The Constitution and By-Laws of the American Society of Military Comptrollers is maintained by the National Constitution Committee. Suggested changes to the document should be sent to the National Headquarters.
Constitution of the American Society of Military Comptrollers
ARTICLE I – Name
Section 1.
The name of this organization shall be the AMERICAN SOCIETY OF MILITARY COMPTROLLERS, hereinafter called the Society. Military comptrollership is defined as the profession of comptrollership in the Department of Defense and the Coast Guard, to include the fields of financial and general management, accounting, finance, budgeting, programming, reporting, statistics, auditing, cost analysis, management analysis, and supporting activities in management, industrial engineering, automatic data processing, operations research, systems analysis, and such other fields as the National Council may designate.
ARTICLE II- Purpose
Section 1.
The purpose of the Society is to promote the education of the individual for the improvement and development of his capabilities relating to military comptrollership, pursuant to Section 501 (c)(3) of the 1954 Internal Revenue Code. More specifically, the purpose of the Society is to serve the public interest by:
a. Promoting the education and training of its members, and accordingly, supporting the development and advancement of the profession of military comptrollership:
b. Sponsoring research in military comptrollership subjects and publishing the results of such as appropriate:
c. Encouraging a free exchange of techniques, approaches, and problem solving: and
d. Providing communication facilities to keep members and other interested individuals abreast of current events in military comptrollership which can be beneficial to them, their employing organizations, and the public.
Section 2.
In fulfilling this purpose, the Society will:
a. Conduct conventions, seminars, and other educational meetings:
b. Assist local chapters and members in activities to achieve the purpose of the Society:
c. Publish the Armed Forces Comptroller and other publications dealing with military comptrollership:
d. Cooperate with other educational and professional organizations in matters of mutual interest:
e. Give formal recognition to individuals who have made outstanding contributions to the advancement of military comptrollership: and
f. Undertake any other activity that the National Council or Chapters deem appropriate.
g. Insure that no part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Section 1 of this Article, No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by an organization exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), or (b) by an organization, contributions to which are deductible under section 170 (c)(2) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law.)
ARTICLE III – Offices
Section 1.
The principal office of the Society shall be located in the Metropolitan Washington, D.C. area and shall be known as the National Headquarters. The Society may also have offices at such other places as the National Executive Committee may from time to time determine, or the business of the Society may require. Chapter offices shall be located at any place within the geographic area served by the Chapter.
ARTICLE IV – Membership
Section 1.
There shall be five classes of membership: a. Active Members shall be persons who are or have been employed as professionals in the military comptrollership field and who, to remain in good standing, have paid the appropriate dues and fees. b. Life Members shall be those Active Members who have been in good standing for twenty consecutive years, or who are past National Presidents. c. Associate Members shall be persons who, though not qualified for Active or Life Membership, demonstrate an interest in the military comptrollership field and who to remain in good standing, have paid the appropriate dues and fees. d. Honorary memberships may be conferred upon persons making significant contributions to military comptrollership who are not eligible for, or who would not otherwise be expected to join, one of the other classes of membership. e. Corporate Members shall be corporations which demonstrate an interest in the military comptrollership field and who to remain in good standing, have paid the appropriate dues and fees.
Section 2.
Application for Active, Life, Associate and Corporate Memberships shall be tendered to the National Headquarters of the Society on application forms designated for that purpose. Honorary members shall be nominated by a Chapter President or National Executive Committee member and approved by the National President.
ARTICLE V – Chapters
Section 1.
The Chapters of the Society shall conduct programs and activities to promote the purposes of the Society Chapters shall abide by the provisions of the Constitution and its By-Laws and the provisions of their charters.
Section 2.
A new Chapter may be established by the National Executive Committee when petitioned for a Chapter Charter by six members of applicants for memberships. Such petitions shall include the proposed name of the Chapter and a description of the geographic area and major military installations to be encompassed. There shall be no charter fee levied by the Society.
Section 3.
Each chapter's By-Laws shall provide for Chapter operation consistent with the National Constitution and By-Laws, and shall provide, interalia, for Chapter officers and an Executive Committee. A copy of Chapter By-Laws and any amendments thereto, shall be provided to the National Secretary.
Section 4.
The National Executive Committee may withdraw the charter of any Chapter breaching the provisions of this Constitution and its By-Laws, of any Chapter with less than six members, or of any Chapter failing to conduct programs of activities promoting the purposes of this Society.
Section 5.
Each Chapter shall be fully and solely responsible for its own legal and financial affairs and shall hold harmless the National Council, the National Executive Committee, and the National Officers from any lawsuits, damages other expenses or liabilities arising out of the activities of the chapter.
Section 6.
Honorary Members have the right to speak at meetings but not to make motions, vote or hold any office in the society.
Section 7.
