Foreign Joint Services Non-Commissioned Officer Association | FJSNA




FJSNA Constitution

Constitución en español

PREAMBLE

The Foreign Joint Services NCO’s Association (FJSNA), further called the Association, is a non-profit organization, formed to the comradeship, and conviviality among members in good financial standing of foreign NCO’s employed in the United States of America and their families and to enhance the good relations and understanding among each other including NCO’s of the host nation.

 

CHAPTER 1 – MEMBERSHIP

Membership
1.1 All NCO’s of participating nations and the five (5) US Services, are eligible for membership in this Association. There will be no information on the number of members from any current participating nation except as prescribed within the forms of membership.

1.2 Membership dues, having been set at two and a half (2.50) US dollars per month shall be re-considered according to experiences of the previous year. Membership dues may be increased when necessary and approved by members attending the Annual General Meeting (AGM).

1.3 Mode of payment of membership dues shall be at the discretion of the Treasurer. Membership dues are to be collected by the Country Representative for on-forwarding through the Vice-President Membership to the Treasurer. A member who does no submit full payment of membership dues within two (2) months of receiving written notice of delinquent payment, will be assigned a non-member status and deleted from the membership listing.

1.4 The Membership Year is from the 1st of March to the last day of February, or for a lesser period of time dependent upon the posting cycle of the member.

1.5 Any new country wishing to become a participating nation in the Association must formally lodge their request in writing. Once the request is accepted by the Full Committee, the approved country will then be placed on a waiting list in chronological order. Only when the total membership number falls below three hundred (300) will the next eligible country be admitted to the Association. Founding member countries wishing to return as a participating nation, will be given priority over all other countries on the waiting list.

1.6 Membership for Full Members is to remain extant for the duration of their tours provided they remain financially current at all times. Membership for Associate and Auxiliary Members is to be ratified each year at the AGM and is to be granted provided they continue to subscribe to the objects of the Association and remain financially current at all times.

Full Membership
1.7 Full Membership is to be granted to Foreign Active Military Duty NCO’s employed in the United States of America.

1.8 Active Military Duty is defined as those employed by their governments to serve as a full time member of the uniformed services to defend their national interests against any external threat.

Associate Membership
1.9 Associate Membership is to be granted to the US Armed Forces Active Duty personnel as defined by their national regulations. Application for such membership is to be made through their respective US Service Representative.

1.10 US Armed Forces Retirees are entitled to maintain their Associate membership during the year in which they retire plus one (1) full additional year.

1.11 Individuals who have served as US Service Representatives for a minimum of one (1) year and retire, are entitled to seek approval for continued Associate Membership for successive annual periods indefinitely. All such applications are to be put before the Full Committee for ratification at the AGM.

1.12 All US Armed Forces Personnel who qualified for Associate Membership on retirement from Active Duty prior to the changes in the Constitution enacted in December 1994 are to enjoy privileges and membership bestowed upon them by that constitution.

1.13 The maximum number of Associate Members allowed to join the Association per US Service during any one (1) Membership Year is as given below. The percentages are to taken as the percentage of the maximum membership allowed by the Constitution i.e. three hundred (300). The maximum number of Associate Members is not to exceed twenty-five (25) percent of the total membership for a given Membership Year.

US Air Force 5%
US Army 5%
US Coast Guard 5%
US Marine Corps 5%
US Navy 5%

Auxiliary Membership
1.14 Any Foreign ex-service NCO currently employed within the United States of America and who subscribe to the objects of the Association may apply for Auxiliary Membership. All such applications must be recommended by at least two (2) current Full Members and will be put before the Full Committee for consideration. If any one (1) member of the Full Committee objects to the proposed membership the membership is to be denied.

1.15 Individuals who have served on the Executive or Full Committee for a minimum of one (1) year and retire as a member of the Executive or Full Committee are entitled to seek approval for continued Auxiliary Membership for an indefinite period. All such applications are to be put before the Full Committee for ratification annually.

