election, shall review and verify all documentation required to accept a nomination for a position on the Board of Directors of the organization, and be responsible for counting and recording all vote ballots.
3.   The election committee shall prepare a report documenting the election results and post for the membership. Results of the election are to be filed in permanent records in the office.
4.   Election of the officers of the organization shall be held biennially on the first Saturday meeting in October.
5.   Nomination of officers shall be held twice in September on dates to be determined by the Board of Directors. Once nomination proceedings are opened, the President shall dispense with the transactions of business until nominations are complete. Once the nominations are officially closed, no other nominations shall be allowed. No nominations shall be taken at the biennial election occurring at the first membership meeting in October.
6.  To accept a nomination, a person must be present at one of the meetings when nominations are held.
7. A person may be nominated for more than one office, but cannot hold more than one office at any one time. At the final nomination meeting, a person with multiple nominations must accept or decline the nomination for a specific office before the close of nominations for that office.
8. Newly elected officers shall take office with the opening of the next scheduled meeting of the Board of Directors.

SECTION VI: VOTER ELIGIBILITY
The following requirements must be met by each person eligible to vote in any biennial election of officers:
1. The person must be a member and must be eighteen (18) years of age.
2. The person must be a member in good standing with the organization – herein defined as follows:
  a. If already a member, the member’s renewal dues must be paid and approved by the Board of Directors before or at their meeting in the month that the person’s membership is to expire.
b. If a new member, the member's dues must be paid and approved by the Board of Directors before or at their last meeting in July of the election year. In order to vote, membership must be approved by Board of Directors and membership on or before the August membership meeting during the election year.
c. The member has abided by and continues to abide by the By-Laws.