(Revision: Final #4)
(Based on January 2016 Strategic Planning Meeting)
The primary purpose of this document is to define the NAL-JSC Chapter policy regarding the guidance to be provided to individuals or families who wish to honor the memory of a deceased NAL-JSC member or friend by designating NAL-JSC or NAL-JSC-related activities as recipients of contributions from family/friends. For the purposes of this policy, an NAL-JSC friend is defined as the deceased spouse or relative of a current NAL-JSC member. The deceased friend shall have provided significant service and support to NAL-JSC.
One of the primary objectives of the NAL-JSC is to provide educational outreach programs to inspire students to pursue science, technology, engineering and math (STEM) careers. Therefore, NAL-JSC can assist families in designating, through NAL-JSC, memorial contributions to any of the activities described below.
A secondary purpose is to document the process by which NAL-JSC members can contribute to the NASA College Scholarship Fund via NAL-JSC as part of their annual dues renewal.
NAL-JSC is a 501(c)(3) tax exempt organization approved by the U.S. Internal Revenue Service. A significant portion of the annual NAL-JSC budget goes to education outreach programs with an objective to best influence targeted students to become interested in and to pursue STEM curricula and careers. Therefore, donations to NAL-JSC will further the STEM education goals of the NAL-JSC Chapter. The NAL-JSC Chapter makes annual donations to organizations such as the Education Department of Space Center Houston, the Expedition Center at the Houston Museum of Natural Science, the Space Grant Program of the American Institute of Aeronautics and Astronautics, and the Science National Honor Society. We work with these organizations because they also have a goal to impact specific targeted audiences, including children in economically disadvantaged schools.
Individual One-Time Donations to NAL-JSC In Honor of a Deceased Person
At any time any individual, whether an NAL-JSC member or not, may make a single donation to the NAL-JSC in honor of a deceased person.
1. The donor shall send the donation to the NAL-JSC and shall indicate on the check the name of the person in whose honor the donation is made, and shall provide the name and address of the family member to whom acknowledgment of the donation shall be made by NAL-JSC.
1. NAL-JSC shall acknowledge the donation to the donor for tax purposes.
2. NAL-JSC shall inform the family of the deceased that a donation in honor of the deceased has been received from the donor.
3. NAL-JSC shall deposit the funds in the general fund to be spent as NAL-JSC determines.
1. The family will send a thank you card to the donor, as they wish.
Family Requested Donations to NAL-JSC for a Deceased NAL-JSC Member or Friend
1. In the obituary or other announcements of the demise of the NAL-JSC member or friend, the family shall designate the NAL-JSC Chapter as the recipient of memorial donations.
2. The family shall inform donors to make the check or money order payable to NAL-JSC and to include in the memo line the name of the person being honored.
3. The family shall select and send appropriate “Thank you” notes to donors at the donor’s address/contact information that is provided by the NAL-JSC Chapter.
1. Provide the family with the NAL-JSC address to which all donations should be sent.
2. Maintain a list of all donations received, including the amount, the donors’ names, addresses, and other contact information; and, NAL-JSC will periodically provide to the family an updated list of the information (at least monthly until donations have ceased).
3. In accordance with tax requirements, acknowledge to each donor the amount of each contribution.
4. Deposit funds in the NAL-JSC general fund to be spent as NAL determines.
Donations to the NASA College Scholarship Fund (NCSF)
The NCSF is a 501(c)(3) tax exempt organization. The NCSF is a NASA-wide scholarship that is administered for NASA by JSC. Students who are dependents of NASA employees at all NASA centers and are pursuing a degree in STEM career areas are eligible to be nominated for an NCSF scholarship. The NCSF award is renewable for a maximum of $8,000 over a period of six calendar years. Donations to the NCSF can be made by NAL members by direct contribution to the JSC Financial Management Division. On a periodic basis our Chapter will remind members of the opportunity to make individual contributions to the NCSF via articles in our periodic Chapter Newsletter, which will contain information about where to send donations.
Establishment of a Scholarship in Honor of a Deceased NAL Member or Friend
In some circumstances, the family of a deceased NAL-NAL member or NAL-JSC friend may desire to establish a scholarship in the name of a loved one. NAL-JSC will assist the family in establishing the scholarship, but the family must assume the primary role in the establishment, procedures, and administration of the scholarship. The family must make a written request to NAL-JSC to establish the scholarship fund in the name of the deceased, explaining the general parameters of the proposed scholarship fund, and the NAL-JSC Board must agree to participate. To ensure that the scholarship is viable and worthy of NAL-JSC efforts the family must realistically anticipate a level of contributions of at least $2,000 within the first three months of soliciting donations. If this minimum amount is not received in that time, the family may choose to donate the funds needed to reach the $2000 minimum, or they may choose to donate the collected amount to the NAL-JSC Education Fund, but not as a designated scholarship.
