Guidelines and Etiquette for the operation
of the Northern Recon Group
Purpose
&
Mission statement:
A.
Name of this
group shall be the Northern Recon Group or hereafter referred to as the
NRG in this
document.
B.
The NRG is made up of individual persons or other
entities each with equal standing, rights and responsibilities within
the group
and in all group activities.
C.
The mission and purpose of the NRG is to promote the
history and safe use of Military vehicles, equipment, uniforms and
accoutrements of all periods and all nations to all interested persons,
groups,
and the general public through activities established from time to time
by the
members of the NRG.
2. Members
A.
Regular members are those persons and/or entities that
agree with the purpose and mission of the NRG and have an interest in
preserving or helping to preserve all military history, regardless of
nationalities
or time period.
B.
Regular members have all the rights, privileges and
responsibilities as defined in these Guidelines. Regular
members have voice and vote in all
meetings and elections of the NRG.
C.
Guests – Guests will only be admitted to meetings by
invitation of a regular member and shall have no voice, unless approved
by the
members present, and no vote.
3. Facilitators
A.
Facilitator
Chairperson - shall be chairperson of all meetings and, when
requested by
the membership at a meeting, shall be spokesperson of the NRG and
master of
ceremonies at certain events unless prevented to perform these duties
for
personal or other reasons. The Facilitator Chairperson or acting
Facilitator
Chairperson shall have a voice but no vote in the meetings except to
break a
tie. The Facilitator Chairperson shall have the ability to appoint
Facilitators
pro-tem, at a meeting, with approval of the members present at that
meeting, to
fill the absence at that meeting or longer if it is required.
B.
Recorder -
shall take minutes of all meetings and submit same to the information
coordinator for dissemination to the members, the recorder shall also
act as Facilitator
Chairperson in Facilitator Chairpersons absence. The Recorder, in order
to open
a meeting or an event in the absence of the Facilitator Chairperson,
shall then
have the members elect pro-tem a Facilitator Chairperson for that
meeting/event.
C.
Financial Trustees
(3) - shall be in charge of any and all finances, bank accounts and
other
property of the NRG. They shall all be
signers on all accounts but must have authorization by a vote of the
members at
a meeting (as described in these guidelines of operation) with 2 of
their
signatures on all financial transactions. Such authorization must be
recorded
in the minutes of the meeting. In an emergency dealing with the
activities of
the NRG, the Trustees, may authorize the payment of expenses, not to
exceed
$200.00 (per instance), for those activities by a 2/3 vote. This
payment and
the nature of the emergency must be explained and approved at the next
meeting.
D. Information/ Activities Coordinator - shall be in charge of maintaining a correct membership list to be shared with the trustees (as with any other Group property) and shall send all information regarding meetings or other activities of the NRG to the members of the NRG by electronic or other means. This Facilitator shall advertise activities on line or in other similar group’s or club’s periodicals. Anannual events list shall be published near the first month of each year and updated as needed. Birth of the NRG Newsletter in 2011. Bill C. was our first "founding father" of our NRG Newsletter.
E.
Additional vice facilitators may be appointed by the
regular members at a meeting for a specific event or activity.
F.
Term of office for facilitators
1.
Max term shall be One (1), Two (2) year term with one
(1), two (2) year term off before being able to run for the same
Facilitator
position again. Facilitators may run for a different Facilitator
position than
was held in the previous term.
G.
All Facilitators must be Regular members of the NRG.
4. Meetings
A.
All meetings of the NRG shall follow Roberts Rules of
Order unless agreement can be reached by consensus.
B.
Agendas for meetings, including any items submitted by
the
regular members, shall be posted at least 2 weeks prior to the meeting
date by
the Information/Activities Facilitator. If a meeting of any kind is
proposed,
such a meeting with a date, time and place, must be publicized to the
regular
members at least 2 weeks prior to that meeting.
C.
Suggested outline for the order of business for
meetings
1.
Call to order
2.
Introduction of members and guests
3.
Approval of the minutes of the last meeting
4.
Financial Trustees report
5.
Posted agenda items
6.
Other business
7.
Items of concern from the members
8.
Next meeting date time and place
9.
Closing
D.
Minutes of the meetings as recorded by the recorder
shall be transmitted to the Information/Activities Coordinator
for posting to the members either
by electronic or other means with the next agenda
E.
The quorum at all meetings of the NRG shall be at least
8 regular members.
5. Finances
A.
At the pleasure of the regular members, fund raisers
may be developed when needed for special activities. Donations from the
members,
or other entities, may be made, from time to time.
B.
Standing expenses.
1.
Postage and supplies required for the operation of
these guidelines of the NRG shall be paid by the Trustees from the NRG
account(s) upon receipt of an invoice.
C.
Financial accounts
1.
The Trustees shall be responsible for all NRG accounts
and finances all three shall be signers on the account(s) with at least
2
signatures required.
2.
The Trustees shall report the status of all accounts to
the members on a regular basis.
