NATO NORFOLK STAFF OFFICERS' MESS BYLAWS

SECTION 1. NAME, PURPOSE, AND LEGAL STATUS

1.1. Name. The name of the organization shall be the NATO Norfolk Staff Officers' Mess hereinafter referred to as "Officers' Mess".

1.2. Purpose. The Officers' Mess provides a facility in which Mess members can relax and enjoy the company of their fellows in pleasant and informal surroundings, fostering HQ cohesion. The Officers' Mess also aims to strengthen camaraderie and organize events and activities throughout the year for its members. When resources permit, the Officers' Mess will also support selected charities.

1.3. Relation to HQ SACT.

1.4. Legal Advisor to the Officers' Mess. The ACT Legal Advisor, or their designee, provides legal advice to the Officers' Mess. The Legal Advisor, or their appointed representative, must be consulted and shall give advice on all matters of legal importance or affecting the legal responsibilities of the Officers' Mess, including:

(1) Provide legal advice as identified in the Officers' Mess Bylaws;

(2) Immediately after a new President takes up the post, initiate a meeting to brief the incoming President on the Bylaws and the relations to the Legal Advisor and HQ SACT;

(3) Provide legal advice to the President, Vice President, and Treasurer on all legal matters affecting the Officers' Mess, in particular in relation to membership eligibility and contract issues;

(4) Provide legal advice on questions related to insurance requirements, hosting of off-campus events, and similar matters;

(5) Assist in the annual review of the Bylaws;

(6) Provide information to the President with regard to changes in HQ SACT rules and regulations that might affect the Officers' Mess Bylaws and agreements with third parties.

1.5. Financial Advisor to the Officers' Mess. The Financial Advisor to the Officers' Mess is the ACT Financial Controller, or designee. The Financial Advisor:

(1) Provides financial advice to the Treasurer on all financial matters that may affect the Officers' Mess; to include advising against any proposal which, in their opinion, might lead to a risk to international funds;

(2) Submits, no later than 28 February following the end of the financial year, the financial accounts and a report on the financial viability of the MWA activity.

SECTION 2. MEMBERSHIP AND DUES

2.1. Type and Eligibility Criteria. Membership of the Officers' Mess is voluntary and is awarded upon application and subject to the criteria and categories established in these:

• Bylaws. The type and eligibility criteria for Officers' Mess membership is determined by applicant's appointment and place of duty station or employment. Such information must be provided to the Membership Coordinator when applying for membership. The Membership Coordinator will evaluate the membership application using the criteria defined in these Bylaws.

2.2. Categories of Members and Criteria:

(1) Regular Membership: This membership shall be for a period of at least six months and is restricted to:

(a) Military Officers. All NATO and PfP military officers assigned to HQ SACT, Joint Force Command Norfolk (JFCNF), Combined Joint Operations of the Sea Centre of Excellence (CJOS COE), or attached in support of HQ SACT, including NATO Communications and Information Agency's CIS Support Unit (NCIA CSU) Norfolk, and National Liaison Representatives (NLR) from NATO and Partner nations.

(b) NATO Civilian Personnel.

(i) NATO International Civilians (NIC) and Temporary Civilians from NATO nations other than the USA, employed by HQ SACT, JFCNF, or NCIA CSU Norfolk. NICs or Temporary Civilians may join the Officers' Mess as Regular Members or be considered for Enlisted Member status.

(ii) NATO US Civilian Personnel. Regular US Civilian Membership is available to NATO International Civilians (NIC) and Temporary Civilians who are US citizens or ordinarily resident in the United States employed by HQ SACT, JFCNF, or NCIA CSU Norfolk. NICs or Temporary Civilians have the choice of either joining the Officers' Mess as Regular Members or being considered for Enlisted Member status.

(2) Associate Member: This membership may be granted by the Mess Committee, after submission of an application for consideration. There shall be no more than 15 Associate Members at any time; however, as the number of current Associate Members exceeds this newly imposed threshold, the OM shall reduce the number of Associate Members to 15 within 12 months of COS endorsement of these Bylaws. Associate members have similar privileges to regular US Civilian members. Associate Membership may be offered to:

(a) Military Personnel. International military personnel of officer status serving at US Joint Staff Suffolk.

(b) Civilian Personnel. Civilian personnel, grades GS-11 and above, serving in military organizations in Norfolk. Justification for civilian personnel must include a letter from the employing officer (usually a Branch Head), which clearly states that the applicant has officer status.

(3) Contractors: Individuals employed by a company with which HQ SACT, JFCNF, or NCIA CSU Norfolk has a current contract and who are performing services at HQ SACT, JFCNF, or NCIA CSU Norfolk.

