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NATIONAL BLACK COALITION

OF

FEDERAL AVIATION EMPLOYEES

2008

STANDARD OPERATING PROCEDURES

Shaun Sanders, President

Ruben Jackson, Vice President

Miranda Gant, Treasurer

Hilary King, Secretary

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EXECUTIVE SUMMARY

Established in 1976, the NBCFAE has progressed through the years with various

committee and officer positions performing tasks and moving the organization forward.

Several years ago, it was determined that standard operating procedures would be helpful

to assist members perform the functions of the various committees and offices. Over the

years, job functions, as well as; the way we conduct business has changed. In this regard

it was decided to re-address the functions performed by each office and as closely as

possible tailor a document that mirrors the activities actually performed today.

This Standard Operating Procedure (SOP) will provide the reader with clear concise

guidelines, in the performance of each position, within the NBCFAE hierarchy. It will

also provide a definition of all of the positions of the organization, using goals and

objectives or the national constitution as a guide.

Each position’s procedural operations include the roles and responsibilities of the

position, what function is performed, when each function is performed, as well as; how

each function is performed. Proper use and close adherence to do this SOP will eliminate

duplication of efforts and create clear lines of responsibility.

This document has been developed to guide officers, board members, and committee

members with a road map that will add structure to their position and provide direction

for each task. Members will gain insight into the requirements and expectations of the

various positions within the organization.

This NBCFAE SOP has not been designed to limit additional methods of achieving

organizational goals or of performing position functions. Instead it provides at least a

minimum standard of expectations that allows members to perform organizational tasks

and meet NBCFAE obligations.

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NATIONAL BLACK COALITION OF FEDERAL AVIATION EMPLOYEES

STANDARD OPERATING PROCEDURES

TABLE OF CONTENTS

EXECUTIVE SUMMARY .............................................................................................2

NATIONAL BLACK COALITION OF FEDERAL AVIATION EMPLOYEES ............3

STANDARD OPERATING PROCEDURES..................................................................3

TABLE OF CONTENTS ................................................................................................3

1.0 INTRODUCTION .......................................................................................4

2.0 HISTORY....................................................................................................5

3.0 LOGO..........................................................................................................6

4.0 GOALS........................................................................................................7

5.0 MOTTO.......................................................................................................7

6.0 STRUCTURE..............................................................................................7

8.0 CLASSES OF MEMBERSHIP ....................................................................8

9.0 NATIONAL EXECUTIVE COMMITTEE ..................................................8

10.0 NATIONAL EXECUTIVE BOARD (includes National Executive

Committee)..............................................................................................................8

11.0 SELECT, STANDING, and NON-STANDING COMMITTEES.................8

12.0 REGIONS AND THEIR LOCAL CHAPTERS............................................9

13.0 CONSTITUTION and BY-LAWS OF THE NATIONAL BLACK

COALITION OF FEDERAL AVIATION EMPLOYEES......................................11

14.0 NATIONAL EXECUTIVE COMMITTEE MEMBERS ............................24

15.0 NATIONAL PRESIDENT.........................................................................24

16.0 NATIONAL VICE PRESIDENT...............................................................25

17.0 NATIONAL SECRETARY .......................................................................26

18.0 NATIONAL TREASURER .......................................................................30

19.0 REGIONAL PRESIDENTS.......................................................................48

20.0 SPECIAL ASSISTANT to the NATIONAL PRESIDENT.........................50

21.0 NATIONAL PARLIAMENTARIAN.........................................................51

22.0 NATIONAL PUBLIC AFFAIRS CHAIRPERSON....................................52

23.0 NATIONAL MEMBERSHIP CHAIRPERSON.........................................57

24.0 NATIONAL EDUCATION, RECRUITMENT, AND TRAINING

CHAIRPERSON ...................................................................................................67

25.0 NATIONAL CONFERENCE COORDINATOR .......................................81

26.0 NATIONAL TREASURY OVERSIGHT COMMITTEE...........................91

27.0 NATIONAL EQUAL EMPLOYMENT OPPORTUNITY ACTION

CHAIRPERSON ...................................................................................................92

28.0 PRESIDENT’S COMMISSION COMMITTEE.........................................97

29.0 LOCAL OFFICER AND MEMBER RESPONSIBILITIES .......................97

30.0 AWARDS..................................................................................................99

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1.0 INTRODUCTION

An overall purpose of these Standard Operating Procedures (SOPs) is to provide Officers,

Executive Committee Members, Executive Board Members, and all coalition members

responsible for carrying out the duties and responsibilities of the National Black Coalition

of Federal Aviation Employees (NBCFAE), with the knowledge, tools and techniques,

along with historical background information, to pursue and administer the

responsibilities of their role in a proficient and accurate manner.

While pursuing complete proficiency, these SOPs shall lay a foundation for the overall

operations of this organization and our commitment to expand our knowledge base.

All Officers, Executive Committee Members, and Executive Board Members are required

to have comprehensive knowledge of the roles and responsibilities required to

successfully perform in their positions.

Standard Operating Procedures Focus

The focus of these SOPs is to:

Familiarize Officers and members seeking office, with NBCFAE's legal base,

structure and operation.

Provide members an opportunity to develop competence and professionalism in the

performance of a variety of Coalition duties.

In addition, these SOPs attempt to provide exposure to a host of topics, which are

becoming significantly important when meeting our objectives and developing new

opportunities for members to accept challenging new roles.

Specific duties and responsibilities are described in the coalition’s Constitution and

Bylaws and/or other documents that govern NBCFAE policies and procedures.

Five primary responsibilities for all positions

Responsibility for Knowledge

Responsibility for Leadership

Responsibility for Time Management

Responsibility for Commitment

Responsibility for Support

When office position terms end, officers will possess an in-depth knowledge of the inner

workings of the NBCFAE, its purpose, its need for existence, and a sense of

accomplishment in knowing they have contributed to the makings of the future.

Memorable Quote:

People are divided into three categories: those who make things happen, those who watch

things happen, and the vast majority who don't even know what's happening.

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2.0 HISTORY

The National Black Coalition of Federal Aviation Employees (NBCFAE) was established

in 1976, in San Diego California, when six black air traffic controllers felt it necessary to

unite to resolve problems that were not being effectively addressed by labor organizations

or the various Equal Employment Opportunity (EEO) programs. The founders of the

Coalition of Black Controllers were Arthur Varnardo, Newark Control Tower; Luther

Quarles, LaGuardia Tower; Stanley Anderson, Washington National; Frank Storr, New

York Air Route Traffic Control Center and Ted Fagan, John F. Kennedy International

Tower.

Subsequently, the "Committee for the Organization of Black Controllers" was created, to

improve communication between the Federal Aviation Administration (FAA) and

minority employees.

On August 14, 1976, the name of the organization was changed to the "The National

Controller Coalition" by a group of black air traffic controllers who met in New York

City. At this meeting, the members became organized nationally into one collective

voice and developed the basic organizational structure that now exists. Coalitions were

developed throughout the country with regional structuring and local chapters.

The National Controller Coalition’s national Constitution and Bylaws were ratified in

January 1977, at a special convention held in Atlanta, Georgia. In October 1977, the

constitution and bylaws were amended during the national convention in New Orleans,

Louisiana. At this time, the regional coalitions adopted the National Coalition as the

governing body and the name of the organization was changed to the National Black

Coalition of Federal Aviation Employees (NBCFAE) to make it representative of all

FAA career fields and employees.

In January 1979, the FAA detailed specific guidelines formerly known as the “Interface

Letter”, to all regional and center managers for interaction between the agency and

NBCFAE. National Officers were Elliott Reid, Jr., President; Rosa Snowden, Vice

President; Joseph Cassell, Secretary; and Norman Harris, Treasurer. Progress and

recognition followed the NBCFAE throughout the year. National dues check-off was

established - a product of this action raised the number of payroll deductions from two to

four - enabling the Coalition to become independent of FAA funds. The Coalition

attracted honorable members Quentin Taylor, 1979 Deputy Administrator for the FAA,

Leon Watkins, Chief of Civil Rights for FAA and Arthur Varnardo, Director of then

Rocky Mountain Region (currently known as Northwest Region). Recruiting FAA

employees and training was the Coalition's national priority.

In October 1980, the national convention was held in Oklahoma City, Oklahoma.

The new officers were Joseph Cassell, President; Ernest Joyce, Jr., Vice President; Elliott

Reid, Jr., Executive Assistant to the President; Denise Yorkshire, Treasurer; Brenda

Seals, Secretary; and Renee Williams, Assistant Secretary. This convention, as it

continues today, included leadership seminars and career development. The convention

was highlighted with an NBCFAE-EEO Civil Rights Conference, featuring EEO

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Specialists and Special Emphasis Coordinators from FAA Headquarters and Regional

offices throughout the country. During this period, the NBCFAE developed effective

dialogue with labor unions within the FAA to assist in protecting the rights of minority

and women employees.

In 1981 the NBCFAE, now nationally known, assisted the FAA on many projects, i.e.,

pre-development training programs, upward mobility and quality of training programs.

The Coalition's success attracted more than 500 members. In August 1981, the NBCFAE

affected by the Professional Air Traffic Controllers Organization labor union strike lost

more than half of its members. Due to the strike the national convention was postponed

and held a mini-conference in March 1982, Atlanta Georgia.

In 1982, at the mini-conference, Rozelia Cusic was elected Vice President; Ora B. King,

Secretary; Ernest Joyce, Jr., National President; and Clifford Armstrong, Treasurer. It

was this conference that the NBCFAE honored Chief Alfred Anderson aka “Chief” -

America's first black man to receive a private pilot’s license (1929). Chief Anderson was

bestowed NBCFAE’s first honorary membership and he received a congratulatory

message from the President of the United States. On March 12, 1982, the NBCFAE

established the C. Alfred Anderson Award to honor Chief Anderson. This award

recognizes individuals who were pioneers in the field of aviation, instrumental in

developing or fostering aviation careers and programs in the minority community and/or

made major contributions to aviation by inspiring minority youth to seek careers in

aviation. Withstanding, many constraints and obstacles, the NBCFAE endured through

the grace of God, sound organizational structure and purpose.

In its brief but influential history, the NBCFAE succeeded in organizing minority

employees throughout the FAA into a collective voice. The NBCFAE developed a Skills

Bank of qualified minorities for job referrals, conducted extensive recruiting efforts for

aviation careers throughout the country, and provided input to various training, recruiting,

personnel programs and policies of the FAA. Civil Rights seminars, job awareness

sessions, and career progression presentations have been conducted within the coalition.

In general, NBCFAE has provided needed information to all employees regarding various

special programs designed to advance and enhance their careers and other opportunities.

NBCFAE continues to formulate ideas, cite problems and offer input to various programs

and policy that affect minority employees in FAA. It is the first professional government

organization with goals and objectives focused on minority and female FAA employees.

Its constitution continues to be used as a reference guide in the formulation of other FAA

organizations that focus on minority and female concerns.

3.0 LOGO

1. Tower of Strength

2. Circle of unity/continuity

3. Colors of liberation (Red, Black, and Green)

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4.0 GOALS

1. Establish a national communication network among members.

2. Develop a national voice for Black, female and minority FAA employees.

3. Educate members concerning rights, personnel and promotional qualifications.

4. Monitor Black, female and minority trainees.

5. Assist in recruiting Black, female, and minority individuals for FAA positions.

6. Promote equal employment opportunity for members through all lawful means.

7. Establish a national directory for members.

8. Promotes professionalism in our work and strive for excellence in the

performance of our duties.

5.0 MOTTO

“Let each become all they are capable of being.”

6.0 STRUCTURE

Nationally, NBCFAE is comprised of a President, Vice President, Secretary and

Treasurer. The supervision, control and direction of the affairs of NBCFAE, as well as

the execution of polices and decisions of the active membership, are the responsibility of

the Executive Committee, which is made up of the National Officers and Regional

Presidents. Regionally, NBCFAE is comprised of eight regions.

1. AERONAUTICAL CENTER/SOUTHWEST

2. CENTRAL

3. GREAT LAKES

4. NORTHEAST (includes Eastern and New England)

5. SOUTHERN

6. TECHNICAL CENTER

7. WASHINGTON HEADQUARTERS

8. WESTERN PACIFIC (includes Northwest Mountain, Alaska)

Each regional President is an NBCFAE representative for the NBCFAE in discussions

with agency officials on the regional, center and headquarters levels. Locally, NBCFAE

is organized into a single FAA facility chapter (Aeronautical Center Chapter) or a

metropolitan chapter consisting of different facilities within a certain geographical

location i.e., Chicago Area Chapter, Kansas City Metro Chapter, Washington Suburban,

NY Metro Chapter, Oakland Bay Area Chapter, …etc.

7.0 BENEFITS OF MEMBERSHIP

Membership in NBCFAE is open to any person who agrees to the objectives of the

organization. Members have several benefits and receive a number of coalition

brochures:

1. NBCFAE “Visions” newsletter

2. Active representation with FAA and industry to address minority concerns.

3. Annual Historical Journal

4. Regional Newsletters

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5. National & Regional Scholarship Programs

8.0 CLASSES OF MEMBERSHIP

1. Active – Any current FAA employee in good standing.

2. Retired – Any retired FAA employee in good standing.

3. Lifetime Retired - Any retired FAA employee in good standing.

4. Associate – Any person who is neither an Active nor Retired FAA employee.

5. Full Associate – Any person who is employed by a contractor or subcontractor

who provides services to any FAA organizational entity.

6. Honorary – Any person granted membership by a majority vote of the Executive

Committee.

7. Corporate – Any corporation or other interested organization may qualify for

membership as provided by the Constitution and Bylaws.

8. Associate Corporate – Any corporation or other interested organization may

qualify for membership as provided by the Constitution and Bylaws.

9. Inactive – Any member whose dues are delinquent for a period of more than

ninety (90) days shall be deemed inactive until dues are made current.

9.0 NATIONAL EXECUTIVE COMMITTEE

1. President

2. Vice-President

3. Secretary

4. Treasurer

5. Regional Presidents

a. Aeronautical Center/Southwest

b. Central

c. Great Lakes

d. Northeast

e. Southern

f. Technical Center

g. Washington Headquarters

h. Western Pacific

10.0 NATIONAL EXECUTIVE BOARD (includes National Executive

Committee)

1. Conference Coordinator

2. Education, Recruitment and Training Chairperson

3. Membership Chairperson

4. Parliamentarian

5. Public Affairs Chairperson

6. Treasury Oversight Committee

11.0 SELECT, STANDING, and NON-STANDING COMMITTEES

1. Select

a. President’s Commission Committee

2. Standing

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a. Equal Employment Opportunity Action Committee

3. Non-Standing

a. Ad Hoc Committee

12.0 REGIONS AND THEIR LOCAL CHAPTERS

Coalition structure designed by National, Regions, and Chapters includes its members as

follows: Regional FAA employees (who permanently work within that region) and

Regional residents who are not FAA employees

See Regions and Chapters directory below:

REGIONS CHAPTERS STATES

AERONAUTICAL/SOUTHWEST Aeronautical

Center/Oklahoma

Oklahoma including the

Aeronautical Center in OKC

Dallas Fort Worth New Mexico, North Texas,

and West Texas

Houston South Texas including

Austin TX, Houston TX,

and San Antonio TX

Louisiana/Arkansas Louisiana, Arkansas

CENTRAL Wichita Iowa, Kansas, Missouri,

Nebraska

GREAT LAKES Chicago Idaho, Illinois, Montana,

North/South Dakota,

Minnesota, Wisconsin

Detriot Michigan

Indianapolis Indiana

Ohio Ohio

NORTHEAST Metro Connecticut, New York City

(all boroughs), Maine,

Massachusetts, New

Hampshire, Northern New

Jersey, Rhode Island,

Vermont

Eastern Long Island Nassau and Suffolk

Counties of New York

Philly Metro Central/Southern New

Jersey, Delaware,

Pennsylvania

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Washington

Suburban

Maryland (FAA employees

who do not work in the

Headquarters Region),

Virginia (FAA employees

who do not work in the

Headquarters Region), West

Virginia

SOUTHERN Atlanta Georgia excluding Savannah

Carolina North Carolina, South

Carolina

Jacksonville Florida Panhandle, Northern

Florida, Savannah GA

Memphis Alabama, Kentucky,

Mississippi, Tennessee

Miami Southeast Florida, Puerto

Rico, Virgin Islands

Central Florida Central FL area, Tampa FL,

Treasure Coast FL area

TECHNICAL CENTER Atlantic City area and its

surrounding areas not

covered by Philly Metro

WASHINGTON

HEADQUARTERS

Headquarters employees

(who permanently work in

Headquarters) and DC

residents who are not FAA

employees

WESTERN/PACIFIC Alaska Alaska

Denver Colorado, Utah

Los Angeles Arizona, Central California,

Nevada, Hawaii

Oakland Bay Area San Francisco CA, Oakland

CA, and other areas in

Northern California

San Diego Southern California

Seattle Oregon, Washington

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13.0 CONSTITUTION and BY-LAWS OF THE NATIONAL BLACK

COALITION OF FEDERAL AVIATION EMPLOYEES

CONSTITUTION AND BY-LAWS 2005

December 17, 2007

CONSTITUTION OF THE NATIONAL BLACK COALITION OF FEDERAL

AVIATION EMPLOYEES PREAMBLE

We, the members of the National Black Coalition of Federal Aviation Employees

(NBCFAE) in order to promote equal employment opportunity for Black, female and

other minority Federal Aviation Administration (FAA) employees, improve employee-

management relations, and provide an effective liaison among FAA employees,

management, and the community-at-large, do hereby establish this Constitution for the

National Black Coalition of Federal Aviation Employees.

ARTICLE I

OFFICES

SECTION ONE - NBCFAE

For the purpose of this constitution and in all official NBCFAE communications, the term

“Coalition” shall mean the NBCFAE. The principle office of the Coalition shall be the

address of the Secretary.

SECTION TWO - OTHER OFFICES

The Coalition may have such offices as may be designated by a majority of its Executive

Committee at a meeting duly called in conformance with the by-laws.

ARTICLE II

OBJECTIVES

The objectives of this Coalition are defined as follows:

1. Establish nationwide communications among members.

2. Develop a national voice for black, female, and minority FAA employees.

3. Educate members concerning rights, personnel actions, and promotional

qualifications.

4. Monitor black, female, and minority FAA employees’ career development.

5. Assist in recruiting black, female, and minorities for FAA positions.

6. Promote equal employment opportunity through all lawful means.

7. Establish a national directory for members.

8. Promote professionalism in our work and strive for excellence in the performance of

our duties.

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ARTICLE III

MEMBERSHIP

SECTION ONE - MEMBERS

Any person who agrees to the objectives herein may become a member of the coalition

with full voting and other privileges provided he or she is qualified under such rules as

the by-laws may provide.

SECTION TWO - CLASSES OF MEMBERS

The Coalition shall have eight (8) classes of members. The designation of such is as

follows:

a. ACTIVE - Any present FAA employee in good standing.

b. RETIRED - Any retired FAA employee in good standing.

c. ASSOCIATE - Any person who is neither Active, Retired, Retired Lifetime, nor

Honorary member.

d. HONORARY - Any person granted membership by a majority vote of the Executive

Committee.

e. FULL ASSOCIATE - Any person who is not an employee of the FAA, but must be

employed by a contractor, which provides support services to any FAA organizational

entity located at the Federal Aviation Administration.

f. CORPORATE - Corporations and other interested organizations are eligible for

membership as a corporate member of this association if qualified under such rules as

the membership committee may provide. Corporate members may designate one

representative who has the rights and privileges of the active members with the

exception of holding office.

g. ASSOCIATE CORPORATE - Corporations and other interested organizations are

eligible for membership as an associate if qualified under such rules as the

membership committee may provide.

h. RETIRED LIFETIME – Any retired FAA employee in good standing is eligible for

lifetime membership with this association, with full voting and other privileges, if

qualified under such rules as the membership committee may provide.

