Board of Governors' (BoG) Handbook

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1 Board of Governors' (BoG) Handbook

2 Table of Contents Section 1: General Responsibilities and Job Descriptions Board of Governors Overview 3 Board of Governors Responsibilities LSC Board Substitutions President 6 First Vice President.. 7 Second Vice President.. 8 Secretary 9 Administrative Treasurer. 10 Welfare Treasurer. 11 Parliamentarian. 12 Advisors.. 13 Membership 14 Programs. 15 Newsletter 16 Publicity.. 17 Website 18 Historian. 19 Reservations 20 Childcare Special Activities. 22 Retired Liaison Charitable Thrift Shop. 25 Scholarship. 27 Section 2: General Information and Forms BoG Meeting Agenda Template.. 30 Seating Chart. 31 Parliamentary Procedure Simplified LSC Forms Membership Application Reimbursement Voucher.. 36 Welfare Request Form Childcare Reimbursement Voucher Candidate Information Form Social Hosting Guide and Checklist

3 Section 1: General Responsibilities and Specific Job Descriptions Board of Governors Overview 2

4 The Board of Governors shall be the governing body of the LSC (previously known as the Luke Officers Spouses Club or LOSC) and shall direct the operation of the LSC. All positions on the Board of Governors have General Responsibilities. These General responsibilities apply to all positions. Responsibilities that are specific to each position are more clearly defined under each position. Board of Governors Officer Positions: * Honorary President * Honorary Vice President * Advisors * President * First Vice President Membership Programs Newsletter Publicity Website Historian Reservations Childcare Special Activities Retired Liaison * Second Vice President Charitable Thrift Shop Scholarship * Denotes Executive Board positions. The Executive Board positions report to the President, with the exception of the Honoraries and Advisors. 3

5 BoG General Responsibilities: LSC BOARD OF GOVERNORS' HANDBOOK a. Attend all Board of Governors meetings. If unable to attend, notify First Vice President and Second Vice President of absence prior to meeting. More than two (2) unexcused absences from Board meeting may result in termination of Board member s term. b. Attend all LSC sponsored activities. If unable to attend, notify President or First Vice President of absence prior to event. c. Board reports listing all activities and financial obligations for the previous month shall be submitted monthly to the Secretary and both Vice Presidents. d. Submit all voucher sheets in a timely manner. All receipts must be submitted by 15 May for reimbursement to allow adequate time for books to be closed by 31 May. e. Review job description annually and revise, if needed, in September; return it to Parliamentarian in October. f. All elected and appointed members of the Board of Governors will maintain previous and current year job descriptions and records for one (1) previous year and the current year. Exceptions: The Administrative Treasurer and the Welfare Treasurer will maintain financial records for seven (7) previous years and the current year. g. Records reflecting major changes in the operation or makeup of the organization will be retained in perpetuity by the Parliamentarian. h. Write year-end report due at the May Board Meeting and submit to the Executive Board. i. Maintain notebook with the following required information: Current Calendar of Events Current Board of Governors Roster Current Chart of Chair Substitutions LSC Handbook, By-Laws and Constitution Thrift Shop By-Laws Specific Job Description and relevant information to position (i.e. POCs, passwords, chair-specific event planning, etc) Monthly Meeting Agendas and Minutes Administrative and Welfare Budget for the Current Year Thrift Shop Budget for the Current Year Board Reports for the Position Help from the Previous Year and the Current Year j. Give notebook to successor at the June Board Meeting. If you are unable to attend June Board Meeting please arrange a date before the Board Meeting to turn over notebook or turn notebook over to President, so that it can be forwarded to successor at June Board Meeting. k. Use and regularly monitor the Official LSC for their position. l. Chair position substitutions will be executed through the following chart: 4

6 LSC Board Substitutions When a LSC Board of Governors chair will be absent for a Board meeting or LSC-sponsored event, the appropriate chair will fill in for that absent chair. The substitute will ensure that the responsibilities of that chair are executed in their absence. CHAIR FILLED BY (IN ABSENCE) FILLS IN FOR (IN ABSENCE) President 1st Vice President 2nd Vice President 1st Vice President 2nd Vice President President 2nd Vice President President 1st Vice President Secretary 1st Vice President Parliamentarian Admin Treasurer Welfare Treasurer Welfare Treasurer Welfare Treasurer Admin Treasurer Admin Treasurer Parliamentarian President N/A Membership Scholarship Scholarship Programs Reservations Reservations Newsletter Website Website Publicity Newsletter Newsletter Website Publicity Publicity Historian Retired Liaison N/A Reservations Programs Programs Childcare Special Activities Childcare Special Activities Childcare Special Activities Retired Liaison President Historian Charitable 2nd Vice President N/A Thrift Shop Thrift Shop Manager N/A Scholarship Membership Membership 5

