CONSTITUTION
FortPolk Officer’s Spouses Club
August 2008
Article I
Name and Purpose
The name of the organization shall be the Officers’ Spouses’ Club of Fort Polk, Louisiana, referred to as the OSC. The purpose of the OSC shall be to develop and foster a spirit of community responsibility at FortPolk, to provide Community Grant opportunities for social, cultural, and creative pursuits, and to support worthwhile service and community projects.
Article II
General Provisions
The OSC is not an instrumentality of the United States, will be self sustaining, and shall not receive financial assistance from the United States Army or non-appropriated funds. Neither the Department of the Army nor FortPolk will assume any responsibility for the OSC debts, organized under the provisions of the Department of Defense (DoD) Instruction 1000.15, 20 December 2005, as a private organization. This private organization operates and exists on FortPolk only with the consent of the Installation Commander or his designated representative. This consent maybe withdrawn at any time at the discretion of the Installation Commander. The OSC will be responsible for obtaining liability insurance during activities that could expose the public to possible risk.
As a condition of membership, members will read this Constitution, its Bylaws and Standing Rules.
Article III
Membership
SECTION 1. Membership in the OSC shall be voluntary. Discrimination based on race, color, religion, age, gender, disability, or national origin is prohibited in the OSC.
SECTION 2. Active members will be eligible to vote, hold any office and participate in all OSC activities. Persons eligible for active membership may attend only one (1) OSC activity as a non-member per board year while at FortPolk. The following persons are eligible for active membership and shall become members upon payment of dues:
a. Spouses of all commissioned and warrant officers on active duty in the Armed Forces of the United States of America residing in the FortPolk area.
b. Spouses of all foreign exchange officers on active duty at FortPolk.
SECTION 3. Associate members shall enjoy all of the rights and privileges of active members but shall not be entitled to hold elected office. (Active members holding elected office will, however, be permitted to complete their term of office if their membership status changes to that of an associate member during a board year.) Persons eligible for associate membership may attend only one (1) OSC activity as a non-member per board year while at FortPolk. The following persons are eligible for associate membership and shall become members upon payment of dues:
a. Spouses of retired or deceased military officers.
b. Officers of National Guard and Reserves not on active duty status.
c. Spouses of National Guard and Reserves not on active duty status.
d. Active federal government and non-appropriated fund employees in grades GS-7 and above, or equivalent grades, employed at FortPolk.
e. Spouses of active federal government and non-appropriated fund employees in grades GS-7 and above, or equivalent grades, employed at FortPolk
f. Officers of the Armed Forces of the United States on active duty at Fort Polk who are not eligible under Article III, Section 2.
g. Family members other than spouses (over 18 years of age) residing in the household of a member of OSC
h. Spouses of Officers’ CandidateSchool Senior Status Candidates.
SECTION 4. The Honorary President may invite individuals as are deemed appropriate to be honorary members. Honorary members will not pay dues, hold office or be eligible to vote. Honorary membership may be terminated at any time by action of the Executive Board.
SECTION 5. Membership may be denied or withdrawn from a member of the OSC under such conditions as prescribed by the Executive Board, provided such conditions are nondiscriminatory. A member may terminate his or her own membership in the OSC at any time by submitting a request for termination to the Membership Chairperson. Dues are not refundable.
SECTION 6. Limitations on the number of guests may be established if the Executive Board deems necessary.
Article IV
Officers and Governing Body
SECTION 1. The elected officers of the OSC shall be the following: President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Operational Account Treasurer, and Community Grants Account Treasurer.
SECTION 2. The spouse of the Commanding General of JRTC and FortPolk or her designee shall be the Honorary President. Any other advisory positions shall be appointed by the Honorary President.
SECTION 3. The Board of Directors, referred to as the Board, shall consist of the Honorary President, Honorary Advisor(s), elected officers, chairpersons of the standing committees, and the Parliamentarian. The Board will be OSC members. The Board shall conduct the routine business of the OSC. Only elected officers and standing committee chairpersons shall be voting members of the board. In the event of any board member holding more than one position that board member may cast only one vote. The President shall vote only in case of a tie.
SECTION 4. The Executive Board shall consist of the Honorary President, Honorary Advisor(s), President, Parliamentarian, and the elected officers. The Executive Board acts in an advisory capacity to the President.
SECTION 5. Resignation of members of the Board shall be submitted to the President at least two weeks prior to the time of resignation. Vacancies shall be filled as provided in the Bylaws.
SECTION 6. The duties of each member of the Board shall be defined in the Bylaws.
SECTION 7. The Board may remove any office and/or officer for good and sufficient cause by a majority vote of the Board.
SECTION 8. Neither military nor DA civilians will be appointed to an honorary office or honorary membership due to rank, position, or assignment that the person holds.
