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THE GREATER COLORADO SPRINGS CHAMBER OF COMMERCE
MILITARY AFFAIRS DIVISION
ORGANIZATIONAL POLICIES AND PROCEDURES
(as of Aug 2008)
MILITARY AFFAIRS DIVISION
The Military Affairs Division is one of the three business divisions of the Chamber. The activities of the Division are lead by the President, Military Affairs, with assistance from the Vice President, Military Affairs and a shared Administrative Assistant. The Military Affairs Division focuses efforts in two prominent areas through a diverse mix of programs and activities. Areas of focus are:
- - Building on a rich tradition of strong support to our military, and
- - Advocating and facilitating the continued growth of our local defense industry.
The Division supports the administrative requirements of the Military Affairs Board and it’s committees, and overseas the planning and execution of activities of the Military Affairs Council, as directed by the Board.
MILITARY AFFAIRS BOARD
The activities of the Military Affairs Council and the Military Affairs Division shall be conducted and coordinated by a Military Affairs Board (hereafter referred to as the Board) composed of not more than 15 voting directors. The Board will coordinate and conduct the Program of Work as established by the Chamber Board of Directors; develop and approve initiatives undertaken by the Military Affairs Division and Military Affairs Council at large; and ensure all activities of the Military Affairs Division adhere to the spirit, intent, and are in accordance with the Bylaws of the Colorado Springs Chamber of Commerce.
Regular meetings of the Board will be held every two months (unless otherwise determined by the Board). Special meetings of the Board may be held at the call of the Chair.
Notice of all regular meetings will normally be given to each director via e-mail NLT 4 working days prior to the meeting by of the President, Military Affairs. Notice will include meeting time and place, as well as the agenda. Read aheads may also be included. The notice will be addressed to the director at the last address the director has furnished to the Military Affairs Division and/or Chamber.
Directors constituting one-third of the Full Board of Directors shall constitute a quorum. An act of the majority of directors at which a quorum is present shall be an act of the Board.
The Board shall consist of not more than fifteen (15) voting directors and shall be composed as follows:
- Chair, Military Affairs Council (Board Chair)
- Vice Chair, Military Affairs Council (Board Vice Chair)
- President, Colorado Thirty Group
- President, Colorado Springs Economic Development Corporation
- Chairman, Defense Mission Task Force
- Immediate Past Chair, Military Affairs Council
- Three (3) Chamber Board Liaisons
- Six (6) at-large directors
- County Commissioner*
- City of Colorado Springs Representative*
- Chief Executive Officer, Chamber of Commerce*
- President, Military Affairs*
- President, Governmental Affairs*
- President, Business Affairs*
- Vice President, Military Affairs*
- Administrative Assistant – Secretary of the Board*
NOTES:
1. Representatives indicated with an (*) are non-voting members who serve as advisors only.
The Nominating Committee will make recommendations to the Chair of the Board each year for the at-large position vacancies. The Chair will make known to the MAC membership the number of upcoming at-large vacancies. MAC members may indicate their interest in serving on the Board to the Chair of the Nominating Committee.
The Chair will present the nominees to the full Board for approval. These appointees should be chosen to strengthen continuity of management while fostering leadership development to engender future success.
Board directors shall serve on a calendar year basis from January 1st through December 31st. At-large members shall serve for a 3 year term and shall serve for no more than one term. After a one-year break, they are eligible for reappointment to the committee. The Chair will phase the at-large directors to ensure continuity and retention of corporate knowledge.
Chamber Board Liaisons will serve no more than a three year term. Selection of Chamber Board Liaisons will be made by the Chief Executive Officer of the Chamber in consultation with the Chamber Board of Directors and the President, Military Affairs.
Should an at-large seat become vacant during the year, the Board Chair has the option to appoint a new at-large director or leave the seat vacant until the next nomination cycle. The Chair should give consideration to those previously nominated, but not selected, if interest of the MAC member remains.
Directors are encouraged and expected to attend regular meetings. Directors absent from three consecutive meetings, except for good cause, shall be deemed to have resigned from the Board.
Selection of the Chair and Vice Chair
In accordance with the Chamber of Commerce Bylaws, the Military Affairs Board/Council Chair is appointed by the Chamber of Commerce Board Chair, subject to affirmative vote of the full Board of Directors. It is the goal of the Military Affairs Board to rotate the Chair between a person with a recent and/or significant military background and a civilian from the business community.
