Women Veterans of America

Chapter #20

PO Box 121884

Nashville, TN 37212

Constitution and Bylaws of Women Veterans of America – Chapter 20

ARTICLE I -- NAME

Section 1. -- The name of this organization shall be Women Veterans of America (W.V.A.), Chapter # 20, in Nashville, TN.

ARTICLE II -- OBJECT

Section 1. -- The objects and purposes of this Chapter shall be:

To provide information and support to Women Veterans.

To establish a liaison between Women Veterans and proper governmental sources of help.

To focus on the health care needs of Women Veterans who use the Department of

Veterans Affairs Medical Centers.

To supply personal items necessary for the comfort of hospitalized female veterans.

Section 2. -- The WVA will adhere to the general rules set forth by the Volunteer Office of the Department of Veterans Affairs Medical Centers and to make our Volunteer Service one of excellence.

Section 3. -- The needs of female veterans shall be our primary concern; however, the WVA shall also be concerned with helping underprivileged women and children in our community.

ARTICLE III -- NATURE

Section 1. -- This is a civilian organization and membership therein does not affect or increase liability for military or police service. Rank does not exist in the Women Veterans of America; no member shall be addressed by her military or naval title in any meeting of the Chapter.

Section 2. -- This organization shall be absolutely non-political and non-partisan, and shall not be used for the dissemination of partisan principles or for the promotion of the candidacy of any person seeking public office or preferment. No candidate for nomination or election to, or no incumbent of any remunerative office in the Chapter; members of standing or special committees shall not be affected.

Section 3. -- Each member shall perform her full duty as a citizen according to her own conscience and understanding.

ARTICLE IV -- MEMBERSHIP

Section 1. -- Any female who served in the service of the military of the United States of America, the Allied Forces of the United States, Active Duty US Forces, The US Reserve Forces and she has not been dishonorably discharged or separated from such service, is eligible for membership in the Women Veterans of America. Proof of eligibility (DD Form 214 or the equivalent) shall be submitted and/or verified by one elected Officer and one member in good standing at the time of application for membership. If member submits any documentation with SSAN annotated, such document(s) will be shredded by an elected Officer and witnessed by one member of good standing.

Section 2. -- The membership year for members of the Women Veterans of America starts January 1st and ends on December 31st of the same year. Members are required to pay their annual dues prior to midnight on May 1^st; if their dues are not paid at this time, they are not a member in good standing and are not eligible to hold office or vote. New members who join and pay their dues in full from September through December will be considered a paid member through the next year. (E.g. Any new member paying dues from Sept. 2007 through Dec. 2007 is considered paid for years 2007 and 2008.)

Section 3. -- Meeting attendance:

a. All members must attend one (1) monthly meeting within six (6) months of acceptance unless living outside the range of 50 miles of the nearest local WVA Chapter. Those who are physically unable, can contact the organization for information and/or minutes of the monthly meetings. All membership applications shall be screened for eligibility.

b. If a member fails to attend at least one (1) monthly organization meeting six (6) months after acceptance into the Chapter, OR if any current member does not attend (1) monthly organization meeting within a 6 month time period, they will be considered a Member-at-Large (inactive member) and will not be counted to establish a quorum. A member can be returned to "active status" with the approval of the Executive Committee, OR by attending (1) monthly organization meeting. At that point, the 6 month period begins again.

Section 4. -- Associate membership is open to all individuals not otherwise qualified for regular membership and must be sponsored by a member in good standing. Associate members and members at large cannot vote or hold an elected office.

ARTICLE V -- OFFICERS

Section 1. -- The administration of the Chapter's affairs before its first election of officers will be conducted by officer(s) appointed from WVA National. The first officer(s) shall be the governing body of this WVA Chapter and will be known as the Constituting Committee. Until the election of new officers: Commander, Vice-Commander, Adjutant, Finance Officer and Judge Advocate, appointed officers shall serve for a term of no less than two (2) years.

