SECTION 100 -
ADMINISTRATIVE PROCEDURES - These procedures are authorized by
Article 112 of the Department Bylaws. They amplify and provide
detailed guidance for the implementation of the Department
Bylaws. The Ordinary business of the Department shall conform
with these procedures.
They have been adopted by a majority vote of the Delegates at
the Department Convention and may be amended by a
similar vote.
For the purposes of these Bylaws and Regulation the words vote of the
membership or delegates or other reference to a member or
members shall mean members in good standing as
defined in Section 155 of these Regulations.
Amendments or changes shall be proposed in writing to the Department
Judge who shall notify the Department Board of Trustees and the
separate Detachments by letter enclosing a copy of each proposed
change. The Adjutant/Paymaster shall present the proposed changes
for a vote by the Trustees and delegates present at the next Department
meeting. Modifications, additions, or deletions to the original
submission, other than minor grammatical changes, must be submitted in
writing. Voting on amendments or changes shall take place no
sooner than the next regular business meeting.
The wording of amendments shall be incorporated verbatim into the
minutes of the meeting at which it is proposed and if adopted published
as a numbered Change to these Procedures. A separate sheet
containing the amendments may be attached to the minutes as an
enclosure.
SECTION 101 -
HANDLING FUNDS- The Department Commandant and Adjutant/Paymaster
is covered under the Bond held by the National Headquarters of The
Marine Corps League. Department funds shall be collected and
disbursed by the Adjutant/Paymaster. A bank account with checking
privileges shall be opened in the name of the Department in a Federally
Chartered banking or Credit Union. All funds collected by the
Department will be promptly deposited in this account. Checks
written on the Department's account will bare the signatures of both
the Commandant and the Adjutant/Paymaster.
(a) The Adjutant/Paymaster will keep an accurate record of all fund
collected and disbursed together with supporting documentation so that
an audit trail exists. He shall report at every meeting of the
Department Executive Committee and/or Convention the financial
condition of the Department and provide a consolidated statement of
receipts and disbursements with the current account balance to the
Commandant for inclusion in the minutes of the convention or meeting.
(b) The Judge Advocate will annually examine the accounts of the
Adjutant/Paymaster reporting to the Commandant the condition of the
books.
(c) Upon naming of a new Adjutant/Paymaster:
(1) The outgoing officer shall submit a consolidated account statement
as per paragraph 101(a} to the old Commandant showing the condition of
the Department's finances and showing the current bank balance.
(2) A review of the accounts of the outgoing Adjutant/Paymaster will be
conducted by the Judge Advocate with the old and new Adjutant/Paymaster
participating before the before the adjournment of the Convention or
meeting where a new official was named. Routine discrepancies
found in the accounts shall be properly noted and supporting
documentation entered into the record to adjust the accounts.
Unexplained or unjustified discrepancies will be brought to the
attention of both the old and new Department Commandants who shall take
appropriate action to resolve the situation. The new
Adjutant/Paymaster shall signify in writing that he accepts the closing
balance in relief of the outgoing officer.
SECTION 102 -
UNIFORMS - Officers of the Department shall wear the official
uniform of the Marine Corps League when representing the Department of
Mississippi at any ceremony, activity, or memorial sponsored by any
recognized veterans organization or civil government authority.
(a) The choice of wearing the dress or casual uniform shall be at the
discretion of the senior Departmental officer attending such function
but must be appropriate for the solemnity of the occasion.
SECTION 103 -
TRANSFER OF MEMBERSHIP - Any member may transfer between
Detachments with the Department without additional payment of local
dues or transfer fees. Member-at-Large must be certified as to
good standing by the National Adjutant/Paymaster prior to transfer.
SECTION 104 -
DEATH OF A MEMBER - Upon notification of the death of a member
of any Detachment of the Department of Mississippi the following
protocol shall apply:
(a) The death shall be promptly reported by the effected Detachment
Chaplain to the National Headquarters (Chaplain) via the Department
Chaplain using a properly completed "Notice of Death" form.
(b) It is expected that all members who are not prevented by distance
or unavoidable cause will attend funeral services for the deceased
member.
(c) The Department Chaplain will promptly send a note to the family of
the deceased presenting an expression of condolences and offering
assistance.