Article V
Election and Voting
SECTION 1. An annual general membership business meeting shall be held in April for the election of new officers. The officers shall be elected from and by the General Membership for a term of one (1) year commencing upon installation. The officers elected will be installed and take office at the May general membership meeting. The following procedures will be used in the election of Fort Polk OSC officers:
a. The slate of nominees for executive offices will be presented at the March general membership meeting. Nominations from the floor will be accepted at the March membership meeting according to the following guidelines:
1) One hand written consent of the nominee and five active member signatures endorsing the nomination of this member must be received by the March general membership meeting.
2) The Chair of the Election Committee must be notified of all nominations from the floor prior to the March membership meeting.
b. Applications will not be accepted from non-OSC members.
c. Election shall be by a majority of the members present at the April membership meeting, by secret ballot.
d. Election results will be announced at the end of the April general membership meeting.
e. There shall be no absentee or proxy voting.
SECTION 2. The Election Committee will be OSC members and consist of a representative from each major subordinate command. The chairperson of the committee will be the Parliamentarian. The Honorary President and/or Advisor(s) will be ex-officio member(s) of the committee. The Election Committee will announce all rules and regulations pertaining to the election. They will compile the biographies of all the nominees and ensure that there is at least one (1) nominee for each elected office. The Parliamentarian will present the nominees to the general membership at the March general membership meeting.
SECTION 3. Each prospective nominee will be provided a job description prior to their consent to serve in that specific office. The slate of nominees shall be furnished to the President prior to the election.
SECTION 4. The President shall have the authority to call a vote by telephone or email of the members of the OSC Board in the event that an immediate decision is required, precluding a called meeting. The vote will be administered by the Parliamentarian and reported to the Recording Secretary.
Article VI
Meeting and Quorums
SECTION 1. Two-thirds of the voting members of the Board must be present to constitute a quorum and transact business. The vote of the majority of the quorum present shall govern.
SECTION 2. General Membership Meetings/Luncheons and social activities shall be held according to an announced schedule. Other business meetings may be called at the discretion of the President. OSC business that requires action by the active members may be conducted at these meetings.
SECTION 3. A quorum of the general membership shall consist of the members present at a general membership meeting provided all members have been notified at least fourteen (14) days in advance of the vote.
Article VII
Adoption and Amendments
SECTION 1. The Constitution shall become effective upon adoption by a majority vote of the members present at a scheduled general membership meeting, provided at least fourteen (14) days notice has been given to the members, either orally or in writing. The Constitution, Bylaws, Standing Rules must be approved by the Installation Commander or his designated representative subsequent to adoption by the membership. The
Constitution, Bylaws, Standing Rules must be reviewed every two (2) years.
SECTION 2. The Procedure for Constitutional Amendment:
a. Proposed amendments to the OSC Constitution may be submitted to the Executive Board by OSC membership at any time. All amendment suggestions shall be given to the Parliamentarian who shall research the suggestions for the Executive Board.
b. Provided a quorum of the participating active membership is present, the Constitution may be amended by a majority vote at a regular or special meeting of the membership. All members must be notified at least fourteen (14) days in advance of the vote.
c. Provided a quorum of the Board Members is present, the Bylaws may be amended by a majority vote at any regular or special meeting of the Board provided all members of the Board have been notified of the meeting at least fourteen (14) days in advance of the vote.
d. Standing Rules may be amended, repealed, or adopted at any meeting of the Executive Board by a majority vote of members present and voting without previous notice.
e. All provisions of this Constitution or any amendment to it shall become effective upon adoption by the general membership and executed upon approval of the Installation Commander, Fort Polk, Louisiana.
SECTION 3. This Constitution and Bylaws supersedes all previous Constitutions, Bylaws, and Amendments pertaining to this OSC, upon adoption by the OSC membership and approval of the Installation Commander, Fort Polk, Louisiana.
SIGNED:
__________________________ _______________________
SUSAN BARTHELD LAURA OLIN
PRESIDENT PARLIAMENTARIAN
2008-2009 2008-2009
BYLAWS
FortPolk Officers’ Spouses’ Club
September 2007
Article I
Parliamentarian Authority
All parliamentary procedures not covered by this Constitution, Bylaws, Standing Rules shall be governed by Robert’s Rules of Order, Newly Revised.
Article II
Duties of Elected Officers
SECTION 1. General Duties of Elected Officers:
a. Attend all Board meetings and remain until all business is completed. At the discretion of the Board, an officer or chairperson can be removed if absent from two (2) or more board or general membership meetings.
b.Submit a written report to the Recording Secretary 48 hours prior to the meeting for distribution to the President, Parliamentarian and maintain one for record.
c. Give an oral report at Board meetings, to include: "No report at this time."
d. Attend general membership meetings and OSC functions.
e. All elected officers shall maintain files of their duties, after action reports, minutes of the Board meetings and general membership meetings, monthly financial reports, and the Constitution, Bylaws, Standing Rules for submission to their successors. Copies of duties and after action reports from May through December will be given to the President, Parliamentarian and Recording Secretary at the January Board meeting. Copies of after action reports from January through April will be given to the President, Parliamentarian and Recording Secretary at the May Board meeting.
