Constitution

OF THE OAKLEAF CLUB OF GREATER WASHINGTON, D. C. Article I: Name

This club shall be known as the Oakleaf Club of Greater Washington, D. C. (Henceforth referred to as the Club).

Article II: Purpose

The purpose of the Club shall be both social and benevolent, and through its activities and charitable projects develop understanding and friendship among the medical, dental, nurse and medical service corps members while also promoting high "esprit de corps".

Article III: Membership and Dues

Section 1: Membership in The Oakleaf Club of Greater Washington DC is voluntary. Payment of annual dues shall be a required condition of membership, with the exception of Honorary Members. Membership entitles members to a subscription of the newsletter, directory, participation in club activities and voting at functions and meetings. The retiring Board shall set the amount of annual dues. For inclusion in the Club directory, dues must be paid by October 1. st Mid-year payment is due January 1 in the amount of half the annual dues for new incoming members with a permanent change of duty station. Section 2: Those eligible to be Regular members in the Club are spouses of or actual Naval active duty officers or warrant officers attached to the Naval Medical Department (NMD) and spouses of or actual retired Naval commissioned and warrant officers, NMD, residing in the greater Washington, D. C. area. Regular members are eligible to hold elective and appointive offices. Section 3: Additionally, Associate members may also include spouses of active duty and retired officers from other services and the reserves. Associate membership is also open to GS employees with a rating of GS-7 or higher and affiliated with military medicine. The Board will determine any questions of eligibility. Such membership shall include all rights and privileges stated in section 1. Associate members are eligible to hold an appointive office but not elected office and are eligible to vote.

Section 4: Honorary Members are not required to pay annual dues nor are they entitled to vote or hold any office. The spouse of the current Navy Surgeon General is the Honorary President of the Club. Honorary life membership shall be conferred upon the spouses of former Navy Surgeons General. An Honorary life membership may be granted to a current member who has made exceptional and significant contributions to the club at the discretion and approval of the Board should the circumstance arise. Section 5: Membership does not discriminate based on race, color, gender, religion, or national origin.

Article IV: Officers

Section 1: Officers of the Club a The elected officers of the Club shall be President, First Vice President, Second Vice President, Secretary, Treasurer and Historian. b Officers shall be elected annually by the members to hold office for a period of one year. An officer may succeed him or herself for a consecutive year but must still place their name on the ballot. c An officer may serve for more than one consecutive term. d Candidates for office shall be Regular members. e Officers attaining Associate status while in office may complete their term in office. f The President of the Club should be the spouse of an active duty officer. g Co-vice presidents are permissible. h Each office shall have only one vote, even if one person holds more than one office/position. Co-chairs and/or co-vice presidents will each have one vote. Section 2: Duties of the Officers a The President 1 Shall establish with the assistance and advice of the Board, the board policies and principles deemed necessary to carry out the objectives of the Club. 2 Shall preside at all meetings of the Club and the Board, appoint a chairman to each Standing or Special Committee, fill vacancies, and serve as the ex officio member of all committees except the Nomination Committee. 3 The President of the club will consult with and seek the advice of the Advisors. 4 Shall not hold a position on the board of The Purple Acorn. b The First Vice President 1 As deputy to the President, shall carry out the duties entrusted to her/him by the President. In the absence or resignation of the President, shall assume the duties of the President. 2 Shall act as the Chairman of the Standing Committees. 3 Shall be responsible for overseeing membership, the directory and publication of the newsletter. He/she may appoint a chair to fulfill each of these duties and they shall serve on the Board and have a vote. 4 Shall be responsible for editing all Oakleaf publications.