A scholarship that meets the minimum funding requirement will not be open-ended nor will a continuing campaign for donations by NAL occur. It is expected that the donated scholarship funds will be managed and administered so that all funds are disbursed in accordance with the defined scholarship procedures within a period not to exceed four years.
1. In the obituary or other announcements of the demise of the member or friend, the family shall designate memorial donations to the NAL-JSC scholarship fund.
2. The family shall inform donors to make the check or money order payable to the NAL-JSC Chapter and to include in the memo line the name of the person being honored.
3. The family shall select and send appropriate “Thank you” notes to donors and use the donor address/contact information provided by the NAL-JSC.
4. The family will define the parameters of the scholarship, including the qualifications to be considered for the awards; the identity of any associated third party organization involved in the award, including schools, universities, professional organizations; charitable organizations; and, the plan for number of awards, methods of selection, and duration of the planned scholarship(s).
5. The family shall make all arrangements for implementing the scholarship processes, including agreements with third parties (schools, etc.); prepare announcement of the scholarship explaining all requirements, processes and rules; and, prepare the application forms and selection criteria, etc. NAL-JSC can provide examples of these items to assist the family.
6. The family shall serve as the primary interface with any third party organization, such as a school, charitable organization, etc.
7. The family shall provide a member to serve on the NAL-JSC Scholarship Selection Committee.
8. The family shall provide a member to attend the award ceremony and to present the award, as appropriate.
1. Establish a NAL-JSC Scholarship Committee to administer the scholarship procedures.
2. Provide the family with the NAL-JSC address to which all scholarship donations should be sent.
3. Maintain a list of all donations received, including the amount, the donor’s name, address, and other contact information; and, periodically provide an updated list of this information to the family (at least monthly until donations have ceased).
4. In accordance with tax requirements, acknowledge the amount of each contribution to each donor.
5. Hold all donated funds for future distribution to the scholarship recipients.
6. Distribute the donated funds to the scholarship recipients as determined by the NAL-JSC Scholarship Committee, in consultation with the family.
7. Using scholarship funds, purchase appropriate award plaques for presentation to the scholarship recipients at the awards ceremony.
8. Provide an NAL-JSC member to attend the awards ceremony and to present the plaque, as appropriate.
9. Provide the family with periodic, complete accounting of funds received and disbursed to designated recipients until all received funds have been disbursed.
10. Assure that the scholarship funds are collected, acknowledged, managed, disbursed, periodically audited, and administered in accordance with the scholarship plan, including closing the official books and records after all awards have been made and the funds are totally depleted. Any residual funds may be distributed in accordance with an agreement between the family and the NAL-JSC.
BYLAWS OF THE NASA ALUMNI LEAGUE JOHNSON SPACE CENTER CHAPTER
(As ratified by the Chapter membership on August 1, 2016)
I. NAME, AFFILIATION, LOCATION
Section 1. The name of this organization shall be the National Aeronautics and Space Administration (NASA) Alumni League Johnson Space Center Chapter (NAL-JSC).
Section 2. NAL-JSC is a subsidiary chapter of the National Aeronautics and Space Administration Alumni League, a non-profit organization incorporated in, and with Headquarters in, the District of Columbia.
Section 3. The office of NAL-JSC shall be located in the Houston, Texas area at a location determined by the NAL-JSC Officers and Board of Directors from time to time. The office may be a Post Office box location or the permanent address of the current chapter President or Secretary.
II. OBJECTIVES AND GENERAL REQUIREMENTS
Section 1. The objectives of the NAL- JSC shall be consistent with those of the national organization, and shall include, but not be limited to:
- The conduct of aeronautical and space activities for charitable, scientific or educational purposes for the benefit of all humankind, and in support of the goals, objectives, programs, and activities of the National Aeronautics and Space Administration, as outlined in the National Aeronautics and Space Act of 1958, as amended. Such activities shall be related to the assigned mission of the Johnson Space Center.
- The fostering of the development of beneficial aerospace technology in support of the assigned mission of the Johnson Space Center.
- The furthering of the education of future space scientists and engineers in support of the mission of the Johnson Space Center and the objectives of the national organization.
- The organization of social and educational activities in the Houston, Texas area to provide fellowship and current information about NAL and NASA activities to the chapter membership.
Section 2. The Bylaws of the NAL-JSC shall be consistent with the Bylaws of the national organization.
The membership of the NAL-JSC consists of former employees of NASA or the Jet Propulsion Lab who are current members of the national organization, being current in their dues. Any former employee of another federal government agency who served an extended detail assignment at JSC for one year or longer is also eligible for membership in our Chapter. Any other person who was employed by NASA as a "Special Employee" for the purpose of accomplishing a special focused assignment at JSC lasting one year or more is also eligible for membership in our Chapter.