Recommendations for the Chair and Vice-Chair positions will be made by the Nominating Committee to the Military Affairs Board. Once approved by the Military Affairs Board, the nominations will be submitted, in writing, to the Chamber Chair of the Board. Final selection of a new Chair and Vice Chair of the Board/MAC should be accomplished a minimum of three months before the expiration date for the term of the sitting Chair.
The Chair of the Military Affairs Board/Council shall also serve on the Chamber Executive Committee and as an officer of the Chamber (Board of Directors), in accordance with the Chamber Bylaws.
The Chair is responsible for presiding over meetings of the Military Affairs Board and accomplishing the annual Program of Work. The Chair will also serve on the Defense Mission Task Force and coordinate those activities related to military contacts.
The Chair will serve as the Chair of the Area Chiefs of Staff (ACOS). The Chair will report to the Military Affairs Board regarding significant activities affecting the Chamber and the community, command changes, and other matters as appropriate. The Chair will be responsible for carrying the sense of the Chamber as promulgated by the Military Affairs Board or the Chamber Board of Directors to the members of the Military Affairs Council and ACOS.
The Vice Chair shall assist the Chair, as requested by the Chair, and shall serve in the capacities listed above in the absence of the Chair.
The Chair is also a non-voting member of the Pikes Peak Area Council of Governments (PPACG), representing the interests of the military installations.
BOARD COMMITTEES
Membership Committee
The Membership Committee of the Military Affairs Division shall consist of total of four members: the immediate past Military Affairs Board/Council Chair (Committee Chair), current Military Affairs Board/Council Chair and Vice Chair, and one at-large member. The at-large MAC member shall be appointed by the current Board Chair. The President and/or Vice President, Military Affairs Division, will serve as a non-voting advisor to the Committee and prepare minutes from the meetings.
The purpose of the Membership Committee is to act on applications received from perspective MAC members by reviewing qualifications and assessing likelihood that the applicant will be an active MAC participant. The membership process should support inclusion rather than exclusion. In order to process applicants in a timely manner, the Committee should meet monthly (excluding December). If a face-to-face meeting is not possible, the meeting may be conducted by e-mail. A majority affirmative vote by committee members shall constitute approval of an applicant. If an applicant is denied membership by the Committee, the decision will be automatically reviewed by the Military Affairs Board at the next scheduled meeting. If the Board upholds the Membership Committee decision, the applicant must wait one (1) calendar year before reapplying.
The Membership Committee reports on its actions at the regularly scheduled Board meetings.
Nominating Committee
The Nominating Committee shall consist of the three previous MAC Chairs, current Chair and Vice Chair, and the President of the Military Affairs Division. The Chair of the committee shall be appointed by the Board Chair. The Committee will be formed NLT June of the CY.
The purpose of the Nominating Committee is to provide annual nominations for the positions of Chair and Vice Chair, and for any open at-large director positions.
The Committee will meet as required by the Chair of the Committee to meet the requirements for a smooth transition and to allow required action by the Military Affairs Board and the Chamber Board of Directors.
Finance Committee
The Finance Committee shall consist of three MAC members. The Chair of the Committee will be a Board Director appointed by the Board Chair. The Committee Chair will recommend two other MAC members to the Board for the Committee.
The Finance Committee will work closely with the President, Military Affairs on the formulation of the annual budget. The Committee will also provide a financial report to the Board at regularly scheduled meetings, and make recommendations to the Board on unplanned budget actions.
Requests for support that come to the Military Affairs Division from other agencies will be presented to the Finance committee for discussion. A decision on support will be made by the Committee based on broad guidelines developed by the Committee. Decision will be reported out to the Board at the next scheduled meeting.
If the Committee feels a request for support should be taken to the full Board, it will agenda the item for the next scheduled board meeting. If time is critical, an e-mail vote of the Board may be taken.
Business Development Committee
The Business Development Committee shall consist of an appropriate number of MAC and/or Chamber members as determined by the Chair of the Committee and the President of the Military Affairs Division. The Chair of the Committee will be a Board Director appointed by the Board Chair. The Committee Chair and the President of the Military Affairs Division will recommend other members to the Board for the Committee. In most cases, Committee members will be Chamber and MAC members. However, if a certain expertise is needed, the Committee Chair may propose other members.
The Business Development Committee will work closely with the President of the Military Affairs Division to establish strategy and programs for the Division’s mission as an advocate for defense industry and military mission growth.
The Committee will provide a report of activities to the Board at regularly schedule meetings.