7 President The President exercises general supervision over the affairs and activities of the LSC. Special Responsibilities: a. Presides at all Membership, Executive Board, and Board of Governors meetings. b. Appoints the Parliamentarian and Committee Chairmen with the approval of the Executive Board. c. All vacancies in the Executive Board, excluding the President, shall be filled by Presidential appointment with Board of Governors approval. d. Makes appointments to the standing committees when vacancies occur during the year, with consent of the Advisor(s) and corresponding Vice President. e. Assists in and approves the selection of all Co-Chairmen. f. Explains the duties of all Committee Chairmen. g. Serves as Ex-Officio member of all committees except the Nominating Committee. h. Serves as Advisor to the newsletter, Thrift Shop, Scholarship and any special and standing committees. i. Attend meetings of the Thrift Shop as a member of the Thrift Shop Executive Board. j. Is a member of the Administrative and Welfare Budget Committee. k. Presents proposed Administrative and Welfare Budget to general membership. l. Is a member of the Constitution and By-Laws Committee. m. Buys and presents Board of Governors appreciation gifts. n. Welcome new members at LSC functions. o. Calls special meetings of the membership, the Executive Board and the Board of Governors, if necessary. p. Has the following officials report directly to her/him: Parliamentarian, and members of the Executive Board. q. Has signatory authority and may countersign all Administrative and Welfare Treasury checks. r. In the case of an emergency, may authorize the expenditure of no more than $100/month with the approval and notification of the Treasurer and notification of the Advisor(s). s. Approves contracts not requiring a vote of the general membership. t. Attends or appoints a representative to attend the Luke Officers Club Advisory Council meetings. u. The President, First Vice President, and the Club 56 Manager shall maintain a key to the LSC Storage Closet, located in Club 56. v. Purchases gifts for the Advisor(s), Honorary President, and Honorary Vice President, as needed. w. Approves minutes of all meetings of the LSC. x. Proofreads the newsletter before publication. y. Is thoroughly familiar with the operating procedures and guidelines. z. Administers Parliamentary procedures fairly and impartially. aa. Makes no motions or amendments, and has no vote except in a tie. bb.creates special and temporary committees with Executive Board approval and the Advisor(s). cc. Makes all reservations for the year calendar of LSC activities, including Board Meetings, with 6

8 dates and times, with the Club 56 Catering Staff. dd.the current President, First Vice President, and the Club 56 Manager shall maintain a key to the LSC Storage Closet, located in Club 56. ee. Fulfills duties of the Second Vice President in her/his absence (not in the case of vacancy). ff. If the President cannot fulfill her/his duties, the First Vice President will assume her/his duties. 7

9 First Vice President The First Vice President is the primary assistant to the President and coordinates all social activities. Special Responsibilities: a. Assists the President, assumes her/his duties in her/his absence, and assumes the office of President upon vacancy. b. Buys the President s end of year appreciation gift. c. Serves as Advisor to all social committees. d. May countersign all Administrative Treasury checks. e. Is a member of the Administrative and Welfare Budget Committee. f. Is a member of the Constitution and By-Laws Committee. g. Serves as Custodian of the Club properties and maintains current inventory. She/he shall inventory all LSC property in June and be responsible for checking it out (which is handled by the library as of August 2013). Notify the Executive Board of any loss or damage of property. The Administrative Treasurer also keeps records of the property. Only LSC members may use LSC property and it must be used in the rooms of Club 56. h. Takes all minutes in the absence of the Secretary. i. Is totally familiar with the duties of and assist the President with appointing specifically the following Chairs: Membership Programs Newsletter Publicity Website Historian Reservations Childcare Special Activities Retired Spouses' Liaison j. Supervises and/or acts as Interim Chair for social committees. k. Selects and upon Board of Governors approval purchases welcome gift for new LSC Members. l. Advises Programs Chair to ensure event planning is executed smoothly. Steps in and helps with coordination between the Board of Governors and Club 56 when Programs Chair needs assistance. m. Is the Chair or appoints one for decorating Club 56 for Christmas. This should be accomplished by the September Board Meeting. n. The President, First Vice President, and the Club 56 Manager shall maintain a key to the LSC Storage Closet, located in Club 56. o. Is responsible for all matters concerning Protocol. p. Reports, in the Administrative Treasurer s absence, Administrative Treasury motions to the President for inclusion on the agenda. q. Verify with the Administrative Treasurer all money matters and sign off for expenditures each month. 8

10 r. Fulfills duties of President in her/his absence (does not include the case of vacancy). Takes all meeting minutes in the absence of the Secretary. s. If the First Vice President cannot fulfill her/his duties, the Second Vice President will assume her/his duties (does not include the case of vacancy). 9

11 Second Vice President The Second Vice President is the secondary assistant to the President, primary assistant to the First Vice President and coordinates all charity business conducted by the LSC. Special Responsibilities: a. Assists the President, assumes the duties of First President in her/his absence, and assumes the office of First Vice President upon vacancy. b. Serves as Advisor to all welfare committees. c. Is totally familiar with the duties of and assists the President with appointing specifically the following Chairs: Charitable Thrift Shop Scholarships a. May countersign all Welfare Treasury checks. b. Is a member of the Administrative and Welfare Budget Committee. c. Is a member of the Constitution and By-Laws Committee. d. Supervises and/or acts as Interim Chair for welfare committees. e. Assists the Charitable Chair for any fundraising activity, including the VA Christmas Party and Chairs the Fighter Country Golf Tournament. f. Is a member of the Thrift Shop Executive Board. g. Is responsible for ensuring that Thrift Shop maintains records (for example inventory, tax returns, etc.). h. Serves on the Scholarship Committee. i. Reports, in the Welfare Treasurer s absence, Welfare Treasury motions to the President for inclusion on the agenda. j. Reports Second Vice President activities monthly at Board of Governors meetings. k. Fulfills the duties of First Vice President in her/his absence (does not include the case of vacancy). l. If the Second Vice President cannot fulfill her/his duties, the President will assume her duties (does not include the case of vacancy). 10

