Virginia Wing Cadet Advisory Council

Constitution and Bylaws

**Article 1**

Section 1. Authority. Authority to create ad support an advisory council
is granted by National Headquarters, Civil Air Patrol, as defined in
CAPR 52-16, Chapter 3 Cadet Advisory Councils. This is the Virginia Wing
supplement and will be used to govern the actions of the Virginia Wing
Cadet Advisory Council (VAWGCAC).

Section 2. Mission Statement. The overarching mission of the Virginia
Wing Cadet Advisory Council is to continuously identify the needs of
Cadet Programs and work to create lasting positive changes and
sustainability with the Wing. The CAC can react and advise as necessary
to ensure that proper systems are in place to standardize, unify, and
strengthen the role of Cadet Programs in Virginia Wing.

Furthermore, the purpose of the CAC is to act as an advisory body to the
Wing Commander, his Staff and the Cadet Programs Staff. The VAWGCAC
shall make recommendations on Wing level issues and matters which cannot
be acted upon at the Group or Squadron level; consider proposals and
aspects of the Cadet Program presented by the Group CAC Representatives
and Executive Board; relay information to the MERCAC Representative; and
provide a forum in which members may exchange ideas in order to improve
the Cadet Program.

**Article 2**

Section 1. Organization. The Virginia Wing Cadet Advisory Council will
consist of the following members:

A. Executive Board. The Executive Board will include the Chair, Vice
Chair, and Recorder. All Executive Board members are known as Council
Officers and should meet the following qualifications. Additional
Offices may be created and provided for in the Standing Rules.

> 1\. None may serve as representative at a lower echelon.
>
> 2\. All must have previously served as a Squadron Representative or
> higher prior to being elected.
>
> 3\. All, except the Recorder, should possess the Billy Mitchell Award.
>
> 4\. All must maintain cadet status for the duration of their term.

B. Members-at-Large. Members-at-Large will be cadets elected by the
Council, CAC Advisor, Director of Cadet Programs, or Wing Commander.
They will serve as an extremely knowledgeable resource for the Council.
They will have previously served on a council at Group level or higher.
There will be no more than five Members-at-Large at any one time.

C. Members of the Council. Members of the Council are the Chairs of each
Group Council. These Chairs are primary representatives from their Group
Councils and should make an effort to bring their Vice Chairs to every
VAWGCAC meeting. They will cast their Group's vote. They will advise the
Group Commander of Council activities and cadet needs.

D. Observers. Any CAP cadet is welcome to attend VAWGCAC meetings and is
encouraged to do so. Observers are permitted to speak on the floor and
address the council on any cadet matters and make motions. However, they
are not permitted to offer proposals and do not have the right to vote,
except at the Annual VAWGCAC Assembly meeting usually held during VAWG
Conference, where they will have the right to vote.

Section 2. Duties and Responsibilities.

A. The duties of the Chair are:

> 1\. To preside over all Council meetings and to conduct the meeting in
> an orderly manner.
>
> 2\. To insure that all aspects of this Constitution and Bylaws, and
> other decrees of the VAWGCAC are properly observed.
>
> 3\. To serve as ex-officio members of all committees.
>
> 4\. To appoint or remove all committee chairs.
>
> 5\. To be responsible for the proper function of the Council.
>
> 6\. To advise the Wing Commander and the DCP on matters pertaining to
> the Cadet Programs within the Wing.
>
> 7\. To submit recommendations, ideas, and proposals agreed upon at the
> VAWGCAC meeting, in writing, to the appropriate authority within ten
> days of a VAWGCAC meeting.
>
> 8\. To be the final word on all questions of parliamentary meeting
> procedures within the guidelines of this Constitution and Bylaws.
>
> 9\. To monitor the Cadet List Server during the discussion of all CAC
> matters and then submit a report, in writing, to the appropriate
> authority once the discussion has concluded.
>
> 10\. To assist the DCP or designee in organizing cadet activities for
> the annual VA Wing Conference.
>
> 11\. To act as MERCAC Representative in the event of the primaries
> absence.

B. The duties of the Vice Chair are:

> 1\. To preside over all Council meetings and to conduct business upon
> the Chair's resignation, absence, or removal.
>
> 2\. To act as committee chair to any committee's formed at the Wing
> CAC level and report their efforts to the VAWGCAC Chair.
>
> 3\. To take on the task of increasing cadet participation at Wing
> Activities.
>
> 4\. To assume the duties of the Recorder in the event of absence,
> until replaced.
>
> 5\. To assist the Chair in his/her duties as directed (i.e.: Wing
> Conference, etc.).