All members of the Society shall be affiliated with a Chapter of the Society, within whose geographic area the member works and or resides, except at-large members, a category which shall include only those members to whom a Chapter is not accessible. A member who transfers from one locale to another may remain with his/her old Chapter, providing that no other Society Chapter is available to the member with his her current area of employment.
ARTICLE VI-National Council
Section 1.
The Legislative body of the Society shall be the National Council. National Council membership shall consist of members of the National Executive Committee and Chapter Presidents (or their proxies). The Founding Members and past National Presidents shall be ex-officio members. Proxy documents signed by Council members shall be for a stated period or purpose and shall be duly recognized in all proceedings of the National Council.
Section 2.
The National Council shall meet at least once a year at a time and place set by the National President. Two thirds of the members of the National Council, including proxies and excluding ex-officio members, shall constitute a quorum.
Section 3.
The National Council shall have the power to:
a. Establish and amend the Constitution and By-Laws of the Society:
b. Elect the National Officers in accordance with Article VIII, Section 2:
c. Establish basic policies for the Society:
d. Approve the Society's annual National program, dues structure, and budget guidance: and
e. Undertake any other actions promoting the purposes of the Society.
ARTICLE VII-National Executive Committee
Section 1.
The National Executive Committee shall be the executive body of the Society. The membership of the National Executive committee shall consist of the National President, the National Vice Presidents, the National Secretary, the National Treasurer, the General Counsel, and the Executive Director. Appointive National Committee Chairmen may attend National Executive Committee meetings and have the right to speak, but not to make motions, or vote at such meetings unless they are also serving as Executive Director or as an elective officer.
Section 2.
The National Executive committee shall meet at the call of the National President, but not less than once each calendar quarter. A simple majority of the membership of the National Executive Committee shall constitute a quorum.
Section 3.
The National Executive Committee shall:
a. Approve the annual budget and authorize expenditures in accordance with the annual program budget guidance, and dues structure approved by the National Council:
b. Grant charters to new Chapters:
c. Review and approve appointments of National Officers as submitted by the National President in accordance with Article VIII; and
d. Promote the purposes of the Society with any actions that are within the provisions of this Constitution and its By-Laws, and the basic policies established by the National Council.
ARTICLE VIII – National Officers
Section 1.
National officers shall consist of a President, seven National Vice Presidents, a Secretary, a Treasurer, a general Counsel and an Executive Director. National Officers shall serve as members of the National Executive Committee and in accordance with the provisions of the Society's Constitution and By-Laws.
Section 2.
The incumbent National President shall appoint a Nominations Committee to nominate one member in good standing for each of the following elective National Officers President, Vice President (Office of the Secretary of Defense), Vice President (Army), Vice President (Navy), Vice President (Air Force), Vice President (Marine Corps), Vice President (Coast Guard), Vice President (Defense Finance and Accounting Service), and General Counsel. The nominee for President may nominate a member in good standing for Secretary and a member in good standing for Treasurer. The Nominations Committee shall submit the nominations of elective National Officers at a meeting of the National Council prior to the expiration of the terms of the incumbent National Officer. Additional nominations may be made by members of the National Council. Nominees receiving a plurality of votes of the National Council shall be elected.
Section 3.
The President, with the concurrence of the National Executive Committee, shall appoint a National Executive Director.
Section 4.
National Officers shall serve for a one year term, commencing 1 July. National Officers may serve successive terms. Should any office become vacant during the one year term, the National President, with the concurrence of the National Executive Committee, may appoint a member in good standing to fill the office for the remainder of the year. Should the office of the President become vacant during the year the Vice President from the same service as the President shall fill the office for the remainder of the year.
Section 5.
The President shall preside at meetings of the National Council and the National Executive Committee and shall appoint such standing and special committees as may be required. The President shall designate one of the Vice Presidents to perform the duties of the President during any period of his absence or incapacity.
Section 6.
Vice Presidents shall serve as liaison points for Society matters with their respective organizations.
Section 7.
The Secretary shall record the proceedings of the meetings of the National Council and the National Executive Committee.
Section 8.
The Treasurer shall receive and deposit all monies of the National Headquarters of the Society, pay its just bills, maintain its books of account, and make appropriate reports on the financial condition and operations of the National Headquarters. The President shall designate a member of the National Executive Committee to serve as an Alternate Treasurer, in the event of the temporary absence or incapacity of the Treasurer.
Section 9.
The General Counsel shall advise the President, the Executive Director, the National Executive Committee, and the National Council on Society legal matters.
Section 10.
The Executive Director shall serve as the principal administrative official for the Society and shall conduct the Society's business affairs under the direction of the National President. The Executive Director shall carry out the program of the Society as approved by the National Council and the National Executive Committee. He shall retain copies of Chapter and membership rosters and shall be custodian of the seal, laws, documents, and permanent papers of the Society. The Executive Director may hire such employees, and contract for services, as approved in the Society's budget, to carry out the Society's administrative and business affairs.
