|
.
The Davis Award
Standard Operating Procedure
Addendum to MFR dtd 24 June 2009
Sub: The Davis Award
1. Purpose and Scope.
 a. The purpose of this Standard Operating Procedure (SOP) is to provide guidance for the operation and continuity of the Davis Award program within the 8th US Cavalry Regiment Association, Inc. (hereinafter referred to as the Association). The guidance provided here may not be mandatory except where stated. However, it must be noted that the closer the guidance is followed, the more uniformly the program will operate over the years and through the ever changing leadership and supervisory personnel of the Association.
b. This SOP is applicable to all Officers, Directors, and all other categories of the Association membership, especially the President and any committee members that are appointed to administer the program.
2. Program Origination and Goals.
The Davis Award program was named as such in honor of its originator, Association Life Member Bruce A. Davis. Bruce proposed the program during 2008 for the purpose of providing recognition for past, present and future Association personnel who have selflessly and significantly performed exceptional supportive service and active productive work contributing to the successes of the Association. With this award program it is hoped that it will also provide some incentive for all current and future members to become actively engaged in the operation to further the Association mission and goals.
3. Standard Practices.
a. Eligible candidates shall only be Life members, Regular members and/or Associate members, and past members. Awards may also be awarded posthumously. Davis Award committee members shall not be eligible candidates while serving as award committee members.
b. Nominations for a Davis Award candidate shall be made only by Association members of all categories in good standing. Nominations for candidates shall be made directly to the Chairman of the Davis Award Committee in narrative form and should include all the reasons that the submitter thinks the nominee should receive the award. The candidate shall not be considered on the submitter's writing ability, only on the points outlined in the submission. Davis Award committee members shall not be eligible submitters while serving as award committee members.
c. Identity of nominees shall be kept confidential as much as possible and practical until award presentation. Identity of the nominators shall be kept confidential as much as possible, and shall remain so until final disposition of the award files as outlined in paragraph 5,b,(1),(e) this SOP.
d. A maximum number of two Davis Awards shall be awarded for any calendar year unless special authority has been granted by the President.
4. Physical Awards.
Physical properties of the Davis Awards shall be as follows:
a. A trophy or plaque type award consisting of crystal, acrylic, glass, or other material, with appropriate etchings, shall be presented to an award recipient or his next of kin in case of posthumous award.
b. An appropriate written citation may accompany the award.
c. An appropriate Standard shall be approved by the President and may be displayed at events/times/places or any gatherings of our Association. The Standard shall be of the perpetuity type and the names of each Davis Award recipient shall be added to the Standard as awards are made. The year of the award shall be included. Name entries shall be works of embroidery.
5. Program Operating Personnel
The program shall be administered by the Association President and a committee appointed by and under the direction of the Association President. Duties are discussed below.
a. President: The Association President shall exercise responsibility of the program. He shall appoint a committee Chairman to administer the program under his direction and authority at his discretion. Presentations of the Davis Awards shall be conducted by the President or his designated representative at Annual Reunions or other events/times, depending on current circumstances.
b. Committee:
(1) The Chairman shall:
(a) Establish a time line of program events to be conducted. This time line shall include windows for the advertisement/solicitation of award nominations from the general membership at the end of which nominations will close, a window for the committee to make their selections of award recipients, a period for acquisition and fabrication of the physical awards, and time/place that the awards will be presented.
(b) Appoint Committee Selection members at the close of the nomination window under approval of the President.
(c) Establish a method of evaluation for the committee to efficiently select the award recipients for the current year and advise/supervise the committee in the conduction of such.
(d) After selection of awardees, conduct the acquisition of the physical awards to include the embroidery process of names on the Perpetuity Standard and arrange for transportation/shipping of same to location of award presentations.
(e) Maintain a folder of facts and program procedures that he followed during his tenure as Chairman of the committee. This folder shall contain the original submissions of all nominees, final selections, and may also contain any pertinent data that may be useful to future Committee Chairmen in the planning of their tenure as Chairman. This folder shall be past on to each new Chairman as appointed. As the folder grows in size, Chairmen shall coordinate with the Association Historian concerning what documents should be retained for historical value and transport them to the Historian. The reduced folder will then continue to be maintained and used by the Chairmen and the size reduction procedure repeated as necessary.
(f) Keep the Association President informed of the conduction of the program throughout the year.
(2) The Committee Selection members shall follow the guidance and direction of the Committee Chairman throughout the selection process.
6. Changes in this SOP after the initial approval by the Board of Directors may be accomplished by the Association President at his discretion.
Bennett M. Guthrie
President
8th Cavalry Regiment Association, Inc.
|