FORT WOOD COMMUNITY SPOUSES CLUB BYLAWS ARTICLE I ORGANIZATION NAME AND PURPOSE ARTICLE II GENERAL PROVISIONS

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1 FORT WOOD COMMUNITY SPOUSES CLUB BYLAWS ARTICLE I ORGANIZATION NAME AND PURPOSE Section A. Declaration of Bylaws The Board of Governors (hereafter referred to as the BOG) hereby declares these Bylaws for the management of the Fort Wood Community Spouses Club hereinafter referred to as the FWCSC, in accordance with the FWCSC Constitution. The FWCSC shall operate with the approval of the Fort Leonard Wood Garrison Commander, hereinafter referred to as the Approving Authority. This approval is contingent on compliance with the requirements and conditions of all Army regulations, specifically Department of Defense Instruction (DODI) (Private Organization Operating on DoD Installations), AR (Fundraising within the Department of the Army), AR (Private Organizations on Department of the Army Installations) and the Fort Leonard Wood Private Organization Reference Guide. ARTICLE II GENERAL PROVISIONS Section A. Audit Audits shall be performed by a qualified auditor at the expense of the FWCSC, in accordance with the Fort Leonard Wood Private Organization Reference Guide and AR (Private Organizations on Department of the Army Installations). 1. No US Government auditing service shall conduct FWCSC audits. 2. Audit reports and replies, if applicable, shall be maintained for four (4) previous membership years plus the current year. 3. An annual audit shall be conducted on all FWCSC accounts at the conclusion of the fiscal year, 31 May or NLT 15 June. 4. If either the treasurer or assistant treasurer resigns before the end of the board year, an audit of the books, up to that point, must be completed before any handover. This mid-year audit shall be conducted by three (3) members of the general membership (excluding members of the BOG) or by a qualified auditor. 5. Audits shall proceed as follows: a. All FWCSC Officers and Committee Chairs with accounts shall submit financial records to the Treasurer no later than 31 May. b. The Treasurer shall gather all necessary financial records and submit them to an independent auditor NLT 15 June. c. The President shall present the audit report to the BOG for review upon receipt. d. The President shall ensure a copy of the audit report is sent to the Approving Authority. e. Should corrective action be required, the President shall ensure a corrective action reply is sent to the Approving Authority within thirty (30) days. Extensions may be granted. Section B. BIENNIAL RENEWAL In accordance with the Fort Leonard Wood Private Organization Reference Guide, the FWCSC must request renewal from its Approving Authority biennially at least sixty (60) days before the expiration date to operate on Fort Leonard Wood. The following must be submitted with the renewal request: 1. Two (2) copies of the Current Constitution and Bylaws 2. A financial audit statement 3. IRS Tax Status documentation 4. Memorandum of Understanding 5. List of Officers with contact information 6. Certificate of Insurance 7. Minutes of most recent meeting and most recent bank statement, if applicable Page 1 of 23

2 ARTICLE III FUNCTIONS/ACTIVITIES AND OPERATING PROCEDURES Section A. all purposes. MEETINGS Article XII of the FWCSC Constitution is incorporated by reference into this Article for ARTICLE IV MEMBERSHIP Section A. ELIGIBILITY AND STATUS Article IV of the FWCSC Constitution is incorporated by reference into this Article for all purposes. ARTICLE V GOVERNING BODY OF THE FWCSC Section A. EXECUTIVE BOARD 1. The Executive Board shall consist of the Elected Officers: President, 1 st and 2 nd Vice Presidents, Secretary, Treasurer, Assistant Treasurer; the Appointed Officer, the Parliamentarian; and the Honorary President, Honorary Vice President, and Advisors. 2. The Elected Officer s year shall commence after the Installation of new Officers in May and end with the next year s installation. 3. The first order of business for the Executive Board shall be to approve the nominations of the Standing Committee Chairs and the Selected Committee Coordinators as appointed by the President; all presidential appointments require approval by the Executive Board. 4. Voting members of the Executive Board will include the 1 st and 2 nd Vice Presidents, Secretary, Treasurer, and Assistant Treasurer. 5. Honorary President, Honorary Vice President, Advisors and the Parliamentarian have no board vote; the President shall vote only in the event of a tie. 6. The Executive Board s responsibilities shall be to discuss business and forward recommendations to the BOG for a vote. Section B. BOARD OF GOVERNORS 1. The BOG shall consist of the Elected Officers, the Honorary President, Honorary Vice President, Advisors, the Parliamentarian, the Standing Committee Chairs, and the Special Committee Chairs. 2. The BOG operates and administers all FWCSC activities as volunteers, never paid employees. 3. Voting members of the BOG are referenced in the Constitution, Article V, Section C. a. Each member shall have only one (1) vote; in cases of shared responsibility for a committee, there shall be one vote reached through consensus of that committee as referenced in the Constitution, Article V, Section C, 1-2 (a). b. A quorum must be first established prior to any call to vote as per the Constitution, Article XII, Section B. 4. The BOG shall have the following responsibilities: a. Coordination and supervision of all activities of the FWCSC. b. Collection and disbursement of FWCSC monies and establishment of proper accounting procedures. c. Initiation of changes to the Constitution and Bylaws for the efficient and orderly operation of the organization and its activities. No program or activity shall be conducted by the FWCSC that would prejudice or discredit the military service or other agencies of the United States government. 5. The duties of the BOG shall be outlined in the Bylaws, Article VI, Section A. Section C. SEPARATION FROM THE BOARD Article V, Section F of the FWCSC Constitution is incorporated by reference into this section for all purposes. Section D. VACANCIES WITHIN THE BOARD Article V, Section G of the Constitution is incorporated by reference into this section for all purposes. Page 2 of 23

