Committee By-Laws
MAYOR'S MILITARY MISSION
Effective Date: 7.28.2025
​Adopted: June 14, 2023
Motion to Approve: Motion made by Bernie “Slingshot” Kendall, seconded by Stephen Franklin
Vote: Yes – 17 No – 0
BY-LAWS OF MAYOR'S MILITARY MISSION (TRIPLE M)
ARTICLE I. NAME AND OFFICES
Section 1. Name: The name of this organization shall be Mayor's Military Mission, hereinafter referred to as Triple M.
Section 2. Offices: The principal office of Triple M shall be located in Glendale, Arizona, but the organization may conduct business, either within or outside of the State of Arizona, as the Board of Directors may determine from time to time.
ARTICLE II. PURPOSES
Section 1. Purpose: Triple M is a volunteer committee organized exclusively for charitable, educational, and American patriotic purposes, including, but not limited to:
a. Supporting active-duty military personnel and their families, veterans, and military organizations;
b. Fostering community awareness and involvement in military and veterans affairs; and
c. Promoting patriotism and respect for those who have served our country; and
d. Forming Sub-Committees who then plan events year around to support Triple M’s mission and purpose.
ARTICLE III. MEMBERSHIP
Section 1. Eligibility: Any person or Community Partner who supports the purposes of Triple M may become a member upon submission and acceptance of an application and payment of dues, as determined by the Board of Directors from time to time.
Section 2. Rights of Members: Each Triple M member shall be entitled to one general membership vote on each matter submitted to a vote of the members.
Section 3. Expectations of Members: Each member shall be held to a standard that all will participate in events, activities, fundraising, etc. for the committee. The Board of Directors will oversee and track participation.
Section 4. Termination of Membership: Membership in Triple M may be terminated by resignation of a member or failure to pay dues or by expulsion as determined by a majority vote the Board of Directors.
Section 5. Community Partner Memberships: Community Partner members shall be any business or organization that supports the purpose of Triple M, submits an application to Triple M and is accepted as a member, and is willing to abide by its by-laws. Accepted Community Partners shall have the same rights and responsibilities as individual members and shall designate one individual from their organization to be their voting member at Triple M meetings. Each Community Partner will have one general membership vote.
ARTICLE IV. BOARD OF DIRECTORS
Section 1. Powers: The affairs of Triple M shall be managed by a Board of Directors, which shall exercise all powers and authority granted to Triple M under these By-laws.
Section 2. Composition: The Board of Directors shall consist of no fewer than five (5) and no more than nine (9) members. The Chair, Vice Chair, Secretary, Treasurer, and Sergeant at Arms and any other positions shall be elected by the Triple M members who are in good standing and are present at the time of a vote. Individuals do not have to be present at the time of the vote to be elected to the Board of Directors, but must be willing to serve in the role they are being elected to.
Section 3. Terms: The term of each Director shall be two (2) years, and each Director shall be eligible for re-election.
Section 4. Board of Director Meetings: The Board of Directors shall hold Board meetings at least once per year in person and the Chair of the Board shall have the power to call special meetings of the Board as necessary. These meetings shall take place at the VFW Post No. 1433 Sandy Coor, but the location can be changed when needed. In the event of an emergency, Board meetings may be held via video conference or teleconference.
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ARTICLE V. OFFICERS
Section 1. Officers: The officers of Triple M shall be a Chair, Vice Chair, Secretary, Treasurer, and Sergeant at Arms, who shall be elected by the Triple M members.
Section 2. Vacancies: In the event of a vacancy on the Board of Directors, the remaining members of the Board of Directors shall by majority vote appoint a replacement to serve until the next annual meeting.
Section 3. Removal: A member of the Board of Directors may be removed from office by a simple majority vote of the Board of Directors followed by a simple majority vote affirmed by the full membership of Triple M, for conduct detrimental to the organization. Once a simple majority vote of the Board of Directors has occurred to remove a Director from office, the Director in question will be temporarily suspended of their duties until the vote is affirmed by a simple majority vote of the full membership of Triple M to make the action permanent.