Honorary Membership
1.16 The most senior Representatives (E-10’s) from each of the five (5) US Services are to be accorded the status of Honorary Member during their tour at no cost.

1.17 Upon retirement, the most Senior Representatives (E-10's), at their request, may continue their Honorary Membership indefinitely, with annual membership fees.

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CHAPTER 2 – COMMITTEES

Executive Committee
2.1 The Executive Committee is to consist of the following appointments and are listed in order of precedence of seniority. Executive appointments can only be filled by Foreign Members with the sole exception of the Honorary Vice-President which is to be filled by an Associate member and who is to be a member and appointed by the Executive Committee of the US Senior Advisory Council:

President
Vice-President Membership
Vice-President Entertainment
Honorary Vice-President
Secretary
Treasurer

2.2 Nominees for Executive Appointments should demonstrate an aptitude and willingness to perform the duty and a strong commitment to the Association. They must be able to perform their duties as an Executive member for the complete membership Year. Current Executive Members may be nominated to consecutive terms in office.

2.3 The Executive Committee shall be elected to appointments via a vote of the Full Committee at the AGM. In the extraordinary event of an appointment becoming vacant during a Membership Year a Special Full Committee Meeting is to be called to vote on suitable candidates. The system of voting shall be the same as that prescribed for the AGM.

Full Committee
2.4 Each participating nation is to nominate one (1) Country Representative to the Full Committee. The only exception to this rule is when a nation has an Embassy/Mission and has separate Armed Forces Command that is autonomous to the Embassy/Mission, each may nominate one (1) Country Representative. The Full Committee consists of:

The Executive Committee and

and

The Country Representatives
(which includes the five (5) US Service Representatives)

Thus giving each member country functional representation. In the event of the nominated Country Representatives absence from their place of duty he/she is to designate an NCO of his/her country to act on behalf thus ensuring full national representation.

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CHAPTER 3 – MEETINGS

Executive Committee Meetings
3.1 The Executive Committee shall meet once per month, or as called upon by the President. No other member of the Association shall attend Executive Committee Meetings unless specifically called upon by the President to do so.

3.2 The Executive Committee is to consider any and all matters to concern to the Association. It may, where it deems necessary, invoke executive decisions without recourse to the Full Committee or general membership.

3.3 The meeting is to be chaired by the President. A record of all such meetings and business is to be recorded by the Secretary in the form of minutes and are to be distributed to the Executive Members within seven (7) days of the meeting.

Full Committee Meetings
3.4 The Full Committee should meet regularly every ninety (90) days or as directed by the Executive Committee. The Full Committee is to consider any and all matters of concern to the Association.

3.5 A calling note is to be issued by the Secretary fourteen (14) days prior to the meeting date. The calling note is to give the meeting date, venue and proposed agenda points. Full Committee Members are to confirm their availability or designates and supply any additional agenda items. The Secretary should then issue a final agenda within seven (7) days of the meeting thus allowing the Full Committee Members to consult their membership on the issues to be discussed and voted upon.

3.6 The meeting is to be chaired by the President with the assistance of the Secretary. The Secretary is to make a record of the meeting in the form of minutes and is to issue those minutes to the Full Committee within seven (7) days of the meeting.

3.7 Any voting at the meeting is to be organized by the Secretary. Each Full Committee Member is to record their vote. The Executive members have no voting privileges. Voting may be by-way of a show of hands or if a particularly sensitive issue is to be taken, voting may be by-way of a secret ballot which is to be supervised by the Honorary Vice-President.

Monthly Members Meetings
3.8 A meeting for all members of the Association should be held once per month and where practical should always be the third (3rd) Thursday of the month with the exception of the months of July and August where normally no meetings are held due to the summer recess. Dress for these meetings is uniform of the day or smart civilian clothes. Under no circumstances are jeans, T-shirts or shorts to be worn.