12 Secretary The Secretary is the chief recording officer and the custodian of the records of the LSC. She/He is responsible for maintaining all correspondence received by and sent by the LSC. Special Responsibilities: a. Takes the minutes of all meetings of the LSC, the Board of Governors and the Executive Board. b. Records minutes of any special meetings (e.g., budget, scholarship, Constitution, etc). c. Records minutes and motions brought to the floor at general membership meetings. d. Provides copies of the minutes and Board reports to/for the Board of Governors. e. s the minutes and Board reports to the all Board of Governors members prior to the next Board meeting. g. Handles all correspondence of the LSC. Picks up and distributes mail from the Club 56 Office in a timely manner. Maintains correspondence for two (2) years. h. Purchases and maintains stationary and other office supplies. i. Is responsible for set-up before each Board meeting. j. Prepares roster of LSC Board members and chairs. k. Maintains the meeting minutes of every meeting for three (3) years. l. Maintains official file of written monthly reports of Board of Governors for seven (7) years. These may be stored in the LSC storage closet in Club 56. m. Maintains the Secretary Notebook, including Operating Procedures and Guidelines, Minutes Outline forms used at Board and Business Meetings in recording, information used in preparation of Minutes, log of correspondence received (for two (2) years), Stationary supplies location, letters sent and Board reports n. Is a member of the Administrative and Welfare Budget Committees. o. Is a member of the Constitution and By-Laws Committee. p. Administers and records any phone/ votes as directed by the President in the absence of the Parliamentarian. r. Serves as Custodian of the permanent records of the LSC; that is, the Monthly Board of Governors Minutes and Treasurer Reports. q. Fulfills the duties of the Parliamentarian, in his/her absence. r. If the Secretary cannot fulfill her/his duties, the First Vice President will assume her duties (does not include the case of vacancy). 11

13 Administrative Treasurer The Administrative Treasurer is responsible for maintaining the Administrative Budget, called the Operating Fund, IRS # Special Responsibilities: a. Prepares the administrative budget and serves as the Chairman of the Administrative Budget Committee. b. Receives income from members dues and Newsletter advertising. c. Promptly pays all LSC bills, disburses available funds, and keeps accurate records of all disbursements and revenues. d. Has the President or the First Vice President countersign all checks for unbudgeted amounts of $500 (Five Hundred Dollars) or more. e. Is the custodian of all LSC monies except those allotted to the Welfare Treasury. f. Is aware at all times of the overall financial position of the LSC. g. Reconciles the monthly bank statement and balances the books prior to Board meetings. h. Accurately records income and payments in the Administrative Treasurer's Ledger Book. i. Keeps all receipts and bills and stores them in an organized fashion. j. Buys business liability insurance annually (or as needed); sends copy to the individual who overseas private organizations at the 56th Force Support Squadron (FSS) k. Prepares and presents at Board meetings a monthly report which includes: a detailed financial statement for that month and a year-to-date statement. l. Deposits all membership dues received from the Membership Chair. Also, verifies any deposits to the account. m. Prepares and oversees the mid-year administrative budget review meeting in January and end of year budget meeting to prepare a proposed budget for the following year; provides a report for these meetings. n. All books should be closed on or before 31 May, coinciding with the Board year, and no later than 30 June. o. Presents records for audit upon resignation, at the end of the Board year, and at any time the 56th Mission Support Group Commander or designee or the Executive Board call for it. p. Monitors all LSC financial administrative matters and assures that they are at all times in keeping with the dictates of the IRS and State Rules and Regulations for Tax-Exempt Social Organizations. q. Files any required tax forms with the IRS, IRS # r. Keeps all records for seven (7) years in case of an IRS audit. s. Is a member of the Constitution and By-Laws Committee. t. Fulfills the duties of the Welfare Treasurer in her/his absence (does not include the case of vacancy). u. If the Administrative Treasurer cannot fulfill her/his duties, the Welfare Treasurer will assume her/his duties (does not include the case of vacancy). 12