Section 4. Duties of Officers:
a. Chair: The Chair shall preside at all meetings of the membership and meetings of the Board of Directors and shall have general supervision over the affairs of Triple M.
i. The Chair shall set the agenda for each meeting and ensure that all members receive the agenda in advance of the meeting.
ii. The Chair shall facilitate open and respectful discussion and debate among members according to Robert’s Rules of Order.
iii. The Chair shall represent Triple M in interactions with other organizations, government agencies, and the public.
iv. The Chair may appoint subcommittees as necessary and ensure that subcommittee work is properly coordinated with the overall mission and objectives Triple M.
v. The Chair shall ensure that all members are aware of their duties and responsibilities and that they are properly trained and supported.
vi. The Chair shall ensure that Triple M operates in compliance with all relevant laws, regulations, and ethical standards.
vii. The Chair shall oversee the development and implementation of the Triple M’s strategic plan, including setting goals and objectives, identifying key performance indicators, and tracking progress toward achieving Triple M’s mission.
b. Vice Chair: Alternate for the Chair and shall perform such other duties as the Chair may delegate.
i. Presiding over Triple M membership and Board meetings in the absence of the Chair and performing other duties assigned by the Chair.
ii. Assisting the Chair in setting the agenda for each meeting and ensuring that all members receive the agenda in advance of the meeting.
iii. Serving as a liaison between Triple M and external organizations.
iv. Assisting the Chair in overseeing the development and implementation of Triple M’s strategic plan, including setting goals and objectives, identifying key performance indicators, and tracking progress toward achieving the Triple M’s mission.
v. Supporting the Chair in ensuring that all Triple M members are aware of their duties and responsibilities and that they are properly trained and supported.
vi. Providing guidance and leadership to subcommittees and task forces established by Triple M.
vii. Assisting in fundraising and outreach efforts to support the Triple M’s mission.
c. Secretary: The Secretary shall keep the records and perform such other duties as the Chair may delegate.
i. Recording minutes of meetings and distributing them to all members in a timely manner. Minutes can be kept by text or by audio recording. A written summary of the last membership and/or Board meeting minutes must be distributed to the membership at the next membership meeting of Triple M.
ii. Maintaining a current roster of members and subcommittees, as well as contact information for each member.
iii. Handling all correspondence related to Triple M, including sending out meeting notices, agendas, and other communications as necessary.
iv. Keeping a record of all Triple M decisions and actions, including votes, proposals, and recommendations.
v. Ensure that all Triple M records are properly maintained and stored, in accordance with any applicable laws or regulations.
vi. Supporting the Chair and Vice Chair in the development and implementation of the Triple M’s strategic plan, and assisting in the preparation of reports and other documents as needed.
vii. Assisting in fundraising and outreach efforts to support the Triple M’s mission.
d. Treasurer: The Treasurer shall be responsible for the financial affairs of Triple M and shall perform such other duties as the Chair may delegate.
i. Keeping accurate and up-to-date financial records, including all income and expenses, donations, grants, and other sources of revenue.
ii. Preparing and presenting financial reports to be presented at membership meetings and Board meetings, and ensuring that all members are aware of Triple M’s financial status. Financial reports must be made available to members at each membership meeting and Board meeting.
iii. Developing and implementing financial policies and procedures and ensuring that all financial transactions are conducted in accordance with these by-laws.
iv. Handling, overseeing, and tracking all payments and disbursements on behalf of Triple M, and ensuring that all payments are properly authorized and supported by appropriate documentation.
v. Maintaining administration or overseeing third-party administration of Triple M’s bank accounts and other financial assets, and ensuring that all funds are properly safeguarded and accounted for.
vi. Coordinating with Triple M’s fundraising and outreach efforts to ensure that all donations and sponsorships are properly recorded and acknowledged.