3.9 The meetings are to be hosted by each member country in turn or conjunction with another member country. The hosting country is, where possible, to have a guest speaker. Notification of the guest speaker is to be made to the Secretary within seven (7) days of the meeting in order that the Certificate of Appreciation can be prepared. The hosting country is also to provide food and beverages for the meeting and for which each ember attending is to be levied twelve (12) US dollars. Any member indicating attendance at a meeting who is subsequently unable to attend is to notify the hosting country through their Representative, If the necessary foods have already been ordered the member indicating attendance is required to make payment for the meeting in full.

3.10 The meeting is to be chaired by the President with the assistance of the host Representative who is to introduce the guest speaker.

3.11 The Secretary is to make a record of the meeting in the form of minutes and is to issue the minutes to the Full Committee within seven (7) days of the meeting. He/she is to attach to the set of minutes any notices/flyers issued at the meeting and an updated forecast of events.

Annual General Meeting
3.12 An Annual Meeting of all members of the Association is to be held once a year, normally the third (3rd) Thursday in February. There is to be no guest speaker at the AGM.

3.13 The Secretary is to issue a calling notice for the AGM within twenty-one (21) days of the meeting date. The Secretary is to issue with the calling notice details of all those wishing to be considered for Executive Appointments with short notices on each individual.

3.14 The meeting is to start with the Full Committee convening in a closed separate area to consider nominations for the new Executive committee. This meeting is to be attended by both the outgoing Executive Member and the Executive Elect. The closed meeting is to be chaired by the President in conjunction with the Secretary.

3.15 Voting at the AGM for Executive Assignment is to be by-way of a secret ballot and is to be strictly controlled by the Secretary and the Honorary Vice-President. The conclusions of the secret ballot are to be announced by the Honorary Vice-President by simply announcing who has been elected for each position. Under no circumstances is the Honorary Vice-President to make it known how many votes were cast for each candidate. In the event of a tied vote the Secretary and the Honorary Vice-President are to hold a further secret ballot involving those members of the outgoing Executive Committee but not including the member being voted upon or the Secretary. If the vote is still tied the Honorary Vice-President is to cast his/her independent vote, but is not to make those assembled aware of this fact.

3.16 The Secretary is then to invite the outgoing Vice-President membership to read out the list of Associate and Auxiliary Members in order that their continued membership can be ratified. At the conclusion of the reading the Secretary is to invite a vote by-way of show of hands. If there is a vote against, the Secretary is to invite those voting against to announce the name(s) of those concerned and to state why they have voted against their continued membership. A separate vote is then to be taken on each person concerned with the decision as to continued membership decided by the majority.

3.17 There being no further business for the Full Committee the meeting is to be closed and the assembly is to move back to the General Membership where the President is to announce the new Executive Committee. Outgoing members of the Executive Committee, in reverse order i.e. Treasurer, Secretary etc., shall then render an account of themselves culminating with the President handing over the chair to the new President.

Voting by Proxy
3.18 In the event of a Representative being absent from any meeting and that person being unable to find a suitable member of their membership to act on their behalf, the Representative is to transfer their full voting rights to a proxy in writing. Ideally the Representative should choose another member of the Full Committee to act as their proxy and should notify the Secretary of this fact in writing. In the event a proxy can not be found the Representative should advise the Secretary of their intended vote in writing.

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CHAPTER 4 – FINANCES AND TREASURY

Finances and Treasury
4.1 The Treasurer is to give a statement of account and other Treasurer’s business at every meeting. The statement of account is to be read out to the assembly and written copies are to be made available for each member of the Executive Committee and to the membership as a whole. The Treasurer’s report is to form part of the minutes for each meeting.

4.2 Authorization to sign checks is given to the President and the Treasurer or in their absence the Vice-President Membership and Vice-President Entertainment.

4.3 The President may authorize the signing of checks without prior notification to the Full Committee, for an amount not exceeding two hundred (200) US dollars in each instance.

4.4 Other than ad hoc Entertainment and Public Relation costs, all major expenditures will be decided upon at the AGM.

4.5 An audit check of the Treasurer’s Record of Account shall be made quarterly, and a full audit and balance sheet is to be produced annually or on handover whichever is sooner.