ARTICLE IV

POWERS

In furtherance of the objectives described above, but not in limitation thereof, the

Coalition shall have the power to collect and disseminate statistics and other information,

to conduct investigations and litigation, to engage in various fundraising activities, to

conduct promotional activities, including advertising and publicity, in or by any suitable

manner or media, to hold such property as is necessary to accomplish its purposes, and to

retain or employ such professionals and other employees as may be needed.

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ARTICLE V

DUES

The annual dues required for each class of membership in the Coalition shall be

determined by a majority of the active and retired members present at a meeting duly

organized according to the by-laws. Said vote shall approve or reject the recommendation

of the Membership Committee. Dues may be varied from year to year, but dues shall be

the same amount or percentage of pay within each class of members.

ARTICLE VI

MEETING OF MEMBERS

SECTION ONE - ANNUAL MEETING

An annual meeting of the members shall be held during the Month of September, each

year; beginning with the Year 1987, for the purpose of transaction of such other business

as may come before the meeting.

SECTION TWO - SPECIAL MEETING(S)

A special meeting can be called in accordance with by-laws.

SECTION THREE - QUORUM

A quorum shall consist of not less than ten percent (10%) of the eligible voting members.

If a quorum is not present at any meeting of members, a majority of the members present

may adjourn the meeting without further notice.

ARTICLE VII

OFFICERS

The Officers of the Coalition shall be the President, Vice President, Secretary, Treasurer,

Regional Presidents, and the Technical Center and Washington Headquarters President,

herein known as the Executive Committee. The Executive Committee may elect or

appoint such other Officers or assistants as deemed necessary for the conduct of Coalition

Business. These appointments are inclusive but not limited to an assistant secretary(s)

and/or assistant treasurer(s). Assistants shall have the authority to perform the duties

prescribed by the Officer in charge.

ARTICLE VIII

COMMITTEES

A majority of the Executive Committee, upon recommendation of the President, may

establish one or more committees. These committees shall assist the management of the

Coalition in accordance with the authority and powers delegated to them by the President

and/or Executive Committee. The designation of such committees and the delegation of

authority shall not operate to relieve the Officers of responsibility delegated by this

constitution and/or by-laws.

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ARTICLE IX

AMENDMENTS TO ARTICLES

Amendments to the articles shall be submitted to the National Parliamentarian not later

than 60 days prior to any annual or special meeting of the Coalition.

Amendments to the articles that are accepted from the floor will be considered at the next

annual or special meeting of the Coalition.

ARTICLE X

BY-LAWS

Amendments to the by-laws shall be submitted to the National Parliamentarian not later

than 60 days prior to an annual or special meeting of the Coalition.

Amendments to the by-laws that are accepted from the floor will be considered at the

next annual or special meeting of the Coalition.

ARTICLE XI

DISTRIBUTION OF PROPERTY ON DISSOLUTION

In the event of dissolution of this Coalition, its property shall be distributed to such tax-

exempt, non-profit corporations as may be selected by the members. The assets of the

Coalition shall in no event be distributed to its members.

ARTICLE XII

NON-DISCRIMINATION

This Coalition shall not discriminate against any person because of age, race, sex, color,

religion, national origin, or handicap.

BY-LAWS OF THE NATIONAL BLACK COALITION OF FEDERAL

AVIATION EMPLOYEES

BY-LAW ONE

NAME

The name of this association shall be the National Black Coalition of Federal Aviation

Employees.

BY-LAW TWO

PRINCIPAL OFFICE

The principal office of the Coalition shall be the address of the Secretary. The Coalition

may have such other offices as may from time to time be designated by the Executive

Committee.

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BY-LAW THREE

MEMBERSHIP

(a) Active Membership - Any person who is a present FAA employee in good standing is

eligible to become an Active member of this association, with full voting and other

privileges, if qualified under such rules as the Membership Committee may provide.

(b) Retired Membership - Any retired FAA employee in good standing is eligible to

become a Retired member of this association, with full voting and other privileges, if

qualified under such rules as the Membership Committee may provide.

(c) Associate Membership - Any person who is not an employee of the FAA but has an

interest in the Coalition may become an Associate member on such terms and with

such privileges as the Membership Committee may provide.

(d) Full Associate Member - Any person who is not an employee of the FAA but has an

interest in the Coalition may become a Full Associate member upon meeting the

following conditions. The applicant for such membership must be employed by a

contractor or sub-contractor, who provides support services to any FAA

organizational entity located at the Federal Aviation Administration. Such a member

would be afforded full voting and other privileges as qualified under such rules as

membership committee may provide. Full Associate Members may not hold office

under any circumstances.

(e) Honorary Membership - Regional Presidents may submit to the National Executive

Committee names of individuals who they feel have given exceptional amounts of

their time and effort to promote the objectives of the NBCFAE. Honorary

Membership shall be bestowed upon majority vote by the National Executive

Committee. Honorary members shall neither vote nor pay dues.

(f) Corporate Membership - Corporations and other interested organizations are eligible

for membership as a corporate member of this association, if qualified under such

rules as the Membership Committee may provide. Corporate members may designate

one representative who has the rights and privileges of the active members with the

exception of holding office.

(g) Associate Corporate Membership - Corporations and other interested organizations

are eligible for membership as an Associate Corporate member of this association, if

qualified under such rules as the Membership Committee may provide.

(h) Retired-Lifetime Membership - Any retired FAA employee in good standing is

eligible for lifetime membership with this association, with full voting and other

privileges, if qualified under such rules as the membership committee may provide.

(i) Inactive Status - Any member whose dues are delinquent for a period of more than

ninety (90) days shall be in inactive status until his or her dues are made current.

(j) Duration of Membership - Membership in the Coalition may be terminated by

voluntary withdrawal as herein provided or otherwise as provided in these rules. All

rights, privileges, and other interests of a member in or to the Coalition shall cease on

termination of membership. Membership shall be non-transferable. Any member

may, by giving written notice of such intention, withdraw from membership.

Withdrawal shall be effective in accordance with FAA payroll procedures provided

all other obligations have been fulfilled. On written request, signed by the former

member and filed with the Secretary, the Membership Committee, by affirmative vote

16

of two-thirds of the members present, may reinstate such former member to

membership on such terms as the Committee may deem appropriate.

(k) Suspension and Expulsion - If an Executive Committee member receives signatured

communication(s) alleging that a member of the Coalition is or was involved in

conduct detrimental to the goals and objectives of this organization, then the

following shall prevail:

1. Notification of the allegation to the member(s) within 15 days of receipt of the

allegation by the Executive Committee.

2. Provide the member(s) an opportunity to respond to the allegation(s) within 30

days of receipt of the allegation (s).

3. Establish a hearing at the member(s) request to be conducted by the member(s)

Regional President.

4. The Regional President shall determine the validity of the allegation(s) and take

whatever action he/she deems necessary.

5. Advise the member that the Regional decision can be appealed to the National

Membership Committee.

6. The National Membership Committee upon review shall by a two-third majority

vote accept or reject the decision of the Regional President.

7. Suspension of dues to be effective in accordance with FAA payroll procedures.

BY-LAW FOUR

DUES

The annual dues for the Coalition members shall be decided at the annual meeting of the

Coalition’s National Conference. Changes to any dues structure shall be by the majority

vote of a certified quorum. Dues shall be the same amount or percentage of pay within

each class of members.

a. Active Member – Dues, to be paid through bi-weekly payroll allotment, shall be

computed as follows;

1. Members Not Paid Under the Federal Aviation Administration’s (FAA) Core

Compensation Plan:

.75% (.0075) of base pay (excluding locality pay), step one (1) of the employee’s

current grade level or actual pay rate, whichever is lower.

Forty-five percent (45%) of each active member’s dues shall be rebated to the

member’s region.

2. Members Paid Under the FAA’s Core Compensation Plan:

.75% (.0075) of the minimum rate (excluding locality pay) of the employee’s

current pay band or actual pay rate, whichever is lower.

Forty-five percent (45%) of each active member’s dues shall be rebated to the

member’s region.

b. Retired Member - Dues shall be fifty dollars ($50) per year for each retired member

to be paid on January 1 of each year and prorated during the first year of membership.

Fifty percent (50%) of each retired member’s dues shall rebate to the member’s

region.

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c. Associate Member - Dues shall be fifty dollars ($50) per year for each associate

member, to be paid on January 1 of each year and prorated during the first year of

membership. Fifty percent (50%) of each associate member’s dues shall be rebated to

the member’s region.

d. Full Associate Member - Full associate member dues shall be three quarters of one

percent (.75 %) of member’s gross annual pay, which may be paid as follows:

1. Quarterly (on January 1, April 1, July 1, and October 1) or semi-annually (on

January 1 and July 1) of each year, and rounded to the next higher whole dollar

amount; or

2. Annually on January 1 of each year.

Thirty-five percent (35%) of each full associate members dues shall be rebated to the

members region.

e. Corporate Member - Dues shall be one thousand dollars ($1,000) per year for

corporate members, and paid on January 1 of each year. Fifty percent (50%) of each

corporate member’s dues shall be rebated to the recruiting region.

f. Associate Corporate Member - Dues shall be one-half of Corporate Members annual

dues and paid on January 1 of each year. Fifty percent (50%) of the dues for associate

corporate members shall be rebated to the recruiting region.

g. Retired Lifetime Member – Dues shall be three hundred dollars ($300) per year for

retired lifetime members.

Any member whose dues are delinquent for more than 90 days and/or they have

submitted a SF-1188 shall be considered inactive when dues check-off has been

terminated.

BY-LAW FIVE

MEETINGS

a. Annual Meeting - There shall be an annual meeting of the Coalition during the month

of September, each year, unless otherwise ordered by the Executive Committee, for

receiving reports, and the transaction of other business. Meetings shall be open unless

otherwise specified by the President. Notice of such meetings, issued by the

Secretary, shall be mailed to the last recorded address of each member at least thirty

(30) days before the time appointed for the meeting.

b. Quorum - Ten percent (10%) of all members of the Coalition, when present at any

meeting properly called with reasonable prior notice as required by these by-laws,

shall constitute a quorum. In instances where there are less than these numbers, a

majority of those present may adjourn the meeting until a quorum is present.

c. Order of Business - The order of business at the annual meeting shall be as follows:

(1) Call to Order

(2) Reading of Minutes of Previous Meeting

(3) Receiving of Communications

(4) Report of Officers

(5) Report of Committees

(6) Unfinished Business

(7) New Business

(8) Election Results

(9) Adjournment

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The order of business may be altered or suspended at any meeting by a majority of the

members present. The usual parliamentary rules as laid down by Robert’s Rules of Order

shall govern, when not in conflict with these by-laws.

d. Special Meetings - Special meetings of the Coalition may be called at any time by the

President; and must be called at any time by the President, or in his/her absence by

the Vice President or Secretary, on written request of a majority of the Executive

Committee, or on the written request of not less than twenty percent (20%) of the

eligible voting members of the Coalition.

Thirty (30) days’ notice of any special meeting must be given to the members of the

Coalition and the notice must state the objective of the meeting.

BY-LAW SIX

OFFICERS (DUTIES)

a. Officers - The Officers of the Coalition shall be the President, Vice President,

Secretary, Treasurer, Regional Presidents, Technical Center and the Washington

Headquarters President, herein known as the Executive Committee. The Executive

Committee may elect or appoint such other officers or assistants as deemed inclusive,

but not limited, to an assistant secretary(s) and/or treasurer(s). Assistants shall have

the authority to perform the duties prescribed by the Officer-in-Charge.

b. Election and Terms of Office - The Officers and Chairpersons shall be held for a two

year period. No officer/chairperson shall hold the same position for more than 3

consecutive two-year periods. Elections shall be held by mail ballot as follows:

President, Treasurer (Officers), Office of National Conference Coordinator, and

Public Affairs Chairperson; henceforth, every even year; Vice president, Secretary

(Officers), Education Recruitment and Training (ERT) and Membership

Chairpersons; henceforth every odd year. Subsequent positions shall be elected

reference the year they were first elected. Regional Presidents shall be elected in the

regions at such times and places as determined by the regional constitution/bylaws.

c. Election of Coalition Officers – The election of coalition officers, except for Regional

Presidents, shall take place annually at the time and place of the annual meeting. At

the National Executive Committee level only Active, Retired, Lifetime Retired

member is eligible for office. Only eligible voting members shall be entitled to vote.

Candidates who receive the most of votes shall be elected.

d. Any Active Member is Eligible for Re-Election - The members of the Executive

Committee shall, on election, immediately enter into performance of their duties and

shall continue in the office until their successor(s) are duly elected.

e. Vacancies - A vacancy in any office except President, because of death, resignation,

removal disqualification or otherwise, shall be filled for the unexpired portion of the

term by Presidential appointment, subject to approval by a majority of the Executive

Committee. However, a vacancy in the office of Regional President shall be filled by

regional appointment.

f. President - The President shall be the principal executive officer of the Coalition and

shall supervise the business of the Coalition. He or she shall preside at all meetings of

members, and shall sign with the Secretary or any other member of the Executive

Committee any deeds, mortgages, bonds, contracts or other instruments that the

members, have authorized to be executed.

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g. Vice President - In the absence of the President or in the event of his or her inability

to act or refusal to act, the Vice President shall perform the duties of the President

and, when so acting, shall have all the powers of and be subject to all the restrictions

upon the President. The Vice President shall perform such other duties as may be

assigned to him or her by the President.

h. Regional President - The Regional /Washington/Technical Center President shall

develop policies at the Regional level.

i. Treasurer - Establish machinery for the collection of dues. Prepare an annual report of

the transactions and condition of the Coalition and generally to devote his or her best

interest to the Coalition. The Treasurer will provide each member of NBCFAE a

detailed treasurer’s report at the annual meeting.

The Treasurer shall be bonded for the faithful discharge of his or her duties in such

sum and with such surety or sureties, as the Executive Committee shall determine.

The cost of said bond should be paid for by the Coalition. The Treasurer shall have

charge and custody of and be responsible for all funds and securities of the Coalition:

1) receive and give receipts for monies due and payable to the Coalition from any

source whatsoever upon receipt, and deposit all such monies in the name of the

Coalition in such banks, trust companies, or other depositories as shall be selected by

the members; and in general, 2) perform all the duties incident to the office of

Treasurer and such duties as may be assigned to him or her by the President.

The funds, books, and records of the coalition are to be subject to a clean audit

annually. Any region/chapter that does not provide the quarterly reports to support

the requirements for audit established by the National Executive Board shall be

subject to the withholding of funds/accounts by the National of Regional treasurers

until compliant.

The funds, books, and records in his or her hands shall, with the exception of

confidential reports submitted by members, at all times be subject to verification and

inspection by the Executive Committee of the Coalition. At the expiration of his or

her term of office, the Treasurer shall deliver to his or her successor all books,

monies, and other properties of the Coalition.

j. Secretary - The administration and management of the Coalition shall be vested in the

Secretary. He or she shall direct the activities of the Coalition and shall perform such

other duties as may be defined by the Executive Committee. It shall be his or her

duty:

To give notice of and attend all meetings of the Coalition and all committees

and to make provisions for the keeping of a record of proceedings.

To conduct correspondence and to carry into execution all orders, votes and

resolutions not otherwise committed.

To keep a list of the members of the Coalition.

To keep records as to any agents retained by the Coalition and to take charge

of and supervise the performance by them of their duties.

k. Parliamentarian - Responsible for assuring that Robert’s Rules of Order are used

during all formal Coalition meetings. Ensure that all meetings are conducted in a

timely manner by designating a time keeper for all meetings of the Coalition. It shall

be his or her duty to:

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(1) Have in-depth knowledge of Robert’s Rules of Order.

(2) Provide briefings to the Executive Committee on Robert’s Rules of Order and

other parliamentary procedures.

l. Assistant Treasurers and Assistant Secretaries - If required, the Assistant Treasurers

and Assistant Secretaries, in general, shall perform such duties as shall be assigned to

them by the Treasurer, by the Secretary, or by the President.

m. Executive Board - The Executive Board shall consist of the President, Vice President,

Secretary, Treasurer, Parliamentarian, Regional Presidents, Public Affairs, Education

Recruitment Training (ERT) and Membership Chairpersons, Conference Coordinator

and Other Officers.

n. Removal - Any member elected or appointed to a national position may be removed if

signatured communication is received by any Executive Committee member, from a

member with voting rights, alleging misconduct and/or dereliction of duties, the

Executive Committee shall notify the charged person(s) within fifteen (15) calendar

days of the allegation(s). The charged person(s) has twenty (20) days to respond to

the charge(s).

The Executive Committee shall decide, based on a preponderance of the evidence, if

further action is necessary. If further action is deemed appropriate, this procedure

shall be handled in accordance with operating practices specified (by the Membership

Committee) in the Coalition’s Operating Manual.

BY-LAW SEVEN

COMMITTEES

a. Standing Committee - This Coalition shall have at least two (2) standing committees:

an Executive Committee and a Membership Committee. Additional standing

committees may be established by vote of the active, retired, and corporate and full

associate membership. The members of these committees shall be elected at the

annual Coalition meeting. Each standing committee, other than the Executive

Committee, shall have a Chairperson who shall be responsible for directing and

coordinating the affairs of his or her committee. The President shall be Chairperson of

the Executive Committee. Vacancies that occur on any committee by reason of

death, resignation or otherwise may be filled by a majority vote of the remaining

members, for the unexpired term.

(1) Executive Committee - The Executive Committee shall have supervision, control

and direction of the affairs of the Coalition, shall execute the policies and

decisions of the active, retired, corporate, and full associate membership, shall

actively pursue the Coalition’s objectives and shall have discretion in the

disbursement of funds. It may adopt such rules for the conduct of business as shall

be deemed advisable, and may, in the execution of powers granted, appoint

subcommittees or agents to work on specific problems of reports. The Executive

Committee shall have a meeting at the time and place of the annual meeting, and

shall report to the membership on its activities. It shall also meet on demand of a

majority of the members of the Coalition.

(2) Membership Committee - The Membership Committee shall determine those

qualifications required for all membership in the Coalition. It shall also determine

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those qualifications required for associate and retired membership, and the terms

and privileges thereof. The membership committee shall report on matters of

interest at annual meetings of the Coalition.

b. Select Committee - The President, by resolution adopted by a majority of the

Executive Committee, may designate one or more select committees, which select

committees, to the extent provided in said resolution, shall have and exercise the

authority of the Officers in management of the Coalition; but the designation of such

other committees and the designation thereof of authority shall not operate to relieve

the Officers or any individual Officer of any responsibility for actions of those

functions of those Committees. A select committee designated in this manner may

perform the functions of any Officer. The functions of any two or more Officers may

be performed by a single select committee, including the function of both the

President and the Secretary.

(1) Term of Office - Each member of a select committee shall serve for a two year

period unless the committee terminates sooner.

(2) Chairperson - The chairperson has the authority to appoint members of the

committee, with concurrence of the President.

(3) Vacancies - Vacancies in the membership of any committee may be filled by

appointment made in the same manner as provided in the case of the original

appointment.

(4) Quorum - Unless otherwise provided in the resolution of the Officers designating

a committee, a majority of the whole committee shall constitute a quorum and the

act of a majority of the members present shall be the act of the committee.

(5) Rules - Each committee may adopt rules for its own government not inconsistent

with these by-laws or with rules adopted by the officers.

BY-LAW EIGHT

VOTING

Each entitled member shall be eligible to vote in the affairs of the Coalition. At least

forty-five (45) days prior to the election, the Membership Committee shall validate the

number of eligible voters in each region. The ballot system shall be used in all voting.

