ARTICLE I:  NAME AND AUTHORITY

The name of this organization shall be the “SHAPE FORMER ENLISTED ASSOCIATION”, abbreviated SFEA, and as such be an integral part of SHAPE.

The association is operated under the general supervision and authority of Commander BSG.

ARTICLE II:  OBJECT OR PURPOSE       

Section 1

The object of the Association is:

1. To reunite the former enlisted military and civilian-equivalent personnel of all nationalities who have served at SHAPE/NATO
2. To preserve and foster the spirit of fellowship among its members and to provide an organization for this purpose.
3. To perpetuate the traditions of SHAPE and NATO.
4. To support, propagate and perpetuate the mission, ideals and objectives of SHAPE and NATO.

Section 2

The Association shall be a civilian and non-profit organization and shall not be used for purposes other than those listed in Section 1 above. The Association prohibits any activity having political, linguistically, philosophical and religious purpose.

Section 3

In order to facilitate social contact among its members, the Association will organize social events and activities, such as cultural trips, when possible.

ARTICLE III:  MEMBERSHIP

Section 1 - Eligibility

The Association is composed of active members and honorary members. The new member must be sponsored by at least two active members.

Section 2 - Active Membership

Active members are the persons who served at SHAPE/NATO or in one of its organizations.

Section 3 - Honorary Membership

Honorary members are the persons who grant or granted services to the Association. They participate in General Assembly meetings but are non-voting members for the election of the Committee. The spouse of a deceased member may be given honorary membership free of charge, if desired.

Section 4 – Annual dues

The annual dues for membership are fixed by the General Assembly and will never exceed 25€, to be paid upon registration. The dues are identical for both categories of members.
Members who wish to renew their membership for the following year must pay their dues by December 31st of the fiscal year. Failure to do so implies automatic termination of membership. The outgoing member has no right on the capital of the Association and cannot claim any reimbursements.

ARTICLE IV:  COMMITTEE

Section 1

The Association will be governed by a Committee of members elected by the General Assembly. The committee is composed of a President, a Vice-President (optional), a Treasurer, a Webmaster, a Secretary and Photographer. The Committee shall serve without remuneration.

Section 2

The election of the Committee members is done by direct vote 50%+1 of present or represented voting members by power of attorney (maximum one per present member). The duration of the mandate is two years. The outgoing Committee members can be re-elected.

ARTICLE V:  GENERAL ASSEMBLY

The GENERAL ASSEMBLY will have at least one meeting per year in which members have the opportunity to publicly address their remarks or questions. The General Assembly shall elect the Committee.

The General Assembly will decide on the acceptance and exclusion of a member proposed by the Committee.

The General Assembly has the right to change the by-laws, to pronounce the dissolution of the association, to name and revoke members of the Committee, to approve the accountability annually.

The members are invited by the General Assembly at least once a year. Date, time, location and the program of the day are communicated at least ten working days prior to the meeting; the invitation will be sent to the address or e-mail given by the member.

All the members have the right of an equal vote. Member can be represented by another member. Power of attorney must be given to the Secretary before the opening of the General Assembly. The vote is requested at the majority of the members present or represented.

The President has the casting vote.

The General Assembly has the supreme right; it can take a decision on any subject not written in the by-laws.

ARTICLE VI:  FINANCE

Section 1 – Accounting

The Treasurer is responsible for the administration of the Association’s capital. The accounts may be verified at any time by two commissioners nominated by the Assembly.

Receipts shall be given by the Treasurer to all members on payment of dues in cash. All sums received shall be duly entered in the Cash Book by the Treasurer.

The capital of the Association is composed of amounts of money from the membership dues, donations, heritage or any other way as long as the reputation of the Association is not negatively affected.

S.F.E.A. Funds: Membership dues and other funds will be deposited in an approved SHAPE banking concession (BNP Paribas/ Fortis Bank).

System of Accounting and Audit: All books shall be audited in accordance with applicable SHAPE directives. The treasurer is responsible for all monies and will report to the committee at each committee meeting. >All the accounting of all monies All financial transactions will be kept in the automated EXCEL Ledger provided by the BSG Auditor/IRO. Audits are performed annually by BSG Auditor/IRO or as requested due to a handover of treasurer.

Financial statements: Financial statements will be made available yearly by the treasurer and upon request by the BSG.

Section 2 – Insurance

The insurance is provided by SCSSF to cover third part liability only.

ARTICLE VII:  GUESTS

Members may invite guests to SFEA functions when the Committee decides that guests may attend. Members will take responsibility for their personal guests.

ARTICLE VIII:  CONSTITUTION AMENDMENTS

Amendments to constitution must receive formal SHAPE approval and will be forwarded to the Commander BSG for staffing. The Constitution may be amended by the majority vote of the Assembly voting members.

ARTICLE IX:  DISSOLUTION OF THE ASSOCIATION

Commander BSG will be notified immediately of any decision to disband the association. The commander BSG may also determine if the SFEA should be dissolved for sufficient cause.

Disbursement of funds and disposal of assets: Upon dissolution of the association, all assets, regardless of source will be turned in to SCSF for disposal.

ARTICLE X: GROUP II Coordinator

The Group II Coordinator will be kept informed of S.F.E.A. meeting dates, problem areas, budgets, etc. (The Group ii coordinator is the BSG Auditor, Morale and Welfare Branch). Minutes of all meetings will be forwarded to the Group II coordinator.