Section 1. The NAL-JSC shall hold at least one general membership meeting per year at a location in the Houston, TX area, for the purpose of transacting any appropriate chapter business and reporting on chapter activities to the membership, in fulfillment of the chapter objectives. Business may be transacted at any general membership meeting by a majority of those members present and voting. The business meetings may be in person or on-line using telephone or web connections.
Section 2: Special or additional general membership meetings of the NAL-JSC may be called at any time by a majority of the Governing Board of the Chapter (consisting of the Officers and Directors), at a time and place designated by the Governing Board.
Section 3. Special meetings of the NAL-JSC general membership shall be called promptly by the Governing Board upon the petition, delivered to the Secretary, of fifteen of the current members or ten percent of the membership, whichever is smaller, of the NAL-JSC.
Section 4. Notice of all meetings of the NAL-JSC general membership shall be mailed or transmitted electronically to the membership at least two weeks prior to the meeting date, and shall state the purpose, location, date and time, and other requirements of the meeting.
Section 5. The Governing Board of the NAL-JSC shall meet periodically and regularly to conduct business and plan chapter activities. The President or her/his designee will schedule the business meetings. Any Officer or Director may request the president to call a business meeting, and the request will be honored promptly. Any chapter member in good standing may attend any NAL-JSC business meeting. Business may be transacted at any business meeting by a majority vote of the Officers and Directors present and voting. At least three business meetings will be held annually.
V. OFFICERS AND DIRECTORS
Section 1. Officers of the NAL-JSC shall be President, Vice-President, Secretary, and Treasurer. No person may hold more than one office.
Section 2. There shall be a minimum of SIX Directors and a maximum of TEN Directors who shall serve with the Officers in the conduct of NAL-JSC business and activities. One Director shall be the immediate past President of the Chapter, who shall serve for at least one term as Director, unless he/she specifically declines the position. (Change ratified August 2016)
Section 3. The Officers and Directors of the NAL - JSC shall constitute the Governing Board of the NAL - JSC.
Section 4. Officers and Directors shall be elected from among the general membership who are current in their dues.
Section 5. The term of office for Officers and Directors shall be two years. There is no limit on the number of consecutive terms that an individual may serve in one or more Officer or Director positions.
Section 6. Officers and Directors shall not receive any compensation for their services, but the Governing Board may, by resolution, authorize fair and reasonable reimbursement of expenses incurred in the performance of their duties.
VI. DUTIES OF THE OFFICERS AND DIRECTORS
Section 1. The President shall: preside at all general meetings, business meetings and other NAL-JSC functions; administer all affairs of the chapter in accordance with the decisions of the Officers, Directors, and membership; act as the official representative of the chapter; sign all agreements to which the chapter is party; act as liaison between the NAL-JSC and the national organization; have signature authority on all chapter financial accounts; delegate responsibilities and powers, including the establishment and appointment of committee chairs, to other members of the chapter, as may be appropriate. After completion of the term of President, the outgoing President shall serve one term as a Director of the chapter.
Section 2. The Vice-President shall: attend all general meetings, business meetings and other NAL-JSC functions and preside at any meeting when the President is not present; oversee committees established by the chapter; carry out the duties of the President in the event of the President's inability to serve or act. The Vice-President shall succeed to the office of President in the event the President is removed from office or is unable to complete the elected term of office.
Section 3. The Secretary shall attend all general meetings, business meetings and other NAL-JSC functions and maintain official records of business transacted at these meetings and functions; provide minutes of all meetings promptly to the Officers and Directors; be responsible, as requested, for official correspondence directed by the Officers and Directors; and assist in other administrative functions such as maintaining current membership lists, and in issuing notification of meetings and chapter functions. The Secretary shall be supplied a copy of any chapter correspondence initiated by any Officer or Director, for purposes of maintaining official chapter files.
Section 4. The Treasurer shall: attend all general meetings, business meetings and other NAL-JSC functions; receive, record and safeguard all moneys paid to the NAL-JSC; have signature authority on all chapter financial accounts; keep full, timely and accurate accounts of all financial transactions and the financial status of the chapter; provide periodic financial status reports to the Officers and Directors at business meetings; render a yearly report of financial condition of the chapter when requested by the Officers and Board of Directors; participate and support a yearly audit of chapter financial records by an Audit Committee appointed by the President; pay all duly approved bills of the chapter in a timely manner; operate the financial activities of the chapter in a responsible manner by documenting all transactions, requiring receipts, etc.; make recommendations to the Officers and Directors concerning the management of the chapter accounts; provide all tax documentation for local or national chapter requirements.