NOMINATIONS:

a. Each member seeking nomination to office shall complete a nomination/acceptance

form and submit it to election chair or other designated official at least sixty (60) days

prior to the election. The National Executive Committee shall appoint an

officer/Chairperson to any vacant position that does not receive at least one candidate

acceptance form. Not less than two-thirds majority ballot vote of the National

Executive Committee is required and for a maximum two year period only.

b. A slate shall be presented to the membership prior to the election.

ELECTIONS:

a. Ballots shall be mailed to all eligible voting members at least thirty (30) days prior to

the election with instructions on voting procedures.

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b. Ballots shall be counted at the annual meeting.

VOTING:

Each eligible voting member in good standing shall be entitled to vote in the elections of

officers or proposed amendments to the Constitution and on such other matters as are

deemed necessary by the Executive Committee or as required by the By-laws.

BY-LAW NINE

AMENDMENTS

Amendments to these by-laws of the Constitution shall be submitted to the National

Parliamentarian, no later than sixty (60) days prior to any annual meeting of the coalition.

Amendments to the by-laws that are accepted from the floor will be considered at the

next annual or special meeting of the Coalition.

BY-LAW TEN

LIABILITIES

Nothing herein shall constitute members of the Coalition as partners for any purpose. No

member, officer, agent, or employee shall be liable for the acts or failure to act of any

other member, officer, agent, or employee of the Coalition. Nor shall any member,

officer, agent, or employee be liable for his or her acts or failure to act under these

bylaws excepting only acts or omissions arising out of his or her willful malfeasance.

BY-LAW ELEVEN

CONTRACTS, CHECKS, AND REFUNDS

a. Contracts - The membership may authorize any officer or officers or agent of the

Coalition, in addition to the officers so authorized by these by-laws, to enter into any

contract or execute and deliver any instrument in the name of or on the behalf of the

Coalition, and such authority may be general or confined to specific instances.

b. Checks, Drafts, or Orders of Payment - All checks, drafts, or money orders for

payment of monies, notes, or other evidences of indebtedness issued in the name of

the Coalition shall be signed by such officer or officers, agent or agents of the

Coalition, and in such manner as shall be determined by resolution of the officers. In

the absence of such determination by the officers, such instruments shall be signed by

the Treasurer or an Assistant Treasurer and countersigned by the President or the

Vice President of the Coalition.

c. Gifts - The officers may accept on behalf of the Coalition any contributions, gifts,

bequests, or device for the general purpose or for any special purpose of the

Coalition.

BY-LAW TWELVE

EVIDENCE OF MEMBERSHIP

a. Evidence of Membership – When a member has been accepted to membership and/or

has paid any dues that may be required, the membership committee shall provide

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evidence of membership in the Coalition, which shall be in such form as may be

determined by the committee. The name, address, and date of issuance, shall be

entered into the records of the Coalition.

BY-LAW THIRTEEN

FISCAL YEAR

The fiscal year of the Coalition shall begin on January 1

st

and end December 31

st

of each

year.

BY-LAW FOURTEEN

DISSOLUTION

The Coalition may be dissolved by a vote of a majority of eligible voting members.

BY-LAW FIFTEEN

TRADEMARK

The registered trademark and seal of the Coalition shall be an air traffic control tower.

This is an easily recognized aviation building, symbolizing a tower of strength. The

circular motif represents Coalition unity and continuity. Hands are clasped in brotherhood

and sisterhood, and the colors, red, black, and green shall prevail.

The registered trademark and seal shall be used in the conduct of Coalition business and

in such manner as may be directed by the Executive Committee.

The undersigned hereby certifies that:

1. He or she is the duly elected and acting Secretary of the National Black Coalition of

Federal Aviation Employees, a non-profit unincorporated association duly organized

and existing under the laws of the State of Maryland.

2. The foregoing by-laws of the unincorporated association as adopted at the first

meeting of the members on October 20, 1979, and amended at the annual meeting on

October 10, 1980; October 21, 1982; October 19, 1984; October 26, 1985;

October 1986; September 1987; September 1990; September 1991; September 1992;

September 1993, September 1994, September 15, 1995; September 21, 1996;

September 24, 1998, September 16, 1999, September 1, 2000, August 17, 2001,

August 2004, August 2, 2005 and August 10, 2007.

IN WITNESS THEREOF, the undersigned has hereto subscribed his or her name and

affixed the seal of the unincorporated association on this 10th day of August 2007.

/s/

Hilary King

Secretary, NBCFAE

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14.0 NATIONAL EXECUTIVE COMMITTEE MEMBERS

Upon the election of new officers, they are briefed on the responsibilities and duties of

their new office. These briefings may or may not be in writing and often without any

officer transitioning.

A position description for each office including committee coordinators/chairpersons, and

regional presidents are not all inclusive, but serve as a guide to establish greater

continuity among incoming and outgoing administrations.

15.0 NATIONAL PRESIDENT

The President is the chief executive officer of the organization responsible for the overall

administration, supervision, programmatic design and implementation. He/She provides

direction, leadership and acts as spokesperson for the Organization as well as maintains

relationships with other organizations, the U.S. Congress, the Department of

Transportation and especially the Federal Aviation Administration.

Duties

“The President shall be the principle executive officer of the Coalition and shall supervise

the business of the Coalition. He/she shall preside at all meetings of members, and shall

sign, with the Secretary and any other member of the Executive Committee, and deeds,

mortgages, bonds, contracts or other instruments that the members have authorized.” --

By-law Six (f)

The National President is Responsible for the following to:

Promote and implement the goals and objectives of the NBCFAE and provide

motivation and vision for the organization.

Prepare strategy for meetings with the FAA and other organizations.

Manage responsibilities of the Coalition’s operations, projects, programs and

activities.

Provide guidance and support to the Regions for compliance with organizational

goals and objectives.

Provide general oversight for all committees, activities and functions conducted

under the auspices of the NBCFAE.

Monitor, analyze and evaluate the actual or potential effectiveness of current or

projected operating national programs, in achieving their objectives.

Develop and recommend program objectives, operations and resource utilization

for new programs.

Establish working relationships with other organizations, FAA officials, and

congressional members to support and enhance organizational positions and

goals.

Develop and recommend program changes, resolve problems, provide balanced

operations and achieve maximum effectiveness.

Survey and analyze work that is concerned with various national program areas

and include the analysis of data and establishment of program relationships.

25

Coordinate Coalition activities with the Executive Committee.

Serves as principal representative of the Coalition.

Serves as ex officio representative on all committees.

Establish and maintain open communications with FAA officials at the National

and center levels (Director level at Washington Headquarters).

In cooperation with the National Executive Committee, establish National goals

and objectives.

Address the concerns of the membership at the National level.

Address concerns of membership to responsible FAA National officials.

In conjunction with National Treasurer and Executive Committee, formulate and

approve the annual national budget.

Conduct and supervise the day-to-day operation of the national. (i.e., assuring

responses are made to written communications and requests from the National

Executive Committee, FAA national officials, and other organizations and

businesses within the national jurisdiction.)

Assure that the NBCFAE is represented on all national boards, task force or

committees that may affect the work environment or career development of

minorities and females.

Learn and maintain familiarity with Robert’s Rules of Order.

Maintain familiarity with NBCFAE Order of Business as specified in the National

By-laws

Develop an agenda and if at all possible, inform participants prior to meetings.

Meet with the outgoing National Officer (of your position) for transition purposes

Check e-mail daily

Attend monthly teleconference or have a substitute to sit in

Prepare and submit quarterly reports

16.0 NATIONAL VICE PRESIDENT

The National Vice-President is the second in line to the Chief Executive Officer (CEO)

President of the organization and is responsible for, in the absence of the President, the

overall administration, supervision, programmatic design and implementation.

Duties

“In the absence of the President or in the event of his or her inability to act or refusal to

act, the National Vice President shall perform the duties of the President and, when so

acting, shall have all powers of and be subject to all the restrictions upon the President.

The National Vice President shall perform such other duties as may be assigned to him or

her by the President.”--By-law Six (g)

The National Vice President:

Serves as liaison between national and regional organization for improving the

efficiency and effectiveness of the Coalition.

Serves as liaison to Regional Presidents to resolve issues and concerns that that

may occur.

26

Administers, assist or perform work of analyzing, evaluating, developing,

advising on, promoting or improving policies, practices, methods and procedures.

Attends and participates at all Board meetings

Serves on the Executive Committee

Carries out special assignments as requested by the National President

Understands the responsibilities of the National President.

Maintains the ability to perform the National President’s duties in his/her absence

Actively participates as a vital part of the Executive Board leadership

Assists in the delegation, distribution and assignment of functions and

responsibilities of the Executive Committee.

Analyzes and evaluates the effectiveness, efficiency, and channels of

communications, operating and organizational procedures.

Represents the National organization at meetings and conferences in the absence

of the National President

Coordinates activities with the President and the Executive Committee

Performs the duties of the National President in his or her absence.

Monitors segments of regional organization and their work programs

Provides national assistance and guidance to Regional Presidents in their effort to

accomplish the Coalition goals and objectives Provides guidance and support to

the Regions’ Presidents for compliance with organizational goals and objectives.

o Meets with (by email, telephone, or in-person) Regional Presidents

monthly

Solicits issues of concern from membership through Regional Presidents

o Receives this information from Regional Presidents on a regular basis of

not less than one month

Assures that the NBCFAE is represented on all national boards, task force or

committees that may affect the work environment or career development of

minorities and females.

Learns and maintains familiarity with Robert’s Rules of Order.

Maintains familiarity with NBCFAE Order of Business as specified in the

National By-laws.

Check e-mail daily



17.0 NATIONAL SECRETARY

“The administration and management of the Coalition shall be vested in the Secretary. He

or she shall direct the activities of the Coalition and shall perform such other duties as

may be defined by the Executive Committee. It shall be his or her duty: To give notice of

and attend all meetings of the Coalition and all committees and to make provisions for

the keeping of a record of proceedings. To conduct correspondence and to carry into

execution all orders, votes and resolutions not otherwise committed. To keep a list of the

members of the Coalition; and to keep records as to any agents retained by the Coalition

and to take charge of and supervise the performance by them of their duties.” –

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Bylaw Six (j)

Communications

The main thrust of this position is communications, consuming nearly 95% of all time

utilized in the position. Strong written and oral communication skills and a keen

understanding of the NBCFAE and the Federal Aviation Administration's organizational

structure is an asset. As a nationally elected officer, the National Secretary should be

prepared to represent the National Office at various meetings and functions.

Responsibilities include:

Preparing written correspondence for the organization.

Averages of 100 non-conference letters are prepared per year.

Letters are prepared to all levels and organizations of FAA, Secretary of

Transportation, and the President of the United States, and many other political

and non-political entities.

Schedule, with the National President, quarterly National Executive Board

meetings

National Conference letters of information/invitation are mailed.

Scheduling, transcribing and distributing notes for all teleconferences.

Assure all minutes of national meetings are taken, transcribed, and disseminated

Maintains the organization's national files.

Maintains copies of all correspondence received and all correspondence prepared

at the national level.

Maintain roster of all national executive board members.

Distributes copies of correspondence to the executive board as requested.

Assembles and disseminates information.

Assisting the National President at all National meetings/assemblies in ensuring

meetings are moving along efficiently and effectively.

Represent the National Organization at conferences, meetings, seminars, etc.

when requested by the National President

Establish and maintain open communications with Regional Executive

Committee.

Assure the initiation of letters of introduction announcing the National President

to all National FAA Officials.


By-laws

Learn and maintain familiarity with Robert’s Rules of Order

Principal office of the Coalition shall be the address of the Secretary

Call Special Meetings in the absence of the President and Vice

Sign with the President deeds, mortgages, bonds, contracts or other instruments

that the members have authorized to be executed

Duties:

Preparing written correspondence for the organization

o Requests for correspondence are directed through the National President

28

o Requests may be as dictated, previously noted, or from a pre-formatted

version.

Averages of 100 non-conference letters are prepared per year.



version.

Letters are prepared to all levels and organizations of FAA, Secretary of

Transportation, and the President of the United States, and many other political

and non-political entities.



version.

Schedule, with the National President, quarterly National Executive Board

meetings

o Check calendar dates and coordinate with Conference Coordinator for

location and meeting needs


Maintain responsibility to assure that all minutes taken at each quarterly and

annual meeting are properly disseminated to specifically designated groups as

determined by the Executive Committee

National Conference letters of information/invitation are mailed.

o Conference letters prepared by this Office shall be delivered to the

President for final approval and signature

o Assure that letters are ready for mail preparation including printing

services, and then distributed to sources as directed by the President and/or

the Executive Committee.

Scheduling, transcribing and distributing notes for all teleconferences.

o Scheduling includes assuring date, time, telephone number, and subject

o Transcribing and distributing assures that all teleconference participants

and any others as directed by the National President receive distributed

notes within 2 weeks.


o Minutes shall be disseminated to members as directed by the National

President within 60 days

Maintains the organization's national files

Maintains copies of all correspondence received and all correspondence prepared

at the national level.

o Files may be maintained either/and/or electronic or hardcopy as needed by

the National Office

Maintain roster of all National Executive Board members.

o Shall be maintained and updated on a continuous basis and distributed to

the National Executive Board members when changes are made to the

roster.

Distributes copies of correspondence to the Executive Board as requested.

o Requests shall be received from the National President

29

o Distribution shall be made by either/and/or electronic or hardcopy as

needed

Assembles and disseminates information.

o Shall be in accordance with the objectives set forth by the National

President

Assisting the National President at all National meetings/assemblies to ensure

meetings are moving along efficiently and effectively.


President

Represent the National Organization at conferences, meetings, seminars, etc.

when requested by the National President


President

Establish and maintain open communications with National Executive

Committee.

o Shall be with regularly scheduled meetings, teleconference calls, and/or

electronically

Assure the initiation of letters of introduction announcing the National President

to all National FAA Officials.

o Shall include preparation, approval by National Executive Committee, and

distribution to specified designations


By-laws

Familiarity must be specific to assure a responsibility, when requested, to assume

conduction of business, if necessary

Learn and maintain familiarity with Robert’s Rules of Order

o Familiarity must be specific to assure a responsibility, when requested, to

assume conduction of business, if necessary

Principal office of the Coalition shall be the address of the Secretary

o Principal office address may independent of administrative address

Call Special Meetings in the absence of the President and Vice President

o Shall be called on written request of a majority of the Executive

committee, or on the written request of not less than twenty percent (20%)

of the active and retired and corporate members of the Coalition

o Provide thirty (30) days notice stating the objective of the special meeting

to members of the Coalition

Sign with the President deeds, mortgages, bonds, contracts or other instruments

that the members have authorized to be executed

o Secretary is executive signatory with the President

Check e-mail daily



30

18.0 NATIONAL TREASURER

The Treasurer shall establish machinery for the collection of dues. Prepare an annual

report of the transactions and condition of the Coalition and generally to devote his or her

best interest to the Coalition. The Treasurer will provide each member of NBCFAE a

detailed treasurer’s report at the annual meeting.

The Treasurer shall be bonded for the faithful discharge of his or her duties in such sum

and with such surety or sureties, as the Executive Committee shall determine. The cost of

said bond should be paid for by the Coalition. The Treasurer shall have charge and

custody of and be responsible for all funds and securities of the Coalition:

1) Receive and give receipts for monies due and payable to the Coalition from any

source whatsoever upon receipt, and deposit all such monies in the name of the

Coalition in such banks, trust companies, or other depositories as shall be selected

by the members; and in general,

2) Perform all the duties incident to the office of Treasurer and such duties as may

be assigned to him or her by the President.

The funds, books, and records of the coalition are to be subject to a clean audit annually.

Any region/chapter that does not provide the quarterly reports to support the requirements

for audit established by the National Executive Board shall be subject to the withholding

of funds/accounts by the National of Regional treasurers until compliant.

The funds, books, and records in his or her hands shall, with the exception of confidential

reports submitted by members, at all times be subject to verification and inspection by the

Executive Committee of the Coalition. At the expiration of his or her term of office, the

Treasurer shall deliver to his or her successor all books, monies, and other properties of

the Coalition.

The Treasurer shall be responsible for all funds and securities of the Coalition, receive

and give receipts for monies due and payable to the Coalition in banks, trust companies,

or other depositories, and maintain Coalition funds and financial records which shall at

all times be subject to treasury oversight.

Duties

Develop, monitor, evaluate or amend the budget format and financial system.

Develop, install, monitor, or amend new financial system for collecting,

classifying, compiling or evaluating financial data.

Monitor and maintain the Coalition’s financial accounts.

Monitor, maintain and records financial information for the issuance, collection,

safekeeping or disbursing of money and securities, which are subject to

examination by federal government agencies Financial information includes:

cost, time, payroll, expenses, revenues, expenditures, appropriations, revolving

funds, working capital, trust funds, or other fiscal records.

Prepare financial cost statements and reports used to evaluate performance or to

determine status of activities on national and regional levels for auditing purposes.

Examine and appraise organizational financial procedures and operations of

31

internal controls.

Compute, collect and disburse approved funds in a timely manner.

Conduct payments as required in full on all approved vouchers, receipts, billings,

etc., within 30 days from date received.

Coordinate all actions for approval with the President or Executive Committee.

Banking Institution

The coalition shall use one banking institution and no other to secure all liquid assets.

The Treasurer shall be the point of contact to the Bank Manager. All changes or

amendment to any NBCFAE account shall be initiated by the Treasurer. Such

transactions may include: opening/closing bank accounts; adding/deleting names from

accounts and/or internet access; freezing accounts; trouble shooting; etc.

Accounting System

The coalition shall use one automated financial system to track all financial transactions.

This system will track all monies deposited and withdrawn from the organization’s bank

account, on a monthly basis. The system will also produce customized reports to help the

organization conduct cost analysis and identify spending trends.

Assistant Treasurer

The Executive Committee may elect or appoint such other Officers or assistants as

deemed necessary for the conduct of Coalition Business. These appointments are

inclusive but not limited to an assistant secretary(s) and/or assistant treasurer(s).

Assistants shall have the authority to perform the duties prescribed by the Officer in

charge.

Bookkeeper (Contractor)

Hired position that reports directly to the National Treasurer and National

President

Responds to national and regional issues as directed by the National Treasurer

The Treasurer shall:

o Provide the bookkeeper with all financial documentation on a monthly basis.

These documents should include receipts; invoices, vouchers, and original

check stubs; and should send these documents to the bookkeeper by the 10

th

day of every month.

o Make copies of all documentation prior to sending to bookkeeper. The

bookkeeper shall input, track, and reconcile all financial transactions.

o Maintain electronic and hardcopy records of all financial transactions.

Bonding Insurance

The Treasurer:

Shall be the point of contact for the organization’s bonding insurance company.

Is responsible for ensuring that the organization has sufficient policy coverage,

an up to date policy, and is paid on an annual basis. The insurance shall cover

anyone who has direct/indirect access and authority over managing and

32

disbursing Coalition funds; this includes: National and Regional Officers

(Treasurers, Presidents; National Vice Presidents) and all authorized assistants.

Treasury Oversight Committee

The Treasurer shall provide the following list of items to the committee:

Monthly Transaction Quicken Report

Monthly Bank Statements

Original Check Stubs

Original/ Legible copies of receipts, financial documents, and justifications.

Financial Auditor (Contractor)

Hired position that reports directly to the National Treasurer and National

President

Responds to national and regional issues as directed by the National Treasurer

The Treasurer shall provide the following list of items to the auditor:

Monthly Transaction Quicken Report

Monthly Bank Statements

Original Check Stubs

Original/ Legible copies of receipts, financial documents, and justifications.