(4) Honorary Member: This membership may be awarded to persons ineligible for Regular or Associate membership, but who has made particular and outstanding contributions to the Officers' Mess (typically having previously served in support of an Officers' Mess activity). An Honorary Membership may be awarded, on case-by-case basis, to friends of the Mess, ineligible for other memberships. Any member of the Officers' Mess may propose candidates for the Honorary Membership. Award of Honorary Membership requires unanimous endorsement of the Mess Committee and approval by the Honorary Mess President (COS). Normally, the President of the Mess Committee (PMC) will be awarded this membership upon completion of their duties as PMC. Recipients will pay no contribution or administrative fees. They have similar privileges to regular US Civilian Members. There shall be no more than fifteen (15) Honorary Members in the Officers' Mess at any given time.

2.3. Membership Fees. Fees are paid quarterly by Regular, Associate Members and SOPC to the Officers' Mess Treasurer and are not refundable in part or full. The fee is used to offset the costs of operating the Officers' Mess, replacement of property, and to provide services and facilities commensurate to those found in other officers' messes. Information relating to quarterly fees may be found at

https://sactofficersmess.wildapricot.orq/types.

2.4. Members' Accounts. Members are notified of invoices via electronic mail: membership fees will be invoiced on a quarterly basis, and other dues (such as event registrations) will be invoiced at a suitable time. Members are to pay their bill as soon as possible, but not later than forty-five (45) days after the invoice date. Members are responsible for notifying the Officers' Mess Membership Coordinator of current billing address or if the member has left the designated post under which the membership is granted. The Treasurer will send a reminder notice with the outstanding invoice if membership fees, dues, or other charges remain unpaid 30 days following the date due. The PMC will send another reminder 60 days following the date due if balance(s) remains. If Officers' Mess is unable to collect delinquent accounts over 90 days, delinquency will be presented to COS as MWA Council (MWAC) Chair [for further determination, as it is outside the authority of the Officers' Mess to remit members of their overdue fees or charges].

2.5. Membership Privileges.

a. Voting Rights Voting rights during Annual General Meetings and Extraordinary Meetings are a privilege restricted to Regular Members.

b. Holding Office. Regular Members are the only type of members eligible to hold a position.

c. Mess Activities. Attendance of Mess-sponsored events (at the special rates advertised for each event) and using the Mess Lounge are a privilege restricted to: Regular, Honorary and Associate members.

2.6. Guests.

a. Individuals who are eligible for Officers' Mess Regular or Associate Membership but have chosen not to join the Officers' Mess are not permitted to attend any Officers' Mess activities, events or clubs as guests, unless the event is a membership drive, or as otherwise specifically authorized by the Officers' Mess Committee. Officers' Mess members who knowingly bring such guests to an Officers' Mess event may have their memberships restricted or terminated. Officers' Mess members of any category are fully responsible for the conduct of their guests.

b. Individuals who are not eligible for Officers' Mess Regular or Associate Membership are permitted to occasionally participate in Officers' Mess activities, events, or clubs as guests, on the condition that the decision to invite non-Members has been duly coordinated with the Legal and Financial Advisors (to address issues pertaining to the status of the event and potential liabilities) and that the activity, event, or club to which the guest is being invited is not enjoying exemption from taxes or duties.

2.7. Restriction of membership. Officers' Mess members may have their memberships restricted, to include possible loss of some privileges, due to misconduct in the Mess Lounge, reserving the Mess Lounge for hosting by non-Mess members, knowingly bringing non-members eligible for Officers' Mess membership into the Mess Lounge, providing false information on the membership application or failing to change the membership category after a change in the member's administrative situation or extended medical leave. Restrictions of memberships are considered and approved by the PMC or the VPMC after consultation with the Officers' Mess Committee.

2.8. Suspension of membership. Suspension of a membership is an administrative action to accommodate special situations for individual members so that they may retain their membership but are not required to pay fees or dues - for instance when a Member deploys in support of a NATO operation or mission or is on extended medical leave. Suspensions are approved by the PMC and/or the Vice-President of the Mess (VPMC).

2.9. Termination of membership. Termination of membership and all associated privileges may be carried out at an individual's request to terminate their own membership or may be imposed with the recommendation of the Officers' Mess Committee to the MWAC Chair for their approval, such as in the event of misconduct. Membership will automatically cease immediately upon the departure of Regular Member from the Peacetime Establishment at HQ SACT or formally associated with HQ SACT or, for Associate and SOPC Members, the departure [of the partner] from the affiliated organizations as defined in in these Bylaws.