Section 2. -- The elected officers of this chapter shall be a Commander, Vice Commander, Adjutant (Secretary), Finance Officer (Treasurer), Judge Advocate (Sgt at Arms), and Chaplain. The Chapter may elect or appoint such other officers or assistant officers as may be needed to operate the Chapter. Original Officers (Constituting Committee) and Past Commander(s) shall be known and serve as an Executive Committee to oversee the Chapter and ensure it is following WVA National Guidelines and Chapter bylaws.

Section 3. -- Nominations for elected office will be taken from the floor at the October and November meetings unless the Commander selects a nominating committee at least three months prior to the election of officers. If a nominating committee is established, all applicants must present their names to this committee in advance of the November meeting.

Section 4. -- Election of officers will be held annually at the November meeting and the elected officers will assume their duties at the first meeting of the next month. All documents and documentation being held by outgoing Officers will be turned over to the (new) incoming Officers, no later than the first business meeting of the Chapter following the election. All documents will be surrendered in their original form and at no expense to the Chapter and/or incoming officers.

Section 5. -- In the case of removal of the Commander from her office because of death, resignation, or inability to discharge the duties of her office, the same shall devolve upon the Vice-Commander. If in the case above both the Commander and the Vice-Commander, the duties of the office shall devolve upon the office of successive officers. The inability, whether she is sufficiently recovered to resume such duties, shall be determined by two-thirds (2/3) vote of the Executive Committee.

Section 6. -- Any officer missing four (4) meetings, without just cause, shall be brought before the Executive Committee for neglect of office.

Section 7. -- No officer will hold more than one (1) elected office at a time. In the event of resignation or disciplinary removal of an Officer, the slot will remain unfilled until the next election, unless the Commander and Executive Board deem it necessary to hold a Special Election to fill the Vacancy. A Special Election will follow the same rules of a general election with the exception of it being held out of normal sequence. This officer(s) tour of duty will expire at the normal election time.

ARTICLE VI -- COMMANDER

Section 1. -- It shall be the duty of the Commander to preside at all meetings of the Chapter and to prepare a program for future meetings, to be presented at the January meeting following her taking office.

ARTICLE VII -- VICE-COMMANDER

Section 1. -- The Vice-Commander shall have and may exercise such powers and duties as may be delegated to her from time to time by the Commander.

ARTICLE VIII -- ADJUTANT

Section 1. -- The Adjutant shall have charge of all papers and archives and property of the Women Veterans of America Chapter, except funds. She shall make and keep on file correct minutes of the Chapter and shall present a report of the transaction if requested. The Adjutant shall keep a roster of the members, together with such data regarding them as may be of interest to the Chapter. She shall receive and forward to the Membership Committee or Finance Officer (if no membership committee has been appointed) the applications for membership in the Chapter.

ARTICLE IX -- FINANCE OFFICER

Section 1. -- The Finance Officer (Treasurer) shall collect and receive all dues, and other funds. She shall be accountable therefore to the Executive Committee and to the Chapter. She shall keep proper books, records, and accounts which shall at all times be open for examination by the Executive Committee, by the Chapter, and by WVA National. A yearly summary of all financial reports shall be sent to WVA National Headquarters.

Section 2. -- No money shall be drawn from the treasury except for such purposes as approved by the Chapter or the Executive Committee.

Section 3. -- All accounts must have two signatures. The signatures should be as follows: the Finance Officer (Treasurer) and the Commander; OR the Commander’s designated representatives. This applies to the following Chapter accounts:

A) Checking

B) Savings

C) Safety deposit box, at the discretion of the individual Chapters.

Section 4. -- All accounts shall have Internet access, with access code given to the Financial Officer (Treasurer), and the Commander and/or her designated representative.

Section 5. -- Financial books will be present at every meeting and available for review to any member after the meeting has adjourned. If a discrepancy is noted it will be brought to the attention of the Commander as soon as possible in writing.

Section 6. -- An audit committee consisting of the Financial Officer (Treasurer), and two (2) members in good standing appointed by the Commander, will be completed a minimum of twice a year, (November and May). The month may be changed by the Commander, with approval from the membership.