Membership i Be responsible for publicity about Oakleaf Club. ii Collect all dues and turn them over to the Treasurer in a timely manner. iii Maintain and be responsible for a current file of paid membership. An alphabetical master list shall be given to the President monthly. iv Inform directory chair and newsletter chair (if these positions are separate from the VP) of new members or change of address, phone and e-mail. 6 Directory st i Shall publish a yearly directory no later than November 1 ii Be responsible for delivery of directory to membership iii Shall be responsible for publishing an update of the directory in the subsequent newsletters 7 Newsletter i Shall set a monthly submission deadline. ii Shall be responsible for the publishing of the Stethoscope 8 Is responsible for printing and distribution of the newsletter which may be delegated to another member. The Second Vice President 1 Shall be a spouse of, a retired former member of the NMD or actual retired member of the NMD. 2 Shall act as a liaison between the Club and the retired NMD spouses. 3 Shall act as organizer of Annual Retired Luncheon(s). 4 Shall plan monthly events for retirees, based upon interest from membership. The Secretary 1 Shall keep all board and general meetings minutes. 2 Shall see that major decisions made by the Board are published in the newsletter. 3 Shall conduct club correspondence, send appropriate greetings, and thankyou notes for donations. The Treasurer 1 Shall have charge and custody of and be responsible for all funds of the Club. 2 Shall receive and give receipts for monies due and payable to the club from any source, and deposit all such monies in the name of the Club. 3 Shall pay all bills of indebtedness of the Club by check. 4 Shall maintain a record of the Clubs financial transactions. 5 Shall give a report of expenditures and balance in the Treasury at Board meetings. 6 Shall present the financial records for his/her term in office at the close of the Clubs fiscal year for reconciliation by an accountant approved by the Board. The incoming Treasurer shall receive a copy of this reconciliation. 7 Shall perform annual IRS correspondence (form 990) additional forms may be required. 8 Shall submit an annual report. 9 Shall propose an annual budget. 10 Shall retain all financial records for a period of 5 years 5

Historian 1 Shall maintain a record of the clubs activities with scrapbooks and photographs. 2 Shall maintain Official Documents of the club, or know where they are stored. 3 Responsible for updating yearly the History Section of the Oakleaf Directory. Parliamentarian 1 Shall have official custody of the records pertinent to the Constitution and Standing Rules. 2 Shall chair and appoint the Nominating Committee.

Article V: Board
Honorary President, elected officers and Parliamentarian Duties: To meet at the call of the President, make decisions on behalf of the full Board when: the decision must be made in a timely manner and it would not be possible to call a meeting of the full Board, authorize emergency expenditures of funds not to exceed ($250.00).

Section 1: The Board serves as the major policy organ for the Club and approves all significant Club actions and major expenditures of the Club. The Board shall have general supervision of club affairs and perform other duties as specified in this Constitution. Section 2: The Executive Board consists of the Honorary President, elected officers and the Parliamentarian. The Executive Board shall meet at the call of the President and make decisions on behalf of the full Board when a decision must be made in a timely manner or authorization for an emergency expenditure of funds (not to exceed $250.) is necessary. Section 3: The Board shall consist of Elected Officers, Advisors, Honorary Advisors, Parliamentarian and Chairman of Standing Committees. The President shall appoint a Parliamentarian if the outgoing President is unable to serve. Section 4: The Flag Officer spouses of the Surgeon General, chiefs of Medical, Dental, Nurse and Medical Service Corps, the Medical Officer of the Marine Corps, and the spouse of the Commanding Officer of the National Naval Medical Center (or their designated representatives) are invited to be non-voting advisors to the club. Section 5: The term of elected officers shall coincide with the Clubs fiscal year. All vacancies shall be filled by appointment of the President, with the concurrence of the Executive Board. The Board shall meet monthly, August through June, unless otherwise directed by the Board. The June Board Meeting shall serve as the turnover Board meeting if the installation has occurred. Section 6: The President may call special meetings of the Board. No business may be transacted except that mentioned at the call of the special meeting. If previous notice of the proposed action was given, a majority is not required to transact business. In unusual circumstances, the above business may be conducted by phone or e-mail.

Section 7: Board Members general duties: a Shall make reports in writing and orally at each Board meeting. b Retain records for a period of 3 years, the current year and two previous, to turn over to his/her successor. Records may be electronic. c Shall submit a final report in triplicate for the members files, the Presidents files and the Club archives. Final reports are due at the turnover meeting held in June or after the installation. d Shall submit all receipts for reimbursement to the Treasurer within 30 days of the bills date and keep the Treasurer informed of any debts contracted on behalf of the Club. e Shall prepare a proposed budget for any expense categories controlled and submit it to the Treasurer in April. f May appoint as many assistants as required. g All Board members shall turn in records, publication, and updated job descriptions to the Officer Elect. If there is not an Officer Elect then they shall go to the President at the turnover function.