3 ARTICLE VI DUTIES OF BOARD OF GOVERNORS MEMBERS The general duties of all members of the BOG shall be those implied by their respective titles and those specified within these Bylaws and by the Constitution, Articles V-VII. All members of the BOG are responsible to the office they hold and to the General Membership they represent. The duties in this Article describe the general duties of the BOG with the exception of the Honorary President, Honorary Vice President, Advisors, whose responsibilities are defined in the Bylaws, Article VII. Specific duties of the BOG are outlined in the Bylaws, Articles VIII-X. Section A. THE BOARD OF GOVERNORS MEMBERS of the FWCSC shall: 1. Be members of the FWCSC in good standing with an Active membership prior to their election or appointment. 2. Be a voting member as described in the Constitution, Article V, Section C, 1-2 (a). 3. Be present at each scheduled meeting, reporting verbally or notify the President and/or Secretary of their absence in advance. 4. Provide a written monthly report to the President and Secretary, even if no report. Should the board member be absent, their written report may be read in absentia. 5. Recommend Selected Committee Coordinators and/or Committee Members as required by their position to the President for appointment. 6. Have the responsibilities implied by their respective titles, and those specifically listed in the Bylaws, Articles VIII X. 7. Prepare and submit a proposed budget no later than 1 July and a proposed revision at the halfway point (January) to the Chair of the Budget Committee, the Treasurer. 8. Review and revise, if necessary, any existing SOPs within their purview; SOP shall be presented to the Executive Board for approval no later than August 1 st, and a copy of the signed SOP will be maintained with the Policy and Precedents File. 9. Regularly submit articles or notices relevant to their position, the FWCSC, and/or the community to the Newsletter Editor and/or Public Relations Chair prior to the posted monthly deadline. 10. Maintain a record of volunteer service (i.e. log hours) utilizing the Volunteer Management Information Service (VMIS) and/or to the Volunteer Coordinator (or other designated individual) for input into VMIS, or record hours for the volunteer after receiving written permission to do so, as referenced in the FWCSC Bylaws Article X-Responsibilities of the Standing Committee Chairs, Section M(3)(f). 11. Compile a current After Action Report (AAR) detailing activities and responsibilities during the year to be completed no later than 1 May of the association year. AARs shall be included in the Policy and Precedents File. Reference the Bylaws, Article XVI. 12. Maintain a notebook and/or electronic media storage, hereinafter referred to as the Policy and Precedents File, containing all documents required as per Bylaws, Article XVI. 13. Familiarize successor with all records and job duties, if possible, to ensure an orderly transition of his/her position. 14. Pass Policy and Precedents File, as well as any supplies (or a proper inventory should items be located in the FWCSC Storage facility) to their successor upon the departure or expiration of term of office. Should there be no successor in place at this time, these documents shall be passed to the President. ARTICLE VII RESPONSIBILITIES OF THE ADVISORS AND HONORARY PRESIDENT & HONORARY VICE PRESIDENT The Honorary President, Honorary Vice President, Advisors strengthens the position of President, providing counsel and mentorship. Members of the Honorary President, Honorary Vice President, and Advisors shall serve in an advisory capacity, as an ex offico member of the Executive Board, the BOG, and/or the Standing and Special Committees. Honorary President, Honorary Vice President, Advisors provide counsel, mentorship, coaching, appropriate policy guidelines, and liaison between the FWCSC and the Installation, while allowing the FWCSC BOG to make their own decisions. Members of the Honorary President, Honorary Vice President, and Advisors shall not be voting members of the BOG; however he/she shall retain voting privileges as an Active Member with a paid membership in the organization. Page 3 of 23