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15 Welfare Treasurer The Welfare Treasurer is responsible for maintaining the Welfare Budget called the Charity Fund IRS # Special Responsibilities: a. Prepares the welfare budget and serves as Co-Chairperson of the Administrative and Welfare Budget Committee. b. Researches and presents welfare requests and motions for all unallocated welfare funds to the Board of Governors. May appoint a Welfare Review Committee to include the President, Second Vice President, Parliamentarian, Advisor(s), Administrative Treasurer, Thrift Shop Chairman, and up to three members of the LSC not serving on the Board of Governors. Approval and denial letters for donation requests will be written by the Secretary. c. Receives monies from Thrift Shop and outside donations. d. Disburses welfare funds. Pays commitments approved by the Board of Governors and/or general membership. Maintains accurate records of welfare accounts. e. Collects money at all fundraising activities and receives a quarterly check from the Thrift Shop. f. The President or the Second Vice President should countersign all checks for unbudgeted amounts of $500 (Five Hundred Dollars) or more. g. Is the custodian of all LSC monies allotted to the Welfare Treasury. h. Is aware of at all times of the overall financial position of the LSC. i. Reconciles the monthly bank statement and balances the books prior to the Board meetings. j. Prepares and presents at Board meetings a monthly report which includes a detailed financial statement for that month and a year-to-date statement. k. Verifies any deposits to the Welfare account. l. Prepares and co-chairs the mid-year budget review meeting in January and end of year budget meeting to prepare a proposed budget for the following year; provides a report for these meetings. m. All books should be closed on or before 31 May, coinciding with the Board year, and no later than 30 June. n. Presents records for audit upon resignation, at the end of the Board year, and at any time the 56th Mission Support Group Commander or designee or the Executive Board call for it. o. Monitors all LSC financial welfare matters and assures that they are at all times in keeping with the dictates of the IRS and State Rules and Regulations for Tax-Exempt Organizations. p. Files any required tax forms with the IRS by the fifth (5th) month after the end of the fiscal year.. q. Keeps all records for seven (7) years in case of an IRS audit. r. Is a member of the Constitution and Bylaws Committee. s. Is a member of the Scholarship Committee. t. Attends meetings of the Thrift Shop as a member of the Thrift Shop Executive Board. u. Fulfills the duties of the Administrative Treasurer in her/his absence (does not include the case of vacancy). v. If the Welfare Treasurer cannot fulfill her/his duties, the Administrative Treasurer will assume 14

16 her/his duties (does not include the case of vacancy). LSC BOARD OF GOVERNORS' HANDBOOK 15

17 Parliamentarian The Parliamentarian is responsible to advice and counsel the Board of Governors on all matters relating to policy and procedure. Special Responsibilities: a. Appointed by the President to serve a term of one (1) year beginning in June. b. Serves as a non-voting member of the Executive Board and the Board of Governors. c. Serves as advisor to the President, the Executive Board, the Board of Governors, and the LSC on parliamentary procedure. d. Maintains the Parliamentarian Notebook containing the following specific information: Maintains current edition of AFI , obtained through FSS or Legal The official copy of the Constitution and By-Laws By-Laws of the Thrift Shop Policies of all On-Going Special Activities All Board Report forms or other forms used by the LSC, have new copies printed as needed. e. Maintains the electronic copy of the LSC Constitution, By-Laws and Handbook. f. Manages monthly Board Meeting and Maintains a Board of Governors seating chart, and arrange the place cards for each meeting g. Collect all information for yearly FSS review to include Membership count and current balance of financial accounts. h. Maintains the due dates of Liability insurance (February) and Tax returns for Administrative and Welfare Accounts (April) i. Announces winners of election in April and installs newly elected officers in May. j. Shall be responsible for providing copies of the LSC Constitution, By-Laws, standing rules and job descriptions to all officers and members upon request. k. Prepares proposed revisions of the LSC Constitution and By-Laws. l. Obtains necessary approval of all revisions to the LSC Constitution and By-Laws. m. Serves as Chairman of the Nominating Committee. n. Serves as Chair of the Constitution and By-Laws Review Committee. o. Administers and records any phone/ votes as directed by the President. p. Acts as custodian of the Constitution and By-Laws, as well as job descriptions. q. If Parliamentarian cannot fulfill her/his duties, the Secretary will assume her/his duties (does not include the case of vacancy). 16

18 Advisor(s) The Advisors are responsible advising the Board of Governors and ensuring the Board is managing the LSC appropriately. The Advisors are spouses of the Wing Commander, Vice Wing Commander, Wing Command Chief and Group Commanders. Their Board position is voluntary. The Advisors include the Honorary President and Honorary Vice President. Special Responsibilities: a. The Advisor(s) shall serve on the Executive Board and the Board of Governors in an advisory capacity without vote. Advisors are categorized as Honorary Members and are not required to pay dues. If the Honorary Member decides to join the LSC as an Active Member by paying dues, she/he shall be entitled to all the rights and privileges of an Active Member. b. The Advisor(s) shall serve on the Thrift Shop Executive Board in an advisory capacity without vote. c. Is a member of the Constitution and By-Laws Committee d. Serves as advisor(s) for standing and special committees (e.g. Nominating Committee, Administrative and Welfare Budget Committee, Scholarship Committee). e. Coordinates on all protocol issues. f. Assists the President and the Executive Board. 17