Article VI: Nominations and Elections

The elected officers of the club shall be The President, 1 Vice President, 2 Treasurer, Secretary and Historian.
st nd

Vice President,

Section 1: In January, the Parliamentarian will appoint a Nomination Committee of five members, serve as the committee's chair, give instructions in procedure, and serve as a nonvoting member. Section 2: A form for nominations shall be printed in the newsletter no later than the February issue. The committee shall draw up a slate of officers from the nominations submitted. Upon approval by the Board, the proposed slate shall be published in the March newsletter. Candidates for positions remaining open after the spring election shall be proposed by the President and confirmed with a vote by the Board. Section 3: After publication of the slate, nominations may be taken by mail, e-mail, phone or from the floor at the spring function. The nominee must give prior consent to add his/her name to the slate. Section 4: Elections shall be held at the spring function. A majority vote of those members present shall constitute an election. The elected officers shall be installed at the June function or Board meeting.

Article VII: Meetings

Section 1: The Board will approve social functions, to include time, place and cost. Section 2: An annual meeting shall be held in the spring for the purpose of electing officers.

Section 3: All members of the Board shall have one vote except the President, Advisors, and Honorary Members who shall not vote. In case of a tie, the President shall vote. Section 4: Business may be transacted when a majority (at least ) of all Board members are present and decisions shall be made by a majority vote of those present. If previous notice of the proposed action was given, a majority need not be present. Section 5: Electronic meetings are permissible if sufficient notice has been given. Eligible voting members are permitted to render a vote via phone or e-mail, as long as sufficient information has been provided.

Article VIII: Club Funds

Section 1: The General Operational Fund shall consist of all monies raised from annual dues or donations not designated for benevolence. Section 2: The Benevolence Fund is composed of General Benevolence, Mary Jane Sanford Fund and the Wounded Marine and Sailor Fund. The fund shall consist of all monies received from benevolence fund-raising activities and any unsolicited donations. Section 3: This Club is a tax-exempt, non-profit organization. Net profits gained from Benevolence fund-raising activities or unsolicited donations can only be used for charitable purposes to military-oriented non-profit organizations, support of identified needs at NNMC, and support of Oakleafs Wounded Marine/Sailor Fund. Operating expenses incurred in any benevolence fund-raising activities may be advanced from the General Fund, but shall be deducted from the gross receipts and returned to the general fund. Section 4: A majority of Board members present must approve any expenses for other than routine operations. If previous notice of the proposed action was given, a majority need not be present. Section 5: To cover club expenses through the summer months, the retiring Board shall leave a designated amount of money in both the General Fund and Benevolence Fund at the end of st st each club fiscal year. The Clubs fiscal year runs from June 1 to May 31 . The Wounded Marine and Sailor Fund as well as the Mary Jane Sanford Fund shall disperse funds throughout the year. Section 6: A committee of three individuals who are not signers on the bank account shall review all Club accounts annually. Section 7: The Oakleaf Club is a social/benevolent organization exempt from Federal Income Taxes under 501 (c) (3) of the Internal Revenue Code.

Article IX: Gift Shop

Section 1: The Club shall operate a gift shop, hereafter referred to as the Purple Acorn Gift Shop (PAGS) using volunteer labor for the sole purpose of raising monies to support benevolence activities.

Section 2: The PAGS shall have an assigned Manager and Accountant. a. The Manager shall be responsible for coordinating operating hours; volunteer staffing; stocking of merchandise; and interaction with the host installation activity. b. The Accountant shall maintain a general ledger of sales/expenses as well as also be responsible for issuing payment for purchases, services rendered, utilities and rent as appropriate. The ledger will be audited and reconciled on a yearly (or more frequent) basis by an appropriately qualified person other than the Auditor appointed by the President of OAKLEAF. Previous mentioned qualified person will also be responsible for all tax filings. Section 3: Up to 80% of net profit from the operation of the PAGS shall be designated for benevolence activities in support of National Naval Medical Center patients and/or their families. Section 4: Should dissolution of PAGS become necessary, due notice shall be given to all members in advance, and dissolution may take place upon a two-thirds vote of the board. Section 5: Any donations given to the Oakleaf Club by the donor for PAGS shall be returned to the donor. If this is not practical, the funds shall be donated to the Oakleaf Benevolence Fund. The PAGS account will be used to satisfy outstanding debts, liabilities, and obligations of PAGS.

Article X: Amendments
This Constitution may be amended at any general club meeting by a two-thirds vote of all members present, provided that the amendments have been approved by the Board and members notified in advance. The proposed amendment may be made by any Club member to the Board.