4 Section A. The Honorary President shall be the spouse of the Commanding General, Maneuver Support Center of Excellence and Fort Leonard Wood (herein after MSCOE), or his/her designee. Section B. The Honorary Vice President shall be the spouse of the MSCOE Sergeant Major, or his/her designee. Should he/she not be interested in or unable to serve in this position, the Honorary President will designate an alternate in his/her stead. Section C. The Senior Advisor will be the spouse of a Fort Leonard Wood Senior Commander invited to serve by the FWCSC President. The Advisor will serve on the Fort Leonard Wood Council of Advisors if such a council exists. The Advisor will serve on all committees as an ex offico member. Section D. Additional Advisors may be appointed by the FWCSC President after consultation with the Honorary President. The Advisors will serve on appointed committees as ex offico members. ARTICLE VIII RESPONSIBILITIES OF THE ELECTED OFFICERS Section A. THE PRESIDENT shall have the duties described in the Bylaws, Article VI, Section A, with the addition of, but not limited to the following: 1. Preside at all meetings of the General Membership, the Executive Board, the BOG, and shall be an ex officio member of all committees with the exception of the Nominations and Election Committees. 2. Be entitled to vote in the event of a tie and/or when the vote is by ballot; be a voting member of the General Membership. 3. Ensure that the Constitution and Bylaws of the FWCSC are upheld. 4. Appoint a Parliamentarian, Standing Committee Chairs, Special Committee Chairs, and any other Special Committees deemed necessary. Presidential appointments shall be made after conference and with an approval vote from the Executive Board. 5. Approve all committee members with the exception of the Nominations and Elections Committee members. 6. Appoint a member to fill any vacancies occurring in the Executive Board or BOG, except those filled by succession. These appointments shall have the approval of the Executive Board in accordance with the Constitution, Article V, Section G. 7. Represent the FWCSC to the FLW community at such events as the FLW community information forum, FLW Councils, or any other community forums. The President may designate representatives to attend these meetings when/if necessary. 8. Confer with members of the BOG to review job descriptions and SOPs. 9. Be bonded at FWCSC expense in accordance with the Constitution, Article X. 10. Oversee and monitor the responsibilities of the following: a. Executive Board: 1 st and 2 nd Vice Presidents, Secretary, Treasurer, Assistant Treasurer, and Parliamentarian. b. Standing Committee Chairs: Activities, Community Outreach, Fundraising Event Coordinator, Historian, Hospitality, Liaisons (if applicable), Newsletter, Property Manager, Public Relations, Reservations, Scholarship, Vendor Relations, Ways and Means, Volunteer Coordinator, and Webmaster. c. Special Committees: Basket Auction, Budget Committee, Community Outreach Grant, Constitution and Bylaws, Craft Fair, Nominations and Elections, Scholarship, and Special Activity Clubs. 11. Call special or emergency meetings of the Executive Board, BOG and/or General Membership in accordance with the Constitution, Article XII. 12. Have authority to sign and write checks in the absence of the Treasurer, as referenced in FWCSC Constitution, Article VIII-Finances, Section B(1)(b). 13. Ensure audits are conducted in accordance with approved audit procedures as referenced in the Constitution, Article IX and the Bylaws, Article II, Section A. 14. Prepare a written article for the monthly FWCSC newsletter. 15. Request approval from the Approving Authority; sign memorandums of agreement for major fundraisers. Page 4 of 23

5 16. Approve and sign appropriate contracts for the FWCSC as referenced in the Constitution, Article VI, Section C. 17. Authenticate by signature all acts, orders, and proceedings of the organization and in general, to represent and stand for the FWCSC. 18. Biennially (odd years) request approval from the Approving Authority to operate as a Private Organization on Fort Leonard Wood with the Parliamentarian s assistance. 19. Direct an orderly and complete transition to the succeeding board; preside over a joint session of the outgoing and incoming boards in May. 20. Upon request, assist the FLW Engineer, Chemical, and the Military Police School POCs for organizing the Welcome and Farewell of the Spouses of the MSCOE Commanding General and Command Sergeant Major with the help of the BOG. 21. Maintain the password list for all FWCSC positions that require an official address; provide copy to Secretary. Section B. THE 1 ST VICE PRESIDENT shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: 1. Perform the duties of the President during a temporary absence, with the exception of signing legal documents; fulfill the term should the position be vacated, assuming all responsibility of the President. 2. Act as the Parliamentarian in the absence of the Parliamentarian. 3. Be a voting member of the Executive Board, the BOG, and the General Membership. 4. Serve on the Constitution and Bylaws Committee as an official member. 5. Serve on the Budget Committee as an official member. 6. Review and update membership forms upon appointment. a. Ensure membership forms are widely available and at all FWCSC sponsored events. b. Coordinate with Public Relations Chair and/or Webmaster the posting of membership form on official FWCSC website, 7. Conduct Membership Drive, coordinating publicity with the Public Relations Chair. a. Review and revise the Membership Drive SOP; present proposed revisions to the Executive Board for approval. b. Coordinate details of each function with the BOG, Public Relations Chair, to ensure optimal coverage and widespread publicity for the event through approved media: Newsletter and website; Reservations, Vendors Relations Coordinator, Historian, and any other member of the FWCSC needed to ensure a well-run event. 8. Verify eligibility as per the Constitution, Article IV and enroll all new members into the FWCSC. a. Maintain the membership forms and a database roster; forms and database is the sole property of the FWCSC and will not be sold or loaned. 9. Collect membership dues and remit to the Treasurer within five (5) working days. 10. Compile, publish, and distribute the FWCSC Membership Directory no later than 30 December and any supplements as needed. 11. Recommend membership fees to the BOG in May for the following fiscal year. 12. Provide a year-end copy of the membership list for the Policy and Precedents file. 13. Prepare a written article for the monthly FWCSC newsletter. Section C. THE 2 ND VICE PRESIDENT shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to, the following: 1. Preside at meetings in the absence of the President and 1 st Vice President. 2. Be a voting member of the Executive Board, BOG, and the General Membership. 3. Be responsible for making the necessary arrangement for the General Membership meetings (i.e. Luncheons). 4. Plan and execute monthly programs for the membership year of September-May. At least one, but not more than two, of the monthly programs shall be a Members Only Event as referenced in the Constitution, Article IV, Section D. Page 5 of 23