19 Membership The Membership Chair is responsible for maintaining a current file of all LSC members. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors c. Maintains a current, updated list of all members. Give current list to President at each Board meeting. The count should consist of a breakdown of the members: Active Members Spouses of active military members of the United States Armed Forces assigned or attached to Luke AFB or residing in the greater Phoenix, AZ area. Spouses of military members of the United States Armed Forces on active duty who are not in the geographical area of Luke AFB, AZ. Associate Members Spouses of retired or deceased United States Armed Force members, residing in the greater Phoenix, AZ area. Spouses of international Armed Force members assigned to Luke AFB or the greater Phoenix, AZ area. Spouses of Department of Defense (DOD) employees, active or retired. Honorary Members Honorary President Honorary Vice President Advisor(s) d. Compiles and distributes a new LSC Directory by November 15 th of each year which only includes phone numbers and addresses. It must be approved by the President before it is sent to the general membership. e. Receives a budget for expenses, which includes: Supplies Name Tags f. Submits all bills to Administrative Treasurer for reimbursement. g. Creates and maintains member name tags. h. Prepares current records for the Election Chairperson to use on Election Day at the April luncheon. Assists in verifying voting members. i. s the current LSC membership list to Special Activities Chair, Reservations Chair to assist in execution of their duties. j. Bills members according to rules in LSC By-Laws. Receives the members dues and distributes the checks to the Administrative Treasurer. Send correspondence to members who are not in good standing. k. Fulfills the duties of the Scholarship Chair in her/his absence (does not include the case of vacancy). l. If the Membership Chair cannot fulfill her/his duties, the Scholarship Chair will assume her/his duties (does not include the case of vacancy). 18

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21 Programs The Programs Chair is responsible for making all arrangements for the programs for all LSC functions. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Ensures that the programs for the year are hosted by various groups on base when possible and present a variety of interests. d. Ensures Programs Guide is executed accordingly. Any deviation from the Programs Guide is done with approval of First Vice President. e. Advises the Publicity Chairperson about the program and guest speaker. f. Writes a letter to the Security Police to ensure the guest speaker s ability to get through the front gate at least two weeks prior to function. Includes in the letter guest s name, approximate arrival and departure time, destination, and purpose. Makes any necessary arrangements for escorts, etc., as needed. Calls front gate the day of event to confirm guest s entry to the Base. g. Notifies Public Affairs if you are inviting any news media personnel or any speaker of a political nature. They will inform you of any additional notifications you may need to make. h. Gives the Secretary a list of the names and addresses of all LSC Program guests for necessary thank you notes. i. Fulfills the duties of the Reservations Chair in his/her absence (does not include the case of vacancy). j. If the Programs Chair cannot fulfill her/his duties, the Reservations Chair will assume her/his duties (does not include the case of vacancy). 20

22 Newsletter The Newsletter Chair is responsible for publishing the LSC Newsletter monthly. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Proofreads all articles submitted for publication. d. Is responsible for creating the layout and providing a draft newsletter each month to be proofed by the LSC President and Honorary President, e. May elect to cover events in writing yourself or appoint others to do so. Must make sure all necessary articles and columns appear in each monthly issue. f. Will edit (as necessary) so that copy will be clear, correct and concise. Should keep in close touch with Newsletter Advisor (Honorary President) and LSC President. g. Will set a deadline for all articles. The deadline should be enough in advance of the printing date to allow time for proofing, editing, etc. It should also take into consideration the dates of LSC functions, so that fair publicity can be given to all of these event (current deadline is date of prior month's function). h. Maintains a file of clip art and lettering for re-use. Templates and computers program. i. Submits all bills to the Administrative Treasurer for reimbursement. Please make sure to stay within allotted budget. j. A co-chair may be appointed to assist the Newsletter Chair. k. Circulation: All newsletters are sent by at the present time. l. Before using photos that were taken during LSC socials check with the Membership Chair if they indicated on the Membership Application not to use their photographs. m. Advertising: Maintain records of who has paid, how long the ad should run, size, etc. Solicit area businesses for advertising opportunities in our newsletter. n. ALL OSC FUNCTIONS DEADLINES SHOULD APPEAR IN THE NEWSLETTER. o. Notices that should be printed in the Newsletter: Election information (Name of nominating committee chairperson so members may contact her/him, if there are more than one person for an office an absentee ballot and instructions. The Parliamentarian is the nominating committee chairperson). Scholarship winners. Members must be in good standing in order to participate in the Bingo Luncheons (Check guidelines for the Bingo function). A list from Special Activities Chairperson of on-going activities with names of chairpersons and phone numbers. Any pertinent information to keep the membership informed. p. Fulfills the duties of the Website Chair in her/his absence (does not include the case of vacancy). q. If the Newsletter Chair cannot fulfill her/his duties, the Website Chair will assume her/ his duties (does not include the case of vacancy). 21

23 Publicity The Publicity Chair is responsible for publicizing all LSC functions and assists each Board member with their specific publicity needs. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the President and the First Vice President. d. Receives a budget for expenses which includes: posters and supplies flyers e. Maintains a Publicity Chair s notebook containing copies of Publicity items for three (3) years (can be on CD/or any other digital way). f. Maintains close communication with the President, First Vice President, Second Vice President, Newsletter Editor and Programs Chairperson for good publicity for LSC functions. Talk to President, First Vice President and Second Vice President at each monthly Board meeting about publicity for upcoming events. g. Assists Newsletter Chair with monthly Calendar which appears in the Newsletter (LSC members deadline for submitting dates of events to show up on Calendar should be the Board meeting prior to the Newsletter deadline, 10 th of each month). h. Advisor(s) publicity of LSC functions to put in their newsletters. i. Maintains and updates the LSC Facebook page. j. s flyers to website chair to have posted on the LSC website. k. Creates flyers and posts on appropriate/relevant Facebook pages. l. Thunderbolt Publicity Chair should submit briefs to the Thunderbolt for publication. Articles should be submitted by 4 p.m. Friday two to three weeks prior to event. Submit articles in typed form or in a legible printed form. Submit articles to Thunderbolt Editor to insure the best chance for publication. Submitted articles should include: Top of article --- Dates the article needs to appear. Body of article --- Basic facts, hostess group, guest speaker. Reservation, to contact for reservations, time and place. m. Fulfills the duties of the Newsletter Chair in her/his absence (does not include the case of vacancy). n. If the Publicity Chair cannot fulfill her/his duties, the Newsletter Chair will assume her/ his duties (does not include the case of vacancy) 22