SECTION 2. The President shall:
a. Schedule and preside over all meetings of the membership and maintain the agenda. Put all motions to vote in business meetings and decide the point of order.
b. Serve as Chairperson of the Board. Schedule and preside over all regular monthly Board meetings.
c. Vote only in the event of a tie at a Board meeting.
d. Call special meetings.
e. Appoint replacements to fill vacancies occurring in the elected offices, except those filled by succession. These appointments shall have the approval of a two-thirds (2/3) vote of the Board.
f. Appoint the Parliamentarian.
g. Appoint a chairperson of each committee. Serve as an ex-officio member of all standing committees with the exception of the election committee.
h. Be bonded and co-sign all checks for OSC expenditures exceeding $300. If necessary, will have the authority to write checks from the Operational and/or Community Grants checking accounts in an amount not to exceed $300.00. Sign signature cards at the bank maintaining funds.
i. Approve dispersal of monies not to exceed $50.00 without prior approval of the Board. A written record shall be kept of all such disbursements and all disbursements will be subject to monthly review by the Board.
j. May request that the Operational Treasurer and Community Grants Treasurer exchange books with each other for the purpose of reconciliation.
k. Maintain a working knowledge of all OSC activities and the Constitution, Bylaws, Standing Rules.
l. Be responsible for all OSC and government equipment.
m. Represent or appoint a designee to represent the OSC on the non-governing board(s) of the installation. These include but are not limited to the Community Leaders Council (CLC), Thrift Shop and the Red Cross.
n. Act as spokesperson on behalf of OSC to welcome and farewell the Honorary President.
o. Appoint an individual to review and renew annually OSC liability and bonding insurance policies, to purchase other insurance as needed, and to ensure compliance with DoD Instruction 1000.15 and command policies.
p. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the Executive Board.
SECTION 3. The First Vice President shall:
a.Succeed to the office of the President if that office is vacated.
b. Assist the President and perform the duties of the President in the President's absence.
c. Maintain a working knowledge of all OSC activities and the Constitution, Bylaws, Standing Rules.
d. Be luncheon chairperson and act as coordinator between the Second Vice President, Decorations, CCS, CDC, Caterers, the Luncheon location, and have general responsibility for monthly functions.
e. Coordinate with the ChildDevelopmentCenter all monthly functions, as well as special events.
f. Maintain and distribute an OSC calendar of events to Board members.
f. Coordinate the welcome/farewell functions of the Honorary President.
g. Coordinate with the Enlisted Spouses Club (ESC) to welcome and farewell the Post Command Sergeant Major’s spouse.
h. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 4. The Second Vice President shall:
a. Succeed to the office of First Vice President if the office is vacated.
b. Perform the duties of the President in the absence of both the President and First Vice President.
c. Maintain a working knowledge of all OSC activities and the Constitution, Bylaws, Standing Rules.
d. Present proposed programs to the Board for approval, organize, schedule and coordinate each monthly program, to include the activity of guest speaker(s).
e. Introduce the program at each monthly function. Assure the program guest(s) are met, their lunches arranged, and that they are properly attended.
f. Coordinate with the First Vice President.
g. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 5. The Recording Secretary shall:
a. Be recording officer for all business meetings of the Board and at general membership meetings, whenever business is conducted.
b. Ensure that the minutes of the Board meetings are recorded, to include actions on motions. Tally and record all votes taken upon a motion for approval by a majority vote.
c. Within ten (10) working days, forward a copy of the minutes, monthly financial statements, and other attachments to: Private Organizations, Directorate of Morale Welfare and Recreation (DMWR), 6661 Warrior Trail, Bldg. 350 4th Floor Fort Polk, Louisiana 71459.
d. Be designated custodian of the OSC’s records, except the Treasurer's books and those specifically not assigned to the Recording Secretary.
e. Ensure that all records are maintained for a period of three (3) years.
f. Have all records available for reference and duplicate and distribute the minutes, Constitution, Bylaws, Standing Rules, etc., to the Board.
g. Ensure that the Board reviews and votes on the minutes from the previous Board meeting.
h. Post minutes and financial statements.
i. Maintain a copy of the Constitution, Bylaws, Standing Rules, and Amendments pertaining to the OSC, to include past and current documents.
j. Perform the duties of the Corresponding Secretary in her absence.
k. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 6. The Corresponding Secretary shall:
a. Prepare the correspondence of the OSC to include thank-you notes, invitations, letters, and certificates of appreciation upon approval by the President.
b. Retrieve mail from the Post Office and arrange delivery to appropriate Board and committee members.
c. Log all incoming and outgoing correspondence and present a report at the monthly board meeting of incoming correspondence.
d. Notify Board (telephonically or electronically) of special meetings as requested by the President.
e. Keep stationery supplies current.
f. Perform the duties of the Recording Secretary in her absence.
g. Maintain and distribute Board roster.
h. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 7. The Operational Treasurer shall:
a. Be bonded and sign all checks for OSC expenditures, from the operational account. Make deposits and withdrawals from the OSC savings account(s) and/or checking accounts(s).
b. Be the custodian of the OSC operational account and maintain an accurate record of receipts and disbursements.
c. Ensure that the accounting system conforms to requirements of DoD Instruction 1000.15 and applicable JRTC and FortPolk supplement(s).
d. Co-chair the budget committee to prepare a report in June and January on the status of the fund for review by the Board and the general membership.
e. Prepare a financial report to be presented at the monthly meeting of the Board, to include the June report. These financial reports are for information only and need not be accepted or voted on by the Board. Ensure beginning and ending reports are posted for review by general membership.
f. Provide the Recording Secretary with two (2) original copies of the monthly financial report signed by the President.
g. With the prior approval of the President, issue checks, not to exceed $300.00, drawn on the OSC operational account for OSC incurred expenses. Checks drawn on the operational account in excess of $300.00 will be co-signed by the President.
h. Prepare an annual financial report of receipts and disbursements for the account following the end of the OSC year. Copies of the annual financial reports shall be given to the incoming Board. These reports, with supporting voucher files and bank statements, shall be forwarded to the auditor within six (6) weeks from the May Board meeting. A copy of the final audit shall be furnished to the approving authority of the Constitution, Bylaws, Standing Rules. The approving authority is Private Organizations, DMWR located at 6661 Warrior Trail, Bldg. 350, 4th Floor.
i. Prepare such other reports pertaining to the financial function of the OSC as required by federal, state, and Army regulations (i.e. revalidation).
j. At the discretion of the President, will exchange books with the Community Grants Treasurer for the purpose of reconciling the Operational Account.
k. Perform the duties of the Community Grants Treasurer in her absence.
l. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 8. The Community Grants Treasurer shall:
a. Be bonded and sign all checks from OSC expenditures for the Community Grants fund. Make deposits and withdrawals from the OSC savings account(s) and/or checking account(s)
b. Be the custodian of the OSC Community Grants fund and maintain an accurate record of receipts and disbursements.
c. Ensure that the accounting system conforms to requirements of DoD Instruction 1000.15 and applicable JRTC and FortPolk supplement(s).
d. Co-chair the budget committee to prepare a report in June and January on the status of the fund for review by the Board and the general membership.
e. Prepare a financial report to be presented at the monthly meeting of the Board, to include the June report. These financial reports are for information only and need not be accepted or voted upon by the Board. Ensure beginning and ending reports are posted for review by general membership.
f. Provide the Recording Secretary with two (2) original copies of the monthly financial report signed by the President.
g. With prior approval of the President, issue checks, not to exceed $300.00 drawn on the OSC Community Grants fund for OSC incurred expenses and donations. Checks drawn on the Community Grants fund in excess of $300.00 will be co-signed by the President.
h. Prepare an annual financial report of receipts and disbursements for the fund following the end of the OSC year. Copies of the annual financial reports shall be given to the incoming Board. These reports, with the supporting voucher files and bank statements, shall be forwarded to the auditor within six (6) weeks of the May Board meeting. A copy of the final audit shall be furnished to the approving authority of the Constitution, Bylaws, Standing Rules. The approving authority is Private Organizations, DMWR located at 6661 Warrior Trail, Bldg. 350, 4th Floor.
i. Prepare such other reports pertaining to the financial functions of the OSC as required by federal, state, and Army regulations (i.e.revalidation).
j. Ensure that funds are not disbursed from the OSC Community Grants account(s) without approval of the Board.
k. At the discretion of the President, will exchange books with the Operational Treasurer for the purpose of reconciling the Community Grants Fund.
l. Perform the duties of the Operational Treasurer in her absence.
m. Any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
Article III
Standing Committees
SECTION 1. General Duties of Standing Committee Chairpersons:
a. Attend all Board meetings and remain until all business is completed. At the discretion of the Board, an officer or chairperson can be removed if absent from two (2) or more board or general membership meetings.
b. Submit a written report to the Recording Secretary 48 hours prior to meeting for distribution to the President, Parliamentarian, and maintain one for record.
c. Give an oral report at Board meetings, to include: "No report at this time."
d. Attend general membership meetings and OSC functions.
e. All standing committee chairpersons shall maintain files of their duties, after action reports, minutes of the Board meetings and general membership meetings, monthly financial reports, and the Constitution, Bylaws, Standing Rules for submission to their successors. Copies of job descriptions and after action reports from May through December will be given to the President, Parliamentarian and Recording Secretary at the January Board meeting. Copies of after action reports from January through April will be given to the President, Parliamentarian and Recording Secretary at the May Board meeting.
