HomeMy WebLinkAboutConstitution and By-Laws (May 2023) CONSTITUTION and BY-LAWS
Memorial Hall Commission
Veterans Memorial Hall/Soldiers and Sailors Park
CONSTITUTION
Article I — Name
Section 1.The name of this administration shall be: "Memorial Hall Commission"as set forth in 1993
Code of Ordinances of the City of Waterloo, Iowa, Section 2, 195.5 of Division 5,of Article VII, Chapter
2:
Ordinance No.4236 adopted by the city council on July 23, 1997,creating the
Memorial Hall Commission.
Ordinance No.4265 adopted by the city council on November 3, 1997,increasing
the members from five to eleven.
Ordinance No.4266 adopted by the city council on November 17, 1997,creating
terms of offices.
Ordinance No. 5672 adopted by the city council on November 21,2022,repealing
and enacting in lieu thereof a new Chapter 11,Memorial Hall Commission,Title 2,
Boards and Commissions.
Article II — Object
Section 1.The object of this Commission shall be: to unite and promote fellowship among Veterans,
Civic,and Patriotic organizations advancing the interests and the betterment of the property and contents
located at 1915 Courbat Court,Waterloo, Iowa; devoted to improve,restore,preserve, enhance, and
maintain the building and park,monuments,documents,portraits, and relics; in order to perpetuate the
memory and achievements of United States military personnel who distinguished themselves by their
services and sacrifices while with our Country's National Defense;to encourage historical research and
extend educational services in relation to Wars and defending American freedom; to celebrate the
anniversaries of prominent events of our Country's Wars and Conflicts;to foster in loyal appreciation true
American patriotism; and at all times to uphold and maintain the Constitution and the laws of the United
States of America.
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Article III -- Organization
Section 1.This Commission shall consist of. (a)American Legion#730, (b)American Legion#138, (c),
AMVETS at large,(d)Disabled American Veterans#11, (e)Veterans of Foreign Wars# 1623, (f)
Military Order of the Purple Heart#86, (g), Sons of the Union Veterans Civil War at large, (h)The
Military Officers Association of America, (i)Rolling Thunder Iowa Chapter 1,0)UAW 838 Veterans
Committee, (k) Cedar Valley Civil War Roundtable, and no more than two(2)members at large.
(a) Primary and alternate members of commissioner's status shall be authorized to be,member, sons
or auxiliary(clarifying Article IV Section 1 paragraph(a); eligible representatives and Article V
Section 1 of the bylaws).
Section 2.Any honorably discharged military person, Gold Star Mother,or concerned citizen, shall
qualify to become a candidate for the Memorial Hall Commission provided he/she is a member in good
standing with the organization he/she is representing and/or a proponent of veteran's affairs.
Section 3.Each organization identified shall be authorized two(2)representatives--one(1) delegate and
one(1)alternate to serve a three(3)year term on the Memorial Hall Commission. Due notice of such
elected representatives must be submitted to the City Clerk's office not later than September 30 of that
year. (In accordance with Chapter 11 Section 2-11-2 (paragraph B)Waterloo City Code)
Section 4.Any representative may succeed himself/herself if properly authorized by their organization
provided the tenure conforms to the City Code of Ordinances,regarding Boards and Commissions.
Section 5.No representative shall be appointed to serve on this Commission without the approval of the
Mayor and the City Council.
Article IV — Membership
Section 1.Types of Membership shall be as follows:
Para. (a)ACTIVE-Membership of this Commission shall be composed of only eligible representatives
from each organization or members at large as defined in Article III, Sections 1,2, 3,4,and 5. The Mayor
of the City of Waterloo or an appointed designee shall be a non-voting member of the Commission.
Para. (b)ASSOCIATE-Any individual who is or may become a member to any of the organizations
identified in Article III, Section 1, and all servicemen and women who are presently on active duty in any
branch of the United States Military shall be eligible for Associate Membership and shall be entitled to all
privileges except those of voting and holding office.
Para. (c)ALLIED SUPPORT GROUP -Any individual currently serving as and limited to hereafter as;
Mayor, City Council Member, Community Development, Police Chief,Administrative Director, City
Clerk,Fire Chief, Executive Director of Grout Museum, Waterloo Museum of Art,Executive Director of
Main Street Waterloo and High School Junior ROTC shall be eligible for Allied Membership and shall be
entitled to all privileges of membership except those of voting and holding office.
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Section 2.All Memberships shall conform to the requirements as set forth in this Constitution and By-
laws.
Article V -- Principal Office: Scope of Activities
Section 1.The principal office of this Commission shall be located at 1915 Courbat Court.
Activities of the Commission shall not be confined to that location.
Article VI — Administration
Section 1.The administrative affairs of this Commission shall be vested only in the eligible
representatives present and voting when the Commission is in session. Each organization represented
shall have the right to cast one (1)vote on each matter submitted to a vote at any Memorial Hall
Commission meeting.
Section 2.The officers of this Commission shall consist of a General Chairperson,a Vice Chairperson,
and Secretary/Treasurer.
Article VII — Amendments
This Constitution may be amended at any Memorial Hall Commission meeting by a vote of two thirds of
the representatives present and eligible to vote,provided that any such amendment is read at two(2)
meetings and that all delegates and alternates were notified of the proposed change prior to each of the
two (2)meetings.
Article VIII
This Constitution and By-laws shall not become in full force and effect until approved by the City
Council and signed by the Mayor.
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BY-LAWS
Article I — Organization
Section 1. This Commission shall be known as "Memorial Hall Commission," and affirms its allegiance
to its Constitution,By-laws and Operating Procedures.
Section 2. The creation and continuance of Veterans Memorial Hall shall be as a monument to the men
and women who have honorably served with any United States military forces.