C. The duties of the Recorder are:

> 1\. To establish Council administrative procedures.
>
> 2\. To be responsible for recording and publishing all Council
> correspondence and maintain a log of all council materials.
>
> 3\. To draft minutes through CAPP 52-19 Attachment II and distribute
> minutes through the Wing Council, Cadet List Server and CAC Web Site.
>
> 4\. To create, update, and distribute a roster of the CAC through the
> Wing Council, Cadet List Server and CAC Web Site.
>
> 5\. To supervise any financial procedures established by the Council.
>
> 6\. To be responsible for distributing any pertinent VAWGCAC
> information as appropriate.
>
> 7\. To maintain on hand VAWGCAC records. This includes all letters,
> minutes, and proposals written during the last three years, as well as
> the current Constitution and Standing Rules.
>
> 8\. In the absence of the Vice Chair, assume his/her duties until a
> special election is held, and continue fulfilling the duties of the
> Recorder as well.

D. The duties of the Members-at-Large are:

> 1\. To participate actively in Council meetings.
>
> 2\. To serve in committees.
>
> 3\. To provide advice and guidance on cadet matters and bring a
> historical background to the discussion as well.

E. The duties of the Regional Representative are:

> 1\. To actively represent the Virginia Wing as primary representative
> at all MERCAC meetings.
>
> 2\. To participate in Region committees and support actions of the
> MERCAC.
>
> 3\. To forward and support all VAWG proposals to the MERCAC.
>
> 4\. To serve as a Member-at-Large and attend VAWGCAC meetings when
> possible.
>
> 5\. To report activities of the MERCAC to the DCP and VAWGCAC.

Section 3. Terms of Office and Elections. The terms of office for
Council Officers and Members are defined by CAPR 52-16 as once a year.

A. VAWGCAC Executive Board elections will be held annually at the
VAWGCAC June meeting. Candidates interested in seeking an office should
notify the out-going Chair and CPO of their intentions at least 15 days
prior to the election and will be present at that meeting. Each
candidate will be given the opportunity to address the Council.
Chair-Candidates will have five minutes. All other candidate will have
four minutes. All candidates will briefly recite their qualifications
and goals for the coming term as well as why they are the best candidate
for the position for which they are running. Refer to the CAPR 52-16 for
term limits.

B. The term of office shall begin and end at the conclusion of the
National Board.

C. Members-at-Large will serve on one-year terms and may be reelected
for an unlimited number of terms. They may be reelected at any regular
or special meeting of the Council.

D. Group Councils will elect Group Officers at their May meeting and
will assume office at the conclusion of the National Board. The elected
will attend the VAWGCAC June meeting along with outgoing Group Council.

E. Special elections may be held to fill vacancies for the offices Vice
Chair and/or Recorder. The VAWGCAC Chair may temporarily appoint an
interim officer until one is elected. The Vice Chair will assume any
vacancy left in the Office of the Chair.

**Article 3**

Section 1. Group CAC. Each Group in the Virginia Wing will have a Cadet
Advisory Council. Each Group CAC will have a Chair, Vice Chair, and
Recorder. Each Squadron in each Group will have one vote at the Group
CAC. While Primary Representatives are required to attend Group CAC
meetings, Alternative Representative and other CAP cadets are encouraged
to attend Group CAC meetings as well.

Section 2. Cooperation. Each Group CAC shall have as additional purposes
to unify the Squadrons within their Group and to operate in a manner
that bring cadets within the Group together.

Section 3. Rules. Each Group CAC will follow the rules and proceeding of
the VAWGCAC and are not authorized to create a set of Bylaws or other
operating procedures for themselves. Each Group CAC is permitted to
create its own set of Standing Rules or Standard Operating Procedure as
long as they do not contradict this document and other rules of the
VAWGCAC, MERCAC and National CAC.

Section 4. Duties and Responsibilities.

