BY-LAWS OF THE LEWISTON AUBURN VETERANS COUNCIL
ARTICLE 1 - NAME
The name of this organization shall be "Lewiston Auburn Veterans Council, Inc."
ARTICLE 2 – OBJECTIVE
The objective of this organization is to work in co-operation with all veteran organizations as to better ourselves as veterans within our communities. To encourage and promote veterans activities within our District, (Lewiston, Auburn, Durham, Greene, Lisbon, Minot, New Gloucester, Sabattus and Turner). To promote, sponsor and support the development and future growth of the Veterans Memorial Park in Lewiston.
ARTICLE 3 – MEMBERSHIP ~ APPLICATION
The membership in this organization is limited to all legally State registered veteran’s organizations and auxiliary units or veteran organizations within the Twin Cities of Lewiston Auburn and bordering towns only.
(Durham, Greene, Lisbon, Minot, New Gloucester, Sabattus and Turner)
ARTICLE 4 – OFFICERS
The officers of this organization shall be:
a. Chairman b. Vice-Chairman c. Treasurer d. Secretary
The Secretary and Treasurer may be the same person upon the Councils majority vote.
ARTICLE 5 - DUTIES OF OFFICERS
CHAIRMAN: Serves as moderator and oversees the Councils functions, & activities.
The chairman shall only vote to break a tie and can call special meetings at any time on a one week notice.
The duties of the chairman are as follows:
To open the session at the time at which the assembly is to meet, by taking the chair and calling the members to order;
To announce the business before the assembly in the order in which it is to be acted upon;
To recognize members entitled to the floor;
To state and to put to vote all questions which are regularly moved, or necessarily arise in the course of the meeting,
and to announce the result of the vote;
To protect the assembly from annoyance from evident frivolous or dilatory motions by refusing to recognize them;
To assist in the expediting of business in every way compatible with the rights of the members, as by allowing brief remarks when un-debatable motions are pending, if he thinks it advisable;
To restrain the members when engaged in debate, within the Roberts Rules of order;
To enforce on all occasions the observance of order and decorum among the members, deciding all questions of order unless when in doubt he prefers to submit the question for the decision of the assembly;
To inform the assembly, when necessary, or when referred to for the purpose, on a point of order or practice pertinent to pending business;
To authenticate, by his signature, when necessary, all the acts, orders, and proceedings of the assembly declaring its will and in all things obeying its commands.
VICE-CHAIRMAN: Shall replace the chairman in his or her absence and
is responsible
for ways and means of Fund Raising.
TREASURER: Will give a financial report at each and every meeting giving the:
a. Balance on hand at last report.
b. Amount received from all sources since last report.
c. Amount expended since last report.
d. Balance on hand.
e. Treasurer's report must show all receipts and disbursements in detail, including name of person or firm to whom check is issued and stating for what purpose.
f. The Treasurer shall give a copy of the report to all members
present and to the secretary to incorporate into the minutes.
g. The books shall be audited once a year by 3 Directors named by the Chairman.
All financial records, receipts, disbursements become the sole property of the
Lewiston Auburn Veterans Council and shall be returned to the Chairman upon
relinquishing the duties of Treasurer.
h. The treasurer shall always make an annual report.
i. Lewiston Auburn Veteran Council checks are to have two signatures. (Chairman/Treasurer) The Secretary will serve as a backup due to sickness, or absence.
j. (3) names are to be placed on the bank account. (Chairman/Treasurer/Secretary)
SECRETARY: The secretary is the recording officer of the council and the custodian of its records except such as are specifically assigned to others, such as the treasurer's books.
The Secretary shall keep the minutes of the meeting which should contain:
a. Names of the Council members.
b. Date and place of the meeting.
c. Time called to order:
d. Name of Presiding Officer.
e. Whether regular or special meeting. (If a special meeting, the purpose for
which it was called). The Secretary shall keep a register or roll call of
council members present and the organizations absent. He shall
notify officers, committees, and delegates of their appointment, and to furnish
committees with all papers referred to them.
f. Incorporate the Treasurer's report into the minutes.
g. All records of the minutes become the sole property of the Council and shall
be returned to the Chairman upon relinquishing the office.
h. The chairman shall be the only one responsible to authorize changes on the web page.
i. The secretary should keep on hand at every meeting a copy of the by-laws and rules of order.
j. The secretary shall send out proper notices of all called meetings, and of other meetings when necessary, and to conduct the correspondence of the council.
ARTICLE 6 – DIRECTORS
The Directors shall be named by their individual organization
commander and or auxiliary
president and are the only ones who have the right to vote. Alternates, when
they replace their Director, will have the same rights. The council advisor
shall also have the right to vote. The Directors shall elect a Chairman, Vice
Chairman, Treasurer and Secretary annually. They have to be a Post or Auxiliary
representative and
or a member of a registered veteran’s organization within the State
of Maine. A Director elected to one of the 4 officer positions, still have their
vote as a Director except the position of Chairman who has the right to vote
only when to break a tie. Nominations shall normally be held at the September
meeting. Nominations and elections to be held at the October meeting.
No Director, Representative or Alternate shall solicit DD-214 forms from individuals.
DD-214 forms must be kept confidential and are to be reviewed by the Secretary and two additional members appointed to the review committee.
( Chairman, and Treasurer )
ARTICLE 7 – MEETINGS
Officers and Directors shall meet on the first Thursday of
September, October, November,
March, April, and May. A quorum is 50% of the membership plus one. Special
meetings may be called at any time on one weeks’ notice by the Secretary.
ARTICLE 8 – AMENDMENTS
These By-Laws may be changed or amended at any regular meeting by a
majority vote of
the Directors.
ARTICLE 9 – REPRESENTATIVE FOR COLETTE MONUMENTS
The council shall vote to assign a Memorial Stone Committee consisting of three members in good standing with the Council.
POLICIES
A) The Commander and or President of each member organization shall provide the Chairman with a letter of intent to participate and nominate their choice of a Director and Alternate to represent their organization.
B) Annual assessment is 25.00 and will be paid prior to January 2nd of each year.
C) The Lewiston Auburn Veterans Council will notify the organization if it’s representative or alternate does not participate in three consecutive meetings between September and May.
The council shall request that the representative be replaced.
D) No persons shall be a Director or Alternate from more than one registered organization.
E) No Officer or Director shall receive remuneration except the Chairman and Treasurer who shall receive reimbursement for any expense incurred in the execution of their office except expenditures over $100.00.
F) Expenditures over $100.00 need approval from the council members at a meeting or special meeting with the exceptions of regular office supplies and flags for the park.
G) The appropriate voice of the Lewiston Auburn Veterans Council shall be the Chairman only.
H) This organization shall be responsible to organize all the different veteran activities such as; Flag Day, Memorial Day, Veteran's Day, Parades and Park Ceremonies, etc.
I) This organization will operate and function under Title 13B, Maine Revised Statutes and follow Roberts Rules of Order.
PRIVACY POLICY:
The Lewiston Auburn Veterans Council is committed to providing the veterans who submit DD-214’s with the respect and protection of their personal privacy choices and concerns. After veterans are verified the Council will shred the copy of the DD-214.
If any newspaper article mentions the application process for veterans to have their names placed on a stone the article must state that the application along with the DD-214 be sent to the Lewiston Auburn Veterans Council Secretary only.
These By-Laws and Policies were approved at the meeting of the Directors on November 18th, 1997, amended at the meeting of September 2nd, 1999, March 4th, 2004 and September 1st 2005 and the final draft on March 6th, 2008