|
Constitution
CONSTITUTION
LITTLE ROCK
SPOUSES’ CLUB, INC.
as of March 14, 2008
ARTICLE
1 -- NAME AND AUTHORITY
This organization
shall be named the Little Rock Spouses' Club, Inc.,
hereinafter referred to as the "LRSC." This
private, nonprofit organization is established under
the authority contained in AFI 34-223, 8 March 2007,
and the Articles of Incorporation dated 1 March
1988, with the approval of the Installation
Commander or his/her designee in accordance with AFI
34-223.
ARTICLE 2 --
PURPOSE
The purpose of the LRSC shall be to coordinate
fundraising and welfare activities, which will also
promote friendship among its members, to further
their social and intellectual well-being. The LRSC
is also the governing body for the Little Rock
Spouses’ Club Thrift Shop and the Little Rock
Spouses’ Club Scholarship and Educational Grant
Fund.
ARTICLE 3 --
NONPROFIT ORGANIZATION
The LRSC is organized and operated exclusively for
nonprofit purposes, and no part of its earning shall
monetarily benefit any individual member as
stipulated in Article 4 in the Articles of
Incorporation.
ARTICLE 4 --
MEMBERSHIP
The membership of the
LRSC is voluntary and shall consist of active and
honorary members, as described herein and without
discrimination based on age, race, religion, color,
national origin, disability, ethnic group or gender.
A.
Active.
1.
Eligibility:
a)
Spouses of active or
retired military personnel and spouses of civilian
employees that have an active ID that allows access
to Little Rock Air Force Base, hereinafter referred
to as LRAFB.
b)
Spouses residing in the
vicinity of LRAFB, whose sponsor is on active duty
in a remote area or other situation which does not
afford the spouse residing in the vicinity of LRAFB
the opportunity to participate in the LRSC.
The active status of the LRSC members in the last
category would continue for one year after the
sponsor has PCS'd. Continuations would have to be
approved by the membership.
2. Privileges. Shall enjoy
full privileges of membership which include: payment
of dues, voting, holding elected or appointed
office, attending LRSC sponsored meetings and
events, participating in special interest groups,
access to the LRSC online newsletter, known as the
La Petite Roche, hereinafter referred to as
the LPR, and receiving a roster.
B.
Honorary
1. Eligibility.
a) Membership
shall be determined by invitation of the President,
with the advice of the Honorary President/LRSC
Advisor, for a period of one year. There shall be a
maximum of five honorary members.
b) With the
exception of the Honorary president, honorary
membership is reserved for those individuals who
would not otherwise be eligible for active
membership.
2.
Privileges. Honorary
members, including the honorary president, shall not
pay dues. They shall enjoy privileges of active
membership which include attending LRSC-sponsored
meetings and events, participating in special
interest groups, access to the LPR, and receiving a
roster.
ARTICLE 5 --
OFFICERS AND COMMITTEE APPOINTMENTS
The officers of this
organization shall be honorary, elected and
appointed.
A.
Honorary President
and Advisors.
1. The spouse of the 314 AW
Commander shall, with her/his consent, be Honorary
President and ex-officio member of all committees.
2. The Honorary President
and President may jointly appoint any Advisors
deemed necessary, with their consent, to the LRSC
Board. Also, each major tenant unit may be invited
by the Honorary President to appoint an Advisor to
the LRSC Board.
3.
Up to
four advisors may be invited by the Honorary
President and approved by the president for one
year, though not limited to one year. However, as
active members, advisors have the right to vote at
general membership meetings.
B. Elected.
The elected officers shall be as follows and their
duties outlined in the LRSC By-Laws: President,
First Vice President, Second Vice President,
Recording Secretary, Corresponding Secretary,
General Treasurer and Welfare Treasurer.
C. Appointed.
The President shall appoint a Parliamentarian who
will serve in a non-voting capacity.
D. Standing Board
Chairpersons shall be as follows and their
duties are outlined in the LRSC By-Laws: Website
Manager, Member at Large, Publicity, Membership,
Programs, Reservations, Thrift Shop, Historian,
Special Activities, Ways and Means, and Welfare.