A. The duties of Group Chairs are:

> 1\. To preside over all Group Council meetings and to conduct the
> meeting in an orderly manner.
>
> 2\. To insure that all aspects of this Constitution and Bylaws, and
> other decrees of the VAWGCAC are properly observed.
>
> 3\. To serve as ex-officio members of all committees.
>
> 4\. To appoint or remove all committee chairs.
>
> 5\. To be responsible for the proper function of the Group Council.
>
> 6\. To advise the Group Commander and Group CPO, on matters pertaining
> to the Cadet Programs within the Group.
>
> 7\. To submit recommendations, ideas, and proposals agreed upon at the
> Group CAC meeting, in writing, to the appropriate authority within ten
> days of a Group CAC meeting.
>
> 8\. To be the final word on all questions of parliamentary meeting
> procedures within the guidelines of this Constitution and Bylaws.
>
> 9\. To present a group report to the Wing Council at VAWGCAC meetings.
>
> 10\. To assist the VAWGCAC Chair in his/her duties as directed.

B. The duties of Group Vice Chair are:

> 1\. To preside over all Group Council meetings and to conduct business
> upon the Group Chair's resignation, absence, or removal.
>
> 2\. To act as committee chair to any committee's formed at the Group
> CAC level and report their efforts to the Group CAC Chair.
>
> 3\. To take on the task of increasing cadet participation at Group
> Activities.
>
> 4\. To assume the duties of the Recorder in the event of absence,
> until replaced.
>
> 5\. To assist the Group Chair in his/her duties as directed.

C. The duties of Group Recorder are:

> 1\. To establish Group Council administrative procedures.
>
> 2\. To be responsible for recording and publishing all Group Council
> correspondence and maintain a log of all council materials.
>
> 3\. To draft minutes through CAPP 52-19 Attachment II and distribute
> minutes through the Group Council, Wing Council, and the Groups
> Respective Website or mailing lists.
>
> 4\. To create, update, and distribute a roster of the Group CAC
> through the Group Council, and Wing Council.
>
> 5\. To supervise any financial procedures established by the Group
> Council.
>
> 6\. To be responsible for distributing any pertinent VAWGCAC
> information as appropriate.

D. The duties of Squadron Representative are:

> 1\. To attend all Group and Wing Council meetings as logistically
> possible.
>
> 2\. To participate actively in Group and Wing CAC meetings.
>
> 3\. To discuss Cadet Program and Cadet Policy matters with their
> squadron.
>
> 4\. To voice their squadron's opinion about Cadet Programs and Cadet
> Policies within the Group, Wing, Region, or National level.
>
> 5\. To report to their squadron the status of the Cadet Program and
> Cadet Policies.

**Article 4**

Section 1. VAWGCAC Meetings. The VAWGCAC meeting is the most essential
component of the Council operations. The meeting is where ideas are
developed or dropped. This is where information is passed on and action
is taken on many problems and projects.

A. A regular meeting will be held quarterly with a 45-day notice with
additional notices at 15-day intervals from the original 45-day notice.
The meeting will be announced through the Cadet List Server, the CAC Web
Site, and through Group Councils. Teleconferences will be held
bi-monthly to ensure proceedings are being followed and to allow updates
before the next quarterly meeting.

B. The Chair may call special meetings as necessary. A 30-day advance
notice must be given for special meetings. Special meetings may be held
in person or by teleconference depending on availability.

C. All meetings will adhere to the following format:

> 1\. Call to Order, opening remarks, introductions. The DCP bring any
> Wing issues at this time.
>
> 2\. Roll Call and Approval of Minutes.
>
> 3\. Group Reports and Committee Reports (discussion and debate is
> encouraged).
>
> 4\. Old Business.
>
> 5\. Topics of Concern/Proposals.
>
> 6\. New Business.
>
> 7\. Open Forum and Announcement.
>
> 8\. Committees Convene, if applicable.
>
> 9\. Adjournment.

Section 2. Group Meetings. Group Meetings should be operated in the same
manner as the VAWGCAC meetings. Regular meetings will be held on months
when there is no VAWGCAC meeting. All regular meetings must be held at
least seven days prior to the VAWGCAC meetings. The Group Chair may call
special meetings as necessary. A seven-day advance notice is required
for special group meetings.

Section 3. Executive Board Meetings. There will be no Executive Board
Meetings unless a special meeting is called to discuss business with the
Wing Commander or DCP. The Executive Board shall keep in constant
contact with each other as well as with the DCP when VAWGCAC is not
meeting through any means necessary.

