CONSTITUTION AND BYLAWS OF SERGEANT AUDIE MURPHY CLUB
USAREC CHAPTER

Article I – Organization Name and Purpose

Section 1: This organization shall be called the Sergeant Audie Murphy Club (SAMC), USAREC Chapter.

Section 2: The organization is established as a private organization under the provisions of DoD Instruction 1000.15, as further outlined in Army Regulation (AR) 210-22, October 2001, Private Organizations on Department of the Army Installations.

1. Programs and activities will not seek to deprive individuals of their civil right and will adhere to the Equal Opportunity guidelines as prescribed by AR 600-20 and federal regulations.

2. Activities will not be conducted in the name of the installation or any organization of the Army establishment.

3. The organization will not propagate extremist activities nor advocate violence against others or the government.

4. Activities will not conflict with authorized activities or non-appropriated funds.

5. The USAREC commander has the authority to enforce compliance.

6. The USAREC commander may revoke permission to operate at any time.

Section 3: Aims and Objectives

1. To promote greater recognition of the NCO Corps and perpetuate those Army and unit Traditions which contribute to Espirit de Corps and superior performance of duty.

2. To foster public understanding of and support to the Sergeant Audie Murphy Club.

3. To preserve and foster the spirit of fellowship among former, present, and future members of the Sergeant Audie Murphy Club by being an organization where they may unite in bonds of comradery.

4. To further Soldier’s knowledge in the areas of strategy, tactics, logistics, operations, and administration using the coach, teach, and mentor philosophy.

5. To foster respect and confidence between superiors and subordinates by teaching outstanding loyalty, discipline, professionalism, and caring.

6. Positively contribute to communities across the USAREC area of operations through community service and charity work.

Article II – General Provisions

Section 1: The organization is self-sustaining and receives no monetary assistance from the Army or from defined non-appropriated funds as provided in AR 215-1, September 2005, Morale, Welfare, and Recreation Activities and Non-appropriated fund Instrumentalities. Under AR 210-22, the organization’s use of facilities is incidental. If such use were to create a utility expense, the organization will reimburse such costs.

Section 2: The organization is, and shall be, a financially self-sustaining non-government organization incorporated or not, and constituted, established, and operated by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Government. The association is not established nor operated pursuant to authority vested in the Army or any official thereof.

Section 3: The organization shall neither knowingly permit the Army or a non-appropriated fund to assert claim to the organization’s assets, nor will not permit the Army or any non-appropriated fund to incur any obligations of the organization or on the organization’s behalf. Subject to state and federal business formation law, the individual members of the organization acknowledge that they may become personally liable for the obligation and debts of the organization. Accordingly, the organization will ensure sufficient bonding for its activities.

Article III – Functions/Activities and Operating Procedures

Section 1: The club will have an executive board of officers: President, Vice-President, Secretary, Treasurer, and Public Affairs Representative.

Section 2: The executive board functions as the primary positions required to conduct executive meetings. Members of the executive board are responsible for maintaining continuity of the SAMC and are required to attend all scheduled meetings. If they cannot attend, they are to notify the President or Vice President so their role in the meeting can be covered so that the monthly meeting can be conducted. They are the only positions that require a majority vote by members submitting a vote to hold their positions within the SAMC.

Section 3: The officers shall meet as determined by the President.

Section 4: The organization will supply the following on a routine basis (but no less than annually) to the USAREC commander’s designee, as required by the USAREC commander:

1. Minutes or summaries of organization meetings.

2. Any major changes in organization activities, membership requirements, officers, objectives, organization, constitution, bylaws, use of funds, and management functions.

3. Names, addresses, and phone numbers of officers.

4. A copy of any correspondence about applicability of Federal, State, or legal laws.

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Article IV – Membership

Section 1: Membership to the club is not mandatory but is highly encouraged. The majority of the membership will be composed of Department of Defense (DOD) personnel. Membership is open to all individuals who have been inducted in the Sergeant Audie Murphy Club. In accordance with TRADOC Reg 600-14 C2, requests for Soldiers who are not eligible for selection into the TRADOC SAMC to be inducted as honorary members in the TRADOC SAMC will no longer be accepted. Initial membership dues are $60 with the option to pay 5.00 per month for each subsequent year, with renewal fees to be paid in full by the anniversary of active membership. There will be a lifetime membership fee that can be paid at any time of $500. This will count as being current on dues for the remainder of that member’s tenure in the Chapter. No previously paid dues will be reimbursed.

1. To maintain active membership, individuals must be current on dues, and participate in one official chapter activity at least once a quarter. This includes mentoring, community service, ceremonies, and other activities that bring credit upon the Army and the SAMC.