SECTION 2. ACTIVITIES: The Activities Chairperson is responsible for Fall Super Sign Up and Newcomers’ Welcomes (in coordination with membership), and any activities as deemed beneficial to the club. She will act as liaison between the OSC Board and any clubs affiliated with the OSC. She will also be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 3. DECORATIONS: The Decorations Chairperson shall be responsible for providing table decorations for the monthly general membership meetings of the OSC, other OSC sponsored special events, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 4. MEMBERSHIP: The Membership Chairperson shall collect dues. She shall keep all membership records and will publish the OSC directory with supplements as deemed necessary. She will be responsible for selecting a membership gift that all members will receive when signing up for general membership. She will pass on the Honorary membership list at the end of each Board year. She will provide mailing labels to the Newsletter Chairperson and Corresponding Secretary, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 5. NEWSLETTER: The Newsletter Chairperson will be responsible for layout, publishing, soliciting of advertisements, and distributing the monthly newsletter, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 6. OPERATIONAL FUNDRAISER: The Operational Fundraiser Chairperson shall organize and carry out at least one, but not limited to one, operational fundraiser for the OSC, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 7. PARLIAMENTARIAN: The Parliamentarian shall ensure that the Board meetings are conducted according to proper procedures as outlined in the Constitution, Bylaws, Standing Rules, and ROBERT'S RULES OF ORDER, NEWLY REVISED. She will be responsible for obtaining mid-year and end-of-year after action reports from each executive board member and standing committee chairperson. She shall chair the Constitution Review Committee and the Election Committee and be responsible for all procedures concerning the election of officers. She will also be responsible for coordinating and submitting revalidation as required by Private Organizations, DMWR. The Parliamentarian will be a non-voting member of the Board. In addition, the Parliamentarian will be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 8. PHOTOGRAPHER/HISTORIAN: The Photographer/Historian is responsible for taking all pictures concerning OSC functions and special events. She is responsible for maintaining the annual scrapbooks, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 9. PROPERTIES: Upon inventory, the Properties Chairperson will sign a hand receipt from the President assuming responsibility for all OSC property in Creole Corner, to include OSC silver and china. She maintains the OSC activity building and schedules events to be held there. The OSC has reserved, but not exclusive use of the activity building. The chairperson will complete inventories to be conducted in June when assuming position, in January, and when the position is relinquished. If the Properties Chairperson relinquishes her position during the year, an inventory will be conducted upon her exit. In addition, the Properties Chairperson will be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 10. PUBLICITY: The Publicity Chairperson is responsible for all publicity concerning OSC functions and special events, maintaining the OSC web site, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 11. RESERVATIONS: The Reservations Chairperson(s) chair(s) a committee to receive reservations before each general membership meeting or special event and reports reservations to the First Vice President. She maintains current nametags and place cards. In addition the Reservation Chairperson will be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 12. SCHOLARSHIPS: The Scholarship Chairperson shall chair a committee that distributes and collects scholarship applications, forms a separate judging committee to evaluate the applications, notifies scholarship winners, and aids the Community Grants Treasurer in the distribution of scholarship checks to colleges/universities. The Scholarship Chairperson will coordinate funds from other FortPolk organizations such as Enlisted Spouses’ Club, Sergeants Major Association, Thrift Shop, and private individuals etc. These funds will be distributed under the name Fort Polk Officers’ Spouses’ Club Sponsored Combined Community Scholarship Program. The Scholarship Chairperson will also coordinate an awards ceremony for scholarship winners. In addition, she will be responsible for any and all responsibilities deemed necessary for the benefit of the organization, or as delegated by the President.
SECTION 13. VOLUNTEER COORDINATOR: The Volunteer Coordinator is responsible for providing volunteer criteria to the OSC members. She will maintain a file and distribute forms necessary for tracking and reporting of volunteer hours. She will report all OSC volunteer hours to the Army Volunteer Corps Coordinator. She will be responsible for all OSC volunteer recognition to include OSC Volunteer of the Month and OSC Volunteer of the Year. She will also be responsible for the organization of the annual OSC Volunteer luncheon. In addition, she will liaise with the Army Volunteer Corps Coordinator to submit OSC nominations for Installation Volunteer recognition (i.e. Volunteer of the Month and Volunteer of the Year). In addition, she will be responsible for any and all responsibilities deemed necessary for the benefit of the organization, or as delegated by the President.
SECTION 14. WAYS AND MEANS: With Board approval, the Ways and Means Chairperson shall consider and develop ideas and plans for merchandise sales and conduct those sales at the Ways and Means table. The Ways and Means Chairperson(s) will maintain current inventory and sales documents. The Chairperson(s) shall ensure monies are counted and turned into the Operational Treasurer within seven (7) days from the event where sales took place. The Chairperson(s) shall not enter into a contract or legal obligation for the forthcoming Board year. The Chairperson(s) will also coordinate with the vendors for monthly OSC functions, and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 15. COMMUNITY GRANTS: The Community Grants Chairperson shall chair the consolidated Community Grants Committee to receive and research requests for donations and seek and investigate other worthwhile Community Grants projects. She will coordinate with the Community Grants Treasurer as well as develop resolutions on Community Grants requests and present them to the Board for adoption. In addition, the Community Grants Chairperson will be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 16. COMMUNITY GRANTS FUNDRAISER: The Community Grants Fundraiser Chairperson is responsible for organizing and carrying out the Community Grants fundraising of the OSC to include, but not limited to, the Arts and Crafts Fair, Casino Night and any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 17. ART PROGRAM. The Art Program Chairperson is responsible for coordinating a school-wide volunteer Art Program at SouthPolkElementary School. She wills liaise with the OSC President, OSC Volunteers and appropriate School Officials (e.g. principal (s), Title 1 Officer, PTO and/or parent volunteers) and establish session schedules, funding, order supplies and any other aspects of the Art Program. She (along with the OCS President) will be responsible for soliciting donations and/or grant monies from the local community to supplement the programs allocated by the board funds. In addition, she will need to prepare for the classes to be taught, and coordinate to teach the lessons with volunteers to each class. In addition, the Art Program Chairperson will be responsible for any and all additional responsibilities deemed necessary for the benefit of the organization or as delegated by the President.