2.10. Conduct in the Mess Lounge. Practices of good military order and discipline are to be observed with respect to the use of the Mess Lounge and the conduct of its members. Officers' Mess Committee members as well as the most senior member present are responsible for ensuring specific service regulations are adhered to in the Mess Lounge and at Mess-sponsored events.

2.11. Dress Standards.

a. Military Dress. The uniform of the day or parent command authorized working uniform shall be worn in the Mess, unless the PMC dictates otherwise.

b. Civilian Dress. Civilian dress standards mirror military standards.

c. Events. Dress for events is prescribed by the event sponsor.

2.12. Unacceptable Dress. Dress should be within the bounds of good taste and inoffensive to others. Items such as t-shirts, cut-off clothing and apparel intended for athletic activities are not acceptable forms of dress. Dress regulations are promulgated inside the Mess Lounge and members are requested to ensure their guests comply with the dress code. Members of the Mess Committee may invite inappropriately dressed members or visitors to leave the Mess Lounge.

2.13. Misconduct. Examples of inappropriate conduct in the Mess Lounge or at Mess-sponsored events include, but are not limited to:

a. Excessive use of profane language.

b. Wearing inappropriate attire.

c. Repeated attempts to bring non-member personnel who are eligible for membership into the Lounge as guests.

d. Excessive consumption of alcohol and/or drunken behaviour.

e. Not returning the Mess Lounge to its previous state after the event.

f. Conduct unbecoming a military officer or NATO International Civilian.

2.14. Guests. Officers' Mess members of any category are fully responsible for the conduct of their guests. Guests are relatives and/or friends of the Officers' Mess member. Personnel assigned to HQ SACT who are eligible for Regular Membership but have chosen not to become a member of the Mess are not allowed in the Mess Lounge as guests, except on specific trial basis, such as during membership drives. Members who knowingly bring these personnel into the Mess Lounge as guests may have their memberships restricted or terminated. The PMC or the most senior member present at any time in the Officers' Mess Lounge have the authority to remove anyone from the Mess Lounge for misconduct. Non- compliance by a Member or their guest being removed may result in restriction or termination of their membership.

SECTION 3. OFFICERS' MESS COMMITTEE

3.1. The Officers' Mess Committee is the voice of the Officers' Mess Membership concerning the conduct and operation of the Officers' Mess. Officers' Mess Committee members provide advice to the PMC on the operation of the Mess and the social requirements of the membership, exercise delegated authorities as assigned, and perform tasks as detailed by the PMC and agreed by the Officers' Mess Committee.

3.2. The Officers' Mess Committee consists of ten (10) Regular Members.

a. Honorary President. The HQ SACT Chief of Staff (COS) is the Honorary President of the Mess and has overall responsibility for the conduct of Mess business. Day-to-day Mess operations are delegated to the PMC.

b. President. The President (PMC) usually possesses the rank of OF-5 or equivalent NATO International Civilian grade. PMC is appointed by the HQ SACT Chief of Staff (COS), following a vote, ordinarily at the AGM, if multiple candidates exist. PMC is responsible for setting and monitoring the goals and overall direction of the Officers' Mess including:

(1) Chair Meetings and the Annual General Membership (AGM) meeting for a one-year term.

(2) Seek the guidance of and relay direction of the Officers' Mess to the MWAC.

(3) Oversee the daily operation of all Officers' Mess functions.

(4) Advise the COS on Officers' Mess matters and provide COS with advice and recommendations to ensure the Mess best meets the social and administrative needs of its membership.

(5) Clarify Officers' Mess policy and propose any necessary amendments and revisions to the Bylaws.

(6) In cooperation with the Treasurer, liaise with the appropriate contracting officer to discuss negotiation of any contract, to be approved by the ACT Financial Controller and Legal Advisor, in advance of concluding such contract.

(7) Represent the Officers' Mess in relation to HQ SACT and MWAC.

(8) Issue appointment letters to Officers' Mess Committee members not appointed by the HQ SACT COS and ensure appointees adhere to the terms of reference for their appointed position.

(9) Ensure all published information about the Officers' Mess is accurate and consistent with the Officers' Mess Bylaws.

(10) Brief the incoming PMC prior to their posting as PMC.

(11) Conduct a full and comprehensive handover to their successor.

(12) Ensure that Officers adhere to the responsibilities for appointed positions as detailed in the Bylaws.

(13) Call meetings as necessary for the proper conduct of Officers' Mess and at least quarterly each year.

(14) Conduct at least one Annual General Meeting of the Officers' Mess membership per year.

(15) Cast the deciding vote in situations when there is a tie.

(16) Establish sub-committees to address special issues as necessary.