Treasurer’s Internal Documentation Process

Step 1 – RT will make copies and then mail all financial documents to the BK for data

entry

Step 2 – NT will pick up all financial documents from BK and prepare for quarterly TOC

Step 3 – TOC will review documents and prepare a report. TOC will return documents to

NT

Step 4 – NT will prepare documents for FA

Formulating a Budget

The budget is the financial foundation of the organization. All goals and objectives are

achieved through prudent fiscal planning.

The Treasurer shall:

Prepare a budget in accordance with measuring the organization’s achievements

and ensuring that the organization meets it fiscal year goals and objectives.

Regional

Treasurers

(RT)

Bookkeeper

(BK)

National

Treasurer

(NT)

Treasury

Oversight

Committee

(TOC)

Financial

Auditor

(FA)

33

Send a request for an annual budget to the Executive Committee in September of

each year.

Executive Committee Members shall submit an annual budget request for the future year

to obtain a potential line item in the budget. Budgets should be prepared using

reasonable discretion, i.e., prior year approved budgets, and anticipated income. Annual

budgets are to be submitted on the Budget Request Form (TF-105)

Rebate Disbursements

Treasurer shall disburse regional rebates on a monthly basis. Regions receive 45% and

National receives 55% of the total dues rebate.

Regions not in compliance with established financial guidelines will be subject to a

withholding of their rebate indefinitely.

Banking Management

1. Making Deposits

The Treasurer or Assistant Treasurer shall make all deposits. All check deposits must be

made in full face value of the check. Under no circumstances shall any monies be

withdrawn as “less cash” from the account during a deposit transaction. A processed

deposit slip and photocopy of the check must be maintained as financial proof for the

transaction.

2. Writing Checks

Treasurer shall have the authority to write checks with at least two authorized required

signatures on each check. Checks should be written payable to a vendor and never to a

second party.

For accountability purposes, under no circumstances, shall any check be made payable to

“CASH.” Checks must be made payable to a vendor or an Executive Board Member.

Annotate on the memo section of each check the nature and purpose of check. Treasurers

shall not disburse a check without proper supporting documentation, e.g., receipts,

vouchers, or invoices.

Checks will only be disbursed on the 1

st

and 15

th

day of each month. All requests for

payments must be submitted to the Treasurer by the 7

th

and 22

nd

of each month, in order

to be paid out on the disbursement deadlines. Debit card payments may be made at

anytime.

Scholarship recipient checks shall be made payable to the college or university. The

student’s name and last four digits of his/her social security number or identification

number should be written on the memo line of the check. These checks shall be mailed

to the college or university with the scholarship recipient letter.

3. Using Debit Cards

34

All NBCFAE bank debit cards are the property of the NBCFAE and shall only be used

for official Coalition business. The same level of authority and responsibility for writing

checks apply to the use of the debit card. Complete documentation must be accompanied

with each transaction.

4. Requesting Cash Advances

All cash advances must be requested by completing the “Cash Advance” form and

submitting it to the Treasurer. Cash advance requests must be approved by the RT and at

least one member of the Executive Board from the Region or Chapter of the requestor.

Submitting Vouchers and Invoices for Payment

A voucher or invoice must be submitted to the Treasurer before payment is disbursed. It

must be submitted within 30 calendar days of the date of service performed, product

purchased, or travel taken. Vouchers or invoices not submitted within 30 calendars may

be subject to late fees and/or penalties. Treasurers shall pay all vouchers on specified

disbursement dates. All vouchers must have proper documentation to support the

transaction. Checks that are not cashed within 45 days of date issued will be subject to a

stop payment. Checks reissued as a result of a stop payment will be reissued minus a $30

stop payment charge.

Booking Airfare Tickets

There are two ways to purchase airline tickets. First, the traveler may purchase their

airline tickets and submit a travel voucher to the Treasurer for reimbursement. Second,

the traveler may find their own flight information and email to Treasurer to be purchased

on a debit card. All airline tickets should be purchased at least 21 days in advance. If

ticket is not purchased 21 days prior to travel date, the region or chapter may be subject

to paying the difference in the airfare.

Travel

All travel is subject to approval by the National/Regional President and Treasurer.

Anyone traveling on official Coalition business will be reimbursed in full for all related

expenses. Travelers will receive the National Executive Board’s approved mileage rate.

Full or partial per diem will be paid while in travel status. The per diem rate is based on

National Executive Board’s approved rate, not the federal government’s CONUS rate.

An official mode of transportation for travel shall be determined and authorized prior to

the departure date.

If the traveler requests approval to take unauthorized transportation, approval must be

obtained by the NT, RT, and CT. The traveler must complete a cost comparison form, 30

days before travel, to determine the lesser cost for transportation. If the comparison form

determines a more expensive cost taking the authorized transportation then the traveler

will only be reimbursed for the lesser cost of transportation (i.e., unauthorized versus

authorized). If the traveler uses unauthorized transportation, he/she will be responsible

for arranging the travel. NBCFAE will not pay expenses for any unexpected situations

that may arise while in route, using the unauthorized transportation.

35

Partial payment will be given to travelers when the Coalition provides meals. Each meal

provided by the Coalition will decrease the amount of the per diem rate. Each meal is

considered 1/3 for the day. The coalition will provide for 3 meals a day.

In the case of unplanned travel, which should be on rare occasions, a cost comparison

must be completed. If the cost of this trip is unjustifiable in relationship to the purpose

and importance of the trip, then the travel will be denied. Good financial judgment

should be used in making this decision.

Approval Levels

National Level only: All purchases over $150 must be approved by the NT prior to

purchasing.

Regional and Chapter Level only: All purchases over $100 must be approved by the RT

or CT prior to purchasing.

End of Year Procedures

No checks will be written after December 15. All vouchers must be presented for

payment by December 15. Debit cards transactions are permitted up to the December 26.

Special Considerations

Member Services:

At all levels of the NBCFAE, authority is granted to recognize and honor any active

member. The definition of an active member is defined by the Membership Chairperson

Committee. This section lists a set of recommended guidance for the types of member

services and implementing those services.

When a member retires, at the discretion of each local executive board, the following

principles shall apply:

(1) Recognition to a retiring national officer shall not exceed $500.00;

(2) Recognition to a retiring regional officer shall not exceed $350.00;

(3) Recognition to a retiring chapter officer shall not exceed $250.00; and

(4) Recognition to a retiring active member shall not exceed $100.00.

At all levels of the NBCFAE, acknowledgement of bereavement shall not exceed $100.00

and may be recognized in the following manner:

A member’s immediate family (e.g., spouses, children, parents and siblings)

If a member becomes ill, the local organization may send flowers, fruit baskets, and any

other items deemed appropriate. The benefit to the member shall not exceed $100.00.

At the discretion of the local organizations, members may acknowledge marriages, births,

and member’s birthdays.

36

Frequently Asked Questions (FAQ)

Q. Can funds be used to assist members with personal financial hardship?

A. No, organizational funds may not be used to assist members experiencing

financial hardship. Organizational funds shall only be used to support the mission and

goals of the organization. Organizational members may take a private collection for the

member in need.

Q. What can the debit card be use for?

A. Debit cards should only be used to reserve and pay for airlines tickets, hotel

rooms and other accommodations, rental cars and vendors.

Q. Who approves the use of the debit card?

A. The debit card authorization form must be submitted to regional treasurers with

approval from two Regional/Chapter executive officers.

Q. Can funds be used to pay for flowers for a member’s brother-in law?

A. Generally funds for bereavement apply to members and their immediate family

(i.e. spouse, children, parents and siblings). However it’s at the discretion of the region

and chapters to go beyond the suggested members.

Q. How to determine the most efficient mode of transportation?

A. A cost comparison shall be done. The member must complete a cost comparison

form, 30 days before travel, to determine the lesser cost for transportation. However, if

the member decides to use the more expensive mode they will only be reimburse for the

lesser amount as reflected in the cost comparison. The official mode of transportation for

travel shall be determined on a trip by trip basis. This only applies to members or

individuals who choose to take a different mode of authorized transportation.

Q. Who is entitled to mileage and per diem and how are they applied?

A. Anyone on official travel status for the organization will receive the approved rate

of mileage. Per Diem will be partially/fully paid for while in travel status. Any changes

must be approved by the National/Regional President and Treasurer. The per diem rate is

based upon National’s approved rate, not the federal government’s CONUS rate.

Q. Who can write checks on behalf of the organization?

A. All checks require two signatures. The individuals listed on the signature cards

are authorized to sign checks. In most cases, this will be the Executive Officers.

Q. How often should bank signature cards be updated?

A, Updates shall be made whenever there is a change in Executive Officers. A new

signature cards must be submitted to the National Treasurer as soon as possible. They

shall be accompanied by a photocopy of the individual’s driver’s license.

Q. How is the amount of the membership dues rebate calculated?

A. National rebates to the region are 45 percent of the total dues paid for each region.

The regional rebate to the chapter is determined by each region’s by-laws.

37

Q. What are the procedures for making deposits into the account?

A. Deposits should be made with a deposit slip. In addition, copies must be made of

all checks deposited into the account.

Q. How are payments made to vendors?

A. Payments are made in full once services are rendered. If partial payment is

requested, up to the total cost of services should be paid with the balance due at

completion service.

Q. Will National pay travel expenses for Regional members to attend an Executive

Board Meeting?

A. National will only pay for one Regional member to attend an Executive Board

Meeting. In most cases, this is the Regional President or their representative.

Standard Forms and Letters

Travel Voucher – May 2008

Expense Voucher – May 2008

Cash Advance Request – May 2008

Debit Card Authorization – May 2008

Treasurer Directory – May 2008

Budget Request – May 2008

Invoice – May 2008

Dues Rebate Letter – May 2008

Endowment Letter – May 2008

Receipt – May 2008

Travel Comparison – May 2008

38

Travel Voucher Form

39

Expense Voucher Form

40

Cash Advance Request

41

Debit Card Authorization

42

Budget Request Form

43

Invoice Form

44

Dues Rebate Letter

45

Endowment Letter

46

Receipt

47

Travel Comparison Form

48

19.0 REGIONAL PRESIDENTS

Regional Presidents shall develop policies at the Regional level. – By-law Six (h)

Regional Presidents are responsible for the operation and affairs of their respective

region. This includes presiding at all meetings of the regional membership, conducting

the day-to-day business of the region, and informing the National Executive Committee

of regional activities.

Duties

Establish and maintain open communications with FAA officials at the regional

and center levels (Director level at Washington Headquarters).

Establish and maintain open communications with Regional Executive

Committee.

In cooperation with their Executive Committees, establish regional goals and

objectives.

Address the concerns of the membership at the regional level.

Solicit issues of concern from membership through meetings, telephone contact,

or written communications.

Address concerns of membership to responsible FAA regional officials.

In conjunction with Regional Treasurer and Executive Committee, formulate and

approve the annual regional budget.

Oversee the operation of the Regional Treasurer. Sign and be aware of all

contracts and official documents that pertain to the region.

Follow established best practices in regard to Treasury oversight.

Insure that an annual audit is conducted for the region and encourage annual

audits for all chapters within the region.

Conduct and supervise the day-to-day operation of the region. (i.e., responding to

written communications and requests from the National Executive Committee,

FAA regional officials, and other organizations and businesses within their

regional jurisdiction.)

Initiate letters of introduction to all Regional Management Team (RMT)

members.

Initiate regional letters requesting excused absence s for members in accordance

with HRM 630 (formerly known as Order 3600.9).

Report, at least quarterly, combined regional activities to regional membership

and the National Executive Board.

Assure that the NBCFAE is represented on all boards, task force or committees

that may affect the work environment or career development of minorities and

females.

Preside at regional meetings (membership, board, committee, etc.).



By-laws.

49

Develop an agenda and if at all possible, inform participants prior to meetings.

Communicate the goals and objectives of the NBCFAE with community,

government, educational, and business entities throughout the region.

Establish local chapters when deemed necessary by the regional membership.

Oversee the operation of the Regional Treasurer. Sign and be aware of all

contracts and official documents that pertain to the region. Insure that an annual

audit is conducted for the region and encourage annual audits for all chapters

within the region.

Check e-mail daily



How to get started

Regional Presidents are to announce their Presidency at the beginning of their

term and when new FAA Managers take office.

To the membership

Write a letter of introduction to the Regional Administrator, his/her staff and all

agency Division Managers.

Meet with the outgoing President to be briefed on what is occurring in the region.

Meet with Regional Executive Officers and Committee Chairs.

Make necessary appointments as permitted by the Constitution and By-laws.

Meet with or hold teleconferences with Local Chapter presidents.

Schedule meetings with agency regional officials.

Key Activities

Periodic (at least semi-annually) meetings with the Regional Administrator and

Staff (Civil Rights Officer, Human Resource Management Division (HRMD)

Manager).

Meet quarterly with Regional Executive Committee.

Planning for Regional Conference

Planning for special observances and key activities (Martin Luther King Holiday,

Black History Month, Aviation Career Education (ACS) Camps, etc.).

Attend, participate and provide a written report on activities at quarterly National

Executive Committee meetings and teleconferences.

Ensure that region is represented at all meetings in your absence.

Establish and maintain a treasury oversight mechanism to ensure the integrity of

the financial state of the Region.

Ensure that all regional treasury reports are filed with the National Treasurer in a

timely manner.

Conduct an annual regional meeting.

Distribute a newsletter at least twice each year to keep membership informed of

issues and activities.

Contact or visit each local chapter in the region during the year.

Assure that regional local chapters are cohesively working to assure that the goals

and objectives of the coalition are met.

50

Recognize members, FAA personnel and members of the community who

Support the goals and objectives of the NBCFAE.

20.0 SPECIAL ASSISTANT to the NATIONAL PRESIDENT

This position reports directly to the National President. At the President’s request, this

position may also work with members of the National Board. Its purpose and major

duties are described below.

Duties

Work with the National President to promote and implement the goals and

objectives of the NBCFAE and provide motivation and vision for the

organization.

Assist with the preparation strategy for meetings with the FAA and other

organizations.

Assist with the monitoring, analyzing and evaluating the actual or potential

effectiveness of current or projected operating national programs, in achieving

their objectives.

Assist the National President with the establishment of working relationships with

other organizations, FAA officials, and congressional members to support and

enhance organizational positions and goals.

In conjunction with National Treasurer and Executive Committee, and as

requested by the National President, formulate the National President’s annual

national budget.

Meet and/or telecom with the National President at least once weekly.



By-laws

Develop an agenda and if at all possible, in coordination with National President,

inform participants prior to meetings.

Meet with the outgoing National Special Assistant for transition purposes

Coordinate and arrange travel for the National President

o Includes door-to-door transportation

o Lodging

o Meeting space (when necessary)

o Meal arrangements, etc.

Schedule meetings

o Includes list of agenda items

o Assure National President’s preparation

Prepares portfolio of expectations and notes for National

President’s attendance at meetings

Maintain the National President’s schedule and calendar

o Immediately advise National President of changes and conflicts

o Assure coordination of activities with National President

Check e-mail daily

51



21.0 NATIONAL PARLIAMENTARIAN

The Parliamentarian insures that the Constitution and Bylaws are effective for the

management and operation of the Coalition.

The Parliamentarian is “responsible for assuring that Robert’s Rules of Order are used

during all formal coalition meetings. Ensure that all meetings are conducted in a timely

manner by designating a timekeeper for all meetings of the Coalition. It shall be his or

her duty to: 1) have an in-depth knowledge of Robert’s Rules of Order; and 2) provide

briefings to the Executive Committee on Robert’s Rules of Order and other parliamentary

procedures.” --By-law Six (k)

The Parliamentarian is an appointed position by the National President with the approval

of the National Executive Board.

Duties

Establish the parliamentary procedures necessary to submit amendments and

proposed changes to the Constitution.

Examine the legality of all amendments and proposed changes to the Constitution and

or By-Laws.

Insure that a new Constitution is published when amendments and changes have been

adopted and distribute them to the membership within forty (40) days following the

business meeting

Maintain a current and updated copy of the Constitution.

Insure that all meetings are conducted by the procedures established by the

Constitution and Roberts Rules of Order, with feedback provided by regional

parliamentarians.

Insure that Regional By-laws do not conflict with National By-laws.

A-Provide a copy of the updated by-laws after the national business meeting to each

regional parliamentarian. Regional Parliamentarians are required to verify that

regional and chapter by-laws do not conflict with national by-laws. All conflicts shall

be resolved prior to the next national meeting.

Send out a notice for members to submit proposed changes to the National By-Laws

no less than forty-five days prior to the business meeting. This notice will include the

format for acceptance (i.e. old by-law, proposed by-law, rationale). Once the by-law

is received the National Parliamentarian will research the impact each change would

have on the National Constitution and By-Laws. At the business meeting during new

business it is up to the author of the proposed by-law change to bring the change to

the floor. Once properly received and seconded then he/she shall explain the rationale

for the change. If there were any implications to the standing documents the

Parliamentarian would be prepared to expound on them.

52

Recommends additions, deletions, or amendments and periodically reviews

Constitution.

Coordinate with the Membership Chair and send out a Notice of Elections letter.

This letter shall include time, date and place of the elections, as well as positions up

for election. This letter shall be sent to the membership no less than forty-five (45)

days prior to the business meeting.

Receive and deliver to the place of election all mail ballots received for the purpose

of elections.

Count the ballots prior to the meeting using a Teller Committee that is established by

the Parliamentarian. Report the number of votes cast for each candidate up for

election during the business meeting.

Swear in newly elected officers and committee chairpersons when appropriate.

Check e-mail daily



22.0 NATIONAL PUBLIC AFFAIRS CHAIRPERSON

The Public Affairs Chairperson has the primary responsibilities and duties included but

not limited to editing and publishing the "Visions" Newsletters, an Annual Conference

Journal/Souvenir Booklet, and to promote NBCFAE organizational goals and objectives.

Other related duties are listed below.

Promotion of the Organization

o Promote the NBCFAE through positive interaction nationally, regionally, and

at the various chapter levels within NBCFAE and FAA, DOT, and local

communities nationwide. Some marketing tools utilized will be newsletters,

tri-fold brochures, and various other promotional items, i.e., cups, pens,

paperweights, T-shirts, caps. Etc.

o Monitor and coordinate budget expenses with National Treasurer and make

recommendations for increase or decrease.

Website

o Work with Web Person to design, develop and manage the hosting,

maintenance and programming of NBCFAE website.

o Work with Web Person to provide Coalition news articles for the official

website.

o Monitor and coordinate email address list of officers and members with Web

Person.

NBCFAE National Newsletter

o Locate a private contractor to publish the National Newsletter "Visions."

o Edit and have newsletter published through coordination with the National

Executive Officers.

o Maintain a current roster of Regional Public Affairs Chairpersons and

contributing Newsletter Editors.

53

o Archive approximately 10 copies of each issue of “Visions” for historical

purposes.

o Solicit by telephone, fax, or e-mail, articles and information to be published in

the newsletter from members of the Executive Board and the Regional Public

Affairs Chairpersons.

o Verify and coordinate with Regional Presidents, any articles submitted by

members to be published under Regional Highlights.

Annual Conference Journal

o Secure a contractor to publish the Journal.

o Solicit and obtain written Regional Highlights from all Regional Presidents.

o Obtain photographs and written greetings from the US President, FAA

Administrator and the Secretary Department of Transportation. Contact the

White House Public Affairs office, FAA Administrator’s publicist and the

Public Affairs Office in the Department of Transportation. Upon contact, a

written request for documents may be required.

o Obtain photographs and written greetings from the hosting state’s federal,

state and city levels. Officials to be contacted include Federal and State

Senator and Congressperson, hosting city’s Mayor. A written request for

documents may be required.

o Obtain photographs of the host Region’s Regional Administrator, NBCFAE’s

four major award recipients and guest speakers.

o Create letter listing cost of journal advertisements for solicitation of ads.