SECTION 105 -
DEPARTMENT ELECTIONS - Election of Department officers shall be
conducted in accordance with the following guidelines:
(a) To encourage wide participation the Department Adjutant/Paymaster
will notify all Detachments of the date of the impending election as
soon as practicable after the date is set, but at least thirty days
prior to the Department Convention or meeting when and where elections
will be held.
(b) Any member may place his name or the name of any member who has
signified willingness to serve if elected in nomination by written
notification to the Department Adjutant at least seven days prior to
elections. A statement of "Willingness To Serve" signed by
the nominated individual must be included with the nomination for it to
be considered.
(c) Nominations may also be made from the floor by any duly appointed
delegate at the Department meeting. Nominations will be
considered beginning with the Department Commandant and preceding down
through the hierarchy until at least one nominee for each elective
office has been received. No individual's name will be
placed in nomination as a candidate for more than a single office and
each nominee must signify willingness to serve if elected. The
slate of nominations is considered complete when there is at least one
candidate for each elected office. The nominations will be closed
and a vote of the Trustees and delegates taken. Where there is
only one nominee for an office, election may be by voice vote,
otherwise a secretly written ballot shall be conducted.
(d) Only members of the Board of Trustees and appointed Detachment
delegates shall be eligible to vote for Department officers.
(e) The candidate receiving the most votes for each office shall be
announced as the winner for that office. In the event of a tie
vote the matter shall immediately be settled by a coin toss or cut of
the cards.
(f) In the case where a secret ballot is necessary the
Adjutant/Paymaster will distribute paper ballot material to the
membership. The voting members shall indicate their choice of
candidates by writing the name of the candidate on the ballot.
The Adjutant/Paymaster will collect the ballots. The
Adjutant/Paymaster and the Junior Vice Commandant will tally them and
report to the Commandant in writing the results of the balloting.
The Commandant will promptly announce the results of the balloting for
each office.
(g) In the absence of the Adjutant/Paymaster or the Junior
Vice-Commandant. The Commandant will appoint a delegate from one
of the Detachments as substitute.
SECTION 106 -
APPOINTED OFFICERS - The new Commandant will name his staff of
appointed officers and announce them in open session of the Convention
so they may be installed with the elected officers.
SECTION 107 -
INSTALLATION OF OFFICERS - Installation of newly elected
officers should be conducted by the Southeast Division Commandant or
his representative. In the absence of a representative from the
Division the Detachment Commandants present at the Convention shall
select one of their number to administer the oath of office to the
newly elected Department officers.
(a) The Installing Officer shall then and there certify the Report of
Installation of Officers and see to its prompt transmittal to National
Headquarters via the Division Commandant.
SECTION 108 -
INABILITY TO SERVE - Should an elected officer be unable to
serve for any reason including: resignation, transfer out of the area,
health or inactivity, he may be replaced in accordance with the
following procedures:
(a) The Commandant will ascertain by questioning the affected officer
whether he is unable to effectively carry out his duties. Should
this be the case the Commandant will declare the office vacant and will
then, within thirty days, make an interim appointment to fill the
vacant office.
(b) An election to fill the office for the remainder of the term shall
be conducted the next Department Convention.
SECTION 109 -
DUTIES OF OFFICERS - Duties of the Department officers shall,
in addition to those prescribed by the National Headquarters Marine
Corps League, are enumerated as follows:
COMMANDANT: presides at Department meetings as prescribed by the League
Ritual; appoints standing and ad hoc committees as necessary; advises
all committees; and directs Department activities in the Community;
shall sign checks together with the Adjutant/Paymaster in payment of
debts by the authorized by the Trustees, and ensures that all
Departments officers perform the duties of their office in a correct
and timely fashion. He or a properly designated alternate shall
preside at the Installation of Detachment officers.
SENIOR VICE-COMMANDANT: shall assist the Commandant as needed; during
the absence or illness of the Commandant performs the duties of that
office except that signing checks is not authorized; is an ex officio
member of all Committees, and with their assistance initiate and
implement such programs as will increase the effectiveness of The MCL.
JUNIOR VICE-COMMANDANT: creates and promulgates such membership
incentives and programs as will promote continuous membership
growth. Seek to identify areas where new Detachments may be
established within the State of Mississippi. In absence or Illness of
the Commandant or Senior Vice-Commandant he shall perform the duties of
the absent officer. Further in the absence of the Adjutant he
shall take the minutes of the meeting and promptly forward them to the
Adjutant.