SECTION 18. All standing committee chairpersons of the Board shall form their own committees from general membership members only, with the exception of the Election, Budget, Constitution, and Community Grants Committees.
Article IV
Special Committees
SECTION 1. The President will have the authority to appoint committee members to serve on the Election, Budget, Constitution, and Community Grants Committees. The President shall have the power to appoint such committees as become necessary to promote the work of the OSC.
SECTION 2. ELECTION COMMITTEE: Refer to Article V, Elections and Voting, Section 2, of the Constitution.
SECTION 3. BUDGET COMMITTEE: The Budget Committee shall prepare the annual budgets within thirty (30) days after the first Board meeting of the new Board year. The committee shall consist of five (5) members and be co-chaired by the two Treasurers. The budget will be presented in writing to the general membership in September for approval. Budget revisions will be made in the same manner mid-year.
SECTION 4. CONSTITUTION COMMITTEE: With the Parliamentarian as Chairperson, the committee to review the Constitution, Bylaws, Standing Rules shall consist of a minimum of five (5) members. The function of this committee shall be to conduct the review of the Constitution, Bylaws, Standing Rules as stated in the Constitution for presentation to the Board. Upon completion, the revised Constitution, Bylaws, Standing Rules will be presented to the Board for approval. After approval by the Board, the Constitution, Bylaws, Standing Rules shall be presented to the general membership for approval.
SECTION 5. COMMUNITY GRANTS COMMITTEE. The Community Grants Committee shall be responsible to receive and research requests for donations. The committee shall consist of two (2) board members, two (2) general membership members, the Community Grants Treasurer and the Community Grants Chairperson. The chairperson is a non-voting member.
Article V
Dues
SECTION 1. Membership dues shall be reviewed and determined annually by the Board. Anyone eligible for membership joining the OSC after 1 January will be assessed a half-year membership.
SECTION 2. The membership year shall be 1 August - 31 July.
SECTION 3. The dues of associate members will be the same as dues for regular members.
SECTION 4. Members of the Retired Officers' Wives' Association (ROWA) who choose to join the Fort Polk Officers’ Spouses' Club shall be charged a membership fee of one-half the regular membership fee.
Article VI
Finance and Taxes
SECTION 1. Requests for approval of all fund-raising activities of the OSC will be sent to: Private Organizations, DMWR, 6661 Warrior Trail, Bldg. 350, 4th Floor Fort Polk, Louisiana 71459 at least twenty-five (25) working days prior to the date of the activity. The OSC will adhere to paragraph 6-4, DoD Instruction 1000.15, stating that a private organization cannot compete with either appropriated or non-appropriated fund activities on a DoD installation, such as fundraisers that offer merchandise similar to that sold at the Main Post Exchange.
SECTION 2. Monthly financial statements will be reported to the Board. Beginning and ending statements will be posted for review by the general membership.
SECTION 3. At the discretion of the President, child care expenses at Post Child Development Services’ rates will be paid for all Board members and Special Committee members according to Bylaws, Article IV while accomplishing OSC business, for a maximum of twenty (20) hours per child, per month, per chair. Guidelines are as follows:
a. Childcare hours will only be paid during Board (regular and special) and Committee meetings.
b. Childcare hours during luncheons will be paid only to the Ways and Means Chairperson(s), the 1st Vice President, the 2nd Vice President, Reservations Chairperson(s), Decorations Chairperson, and the Photographer Chairperson.
c. If you have a child in an established childcare program (i.e. Parents/Mothers Day Out, preschool), you will not be reimbursed for childcare expenses if they occur at the same time you would normally have your child in the respective program.
d. Childcare expenses reimbursement may be approved for other OSC business at the discretion of the President. Childcare will be set as pre-pay only. Board members seeking childcare expense reimbursement must submit a reimbursement voucher, with explanation of expenses and receipts, to the appropriate treasurer within 30 days of when the expenses were incurred.
SECTION 4. A minimum amount of $4,000.00 (uncommitted) will be left in the Community Grants Checking Account for the newly elected Board to operate through 30 September. A minimum of $300.00 will be left in the Community Grants Savings Account at all times.