Defense Mission Task Force (DMTF)
The mission of the DMTF is to take the lead role on behalf of the Military Affairs Division to develop relationships, local government cooperation and programs to improve the ability of Colorado Springs military installations to discharge their national security and defense missions.
The DMTF was established to bring local business leaders, local government leaders and senior military leaders together in a partnership for improving the effectiveness and vitality of the numerous military facilities in the area. It maintains an awareness of any Base Realignment and Closure (BRAC) initiatives and acts as necessary in the best interests of the military and community.
To accomplish the goal, the DMTF will take the lead role in the following areas:
- With the assistance of senior military leaders, create programs for helping local facilities now and into the future.
- Create a working partnership between the local community and the military installations.
- Arrange visits to local installations for civilian leaders to improve knowledge of the military mission and foster good community relations.
- Publicize the importance of local military installations to the community.
- Keep contact with decision makers in Washington D.C. to insure they are aware of our interest in and the military value of our local facilities.
- Conduct annual trips to D.C. involving local concerned community leaders and host events which will bring the leaders together with military and elected officials.
The DMTF Chair is appointed by the MAC Chair, with concurrence of the Board, and will serve for one year with the option of an additional years as agreed to by the Board Chair, and Chamber CEO. The DMTF Chair serves on a calendar year basis from January 1st through December 31st.
Membership on the DMTF is voluntary. Membership on the DMTF is not restricted to members of the MAC or Chamber. Members may include community/military leaders with knowledge or skills beneficial to accomplishing the goals of the committee.
The DMTF shall meet quarterly or as required by the DMTF Chair.
Other Standing or Temporary Committees may be established by the Military Affairs Board as required.
MILITARY AFFAIRS COUNCIL
The Military Affairs Council is dedicated to ensuring a positive and supportive community-military environment is developed and maintained. The Council operates under the oversight of the Military Affairs Board
Military Affairs Council Mission
The Military Affairs Council actively supports a strong, effective national defense and our uniformed services. Members develop and maintain an environment which economically and culturally supports a viable military presence in our community, and provides a superior quality of life for its members.
Military Affairs Council Membership
Membership limits of the Military Affairs Council are not prescribed. Council membership is limited only by the practical number of members that can reasonably be expected to participate in its affairs on a regular basis, and provide consistent interaction with our military members.
Membership in the Military Affairs Council is open to any member of the Colorado Springs Chamber of Commerce who believes in a strong, effective national defense and wishes to actively show support for our uniformed services. Military Affairs Council members are people willing to spend their energies on developing and maintaining an environment which economically and culturally supports a viable military presence in our community, and provides a superior quality of life for members of the military and their families.
Membership in the MAC is also available to individuals who may not have a business affiliation Chamber of Commerce membership. As an example, an individual may apply for membership in the MAC (or maintain their membership) if they have retired from business and want to continue to support MAC activities. They would continue to pay MAC dues, but not chamber dues.
The signed application for membership submitted to the Membership Committee and if approved, the President of Military Affairs will send a member welcome letter, package and invoice requesting payment of MAC membership dues.
- Military Affairs Council membership requires that the person supports the concept of a strong national defense. Members are prohibited from using the Council activities to solicit business for themselves or the firms they represent. Members subordinate their personal interests and that of their company for the good of the military and the community.
- Members are highly encouraged to attend the events of the Council whenever possible.
- A member's signature on the membership application serves as acknowledgement
and understanding of the commitments outlined above.
Fees and Expenses:
To accomplish the mission, the Council members pay an individual fee established
annually by the Board. This fee covers the various expenses related to providing support for area military personnel. The annual participation fee has been established at $250. Dues are assessed on a calendar year basis, but will be prorated for new members based on the date of membership approval, except new members approved in October and November. Prorated dues for those approved in those months will be waived and they will be billed for the following year’s full dues during normal end of year billing cycle. Additionally, Council members pay their costs of attending Council sponsored events.
Military Affairs Council Nametags
MAC nametags will be purchased for new members upon receipt of their membership dues and will include one nametag for the new MAC member and one for his/her spouse. Nametags will be kept by the Chamber Military Affairs Division and will be taken to appropriate MAC events for the member. At completion of the event, the nametags should be returned to the division. Additional nametags, or if a nametag is lost by the member, will be purchased at the members expense by the Division.
Board Chair and Vice Chair nametags will be purchased by the Division at the start of the year for the incoming Chair and Vice Chair.