Information should include non-member and member costs with the address

of the National Treasurer and the address of the Office of Public Affairs. The

letter should be distributed in May. Monies for all ads should be directed to

the National Treasurer.

o Other Conference Activities

o Photography

o From the Region From the host Region, obtain recommendations of

photographers to contract for photography services. Ask for sample of work

on their web site or that can be sent electronically. Also ask for

recommendations from previous clients.

o Negotiate contract with photographer staying within allocated photography

budget. Photographs contracted for usually include various 5x7s of guest

speakers, award winners, training classes, vendors, opening ceremony,

banquet, and one formal 8x10 photos of each region. End use format of

photos: We need photographs post conference in 30 days in album(s) and on

CDs for flexible access and usage.

Press Releases & Media

o Prepare and submit a press release to the editor of the Federal Aviation

Administration (FAA) in-house publication, specifying the dates, place, and

theme of the Annual Training Conference. Press release should be prepared

and submitted to various local Black Organizations, local Black Newspapers,

54

and possibly Radio or TV Broadcast Stations in the city where the conference

is being hosted.

o Interface with Committee Chairs

o During pre-conference activities, interface directly with the National

President, Conference Coordinator, and the National Education/Recruitment

& Training Chairperson.

o Evaluate and assess the facilities where the Evelyn J. Washington President

Awards Luncheon and the C. Alfred Anderson Awards Banquet will be held

for appropriate locations for NBCFAE banners, lectern signs, nameplates,

flags, etc. relative to suitable locations for professional photographs taken by

NBCFAE photographer. Identify location for award recipients and annual

region group photography.

o Prepare a brief summary report of Public Affairs yearly activities and present

to membership at the Annual Business Meeting.

o Internal Networking

o Attend Regional conferences, various scholarship activities and other events.

o Interfacing with Regional Public Affairs officers and contributing newsletter

editors.

o External Networking

o Press releases to the FAA

o Networking through contact with various magazine entities (Ebony, Essence,

Jet, Black Enterprise, etc.)

o Networking with other employee organizations (National Hispanic Coalition,

Technical Women’s Organization, Professional Women Controllers, and

Special Emphasis Groups.

o Documentation

o Prepare quarterly report for each Executive Board meeting.

o Complete and submit all vouchers in a timely manner.

o Maintain a file of photographs of Executive Board members for publishing in

various issues of Visions.

55

SAMPLE LETTER Announcing National Conferences

DATE

Dear Patron, (name of contact)

The National Black Coalition of Federal Aviation Employees (NBCFAE) will be holding its

xx

th

Annual Training Conference from (DATE) at the (HOTEL NAME and LOCATION).

We expect participation and attendance of over 500 Federal Aviation Administration (FAA)

employees, NBCFAE members and government employees nationwide.

In order to make the conference a resounding success the NBCFAE is soliciting support from

local businesses, community friends and organizations nationwide. We invite you to sponsor

the NBCFAE through the purchase of an advertisement in our 2001 National Conference

Journal.

The NBCFAE is an organization with over 1,000 members nationwide and is rapidly

increasing its membership. The organization’s primary goal is to promote equal

employment opportunity for Black, female, and other minority employees; improve

employee-management relations; and provide an effective liaison among Federal

Aviation Administration employees and the community-at-large.

All payments are to be remitted to the NBCFAE, National Treasurer, (ADDRESS). All

camera-ready advertisements are to be forwarded to the NBCFAE, Office of Public Affairs,

(ADDRESS). All remittances and submittals are to be post-marked by (DATE). The list

with associated costs and sizes is attached for your convenience and reference. Additional

details regarding the advertisement and the training conference will be forwarded at a later

date.

If you have any questions, please contact me at (PHONE NUMBER).

Sincerely,

NAME

NBCFAE, National Public Affairs Officer

Attachment

SAMPLE - Advertising Agreement Form

NBCFAE

National Black Coalition of Federal Aviation Employees

Office of Public Affairs

56

NBCFAE XXth ANNUAL TRAINING

CONFERENCE ADVERTISING AGREEMENT

(DATE)

(HOTEL NAME and LOCATION)

The undersigned hereby agrees to purchase a _____

Advertisement in the (YEAR) NBCFAE conference journal for the

sum of $ ____________

Mail completed form, camera ready ad and check/money order/credit

card payment no later than (DATE) to:

NBCFAE

National Treasurer

(ADDRESS)

Name _______________

Company and Title

Address

City State Zip _____

Credit Card: VISA MC AMEX DISC

Card # ______Exp

Signature Date

RATES

Full 2 Center Spread – Four Color (only) $XX

Inside front on outside front/back cover page – Four Color (only) $XX

Full page – Four Color $XX

Full page – Black & White $XX

Half page – Four Color $XX

Half page – Black & White $XX

57

Quarter page – Four Color $XX

Quarter page – Black & White (only) $XX

Business card size – Black & White (only) $XX

Patron Ad $XX

All non camera-ready artwork will be charged an additional

$100.00 per ad fee for set up.

Preparing our youth for a future in aviation!

23.0 NATIONAL MEMBERSHIP CHAIRPERSON

The Membership Chair shall establish and maintain a National Membership register of all

members of the Coalition. Provide a status report of the number of members per Region

at all Coalition meetings.

The Membership Committee shall determine those qualifications required for all classes

of membership in the Coalition and the terns and privileges thereof. The Membership

Committee shall report on matters of interest at annual meetings of the Coalition.--By-

law Seven (a) (2)

Duties

Establish and provide a national Membership Drive on a semi-annual basis.

Maintain and forward a current membership roster to the Executive Committee on

a quarterly basis.

Forward to the Regional Membership Chairpersons copies of all New Members

Contact Information and Payroll Deductions

Process new member applications

Conduct registration at National Conference

Chair Membership Committee, except during the election process when the

National Membership position is up for election.

Validate all members’ voting status at least 45 prior to the election via

coordination with the National Secretary.

Issue to each new member a Coalitions' Welcome Package. Each package

shall contain the following:

o Welcome letter from the Membership Coordinator.

o Coalitions' History Pamphlet, Brochure.

o List of the National Officers and Committee Chairpersons

o Coalition's Constitution and Bylaws.

o Coalition lapel pin.

Check e-mail daily



58

MEMBERSHIP

Membership shall be in accordance with the NBCFAE constitution and By-Laws.

MEMBERSHIP APPLICATIONS

Standard Form 1187 - This form is for active members only. It is required for automatic

dues withholdings. Completed 1187' s are submitted directly to the National Membership

Coordinator. The National Membership Coordinator will then submit the original form

1187 to the perspective FAA payroll office. The Membership Coordinator will then enter

the individual on the official NBCFAE membership roster and that individual is considered

a member at that time.

NBCFAE MEMBERSHIP APPLICATION - This application is use for all membership

applications. Completed NBCFAE Membership Applications are sent directly to the

office of National Treasurer. The National Treasurer will verify that the appropriate dues

are included and forward copies of the application to the National Membership

Coordinator. When the Membership Coordinator receives members' application, the

individual is then entered on the official membership roster and is considered a member.

Membership Guidelines

Recruitment - Anyone can recruit members into the NBCFAE. Each year, the National

Membership Chairperson will recognize the individual who has recruited the most

members from July 1, to June 30 of the following year. This individual will be honored at

the awards banquet and given a $100 dollar cash award. The Region that has recruited the

most members from July 1, to June 30 of the following year will be honored as the

Recruiting Region of the Year.

Processing of Membership

o Any recruiter receiving an 1187 should ensure the form is complete and

signed. The Recruiter should then print their name and date received on

the form; make two copies of the 1187, and forward the original form

directly to the National Membership Coordinator. The recruiter shall

maintain one copy and provide the other copy to the employee.

o National Membership Chairperson shall send original signed and dated

1187 to payroll no later than seven days after receipt. The new member

contact information will be sent to the perspective Regional Membership

Chairperson.

o National Treasurer shall advise National Membership Chairperson of new

or continued membership no later than fourteen days from receipt of

application. The new or renew member contact information will be sent to

the perspective Regional Membership Chairperson.

o Membership Identification numbers will be issued in sequence based on

the order received by the National Membership Chairperson. The

membership number will be four numeric digits with the following

designations denoting type of membership:

A = Active

59

R = Retired

L = Lifetime Retired

C = Corporate

AC = Associate Corporate

F = Full Associate

S = Associate

H = Honorary

o National Membership Chairperson shall send welcome package to new

members no later than 15 days after receipt of completed Form 1187 or

NBCFAE Membership Application.

o Member should be advised prior to signing application that the entire

process should take no longer than six weeks to complete. If a new

member has not received National and/or Regional membership packages

after six weeks of signing, he/she should contact their recruiter for follow-

up on application.

o Communications - National Membership Chairperson shall send an

updated national listing to each regional Membership Chairperson

quarterly, on the first of the month beginning in January, and continuing

until such time as designated by the National Membership Committee.

Regional Membership Chairpersons shall send an updated regional listing to the National

Membership Chairperson quarterly, on the fifteenth of the month beginning in February,

and continuing until such time as designated by the National Membership Committee,

with highlight on new memberships and all other pertinent changes.

Regional Designation of Members - Any Active member who chooses to pay their dues

by dues check-off shall be a member of the region where their dues are being deducted.

Dues deducted by the Federal Aviation Administration are sent to the region in which

they are deducted.

Retired, Lifetime Retired, Corporate, Associate, Full Associate and Associate Corporate

are members of the region in which they reside.

Termination of Membership - Any Active member may terminate their membership by

filing form 1188 with their perspective payroll office. FAA payroll accepts applications

for termination of dues check-off at any time during the year.

Retired, Corporate, Associate, Full Associate and Associate Corporate members may

terminate their membership in either of two ways.

1. Do not resubmit their annual dues to the National Treasurer.

2. Provide written notification to any NBCFAE Official of their desire to no

longer be a member.

(There will not be any refund prorated on the remainder of time a member has for the

year they resign).

60

Payment of Dues Method

Active Members - Active member dues are deducted automatically on a Bi-weekly basis.

Retired Other then Active Members - Other then active member dues are to be paid on

January 1st of each year. Dues will be accepted anytime during the first year of

membership.

National Mail Out

Any time information is mailed to the entire coalition membership from the National

Membership Chairperson's office will be considered a National Mail-Out. National Mail-

Outs will be conducted as needed. In addition to these mail outs, ballots will be mailed to

the membership at least 30 days (30 days required by the by -laws), prior to elections.

Address Changes

Address changes should be mailed to the Office of the National Membership Chairperson

in order to avoid errors. Individuals may then forward this information to their

perspective chapters and region. After the National Membership Chairperson receives the

change, the official records of the Coalition will be updated, and this information will

also be forwarded to the Regions. The regional membership Chairperson will then

forwarded to chapter if applicable. The address on file with the National Membership

Chairperson is the official membership listing. The NBCFAE will not be responsible for

returned mail if individuals do not follow the guidelines set forth and do not update their

address with the National Membership Chairperson.

Membership Reporting and Accountability

National Membership Chairperson will report to the Executive Committee each meeting

and report directly to the President on matters of concern. The National Membership

Chairperson will be accountable to the national membership and the executive

committee.

Membership Committee

The Membership Committee will consist of the National Membership Chairperson,

National Parliamentarian and the eight regional membership chairpersons. The National

Membership Chairperson will be the Chairperson of the membership committee. During

the year the National Membership Chairperson is up for election, the National

Parliamentarian will serve as Membership Committee Chairperson for the purpose of the

election process. This will include having the National Parliamentarian receive candidate

nomination slates and ballots.

Mail Voting Procedures

Mail Vote is to be secret. An inner return envelope with a space for the voter's

membership number on its face instead of on the ballot shall be sent to the voter with the

ballot in addition to the self-addressed stamped outer return envelope. The ballot sent to

the voter should be pre-folded. The ballot will be pre-folded a sufficient number of times

so that when returned marked and refolded in the same manner, and sealed in the inner

envelope, there will be no chance of accidental observance of the member's vote by the

teller who removes the ballot from the inner envelope. The person designated as

61

addressee for the returned ballots should hold them in the outer envelopes for delivery,

unopened. One day prior to the annual meeting all inner envelopes will be removed from

the outer envelopes. The tellers shall remove the ballots from the inner envelopes; each

envelope and ballot is handled in the following manner:

(1) The membership number on the inner envelope is checked against the list of

qualified voters.

(2) The voter is checked off on the list as having voted.

(3) The envelope is opened and the ballot is removed and placed into a receptacle.

When all inner envelopes have been processed, the ballots are taken from the receptacle

and the votes are counted. In order to ensure the accuracy and the secrecy of such a vote

by mail, special care should be taken in all phases of handling the ballots. The committee

chairman must be able to certify the results from both of these standpoints.

Ninety (90) days prior to the Annual Business Meeting, a notice will be mailed to the

membership for declaration of vacant candidate offices on the Executive Committee.

Seventy-five (45) days prior to the Annual Business Meeting, the Membership

Chairperson will validate the number of eligible voters.

Sixty (60) days prior to the Annual Business Meeting, the Parliamentarian should receive

the form/slate from applicant declaring his/her candidacy.

No less then 30 days prior to the Annual Business Meeting, ballots shall be mailed out to

the membership.

Five (5) days prior to the Annual Business Meeting, the Parliamentarian shall receive all

sealed ballots. Any ballots received after this date will be invalidated and destroyed.

Ballots will remain sealed and delivered to the Membership Committee prior to the

Annual Business Meeting. The ballots will be opened and counted prior to the start of the

Annual Business Meeting.

The results will be sealed and announced during the Order of Business at the Annual

Business Meeting.

To ensure each member receives a ballot, any returned mail will be forwarded to the

regional membership chairperson. Members should contact the Regional Membership

Coordinator if they do not receive a ballot at least 30 days prior to the Annual Business

Meeting.

New Member Process

Check that all of Form SF-1187 and application is completely filled out.

Check for recruiting person’s name on application form.

Sign in the “Signature of Authorizing Official” block.

62

Assign an appropriate membership number at top of SF-1187.

Add new member to Master Database.

Mail The Following:

Mail original SF-1187 to appropriate Payroll Offices in Oklahoma City, Atlanta,

and Los Angeles.

Mail New member contact information to appropriate Regional Chairperson.

Mail Membership Packages to New members.

Bi-Monthly:

o Mail dues allotment copies plus copy of Regional master database to

Regional Membership Chairpersons.

Forms Included

NBCFAE membership application form

NBCFAE Candidate nomination slate

Candidate Nomination-Acceptance Form

63

SAMPLE – Welcome


Office of the National Membership Chairperson

PO Box 1467, Waldorf, MD 20604

571-970-2319

Dear Member,

We are delighted to welcome you as a new or renewed member of the National Black Coalition

of Federal Aviation Employees (NBCFAE).

We applaud your willingness to stand with concerned and committed employees of all races.

Your NBCFAE membership will help create a deeper resolve to continue the work for a

discrimination-free environment within the Federal Aviation Administration (FAA).

For over thirty years, the NBCFAE, a nationwide network, has been dedicated to promoting

equal employment for African Americans, female and minority employees; improving employee-

management relations and providing an effective liaison amongst FAA employees and the

community at large. We provide support and advocacy for over 5,000 African American and

minority employees against any type of discrimination in the agency. NBCFAE is an

organization comprised of over 1000 members in regions and chapters and is an employee

association specifically designed to provide you with highly effective training and creative

resources to succeed in today’s business world.

Please take a few moments to review the enclosed documents. Additional information is available

at www.NBCFAE.org.

We appreciate your participation and support and again welcome to the NBCFAE.

In Unity,

Theresa Mount

Theresa Mount

National Membership Committee Chairperson

Enclosures (4): National Executive Board Directory

NBCFAE Website Member Login and Password

Lapel Pin

Brochure

64

Sample – Election Notice

Office of the National Parliamentarian

3610 Starlight Circle, Mays Landing NJ 08330

609-272-0570

May 4, 2007

Dear Member:

Greetings from the Office of the NBCFAE National Membership Chairperson! The 31

st

NBCFAE National Training Conference is scheduled for August 8-August 11, 2007, at

the JW Marriott Hotel in Houston, Texas. All registration and additional information for

the national training conference is forthcoming at nbcfae.org.

Annual elective positions are: NATIONAL VICE-PRESIDENT, NATIONAL

SECRETARY, NATIONAL EDUCATION RECRUITMENT and TRAINING (ERT)

CHAIRPERSON and NATIONAL MEMBERSHIP CHAIRPERSONS.

You may become a candidate for any of the above offices by completing the enclosed

“CANDIDATE NOMINATION/ACCEPTANCE FORM and submitting by Friday, June

9, 2007: This form is also available at nbcfae.com and you can submit the form by E-

mail to Jamaal Lipscomb, National Parliamentarian at [email protected].

For regular mail, please send form to Jamaal Lipscomb, National Parliamentarian, 3610

Starlight Circle, Mays Landing, NJ 08330. Active, Retired, and Retired-Lifetime

members are eligible for elected office.

The completed candidate nomination form along with a slate of candidates and *voting

ballot will be sent to all eligible voters. Any other campaigning is the responsibility of

the candidate. Active, Retired, and Retired-Lifetime members are eligible to participate

in the voting process.

Any proposed amendments to the NBCFAE constitution and by-laws must be submitted

to the National Parliamentarian at above E-mail or regular address by Friday, June 9,

2007: Any amendments that are accepted from the floor at the national conference will

be considered at the next annual or special meeting.

Nominations for The NBCFAE National Awards Program must be submitted to your

Regional President for submission and consideration. Any nominations NOT submitted

through regional presidents will not be considered. Please find enclosed the Awards

Criteria, Nomination Form, and Instructions. All completed Nomination Forms must be

postmarked no later than Tuesday, June 17, 2005.

Many, many thanks for all that you do to keep NBCFAE working well.

In Unity,

Jamaal Lipscomb

Jamaal Lipscomb

National Parliamentarian

*To ensure each member receives a voting ballot, any returned mail will be forwarded to the

regional membership chairperson. Members should contact the Regional Membership

Chairperson if they do not receive a ballot at least 30 days prior to the annual business meeting

(prior to June 25, 2007). *Candidate Nomination/Acceptance Form is on the reverse side of this

letter.

65

Candidate Nomination Form

Qualifications of the nominees may not be widely known to the membership. It is

permissible to allow each nominee to furnish for enclosure a brief factual statement, (no

more than one sheet, herein enclosed) of his/her service and/or qualifications, provided

that all nominees are afforded equal opportunity and space.

90 days prior to the Annual Business Meeting, a notification to membership for

declaration of vacant offices on the Executive Committee.

60 days prior to the Annual Business Meeting, the Parliamentarian must receive the

slate from applicant declaring his/her candidacy to be eligible.

45 days prior to the Annual Business Meeting, the Membership Chairperson shall

validate the number of eligible voters.

No less than 30 days prior to the Annual Business Meeting, ballots shall be mailed to

the membership.

5 days prior to the Annual Business Meeting, all sealed ballots must be received by

the National Membership Chairperson to be valid. Any ballots received after the date

will be destroyed.

Ballots will remain sealed and delivered to the Membership Committee prior to the

Annual Business Meeting. The Ballots will be opened and counted on the day prior

to the start of the Annual Business Meeting.

The results will be sealed and announced during the Order of Business at the Annual

Business Meeting.

To ensure each member receive a ballot, any returned mail will be forwarded to the

regional membership chairperson. If you do not receive a ballot by July 16

th

, XXXX,

please contact your National Membership Chairperson.

66

The following dates have been determined to be the deadlines for the NBCFAE XXXX

election process.