(17) Approve meeting minutes with the Honorary Mess President before publication to Officers' Mess members.

c. Vice President. The Vice President (VPMC) serves the President, other club officers, committees and the general membership and, in the absence of the President, assumes the President's responsibilities. Other responsibilities of the VPMC include:

(1) Serve as the VPMC whenever possible in anticipation of appointment as the PMC.

(2) Takes action as acting PMC when the President is absent from the HQ or unable to complete his/her term of office.

(3) Coordinate with the PMC to ensure meetings are held in accordance with the Officers' Mess Bylaws.

(4) Coordinate the Annual General Meeting in accordance with the Officers' Mess Bylaws.

(5) Ensure the standards of conduct and dress are regularly advertised to the Officers' Mess membership.

(6) Annually inspect the property and spaces of the Officers' Mess, making recommendations for long-range improvements or repairs, to the Mess Committee.

(7) In cooperation with the Friday Lunchtime Officers Gathering Officer (FLOGO), develop and enforce procedures to account for and safeguard all Mess stocks to include alcoholic beverages.

(8) Monitor Mess dress code and advise Mess members or guests when necessary.

d. Treasurer. The Treasurer of Officers' Mess is responsible for oversight of all financial matters related to the administration and operation of Officers' Mess, including:

(1) Maintain all appropriate accounts and records and prepare, present and interpret the Officers' Mess financial statements at Meetings, AGM, to the MWAC, or command representative, as requested.

(2) Be accountable for the receipt, safekeeping and disbursement of all Officers' Mess Funds.

(3) Produce a detailed yearly report before the AGM and present it at the AGM.

(4) Produce financial reports as required to the ACT Financial Controller and present at meetings.

(5) Prepare all accounts for annual internal review as prescribed in para. 5.8 below.

(6) Prepare all accounts for Internal and External Audits when scheduled upon notification.

(7) Prepare annual budget in consultation with the President and the Vice President.

(8) Ensure that necessary actions are taken to ensure an effective system of payments between members and the Officers' Mess.

(9) Sign checks for the Officers' Mess consistent with Section 5.

(10) In cooperation with the PMC, submits contracts to BUDFIN Purchasing and Contracting for conclusion, as required.

(11) Maintain a system of bookkeeping in accordance with the instructions of ACT Financial Controller.

(12) Maintain a system of checks and controls over the inventory to determine the cost of items used and whether the facility is operating at a profit or loss.

(13) Maintain property cards on all controllable property (as defined in the NATO Financial Regulations and the ACT Financial Manual).

(14) Maintain an effective system of checks and controls over the cash, equipment, and stock supplies of each activity of the Mess in order to prevent losses and to render practicable the assignment of personal responsibility should losses occur.

(15) Provide on-going financial advice and recommendations to the PMC and Mess Committee concerning the status of Mess operation and its ability to support the overall Mess Committee's financial plan for entertainment, refurbishment, or other significant expenditures.

(16) Ensure that the on-line use of bills and payments is correct.

(17) Ensure proper operation and management of WildApricot, or other accounting software.

(18) Immediately prior to a new Treasurer taking up the function, the Officers' Mess President will ensure the Treasurer initiates a meeting to be briefed by the ACT Financial Controller on their financial responsibilities under these Bylaws, all applicable financial regulations, directives and procedures, and on the Officers' Mess relations to ACT Financial Controller and HQ SACT.

e. Secretary. The Recording Secretary is responsible for maintaining membership and officer rosters, taking and preparing minutes for all meetings, coordinating MWA correspondence, and other duties as delegated. The Officers' Mess Secretary will:

(1) Produce and publish the minutes of the Mess Committee meetings within 10 working days following each meeting.

(2) Maintain files and records of all correspondence, both incoming and outgoing, which relate to the Mess Committee, as directed by the PMC.

(3) Maintain copies of the meeting minutes as cleared by the Honorary Mess President with signature/initials.

(4) Arrange location for Committee meetings.

(5) Chair regular Committee meetings in the absence of the VPMC.

f. Membership Coordinator. Responsibilities of the Membership Coordinator:

(1) Supervise the Mess Membership procedures and records ensuring that only authorized personnel are allowed to join the Mess, coordinating questionable cases with the HQ SACT Human Resources Management Office and/or Legal Advisor.

(2) Provide recommendations regarding changes to, and for the interpretation of, regulations relating to Membership.

(3) Provide a report on membership figures at meetings of the Mess Committee and Annual General Meetings.

(4) Be the first point of contact for issues regarding the online membership Software.

(5) Monitor changing trends in Membership.

(6) Ensure the maintenance of current Membership lists (electronic or otherwise).