6 a. Member Only Events are coordinated as a reward for all current members. Guests are allowed to attend, however they are not allowed to participate in games, raffles and/or collect prizes. Eligible guests are encouraged to join FWCSC in order to participate in Member Only events. b. Coordinate Sharing is Caring projects with the assistance of the Hospitality Chair. Sharing is Caring is a monthly service project that the FWCSC offers to non-profit organizations in the military and outside civilian communities. FWCSC General Membership may donate on voluntary basis physical items requested by the non-profit. Monetary donations may be solicited. Propose a tentative program schedule no later than the August BOG meeting; upon approval, coordinate publication of program schedule with the 1 st Vice President for the Membership Welcome Booklet; with the Public Relations Chair, Newsletter Editor, and the Webmaster. Traditional programs include the December Wreath and Tree Auction and/or Silent Auction, and Members Only Bingo or Bunco with permission from the Approving Authority. c. Ensure dates are reserved with the appropriate event locations (3 rd Thursday, September May) and obtain signed contracts with the assistance of the President. d. Liaise with the event facility and assume responsibility for the details of each function to include menu, price, linen, tables/chairs, table decorations, and charitable donations for opportunities, as needed. e. Review bills received for all functions for accuracy, correct if necessary, and turn over to FWCSC Treasurer for payment. f. When appropriate, invite guest speakers to monthly programs; be responsible for purchasing speaker and/or guest gifts for FWCSC functions. g. Serve on the Budget Committee as an official member. 5. Provide a year-end copy of the monthly program list for the Policy and Precedents file. 6. Prepare a written article for the monthly FWCSC newsletter. Section D. THE SECRETARY shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: 1. Be the recording officer for all meetings of the Executive Board, the BOG and from General Membership meetings (ie. Luncheons) when official business is conducted. The recording of official business conducted at FWCSC luncheons will be included in the official FWCSC BOG minutes. a. Submit a rough draft of meeting minutes to the President no later than ten (10) days after each meeting. Distribute an electronic copy of the draft minutes to the BOG no less than one week prior to the next meeting. b. Upon approval, after any necessary corrections, submit a final copy electronically to FWCSC BOG members. c. Submit an electronic copy of the approved minutes to the Approving Authority. A copy of the monthly financial statements will be included with this dispatch. d. Properly enter any electronic votes and the results as reported from the Parliamentarian as an addendum to the minutes at the next scheduled board meeting. e. Minutes shall include the names of all members and their job title in attendance. 2. Be a voting member of the Executive Board, BOG, and the General Membership. 3. Prepare and distribute a BOG roster to board members, update as necessary. 4. Serve on the Budget Committee, acting as recorder at the request of the Treasurer, if applicable. 5. Be responsible for the storage and eventual destruction of FWCSC files. 6. Coordinate the collection and transfer of all Policy & Precedent files from the BOG members for transfer to the storage facility (Thrift Shop, Bldg. 493, Replacement Avenue, FLW). 7. Retain a copy of the password list for all FWCSC positions that require an official address provided by the President. Section E. THE TREASURER shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: 1. Ensure that all accounting procedures follow accepted accounting procedures and are in accordance with the Fort Leonard Wood Private Organizations Reference Guide. 2. Be a voting member of the Executive Board, BOG, and the General Membership. Page 6 of 23

7 3. Ensure all appropriate BOG members are bonded in accordance with the Constitution, Article X. 4. Ensure all expenditures are limited to those required to support the mission and activities listed in the Constitution. 5. Deposit all monies in respective accounts immediately upon receipt, or as soon as feasibly possible but no later than seventy-two (72) hours after receipt. 6. Reconcile all financial accounts on a monthly basis, with any discrepancy reported to the BOG immediately upon discovery. 7. Ensure a valid signature card for all financial accounts is signed no later than 1 June. Officers to be listed on the signature card include the Treasurer, Assistant Treasurer, and President. 8. Sign checks and pay all bills/disbursements within thirty (30) days as approved in the respective budget and as authorized by applicable committee. a. Amounts over five hundred dollars ($500+) and upwards to one thousand dollars ($1000) not budgeted require the approval of the President and BOG. b. Amounts over one thousand dollars ($1000+) not budgeted require approval of the President, BOG, and the General Membership. 9. Submit a monthly financial report to the BOG for review and inclusion in the meeting minutes. a. The financial report should include year-to-date information in comparison with budgeted figures. 10. Serve as Chair of the Budget Committee. 11. Prepare the annual operating budget for the fiscal year (1 June through 31 May) for all accounts; review budget proposal with BOG members and/or Special Committee Chairs; Present the proposed budget to the BOG (July) and General Membership (September) for approval. Review and revise, if necessary, the operating budget (January) with the Budget Committee and present recommendations to BOG for approval. 12. Responsible for any and all payment equipment and/or technology used by the FWCSC. 13. Submit all necessary financial records and support documentation for audit in accordance with audit procedures, Constitution, Article IX; completed audit report will be given to the President for review and presentation to the BOG. 14. Present a yearly financial review to the General Membership at the final General Membership meeting of the year. 15. Review, along with the President and Honorary President, Honorary Vice President, and Advisors, the insurance coverage maintained by the organization and amend if necessary. 16. Maintain a copy of the Inventory of all fixed assets as provided by: a. Property Manager b. 2 nd Vice President c. Fundraising Chairs d. Any other FWCSC board member with inventoried assets. 17. Perform collection duties on insufficient funds received by FWCSC, in accordance with the Treasurer SOP. 18. Ensure the following startup funds for the Incoming Board as referenced in the Constitution, Article VIII. a. The Operating Account must have a minimum of two thousand five hundred dollars ($2500). b. The Assistance Account must have a minimum of five hundred dollars ($500). c. All designated monies and scholarships are not considered part of this startup money. 19. Ensure that tax documents are valid, prepared, authenticated, and filed as referenced in the Constitution, Article IX. 20. File the IRS Form 990 (Federal Income Tax Return for Non-Profit Organizations) as required by Federal Law, and mail this return by certified mail, return receipt requested; provide copies of same to the President and retain in the Policy and Precedent File as referenced in the Constitution, Article XIII, Section B. 21. Maintain a Treasurer SOP for respective accounts as a reference and for audit purposes. Arrange for a timely and orderly transfer of the financial records with the newly elected Treasurer no later than 15 June while leaving sufficient funds in the Operating and Assistant accounts. 22. Maintain a Financial Policy and Precedents File (to include year-end income and expense summary and copy of IRS Form 990-EZ, signed and dated) with back up of files in a separate location. Documents shall be maintained for seven (7) active years plus the current year as referenced in the Constitution, Article XIII, Section B. Page 7 of 23