Section 4. VAWGCAC Assembly Meetings. Annually at the Virginia Wing
Conference, the VAWGCAC shall convene as an Assembly. At this meeting,
yearly goals should be adopted and evaluated. Both short and long term
goals should be adopted. This Assembly meeting will serve as an avenue
of hearing directly from the cadets what their concerns are and what
they wish to happen in Virginia Wing. The results from this meeting
should serve as the guideline for what the VAWGCAC attempt to accomplish
for the year. Every cadet in the Wing is extended an invitation and all
Squadron Primary Representatives attending the Assembly meeting will
have all rights of a member for the duration of the assembly meeting,
including the right to make proposals and to vote. Each Group and
Squadron Representative will present an Annual Report at this meeting.

**Article 5**

Committees. Committees will be formed by the VAWGCAC Chair to discuss,
investigate, and research topics of concern or proposals as necessary.

A. These committees will be created for a specific, limited purpose and
time, and its duties shall be outlined by the Executive Board.

> 1\. The VAWGCAC Vice Chair will be the Committee Chair.
>
> 2\. Committees will report directly to the VAWGCAC Chair on a regular
> basis.
>
> 3\. The Committee Chair will report the proposals, plans, or
> recommendations of the committee to the CAC directly after the work is
> completed.

B. Two types of committees may be created.

> 1\. Standing Committees, possibly to include but not limited to the
> Encampment Committee, Cadet Competition Committee, and Social
> Functions Committee, as determined by the CAC Chair.
>
> 2\. Special Committees are created to tackle a short-term project or
> issue as determined by the Chair. Special Committees will have a life
> span set at the moment of creation and may be discharged before that
> set life span is set up.

C. Membership in all committees shall extend to all cadets in the
Virginia Wing.

## Article 6

Proposals. In general, proposals are the CAC's means of improving the
Cadet Program. They are formally written recommendations for changes or
new actions that need to be initiated. Normally proposals generated for
CAC consideration will fall into one of two categories. The fist
category, internal proposals, concerns itself with the structure and
function of the CAC itself; for example, revisions to the Constitution.
The other category, external proposals, concerns any matter of the Cadet
Program that the CAC recommend improvements to.

A. Guidelines for proposals include:

> 1\. Must not authorize actions, which are in violation of existing
> rules and regulations.
>
> 2\. Should be phrased in a positive manner.
>
> 3\. Should include constructive criticism.
>
> 4\. Should be written as simply and as briefly as possible.
>
> 5\. Should be presented to the Executive Board in writing 15 days
> prior to the session in which it is to be considered.
>
> 6\. If the Chair deems it necessary, the proposal should be sent to
> CAC membership prior to the meeting. This will enhance the ability of
> the members to make worthwhile contributions.
>
> 7\. At the meeting sufficient copies of proposals should be provided
> so that each representative has a copy.
>
> 8\. The proposal originator or other knowledgeable person should be
> present to defend the merits of the proposal during the CAC's
> discussion.

B. All proposals by the Squadron Representatives should be presented and
voted upon at the Group CAC. All proposals that pass the Group CAC will
be presented to the VAWGCAC. Only proposals by the Executive Board or a
Group CAC will be voted upon by the VAWGCAC.

C. The Council has no authority to implement any of its external
proposals. They will call only for a recommendation to the Wing
Commander or DCP via the Chair. All internal proposals, with the
exception of the ratification of this Constitution and Bylaws, will be
adopted up on passage by the VAWGCAC.

**Article 7**

Section 1. Group Reports. All Group Chiars prior to the VAWGCAC meeting
will prepare reports.

A. Guidelines for Group Reports:

> 1\. Typed, 12 pt font, Times New Roman, Ariel, or Currier New, margins
> at 1" all around.
>
> 2\. Include a summary of Group meetings.
>
> 3\. Include a summary of Squadron Reports.
>
> 4\. Attach copies of Squadron Reports.
>
> 5\. Identify problem areas with possible solutions.
>
> 6\. Identify procedures that work well.
>
> 7\. Include proposals passed.
>
> 8\. Attach a copy of passed proposals.
>
> 9\. Include status of assignments from VAWGCAC.

Section 2. Squadron Reports. All Squadron Representatives prior to the
Group CAC or VAWGCAC meeting will prepare reports.

B. Guidelines for Squadron Reports:

> 1\. Typed, 12 pt font, Times New Roman, Ariel, or Currier New, margins
> at 1" all around.
>
> 2\. Include a brief summary of squadron activities.
>
> 3\. Identify problem areas within their squadron, Cadet Programs or
> its policies.
>
> 4\. Include procedures that work well.
>
> 5\. Identify activities that have boosted moral or have caused
> improvement
>
> 6\. Include status of assignments from Group level CAC.

