Fort Polk

Officers' Spouses' Club

Board and Standing Committee Members

Job Descriptions

 

                                                                           EXECUTIVE BOARD

       

OSC President:

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.

OSC First Vice President:

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 Child Development Center 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.

OSC Second Vice President:

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.

Recording Secretary:

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.

Corresponding Secretary:

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.

Operational Treasurer:

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 Fort Polk 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.

Community Grants Treasurer:

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 Fort Polk 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.

__________________________________________________________________________________________________________

                                   Standing Committees

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.

DECORATIONS: The Decorations Chairperson shall be responsible for providing table decorations for the monthly general membership meetings of the OSC, and other OSC sponsored special events, and any and all additional responsibilities as outlined in the position job description, as deemed necessary for the benefit of the organization or as delegated by the President.

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.

NEWSLETTER: The Newsletter Chairperson will be responsible for layout, publishing, soliciting of advertisements, and distributing the monthly newsletter, and any and all additional responsibilities as outlined in the position job description, as deemed necessary for the benefit of the organization or as delegated by the President.

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.

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.
 
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.

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.

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.

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.

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 Fort Polk 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.

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.

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.

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.

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.

ART PROGRAM COORDINATOR:The Art Program Chairperson is responsible for coordinating a school-wide volunteer Art Program at South Polk Elementary School.  She will 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.