Honorary MAC Membership
Honorary MAC membership is granted to elected officials representing Colorado Springs and El Paso County, and senior military commanders in the region as long as they occupy those positions. Honorary members will not be required to pay annual dues. They will be invited to MAC events, and would be responsible for any costs of the event, unless they are senior military being honored at a Hail and Farewell. Honorary members include the following:
- Colorado Senators and 5th District Representative
- Local State Senators and Representatives
- El Paso County Commissioners
- Colorado Springs City Council
- Colorado Springs City Manager, Police Chief, and Fire Chief
- El Paso County Administrator, Sheriff, Clerk and Recorder, Treasurer, and District Attorney
- Senior Military Commanders
MAC Membership for an Individual/Member Running for Public Office
Individuals (non-members) who are running for public office (State level or higher) will not be able to join the Military Affairs Council while actively seeking the office or until the end of their election campaign. Once the member is no longer involved in a campaign, and still meets all other criteria for membership, they may apply.
If a current member of the MAC decides to run for public office (State level or higher), their membership will be suspended once a member publicly announces they are a candidate for public office. At the completion of the campaign, they will be reinstated, with no need to reapply as long as other membership criteria are still met. If mid-year, their dues for that year will be pro-rated based on the number of months remaining in the calendar year.
If elected to a public position at the State or higher level, the person would automatically become an Honorary Member of the MAC during their term of office.
Military Affairs Council Coin Policy
The Military Affairs Council has procured MAC “Challenge” coins.
The following guidelines will be followed for distribution of the coins:
- MAC Board members will receive a coin
- MAC members will receive a coin as part of their membership
- MAC Chair and President of Military Affairs may give out coins at their discretion at appropriate times Examples:
- Farewells
- Award Recipients
- For significant service or support
- Senior leadership, when appropriate
- Other recognition
AREA CHIEFS OF STAFF (ACOS)
The origin of the Area Chiefs of Staff meeting as a group of people with key interests in the military and the City of Colorado Springs can be traced back at least to 1957. Monthly meetings began with key business leaders and the Chiefs of Staff of each military installation, and sponsored by the MAC to stay abreast of community/military problems/issues. Hosting of the luncheon meeting has traditionally been rotated between participants.
The main objective of the meetings is to provide area commanders an alternative avenue for identifying issues which, if resolved, would be of great benefit to their installations/services, and initiatives which they believe could best be achieved through community and Chamber support.
Meetings are kept confidential, minutes are not taken, only necessary notes for personal follow up, and all comments and discussions are for non-attribution. The strength and effectiveness of the group is maintained by keeping membership to essential functions and key personnel.
Area commanders participate directly or are represented by their Vice Commander or Chief/Director of Staff, or, in rare cases, functional chiefs that can speak for them. Key city and county personnel participate directly, and the Chamber is represented by the Military Affairs Board Chair, Vice Chair, and President of the Military Affairs Division. Meetings are for principals only, membership is not transferable and all substitutions must be approved by the ACOS Chair (Military Affairs Board Chair).
When issues and initiatives are discussed which require community and Chamber involvement, they are brought to the attention of the Chamber Board Chair and CEO of the Chamber by Chair of the Military Affairs Board/Council.
Periodic review of the purpose, effectiveness, and membership of the Area Chiefs of Staff will be made by the Chairman of the Military Affairs Council and the Military Affairs Board.
ACOS Membership
- Chair MAC (Chairs ACOS Meetings)
- Vice Chair MAC
- El Paso County Sheriff
- Colorado Springs Chief of Police
- USAF Academy Vice Superintendent
- USAF Academy, 10th Air Base Wing Commander
- AFSPC Director of Staff
- NORAD and USNORTHCOM Chief of Staff
- SMDC/ARSTRAT Chief of Staff
- 21st Space Wing Commander (Peterson AFB)
- 50th Space Wing Commander (Schriever AFB)
- 302nd AW Commander (AFRES)
- 310th Space Wing Commander (AFRES)
- Ft Carson Garrison Commander
- Ft Carson Chief of Staff, 4th ID
- Ft Carson Chief of Staff, Division West, 1st Army
- Rocky Mountain Corps of Engineers
- Chair, Defense Mission Task Force
- Colorado Springs City Manager
- El Paso County Administrator
- El Paso County District Attorney
- Director, Pikes Peak Area Council of Governments (PPACG)
- Chair, Colorado Springs Chamber Board of Directors
- CEO, Greater Colorado Springs Chamber of Commerce
- Chamber President, Military Affairs.
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