vii. Ensuring that Triple M is in compliance with all applicable laws and regulations related to financial management and reporting.
e. Sergeant at Arms: The Sergeant at Arms shall be responsible for maintaining order at all meetings of Triple M and shall perform such other duties as the Chair may delegate.
i. Maintaining order and decorum at all Triple M meetings and events, and ensuring that all members and guests are aware of and adhere to the committee's rules and regulations.
ii. Managing the security and safety of Triple M meetings and events, and ensuring that all necessary precautions are taken to prevent any incidents or disruptions.
iii. Assisting the Chair in enforcing Triple M policies and procedures, and maintaining discipline among members and guests when necessary.
iv. Coordinating with other Triple M members and volunteers to ensure that all logistical needs for meetings and events are met, such as arranging for seating, audio/visual equipment, and refreshments.
v. Assisting with the setup and breakdown of Triple M meetings and events, and ensuring that all equipment and materials are properly stored and secured after use.
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ARTICLE VI. SUBCOMMITTEES
Section 1. Subcommittees: The Board of Directors may create such subcommittees as it deems necessary to carry out the purposes of Triple M. The Chair shall appoint the Chair of each subcommittee, subject to the approval of the Board of Directors. All active members of Triple M are welcome to join any subcommittee.
Section 2. Subcommittee Meetings: Each subcommittee shall meet as often as necessary to carry out its duties and shall report to the Board of Directors at each regular meeting. The Chair of each subcommittee is responsible for relaying information to the Board of Directors.
Section 3. The Chair or a majority vote of the Board of Directors can dissolve subcommittees.
ARTICLE VII. MEETINGS
Section 1. Triple M Membership Meetings: Triple M shall hold membership meetings at least once per month in person on the second Wednesday of each month and the Chair of the Board shall have the power to call special meetings or vacate meetings of the membership as necessary. Vacated meetings shall be made up within two weeks of the originally scheduled meeting. Meetings shall take place at the VFW Post No. 1433 Sandy Coor, but the location can be changed when needed. In the event of an emergency, Membership meetings may be held via video conference or teleconference.
Section 2. Special Meetings: Special meetings may be called by the Chair, or by a majority of the Board of Directors, upon notice to all members at least three (3) days in advance.
Section 3. Vacating Meetings: Meetings may be vacated by the Chair, or by a majority of the Board of Directors, upon notice to all members at least three (3) days in advance, except in cases that are beyond human control (ex., severe monsoons).
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ARTICLE VIII. FINANCES
Section 1. Fiscal Year: The fiscal year of Triple M shall be the same as the calendar year.
Section 2. Budget: The Board of Directors shall adopt an annual budget for Triple M, which shall be subject to approval by a majority vote of the membership on or before December 1 of each year.
Section 3. Financial Records: Triple M shall maintain complete and accurate financial records and shall make such records available to the membership upon request.
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ARTICLE IX. AMENDMENTS
Section 1. Amendments: These by-laws may be amended by a two-thirds (2/3) vote of the members present at any regular or special meeting.
ARTICLE X. DISSOLUTION
Section 1. Dissolution: In the event of the dissolution of Triple M, any assets remaining after payment of all debts and obligations shall be distributed to one or more charitable organizations, as determined by a majority vote of the Board of Directors.
ARTICLE XI. VOLUNTEERS
Section 1. Volunteer Policy: Triple M shall adopt a policy governing the use of volunteers in its programs and activities. The policy shall include guidelines for guidance, training, supervising, and recognizing volunteers.
Section 2. Volunteer Records: Triple M shall maintain accurate records of all volunteers, including their names, contact information, and the nature of their volunteer work.
ARTICLE XII. FINANCIAL MANAGEMENT
Section 1. Financial Controls: Triple M shall establish and maintain financial controls to safeguard its finances and assets and ensure that its financial activities are conducted in accordance with applicable laws, regulations, and ethical standards.