2. The governing council has the authority to waive any portion of active membership for recognition purposes.

Section 2: The governing council may remove any member from the membership rolls for conduct unbecoming of a member, upon recommendation and majority vote. Membership roll will be notified by e-mail or telephone. Request for removal of a SAMC member will be submitted to TRADOC CSM for evaluation and final determination in accordance with TRADOC Reg. 600-14. Request must identify actions or causes for removal (e.g., DUI, UCMJ, or violation of integrity).

Section 3: All members are required to read these bylaws and acknowledge the members’ understanding of all provisions, to include the potential of personal liability if the organization’s assets are insufficient to discharge all liabilities.

Article V – Officers and Governing Body

Section 1: The executive board of officers is as follows: President, Vice-President, Secretary, Treasurer, Public Affairs Representative, and Information Management Officer. The executive board officers of the club shall administer the affairs of the club in accordance with the club bylaws, and all applicable Army regulations.

Section 2: Any member of the organization is eligible to accept a nomination for a position as an officer.

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Article VI – Duties of Officers

1. President:

a. Advocates organization goals to general membership and community.

b. Represents the SAMC during military and community functions and meetings, as needed.

c. Promotes increasing general membership to maximize potential.

d. Ensure the bylaws are upheld.

e. Does not vote unless a tie break is needed.

f. Serves as ex-officio member of all committees.

g. Presides over all general membership and executive officer meetings.

h. Validates volunteer records of members.

2. Vice President:

a. Assists the President in performance of duties.

b. Performs duties as President when President is absent.

c. Encourages active membership and provides volunteer/mentorship opportunities.

d. Responsible for delivering quarterly chapter email.

3. Secretary:

a. Communicates with general membership and collects good news stories.

b. Maintains and updates chapter membership roster.

c. Assumes the duties of the SAMC Vice President should the office become vacant.

d. Keeps a record of the SAMC USAREC Chapter general and executive office meetings.

e. Maintains the permanent file of all records pertaining to SAMC USAREC Chapter.

f. Chronicles and maintains the history of the SAMC USAREC Chapter.

g. Notify members of upcoming events, dates, times, and locations.

4. Treasurer:

a. Acts as primary organization banker; holding, depositing, and withdrawing monetary funds from established group bank account(s) as directed by the general membership.

b. Disburse funds as may be directed by the council upon proper vote by the general membership. Disbursements less than $100 only require a vote from the council; minimum three (3) votes are required.

c. Keep an itemized account of all receipts, disbursements, and all supporting vouchers and records from the club fund.

d. Maintain member roster to track dues paid; to include t-shirt and coin disbursement.

e. Maintain accountability of t-shirts and coins.

f. Present a written monthly and yearly financial report to the general membership.

g. Maintain tax-exempt status with IRS by filing e-Postcard Form 990-N no later than the

end of January for previous tax year.

h. Maintain standings with the State of Kentucky by filing annual report.

5. Public Affairs Representative:

a. Communicates with general membership and collects good news stories.

b. Conduct liaison with all outside agencies and the public.

c. Update the Gold Standard and social media on meetings and events (date/time/place/etc.)

d. Maintain e-mail account for the SAMC and update/monitor its social media sites.

e. Organize all social activities and fund raisers of the club with assistance from the Activity Director and Committee.

6. Information Management Officer:

a. Update and manage the Chapter website.

b. Facilitate the collection of any votes made on the website.

c. Ensure the online store for the Chapter is up to date and stocked appropriately.

d. Provide reports on the financial transactions on the website to the Treasurer quarterly.

e. Manage Chapter events with publication and attendance tracking on the website.

f. Push information updates out via the Chapter web app in conjunction with the chapter newsletter.

g. Provide current membership dues status to the Treasurer quarterly.

h. Control access to admin functions of the website.

7. Brigade Advisors:

a. Volunteer Management Information System (VMIS) accountability for SAMC Members within their Brigade.

b. Organizing high school scholarship certifications and ceremonies.

c. HQ or RRC Brigade Advisor will co-chair treasurer.

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Article VII – Election and Voting

Section 1: Elections and voting

a. Candidates must nominate themselves via email or the Chapter website when notified of a new election. Email to send nominations and location on the website will be specified in the election notification.

b. Officer elections are held annually or when a position becomes vacant.

c. Voting is by email ballot or on the Chapter website. Ballots will be included in the election notification email and via messages on the Chapter website sent out to all active members in good standing at the time of election.

d. A majority vote is required to elect a candidate.

e. Officers' term of office is for one year.

f. When a vacancy occurs in any office, the President shall call an election within 60 days of the vacancy to elect a replacement.

g. The organization's Secretary will ask for nominees 30 days prior to the election, and ensure all active members are given at least 10 days’ notice via email before each election. This notice will contain the time and suspense date of election, and the election ballot.

