BYLAWS Officers Spouses Club, Albany, GA

Transcription

1 BYLAWS Officers Spouses Club, Albany, GA ARTICLE I: EXECUTIVE BOARD SECTION 1: ADVISORS A. The spouse of the Commanding General, Marine Corps Logistics Command, Albany, Georgia, shall serve as Honorary President of the Officers Spouses Club (OSC), and as a non-voting member of the OSC Executive Board. She/he shall act in an advisory capacity only, suggesting ways and means of carrying on the objectives of the Club. B. The spouse of the Senior Civilian Employee at Marine Corps Logistics Command, Albany, Georgia, shall serve as an Advisor to the OSC, and as non-voting member of the Executive Board. She/he shall act in an advisory capacity only, suggesting ways and means of carrying on the objectives of the Club. C. The spouse of the Commander, Marine Corps Logistics Base, Albany, Georgia, shall serve as an Advisor to the OSC, and as non-voting member of the Executive Board. She/he shall act in an advisory capacity only, suggesting ways and means of carrying on the objectives of the Club. D. In the event that either the Commander is unmarried or his/her spouse cannot fulfill the role of Honorary President, the respective commander will be requested by the OSC President to appoint his/her representative. The representative will serve as Honorary President. E. As dues paying members of the OSC, Advisors have voting privileges at general membership meetings only. A. Elected officers shall include the following: 1. President 2. 1 st Vice President 3. 2 nd Vice President 4. Treasurer 5. Recording Secretary 6. Corresponding Secretary 7. Member at Large SECTION 2: ELECTED OFFICERS B. Any member of the OSC may hold an elected office with the exception of the following offices which must be held by the spouses of active duty personnel stationed at MCLB: 1. President 2. 1 st Vice President

2 C. Elected officers shall serve for one year. D. Elected officers shall be voting members of the OSC Executive Board, except the President who exercises voting privileges only in case of a tie vote. E. The President shall have voting privileges at a general membership meeting. F. The General Membership of the OSC elects officers. G. In the event an elected officer is unable to fulfill his/her term, the Member at large will fill that position. In the event there is no Member at Large, the President, with approval of the OSC Executive Board, will appoint a replacement. H. In the event both President and 1 st Vice President are unable to fulfill their terms, nominations and elections from the general membership must be held to fill these positions. SECTION 3: ELECTIONS A. Voting for Officers: 1. The OSC ballot shall list names of all candidates nominated by the Nomination Committee. 2. Ballots shall be mailed or ed to members at least two (2) weeks prior to the Annual Membership Meeting. 3. Nominations may be made from the floor with consent of the nominee. 4. Each member voting shall place an appropriate mark opposite the name of the candidate for whom she wishes to vote, or write in the name in case of floor nomination. 5. The Parliamentarian will tabulate all votes. 6. The newly elected officers shall be installed at the May function in a manner decided upon by the current Board. 7. There shall be a training meeting in May to educate the new board on the Constitution, Bylaws and Standing Rules. B. Term of Office 1. The term for elected officers shall begin the month following their installation. They shall serve for a period of one year or until their successors are elected or appointed. 2. Elected Officers term will not exceed two consecutive years in the same office. 3. Appointed Officers term will not exceed two years in the same office without the approval of the Executive Board. 4. Termination of any Board member s term is by letter of resignation to the Executive Board. SECTION 4: APPOINTED OFFICERS A. Chairpersons 1. Appointed Officers shall include the following Chairpersons:

3 a. Membership Chairperson b. Activities Chairperson c. Historian d. Hospitality Chairperson e. Parliamentarian f. National Military Family Association Representative g. Property manager h. Fundraising Chairperson i. Base Liaison 2. The newly elected President shall select the appointed officers to serve for one year. 3. Any member of the OSC, except honorary members, may hold an appointed position. 4. Appointed officers attend Executive Board Meetings and shall be voting members of the OSC Executive Board. 5. The Parliamentarian shall only have voting privileges at a general membership meeting. 6. In the event an appointed position is vacated, the President may select a replacement from the general membership. B. Standing Committees 1. Standing committees may include the following: a. Scholarship Committee 2 nd Vice President, Chairman (1) The 2 nd Vice President who is a non-voting member of this committee shall chair the Scholarship Committee. It shall consist of six volunteer members from within the membership, preferably not members of the Executive Board. This committee should consist of representatives from every facet of the membership (spouses of active duty and retired, civilian spouses and civilian employees. Members may not serve for two consecutive years. (2) An Advisor will serve as an ex-officio member of this committee, as will the OSC Treasurer. (3) All presentation of procedures pertaining to the scholarship committee will be the responsibility of the 2 nd Vice President with the approval of the Executive Board. (4) Scholarship qualifications are listed under separate cover (see attachment), and information pertaining to these qualifications shall be published by the membership in October and January. (5) The committee will attempt to disperse 50 percent to scholarships and 50 percent to charities. In special circumstances when this cannot be accomplished (i.e. limited qualified applicants for scholarships) the committee will bring recommendations for disbursement to the executive board for final approval. (6) In the event the OSC does not receive qualified applications for its Scholarship Award(s), the funds may be disbursed, with the approval of the Executive Board, through the Charitable Financial Disbursements Committee. There may be those funds donated to the OSC by an individual specifically for scholarship; in that case, the

4 OSC must determine the desire of the person(s) involved. (7) The Executive Board may desire to retain an amount of funds raised in the OSC Scholarship Savings Account for future year scholarship awards. In this case the amount of funds retained in this account shall not exceed $2, b. Charity Financial Disbursement Committee 2 nd Vice President, Chairman (1) The Charity Financial Disbursement Committee shall consist of six members from the general membership, preferably members not serving on the Executive Board. Members of this committee may not serve two consecutive years, except the 2 nd Vice President who may serve as a voting committee member following the year served as Chairman. Members of this committee shall represent every facet of the OSC membership. (2) The Chairman of this committee shall only vote in case of a tie. (3) The committee will prepare and publish procedures wherein the general membership will have the opportunity to make recommendations for the disbursement of these funds. The committee shall select from the recommended listing provided by the membership to determine the organizations that will receive the donations of the OSC. The committee will attempt to disperse 50 percent to scholarships and 50 percent to charities. In special circumstances when this cannot be accomplished (i.e. limited qualified applicants for scholarships) the committee will bring recommendations for disbursement to the executive board for final approval. (4) Procedures of this committee and those pertaining to the presentation of the donations will be the responsibility of the Chairman as approved by the Executive Board. (5) An Advisor will serve as an ex-officio member of this committee as will the OSC Treasurer. c. Nominating Committee Parliamentarian, Chairman (1) The committee shall include the Parliamentarian as a nonvoting member. The committee shall consist of the following: a) Spouse of active duty personnel 2 b) Spouse of retired officer 1 c) Spouse of civilian employee 1 d) Civilian employee 1 (2) Should the above mixture for the committee be impossible to complete, the Parliamentarian and the President will be responsible for the makeup of the committee as is possible. (3) The committee will publish the slate of candidates to the membership. (4) The Chairman is responsible for all procedures pertaining to the functioning of the committee as approved by the Executive Board. (5) An Advisor will serve as an ex-officio member of this committee. C. Sponsored Organizations