SECTION 5. For unbudgeted expenditures, to include Community Grants disbursements, which total individually over $500.00, a vote of the general membership must be taken at a regularly scheduled business meeting.
SECTION 6. For unbudgeted expenditures, which total individually between $51.00 and $499.00, a vote of the board must be taken at a regularly scheduled business meeting.
SECTION 7. All funds belonging to the OSC will be kept in deposit in a Federally Insured Institution.
SECTION 8. The amount of money in the Operational Checking Account will not fall below $500.00.
SECTION 9. An amount of $5,000.00 will be left in the Operational Checking Account for the newly elected Board to operate through 30 September. A minimum of $500.00 must be left in the Operational Savings Account at all times. Any additional monies can be transferred to the Community Grants Checking Account at the discretion of the President and with approval by the Executive Board.
SECTION 10. The Board shall expressly approve all expenditures essential for the operation of this OSC and shall ensure that all disbursements further the purposes for which this organization was established and comport with sound business practice.
SECTION 11. All contracts must be reviewed by the Staff Judge Advocate (SJA) before they are submitted to the DMWR.
SECTION 12. In accordance with paragraph 6-10, DoD Instruction 1000.15, the OSC will ensure that applicable fire and safety regulations, environmental laws, and local, state and Federal Tax codes are followed within the operation of the organization.
SECTION 13. This OSC will maintain a tax-exempt status under Internal Revenue Service Code, Section 501 (C) (4).
SECTION 14. Operational funds shall be derived from the annual dues, Ways and Means projects, and any special fund-raising projects dedicated to that purpose.
SECTION 15. Community Grant funds shall be derived from authorized fundraising projects. Funds so obtained will provide for Community Grant requests and/or any OSC scholarship program.
SECTION 16. An annual report of audit shall be made upon a change of treasurer and/or at the end of the OSC year, covering financial records pertaining to each of the OSC's funds, in compliance with FortPolk requirements for an annual audit. The audit may be performed by an off-duty civilian GS-9 or above (Job Series 510 - Auditor), or the President may direct use of the services of a certified accountant.
SECTION 17. The Installation Commander may require an audit of the financial records or an operational investigation of the OSC if deemed appropriate. This audit/investigation is authorized for private organizations, in accordance with DoD Instruction 1000.15, as long as any part of the private organization is located on FortPolk.
SECTION 18. When the total cash on hand to which any official or employee of the organization has access exceeds $1,000.00, the position will be covered by fidelity insurance, provided at the organization’s expense, in an amount sufficient to provide full protection of assets.
SECTION 19. All expenses for reimbursements must be submitted within thirty (30) days after expenses were incurred. Exceptions may be made at the discretion of the President.
SECTION 20. The end of term gift presented to the President will not exceed one hundred ($100.00) dollars.
Article VII
Board of Directors
SECTION 1. The Board of Directors shall:
a. Formulate plans and establish internal operating procedures for the OSC in accordance with the Constitution, Bylaws, Standing Rules.
b. Prescribe the scope of activities, services, and facilities.
c. Establish rules and internal controls.
d. Approve expenditures and creditor relationships; ensure that the OSC is properly administered, its funds safeguarded and all income received in full, properly recorded and prescribed.
e. Administer Community Grants (as opposed to operational) funds for charitable and/or educational purposes.
f. Serve on appointed committees.
g. Review Constitution, Bylaws, Standing Rules every two (2) years and amend as necessary. Said documents will be approved by majority vote, as outlined in Robert’s Rules of Order and signed by the President and Parliamentarian.
SECTION 2. A joint Board meeting will be held after elections at the next regularly scheduled Board meeting. All job related materials to include but not limited to books, reports, and After Action Reports will be turned over at the joint Board meeting. The Operational and Community Grants Treasurers’ books will be turned over upon completion of the final reconciliation in compliance with the Bylaws, Article II, Section 7, Part h, Article II, Section 8, Part h and Article VI, Section 16.
SECTION 3. Each member of the Board will have and be familiar with the Constitution, Bylaws, Standing Rules, after action reports, and job descriptions. All Board members will be bound by the Constitution, Bylaws, Standing Rules.
SECTION 4. The president will be notified of items for the agenda seventy-two (72) hours prior to the Board and general membership meetings.
SECTION 5. Any media contact, print or electronic, to include but not limited to notices to newspapers, TV, or radio will be given to the Publicity Chairperson of the OSC.
Article VIII
Dissolution
SECTION 1. The OSC may be dissolved by a majority vote of the active membership present at a general or special membership meeting and/or by the direction of the Installation Commander.
SECTION 2. Upon dissolution, the property and assets of the OSC will be disposed of as directed by the Board, approved by the Installation Commander, FortPolk, and authorized by current Army regulations and other pertinent directives. The general membership will be liable if the assets of the OSC are insufficient to satisfy the liabilities of the OSC.