(7) Coordinate with the Treasurer to provide monthly lists of delinquent accounts for the PMC and Mess Committee.

(8) Address requests to join and leave the Mess, or change Membership Status.

g. Quartermaster. The Quartermaster shall:

(1) Ensure an inventory of any Mess relics, trophies, plaques, or other items with historical significance to the Mess is maintained and updated on an annual basis.

(2) Provide recommendations for addition and/or improvement of the Mess Lounge and its decorum.

(3) In cooperation with the FLOGO, coordinate placement of items with historical significance to the Mess in the Mess Lounge.

(4) Be the custodian of all records and property of the Mess, and be responsible for their safekeeping, preservation and accessibility for inspection. Removal of controllable property from the Mess Lounge is forbidden without the written approval of the PMC.

h. Entertainment Coordinator. The Entertainment Coordinator shall:

(1) In cooperation with the Mess Committee and in consultation with the Mess membership, develop an annual schedule of Mess events and provide a cost estimate for each event. Estimates for costs should include initial recommendations for Mess subsidies, if any.

(2) Maintain awareness of preparations and planning for upcoming events, and present updates to the Mess Committee for review and approval.

(3) Ensure approved plans are executed as expected.

(4) Coordinate with the Mess Treasurer and FLOGO on all Mess-sponsored events to ensure that required support is available from appropriate sources, costs are covered and that sign-up sheets are posted as required.

(5) Provide timely notification to Mess membership of any planned Mess events.

i. FLOG Officer (FLOGO). The FLOGO shall:

(1) Coordinate FLOGs (Friday Lunchtime Officer Gatherings) and Super FLOGs throughout the year in collaboration with the Mess Committee, and in accordance with the Mess Bylaws as outlined in paragraph 6.d.(7).

(2) Publish information concerning FLOG costs (e.g. food and beverage costs, raffle prize costs, etc.) at the first Mess Committee meeting after each FLOG, and as required by the PMC and Mess membership.

(3) Act as Bar Manager ensuring overall cleanliness of the bar area is maintained and fridges are re-stocked as required.

j. Charity Coordinator. The Charity Coordinator shall:

(1) Coordinate Mess member requests from the Mess Charity Fund.

(2) Present monetary requests from the Mess Charity Fund to the Mess Committee for review and approval.

(3) Assist sponsors making requests from the Mess Charity Fund, as per the Mess Bylaws in presenting their requests to the Mess Committee as necessary.

(4) Coordinate with the Treasurer in the custody and accounting of the Charity Fund account. Be prepared to report the state of the Charity Fund during Mess Committee meetings in place of the Treasurer.

(5) Maintain a report of records for all charitable donations and charitable activities conducted by the Mess, and provide a report of this activity at each Mess Committee Meeting.

3.3. Period of appointment and service in the Officers' Mess Committee Members.

a. Officers' Mess members usually serve in the Officers' Mess Committee one (1) year in office. They may serve two (2) years exceptionally.

b. The PMC and VPMC will normally be appointed for a one (1) year term and take up the positions in October of each year. If the PMC resigns for whatever reason, the VPMC shall ordinarily assume their responsibilities for the remainder of the term. Should the VPMC resign, the position will be taken over by their appointed successor. If resignation is unforeseen and no successor has been designated, the position will be offered to Regular Members. Should multiple members be willing to serve, COS shall appoint the most qualified and suitable individual.

c. Complaints or concerns regarding Officers' Mess Members should be brought to the attention of the Officers' Mess and exceptionally to the MWAC Chair, through the MWAC Coordinator. The MWAC Chair will take appropriate action, up to relinquishing the officer from the position.

d. In the event the complaint or concern is raised against a member of the Officers' Mess Committee, this individual shall not sit on Officers' Mess Committee for the purpose of addressing the complaint or concern.

3.4. Succession and shadowing. Unless otherwise provided, a successor must be appointed for the PMC, VPMC and Treasurer, at least six (6) months prior to the main appointee leaving their position, or as soon as possible in case of unforeseen departure. During this time, the successor will shadow the main appointee in anticipation of adopting such position in the future.

3.5. Standards of conduct. Members of an HQ SACT MWA, and thus of an official activity of the Headquarters, must respect the ACT Code of Conduct, regardless of their employment or attachment status to HQ SACT. Complaints or concerns regarding conduct of members of Officers' Mess should be submitted to the MWAC Coordinator, and any required action taken by COS HQ SACT, as the MWAC Chair.

SECTION 4. MEETINGS

4.1. Regular Meetings.

a. Meetings will be called by the President quarterly and as deemed necessary for the proper conduct of the affairs of the Officers' Mess. The meetings will be chaired by the President.

b. A quorum shall consist of 50% of the filled Officer positions, plus one, or 50% of the Regular Members, plus one.