D.
Website
1.
At a future date the regular members may vote to
establish
an NRG website with a password protected area for member comments and
discussion. If established, the Regular members must approve the
website at 2
consecutive meetings. I.E. – motion to suggest on the 1st
meeting,
vote to confirm on the 2nd meeting.
before it goes on line.
2.
Until a website is established, the NRG shall use NRG-NEWS@COMCAST.NET
as its official email site. The Information Coordinator shall share the
Password for this account with the Trustee Facilitators for secure
keeping as
with any other property of the NRG.
E.
Voting on financial expenditures
1.
All expenditures of the NRG may only be paid by the
Trustees after a vote in the affirmative by Regular members at two
consecutive
meetings. I.E. – motion to suggest on the 1st meeting, vote
to
confirm on the 2nd meeting. Standing expenses shall be voted
on by
the regular members on an annual basis.
F.
Audit
1.
The Regular members shall form a committee of three
Regular members, to be assisted by the Financial Trustees, to perform
an audit
of all accounts of the NRG on an annual basis. The audit shall take
place in
January of each year and when completed shall be presented to the
Regular members
at a meeting for approval. The audit shall be kept by the Recorder with
minutes
of the meetings.
6. Elections
A.
Elections and terms of facilitators- elections shall
take place at the start of the January meeting or the 1st
meeting of
each even numbered year (starting with 2012), nominations shall be
transmitted
to the Information/Activities Facilitator by November 30th of
each
year. All candidates shall have the right to make a statement to the
members
through the Information/Activities Facilitator who shall send their
statement
to the members by December 20th. An Election committee shall
be
formed at the October meeting, consisting of 3 regular members who are
not
candidates in the election. A list of nominees shall be prepared in
addition to
nominations allowed from the floor, no later than the November meeting.
The
election committee shall have charge of the election process and
voting,
subject to the laws of the land and any rules as established by the
Regular
Members of the NRG. The election committee will be disbanded when the
new
facilitators take office.
B.
Absentee ballots shall be allowed as mail in ballots.
The procedure for the receipt, counting, distribution or other issues
shall be
determined by the Election Committee.
C.
Elections shall be by secret ballot in every
circumstance, never by acclimation.
D.
Newly elected Facilitators shall take their office
immediately following the announcement of the results by the Election
Committee.
7. Changes to these Guidelines
A.
All changes to these guidelines must be adopted by this
procedure: First meeting - introduction & 1st reading,
Second
meeting - 2nd reading, Third and final meeting - 3rd
reading, and vote for adoption (requires 3 consecutive meetings).
Amendments shall
only be allowed at the 1st and 2nd readings.
8. Other
A.
Committees may be appointed from time to time by Regular
members at a meeting. Volunteers will have first priority, however if
there are
no Volunteers than the Facilitator Chairperson shall appoint at least 3
members
to serve on the committee. All committees, however formed, shall be
given a
starting date, a clear task to perform, a reporting date to the regular
members
and a definite ending date at which time the committee shall be
disbanded.
B.
In all issues not covered by these Guidelines, Roberts
Rules of Order shall govern the operation of the NRG.
9. Procedures and
Policies
A.
The Regular members may, from time to time, establish
operational procedures and or policies for the operation of the NRG.
These
procedures and or policies may not conflict with these “Guidelines and
Etiquette for the operation of the Northern Recon Group”.
B.
These policies and/or procedures must be submitted to
the Regular members at a meeting and be voted to adopt or deny at the
next
meeting.
C.
These policies and/or procedures may be changed by the
Regular members at a meeting and be voted to adopt or deny at the next
meeting.
10. Severance clause
A.
Should any of these guidelines for the operation of the
NRG be found to be in violation of law, they may be removed or altered,
without
affecting the remainder of these guidelines.
Adoption of these rules
A.
In order to adopt the above “Guidelines and Etiquette
for the operation of the Northern Recon Group” the members that
were present at each meeting, as regular
members, agree to these guidelines and that the following procedure was
followed: First meeting - 1st reading, the next meeting will
be the
2nd reading and adoption. We all further agree that the
initial
Facilitators named below will fill their positions pro-tem until the
next
election. We all also agree that the initial Facilitators are eligible
to run
for the first full term as a facilitator and that their “pro-tem” term
is not a
regular “term” (defined in Section 3.E) as a facilitator.
I.
Initial
facilitators
a.
Facilitator Chairperson – David Palmerlee
b.
Recorder – Cary Simpson
c.
Trustees
i.
Lee Hutchins
ii.
Chuck
Ouimette
ii.
Pat
Thelander
d.
Information/Activities Coordinator – Bill
Cambell
First typist of NRG: Meridith the SUPER
AMAZING AWESOME DAUGHTER Palmerlee. (Thanks to Meridith I didn’t spend
too many
hours one finger typing!)
II.
Initial
Regular Members
a. All current persons or entities on the NRG mailing list or electronic list are regular members.