Bylaws
ARTICLE I - OFFICERS AND
DUTIES
The duties listed below
represent only the major responsibilities of the elected and
appointed board positions. All positions are responsible for
performing other duties as assigned by the President or as defined
within the job description.
Section 1.
President
A.
Preside at all regular and
special meetings of the OOSC, the Executive Board, and the Board of
Governors.
B.
Appoints the
parliamentarian and appoints chairpersons of standing and special
committees, consistent with the needs of the OOSC.
C.
Serves as ex-officio
member of all committees, except the Nominating Committee.
Section 2.
First Vice-President
A.
Coordinates and/or serves
as ex-officio of committees determined by the President.
B.
Performs the duties of the
President in the absence of the president.
C.
Assumes the presidency if
the President is unable to complete the full term of office.
Section 3.
Second Vice-President
A.
Coordinates and/or serves
as ex-officio member of committees determined by the President.
B.
Performs the duties of the
First Vice-President in the First Vice-President’s absence.
C.
Assumes the office of the
First Vice-President if the First Vice-President is unable to
complete the full term of office.
D.
Assumes the office of
President if the President and First Vice-President are unable to
complete the full term of office.
Section 4.
Recording Secretary
A.
Is custodian of permanent
records of the OOSC.
B.
Takes minutes of all
general and special meetings of the OOSC, the Executive Board, the
Board of Governors and committees determined by the President.
C.
Posts a copy of the
minutes, Board of Governors and general membership meetings, on the
OOSC bulletin board.
D.
Keeps a separate record of
all motions that have been adopted.
E.
Prepares ballots in
advance of an election.
F.
Performs the duties of the
Corresponding Secretary in the corresponding secretary’s absence.
Section 5.
Corresponding Secretary
A.
Is responsible for all
correspondence of the OOSC, as directed by the President.
B.
Performs the duties of the
Recording Secretary in the recording secretary’s absence.
Section 6.
Operational Treasurer
A.
Is responsible for the
operational account of the OOSC as directed by the President.
B.
Keeps an exact record of
all monies received and disbursed by the OOSC.
C.
Prepares a monthly
financial statement.
D.
Provides a financial
report to the Installation Commander upon request.
E.
Performs the duties of the
Charitable Treasurer in the charitable treasurer’s absence.
Section 7.
Charitable Treasurer
A.
Performs duties as
Treasurer of the OOSC Charitable Association, Inc., as provided in
Article IV, Section 7 of that corporation's Bylaws.
B.
Performs the duties of the
Operational Treasurer in the operational treasurer’s absence.
Section 8.
Parliamentarian
A.
Is custodian and official
interpreter of the Constitution and Bylaws and policies of the OOSC,
and assures that revisions are made in accordance with parliamentary
procedure.
B.
Is the OOSC liaison with
the legal office and Services Squadron.
C.
Serves as chairman of the
Nominating Committee and Policy Review Committee.
D.
Is a non-voting member of
the Board of Governors
ARTICLE II - NOMINATIONS
AND ELECTIONS
Section 1.
Nominating Committee
A.
The Committee shall
include the Parliamentarian, who shall be the chairperson, at least
one Advisor, and 5 membership representatives when possible.
B.
No member seeking an
elected position may be a member of this committee.
C.
The committee shall
nominate at least one (1) candidate for each elective office.
Section 2.
Elections
A.
The elections of officers
shall be held at the April general membership meeting and shall be
held by secret ballot. If all candidates are running unopposed, the
slate can be elected by a majority voice vote of the active and
associate members present and voting.
B.
Absentee ballots may be
made available.
C.
The candidates shall be
elected by a majority vote.
D.
Officers shall serve for a
period of one year or until their successors are elected or
appointed.
E.
Officers shall assume
their duties at the beginning of the fiscal year.
F.
The President with the
approval of the Executive Board shall fill a vacancy in office, with
the exception of the President or the First Vice President, through
appointment.
G.
The Executive Board shall
determine if a vacancy exists.
Section 3.
Transition
A.
There shall be a
transitional workshop prior to the June joint board meeting. The
workshop will be conducted by the outgoing Parliamentarian and shall
contain information on Chairman Notebooks, parliamentary procedure,
and job descriptions.
B.
The June joint board
meeting shall be conducted by the outgoing President for the
purpose of approving minutes of the previous meeting, hearing the
Treasurers’ reports and turning over notebooks. The outgoing
President shall then turn the meeting over to the incoming President
and the retiring board shall stand adjourned.
ARTICLE III - MEMBERSHIP
Section 1.
Active Members
A.
Eligibility: Spouses of
active duty officers of the United States Armed Forces that are also
members of the Offutt Club.
B.
Privileges: Active
members shall have the right to vote, hold an elected office and
chair a committee on the Board of Governors.
Section 2.
Associate Members:
A.
Eligibility: The
following is a list of eligible Associate Members. Offutt Club
membership is required to be considered an Associate Member.
1.
Spouses of retired
officers
2.
Spouses of officers of
other nations
3.
Widows/widowers of
officers of the United States Armed Forces
4.
Spouses of active duty
officers of the United States Armed Forces whose spouses are serving
elsewhere and are members of an Officers' Club.
5.
Commissioned officers
6.
Retired Officers
7.
Spouses of Warrant
Officers and GS-7 and above officer equivalents of civilian members
8.
Former spouses of military
officers who have been granted military ID cards with full
commissary privileges under the Former Spouses Protection Act,
Public Law 97-252 (Title 10 U.S. Code, sec. 1404 at seq.; the
"20/20” former spouse")
B.
Privileges: Associate
members shall have the right to vote and chair committees on the
Board of Governors, but they may not hold an elected office on the
Executive Board.