Section 2: Members of the organization shall hold a vote for the election of officers annually. The slate of officers will be presented to and voted upon by the membership. The newly elected officers will assume their duties immediately following the tallying of the vote. The terms of offices shall be for one year unless otherwise determined by the Executive Board, with concurrence of a majority of the General Membership. In the event removal of an officer is contemplate prior to the next annual meeting, a special election for the replacement will be held as soon as practical.

Article VIII – Founding Sources

Section 1: If the organization has gross annual revenue of $1,000 or more, the organization will arrange for an audit at least once every 2 years at its own expense.

Section 2: Upon a change of the organization’s (acting) Treasurer, an audit will be conducted regardless of the time elapsed since the last audit.

Section 3: In no event shall the United States Government and installation be held liable for any indebtedness incurred by the members of this organization.

Section 4: The Executive Board shall expressly approve all expenditures essential for the operation of this club and shall ensure that all disbursements fulfill the organization’s stated purposes as detailed in Article I, are in accordance with sound business practices, and are within the approved budget.

Section 5: All fund-raising activities conducted on Fort Knox will be done so in accordance with Federal and State laws and regulations and shall have prior approval by the DFMWR, Fort Knox.

Article IX - TAXES

Section 1: As noted in Article 1, the organization’s purpose is charitable in nature and contemplates organizational exemption from state and federal taxes under Section 501(C)(19) of the IRS code and similar state provisions.

Section 2: Possible tax exemption notwithstanding, the organization shall obtain an Employer Identification Number (EIN) determined by applicable IRS regulations. All taxes owed by the organization at the end of each calendar year shall be determined by audit and paid when necessary, by the Treasurer. Legal advice shall be obtained when determined appropriate by the treasurer and agreed upon by the Executive Board and the General Membership during a report made by the Treasurer prior to the end of each fiscal year. The organization will comply with all Federal, State, and local tax laws and codes.

Article X – INSURANCE AND BONDING

As required by AR 210-22, the organization will obtain adequate insurance as protection against public liability, claims, property damage claims, or other legal actions arising from organizational activities, one or more of the organization’s members acting on behalf of the organization, or the operation of any equipment, apparatus, or device under the control and responsibility or the organization. Adequate bonding will be purchased by the organization for members handling monthly cash flow exceeding $500.

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Article XI – MEETING and QUORUMS

Section 1: The general membership meeting shall meet the first Friday of every quarter, unless otherwise directed by the executive officers. Additional meetings may be called by the SAMC President or when requested by three of the executive officers. Notification of meetings will be posted via membership e-mail addresses, and social media.

Section 2: The President may call special group meetings when appropriate. Additionally, ten percent, or more, of the active membership may call a special group meeting when appropriate. Every effort will be made to notify the Secretary in writing at least ten days before the meeting date. The Secretary will, in turn, notify the general membership and executive committee of the meeting, in writing, at least seven days before the meeting date.

Section 3: Members of the SAMC who attend the general membership meeting where a vote is requested for a SAMC action, the members in attendance and a minimum, two executive members of the governing board must be present constitute a quorum to pass a vote.

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ARTICLE XII – Committees

There are three types of committees in the organization: mandatory, ad hoc, and standing.

a. Mandatory Committees. Committees established by the Constitution to carry out broad responsibilities within the framework of the Constitution and provide general administration of the organization. The Executive Committee will be the only mandatory committee established and consists of elected officers and chairpersons of permanent committees. Duties include, but are not limited to: establishing meeting agendas; reviewing requests for funds; approving or disapproving requests for funds ($100.00 or less when sufficient funds are available); establishing ad hoc committees to perform one-time functions; to formulate recommendations on issues to be brought before the general membership; and carrying out all duties assigned by this Constitution.

b. Ad hoc Committees. Committees established by the executive committee and are designed to complete a specific activity or project with a limited scope and time. When established, the executive committee defines their purpose and responsibilities and solicits volunteers to serve as committee chairpersons and members. Ad hoc committees are dissolved once assigned function is complete.

c. Standing Committee: The President will appoint an adoption and amendment committee to annually review and update the bylaws. This committee shall be comprised of at least three but no more than five members. Additionally, the Vice President and the Secretary have the implied duty to periodically review the bylaws. The committee will examine the current bylaws, receive proposed amendments, and make recommendations for change. A proposed amendment to the bylaws will first be approved by a majority vote. All approved amendments will be ratified by a majority vote of the regular membership present at the next scheduled meeting. All ratified amendments are subject to the final approval of the USAREC Commander.

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Article XIII – Dissolution

As stated in AR 210-22, In case of dissolution, organizational funds will be used to satisfy all outstanding debts, liabilities, or obligations. Remaining funds will be distribute as determined by the active membership. No organization funds will be distributed to accrue to the benefit of any member.