Article IX
Miscellaneous
SECTION 1. GUEST POLICY: It shall be the policy of the OSC to authorize as a "guest" any relative or friend of an OSC member. A guest may attend one (1) OSC regularly scheduled monthly luncheon/function per board year. A visiting out-of-town guest may attend more than one monthly luncheon/function but will only be hailed as a guest for their first luncheon per board year. The ESC may be invited as an organization by the OSC at the discretion of the Board of Directors. Persons eligible for active membership may attend only one (1) meeting as a non-member while at FortPolk per board year.
SECTION 2. BOARD AND MEMBERSHIP MEETINGS: Board meetings are usually held on the second Monday of each month at 10:00 am at Creole Corner, unless otherwise indicated. Monthly luncheons serve as the organization’s monthly membership meeting and are usually held on the third Wednesday of each month, unless otherwise indicated.
SIGNED:
__________________________ ________________________
CONSTANCE CONRAD JANI GAMEZ
PRESIDENT PARLIAMENTARIAN
2007-2008 2007-2008
STANDING RULES
FortPolk Officers’ Spouses’ Club
September 2007
Article I
Definition
Standing Rules are resolutions of a permanent nature binding on the membership until rescinded or modified. Standing Rules can be adopted or revoked by a majority vote of the Executive Board without previous notice. No Standing Rule which conflicts with the Constitution or Bylaws can be adopted.
Article II
Board Meetings
The Board meetings will be held on the second Monday of each month at 10:00 am at Creole Corner unless otherwise indicated. Executive Board meetings will be called at the discretion of the President.
Article III
General Membership Meetings/Luncheons
The OSC luncheons will be held on the third Wednesday of each month, unless, on an exception basis, the 2nd Vice President has reason to select another day and notifies all members at least 30 days in advance of the routinely scheduled/newly scheduled function, whichever occurs first. These luncheons serve as the organization’s monthly membership meeting, where business may be conducted.
Article IV
Luncheon Reservation Policy
Reservations and cancellations are due the Thursday before the luncheon by 4:00 p.m. Checks will be made payable to Officers’ Spouses’ Club. Reservations and meal choices, if applicable, must be made in advance to the Reservation Chairperson. Payment shall be made in advance to the Reservation Chairperson, unless otherwise specified. Payment by mail must be received before the deadline. Reservations cancelled after the deadline will not be refunded. Permanent reservations are at the discretion of the board.
Article V
Children at OSC Functions
Infant children ages six (6) weeks and under are allowed at OSC functions and Board meetings. Infants six (6) months and under are welcomed. Crying infants should be taken to a private area to be attended.
Article VI
Creole Corner Policy
Creole Corner is a meeting/activity place located on Traditions Circle off Mississippi Street and is maintained by the OSC. The use of Creole Corner will be limited to OSC meetings, OSC committee meetings, OSC activities, unit activities, such as promotion parties, retirement celebrations, hails and farewells, reenlistment celebrations and other unit activities. Directorates, other staff sections and private organizations registered on the installation may also use the facility, subject to the same restriction. Other groups or individuals may request use of the building and the request will be considered after consultation with DMWR and or Installation Commander, if needed. For profit organizations/businesses cannot hold functions at Creole Corner. The facility must be closed for use between the hours of 11:30pm and 7:00am, each day.
A written request for the use of Creole Corner must be submitted to the Properties Chairperson. The request must include the name of the requesting group or person, the date and time of use and approximate number of attendees, and must be signed by the Commander, President, or Director. A civilian supervisor may sign if applicable. An individual requesting use must include the military unit of sponsor and command phone number.
Reservations will be taken 60 days in advance. OSC functions will be given priority. A $50.00 deposit, together with a $25.00 fee is required for each reservation. The $50.00 deposit will be refunded upon successful compliance of the agreement.
Article VII
Scheduling Special Functions
The Installation master calendar, through the G-3 office, must be checked before a date is set for any special function at least ninety (90) days prior to the event. All OSC functions must be added to the Installation master calendar at least ninety (90) days prior to the event. Changes must be submitted to the G-3 within ninety (90) days and/or in compliance with Installation policy.
Article VIII
Code of Behavior
All members will be treated with basic human dignity and respect regardless of race, color, religion, gender, disabilities, national origin, age, or spouse’s rank.
Article IX
Participation in Opportunities
The OSC Board has the authority to limit participation in any opportunity held at OSC functions to OSC members only.
Article X
Scholarship Eligibility
Dependants of active duty, retired or deceased members of the U.S. Army; in addition, dependants of Active Guard and Reserve personnel as well as dependants belonging to other sister services assigned to JRTC and Ft.Polk, are eligible to apply for the Ft Polk OSC Sponsored Combined Community Scholarship. All applicants must reside in the greater Ft.Polk area.
Subsequent Review and Approval Date: September 2007
SIGNED:
__________________________ ________________________
CONSTANCE CONRAD JANI GAMEZ
PRESIDENT PARLIAMENTARIAN
2007-2008 2007-2008
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