Section 2. Financial Reports: Triple M shall prepare and distribute financial reports to the Board of Directors and members at monthly meetings and special meetings, and shall make such reports available for inspection upon request by any active members.
Section 3: Third Party Administrator: Triple M may enter into a written agreement with a non-profit entity to hold, maintain, and administer Triple M funds, subject to oversight by the Triple M Treasurer and Board of Directors and approval of a majority vote of the Triple M membership.
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ARTICLE XIII. EVENTS
Section 1. Event Planning: Triple M may organize and sponsor events to further its charitable purposes. All such events shall be planned and executed in accordance with applicable laws and regulations, and in a manner consistent with the mission and values of Triple M.
Section 2. Event Budget: Triple M shall prepare a budget for each event, which shall be subject to approval by the Board of Directors.
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ARTICLE XIV. INSURANCE
Section 1. Insurance Coverage: When deemed necessary by a majority vote of the Board, Triple M shall obtain and maintain appropriate insurance coverage to protect its assets, directors, officers, employees, and volunteers from liability arising out of the organization's activities.
Section 2. Review of Coverage: Triple M shall periodically review its insurance coverage and make adjustments as necessary to ensure that it is adequate and appropriate for its needs.
ARTICLE XVI. CONFLICT OF INTERESTS, GRIEVANCES AND PUBLIC CONDUCT
Section 1. Conflict of Interests: Any member or volunteer who has a financial interest in, conflict, or appearance of a conflict with any matter pending before the Triple M or any of its subcommittees, shall publicly disclose the nature of the interest or conflict to Triple M or subcommittee. Triple M recognizes that many active members will be sponsors of Triple M events and donors, which would not be considered a conflict.
Section 2. Personal Gain: Members and volunteers shall not use their position for personal gain.
Section 3. Grievances: Any member who has a grievance with Triple M, another member, or any Triple M activity shall first attempt to resolve the issue through the Triple M Sergeant at Arms. If the issue cannot be resolved through the Sergeant at Arms, the member may submit a written complaint to the Board of Directors for review and resolution.
Section 4. Public Conduct: All members shall conduct themselves in a professional and respectful manner when representing Triple M in public or when discussing Triple M business in public forums, including social media.
Section 5. Discipline: Any member who violates the public conduct requirements of Triple M may be subject to disciplinary action, including a warning or removal from Triple M, as determined by the Board of Directors.
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ARTICLE XVII. FUNDRAISING, DONATIONS, AND SPONSORSHIPS
Section 1. Fundraising: Triple M shall engage in fundraising activities to support its mission and purposes. Fundraising activities shall be conducted in accordance with the policies and procedures established by Triple M and all applicable laws, rules, and regulations.
Section 2. Donations: Triple M shall accept donations of money, property, or services that are consistent with its mission and purposes. Donations shall be solicited in accordance with the policies and procedures established by Triple M and all applicable laws, rules, and regulations. Triple M members shall not solicit donations for purposes that are not related to Triple M from Triple M donors.
Section 3. Sponsorships: Triple M may seek and accept sponsorships from corporations, organizations, or individuals that are consistent with its mission and purposes. Sponsorships shall be solicited in accordance with the policies and procedures established by Triple M and all applicable laws, rules, and regulations.
Section 4. Fundraising Goals: Triple M shall establish fundraising goals and objectives in consultation with the Board of Directors. These goals shall be reviewed and updated on an annual basis.
Section 5. Fundraising Recordkeeping: Triple M shall maintain accurate and complete records of all fundraising, including donations and sponsorships received, expenditures related to fundraising, and donor/sponsor recognition.
Section 6. Restricted Donations: Donations that are restricted for a specific purpose shall be used only for that purpose, unless the donor has given written consent for the funds to be used for another purpose and it has been approved by a majority vote of the Board of Directors.
Section 7. In-kind Donations: The Board of Directors must review any in-kind donation offered to Triple M before final acceptance.