JUDGE ADVOCATE: interprets the Detachment, Department, or National
Bylaws. He will advise, construe, counsel and render opinions on
questions of law and procedure for the Department Commandant during
meetings; make decisions on the interpretations of Department written
policies in dispute or, if unable to do this, refers the problem to the
next higher echelon of the MCL. Assures that the policies and
procedures of the Department in conformity with the National
Bylaws. Examine the financial accounts of the Department annually.
ADJUTANT/PAYMASTER:
(a) Keep a typewritten or neatly handwritten record of the proceedings
at all Department and Trustee meetings, handles and keeps a record of
the Departments correspondence as directed by the Commandant; mails
notice of meetings, elections, and special events to the Commandant and
Adjutant of the several Detachments; reports the election of officers
and to National Headquarters; performs such other duties as directed by
the Commandant.
(b) Keeps a ledger reflecting a true account of all moneys received and
expended by the Department; maintains the bank account; is a cosigner
of the Departments checks, writes checks and disburses funds as
approved by the Department; maintains receipts and records reflecting
the nature and amount of each receipt and disbursement; reports
the financial condition of the Department at regular meetings, and
performs such other duties as maybe assigned by the Commandant.
SERGEANT AT ARMS: Shall set up the meeting room as prescribed by the
Ritual, shall participate in the presentation and honoring of the
colors at meeting and ceremonies, assure order during the meeting, take
a participating role at meetings as prescribed by the Ritual.
CHAPLAIN: pronounce the prayer at opening and adjournment of meetings,
performs aligned role in induction of all new members as prescribed by
the League Ritual; takes an active part in all memorial and funeral
services in which his Department participates; forwards the report of
death of members received from Detachment Chaplains; advises the
Commandant in instances where the League may assist Marines in need;
and performs such other duties as the Commandant shall direct.
SECTION 110 -
TRUSTEES - The Trustees may meet in Executive session at the
call of the Commandant. Decisions of the Trustees shall be by
majority vote. The duties of the Trustees shall be to:
(a) Conduct the business of the Department in accordance with the
Bylaws and Administrative Procedures. To expand the membership of
the League and seek to establish new Detachments in the Department.
(b) Provide advice and guidance to the membership so that the financial
resources of the Department are utilized in a prudent manner.
(c) Insure that the Department does not incur any financial obligation
in excess of the available funds on deposit at the date of incurring
the obligation unless suitable credit arrangements have been
made. The Trustees shall be vested with absolute authority to
prohibit an over obligation funds.
(d) Cause an examination of the Department's financial records to be
taken annually and report the results during the Convention.
SECTION 111 -
DUES - The Department establishes and levies an annual dues of
three dollars per member to be paid upon renewal of annual
membership. The number of members in good standing on roles of
each Detachment as published by the National Headquarters shall be used
to determine the number of voting delegates at Department Conventions.
SECTION 112 -
GOOD STANDING - Only members in good standing may be appointed
as delegates to the Department Convention, Members are considered to be
in good standing except when:
(a) Required dues are not paid on or before the membership expiration
date as shown on the roster of Membership provided by
Headquarters-Marine Corps League or the expiration date shown on the
member's card.
(b) Indebted to the Department of National Headquarters or under
suspension according to Chapter Nine, Section 930 of the National
Administrative procedures.
SECTION 113 -
GRIEVANCES AND DISCIPLINE - matters of grievance and discipline
shall be handled by the Department in accordance with Chapter Nine of
Administrative Procedures of the Marine Corps League.
SECTION 114 -
FUND RAISING - The National Organization has given permission to
Departments to engage in fund raising activities. They are to be
conducted in accordance with the regulations contained in Chapter Ten
10 Administrative Instructions, Marine Corps League. These
regulations include the following provisions: (a) Funds raised shall be
for the sole benefit of the Department or its Detachments less such
expenses incurred, (b) The Department shall receive account for and
disburse all funds collected, (c) These activities may not violate any
Federal, State, County, or municipal law or ordinance or reflect
discredit upon the Marine Corps League.
(a) The Department Trustees shall determine what constitutes a benefit
to the Department. Support of recognized national and local
charities and youth groups reflect favorable public opinion upon the
Department and the Marine Corps League and are considered beneficial to
the Department. Donations to local non-profit charities and
properly organized groups whose objectives coincide with the objectives
and purposes of the Marine Corps League are also considered to be of
benefit to the Department.
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