Section 7. –- The audit:

a. An audit of the financial records will be completed prior to the December meeting; so all records can be turned over to elected officers. This will be accomplished by the outgoing Financial Officer, and two appointed members in good standing, and anyone else deemed necessary by the Commander and Executive Committee. If there is a problem it will be brought to the attention of the Commander and Sgt-at-Arms, in writing as soon as possible, 21 to 25 days after the election or prior to the next business meeting.

b. Any additional audits may be requested by any member in good standing. Upon request and vote of simple majority of members present the Commander will appoint two members of good standing, and the Financial Officer (Treasurer), to accomplish the audit. A time limit will be determined and agreed upon by Commander and Vice Commander. If discrepancies are found they will be reported to the Commander and Vice Commander immediately. The written audit will be published and the Commander and Vice Commander will determine if it should be distributed or just discussed, at the next scheduled meeting.

ARTICLE X -- JUDGE ADVOCATE (SERGEANT-AT-ARMS)

Section 1. -- The Sergeant-at-Arms shall lead the Pledge of Allegiance after the Commander calls the meeting to order; keep order at the meetings and shall enforce the laws of Robert's Rules of Order and perform such other duties as deemed necessary by the Commander.

ARTICLE XI -- CHAPLAIN

Section 1. --The duty of the Chaplain is to participate in the opening and closing ceremonies of each meeting with prayer.

Section 2. -- She shall be informed of any sickness or distress of any member or member’s family.

Section 3. -- She shall lead the members in a memorial service during the Convention/Conference and funerals.

Section 4. -- When a death has occurred among the members of the Chapter, it becomes the immediate duty of the Chapter chaplain to call on the bereaved family and offer words of sympathy and consolation, and the services of the Chapter, if so desired.

Section 5. -- The Chaplain shall perform other duties at the request of the Commander.

Section 6. -- The burial procedure:

Before the funeral: The Commander or Chaplain should assist in obtaining the Government flag and offer her assistance in obtaining death compensation and burial awards.
When requested to officiate: When the presence of the Chapter is requested, the Chaplain or the Commander should see either a member or friend of the family to learn of their wishes. Contact should also be made with the officiating clergy and the undertaker in order that there be no conflict in the program.
At the Services: If there is to be an honor guard of members, be sure they are on time.
Uniforms: Uniforms will be worn.
Chapel Service: Arrangements should be made in advance, with the undertaker, to reserve sufficient seats in front of the Chapel for members of the honor guard. Members should remain outside of the Chapel or anteroom, until immediately prior to the commencement of the services and then march in smart military formation in columns of two (2) and take seats reserved for them. After the service, members will lead out ahead of the casket and form at the door with the leader calling “attention/hand salute” at the appearance of the casket.
Graveside: Members will line up in columns of two (2) and leader will call “ATTENTION”; hand salute will be rendered as the casket approaches. When casket is placed, leader calls “2” for uniform dropping of salute. Hand salute shall be given again at the sounding of “Taps”.

ARTICLE XII -- MEMBERS UNIFORMS

Section 1. -- Hat: The hat shall be a Red Garrison Cap with the logo. Members may decorate hat with medals or insignia of military service and/or other related pins; e.g. WIMSA replica pin, Vietnam Women's Memorial Statue replica pin, P.O.W. pin, state emblem replica pins, Organizational replica pins, DAV, AL, VFW etc. The Garrison Cap is worn with complete uniform as listed in Section's 2 and 3 of Article XII and may be worn alone when not in uniform when performing WVA matters.

Section 2. -- Shirt or Blouse: It is recommended that members wear white shirt or white blouse with logo attached to the right sleeve of the shirt or blouse and the American Flag emblem attached to the left sleeve, two (2) finger widths from the shoulder. Military awarded medals, ribbons, and badges, if worn, will be above the left breast pocket or similar area if no pocket. US insignia and aiguillettes will not be worn on Class A or B uniforms. (This does not include the honor guard). The lapels of said shirt or blouse may display your service insignia. Optional: Navy [cross-over] necktie.

Section 3. -- Slacks or Skirts: Navy slacks or skirts are recommended for wear as part of the uniform.