24 Special Responsibilities: LSC BOARD OF GOVERNORS' HANDBOOK Website The Website Chair is responsible for maintaining the LSC website. a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the President and the First Vice President. d. Receives a budget of expenses which includes the payment of the annual domain registration. e. Maintains the Website Chair Notebook containing the website registration information and passwords required for continuity. f. Maintains close communication with the President, First Vice President, Second vice President, Newsletter Chair, Publicity Chair, and programs Chair for updates on the LSC Website. g. Publishes the monthly Newsletter on the LSC Website. h. Updates the monthly LSC calendar on the LSC Website. i. Update the LSC Website annually with new Board member information and new member application, or as necessary. j. Adds photos from each luncheon on the LSC website after checking with the Membership Chair if consent was given. k. Renews LSC Website registration and domain annually. l. Posts proposed Constitution and By-Laws, as well as Budgets, on the LSC Website for review. m. Posts Minutes monthly on the LSC Website. n. Fulfills the duties of the Publicity Chair in her/his absence (does not include the case of vacancy). o. If the Website Chair cannot fulfill her/his duties, the Publicity Chair will assume her/his duties (does not include the case of vacancy). 23

25 Historian The Historian Chair is responsible for maintaining a record of the LSC s accomplishments and activities for the year. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Maintains chronological records (photos, history, newsletters, etc) of LSC to include the history of the Luke Officers Wives Club (LOWC) and the Luke Officers Spouses Club (LOSC). d. Maintains a binder, journal or scrapbook of LSC accomplishments, news clippings and photos for their position year. e. Coordinate with Publicity, Website and Newsletter Chairs to share news and digital photos of LSC events. f. Is the primary photographer at LSC functions. Designates an alternate photographer in the event that he/she is unable to be present. g. If the Historian Chair cannot fulfill her/his duties, the Publicity Chair will assume her/his duties (does not include the case of vacancy). 24

26 Reservations The Reservations Chair is responsible for sending out Evites, accepting monthly reservations, keeping the Evite contact list updated, accepting payment for luncheons, and reconciling payment with the Club. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the First Vice President. d. Coordinates with Membership Chair to give a list of newcomers, guests and departing members before each function. e. Sends out Evites 2-4 weeks prior to each LSC luncheon, depending on when information is received for the event and a reminder 1-2 weeks before the function. e. Cancellations will be accepted until the deadline stated in the evite. ALL NO SHOWS are automatically charged or billed. f. Provides final numbers to Catering Staff of Club 56 the Friday before the event. g. Reports expected attendance to the First Vice President and President. h. Creates sign-in sheet which includes all necessary information for the function. i. Updates Evite contact list with current and accurate attendee s information. j. LSC members and guests are charged for each function - cash, check or credit card at the door. LSC members who are also Club 56 members receive a discount. k. If a member who pays cash is a No Show, the Administrative Treasurer will pay for them and the Reservations Chair will bill the member concerned. l. The Day of the Function Ensure there is $50+ petty cash for change in the cashbox. Arrive at least 30 minutes prior to start of function. Collect all monies. Check ID s for attendees ordering drinks, who appear under 30. m. 1-2 Days after the function Bill all no shows by or Club 56 credit card. Complete the Club 56 pro-rata form. Include name and club number. to the Club 56 Cashier. Once the club has responded with the balance due, meet with the Club Cashier to pay the remaining bill. n. Fulfills the duties of the Programs Chair in her/his absence (does not include the case of vacancy). o. If the Reservations Chair cannot fulfill her/his duties, the Programs Chair will assume her/his duties (does not include the case of vacancy). 25

27 Childcare The Childcare Chair is responsible for planning and overseeing all childcare for LSC events. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the First Vice President. d. Is the representative to the Board for all childcare activities. e. Coordinates with the Board to identify which LSC functions can offer childcare services. f. Coordinates with the Publicity, Website and Newsletter Chair to notify members when childcare will be offered. g. The deadline for childcare reservations should be stated on Evite sent out by the Reservations Chair. h. Schedules care provider based on the number and age of the children scheduled, not to exceed a 6:1 ratio. i. Maintains database of all cleared childcare providers. j. Recruits and interviews new provider candidates with the assistance of an additional Executive Board member. k. Completes a background check form on each provider and submits to the Luke Chapel to be conducted. l. Maintains an inventory of all childcare items. m. Arranges for childcare providers to have entry to base and to Club 56 no later than 45 minutes prior to function/meeting. n. Sets up the childcare room according. o. Greets the parents and provide a smooth transition for each function. Ensures parents sign in each child. All allergies and special instructions need to be annotated on the sign in sheet. Also ensure that each child s name tag is highlighted if they have any special instructions/allergies. Ensures all personal items are clearly labeled with child s name (sippy cups, pacifiers, diaper bags, etc.). When room is settled, joins the function. If a means of communication is not available, check in with the care providers every 30 minutes. p. Escorts any parents back to the childcare room who needs to take care of an issue with their child. q. As the function nears ending, return to the childcare room to check out children, answer any questions and collect donations. r. Ensures the providers are paid by the attending parents. s. Coordinates with the Administrative Treasurer to pay the care providers any monies owed by the LSC and ensures the providers get the donations collected from parents. t. Helps clean and sanitizes the childcare room for future use. u. Notifies the Board of Governors of any LSC member who is unable to follow the Childcare guidelines. The LSC member may lose his or her privileges for Childcare at future LSC events, 26