Name:

Home Address:

Duty Location/Address:

Job Title: Organization:

Home Phone: Work Phone:

Membership Category (please circle one): Active Retired Associate

Full Associate Corporate Associate Corporate Honorary

NBCFAE Region: NBCFAE Chapter:

Previous positions held in NBCFAE:

Vacant NBCFAE position Nomination/Acceptance Form is for:

Qualifications, knowledge and skills you have that are pertinent to this position: (Please include dates of

specialized experience, range of knowledge, and other characteristics that makes you the best

candidate for this vacant office)

Basic eligibility for candidacy will be determined from this form by the NBCFAE Membership

Committee. Candidate Nomination/Acceptance Form must be complete, information up-to-date,

signed and postmarked by the due date. This form is accepted by E-mail or postal mail only.

Signature: Date:

Do not write below, to be used for Membership purposes.

Date Candidate Nomination/Acceptance Form received in the mail:

Complete/Incomplete Postmarked by due date/Not postmarked by due date

Signed/Not signed Date candidate notified:

67

24.0 NATIONAL EDUCATION, RECRUITMENT, AND TRAINING

CHAIRPERSON

The Education, Recruitment and Training Chairperson (ERT) is responsible for

supporting the Executive Board by providing assistance when: developing training for the

organization; serving as a focal point for national scholarship programs and initiatives;

and supporting Aviation Career Education (ACE)initiatives and curriculums; providing

merit promotion announcement information to the general membership; and maintaining

the member skill bank directory.

ERT shall attend all Executive Board meetings and provide in-depth reports on ERT

activities at each Executive Board meeting and the national annual business meeting;

check e-mail daily; attend monthly teleconferences or have a substitute to sit in; and

prepare and submit quarterly reports.

Duties

Education:

o Scholar program for members educational studies (This program offers

members’ financial assistance to enhance their education.)

o ACE program curriculums – maintain reports of activities and student

outreach initiatives

o National Scholarship Program – primarily for undergraduate college

students (freshman through senior years)

Recruitment:

o Maintain roster of vacancy announcements

o Receive announcements from regional coordinators that were forwarded

by each coordinator within their specific regions

o Maintain automated member skill bank directory

Directory will include member contact information with specific

career objectives and knowledge, skills, and abilities within their

objectives

Information in the directory will be available on the NBCFAE

website for recruiters to tap these resources for skilled employment

prospects

Training:

Leadership Development Training

o Solicit national officers’ input

o Develop agenda

o Plan and organize workshops

o Solicit presenters (proposals, contracts) to present seminars, lectures,

workshops, and plan and develop workshop-training manuals

o Arrange for preparation and issuance of training certificates.

68

National Scholarship Program

Scholarship Applications (See form):

Distribute applications to membership in the beginning of the year through Regional

ERT Chairpersons (ERT Committee) and via the NBCFAE website

Develop rating and ranking criteria with ERT Committee for Executive Officer’s

approval

Receive and screen applications for completeness

Copy and distribute finalists to ERT Committee

Provide ERT Committee with approved rating and ranking criteria for applications

Submit selections to National Executive Board for final review by beginning of mid-

May

Notify selectors by beginning of June and request that photographs and short

biographical profiles be received by ERT Chairperson by end of June

National Treasurer distributes scholarship checks to schools by mid-August

Prepare Scholarship Exhibit Photographs, biographical profiles, etc.) for National

Conference

Prepare biographic profiles and photographs of scholarship winners for view via the

National website

Set up exhibit at National Conference

Provide exhibit of finalist to Regions upon request

Annual National Training Conference

Solicit input/ideas from National Executive Board and ERT Committee

Determine number of classrooms and classroom capacity from the National

Conference Coordinator

Working with the National Executive Board, plan and develop workshop agenda

Solicit training presenters

Present proposals on workshops/instructors to Executive Board by Winter Board

meeting

Finalize approved training agenda by mid-April

Prepare training registration/pre-registration for conference attendees with

Executive Board

Provide training presenters with conference agenda and expectations by mid-May

Working with the Conference Coordinator, ensure classrooms are equipped with

instructor’s requested materials

Set up National Scholarship Award exhibit and ERT booth

Prepare and distribute training certificates.

Recruitment Activities

Receive and maintain records for reporting purposes of Merit Promotion Program

(MPP) announcements and vacancy information from ERT Committee members

that they distributed throughout their regions

69

Keep membership abreast of Agency programs and activities in the areas of

recruitment and retention as received from the National President and Regional

ERT Chairpersons.

National Black Coalition of Federal Aviation Employees Scholarship:

General information and instructions for applying for NBCFAE Annual Scholarship:

Annual Scholarship Application

Before the application can be processed, the applicant must provide to the Education,

Recruitment, and Training (ERT) Chairperson a complete application packet, which

includes:

1. The completed application form. (Please type or print legibly using blue or black

ballpoint pen.) The applicant must sign the Declaration (Part VI); otherwise it will

not be processed.

2. Official transcripts from each school attended or last semester attended.

3. Letter(s) of recommendation (minimum requirement: one).

4. A letter of acceptance from prospective college, university, vocational or

technical school unless already enrolled at one of the aforementioned (submit the

college of your choice).

5. All applicants must be a high school student expecting to graduate this spring,

high school graduate, hold a GED certificate or be a returning college student.

6. All applicants must have a 2.5 grade point average or higher. (Official transcripts

must be included [sealed envelope] for verification.) Transcripts may be sent

separately. Transcripts arriving unsealed will not be accepted. Transcripts issued

to students or grade reports will not be accepted.

7. Completed application packets must be postmarked no later than April 4

th

. NO

EXCEPTIONS.

8. Official Transcripts of all post-secondary schools must accompany this

application, as well as letter(s) of recommendation.

9. If you are awarded a scholarship a photograph must be submitted to this office no

later than the end of June or you will not receive your scholarship.

10. Applicants who are NBCFAE members or their dependents must indicate the

Chapter and Region affiliation plus the name and the relationship of the NBCFAE

member.

11. Return completed application to the specified address of the NBCFAE

Scholarship Committee - National ERT Chairperson.

12. Quick reference checklist for completed application packages:

13. High School Students: Returning College Students:

a. Completed Application with signature

70

b. Official College Transcripts: 2.5 GPA minimum

c. Letter of Recommendation

d. College Acceptance Letter

Note: Returning College Students do not submit high school transcripts or college letter

of acceptance.

Scholarship Application

Part I – Personal Data

Check applicable items Degree currently seeking

___ High School Graduate ___ High School Diploma

___ Technical School ___ Associates

___ College Undergraduate ___ Bachelors

___ Other (specify) ______________________________

Graduation date: High School: ______________ College: ______________

NBCFAE Region ________________________________________________

1. Name _____________________________________________________

Last First Middle

2. Social Security Number ___________________________________________

3. Present Address _________________________________________________

Number Street

________________________________________________

City State Zip

4. Area Code and Telephone Number __________________________________

Email Address___________________________________________________

5. Date of Birth ____________________________ Male ______ Female ______

6. U.S. Citizen (yes or no) _________ Marital Status __________________

7. Applicant’s Occupation ____________________ Annual Income $_________

8. Parents or Guardian:

71

Father’s Name __________________________________________________

Last First Middle

Address ________________________________________________________

Number Street

________________________________________________________

City State Zip code

Occupation _____________________________________________________

Mother’s Name __________________________________________________

Last First Middle

Address ________________________________________________________

Number Street

________________________________________________________

City State Zip Code

Occupation _____________________________________________________

Part I – Personal Data (continued)

9. Children Depending Upon Parents for Support (Include applicant):

Age School Grade

_________________________________________________________________

10. Other Dependents (Include Spouse)

Name Age ________________________________________________________

Name Age ________________________________________________________

Name Age ________________________________________________________

11. Total Annual Family Income from All Sources _______________________

Part II – Education Background

1.High School(s) attended: (Official transcripts for each school MUST be attached)

Name Location Dates Attended Graduation Date

___________________________________________________________________

___________________________________________________________________

2. Extracurricular activities/school:

72

___________________________________________________________________

___________________________________________________________________

(Attach continuation sheet if necessary)

3. Leadership/school:

___________________________________________________________________

___________________________________________________________________

(Attach continuation sheet if necessary)

4. Current College/University: (Official transcripts MUST be attached.)

___________________________________________________________________

Name Address Dates Attended

__________________________________________________________________

Financial Aid Office Mailing Address City State Zip

5. Expected College or University: (Letter of Acceptance MUST be attached.)

___________________________________________________________________

Name Address Dates Attended

___________________________________________________________________

Financial Aid Office Mailing Address City State Zip

6. College classification (Official transcripts MUST be attached):

Freshman, Sophomore, Junior, Senior

Part II – Education Background (continued)

7. List Honors and Awards received: _____________________________________

_________________________________________________________________

8. List organizational memberships, community memberships and offices held:

_________________________________________________________________

9. Community Leadership: _________________________________________

10. Employment/Work study: (Start with most recent)

73

_________________________________________________________________

Job Title Employer Name & Address Dates of Employment

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

_________________________________________________________________

11. Please check one of the following indicating your college major:

_____________Airway Science

_____________Aviation related (specify): _____________________________

_____________Other: ____________________________________________

Part III – NBCFAE Affiliation

Complete the appropriate section. A dependent is defined as member’s spouse, son,

daughter or other child

in or out of the member’s household, if the member is providing more than 50% of

applicant’s support.

1. ______I am not a member or a member’s dependent

2. ______I am a member’s dependent (complete items A&B)

A. I am the __________ (Relationship) of an NBCFAE member.

B. The member is affiliated with ____________ NBCFAE region.

3. ______ I am a NBCFAE member (complete items A&B)

A. The name of my NBCFAE region is

B. My NBCFAE chapter is

Part IV – Recommendations/Referral

1. Membership information of the NBCFAE member who referred me:

___________________________________________________________

Last First Middle

___________________________________________________________

Region Affiliation Area Code and Telephone Number

74

2. Attach a written recommendation including the author’s title and occupation from one

of the following:

A. High School or College counselor/Advisor/Teacher/Instructor/Professor.

B. Minister, Community Leader or Professional Person who can vouch for your

character.

Part V – Publicity

If you are selected to receive the NBCFAE Scholarship, your accomplishments will be

publicized on NBCFAE’s Website and other publications.

Part VI – Declaration

I hereby declare that all of the above statements are true. I have also included with this

application the necessary official transcripts, letters of acceptance and recommendations.

I understand the decision of the NBCFAE is final and I agree to accept that decision. My

signature constitutes my approval for NBCFAE to publicize my accomplishments.

________________________________________________________________

Signature Date

DETAILED INSTRUCTIONS FOR NBCFAE SCHOLARSHIP APPLICATION

Part I – Personal Data

Checking the applicable items. If you are currently in High School, anticipating

graduation, select “High School Graduate.” If you have attended college for at least one

semester, then select “College Undergraduate.” If you have graduated from High School,

but have not attended any postsecondary educational institution (College/Technical

School), select “High School Graduate.”

Degree currently seeking. Current High School Students should select “High School

Diploma.” High School Graduates, GED, Technical School, or College Undergraduate

should select the appropriate degree category.

Date expected to graduate or degree conferred. High School Students should put the date

they expected to graduate from High School. GED and High School Graduates enter the

date they received their diploma. College Undergraduates enter the date you expect to

receive your college degree.

NBCFAE Region. Enter the region associated with the state in which you (or your

parents) live. See the list at the end of the instructions for regions and states.

1. Name

2. Social Security Number

75

3. Present Address

4. Telephone Number (Area Code) and Email Address

5. Date of Birth/Gender

6. US Citizen/Marital Status

7. Applicant’s Occupation/Annual Income

8. Parents or Guardian

9. Children Depending Upon Parents for Support (include yourself)

10. Other Dependents (include Spouse)

11. Annual Total Family Income

Part II – Education Background

1. List your High School(s). Official transcripts for each school MUST be attached.

2. Extracurricular Activities/school: consist of sports, clubs, music organizations, and

other activities. Sports: Baseball, Basketball, Cross Country, Football, Golf, Soccer,

Softball, Swimming, Tennis, Track and Field, Rifle Marksmanship Team, Cheerleaders,

Dance Team, Volleyball. Activities: Academic Team, Band, Chess Club, decathlon

(Academic), Future Problem Solving Team, Intramural, Math Team, Mock Trial Team,

National Honor Society, Military Science Team:

(a) Drill Team (b) Rifle Team (c) Honor Guard (d) Saber Team (e) Raider

Team (f) Color Guard; Speech Team, Thespians.

Note: You may attach a continuation sheet if necessary; however be sure to identify the

paragraph with the same title as this section.

3. Leadership/school: Future Business Leaders of America, Future Homemakers of

America, Future Farmers of America, Prom Committee, STARS - (Students Teaching

and Reaching Students), Student Council, JROTC Leadership Positions.



4. Current College/Universities (Returning college students only): Be sure to include the

mailing address. If you do not include the mailing address, you will not receive your

scholarship.

76

5. Expected College/Universities (High School students only): Be sure to include the

mailing address. If you do not include the mailing address, you will not receive your

scholarship.

6. College Classification Indicate your classification. Official transcripts for each school

MUST be attached.

7. List your Honors and Awards: Scholarships, Student of the month/quarter/year, Athlete

of the Year, Honor Roll Student, etc.



8. List Organizational/community memberships/offices held: Examples:

Champions Against Drugs, Christian Student Union, Co-Ed-Y, Craft Club,

Drama, Fellowship of Christian Athletes, Fishing Club, French Club, Future Business

Leaders of America, Future Homemakers of America, Future Farmers of America,

Interact, Model Builders, National Honor Society, Prom Committee, Quill and Scroll -

Journalism Honor Society, Science Club, SHOC – Students Helping Our Community,

Sidekicks II, Spanish Club, Spirit-In-Action, STARS - (Students Teaching and Reaching

Students), Student Council, Student Environmental Awareness League (SEAL), Teens on

Target, Teens Who Care, Thespians, TSA - (Technology Student Association), 21st

Century Community Learning Center, Ventures, Young Democrats, Young Republicans.



9. Community Leadership: SHOC – Students Helping Our Community, Young

Democrats, and Young Republicans.



10. List your Employment/Work Study.



11. Your College Major – indicate the degree program in which you are

interested.

Part III – NBCFAE Affiliation

Are you or anyone in your family a member of the National Black Coalition of Federal

Aviation Employees?

77

Part IV – Recommendations/Referral

1. Membership Information of the NBCFAE member

2. Letter of Recommendation

(a) High School or College Counselor/Advisor/Teacher/Instructor/Professor

(b) Minister, Community Leader or Professional Person who can vouch for your

character

Part V – Publicity Statement: Entry not required.

Part VI – Declaration: Applicant’s Signature. The applicant must sign the application;

otherwise it will not be processed.

Regionally, NBCFAE is composed of eight regions:

If you (or parents) live in: The NBCFAE Region is:

Alabama Southern

Alaska Western Pacific

Arizona Western Pacific

Arkansas Southwest

California Western Pacific

Colorado Western Pacific

Connecticut Northeast

DC Headquarters

Delaware Northeast

Florida Southern

Georgia Southern

Hawaii Western Pacific

Idaho Western Pacific

Illinois Great Lakes

Indiana Great Lakes

Iowa Central Region

Kansas Central Region

Kentucky Southern

Louisiana Southwest

Maine Northeast

Maryland (1) Northeast

Maryland (2) Headquarters - If you or your parent work at FAA Headquarters and you

live in Maryland

Massachusetts Northeast

Michigan Great Lakes

Minnesota Great Lakes

Mississippi Southern

Missouri Central Region

Montana Western Pacific

Nebraska Central Region

78

Nevada Western Pacific

New Hampshire Northeast

New Jersey (1) Northeast

New Jersey (2) Technical Center - If you or your parent live in

Atlantic City or work at the FAA Technical Center and you

live in New Jersey

New Mexico Southwest

New York Northeast

North Carolina Southern

North Dakota Great Lakes

Ohio Great Lakes

Oklahoma Southwest

Oregon Western Pacific

Pennsylvania Northeast

Rhode Island Northeast

South Carolina Southern

South Dakota Great Lakes

Tennessee Southern

Texas Southwest

Utah Western Pacific

Vermont Northeast

Virginia (1) Northeast

Virginia (2) Headquarters - If you or your parents work at the FAA

Headquarters and you live in Virginia

Washington Western Pacific

West Virginia Northeast

Wisconsin Great Lakes

Wyoming Western Pacific

79

SAMPLE – Letter to Guidance Counselors

[Date]

[Name of School]

Attn: Guidance Counselor

[Street Address]

[City, State, Zip Code]

Dear [Counselor]

The NBCFAE recognizes students throughout the nation through the National

Scholarship & Endowment Programs for academic achievement on the basis of GPS,

merit, community service, and financial need. The National Scholarship committee will

award 16 scholarships to outstanding and community-oriented individuals. Hundreds of

applications are received and the rating process is very strenuous.

The minimum requirements for all applicants are: (1) must have a 2.5 grade point average

or higher (Official transcripts must be attached for verification). (2) Must be a high

school student expecting to graduate this spring, high school graduate, hold a GED

certificate or be a returning college student. (3) Must submit Official transcripts for each

school attended or last semester attended. (4) Letter(s) of recommendation (minimum:

one) must be attached. (5) A letter of acceptance from prospective college, university,

vocational or technical school unless already enrolled at one of the aforementioned. The

National Scholarship application is available online at:

http://www.nbcfae.com/scholars.htm

NBCFAE was the first professional organization in government with goals and objectives

focused on minority FAA employees. Its constitution continues to be used as a reference

guide in the formulation of other FAA organizations that focus on minority concerns.

NBCFAE goals are:

Establish a national communication network among members.

Develop a national voice for Black, female and minority FAA employees.

Educate members concerning rights, personnel and promotional qualifications.

Monitor Black, female and minority trainees.

Assist in recruiting Black, female and minority individuals for FAA positions.

Establish a national directory for members.

Promote professionalism in our work and strive for excellence in the performance

of our duties.

We encourage you to provide this information to any student meeting the minimum

eligibility requirements as stated above. The completed application packets must be

postmarked no later than April 4

th

.

We appreciate your assistance in aiding us in our process.

[Name]

Regional ERT Chairperson

80

NATIONAL SCHOLARSHIP RATING CRITERIA:

Max

Points

Points

Highest Year of College Completed: award 2 point for each year (i.e.,

freshman/1

st

year complete-2, sophomore/2

nd

year complete-4, junior/3

rd

year

complete-6)

Note: this award is for undergraduate studies. If student is repeating their

senior year then award them the same points as a junior/3

rd

year complete.

6

Honors and Awards: 2 points each up to 12 (do not include honors and

awards older than 3 years)

12

Extracurricular Activities/Leadership: 2 point each up to 10 (award

additional 1 point each up to 5, if a leadership role was held)

15

Community Organizations and Offices Held: award 7 points (award

additional points if offices held: 1 points each up to 3)

10

Employment/Work Study: award 4 points if employment is current and/or

dated for previous year/summer

4

Letter of Acceptance: award 8 points for returning students and incoming

freshman.

8

Students Majoring/Working in Aviation/Aviation Related Degrees

5

GPA 3.50-4.00 or higher on 4.0 scale

30

GPA 3.00-3.49 on 4.0 scale

20

GPA 2.50-2.99 on 4.0 scale

10

NBCFAE Member or Dependent Yes/No

If yes add 10 points

10

TOTAL 100

81

25.0 NATIONAL CONFERENCE COORDINATOR

Duties

The primary duties and responsibilities of the Conference Coordinator is to secure

location and meeting space for Executive Board meetings and, national and leadership

training conferences. This position serves as a focal point for the logistics, planning, and

coordination of these events for the Executive Board and the Coalition’s full

membership. The Conference Coordinator shall attend and provide a detailed report at

each Executive Board meeting and the national annual business meeting.