5 1. OSC-sponsored organizations will be listed under the duties of the Activities Chairman. 2. Those organizations desiring to operate under the umbrella of the OSC must request sponsorship, in writing, to the OSC President. Requests of this nature will be: a. Approved by the OSC Executive Board. b. Cleared with the Director, MCCS, MCLB, Albany, Georgia 3. A written response from the OSC to the requesting organization is required. D. Dues 1. For general membership, dues will be payable in September as set forth by the Executive Board and renewed annually. 2. For elected board members, dues are payable June For appointed officers and advisors, dues are payable when the appointment is made. E. Duties of Elected Officers, Appointed Officers and Advisors 1. Advisors may attend any Executive Board Committee meeting as an ex-officio member. 2. The following committees will have an advisor serving as an ex-officio member: a. Charitable Financial Disbursement Committee b. Scholarship Committee c. Nominating Committee 3. Duties of Elected Officers are as follows: a. President (1) Supervises the functioning of the OSC and its activities. (2) Selects and appoints officers to the OSC Executive Board. (3) Calls and presides at the meetings of the OSC Executive Board. (4) As presiding officer of the Executive Board, votes only in case of a tie. (5) May sit on all Executive Board Committees as an ex-officio member EXCEPT the Nominating Committee. (6) Signs OSC checks in the absence of the Treasurer. (7) Serves as a voting member of the Officers Club Advisory Board. This duty may be delegated. (8) Appoints any committee chairman as required. (9) Responsible for providing position descriptions to all members of the Executive Board and any Committee Chairman appointed. Responsible to advise all officers of the responsibilities of their respective positions. (10) Telephone/ votes: a) The President may take a telephone/ vote if a timely decision is required. An effort to contact each voting member shall be made. The members shall be read the motion and be polled. b) A quorum of members must be polled. c) The motion and results of two-thirds (2/3) majority will be entered into the minutes of the next Board meeting. (11) Maintains organizational Facebook page and account. (12) Responsible for maintaining all necessary organizational

6 passwords and to keep organizational and Facebook accounts current. (13) Prepares a turnover file by May 31. b. 1 st Vice President (1) Succeeds to the Presidency in the absence of the President. (2) Responsible for the overall coordination and supervision of the. Activities Chairperson, Fundraising Chairperson and Property Manager. (3) Acts as liaison with PMO ensuring all guests, presenters, speakers, and entertainers of the OSC are cleared for entry to the Base and escorted to the proper facility. c. 2 nd Vice President (1) Acts with the 1 st Vice President, when needed, for all committees. (2) Serves as Chairman of the Scholarship and Charity Disbursement Committees. (3) Establishes procedures as pertains to the Scholarship and Charity Disbursements for the approval of the Executive Board. (4) Selects volunteers to serve on the Scholarship and Charity Disbursement Committees. (5) Prepares a turnover file by May 31. d. Treasurer (1) Pays all bills promptly. (2) Maintains accurate records of all financial transactions of the OSC. (3) Has the President cosign all checks over $100. (4) Accompanies the fundraising chair to the bank to make deposits raised at a fundraiser (i.e., Auction). (5) Understands that the OSC is a nonprofit organization, and, in that regard, the Treasurer ensures that the OSC operates in all areas in that status. (6) Prepares a proposed budget for the Executive Board. Budget should be submitted at the first meeting of the Executive Board, but no later than the second board meeting. To affect this procedure, the Treasurer must have projected figures from any board member whose office requests expenditures. (7) Submits an audit report annually by an independent auditor. (8) If for any reason the office of the Treasurer is vacated, the Treasurer will submit a to-date audit prior to vacating office. (9) The Treasurer will serve as an ex-officio member of the following committees: a) Charitable Financial Disbursement Committee b) Scholarship Committee (10) May maintain a petty cash fund not to exceed $ (11) Submits a monthly financial report to the OSC Executive Board. (12) Maintains past financial records of the OSC in an orderly manner.