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CHAPTER 5 – OFFICIAL GUESTS AT FJSNA FUNCTIONS

Official Non-Paying Guests
5.1 Any US Senior NCO who holds a key appointment, i.e. appointed Senior Enlisted Advisor to his/her respective service, appointed Senior Enlisted Advisor to that services command within the Metropolitan District of Washington or to the USO of the metropolitan district of Washington may, with the concurrence of the Executive or Full Committee be extended an official invitation to attend FJSNA functions as a non-paying guest.

5.2 Any Ambassador, his/her representative and/or any Defense/Military Attaché, may with the concurrence of the Executive or Full Committee be extended an official invitation to attend FJSNA functions as a non-paying guest.

Official Paying Guest
5.3 Any person nominated to the Executive or Full Committee by a member, who in that member’s opinion should be an official guest, may, with the concurrence of the Executive or Full Committee be extended an invitation to attend FJSNA functions as a paying guest.

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CHAPTER 6 – RULES FOR INVITING PERSONAL GUESTS AND ACCEPTING MEMBERS TO FJSNA FUNCTIONS

Monthly Members Meetings
6.1 Financial members of the Association are permitted to invite personal guests (excluding all commissioned officers) who were, or are, serving NCO’s to visit a regular Monthly Members Meeting of the Association, without the express approval from the Executive Committee. The guest may attend the maximum of two (2) meetings in any given Membership Year and after which time that person must become a fully accredited member of the Association.

6.2 Any member wishing to invite a commissioned officer to a Monthly Members Meeting, with the exception of a designated speaker, must first obtain the express approval of the Executive Committee and the host Representative.

6.3 The member is, however, personally responsible for the behavior of their guest(s), and for the payment of the set attendance fee which is payable to the host Representative for that particular function.

Official Functions
6.4 The attendance of guests of the FJSNA members, at other than regular Monthly Members Meeting, must be determined by a quorum of the sub-committee which has been delegated responsibility for organizing a specific function throughout the Membership Year.

6.5 The cost of attendance for a guest at a specific function throughout the Membership Year, shall be determined by a quorum of the sub-committee which has been delegated responsibility for organizing the special function.

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CHAPTER 7 – BUSINESS ADDRESS

7.1 The business address of the Association shall be that of the Secretary, or as stipulated by the Executive Committee.

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CHAPTER 8 – SYMBOL




FOREIGN JOINT SERVICES NCO’S ASSOCIATION

8.1 The symbol for the Association, as designated above, is to be used on all official stationary and plaques.

8.2 Official stationary is to be used solely by the Executive Committee for official FJSNA business. No member of the Association, including members of the Executive and Full Committee, is to use official stationary to express personal views.

8.3  The Treasure will issue a FJSNA coin to all members in good financial standing.  Members in good standing may thereafter purchase coins from the Treasurer for US$5.00.

8.4  The President will use coins to enhance the tenants of the Association as spelled out in the Constitution.  For example, when the President, in his official capacity, believes handing another military member or representative of a military organization a coin would foster camaraderie, he should present one at no cost to himself.  Cost of these coins will be offset by the membership.

8.5  Any member may present another military member or representative of a military organization with a coin.  However, under no circumstances will these coins be used as toys or given to anyone who may not support military good order and discipline.

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CHAPTER 9 – PLAQUE

9.1 The plaque is available for purchase only by current financial departing members through their Representatives. The Representatives are then responsible for seeking the purchase of the plaque through the Treasurer.

9.2 The FJSNA plaque shall be sold at a cost as determined by a quorum of the full Committee. Any proposal to change the selling price must be presented to the Full Committee and subsequently voted upon.

9.3 A request to present a FJSNA plaque to either a non-affiliated individual or group, must be submitted in writing to the Secretary by a Representative. The submission must also be lodged in a suitable time-frame, so as to allow a quorum of the Full Committee sufficient time to fully consider the request. The Full Committee shall consider each request in its own merits and will meet the costs for such a presentation from official funds.