Arrange quarterly Executive Board meetings at least 2 months prior to the

meeting

Plan National Training Conferences involves logistics (location and meeting

space)

Plan Leadership Training Conferences – involves logistics (location and meeting

space)

Submit quarterly activity reports

Submit annual budget proposals

Submit projected and final budget reports for the following:

o Executive Board Meetings

o Annual National Conference

o Leadership Training Conference

o Other National Meetings/Conferences

Maintain Executive Board profile data – involves hotel logistics and meals for

attendance and travel to all meetings, conferences, etc.

Supply electrical cords and surge protectors for meetings and conferences.

Check e-mail daily

Attend monthly teleconferences or have a substitute to sit in


Executive Board Meetings

Provide the following to the hotel: (at least 30 days prior to the meeting)

o Rooming list

o Conference requirements

o Conference menu

o Audiovisual requirements

Daily on-site review of hotel master billing charges with hotel accounting staff

Collect and finalize all hotel, hospitality and miscellaneous bills/receipts

associated with the Executive Board meetings with the hotel accounting/billing

officer

In conjunction with the National Treasurer, provide a final Executive Board

meeting report.

82

National Training Conference

Consult NBCFAE Members and the local Convention & Visitors Bureau of Host

Region for a minimum of three (3) locations for the National Conference. - At

least one year before the scheduled meeting

Conduct site visits and recommend conference location and dates in accordance

with hotel feasibility, the NBCFAE National Constitution and by-laws, and

establish guidelines as dictated by the National Executive Committee. - At least 9

months prior to the event

Prepare detailed expenditure proposal for the National Training Conference for

presentation at the 1

st

quarter Executive Board meeting

At contract signing, secure the following items at contract signing:

1) Electronic copy of hotel layout

2) Request for hotel advertising in conference journal (formal letter)

provided by the National Public Affairs Coordinator

3) Request a giveaway for scholarship raffle (formal letter)

4) Request over-flow hotel consideration and information from the

conference (meeting) hotel

5) Provide electronic NBCFAE logo for hotel use for hotel kiosk, etc. at

least 3 months prior to conference/meeting date

Establish Conference Committee. (Conference Committee is within the region of

the conference)

Ensure the following issues are addressed and provided by the Conference

Committee:

o Local Awards Company

o Photographer/Videographer

o Rental Van for Executive Board Use

o Floral Company

o Entertainment for Receptions & C. Alfred Anderson Banquet

o Hospitality Suite Supplies, if required

o Audio Visual Equipment Rental

o Signage

o Color Guard, National Anthem, Negro Anthem, Clergy for Invocations

o Protocol Persons for Dignitaries

If the NBCFAE is responsible for travel costs: Coordinate travel arrangements of

guest speakers, dignitaries and instructors.

Develop seating arrangements for Executive Board members, VIPs at the Evelyn

J. Washington Awards Luncheon, C. Alfred Anderson Awards Banquet and the

opening and closing sessions.

Coordinate letters of invitation (includes exhibitors) and journal advertisement

with the Public Affairs Chairperson.

Coordinate registration requirements with the National Treasurer and the

Membership Chairperson.

Coordinate training requirements with the ERT Chairperson (Includes audio-

visual needs, training space and logistical issues)

Develop and distribute conference evaluation sheets

83

Coordinate audio/visual and electronic needs of the National Executive Board

meetings and training conferences with the hotel and/or private vendor

Provide the following to the hotel: at least 30 days before the meeting

o Rooming list


o Conference menu


Secure Executive Board travel itinerary and cellular/pager numbers from the E-

Board members at least 2 weeks to travel

Provide a minimum of (2) meeting bids no later than the 1

st

quarterly Executive

Board for conference attendee bags

Prepare letters of interest to solicit Vendors & Exhibitors (sample attached)

Transmit broadcast message to announce the training conference (sample

attached)

Provide hotel mailing/shipping address to board members at least 30 days prior to

the event or upon request

Provide the hotel with the final conference agenda 2 weeks prior to the event

Request from hotel room assignments for Executive Board meeting, training

conference, and exhibitors and provide to Executive Board prior to arrival and

confirm with hotel when on site

Daily review of hotel master billing charges with hotel accounting staff

Update sleeping room list daily

Provide the hotel, when coming on-site, with the NBCFAE banner for hanging

Collect and tally ticketed events on-site and based on registration

Other tasks as necessary to provide an effective and quality meeting/conference.


associated with the National Training Conference – while on-site and at end of

conference

Compile conference evaluation sheets and provide report to the E-Board

In coordination with the National Treasurer, provide a final conference report

Leadership Training Conference

Provide the following to the hotel: (at least 30 days prior to the meeting)

o Rooming list


o Conference menu


Develop and distribute conference evaluation sheets

Daily on-site review of hotel master billing charges with hotel accounting staff

Update sleeping room list daily


associated with the Executive Board meetings with the hotel accounting/billing

officer

Other tasks as necessary

Compile conference evaluation sheets

84

In conjunction with the National Treasurer, provide a final Leadership Training

Conference report

85

SAMPLE Letters for Exhibitor and Vendor Requests:


National Conference Coordinator

Post Office Box 320714

Kansas City, MO 64132

May 10, 2002

Dear Patron:

The National Black Coalition of Federal Aviation Employees (NBCFAE) will be holding

its 26th Annual Training Conference from August 14 through 17, 2002 at the Hyatt

Regency Hotel, Atlanta, Georgia. We expect participation and attendance of over 500

Federal Aviation Administration (FAA) employees, NBCFAE members and government

employees nationwide. Black Aviators and delegates will be gathered in Atlanta for a

joint convention hosted by the Organization of Black Airline Pilots.

In order to make the conference a resounding success the NBCFAE is soliciting corporate

support from local businesses, community friends and organizations nationwide. We

invite you to exhibit your product at the Hyatt Regency Hotel. We also are requesting you

to provide novelty items (300-500 each) for the Souvenir conference package given to all

conference attendees to further display, advertise and highlight your corporation.

The NBCFAE is an organization with over 1,000 members nationwide and is rapidly

increasing membership. The organization’s primary goal is to promote equal employment

opportunity for Black, female, and other minority employees; improve employee-

management relations; and provide an effective liaison among Federal Aviation

Administration employees and the community-at-large.

All payments and contracts are to be remitted to the NBCFAE, National Conference

Coordinator, P.O. Box 320714, Kansas City, MO 64132 or faxed to (816) 363-3816. All

remittances and contracts are to be postmarked and faxed by July 1, 2002. The cost for

exhibitor space is $350.00. For additional details, an application/contract and information

sheet is attached for your convenience and reference.

We look forward to your participation. If you have any questions, please contact me at

816-329-3030.

Sincerely,

Kim Y. Curry


86



Post Office Box 320714 Kansas City, Missouri 64132

May 15, 2002

Dear Patron:

The National Black Coalition of Federal Aviation Employees (NBCFAE) will be holding its 26

th

Annual Training Conference from August 13 through 16, 2002 at the Hyatt Regency Hotel,

Atlanta Georgia. We expect participation and attendance of over 500 Federal Aviation

Administration (FAA) employees, NBCFAE members and government employees nationwide.

In addition to our organization, over 2,500 Black aviators and delegates will be gathered in

Atlanta for a joint convention hosted by the Organization of Black Airline Pilots (OBAP), Black

Pilots of America (BPA), Negro Airmen International (NAI), United States Army Black Aviation

Association (USABAA), and the Tuskegee Airmen, Inc. (TAI).

In order to make the conference a resounding success the NBCFAE is soliciting corporate support

from local businesses, community friends and organizations nationwide. We invite you to exhibit

your product at the Hyatt Regency Hotel. We also are requesting you to provide novelty items

(300-500 each) for the souvenir conference package for all conference attendees to further display

advertise and highlight your corporation.

The NBCFAE is an organization with over 1,000 members nationwide and is rapidly increasing

membership. The organization’s primary goal is to promote equal employment opportunity for

Black, female, and other minority employees; improve employee-management relations; and

provide an effective liaison among Federal Aviation Administration employees and the

community-at-large.

All payments and contracts are to be remitted to the NBCFAE, National Conference Coordinator,

P.O. Box 320714, Kansas City, MO 64132 or faxed to (816) 329-3047. All remittances and

contracts are to be post-marked and faxed by July 1, 2002.

The cost for an exhibitor space is:

Members/Small Business - $350.00 minimum

Corporate/Government - $500.00 minimum

For additional details, an application/contract and information sheet is attached for your

convenience and reference.

We look forward to your participation. If you have any questions, please contact me at

816-329-3030.

Sincerely,

Kim Y. Curry



87

National Black Coalition of Federal Aviation

Employees


Post Office Box 320714 Kansas City, Missouri 64132

DATE

Dear Patron:

The National Black Coalition of Federal Aviation Employees (NBCFAE) will be holding its XX

th

Annual Training Conference from (DATES) at the (HOTEL NAME and LOCATION). We

expect participation and attendance of over 500 Federal Aviation Administration (FAA)

employees, NBCFAE members and government employees nationwide.

In order to make the conference a resounding success the NBCFAE is soliciting corporate support

from local businesses, community friends and organizations nationwide. We invite you to exhibit

your product at the (Hotel name). We also are requesting you to provide novelty items (300-500

each) for the souvenir conference package for all conference attendees to further display advertise

and highlight your corporation.

The NBCFAE is an organization with over 1,000 members nationwide and is rapidly increasing

membership. The organization’s primary goal is to promote equal employment opportunity for

Black, female, and other minority employees; improve employee-management relations; and

provide an effective liaison among Federal Aviation Administration employees and the

community-at-large.

All payments and contracts are to be remitted to the NBCFAE, National Conference Coordinator,

(MAILING ADDRESS, EMAIL ADDRESS, and FAX NUMBER). All remittances and

contracts are to be post-marked and faxed by (DATE).

The cost for an exhibitor space is:

Members/Small Business - $XXX.XX minimum

Corporate/Government - $XXX.XX minimum

For additional details, an application/contract and information sheet is attached for your

convenience and reference.

We look forward to your participation. If you have any questions, please contact me at (PHONE

NUMBER).

Sincerely,

Name



88

SAMPLE Broadcast Message:

Purpose: Notifies All FAA Employees of the NBCFAE 2004 National Training

Conference

Distribution Date: June 6, 2006

Audience: All FAA Employees Nationwide

Contact: Cynthia Work (405) 954-0701

Please format the Broadcast Message as portrayed below (i.e., alignment, spacing,

fonts, colors, etc.):

===============================================================

SUBJECT: NBCFAE 30

th

Annual National Training Conference – August 2006

The National Black Coalition of Federal Aviation Employees (NBCFAE) invites you to

its 30th Annual National Training Conference, August 1-4, 2006, at the JW Marriott

Desert Ridge Resort and Spa, Phoenix, Arizona. The conference theme is: "Reaching

Our Youth – Ensuring the Future”.

In conjunction with NBCFAE’s Training Conference, members of the International Black

Aerospace Council (IBAC) will be hosting their conventions; they are NAI, Inc. Black

Wings in Aviation; Black Pilots of America (BPA, Inc.); the Bessie Coleman Foundation;

the Organization of Black Airline Pilots (OBAP); the Tuskegee Airmen, Inc. (TAI); and

the Unites States Army Black Aviation Association, Inc. (USABAA).

The workshops are broad in scope and stimulating, offer individual development

enhancement, and have been endorsed by the FAA as official training. Supervisors are

permitted to approve attendance and funding for the entire conference as they would for

any training activity.

ALL OF THE FOLLOWING CONFERENCE INFORMATION CAN BE OBTAINED

BY VISITING THE NBCFAE WEBSITE AT:

http://www.nbcfae.org.

Conference Agenda

Training Courses and FAA Approval Letter

Conference Registration

Hotel Reservations

Transportation

Sponsorship, Exhibitor Space, Souvenir Journal, and Advertisement

89

FOR ADDITIONAL INFORMATION, the points of contact are:

Registration:

Theresa Mount – Membership Chairperson

[email protected] or (202) 267-8971

Hotel Information and Exhibitor Space:

Cynthia Work, NBCFAE National Conference Coordinator

[email protected] or (405) 954-0701

If there is a need for assistance or reasonable accommodations for this event, please

contact Cynthia Work.

90

SAMPLE Conference Evaluation Form:

NATIONAL BLACK COALITION OF

FEDERAL AVIATION EMPLOYEES

(Year) NATIONAL TRAINING CONFERENCE

PLACE

DATE

OVERALL CONFERENCE EVALUATION

Please take a moment to share your thoughts on the NBCFAE (year) National Training

Conference. This information will be used to assist the National Conference Coordinator

in planning the (year) National Training Conference. Thank you for your assistance.

Excellent Good Fair Poor Total

Hotel Accommodations

Meeting Rooms

Quality/Selection of Meal

Functions:

Awards Luncheon

President’s Reception

Business Meeting

C. Alfred Anderson Awards

Banquet

Registration Process

Social Activities


Services

Additional comments:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

Suggestions for the (Year) National Training Conference:

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

_______________________________________________________________________

Please return to: (Name), NBCFAE National Conference Coordinator or place in the

“EVALUATION RETURN” box at the registration table.

91

26.0 NATIONAL TREASURY OVERSIGHT COMMITTEE

The Treasury Oversight Committee (TOC) was established, by the national president, in

1997. The major responsibility of the TOC is to ensure the integrity of the financial arm

of the National Black Coalition of Federal Aviation Employees. This is accomplished by

monitoring, checking and reporting on the disposition of all financial records of the

NBCFAE.

Duties

To ensure that monthly bank statements are sent directly from the bank to the

official address of the NBCFAE National Treasurer. (Regional and Chapter

NBCFAE Officials may access their specific bank statements through the

designated online website)

To reconcile (crosscheck) income and expenditures with the associated check

subs, bank statements, and other supporting documentation (bills, vouchers,

receipts, directive from the respective organizational president).

To ensure that two officer signatures are ascribed to all financial expenditures

completed by check or cash withdrawal. (The president and treasurer, at the

respective level of the organization, shall have signature authority for the

conducting of financial business. The vice president shall have alternate signature

authority, so as to act in the absence of the president)

To ensure that an itemized bill, invoice, or voucher is provided to support any

check(s) forwarded to the president for signature. Dues rebates shall be made via

electronic transfer of funds from the general treasury account directly into the

designated regional or chapter account, as appropriate.

To ensure that Endowment checks, forwarded to the National President, are

accompanied by a letter from the National Treasurer to the appropriate receiving

entity.

To complete a national financial account review and reconciliation (audit) each

quarter, and provide a written report at the next National Executive Board

meeting. Report overall findings to the National Membership during the annual

business meeting.

To complete at least one financial audit of each region, and its subordinate

chapters, per year and report its finds to the National President and respective

Regional President.

Check e-mail daily



Other Annual Requirements. Resources in each of the regions are to be reviewed

annually, during the month of November. This shall be accomplished by forwarding to

the TOC a completed Property List “form” containing all national and regional

equipment. This form shall include, at a minimum, a description of equipment/property,

serial numbers, make and model numbers, name of the responsible NBCAE member,

92

contact telephone number, current condition and whether or not equipment/property has

been disposed of and how.

Regional Presidents shall provide an annual verification statement ensuring each region

maintains compliance with the requirement of two signatures on all financial accounts.

Bonding of the National Treasurer and the National President. The Executive

Committee shall be bonded for an amount that, at a minimum, will cover the maximum

amount of funds available in all financial accounts at any given time.

Transactions on Account or Credit Cards. The President and the Treasurer shall both

be authorized to use credit card accounts at their respective organizational level. This

includes the authorization of the use of the accounts. Major transactions (single

purchase/transaction of $500.00 or greater) shall be pre-approved by the President.

Financial Contracts/Agreements. No financial contracts or agreements for payment

shall be entered into on behalf of the National Black Coalition of Federal Aviation

Employees without the pre-authorization of the President.

Financial Records. The Treasurer shall permanently retain all financial records for

his/her level of responsibility.

Treasury Oversight Committee. The TOC shall consist of a minimum of three

members. Membership and length of term on the committee is at the discretion of the

National Executive Committee.

27.0 NATIONAL EQUAL EMPLOYMENT OPPORTUNITY ACTION

CHAIRPERSON

The chair shall collect and maintain legal data and information pertaining to EEO, LMR

and disparate treatment of members and minority non-members. Information is provided

by members requesting assistance or by regional or chapter officers acting on behalf of

members. Method of delivery can be electronic, hard copy or via telephone. Information

gathered would be used to determine the types of issues being raised as well as identifies

trends and barriers of discrimination in the FAA. That information shall include but not

be limited to:

- NBCFAE Complaint Tracking Form

- Records

- Reports

- Documents

Duties

Check e-mail daily



93

This office shall also provide assistance to Regional representatives, presidents and

members in matters pertaining to EEO, ADR, LMR and other issues. A copy of all items

collected shall be maintained on file.

These items can be useful sources of information when mentoring members as to pit falls

or documentation skills. History of trends and data collected is helpful when filing a

class action suit.

This office shall assist members in the completion of NBCFAE tracking forms or any

other forms/documents used by NBCFAE for the purpose of tracking discrimination.

Forms are distributed by regional/chapter officers or members. Copies are kept at each

level that interacts with a complainant. Chair of the committee/office shall maintain a

copy of all completed forms.

This office shall maintain and provide a list of attorneys with experience in

discrimination within the government to members upon request. Information requested is

made as soon as particle usually within twenty-four hours.

This office may assist in identifying training for members in the area of EEO, LMR,

sexual harassment and hostile work environment.

This office shall perform other duties as assigned by the National President.

Regional Legal Representatives

Regional Representatives are involved in and perform the following functions.

1. Solicit and forward questions from members in their region concerning

legal activities to the EEO Action Committee chair.

2. Solicit and assist members in completion of NBCFAE Complaint

Tracking Form.

3. Compile a list of members who have completed NBCFAE Complaint

Tracking form and follow up until final determination.

4. A copy of the list should be forwarded to the NBCFAE EEO Action

committee chair.

5. Submit news articles to be included in regional newsletters.

6. Provide EEO Action Committee Chair with a report of activities to be

included in the Chair’s report to the National Executive Board.

94

Designation of Representation Memo – Sample

Subject: Equal Employment Opportunity

INFORMATION: Designation of Representative

Date:

From: (Aggrieved)

Reply to Attn. Of:

To: National Black Coalition of Federal Aviation Employees (NBCFAE)

The person or firm listed below has been designated as my representative regarding my

EEO complaint of discrimination:

NAME: __________________________________________________________

ADDRESS: _______________________________________________________

_________________________________________________________________

TELEPHONE NUMBER: ___________________________________________

FAX NUMBER: ___________________________________________________

95

NBCFAE Complaint Tracking Form

NATIONAL BLACK COALITION OF FEDERAL AVIATION

EMPLOYEES

ISSUE FORM

DATE: TELEPHONES:

NAME:

Home:

ADDRESS:

Work:

CITY:

Cell:

STATE & ZIP CODE:

E-mail address:

PLEASE PROVIDE A BRIEF OVERVIEW OF DETAILS OF THE ISSUE THAT CONCERNS YOU.

HOW DO YOU WANT NBCFAE TO ASSIST YOU?

I have contacted a NBCFAE official. Y/N)___ Name:____________________________Date_________

I have submitted an Issue Specific Questionnaire (ISQ) through my NBCFAE Region President.

Y/N)_____ Date____________NBCFAE Member #_______________Non-Member_________

My name can be used in connection with research and other actions directed toward

handling this issue.

I w I would request that I be referred to anonymously, unless I give my consent.

Initial contact_______________________Date, Second__________________________Date

Third Contact_______________________Date

Signature_____________________________________ Date_____________

Let Each Become All They Are Capable Of Being

96

Complainant Contacts

NBCFAE

(Member, Officer, Other) for

representation

Complete

Representation letter

Tracking form

Membership form

SF-1187

NBCFAE Official

Fact Finding

(Get management’s side

of the story too.)