8 Section F. THE ASSISTANT TREASURER shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: 1. Ensure that all accounting procedures follow accepted accounting procedures and are in accordance with the Fort Leonard Wood Private Organizations Reference Guide. 2. Be a voting member of the Executive Board, BOG, and the General Membership. 3. Be bonded at FWCSC expense as per the Constitution, Article X. 4. Ensure all expenditures are limited to those required to support the mission and activities listed in the Constitution. 5. Submit all funds collected through the mail or after an event to the Treasurer within five (5) business days of receipt. 6. Perform any other duties as requested by the President and Treasurer. 7. Perform the duties of Treasurer during a temporary absence. In the event of Treasurer s resignation, reference the FWCSC Constitution, Article V-Governing Body of the FWCSC, Section G(3). ARTICLE IX THE APPOINTED OFFICER Section A. THE PARLIAMENTARIAN shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: 1. Be appointed by the President with the approval of the Executive Board. In case of vacancy, the Executive Board shall approve any appointments by the President in accordance with the Constitution, Article V, Section G. 2. Be a non-voting member of the Executive Board, the BOG, and any Committees upon which he/she may be asked to serve; retains the right to vote at General Membership meetings. 3. Advise the President, BOG, and Committees on matters of parliamentary procedure. 4. Act as the parliamentary authority on all procedures to ensure orderly conduct as outlined in the most current edition of Robert s Rules of Order in accordance with the Constitution, Article III. 5. Execute electronic and/or telephonic voting as referenced in the Constitution, Article XI, Section C. 6. Chair the Constitution and Bylaws Committee: a. Convene Constitution and Bylaws Committee no later than 1 November in the organization s year ending in an odd year. b. Ensure Committees are in accordance with prescribed procedures as outlined in the Constitution, Article VI. c. Assist the President in submitting the approved documents to the Approving Authority for revalidation as a private organization to operate on Ft. Leonard Wood. Review and revise the Revalidation SOP as needed. 7. Ensure the availability of the FWCSC Constitution and Bylaws to the FWCSC General Membership. a. Any FWCSC member may request a copy of the FWCSC Constitution and Bylaws. b. Said documents shall be posted on the official website of FWCSC. 8. Chair the Nominations and Elections Committee following procedures outlined Nominations and Elections SOP. 9. Present the Nomination Slate to the General Membership at the March luncheon/event. Preside over elections at the April General Membership meeting in accordance with the Bylaws-Election of Officers and Election of Officer s Procedure SOP. 10. Oversee the installation ceremony inducting the new FWCSC Executive Board at the May General Membership meeting as outlined in the Installation Ceremony SOP. ARTICLE X RESPONSIBILITIES OF THE STANDING COMMITTEE CHAIRS Section A. THE ACTIVITIES CHAIR shall have the duties described in the Bylaws, Article VI, Section A and Article XII, Section I, with the addition of, but not limited to the following:. Page 8 of 23

9 a. Review and revise, if necessary, the ACTIVITIES SOP; present proposed revisions to the Executive Board for approval reference the Bylaws, Article XII, Section I. b. Present a proposed budget for Activities to the Budget Committee to review at the July and January Budget Committee meetings. a. Schedule monthly activities/tours with wide appeal. i. Activities/Tours include but not limited to: 1. Lebanon Compass Caravan usually held in September; Sponsored by Lebanon Chamber of Commerce. 2. Rolla Compass Caravan usually held in October; Sponsored by Rolla Chamber of Commerce. 3. Ten-Miler Compass Caravan usually held in November; Sponsored by Waynesville/St. Robert Chamber of Commerce. ii. Coordinate with FWCSC active members in good standing to become Point of Contacts for monthly activities, as referenced in the FWCSC Constitution, Article IV-Membership. iii. Coordinate details of each activity/tour. This should include (but not be limited to) departure, location, time, travel route, itinerary at destination, and possible lunch locations. In the case of activities, arrange for speaker or instructor; coordinate location, time, date; provide plans for refreshments and/or lunch; determine number of persons activity will accommodate, maintain a signup sheet, and notify participants in the event of change of plans. 1. Activities fees, if applicable, for any FWCSC Activities will be used for supplies and equipment. Fees cannot be refunded unless class cancellation by the FWCSC Activities Chair with BOG approval. iv. POCs should have a copy of the FWCSC BOG Roster; Copies of member-interest signup lists obtained from the annual Membership Signup Drive. b. Provide Newsletter Editor with a flyer or detail information for publication, follow up activity with pictures. Also supply Public Relations Chair and/or local media with information about the upcoming activities. Section B. THE COMMUNITY OUTREACH PROGRAM CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Establish a COMMUNITY OUTREACH PROGRAM SOP at the beginning of the organizational year and present it to the Executive Board for approval no later than 1 August. The guideline must incorporate the current year s FWCSC Mission Statement and include: i. Open and Close dates for Community Outreach solicitation and application. ii. Eligibility criteria for those wishing assistance. iii. Disbursement formula and distribution plan, using an established budget. 1. To ensure the widest diversity of population is served, no one organization or entity may receive more than thirty percent (30%) of the entirety of funds available. b. Present a proposed budget for Community Outreach to the Budget Committee to review at the July and January Budget Committee meetings. a. Chair the Community Outreach Committee as outlined in Bylaws, Article XI. b. Forward committee recommendations to the BOG for approval; grants shall then be presented to the General Membership for approval NLT the April General Membership meeting; maintain accurate records of requests/awards. Page 9 of 23