4.2. Extraordinary Meetings. Extraordinary meetings shall be convened when requested by at least 50% of the filled Officer positions, or of Regular Members, plus one.

4.3. Annual General Membership Meeting. An AGM meeting will be held in May of each year and is chaired by President. The AGM meeting shall serve as an information and feedback forum for all Officers' Mess members and attendance by all Officers' Mess members is encouraged. The President will usually solicit input from the members ahead of the AGM meeting but may also elect to present extraordinary decisions for a vote at the AGM meeting.

4.4. Conduct of meetings.

a. Agenda.

(1) For the sake of record keeping, meeting agendas will include, but are not limited to, opening and comments by the President, statement of having or not having a quorum, and the date of the next meeting.

(2) The Treasurer's report will be presented at each meeting, or as required or requested; the membership report, charity report, events report, other business will usually be presented quarterly or as requested.

(3) The agenda for the AGM meeting will be posted on the Officers' Mess website at least ten (10) days before the AGM meeting. AGM meeting agendas will include, but are not limited to:

• Opening, closing, and explanatory comments by the President and introduction of Officers' Mess members.

• The Treasurer's report, Membership report, Charity report, Events report, Quartermaster's report any additional reports are provided to the members, in advance of the AGM meeting and together with the agenda, for presentation and endorsement at the AGM meeting.

b. Minutes/Report.

(1) Minutes/meeting reports will be prepared by the Recording Secretary using notes taken during meetings and input from members present at each meeting. Minutes will be submitted to the President within ten (10) days of the meeting date. Minutes will be retained in Officers' Mess files and maintained by the Secretary for a period of at least three years.
(2) The minutes for the AGM meeting will be prepared by the Recording Secretary within fourteen (14) days of the meeting date and maintained similarly o regular meeting minutes/reports.

4.5. Decisions Noting. Decisions will ideally be reached by consensus. However, if a decision is made subject to a vote, and unless otherwise indicated, such decisions will be based on a simple majority vote. When there is an equality of votes, the President will cast the deciding vote.

4.6. Legal and Financial Considerations. Decisions with legal or financial implications must be referred to the HQ SACT Legal Advisor and/or ACT Financial Controller by the Officers' Mess Committee no less than ten (10) business days prior to such decisions being scheduled for discussion or decision.

SECTION 5. FINANCIAL GOVERNANCE

5.1. Responsibilities. The financial administration of the Officers' Mess is to be conducted in accordance with NFRs, Bi-SC Directive 60-70 - Procurement, ACT Directive 60-1 Chapter 7 - MWA, and any other applicable NATO and internal directives and instructions.

5.2. Treasurer. The Officers' Mess Treasurer is responsible for oversight of all financial matters related to the administration and operation of the Officers' Mess to include the preparation of annual financial statements. On appointment, COS, will ensure that the Treasurer understands their responsibilities, as required by the Financial Controller, and under these Bylaws. Specific financial responsibilities are detailed in Annex A.

5.3. Funds. All monies received or generated by the Officers' Mess as an MWA, to include monies received and held in any account, are NATO non-appropriated funds (NAF). Membership dues are primarily used to fund Officers' Mess operating expenses and member activities and functions. Monies received from fund-raising activities are primarily used to support designated charities, unless otherwise specified for another activity. Income from any other source, to include donations, will be used as needed by the Officers' Mess in a documented and transparent manner. Wherever possible, stipulations placed on donations will be honoured, but potential donors shall be made aware of the fact the honouring of stipulations cannot be guaranteed. Daily cash tally sheet should be used when receiving money for raffles or other events where cash is received, signed off by two people to verify actual cash received at the MWA event and attached to bank deposit slips.

5.4. Expenditure Authorisation. All expenditures must be authorised by at least two officers, ordinarily the President and Treasurer, and reported to the MWAC.

a) By their signature, the Treasurer has the authority to execute authorised expenditures up to $2,000.

b) Authorised signatories are the Treasurer, President, and Vice President.

c) Actual receipts should be provided for all expenses.

5.5. The following one-time expenditure limits are authorized without prior approval of the Mess Committee for items or services not previously budgeted or approved by the Mess Committee - they cannot be aggregated:

d) PMC - $500.00

e) VPMC - $250.00.

5.6. Contracting. No contracts shall be concluded, or HQ resources committed, by the Officers' Mess. Purchases exceeding $2,000, and all contracts, must be submitted to a warranted HQ SACT Contracting Officer for review, negotiation, approval, and signing.