Provide copies of

form to EEO Action

Committee

Representative

Provide Chapter

President copies

of forms

Resolution?

Forward results to

Regional Rep

Obtain completed

Membership

application &

SF-1187

Escalate or

terminate?

Update Tracking Form

Brief Chapter &

Regional President,

Regional

Representative

Complete tracking

form

Obtain completed

Membership

application &

SF-1187

Successful Unsuccessful

NBCFAE COMPLAINT PROCESS

97

28.0 PRESIDENT’S COMMISSION COMMITTEE

This Select Committee designated by the National President and adopted by a majority of

the Executive Committee has the responsibility of operating to relieve the Officers or any

individual Officer of their responsibility for actions of their functions and falls under the

guidelines of the National By-Laws and Constitution.

Upon the National President’s appointment of a Chairperson, the Chairperson has the

authority to appoint members of the committee, with concurrence of the National

President. Rules for this committee are adopted within the committee and are consistent

with the National By-Laws and Constitution.

The President’s Commission Committee operates at the direction of the National

President, and completes whatever assignments handed down from that office. Its major

responsibility is to report the results of any assignment to (1st) the National President,

(2nd) to the National Executive Committee, (3rd) to the organization membership.

Duties

Complete assignments within time parameters set by the National President

Check e-mail daily



29.0 LOCAL OFFICER AND MEMBER RESPONSIBILITIES

Thirteen Steps to a Successful Local Chapter

1. Understand the Organization's Structure and Governing Laws

NBCFAE's organizational structure at the national level is composed of the

four National Officers (President, Vice President, Secretary, and Treasurer),

Regional Presidents, Committee Chairpersons, Parliamentarian, and Special

Assistant to the National President. Corresponding positions exist at the

regional level throughout the organization. Local chapters usually include the

four primary officers and committee heads as required.

2. Constitution and by-laws govern NBCFAE. Each region has established

corresponding by-laws to further define the will of the membership. Regional by-

laws shall not conflict with the national document.

3. Official meetings of the NBCFAE shall be conducted in accordance with Robert's

Rules of Order.

4. Monitor Black Women and Minority Trainees

One of the major cornerstones of the NBCFAE is its membership's involvement

in monitoring the training process for blacks, women, and other minority

employees. The objective is to ensure that all employees receive training in a fair

and equitable manner, with a focus toward success. Paramount to this process is

having members who are experts in the various job functions serve as role models

and mentors. In order for the monitoring process to succeed, we must have

members with the expertise to verify and validate the training that is being

98

received

Each member has a responsibility to be constantly vigilant for trainees in need of

assistance from our organization.

5. Promote Equal Employment Opportunity through all Lawful Means

The NBCFAE is an employee organization deeply rooted in the principles of

EEO. Most of our actions are focused toward ensuring that all employees are

afforded equal rights and equal opportunities under the law. Each member should

become thoroughly familiar with the EEO complaint process, articles of

contractual agreements, and all agency directives pertaining to their rights as a

FAA employee.

To be successful, in any job, each member must put forth the maximum effort,

while maintaining a consistently professional attitude. NBCFAE members should

develop support mechanisms to maintain their performance at a continuously high

level and educate themselves on the qualities that make a highly professional

employee.

6. Educate members concerning Rights, Personnel Actions and Promotional

Qualifications

The NBCFAE and its members shall play an integral role in helping employees

become familiar with FAA programs, policies, and practices affecting their work

life. Our efforts should include structured/formalized training, informational mail

outs, and educational items within our newsletters.

7. Maintain an Open Line of Communication

Communication is another brick in the foundation of the NBCFAE. Local

chapters should make every effort to communicate all downward information to

the membership at-large. Inversely, local members should communicate their

questions, concerns, comments, and recommendations to their chapter president.

To avoid confusion, and misunderstanding; and to facilitate complete working of

all issues, members should communicate through their local presidents to the

regional president and through regional president to the national president.

Chapter presidents should speak to their local members on a regular basis,

through newsletters and direct mail outs. Local members should take the

opportunity to submit articles to the national newsletter.

8. Meet with local FAA officials

Local presidents should establish a working relationship with local FAA

managers and supervisors. The local chapter president should address issues

concerning local area members or others seeking NBCFAE assistance, after

coordination with the regional president.

Unresolved issues should be elevated to the regional president.

9. Local Chapters should have regularly scheduled meetings to conduct chapter

business.

Notification of said meetings, along with the associated agenda, should be

distributed in advance.

Meetings should be conducted in accordance with Robert’s Rule of Order.

Minutes of each meeting should be prepared and distributed to each chapter

member and the appropriate regional representative.

10. Inform Regional President of any Problem or Situation that Impacts the Constitution

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of NBCFAE

Each member should be constantly vigilant for issues that might have an

impact on those employees that the NBCFAE represents. If an issue arises,

members should immediately notify their chapter president or other officer. If

unable to contact a local officer, contact the regional president.

Local chapters should document and report all NBCFAE activities to their

regional president.

o These reports should at a minimum be made on a quarterly basis, or as

specified by your regional committee

11. Assist in FAA Recruitment

One of our major functions, as an employee organization, is to assist the FAA in

meeting its recruitment efforts. While most of our energy is focused towards

affirmative action recruitment, we place no restriction on which members recruit.

We encourage recruitment of all qualified candidates.

12. Elect Officers that are willing to work

Many members are captivated by the glamour and lights associated with an

officer's position.

Members should be aware that an officer's position in the NBCFAE requires a

huge personal commitment of both time and energy. Members wishing to

become an officer or progress up the leadership ladder should interact with

individuals currently or previously holding the desired position, to determine the

position requirements are.

The voting membership should be mindful of the stringent demands placed on

their officers, and elect individuals that have exhibited a true commitment to the

organization.

13. Get and Stay Involved in the Activities of Local Chapter

To be a successful local chapter, its membership must be involved. Members

must accept the responsibility of participating in chapter activities and providing

input into chapter decisions.

30.0 AWARDS

NBCFAE awards are normally presented at the President’s Awards Luncheon and the C.

Alfred Anderson Awards Banquet during the annual national training conference.

Recognition of accomplishments must be based on objective evidence, which indicates

excellence in several factors. Nominee accomplishments could include, but are not

limited to the following factors: motivating women and minority employees, women and

minority employees’ utilization, demonstrating sensitivity and commitment to women

and minority employee needs, developing effective training for underutilized women and

minority employees, educational involvement, working in community action programs,

and providing exemplary leadership

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Chief C. Alfred “Chief” Anderson Award

The Executive Committee of the National Black Coalition of Federal Aviation

Administration Employees (NBCFAE) honors pioneers in the aviation community and

established the C. Alfred “Chief” Anderson Award. Chief Anderson was a self-taught

pilot who learned so well that he earned a private pilot license. In 1932 he earned an Air

Transport Rating, which was the equivalent of the PhD in the art and science of flying an

airplane. With his credentials as a Certified Flight Instructor and Air Transport rating, he

gave countless free airplane rides to the youth of the world, and was a founding member

of Negro Airmen International (NAI), and Black Wings in Aviation.

Chief Anderson is best remembered as the Chief Flight Instructor and mentor of the

famed "Tuskegee Airmen" of World War II. His 40-minute flight with First Lady Eleanor

Roosevelt during her Tuskegee visit in 1941 was the catalyst that led to the training of the

first African-American military pilots, the "Tuskegee Experiment.” Chief Anderson's life

was a shining example of adventure, integrity, self-reliance, and contributions to others,

and despite the constant racism he faced.

Criteria for Award

The purpose of the C. Alfred Anderson Award is to honor outstanding Americans, who

by their lifelong efforts, have made conspicuous contribution of significant value to

aviation, and have reflected credit upon America and themselves.

A nominee for consideration as a pioneer in aviation shall:

o Be a citizen of the United States or a permanent resident, who has been actively

identified with aviation and has made lifelong contributions of significant value to

aviation;

o Have exhibited personal commitment to lifelong learning in promoting and

advancing aviation as well as giving back to the community through outreach;

o Have integrity and moral courage worthy of emulation; and

o Be well and favorably known as a person of ability and character by recognition

previously given for these contributions i.e., awards, citations, and advancement

in scope or level of responsibilities.

Ronald E. McNair Award

This award was established by the Executive Committee to honor pioneers and scholars

in aeronautics. Ronald E. McNair was selected for the astronaut program in 1978 and

was the second African-American astronaut to travel in space. He logged a total of 191

hours in space as a mission specialist. On January 28, 1986, Dr. McNair along with six

other astronauts died in a fiery explosion aboard the space shuttle Challenger. Dr. Ronald

E. McNair was nationally recognized for his work in the field of laser physics and was

the recipient of many honorary degrees, fellowships and commendations. He received

his bachelor's degree magna cum laude in physics from North Carolina A&T State

University (Greensboro) and his Ph.D. in physics from the Massachusetts Institute of

Technology (MIT).

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Criteria for Award

The purpose of the Ronald E. McNair Award is to honor outstanding Americans, who

have significantly contributed through recruitment, education, and training in the field

aeronautics (physics, engineering, mathematics, science, education, computer science,

and other technical fields). The nominee must demonstrate excellence through

contributions of significant value to aeronautics and have integrity and moral courage

worthy of emulation.

A nominee for consideration as a pioneer in aeronautics recruitment, training, and

education shall:

o Be a citizen of the United States or a permanent resident, who has been actively

identified with aviation and has made lifelong contributions of significant value to

aeronautics in such fields as physics, engineering, mathematics, science, computer

science, education, and other technical fields;

o Have demonstrated superior performance in the recruitment, training, and

education in the advancement of minorities and women, through academics,

research, or practice in the field of aeronautics;

o Be a developer and promoter of career opportunities in aeronautics through active

liaison efforts with educational institutions and the aviation industry; and,

o Be proactive in increasing employment and promotion demographics for diverse

personnel in aeronautics through on-going recruitment initiatives.

Bessie Coleman Award

The Bessie Coleman Award was established by the Executive Committee of the

NBCFAE to honor outstanding individuals in aviation. Bessie Coleman was the world’s

first African-American woman to earn an International Aviation License and the world's

first licensed black aviator. Her goal was to open a flight school for black aviators.

Bessie may not have fulfilled her dream of a school for black aviators, because of her

untimely death, but she finally opened our minds enough that African-Americans no

longer have to leave the country to learn to fly. She helped pave the way for other Black

female pioneers like Willa Brown and Janet Bragg. The U.S. Postal Service honored her

in 1995 with a Black Heritage Commemorative stamp.

Criteria for Award

The purpose of the Bessie Coleman Award is to honor outstanding women in aviation

who have demonstrated an outstanding degree of professional competence. The nominee

must demonstrate excellence in promoting women in aviation.

A nominee for consideration shall:

o Be a citizen of the United States or a permanent resident, who has demonstrated

passion for aviation and aviation education;

o Be recognized in the aviation community as a role model with integrity with

moral courage worthy of emulation and professional competence.

o Be a promoter of aviation education through active leadership and participation in

such initiatives as Aviation Career Education (ACE) Camps or similar activities;

and,

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o Be an advocate and promoter of the inclusion of aviation education in curriculums

at Historically Black Colleges and Universities and other major institutions of

higher learning.

Bronze Eagle Award

The Bronze Eagle Award was established by the Executive Committee of the NBCFAE

to recognize organizations and corporations whose efforts have demonstrated the tenets

of Equal Employment Opportunity.

Criteria for Award

Honors and recognizes organizations and corporations who contributed to the efforts,

objections, and goals of the NBCFAE.

A nominee for consideration shall:

o Have exhibited extraordinary support to NBCFAE goals and objectives;

o Display the highest standards of business conduct in dealing with minorities and

women;

o Foster cooperation between individuals, organizations and the community-at-

large.

Equal Employment Opportunity (EEO) Award

This award was established by the Executive Committee of the NBCFAE to honor

individuals who have made a difference in affirmative employment of minorities,

women, and people with disabilities.

Criteria for Award

The EEO Award is presented in two categories: NBCFAE EEO Achievement Award and

the NBCFAE Manager’s Special Performance Award for EEO.

1) EEO Achievement Award is recognition for significant achievements in equal

employment opportunity. It is presented to individuals, groups of employees,

organizations, or institutions for contributions directed toward furthering equal

employment opportunity and commitment, support and promotion of affirmative

employment and EEO Laws.

A nominee must demonstrate the following criteria:

o Demonstrated outstanding performance in recruiting, hiring, and placing women

and minorities. Hiring and retention rates must meet or exceed affirmative

employment goals.

…and must meet at least 2 of the following criteria:

o Demonstrated outstanding performance in promoting equal employment

opportunity and other affirmative employment initiatives;

o Demonstrated outstanding performance in promoting women and minorities into

supervisory positions and targeted occupations;

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o Demonstrated support and leadership to the Equal Employment Opportunity

program by direct involvement, encouragement of subordinate staff in affirmative

action plan development and implementation, community outreach efforts, and

other internal and external activities and functions;

o Promoted a race/sexual harassment free work environment; and/or,

o Provided continual support for employee associations.

2) Manager’s Award for Special Performance in EEO is for outstanding performance

in equal opportunity presented to managers or supervisors whose performance, conduct,

and commitment have promoted the spirit of equal employment opportunity and

contributed to the progress of affirmative employment. It recognizes significant

contributions that improve operations and/or efficiency in any organization. The major

emphasis of the award is on recognizing individuals who have demonstrated through their

personal commitment and job related achievements the goal of Equal Employment

Opportunity for minorities and women. It also provides a vehicle for recognizing groups

of employees and institutions that have contributed significantly to the overall success of

Equal Employment Opportunity.

Criteria for Award

Nominee must be a federal employee of the Federal Aviation Administration

A nominee must demonstrate the following criteria:

o Demonstrated performance, commitment, and conduct, which promoted the tenets

of equal employment opportunity and affirmative employment and contributed to

the progress of achieving equal employment opportunity goals and objectives.

o Demonstrated a sincere commitment toward the recruitment, hiring, placement,

and advancement of women, minorities, and individuals with disabilities in the

Agency’s workforce through training details, assignments, and projects.

o Volunteering or contributing time and/or resources outside of normal duty

requirements, which result in the successful accomplishment of EEO and

Affirmative Employment. Employment.

o Providing continual support for employee associations, diversity initiatives, and

other related activities.

o Promote a race/sexual harassment free work environment.

President’s Award

Establishment of this award is to recognize NBCFAE members or FAA employees who

have provided extraordinary contributions in furthering the goals and objectives of the

NBCFAE. This award is at the discretion of the President.

Criteria

o Recipient demonstrated characteristics that:

Provided a quality product or service

Achieved objectives beyond prescribed requirements.

Achieved results through motivation, communication, enthusiasm, feedback,

role modeling, and being supportive and cooperative.

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Contributed significantly to the goals and objectives of the NBCFAE.

Region of the Year Award

Established for the NBCFAE Executive Committee to recognize a Region that

demonstrates alignment of purpose, communications skills, information sharing, joint

problem solving, and consensus decision-making skills

Criteria

o Nominees shall:

Support the goals, objectives and mission of the National Black Coalition of

Federal Aviation Employees.

Demonstrate a sincere commitment toward the recruitment, hiring, and

advancement of women, minorities, and individuals with disabilities into the

Agency’s workforce.

Display professionalism, teamwork and integrity in their dealings with the

NBCFAE, FAA, and the community-at-large.

Demonstrate support, education and assistance to members and non-members

(i.e., assistance with EEO issues and concerns).

Sponsor, participate in and/or implement aviation education activities

throughout the region to expose minority youth to aviation (ACE camps,

school career days, etc.).

Have an established scholarship/educational assistance program.

Keep an open line of communication with regional membership and National

Executive Board (i.e., regional teleconferences, board meetings, training

conferences, regional newsletter, etc.)

Provide timely submission of all reports (including but not limited to,

treasury, regional president’s report for national executive board meetings,

articles for National Newsletter, etc.).

Promote cooperation and collaboration throughout the Region.

Chapter of the Year Award

The Executive Committee of the NBCFAE established this award to recognize a Chapter

that demonstrates alignment of purpose, information sharing; communications skills,

joint problem solving, and consensus decision-making.

Criteria

o Nominees shall:

Sponsor, model or implement a beneficial activity or develop an improvement

in the way we do business as an organization.

Using teamwork provides outstanding contributions to the accomplishment of

NBCFAE goals and objectives.

Use creative and innovative techniques to improve service to members.

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Special Achievement Award

(One per Region, total of eight)

The Executive Committee of the NBCFAE established this award to recognize members

who demonstrated a true commitment to the goals and objectives of the NBCFAE. Each

Regional President makes one selection.

Criteria

o Nominees shall:

Accepts responsibility and accomplishes assignments with quality results.

Consistently supports and cooperates with other NBCFAE officials and

members regardless of time constraints and/or other responsibilities.

Must be a member of NBCFAE.

Special Recognition Award

(One per Region, total of eight)

This award was established by the Executive Committee of the NBCFAE to recognize

members who take an active role in the NBCFAE at the chapter and/or regional level.

Each Regional President makes one selection.

Criteria

o Nominees shall:

Exhibits outstanding talent and dedication.

Actively participates in NBCFAE.

Must be a member of NBCFAE.

Submission Requirements

The nomination form entitled, "Recommendation for NBCFAE Award" is to be used for

making all nomination except the Special Achievement, Special Recognition, and the

President’s awards. The nomination form is to be used for each specific award

nomination in the following categories:

C. ALFRED ANDERSON AWARD

RONALD MCNAIR AWARD

BESSIE COLEMAN AWARD

EEO AWARD

MANAGER’S AWARD FOR EEO

BRONZE EAGLE AWARD

CHAPTER OF THE YEAR

REGION OF THE YEAR

Nomination Format

Identify the nominee, and his/her full address, telephone number, and email

address.

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Submitted By _____________

Name, address, phone number, and e-mail of the individual preparing the

nomination.

Citation

o Prepare, in 15 words or less, a citation, which captures the essence of the

achievement for which the nominee’s name has been submitted.

The nomination should include specific dates and appropriate details. These details must

describe what was done, when it was done, what the outcomes were, and a brief

explanation of why accomplishments were considered above and beyond expectations.

With the exception of nominations for Special Achievement and Special Recognition,

only one nominee submission per category from each region is allowed.

Justification

Give complete but concise details justifying the award, with such background

information considered pertinent, and any other relevant information that would assist the

Selection Committee. A maximum of two double-spaced 8 x 11 inch typewritten pages

with a one-inch margin will be accepted, and, in fairness to all nominees, the Selection

Committee will not consider additional materials. Please include a B/W or color photo no

larger than 8x10 of nominee for the three (3) major awards: C. Alfred Anderson, Bessie

Coleman, and the Ron E. McNair.

In order to be considered for any of the above awards, each nomination must be

submitted through their Regional President for his/her review, signature and forwarded to

the Office of the President.

Application Deadline for 200x Nominations

May Xx, Xxxx

Submit the Application to the NBCFAE - Special Assistant to the National President

Any nomination package submitted that is not in compliance with all of the above

submission requirements and postmarked not later than MAY XX, XXXX will not be

considered. The selections will be made by majority decision of the NBCFAE Executive

Committee.

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AWARD NOMINATION FORM

Check one in the award category:

C. Alfred Anderson Ron E. McNair

Bessie Coleman Bronze Eagle

EEO Achievement Manager’s Award for Special Achievement in EEO

Chapter of the Year Region of the Year

Award Justification (Please type)

NBCFAE Regional President __________________Date __________

Nominee: Nominator(s):

Name Name

Title Title

Street Address Street Address

City/State/Zip City/State/Zip

Telephone Fax Telephone Fax

E-mail E-mail

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