7 (13) Completes applicable tax forms each year to ensure continuation of tax exempt status. (14) Prepares a turnover file by May 31. e. Recording Secretary (1) Prepares and reports accurately the minutes of all OSC Executive Board meetings. (2) Maintains all records and files of the OSC to include year-end reports of all Executive Board members who are required to make such reports. (3) Acts as Corresponding Secretary in his/her absence. (4) Notifies Executive Board members of called meetings or other information as required or designated by the president. This duty may be established as a calling tree. (5) Prepares a turn over file by May 31. f. Corresponding Secretary (1) Conducts correspondence of the OSC and submits copies for the President s files. (2) Maintains files of correspondence received and sent. (3) Publishes such reports as the President may direct. (4) Responsible for preparation of letter of continuance for the President s signature as required by MCCS each year and for notifying MCCS of any changes in the elected officers. (5) Serves as the Recording Secretary in his/her absence. (6) Responsible for inviting, in writing, those that may be a guest of OSC functions and/or those that may be a function presenter, speaker, entertainer, etc. (7) Prepares a turnover file by May 31. g. Member at Large (1) Will take on the responsibilities of an elected position when it is vacated. (2) Prepares a turnover file by May Duties of Appointed officers are as follows: a. Membership Chairperson (1) Works with the Treasurer to establish procedures involving a system for receiving and crediting annual dues for membership. (2) Prepares OSC application for membership. (3) Responsible for OSC Directory compilation, publication, and distribution. (4) Works with Hospitality to keep an up-to-date list of members and addresses. (5) Keeps an updated database on members addresses. (6) Responsible to ensure OSC Constitution and Bylaws are made available to all members via OSC website.

8 (7) Reports membership count to the Executive Board. (8) Responsible to make sure membership understands that OSC Directory information may only be used for OSC purposes, not personal endeavors (i.e., home-based businesses, charity solicitation) (9) Prepares a turnover file by May 31. b. Activities Chairperson (1) Works with 1 st Vice President to coordinate monthly activities for the OSC membership. (2) Serves as a liaison for organizations sponsored by the OSC (e.g. The Book Club). (3) Prepares a turnover file by May 31. c. Historian (1) Takes pictures at OSC events. (2) Update and maintain OSC website. (3) Provides pictures to OSC President for Facebook updates. d. Hospitality Chairperson (1) Ensure that the Family Readiness Officer from each organization has OSC information for newcomers to include in the welcome aboard packets. (2) Contacts newcomers and delivers an OSC welcome packet. (3) Coordinates the welcoming of newcomers with his/her committee. e. Parliamentarian (1) Ensures that board meetings and activities of the club are carried out according to the OSC Constitution and Bylaws. (2) Responsible for establishing a Nominating Committee in January. Requests nomination forms be placed on website and ed to members. Provides list of nominations to President for publishing via and/or mail due to the needs of our members. (3) Prepares a turnover file by May 31. f. National Military Family Association Representative (1) Receives the monthly NMFA newsletter. (2) Gives a report of pertinent information to the board and membership. (3) Prepares a turnover file by May 31. g. Property Manager (1) Responsible for inventory, control and maintenance of all OSC property. (2) Reports to 1 st Vice President (3) Establishes a lending procedure with approval of the Executive Board for use of OSC property by OSC members only. Maintains a logbook for loaning OSC property to members.

9 h. Fundraising Chairperson (1) Forms a committee early in the year. (2) Works with the 1 st Vice President to decide what fundraisers the OSC will have, date, time, and overall strategy in making each fundraiser successful. (3) Works with the 1 st Vice President in preparing and presenting an after action report for each fundraising event. i. Base Liaison (1) Attends O Club Advisory Board Meetings and MCX/Commissary Committee Meetings. (2) Coordinates Dinner in the Barracks with the Enlisted Spouses Club. (3) Other duties as directed by the President. ARTICLE II: AMENDMENTS 1. These Bylaws may be altered or amended and additional Bylaws adopted by a simple majority vote at any regular meeting or special meeting of the OSC Executive Board, provided the amendment was submitted to the OSC Membership at least 10 days prior to voting. ARTICLE III: STANDING RULES 1. No standing rule shall be in order if it conflicts with the existing Constitution and Bylaws. 2. Standing Rules may be adopted without previous notice by a majority vote at any meeting of the OSC Board. ARTICLE IV: PARLIAMENTARY AUTHORITY 1. The rules contained in the current edition of Robert s Rules of Order shall govern the OSC in all cases to which they are applicable and in which they are not consistent with this Constitution, Bylaws, Standing Rules and any special rules of order the OSC may adopt.