5.7. Stock/property management. Officers' Mess Stock/Property Management will be set out in a designated SOP, adhering to HQ SACT Dir 061-001 - HQ SACT Property Accounting and Control, dated 27 November 2024.

5.8. Internal Review and Audits.

a) The Officers' Mess will be subject to periodic internal review. The Officers' Mess Annual Financial Statements will be presented for approval by the Financial Controller and the ACT COS prior to the AGM meeting, as well as upon resignation of the Treasurer.

b) The ACT Office of Internal Audit conducts audits of MWAs as approved by the ACT Audit Advisory Panel.

c) The International Board of Auditors for NATO (IBAN) has unrestricted access to Officers' Mess accounts and may choose to examine the regularity of the overall operation of the Officers' Mess.

SECTION 6. SOCIAL ACTIVITIES, EVENTS, AND CLUBS

6.1. Officers' Mess activities. The Officers' Mess members may choose to attend a variety of social activities in the Hampton Roads area. Such attendance does not cause an event to be characterized as an "Officers' Mess event" nor do they fall under the auspices of the Officers' Mess. Only those activities identified in these Bylaws and endorsed in the standing annual events calendar by the MWAC, and thus coordinated, sponsored and hosted by Officers' Mess, will be characterized as an Officers' Mess event or activity under these Bylaws. Other events and other items of interest outside the Officers' Mess activities may be displayed in a community calendar maintained on the Officers' Mess webpage but must be clearly distinguished from official MWA activities.

6.2. Officers' Mess Committee-Sponsored Events. The Officers' Mess Committee may decide to sponsor and organize events or activities, through the Entertainments Coordinator, that may or may not be subsidized with Mess funds. The Officers' Mess Committee will approve the level of subsidy. Events sponsored by the Officers' Mess Committee hold scheduling precedence over individual member events (and should be entered into the Command Calendar as it exists). Examples of events include, but are not limited to:

a. International Food Night

b. Officers' Mess Ball

c. Diner en Blanc et Bleu

d. Monthly Friday Lunchtime Officers Gatherings (FLOG)

e. Sponsored games of the Norfolk Admirals and Tides

f. Sponsored visits to Busch Gardens.

6.3. Insurance. As an MWA, the Officers' Mess is required to have commercial insurance coverage for its activities and events. Officers' Mess activities held at HQ SACT are covered by the requisite MWA insurance. However, the Officers' Mess does not assume liability for any Officers Mess activities or events hosted in a private home nor for any activity not specifically identified for commercial insurance. Rather, Members, should they choose to host an Officers' Mess activity or event in their home, assume the liabilities for any associated damages and are responsible for having secured proper commercial or confirming insurance coverage under their private insurance prior to the event. HQ SACT may request documentation of adequate insurance in order to establish that the requirements are adequately met.

6.4. Relationship with other HQ SACT Internal Bodies. The Officers' Mess may, from time-to-time, team with another MWA group within HQ SACT. Any joint sponsorship or teaming with other groups must operate under the following principles:

a. At no time will Officers' Mess contributions to such an event exceed an amount proportional to Officers' Mess members' participation in the event; and

b. The Officers' Mess will be represented during event planning to protect the interests of Officers' Mess members.

6.5. Events calendar. The Officers' Mess Events Calendar must be updated and published annually, no later than two weeks prior to the change of the post of President, and at any other time throughout the year as required.

SECTION 7. CHARITY FUNDS

7.1. The Mess supports local charitable organizations through the donation of funds received from various Mess activities in accordance with HQ SACT policy.

7.2. Fund Raising Sources

a. Voluntary Contributions. On joining the Mess, members are invited to make a voluntary contribution of $3.00 per quarter to the Charity Fund via their Mess account.

b. FLOG Raffles. All proceeds from the FLOG raffles are contributed to the Charity Fund.

c. Miscellaneous Events. Miscellaneous events may be organized at the discretion of the Mess Committee.

7.3. Accounting of Charity Funds. The Officers' Mess will maintain a separate fund for donations to charitable organizations. The Treasurer is responsible for the custody and accounting of the Charity Fund account and will establish separate accounting data for that purpose. The Treasurer will report the state of the Charity Fund to the Officers' Mess Committee in conjunction with the normal monthly statement of Mess accounts.

7.4. Donation Requests. Requests by Officers' Mess members for donations from the Officers' Mess Charity Fund should be submitted to the Charity Coordinator. Requests will be considered by the Officers' Mess Committee for charities that support disadvantaged people and people in need locally, give specific benefit to staff members or are in response to an international or national cause. Payment will usually be made only to charities registered for tax-exemption, which the sponsor is required to provide proof of at the time of request. The Officers' Mess Committee will normally consider granting requests up to a maximum of $250.00 but, in exceptional circumstances and for particularly deserving causes, it will consider requests for larger sums on a case-by-case basis.