Section 5. Directors shall: attend all general meetings, business meetings and other functions of the NAL-JSC; provide support and guidance to the Officers of the chapter; chair committees as requested by the President; identify opportunities for chapter service and activities; help to secure support and resources for the chapter, as approved by the President.
One Director position shall be filled by the outgoing President after each chapter election.
VII. ELECTIONS/VACANCIES/REMOVAL FROM OFFICE
Section 1. Officers and Directors shall be elected bi-annually (every two years, in even numbered years) by a majority of those Chapter members voting via a ballot sent to the Chapter membership.
Section 2. A Chapter Nominating Committee, consisting of at least one Governing Board member and one general member, shall be appointed by the President during the early summer time period of election years. The Nominating Committee shall formally solicit the Chapter membership for candidates for the Officer and Director positions, and shall provide an official slate of nominees to the Governing Board by early summer of election years. All nominees/candidates shall be current Chapter members in good standing.
Section 3. Ballots shall be provided to the Chapter membership listing all candidates for the Officer and Director positions during the period - early summer of election years. Ballots may be provided by electronic means or by paper mail; must allow two weeks for the membership to respond; and must be returned to the designated Chapter address by late summer, of election years in order to be considered. Write - in votes will be permitted for all positions, and the ballot shall specifically contain a place for write - in votes for each position.
Section 4. The Chapter Governing Board shall serve as the Teller Committee and shall count all valid ballots, and shall notify all candidates, and the general membership, of the election results.
Section 5. Officers and Directors shall assume their elective positions no later than late summer of election years, and shall serve normal terms of two years from the time they enter office.
Section 6. If an Officer or Director position becomes vacant, the remaining members of the Governing Board may appoint, by majority vote, a replacement to serve the remainder of the term from among the regular members of the Chapter in good standing.
Section 7. An Officer or Director may be removed from office for cause by a vote of two - thirds of the Governing Board acting on its own authority. Removal may also be initiated by a petition to the Governing Board, delivered to the Secretary, signed by at least fifteen members of the Chapter or ten percent of the membership, whichever is smaller, whereupon the Governing Board will solicit input from the general membership, and vote on the petition. An Officer or Director who is being considered for removal will have the right to present his/her position on the issue in question, and defense, to the Governing Board. A removal from office will be immediate upon affirmative vote of the Governing Board and there will be no appeal.
VIII. STANDING AND TEMPORARY COMMITTEES
Section 1. The Governing Board may establish standing committees to carry out the regular and routine business of the Chapter. The President shall appoint standing committee membership and chairs.
Section 2. The President may establish temporary committees, as necessary, to carry out special and transient activities and requirements of the Chapter. The President shall appoint temporary committee membership and chairs, and shall designate the responsibilities, duties and duration of the temporary committees.
Section 3. The Vice - President shall routinely oversee the activities, progress and products of all standing and temporary committees.
IX. GENERAL PROVISIONS
Section 1. The NAL - JSC fiscal year shall be from January 1 to December 31 of each year.
Section 2. Annually, during the month of January, the President, working with the Treasurer, shall appoint an Audit Committee to review the financial activities and records of the previous fiscal year and to provide a report on the findings to the Governing Board no later than February 15.
Section 3. Parliamentary authority shall be governed by the rules in the current issue of ROBERT'S RULES OF ORDER for points not covered by these By Laws.
Section 4. The NAL - JSC shall use its funds only to accomplish the stated Objectives and Requirements of the Chapter, and no part of the Chapter funds shall inure to or be distributed to the members of the NAL - JSC upon dissolution of the Chapter.
Section 5. Upon dissolution of the NAL - JSC the residual funds and resources shall be distributed to the parent Chapter of the NASA Alumni League, in Washington. D.C. or to an appropriate charity, as required by the chapter's not-for-profit status.
X. RATIFICATION AND AMENDMENT
Section 1. The initial ratification of these By - Laws must be accomplished by the affirmative vote of two thirds of the members voting on their acceptance. The By - Laws will be in force immediately upon ratification.
Section 2. These By - Laws may be amended upon the recommendation of two thirds of the existing Governing Board members, and the recommended amendment will be submitted promptly in writing to the general membership for consideration. The amendment will be adopted upon the affirmative vote of two - thirds of the members voting, and will be implemented within one month of the completion of the vote.
Section 3. These By - Laws may be amended by a petition for amendment, delivered to the Secretary, signed by fifteen members, or ten percent of the membership, whichever is smaller. Upon verification by the Governing Board of the validity of the amendment petition, it will be promptly submitted in writing to the general membership for consideration. The amendment will be adopted upon the affirmative vote of two - thirds of the members voting, and will be implemented within one month of the completion of the vote.