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CHAPTER 10 – MEMENTO IN RECOGNITION OF OUTSTANDING SERVICE

10.1 Any member of the Executive or Full Committee, who vacates their position on retirement or on return to their home country, and who has served on the Committee for a minimum of twelve (12) months, shall be presented with a suitably engraved plaque or other significant memento in recognition of their contribution. The costs for such a presentation will be borne from official funds.

10.2 Any financial member of the Association, who in the opinion of a quorum of the Full Committee, has excelled him/her(self) and provided outstanding service to the Association, shall be presented with a suitable engrave plaque or other significant memento in recognition of their contribution. The costs for such a presentation will be borne from official funds.

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CHAPTER 11 – MISCONDUCT AND INEFFICIENCY

11.1 Should it become known that a member’s misconduct or inefficiency casts discredit upon the Association or causes detriment to the aims of the Association, the following shall apply:

a. If he/she is a member of the Executive or Full Committee:
(1) The Executive and/or the Full Committee shall deliberate and decide upon appropriate action. Appropriate action can range from removal from the Full Committee, withdrawal of membership status through to the demand of a letter of apology.

b. If he/she is not on any committee:
(1) The Representative will be requested to take appropriate action and report the actions to be taken to the Full Committee.
(2) If the Full Committee is dissatisfied with the level of action taken, it can, where deemed appropriate, take the matter under consideration.

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CHAPTER 12 – JOB DESCRIPTION

President
12.1 The President shall endeavor to represent the Association to the best of his/her abilities by:
a. Liaising and fostering relationships with the Senior Enlisted Advisors of the five (5) US Services and commands in the Metropolitan District of Washington;
b. Making contact (if possible) with officers of all represented nations;
c. Liaising and fostering relationships with US Military and associated establishments in order to gain their support; and
d. Representing the Association in an official capacity at all external parades, ceremonies and engagements that come to the Association's attention.

12.2 When the Association meetings are held the President shall act as a Chairperson, and:
a. During meetings be responsible for maintenance of order and control; and
b. Evaluate all ideas put forward, explain them to the Membership, ensuring they are fully understood and call for votes where necessary.

12.3 The President is responsible for delegating work/projects to other members of the Full Committee, and may if he/she deems necessary, implement special sub-committees under the control of one of the Vice-Presidents, or by a Senior Committee Member.

12.4 The President shall review all minutes of previous meetings ensuring all pertinent data has been included before having them distributed to the membership.

12.5 The President shall:
a. Advise the Executive Committee of any ideas he/she feels would be beneficial to the Association;
b. Make speeches at Association functions whenever necessary;
c. Utilize the many talents and resources of his/her Committee members for the betterment of the Association;
d. Delegate to other members of the Executive Committee i.e. presidential commitments that he/she is unable to undertake; and
e. Have a good command of the English language.

Vice-President Membership
12.6 The Vice-President Membership shall endeavor to represent the Association to the best of his/her abilities by:
a. Liaising and fostering relationships with the Senior Enlisted Advisors of the five (5) US Services and commands in the Metropolitan District of Washington;
b. Liaising and fostering relationships with US Military and associated establishments in order to gain their support; and
c. Representing the Association in an official capacity at all external parades, ceremonies and engagements that come to the Association's attention or as directed by the President.

12.7 Is to undertake the duties of the President in his/her absence or as directed by the President or the Executive Committee.

12.8 Is to be responsible for all membership matters including:
a. Maintenance of the membership database;
b. The production and maintenance of a membership directory;
c. The recruitment of new members and nations to the Association; and
d. The enforcement of the constitution with regards to membership matters.