7.5. Donation Approval. The sponsor, with assistance from the Charity Coordinator, will introduce the request at the Officers' Mess Committee meeting. The request shall contain the name of the charity, the amount requested, evidence of the organization's tax-exempt status and a brief description about the aim of the charity with details of the benefits that the requested donation would provide. The Officers' Mess Committee will consider if the charity meets the criteria and whether to approve the donation. In time-critical situations in which a delay would result in a worthy and qualifying cause to be missed, the PMC can initiate ex-Committee approval up to a maximum of $250.00. Should such an exception be applied, the Officers' Mess Committee will be asked to ratify the decision at the next Officers' Mess Committee meeting.

7.6. Sympathy/ Congratulatory Gifts. The Officers’ Mess Committee may decide to give sympathy or congratulatory gifts, such as flowers and cards, in situations such as deaths or births. Such gifts will normally not exceed $75.00 and be organized by the Charity Coordinator, who is hereby allowed discretionary spending power of up to $75.

SECTION 8. OFFICERS' MESS LOUNGE OPERATIONS

8.1. Area. The Officers' Mess Lounge is located in the southwest corner of the HQ SACT building on the first floor, near the Red Barn. Access is shared with the HQ SACT International Senior Rates' Mess (ISRM) through a common entryway on the west side of the building. The common entryway contains a door for each of the Mess Lounge and the ISRM space.

8.2. Hours. The Officers' Mess Lounge is always available for the exclusive use of Officers' Mess members while the HQ SACT building is open.

8.3. Officers' Mess Property. The Quartermaster will survey non-consumable Officers' Mess property in accordance with NATO regulations and HQ SACT procedures. Survey records of any property, with the property card, will be maintained for a minimum of three (3) years. The Quartermaster shall maintain an inventory of all durable goods purchased with Mess funds and apply an adequate depreciation. All losses or write-offs must be referred to the ACT Financial Controller for review and approval.

8.4. Pets and Animals. Pets of all kinds are generally prohibited in the Mess Lounge. Service animals or animals in a working role - such as law enforcement canines - will be allowed in the Mess Lounge as necessary.

8.5. Officers' Mess Lounge Bookings. Mess Lounge bookings can be done following the procedure described in the Officers' Mess website. Booking requests are confirmed within few days. In absence of response, Officers' Mess members should contact the VPMC.

https://sactofficersmess.wildapricot.org/lounge

8.6. Sponsor's Responsibilities. Sponsors must be present at the event and will be responsible for their guest's behaviour. Alcoholic beverages may be provided by the Sponsor. Should the sponsor wish their event to be closed to the Officers' Mess membership, permission is to be sought from the PMC or VPMC and the Sponsor is to ensure that this is well publicized to the membership in advance of the event. The Sponsor is responsible to clean the Officers' Mess lounge after an Event, if the Officers' Mess lounge is not cleaned the Sponsor is subject to conditions outlined in Section 2 of these Bylaws.

8.7. Charges. Any costs associated with an event must be covered by the event Sponsor. In case of cancellation, charges will apply for unrecoverable costs for items or services ordered. Paid for items will become the property of the Sponsor.

SECTION 9. AMENDMENTS AND REVISIONS OF THE BYLAWS

9.1. Proposals. Any proposal to revise these Bylaws shall be considered by the Officers' Mess Committee. Should the Officers' Mess Committee concur with the proposal to revise the Bylaws, the updated Bylaws must be forwarded to the Officers' Mess Committee for review and recommendation. The agreed version will then be submitted for review and validation by the ACT Legal Advisor and the ACT Financial Controller prior to any amendment or revision being presented to the MWAC, for final approval by COS, after which they will become effective. Bylaws must be reviewed periodically. In addition, they must be reviewed within 180 days of the new COS assuming function.

9.2. Voting. Members of Officers' Mess Committee unable to attend the meeting that will vote on revisions to the Bylaws and who have submitted their apologies in a timely fashion to the Secretary, shall be permitted to submit their vote by means of a proxy.

9.3. Informing Members. HQ SACT COS approved revisions and amendments to the Bylaws shall be communicated to Officers' Mess Regular Members and be briefed at the next AGM. Updates. Updates to any annexes are not considered to constitute revisions of the Bylaws; updates will be provided to all members by email/webpage and be forwarded separately to ACT Financial Controller and ACT Legal Advisor.

SECTION 10. IMPLEMENTATION

10.1. These Bylaws come into effect upon the endorsement of HQ SACT Chief of Staff.