10 c. Ensure all approved grants are within the approved Community Outreach budget. d. Coordinate with the Treasurer and/or Assistant Treasurer for the issuance of checks for all disbursements. Section C. THE FUNDRAISING EVENT COORDINATOR shall have the duties described in the Bylaws, Article VI, Section A with the addition of Bylaws, Article XI, Sections B & F-Responsibilities of Special Committee Chairs, but not limited to the following: If the Fundraising Coordinator position remains vacant, then the President, will appoint coordinators/chairpersons to be approved by the Executive Board for the Basket Auction and Craft Fair committees as referenced in the FWCSC Constitution, Article VII-Standing and Special Committees, Section B. a. Establish and/or revise the FUNDRAISING EVENT SOP for each event at the beginning of the organizational year and present it to the Executive Board for approval no later than 1 August. i. Compile a list of all donations received each year formatted to the auditor s specifications, if applicable. ii. Coordinate community support to avoid overtaxing our most supportive organizations and/or businesses b. Present a proposed budget for each of the Fundraising Events to the Budget Committee to review at the July and January Budget Committee meetings. a. Oversee and monitor the following Special Committee Chairs/Coordinators as referenced in the Bylaws, Article XI, Sections B and F for specific roles of each. i. Basket Auction ii. Craft Fair b. Coordinate with the Approving Authority and the Executive Board the date for the annual Craft and Antique Fair (3 rd Saturday of November) and for the Basket Auction (late February - early March). i. President shall sign final contract. ii. Other fundraising events may be established after approval of the BOG and the Approving Authority. c. Act as liaison with the DFMWR, Garrison Command, and/or other available avenues to provide equipment, table set-up, and other logistical needs for fundraising event. Section D. THE HISTORIAN shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Establish a HISTORIAN SOP at the beginning of the organizational year and present it to the Executive Board for approval no later than 1 August. b. Present a proposed budget for the Historian to the Budget Committee to review at the July and January Budget Committee meetings. a. Coordinate coverage of all FWCSC sponsored functions; if unable to attend, find a replacement. b. Organize and maintain historical data in scrapbooks and/or digital photo albums, including BOG rosters, Membership, Scholarship, and Community Outreach Grant disbursements and highlights, Special Event synopses, local newspaper articles, including those appearing in The Guidon, photos from FWCSC sponsored events, and other items of historical interest. c. Maintain three (3) digital photo albums: for the President, Honorary President and the FWCSC Historical Album highlighting important events within the organization. Page 10 of 23

11 d. Ensure that a group photo is taken of the BOG and included in the scrapbook/photo album. e. Coordinate long- and short-term storage of FWCSC scrapbooks and/or digital photo albums with the Property Manager. Section E. THE HOSPITALITY CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Establish a HOSPITALITY SOP at the beginning of the organizational year and present it to the Executive Board for approval no later than 1 August. b. Present a proposed budget for Hospitality to the Budget Committee to review at the July and January Budget Committee meetings. a. Purchase centerpieces/raffle prizes for all luncheons. b. Assist the 1 st Vice President in providing hospitality duties at the Membership Sign Up Drive. c. Assist the 2 nd Vice President in providing hospitality duties at the monthly membership luncheons. d. Welcome new members to FWCSC monthly functions. e. Responsible for collecting donations for opportunity tickets at the monthly luncheons to membership for charitable door prizes (must be present to win); announcing the winning ticket drawn and providing members with charitable vendor door prizes; nametags are used for drawings of vendor door prizes. Section F. THE LIAISONS positions may be created, changed, or abolished at the direction of the President with the approval of the Executive Board and the BOG. Duties shall be limited to the following: 2. Be a member in good standing of both the FWCSC and their respective organizations. 3. Be a non-voting member of the BOG but will retain their voting privileges at General Membership meetings. 4. Shall be invited to attend all BOG meetings as the representative of their primary organizations and make appropriate monthly reports. 5. Liaison will be encouraged to contribute articles to newsletter pertaining to their respective organizations. Section G. THE NEWSLETTER EDITOR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Review and revise, if necessary, the NEWSLETTER SOP; present proposed revisions to the Executive Board for approval no later than 1 August. b. Present a proposed budget to the Budget Committee to review at the July and January Budget Committee meetings. a. Appoint, with the approval of the President, a committee to assist with the writing, editing, and/or distribution of the newsletter. b. Create and develop creative vision (layout and presentation) for the FWCSC monthly newsletter (August-May). c. Set and publish deadlines for publications; Review and recommend rate changes to the advertising contracts; Contact advertisers in July (by visit or letter) to secure for the August issue. Recommended changes will be approved by the Executive Board. d. Acquire draft approval of the newsletter from the President prior to publishing first issue and/or subsequent issues, if needed. Page 11 of 23

