2024-2025 Board Nominations
• The Association year shall be from 1 June – 31 May
A nominee does NOT have to be a current member

Article V: Executive Board
• The elected officers, known as the Executive Board of the CGSA Petaluma, shall be President, Vice President, Secretary, and Treasurer, and option for another position as voted by the Executive Board.  The number of Executive Board members in the association is limited to five (5) positions.
• They shall govern and operate the association in accordance with the bylaws.
• The term of office shall be one year.  
• All officers must hold current membership in the association and at least three (3) of the Board members are to attend all scheduled meetings.

Article VI: Nomination and Election of Executive Board
• A nomination committee shall be formed in April to receive and present all nominations for officers.  The committee shall create a ballot to be emailed to all members for secret voting.  The committee shall tally all votes and present winning officers’ names by email on 1 May.
• The newly elected Board members will assume their duties on 1 June.  A meeting with the previous board will be held prior to 1 June to pass over information, records, and passwords.
• The term of each Board member shall be one year.  A Board member may be eligible to serve consecutive terms in the same office as long as they are re-elected by the majority vote.  They may serve no more than two successive terms.
• The Executive Officer (XO) of TRACEN Petaluma shall be informed of the newly elected Executive Board members of the CGSA Petaluma.  It is also recommended that the National Council of Coast Guard Spouses’ Club (NCCGSC) located in Washington, D.C., be informed of the newly elected Executive Board members of the CGSA Petaluma.

Article VII: Duties of the Executive Board
• Shall encourage new memberships and collect dues.  Shall keep a complete record of Regular Members and their addresses.
• Shall solicit members and/or chairpersons for all committees necessary to carry out the business of the association.
• Shall provide programs for general meetings, arrange for social activities of the association, plan activities and benefits to raise money, and plan charitable projects.
• Be responsible for posting news, events, fundraising efforts, etc., of the association on social media and other mediums to engage participation and promote the CGSA Petaluma.
• Shall be custodian of all permanent records of the association and keep said records on file for future reference.
• Shall handle all correspondence of the association and keep a file of the same.
• Shall arrange the location for a meeting place.
• Expenditures of more than $25 shall require a majority vote of the Executive Board.
• Expenses incurred in the course of the routine operation of the association, or its activities, may be reimbursed by the authorization of the Executive Board.

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Who would you like to nominate for the President of the Spouses' Association?                                       PRESIDENT’S DUTIES:· Shall be the Point of Contact between CGSA Petaluma and the Community/ Command at TRACEN Petaluma.· Shall put to vote all questions discussed, and shall decide on question of order.  The president shall make neither motion nor vote on any questions unless the association shall be equally divided, in which case the president will cast the deciding vote.· Shall keep record of all meetings, agendas, and past permanent records. *
Who would you like to nominate for Vice President of the Spouses' Association?                                                           VICE PRESIDENT’S DUTIES:· Shall assist the President with the duties of that office and keep a current calendar of social events.· Shall preside in the temporary absence of the President and shall succeed to the presidency if the president is unable to complete a full term in office.· Shall oversee the Standing Committees.· Shall submit all command requests for CGSA Petaluma.· Shall create agendas for all monthly meetings and send a copy to Secretary for distribution to all members. *
Who would you like to nominate for the Secretary of the Spouses' Association?                                  SECRETARY’S DUTIES:· Shall keep the minutes of all meetings and shall present the minutes at all meetings.· Shall be able to produce a copy of the bylaws at all meetings.· Shall monitor CGSA Petaluma email and send information from the Executive Board to members via email.· Shall email general meeting agendas to all members prior to monthly meetings.· Shall maintain membership records.· Shall create membership directory. *
Who would you like to nominate for Treasurer of the Spouses' Association?                                          TREASURER’S DUTIES:· Shall be responsible for all association funds and shall keep accurate records of all dues, receipts, and expenditures.· Shall deposit all funds in the name and to the credit of the association in such depositories as may be approved by the Executive Board.  The Treasurer and President shall be authorized to sign check on the association bank account.  The Treasurer and President shall hold an ATM card on the association bank account.· Shall collect all dues.· Shall collect all monies from TRACEN’s Treasures.· Shall make a current and accurate financial report at each regularly scheduled meeting.· Accounts shall be balanced monthly and shall be audited by a qualified individual, not a member, at the end of the association year or before turning over the account to the Treasurer’s successor.· Shall maintain essential tax documents, including Taxpayer ID number and IRS tax exemption letter.  The Treasurer shall send and e-postcard to the IRS annually stating that the association income is less than $25,000.00. *
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