Article XI: Procedures for Disbanding

Section 1: Should dissolution of the club become necessary, due notice shall be given to all members in advance, and dissolution may take place upon a two-thirds vote of all members present at a general club meeting. Section 2: Any funds contained in the treasury will be used to satisfy outstanding debts, liabilities, and obligations of the Club. Any remaining funds shall be donated to militaryoriented nonprofit organizations (charities).

Article XII: Parliamentary Authority

The rules in the current edition of Robert's Rules of Order, Newly Revised govern the club where they are applicable and where they do not conflict with the Constitution or any special rules of order the club may adopt.

STANDING RULES
1. Regular functions are usually held monthly, or as scheduled. Prior approval by the Board must be obtained before decisions are made on the general type and timing of functions. The cost of the functions shall be approved by the Board and will be prepaid when necessary for reservations. 2. No refunds will be given for function reservations not cancelled by the announced deadline. These monies will be placed in the General Fund. 3. Requests for contributions received from non-profit organizations are referred to the Benevolence Committee which may approve expenditures of $150 or less of benevolence funds by a majority vote. They will make recommendations for the expenditure of higher amounts to the Board at the next meeting. 4. At Board meetings of the club, the agenda shall consist of reading, correction, and approval of the minutes, treasurer's report, Board member reports, standing committee reports, special committee reports, Advisor reports/comments, unfinished business, new business, and announcements. 5. Any club member may attend a Board meeting. However, non-board members may not introduce any items of business without prior approval of the President, nor will they have a vote. 6. In the event of inclement weather, all club activities will be postponed or cancelled. The deadline for newsletter submissions will remain as designated by the newsletter editor. 7. Club publications are intended for the personal use of the club members and are not to be used for advertising, commercial, or political purposes and should be stated as such in the front of the directory. 8. The President shall appoint the following chairs: a Benevolence. The Benevolence committee coordinates fundraisers for the club, including bake sales, silent auctions, Tree of Honor, etc. The committee also works with the Casualty Affairs Office to coordinate events for the wounded and their families. In the spring, The Benevolence Committee reviews funding requests and makes a recommendation to the Board on how to allocate funds. Benevolence duties are divided into two funds: General Fundraising and Wounded Sailors and Marines. b Books 4 Kids. Books 4 Kids works with the Pediatrics Department to stock the bookshelf. The Chair will work to acquire new and gently used books and will also solicit other items as needed, such as arts and crafts supplies. c Mary Jane Sanford Project. Committee members attend ongoing planning meetings for the art show and prepare reports for the Oakleaf board. The Oakleaf Club provides assistance on the day of the art show. The Mary Jane Sanford fund, when monies are available, is a resource to support the expenses of the art show as well as other benevolent NNMC staff and patient activities. d The Tree House. The Tree House coordinator will plan monthly playgroup events. e Social Chair. The Social Chair will plan monthly events to appeal to all members, such as family BBQs, dinners out, gatherings in members homes, museum tours, etc.

Garden Party. The Garden Party Chair will help to plan and host the annual Garden Party held at the Surgeon Generals home. g Fisher House. The Fisher House Chair will coordinate monthly meals for Fisher House and will maintain a relationship with the Fisher House manager to fulfill other requests, such as restocking pantry and purchasing needed items as approved by the Board. For this purpose, Fisher House duties may be divided into Hospitality and Meal Donations. h Sunshine. The Sunshine Chair will coordinate meals for families with new babies and will send cards or coordinate meals for members experiencing any other special need or hardship (deployment, move, illness, etc.). i Intern/Resident Liaison. The Intern/Resident Liaison will communicate with interns about Oakleaf events and act as primary coordination for intern/resident orientation events with NNMC and the Dental command. The liaison will also work with the Board to plan a spring panel for graduating interns. j NNMC Liaison. The NNMC Liaison will coordinate Oakleafs involvement with NNMC command-wide events, such as the Family Fun Day and Easter Egg Hunt, and assist with coordination of intern/resident orientation events. The liaison will attend planning meetings as required. k Deployed Spouses Liaison. The Deployed Spouses Liaison will provide support and services to Oakleaf family members whose spouses are deployed for a period of 90 days or more from the Greater DC Area. Support may come in the form of communication with Command Ombudsmen, coordination of support groups, phone calls, coordinating meals, babysitting, housecleaning or other helpful services. All services rendered by Oakleaf to deployed spouses family members are allocated by need and funds available through a board vote on a quarterly basis. 9. These standing rules may be changed at any Board meeting by a majority vote of those present and eligible to vote. f

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