12 e. Publish and distribute the newsletter conforming to the standards of the Newsletter SOP. i. FWCSC members shall receive their newsletter electronically via unless the member specifically and in writing requests otherwise. ii. FWCSC advertisers shall receive their newsletter electronically via unless the advertiser specifically and in writing requests otherwise. iii. All copying and mailing shall be in accordance with the Fort Leonard Wood Private Organizations Reference Guide. iv. Mailing will be by 1 st class postage or using bulk mail permit. v. Retrieve monthly (updated) membership roster from 1 st Vice President to ensure that new members receive monthly newsletter. Section H. THE PROPERTY MANAGER shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Establish a PROPERTY MANAGER SOP at the beginning of the organizational year and present it to the Executive Board for approval no later than 1 August. b. Review and revise, if necessary, the SILVER LOAN SOP; coordinate publication with the Newsletter Editor and the FWCWC Webmaster, if applicable. c. Present a proposed budget for the Property Manager to include storage maintenance, office supplies, and restoration for the FWCSC Silver Closet to the Budget Committee to review at the July and January Budget Committee meetings. a. Maintain a current inventory of all FWCSC property, providing copies to appropriate parties when necessary. i. Maintain an inventory, to include photos, of all FWCSC fixed assets. Coordinate repair or refurbishment of fixed assets with BOG approval using the established budget. ii. A final inventory will be conducted upon change of Property Manager under the supervision of the Incoming and Outgoing President. b. Maintain a member check out log or hand receipt record, as appropriate of all FWCSC property. c. Coordinate repair or refurbishment of real property items with BOG approval using the established budget. d. Maintain an inventory, to include photos, of all FWCSC fixed assets and silver, ensuring inventory matches insured property. e. Coordinate repair or refurbishment of silver items with BOG approval using the established budget. f. Update maintenance agreements, if applicable, and provide copies to the Secretary. g. Recommend the proper amount of insurance coverage to the BOG for consideration based upon current appraisals for fixed assets. h. Ensure that all keys to the FWCSC storage facility, if applicable are accounted for and properly signed for; key control registry for all keys and locks must be updated regularly. i. Provide a list of fixed assets, to include key registries, to the Treasurer for inclusion in annual or special audits. j. Coordinate with the 2 nd Vice President, Basket Auction Chair, Craft Fair Chair, and any other board member for decorations needed at FWCSC events. Section I. THE PUBLIC RELATIONS CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: Page 12 of 23

13 a. Review and revise, if necessary, the PUBLICITY SOP; present proposed revisions to the Executive Board no later than 1 August for approval. The PUBLICITY SOP must incorporate the publicity for fundraising events based on the recommendation of the planning committees. b. Present a proposed budget to the Budget Committee to review at the July and January Budget Committee meetings. a. Incorporate the FWCSC newsletter and the FWCSC website into a cohesive and consistent plan to provide the General Membership and the Fort Leonard Wood Community approved and official information concerning FWCSC activities as well as the FWCSC operating standards and practices. b. Ensure that all copying and mailing is in accordance with the Fort Leonard Wood Private Organization Reference Guide and AR Private Organizations on Department of the Army Installations. c. Responsible for working with planning committee POCs: i. Basket Auction ii. Craft Fair iii. 1 st Vice President Annual Membership Drive iv. 2 nd Vice President Monthly Programs (i.e., luncheons, service project, etc.) d. Develop and maintain a relationship with local military and civilian media outlets. i. Build and maintain a database of current media contacts. ii. Serve as a Liaison between committee chairs and local military outlets. e. Maintain and update the FWCSC Facebook page, and other social media platforms as needed. Section J. THE RESERVATIONS CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Review and revise, if necessary, the RESERVATIONS POLICY to be presented to the Executive Board for approval no later than 1 August. i. Reservations Policy must include provisions for no shows, walk-ins, and arrearages. ii. Reservations Policy shall be made public to membership in cooperation with the Newsletter Editor and webmaster for inclusion on the FWCSC website. iii. Reservations Policy must include provision stating that no further reservations will be accepted until the amount in arrears is paid in full. b. Present a proposed budget for Reservations to the Budget Committee to review at the July and January Budget Committee meetings. a. Coordinate reservations for General Membership meetings and special events sponsored by the FWCSC; maintain accurate members and guest list of each function, as per the Constitution, Article IV, Section D, inform 2 nd Vice President with the official count. i. Accurate guest count and/or list must be reported to the 2 nd Vice President prior to the catering deadline. ii. Send out monthly General Membership meeting/luncheon invitations electronically via detailing the program, service project, menu, cost, RSVP date, and policy of no shows to permanent/non-permanent FWCSC membership; confirm receipt of reservations. iii. Send out monthly reminders about upcoming FWCSC activities. iv. Reservation list shall be verified against membership roster, as per the Constitution, Article IV, Section A (1-3). 1. Guests eligible for membership may only attend one General Membership meeting before being required to join, as per the Constitution, Article IV, Section D. b. Ensure members and/or guests who make reservations for FWCSC activities are held responsible for payment. Page 13 of 23