Section 3.
Courtesy Members
A.
Eligibility: Persons
whose spouses are eligible but are not members of the Offutt Club
may become courtesy members.
B.
Privileges: Courtesy
members whose spouses are active duty shall have the right to vote,
chair committees, and hold an elected office. All other courtesy
members shall have the right to vote and chair committees, but not
hold an elected office.
C.
Other Information:
Courtesy Members, since not Offutt Club members, will be charged a
surcharge for all meals served during general membership meetings.
Section 4.
Honorary Members:
A.
Eligibility: The
President, with the approval of the Honorary President, may invite
distinguished persons to be honorary members for a period of one
year.
B.
Privileges: Honorary
Members have only the privileges as outlined by letter from the
President.
Section 5.
Guests
A.
Eligibility:
1.
Persons who are eligible
for membership in the OOSC may attend only one function per board
year as a guest prior to becoming a member.
2.
A guest may be anyone not
eligible for membership in the OOSC.
3.
The Executive Board
reserves the right to limit a function to members only.
B.
Privileges: Guests are
not eligible to play bingo, but are eligible for door prizes.
ARTICLE IV – COMMITTEES
Section 1.
Budget Committee: Chaired by the OOSC and OOSCCA treasurers and
includes the executive board, advisors, outgoing president and any
others deemed necessary by the committee chairpersons. The
committee is responsible for developing a budget at the beginning of
the board year and at midyear for presentation and approval to the
general membership. The proposed budget shall be presented and
posted for 30 days prior to a vote for adoption by the general
membership.
Section 2.
Charitable Committee: Chaired by the Charitable Chairperson and
consists of the chairperson, president, 2nd vice
president, honorary president and advisor, charitable treasurer,
parliamentarian, ways and means chairperson, corresponding
secretary, and other members as deemed appropriate by the
chairperson. Purpose of the committee is to review charitable
requests. Requests under $1,000 that are approved by the committee
are then voted on by the governing board. Those $1,000 and over
must be approved at governing board and then presented to the
general membership for vote.
Section 3.
Scholarship Awards Committee: Chaired by the Scholarship
Chairperson, and consists of the chairperson and others as deemed
appropriate. Committee is responsible for reviewing/updating
scholarship guidelines and requirements for presentation and
approval of the governing board. The chairperson is responsible for
selecting an independent panel of judges to review and score
applications.
Section 4.
Policy Review Committee: Chaired by the Parliamentarian and
includes five members of the OOSC at the discretion of the
Parliamentarian and the President. Purpose of the committee is to
review governing documents at the beginning of the board year and
again midyear. Other reviews may be conducted at the request of OOSC
members due to changing needs.
Section 5.
Nominating Committee: Chaired by the Parliamentarian for the
purpose of nominating a slate of officers for the next OOSC board
year. The Parliamentarian will select 3-5 members to comprise this
committee with the first meeting occurring in January. Candidates
will be announced at the March general membership meeting.
ARTICLE V - FINANCES AND
RULES
Section 1.
Dues
A.
All members (except
honorary members) pay dues of forty eight dollars ($48.00) per board
year (June through May). Members that join in January of the board
year will only be required to pay twenty four dollars ($24.00),
regardless of past membership or involvement in OOSC. Those OOSC
members age 65 and older may pay a reduced dues rate of Twenty four
dollars ($24.00) per year. Those members who are widowed may have
free club membership. Spouses of 2nd Lts. will not be required to
pay dues their first year.
B.
If a member’s spouse
receives PCS orders, a refund of $4.00 per month from the PCS month
to June, will be reimbursed to the OOSC member. The refund is made
for PCS moves only to ensure the member does not pay an OSC/OWC
membership fee twice in one year.
Section 2.
Finances
A.
A budget prepared by the
Budget Committee and approved by the Board of Governors shall be
presented to the general membership in April of each fiscal year.
B.
A minimum of two thousand
dollars ($2,000.00) shall be left in the operational accounts at the
end of the fiscal year.
C.
Any amount over $2,000 may
be transferred to the OOSC Charitable Association budget.
D.
A financial review of the
OOSC funds will be made in accordance with Air Force Instruction
34-223 upon completion of the Operational and Charitable Treasurers'
terms of office. If a treasurer resigns before the end of their
term of office, a bank reconciliation will be made of OOSC funds.
E.
The fiscal year of the
OOSC shall be June 1st through May 31st.
Section 3.
Expenditures
A.
The Board of Governors may
authorize an expenditure not to exceed one thousand dollars
($1,000.00). All expenditures in excess of this amount shall be
taken to the general membership for approval.
B.
All checks will require
two signatures, pre-authorized signers on the signature card on
file. Eligible signatures include the President, 1st Vice, 2nd Vice,
and the two treasurers.
Section 4.
Revenue Raising
A.
Charity: All profits
generated by activities designed to raise funds to be donated to
charity shall be transferred to the Offutt Officers Spouses' Club
Charitable Association, Inc. for distribution in furtherance of that
organization's charitable endeavors.
B.
Social: Occasional
fundraising may be necessary to offset expenses only, in accordance
with AFI 34-223.
C.
Fundraising: Every
fundraising event shall be approved in writing by the Installation
Commander or designee before it is conducted.
ARTICLE VI - AMENDMENTS
Section 1.
These Bylaws may be amended by a majority vote at any duly
constituted general membership meeting following the recommendation
of the Board of Governors, written approval of the Installation
Commander and 30 day prior notification to the membership.
Section 2.
Administration changes (ex: Air Force Regulations)
may be made as necessary without amendment of the Bylaws.
Reviewed &
Updated: August 2004
