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 This consent maybe withdrawn at any time at the discretion of the Installation Commander.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
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