Section 11.
Elective officers shall serve without compensation. Salaries and fees for appointive officers and other staff members shall be established by the National Executive Committees in accordance with the Society's budget.
ARTICLE IX-Dissolution
Section 1.
A two-thirds vote of those eligible to vote in the National Council is required to effect dissolution of the Society. Upon the dissolution of the organization, the National Council shall, after paying or making provision for the payment of all of the liabilities of the organization, dispose of all of the assets of the organization exclusively for the purposes of the organization in such manner, or to such organization or organizations organized and operated exclusively for charitable educational religious, or scientific purposes as at the time shall qualify as an exempt organization or organizations under section 501 (c)(3) of the Internal Revenue Code of 1954 (or the corresponding provision of any future United States Internal Revenue Law), as the National Council shall determine. Any such assets not so disposed of shall be disposed of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
ARTICLE X-Ratification, Amendments, and By-Laws
Section 1.
The ratification of this Constitution by two-thirds of the members of the National Council shall be sufficient for the establishment of this Constitution for the American Society of Military Comptrollers, its Chapters, and its members. Amendments to this Constitution shall require the concurrence of two-thirds of the members of the national Council, By-Laws to this Constitution shall require the concurrence of a simple majority of the members of the National Council. The above Constitution was approved by vote of the National Council, American Society of Military Comptrollers, on 7 November 1996.
Richard F. Keevey, National President
By-laws of the American Society of Military Comptrollers
I. Seal
The official seal of the Society shall be a circular impress, with the full name of the organization around the outer ring, and with the word "Seal" placed horizontally in the center.
II. Insignia
The standard insignia of the Society-for use on letterheads, membership certificates, charters for local chapters, the national journal, and medals of the Society, and for other appropriate purposes-shall be: A shield in the form of a graph surrounded by a wreath of laurel; an eagle clutching an American flag at the top; and the graph surmounted by a sword over which is surmounted the account book and quill.
III. Colors
The colors of the Society shall be green and gold-specifically, a green ribbon with a narrow gold stripe in the center.
IV. Armed Forces Comptroller
The Armed Forces Comptroller shall be the national journal of the Society designed to foster the professional aims and interests of the Society.
V. Fiscal Year
The fiscal year of the Society and all Chapters shall be from 1 July through 30 June. The membership year shall be for a period of one year after initial receipt of dues by the National Headquarters.
VI. National Records
Section 1.
The following records of the Society shall be maintained on permanent basis by the National Secretary: a. National Constitution and By-Laws: b. Policy Declarations: c. Minutes of the Meetings of the National Council: and d. Minutes of the Meetings of the National Executive Committee.
Section 2.
The Society's books of account and checkbooks shall be retained until audited and for the periods required by applicable laws, statutes and regulations.
Section 3.
The National Treasurer shall furnish the National Council financial statements including a Balance Sheet and an Income and Expense Statement at the close of each fiscal year. Section 4. The financial condition of the National Executive Committee shall be published by the Treasurer at least annually.
VII. Chapter Records
Section 1.
The following records shall be maintained on a permanent basis by each Chapter: a. National Constitution and By-Laws: b. National Policy Declarations: c. Minutes of the Meetings of the National Council: d. Chapter Constitution and By-Laws: and e. Minutes of the Meetings of the Chapter Executive Committee.
Section 2.
The Chapter's books of account and checkbooks shall be retained until audited and for periods required by applicable laws, statutes, and regulations. A copy of each Chapter's annual report of financial condition shall be forwarded to the National Treasurer.
Section 3.
Each Chapter shall maintain appropriate records to identify members of that chapter.
Section 4.
The Chapter shall maintain and provide a copy to the Executive Director, an officer directory, showing addresses and business telephone numbers of officers along with the official address of the Chapter. This directory should be revised upon any change.
VIII. Membership Dues
Section 1.
Membership dues and fees for the Society will be prescribed by the National Council at its annual meeting for the succeeding fiscal year. The Executive Director shall publish, each year in June, the amounts of dues and fees and the collection procedures approved by the National Council for the year.
Section 2.
Local Chapters may prescribe additional Chapter dues, fees, and surcharges for local operating expenses. Each Chapter shall file with the National Executive Committee a current schedule of additional dues, fees and surcharges and any changes thereto that are made from time to time.
Section 3.
All retained funds of the Society, including those of the Chapters, shall be deposited into bank accounts of federally insured savings and loan associations, established in the name of the respective organizations, or shall be invested as approved by the National or Chapter Executive Committee.
IX. Inactivation of a Chapter
Records and assets of a Chapter surrendering its Charter for any reason shall be submitted to the National Executive Committee and disposed of at the Committee's discretion.
X. Approval
The above By-Laws were approved by vote of the National Council, American Society of Military Comptrollers on 30 May 1996. Alice C. Maroni, National President