Section 3. The building and grounds shall serve as: (a) a meeting site for veteran's associations and
patriotic societies; (b) a site for Memorial Day observances and other patriotic ceremonies; (c)a museum
to display photographs and patriotic memorabilia; and(d)a site for city business affairs and veteran social
activities.
Article II -- Officers
Section 1.
Para 1: The Commission shall elect annually a General Chairperson,Vice Chairperson, and a
Secretary/Treasurer.
Para 2: The General Chairperson,with the approval of the Commission, shall appoint Commission
Committees,with the exception of the Nominating Committee,which shall be elected by the
Commission.
Para 3: Such other committees as may be necessary to operate the Commission may be appointed by the
General Chairperson,with the approval of the Commission.
Para 4: A"Commission Officer Report" shall be submitted to the City Mayor's office within five(5) days
after the installation of newly elected officers or in the event of any subsequent change in the Commission
officers during the membership year.
Section 2.
Para 1: The General Chairperson shall be the presiding officer and in his/her absence,the duty will fall to
the next highest officer in line of succession who is present. He/she shall maintain order and dispatch such
business as may legally come before him/her. They shall perform all other duties that may reasonably be
assumed to be incidental including those set forth in this Constitution and By-laws and such other duties
as may be lawfully delegated to him/her by the Commission.
Para 2: The Vice Chairperson shall perform the duties of the General Chairperson in the event of his/her
absence. If the General Chairperson should die,resign,or be removed,the same order of authority would
be in effect until a new General Chairperson is elected. He/she shall be the Membership Chairperson and
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as such is responsible to confirm all types of memberships and campaign to increase all memberships as
set forth in the Constitution and By-laws.
Para 3: The Secretary is responsible for keeping the Commission records and conducting the
Commission's correspondence. He/she must keep detailed records of the Commission's meetings and
business affairs.All motions considered by the Commission should be recorded along with the names of
the delegates or alternates who make, second,or speak on motions. At each commission meeting,he/she
should read all correspondence received between meetings and see that all matters which require action
by the Commission are properly disposed of and should answer all correspondence promptly and file
copies of responses with the commission records.
Para 4: The City Clerk/CFO shall keep an accurate record of all monies received and disbursed and a
written report given to the Commission each month. The commission Secretary/Treasurer shall ensure
monies were distributed to the correct fund account,administered by Commission vote motion. Any
discrepancy is to be reconciled by Secretary/Treasurer. He/she shall also be a member of the
Finance/Fundraising Committee.
Section 3.
Para 1: Upon election or appointments, and installation of the successor to any such Commission office,
all Commission property in his or her predecessor's possession shall be surrendered to the newly installed
officer.
Article III — Qualifications
Section 1.Any individual who is a delegate or alternate of this Commission shall be eligible to any
elective or appointive office in this Commission,unless otherwise provided in this Constitution and By-
laws.
Section 2. Any individual may not hold more than one (1)elected position.
Section 3.Any officer of this Commission may succeed themselves if properly elected.
Article IV -- Tenure of Office
Section 1. Officers shall be nominated each year during the October meeting and again immediately prior
to the November election meeting. Elected officers shall be installed not later than December 1 of that
year and shall serve in that office for one(1)year or otherwise defined in the Constitution and By-laws.
Section 2.Unexcused absence of any elected officer from three (3)consecutive meetings shall be cause
for removal by the Commission.
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Article V -- Membership
Section 1.No applicant shall be denied membership if he or she meets the eligibility requirements as set
forth in this Constitution and By-laws.
Article VI -- Committees
Section 1.There will be four(4) Committees: Building and Grounds,Operations,Finance/Fundraising,
and Education/Historical.
Section 2. Committees shall consist of not less than three(3) individuals,one of which is a voting
member of the Commission.
Section 3.In the event a Committee fails to make a recommendation upon any matter referred to within a
reasonable time or in emergencies,the City may act upon such matter without receiving approval of the
Commission.
Section 4. Committees may include,with commission approval, a member who is not a commissioner.
Article VII --Meetings
Section 1.Commission meetings are scheduled for the fourth Wednesday of each month, except
December. Alternate dates on approval of the Commission,time and place shall be determined by the
desires of the Commission as necessary.
Section 2. Special meetings of the Commission may be called by the General Chairperson or the Mayor
whenever they may deem it necessary.
Section 3.A quorum shall consist of five(5)voting members.
Section 4.Minutes of the meetings shall be kept and available for inspection.
Article VIII — Required Ceremonies
Section 1.At least once a year there shall be observed a special Memorial Day Ceremony in accordance
to the Waterloo Memorial Board By-laws.
Section 2.Veterans Day Ceremony November 11'
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Article IX -- Miscellaneous
Section 1.
Para 1: These By-laws may be amended at any Commission meeting by a vote of two-thirds of the
representatives present and eligible to vote,provided that any such amendment is read at two(2)meetings
and that all Commission delegates and alternates were notified of the proposed change prior to each of the
two (2)meetings.
Para 2: The Charter of this Commission shall be displayed at Veterans Memorial Hall in a frame and a
copy of its Constitution and By-laws shall be properly affixed to its back, a copy kept at City Hall,and
also in the Commission's file.
Para 3: No part of the net earnings,property or assets of this Commission shall inure to the benefit of any
organization,private person, or any member,officer,or director.
Article X -- Parliamentary Authority
Section 1.Roberts Rules of Order,newly revised, shall govern in all cases not specifically covered by this
Commission's Constitution and By-laws.
APPROVED: ATTEST:
Craig White, Chair Randy Miller,Vice Chair
Memorial Hall Commission
Secretary/Treasurer
CERTIFIED:
Quentin Hart,Mayor
City of Waterloo
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