Section 4. -- Shoes: comfortable shoes of Black or Navy (paten is recommended).

Section 5. -- Windbreakers: White Organizational windbreakers with logo on back may be worn anytime and as an option as an additional part of the uniform, and are not decorated with the exception of the Logo imprinted on back of jacket. Member's name may be embroidered on front left breast area.

Section 6. -- This above described Uniform is known as Class “B” and is worn for parades, funeral and burial services, and Chapter functions where uniform is needed or requested by the Commander.

Section 7. -- Class "A" uniform, recommended for formal occasions for Officers, shall consist of Organizational red garrison cap; white blazer, decorated only with the logo emblem on left breast pocket, with ribbons or medals optional; red blouse; navy slacks or skirts; and black or navy shoes. Optional: Navy (cross-over) necktie.

ARTICLE XIII -- DISCIPLINARY MATTERS

Section 1. -- The Disciplinary Committee shall have original jurisdiction over all disciplinary matters and procedures. The Disciplinary Committee will consist of elected officers and a member in good standing appointed by the Commander. Members shall be subject to discipline or expulsion from the Women Veterans of America only as in Articles I through X.

Section 2. -- Any individual may make charges against a member. They shall be in writing and shall be signed by the individual making such charges. Such charges shall specify with reasonable particularity the conduct of the accused upon which such charges are based and that the accused may be fully apprised of the nature of the charges made. The Disciplinary Committee shall examine all such charges and, if in the opinion of the majority of the Disciplinary Committee the charges do not set forth any conduct or action on the part of the accused which, if true, would constitute cause for discipline or expulsion from membership under the provision of the Articles I through X, or, if the Disciplinary Committee determines that under all circumstances, the charges are not justified, the Disciplinary Committee shall dismiss such charges on their own motion. If there is sufficient evidence to warrant a hearing, such hearing shall take place before the Disciplinary Committee.

Section 3. -- The Disciplinary Committee should address all charges within thirty (30) days of receipt of written charges. The Committee should make a decision as soon as possible following an investigation. If there is a delay in making a decision, a report should be made to all parties concerned within thirty (30) days.

Section 4. -- When charges are preferred against a member or officer, the accused shall not act as a member or as an officer unless and until such charges shall have been dismissed against her.

ARTICLE XIV -- MEETINGS

Section 1. -- Regular Chapter monthly meetings shall be held on the second Saturday of each month starting at 10am at a location announced at the previous meeting.

Section 2. --1/10th of total Chapter membership (not to include associate members and members at large) must be present to make a quorum to conduct business of a regular monthly meeting.

ARTICLE XV -- COMMITTEES

Section 1. -- The Commander shall designate and appoint the Chairperson of all committees with the exception of the Executive Committee.

Section 2. -- The Chairperson of each committee will give a report to the Commander at each monthly meeting.

ARTICLE XVI -- AMENDMENTS **

Section 1. -- The Bylaws may be amended at any regular monthly meeting by a vote of two-thirds of the members attending such meeting, provided that the proposed amendment shall have been submitted in writing to the Chapter, and read and/or distributed for discussion at one (1) regular monthly business meeting preceding the vote.

ARTICLE XVII -- DUES

Section 1. -- WVA National Headquarters sets Dues for all WVA Chapters. Each Chapter shall be responsible for dues that are due them. Of each member's annual dues, $3 will be sent to National, the balance of the annual dues goes into the Chapter's treasury. Those members who pay for life membership, 60% stays in the Chapter treasury and 40% is sent to National. [E.g. Annual dues of $15 - $3 of this goes to National Headquarters. Each Life Membership--$150 - 40% is $60--that is sent to National ($120 - 40% is $48) ($100 - 40% is $40).]

Section 2. -- Any fees incurred by the Chapter (i.e. returned checks, insufficient funds, etc.) will be assessed to the issuer of the check.

**Amendment(s) may be changed, but any proposed changes must be sent to WVA National Headquarters for review. WVA National has the right to accept or refuse any proposed changes. All proposed changes must meet Federal and Charter Requirements.

Revised 12-11-07