**Article 8**

Minutes. Minutes of the meeting shall be typed in objective statements
of what occurred during the meeting; including those in attendance,
items discussed, and a record of voting. The minutes of the VAWGCAC
meetings are distributed to all members and the DCP by means of the
Cadet List Server and CAC Website. The minutes should be sent to the
Chair and DCP for approval and then distributed to members and posted
for all cadets to view.

VAWGCAC minutes are to be posted within 10 days of the meeting. Group
CAC minutes are to be distributed to all representatives in the Group,
the Group CPO, and members of the VAWGCAC Executive Board.

**Article 9**

Section 1. Voting. All measures considered shall be decided by a
majority vote, unless otherwise prescribed. The Chair of each meeting
shall determine if a quorum is present. A quorum of two-thirds of the
groups (chair and vice chair) is required to conduct any business other
than reading reports, discussions, or setting the next time to meet.

Section 2. Voting Privileges. All echelons and voting shall be conducted
in accordance with parliamentary procedures following Robert's Rules of
Order with the following guidelines:

A. The members of the Executive Board are not allowed to vote. However,
the Chair votes in the case of a tie.

B. Each Group shall have one vote.

C. Members-at-Large shall have one collective vote.

D. At Group CAC meetings, every Squadron will have one vote.

E. Voting may be conducted on an official mail-in ballot or Internet
ballot as designed by the Executive Board as well. No absentee or proxy
voting will be allowed without the consent of the Chair.

**Article 10**

Continuity. To insure continuity, the Executive Board and all Standing
Committee Chairs are required to create, update, maintain, and complete
continuity folders, due at the end of each term.

# Article 11

Section 1. Impeachment and removal of VAWGCAC members. Any member of the
VAWGCAC may be impeached and removed from office.

A. A VAWGCAC members, recommending impeachment makes a formal complaint
in writing. It is then sent to the Recorder, who will distribute the
complaint to all members. To bring the matter before the VAWGCAC, at
least two-thirds of the membership must agree that this action is
necessary. They will do this in writing to the Recorder in less than 14
days.

B. If sufficient requests for discussion are required, a special meeting
will be held or the issue may be brought up at the next CAC meeting. The
VAWGCAC is the jury of such a hearing and will vote on the issue in its
usual manner. The Chair of the hearing is the judge of the hearing and
will ensure that the proceedings are professional and just as well.
During such a hearing to impeach a member, the motion "To call for the
previous question" may not be made, as well as any motion to limit the
time of discussion by the member in question. The judge will ensure that
the member in question has had ample opportunity to address the issue
and the judge shall decide when the question shall be put and the vote
taken. The Vice Chair shall serve as judge if the Chair is the member in
question.

C. In order for a vote of impeachment to be taken, all VAWGCAC members
must be present. A three-fourths vote in the affirmation is necessary
for the impeachment articles to pass. Passage of impeachment articles
calls for immediate removal. If the impeachment question is defeated the
member is absolved of the issue and it cannot be brought before the
VAWGCAC again.

D. It shall be determined by a two-thirds vote of the VAWGCAC members
present at the impeachment proceedings, whether the member removed shall
be allowed to fulfill a CAC position at any level in the future.

Section 2. Removal of Group CAC Members. In the event of substandard
performance, it is the responsibility of the Group Commander to revote
that individual's appointment. They will appoint a replacement in
accordance with established procedures.

**Article 12**

Any disputes arising that concern all parliamentary procedures or
guidelines not covered in this document, the Standing Rules, CAPR 52-16,
or CAPP 52-19 will be settled by Robert's Rules of Order: Newly Revised.

**Article 13**

Section 1. Amendments. All amendments to this constitution must be
ratified by a two-thirds vote of the VAWGCAC. Each member of the VAWGCAC
must have thirty days notice prior to the vote on any amendment to this
document.

Section 2. Standing Rules. The Council may adopt a set of Standing
Rules. These Standing Rules may be amended by a majority vote of the
VAWGCAC members present if prior notice is given or by a two-thirds
majority vote if prior notice is not given.

Section 3. Suspension of the Rules. Any article of the Constitution and
Bylaws may be suspended by a three-forth vote of the VAWGCAC in order to
carry out its duties. The Suspension will only be in effect for the
duration of the meeting in which the suspension is approved.

Approved: Date:

Col. Eric Litt, CAP

VAWG CC