14 c. Prepare, distribute, and store permanent nametags for membership and temporary nametags for guests. Section K. THE SCHOLARSHIP CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Review and revise the Scholarship Committee SOP and present it to the Executive Board for approval NLT 1 August. b. Present a proposed budget for Scholarship to the Budget Committee to review at the July and January Budget Committee meetings. a. Chair the SCHOLARSHIP COMMITTEE as outlined in the Bylaws, Article XI. b. Forward committee recommendations to the BOG for approval; scholarship monies distribution shall then be presented to the General Membership for approval NLT the April General Membership meeting; maintain accurate records of awardees and amount of scholarship monies for each. c. Ensure all approved scholarship monies are within the approved Scholarship disbursements. d. Coordinate with the Treasurer and or Assistant Treasurer for the issuance of checks for all scholarship awardees. Section L. THE VENDOR RELATIONS CHAIR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: a. Review and revise the VENDORS RELATIONS SOP; present proposed revisions to the Executive Board for approval no later than 1 August. b. Present a proposed budget for Vendor Relations to the Budget Committee to be reviewed at the July and January Budget Committee meetings. a. Establish a vendor application/contract yearly, or as needed, and present to the Executive Board for approval no later than 1 August. b. Serve as POC for all vendors invited to FWCSC functions. i. Recruit, notify, and encourage participation of vendors in a timely manner for upcoming events. ii. Follow up with vendors within 24 hours of the event, thanking them for their participation and reminding them of the next event. c. Arrive at least one (1) hour prior to FWCSC functions to coordinate vendor tables, ensuring vendor tables are correctly identified, assigned, and to assist vendors upon their arrival. d. Collect vendor table fees prior to set up and submit to Treasurer before the conclusion of the event. e. Coordinate with the 1 st and 2 nd Vice President for all membership events and luncheons. f. Publicize the application process and policy on the official FWCSC website and the FWCSC official newsletter, and/or any other means of approved media sites. g. Retain a file copy of the signed vendor contracts. Collect vendor table fees and charitable donations at monthly functions. Vendors may attend all General Membership meetings unless the BOG should specify an exception to the rule. h. Track and monitor all vendor applications, ensuring a variety of vendors are available at membership meetings, when appropriate. Section M. THE VOLUNTEER COORDINATOR shall have the duties described in the Bylaws, Article VI, Section A with the addition of, but not limited to the following: Page 14 of 23

15 a. Review and revise, if necessary, the VOLUNTEER COORDINATOR SOP; present proposed revisions to the Executive Board for approval no later than 1 August. b. Present a proposed budget for Volunteer Coordinator to the Budget Committee to review at the July and January Budget Committee meetings. a. Solicit, organize, and manage volunteer corps to perform the service activities of the FWCSC. i. Serves as the Organizational Point of Contact (OPOC) for the FWCSC, Army Volunteer Corps Advisory Council (AVCAC), and attend all scheduled council meetings. ii. Complete Volunteer Management Information System (VMIS) training classes as provided by the Fort Leonard Wood Army Volunteer Corps Manager (AVCM) within thirty (30) days of accepting the duties as the Volunteer Coordinator. iii. Review and edit, if necessary, all posted volunteer job descriptions in VMIS. iv. Conduct a VMIS training class for all BOG members on or before the October BOG meeting. v. Ensure all volunteers are properly registered with all required forms (SOP); track and monitor all volunteer applications. vi. Ensure all FWCSC volunteers utilize VMIS for their volunteer service recording or record hours for the volunteer after receiving written permission to do so. vii. Record all volunteer positions, awards, and training hours in VMIS. b. Work with committee chairs to assist in recruiting volunteers. c. Coordinate with the Army Volunteer Corps Coordinator (AVCC) to obtain the appropriate information and deadline dates for submission of Volunteer of the Quarter/Year nominees. d. Work with the President for nominations and prepare for the Fort Leonard Wood Volunteer of the Quarter award packets for submission. e. Ensure that all volunteer activities are in accordance with the Ft. Leonard Command Policy , AR (Chapter 5, Section IV), AR 215-1, and DoDI Section N. WAYS & MEANS shall have the duties of, but not limited to the following: a. Review and revise the Ways and Means SOP; present proposed revisions to the Executive Board for approval no later than 1 August. b. Present a proposed budget for Ways & Means to the Budget Committee to review at the July and January Budget Committee meetings. a. At the beginning of board year, audit the inventory of Ways & Means from the previous year and submit an inventory and verification to the Treasurer. Submit inventory no later than 31 May. b. Maintain an inventory of items on hand, and present to BOG a selection of possible items for review. c. Act as the sole purchasing agent for the Ways & Means. i. Organize and conduct a Ways & Means table at FWCSC function when feasible. ii. Operate a vendor table at other Fort Leonard Wood venues with BOG and DFMWR approval. d. Coordinate with the Treasurer for payment of purchases or orders. e. Remit all sales proceeds to Treasurer within fiver (5) working days. f. Be in compliance with all military post requirements regarding fundraising activities. g. Ensure President coordinates with the installation and the JAG office to get approval to offer items for suggested donation at the monthly luncheons as soon as new board is in position. h. Prepare an After Action Report (AAR) by 31 May. Page 15 of 23