28 pending Board review. v. Fulfills the duties of the Special Activities Chair in his/her absence (not including vacancy). w. If the Childcare Chair cannot fulfill her/his duties, the Special Activities Chair will assume her/ his duties (does not include the case of vacancy). 27

29 Special Activities The Special Activities Chair is responsible for planning special or new activities based upon the membership s expressed interests. They have a committee of sub-chairs for on-going activities. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting members of the Board of Governors. c. Directly reports to the First Vice President. d. Oversees ongoing LSC Special Activity groups (ie. Bowling Club, Bunco, Mah Jongg, etc.). e. Requires the on-going activities to select their own Point of Contact or leader for the next year. f. Keep a roster of Special Activities sub-chairpersons giving this to: The Hospitality Chair so it may be furnished to all newcomers. The Newsletter Chair. g. Coordinates with Publicity Chair to have a flyer printed with activities offered. h. Communicates with the sub-chairpersons together or separately to explain and agree on the responsibilities and obligations of each activity as they are sponsored by LSC, and must be open to all LSC members. i. Stress to the sub-chairpersons that ALL participants must be members in good standing of LSC (keep in close contact with the Membership chairperson). j. Collects the end of year reports from all activities by May. Mah Jongg continues through the summer. k. Reports date and time for each activity for Newsletter Calendar to Newsletter Chair, due at each Board meeting. Your Year-End Report and all activities Year-End Reports are due at the May board meeting. l. Maintains a list of property or equipment that any special activity has. m. Fulfills the duties of the Childcare Chair in her/his absence (does not include the case of vacancy). n. If Special Activities Chair cannot fulfill her/his duties, the Childcare Chair will assume her/his duties (does not include the case of vacancy). 28

30 Retired Liaison The Retired Officers Spouses Liaison is the official liaison between the members and the Board of Governors. Special Responsibilities: a. Appointed by the Executive Board (with recommendations of the Retired Officers Spouses Group) to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Be responsible for notifying Retired Officers Spouses members of important events and information concerning them. Form a permanent calling committee to help. d. The Retired Officers Spouses members have four meetings a year: September, December, March, and June. e. The Retired Officers Spouses Liaison is responsible for obtaining volunteers to plan these functions. She/he coordinates all aspects of the meetings, including activation of the calling committee. f. Invite the President to attend, on occasion, meetings of the Retired Officers Spouses. g. Fulfills the duties of the Historian Chair in her/his absence (does not include the case of vacancy). h. If the Retired Officers Spouses Liaison cannot fulfill her/his duties, the President will assume her/his duties. 29

31 Charitable The Charitable Chair is responsible for maintaining the LSC charitable relationships with established charities as well as identifying any new charities with which the LSC could become more involved with. The Second Vice President and Welfare Treasurer should research Welfare Donation requested not in the Welfare Budget and present requests at monthly Board meetings. Consults with the Second Vice President before bringing requests to the Board. Special Responsibilities: a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Directly responsible to the Second Vice President. d. Coordinates with the Second Vice President and the Welfare Treasurer. e. Solicits volunteer groups for preparing OASIS meals, and preparing and serving Ronald McDonald House meals. f. Maintains the LSC room at the Ronald McDonald House. g. Organizes the Layette Program and purchases supplies for the bags. h. Coordinates the VA Holiday Luncheon with assistance of Second Vice President. i. Coordinates any additional charitable events the President/Board of Governors approves. j. If the Charitable Chair cannot fulfill her/his duties, the Second Vice President will assume her/ his duties (does not include the case of vacancy). 30