Vice-President Entertainment
12.9 The Vice-President Entertainment shall endeavor to represent the Association to the best of his/her abilities by maintaining a healthy list of social engagements by:
a. Liaising and fostering relationships with the Senior Enlisted Advisors of the five (5) US Services and commands in the Metropolitan District of Washington;
b. Liaising and fostering relationships with US Military and associated establishments in order to gain their support; and
c. Representing the Association in an official capacity at all external parades, ceremonies and engagements that come to the Association's attention or as directed by the President.

12.10 Is to undertake the duties of the President in his/her absence and in the absence of the Vice-President Membership or as directed by the President or the Executive Committee.

 12.11 Is to plan and organize all social events and is to ensure that the committees and memberships informed of all social events.

Honorary Vice-President
12.12 The Honorary Vice-President shall endeavor to represent the Association to the best of his/her abilities by:
a. Liaising and fostering relationships with the Senior Enlisted Advisors of the five (5) US Services and commands in the Metropolitan District of Washington;
b. Liaising and fostering relationships with US Military and associated establishments in order to gain their support; and
c. Representing the Association in an official capacity at all external parades, ceremonies and engagements that come to the Association's attention or as directed by the President.

 12.13 Is to be the President’s and Executive Committee’s advisor on all matters affecting relationships between the Association and the host nation.

12.14 Is to advise the President and Executive Committee of all protocol issues and is to liaise direct with host nation agencies should a discrepancy or a conflict arise.

Secretary
12.15 The Secretary shall endeavor to represent the Association to the best of his/her ability.

12.16 The Secretary is directly responsible to the President of the Association, and shall:
a. In consultation with the President, prepare and distribute as appropriate, an agenda, a minimum of seven (7) days prior to each meeting of the committee or membership;
b. Co-ordinate all meetings under the direction of the President and be directly responsible or calling to order and organizing all voting issues including the accurate tabulation of such votes;
c. Write and maintain an accurate record of each meeting in the form of minutes and distribute them as appropriate within seven (7) days;
d. Sign all records of proceedings, circulations and routine matters;
e. Maintain the Association’s calendar of events to all minutes issued; and
f. Undertake such other duties as the President or the Vice-President’s consider necessary.

Treasurer
12.17 The Treasurer shall endeavor to represent the Association to the best of his/her ability.

12.18 The Treasurer is directly responsible to the President of the Association for:
a. The proper maintenance of accounts;
b. The regular submission of all accounts payable to the Committee or confirmation that all accounts have been paid;
c. The prompt payment of all accounts and securing proper receipt for all amounts paid in excess of two (2) US dollars, other than those supported by cancelled checks;
d. The rendering of personal accounts to individual members as directed by the President;
e. The safe custody, receipt and proper disbursement of all Association money and conduct banking through the authorized bank account;
f. The investment of the Association funds as directed by the Full Committee with the approval of the President and a General Meeting of the Association;
g. The preparation of annual balance sheets and statements of Association Accounts for the Committee’s consideration prior to submission to an audit board and a General Meeting;
h. The preparation and printing of any plaques required by the Association; and
i. Other duties which the President may allow from time to time.

Representatives
12.19 Representatives shall endeavor to represent the Association and their nation to the best of his/her ability.

12.20 Representatives are to recruit vigorously members of their nation into the Association.

12.21 Representatives are responsible for the passage of information both to and from their members and the Full Committee.

12.22 Representatives are responsible for maintaining an acceptable level of discipline within their membership and ensuring that neither their national interests or the interests of the Association are brought into disrepute.

12.23 Representatives are responsible for hosting a Monthly Members Meeting at least once every twenty-four (24) months and at which food and drinks are to be supplied to the membership. The cost of organizing such a meeting is to be borne by the members attending. Any residue moneys remaining after meeting all associated costs for the meeting are to be forwarded to the Treasurer for placement in the Association accounts.

12.24 Representatives are responsible for ensuring that the financial obligations of their members are met in full including the payment of any monies owed for non-attendance at meetings or social engagements where a commitment to attend has been notified previously.

12.25 Representatives are responsible for ensuring that the Secretary is notified in writing of departing members a minimum of eight (8) weeks prior to the date of departure.

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