32 Thrift Shop The Thrift Shop Chair is responsible for the management of the day-to-day events of the Thrift Shop. Special Responsibilities: The Thrift Shop: a. Is open on Wednesday and Friday, 10 a.m. to 2 p.m. Summer closing subject to Thrift Shop Board approval. If the Thrift Shop is to be closed for holidays or other reasons, adequate publicity must be placed in the Thunderbolt, LSC Newsletter, Marquee, and posted in the Thrift Shop by the Manager. b. Has an Executive Board of Directors, members are: Spouse of the 56 th Fighter Wing Commander, or his/her appointee Manager of the Thrift Shop Assistant Manager Second Vice President of LSC Welfare Treasurer The First Vice President may be invited as an observer c. The Thrift Shop Manager appoints an Assistant Manager. d. The Thrift Shop Manager or Assistant Manager supervises: two employees A paid bookkeeper A paid janitor e. The Thrift Shop Executive Board approves the hiring or dismissal of all paid employees. f. The Thrift Shop Manager is a voting member of the Board of Governors. g. Maintain the Thrift Shop Manager s Notebook containing: Thrift Shop Constitution. Board reports. Monthly financial statements. h. Enlists volunteers to work the receiving desk. Without volunteers, there would be no Thrift Shop. i. Be able to work the cashier s desk. j. Go through the Thrift Shop and check all items for tags, condition, etc. k. Make all final decisions regarding the operation of the Thrift Shop including such unpleasant tasks as refusing items for sale, handling irate customers, etc. l. Funds will be transferred to LSC Welfare Account quarterly, January, April, July and October. m. Distribute to charity organizations unsold items and donations as the need arises. n. Make the necessary reports: to SVS/CC o. Update and keep current all files and materials pertinent to the operation of the Thrift Shop. Review these materials and make changes as needed to keep the files accurate. p. Sign checks for the Thrift Shop. q. When time allows, co-ordinate T.S.ing of the items on expired contracts. r. Approve expenses. s. An annual Christmas potluck luncheon is held and once a year an appreciation luncheon is held 31

33 to acknowledge the tremendous HELP OF THE VOLUNTEERS. Arrangements will be made by the Manager and Assistant Manager. t. An inventory of all Thrift Shop Property should be maintained in the files and kept up to date by the Bookkeeper. u. An inventory of Thrift Shop key holders is kept up to date by the Manager. v. If the Thrift Shop Chair cannot fulfill her/his duties, the Thrift Shop Manager Assistant will assume her/his duties (does not include the case of vacancy). 32

34 Scholarship The Scholarship Chair is responsible for the organization and implementation of the Scholarship selection process. Special Responsibilities: a. Appointed by the Executive Board to serve one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. The number and equal dollar amount of scholarships is determined by the Budget Committee. d. Calls a meeting of the Scholarship Committee in October or November to review scholarship rules and make necessary changes (Members of Scholarship Committee are President, Second Vice President, Honorary President, Parliamentarian, and Welfare Treasurer). e. Contacts Estrella Mountain Community College (EMCC) to ensure they will provide judging panel for the evaluation and scoring of scholarship application packages. f. Reviews judging scoring system with EMCC representative to ensure consistency with application requirements. g. Updates, making any changes advised from Scholarship Committee meeting and print copies of cover letters - one for student and one for spouse - using LSC stationary (Secretary should provide this). Provides Chair s name and contact number and LSC mailing address. States the application deadline, usually mid-march. Chair should sign all letters. h. Attaches each letter to scholarship applications (copies from 2015 are in the notebook). i. Distributes application packets to Base Education Office, Club 56, Thrift Shop, Base Library, and the Airmen Family Readiness Center. Requests squadron First Sergeants to get applications to appropriate squadrons. Sends student application to Arizona Department of Education (contacts are listed in handbook). ing application packages is most efficient but give paper copies of the squadron or service requests it. j. Contacts the Publicity Chair, at least one (1) month prior to distributing applications, for assistance with publicity in the Newsletter, Thunderbolt, Daily Bulletin, social media and posters. In the past, the Thunderbolt has provided a free small ad in the In Brief section of the paper for a month or so before the designated deadline to receive applications. k. Arranges to take application packages to representative at EMCC immediately following application deadline so they can begin scoring/evaluation process. Allow at least two (2) weeks for judging process. The applications must include an Official High School Transcript and the requested test scores. All required documents must be included or the application will be considered incomplete, thus void. l. Calls the winners after judging panel has completed their process. Sends out official letters of congratulations to the winners and letters of regret to remaining applicants (copies in handbook). m. Mails formal invitations to student winners and their parents, continuing education winners and their spouses, judging panel at EMCC, sponsors at Credit Union West (CUW) and guest speaker. Dinner for these individuals should be paid for by the Welfare Treasurer. 33

35 n. Gives Welfare Treasurer Scholarship winners names, phone numbers, college attending and address where the money is to be sent. This information is also given to the Secretary if she/he writes the letters and sends the checks to the colleges. o. Have Secretary send thank you notes to all members of judging committee. p. Arranges a nice ceremony in which the scholarship winners can be recognized. This will likely include creating paper programs for the event, finding guest speaker, coordinating meal selections and table linens, centerpieces and decorations with First Vice President and Programs Chair. q. Presents scholarship certificates at the Award Function. If a student is forced to withdraw from college, he or she is requested to return any unused portion of the money to the Welfare Fund. If a winner does not use the scholarship, it will be awarded to an alternate or returned to the Welfare Fund. All scholarship documents will be retained for two (2) years. r. Turn in all receipts to Welfare Treasurer and Administrative Treasurer for any scholarship expenses paid out of pocket. This should be done no later than May since expenses must be reflected in that year s budget. s. Fulfills the duties of the Membership Chair in her/his absence (does not include the case of vacancy). t. If the Scholarship Chair cannot fulfill her/his duties, the Membership Chair will assume her/his duties (does not include the case of vacancy). 34

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