E. Special
Committees are not limited to, but shall be as
follows, and their duties are outlined in the LRSC
By-Laws: Constitution & By-laws, Welfare
Fundraiser, Operational Fundraiser, Budget, and
Scholarship/Educational Grants.
F. Any LRSC member is
eligible to be a board member if not already an
advisor or an honorary member.
ARTICLE
6 -- GENERAL PROVISIONS
A.
The administration of
this organization shall be by an Executive Board and
the LRSC Board of Directors.
1.
The Executive Board
shall consist of the honorary president, elected and
appointed officers, and advisors (as applicable).
2.
The LRSC Board of
Directors, hereinafter referred to as the “LRSC
Board,” shall consist of the honorary president (as
a nonvoting member of the LRSC board), elected and
appointed officers, advisors (as nonvoting members
of the LRSC board), and standing committee
chairpersons as stipulated herein.
B.
The LRSC operates on
this military base only with the consent of the
Installation Commander or his/her designee in
accordance with AFI 34-223. Operation is contingent
on compliance with the requirements and conditions
of all applicable Air Force regulations.
ARTICLE
7 -- MEETINGS AND QUORUMS
A.
The LRSC Board
1.
The LRSC Board shall
meet once a month prior to the General Membership
meeting with the exception of the month of June.
Board meetings scheduled to be held in the summer
months may be adjusted at the discretion of the
President with the approval of the honorary
president.
2.
Board meetings may be
suspended by vote of the LRSC Board, not to exceed
two (2) in any board year.
3.
Special meetings may be
called at the President's discretion. The Recording
Secretary shall be responsible for notifying members
of the special meeting. An advisor must be present
at the meeting.
4.
The President may
authorize the Parliamentarian to take a vote by
telephone or email on questions of extreme urgency.
5.
Quorum. Two-thirds of
voting members of the LRSC Board present
shall constitute a quorum for the transaction of
business. The Parliamentarian shall certify whether
or not a quorum is present. In the absence of the
Parliamentarian, the Recording secretary shall
certify a quorum.
6.
Proxy votes will count
towards a quorum. Each board member can carry only
one Proxy vote.
C.
General Membership
Functions and Meetings.
1.
General membership
functions shall be held at least once a month with
the exceptions of the months of June and July.
2.
General membership
meetings may be held at an LRSC function, when
deemed necessary to conduct business as stipulated
herein.
3.
The President may call
special meetings of the general membership by
placing a notice on the website at least one week
prior to the meeting, and by notifying the LRSC
Board.
4.
Quorum. Two thirds
voting members and two officers present shall
constitute a quorum for the transaction of
business. The Parliamentarian shall certify whether
or not a quorum is present. In the absence of the
Parliamentarian, the Recording Secretary shall
certify a quorum.
ARTICLE 8 --
PARLIAMENTARY AUTHORITY
The rules contained in Robert's Rules of Order
(newly revised) shall govern this LRSC in all cases
in which they are not inconsistent with the Articles
of Incorporation, Constitution, By-Laws and AFI
34-223, 27 November 2002.
ARTICLE 9 –
DISSOLUTION
A.
In the event this LRSC
is dissolved or ceases to function for any reason,
the LRSC Board shall designate at least three (3)
members and one advisor as trustees to liquidate all
properties and funds. All debts and liabilities of
LRSC will be paid from the liquidation of the LRSC
assets and all remaining assets will be donated
and/or dispersed to the community and not to the
benefit of the General Membership.
B.
In accordance with
existing Air Force regulations, all members are
hereby advised that financial liability incurred by
the LRSC may ultimately result in individual
personal financial responsibility if the assets fail
to discharge all liabilities. An individual who was
a member thirty days before such insolvency shall be
considered a member as of the date of the liability
or insolvency.
ARTICLE
10 -- AMENDMENTS AND ADOPTION
A.
The Constitution may be
amended at any regular or special general membership
meeting by a two-thirds vote of the active members
present and voting, provided that thirty (30) days'
notice of such amendment has been given the
membership. The amendment will become effective
when the amendment has been approved by the
Installation Commander or his/her designee in
accordance with AFI 34-223.
B.
The By-Laws may be
amended by two-thirds vote of active members present
at any General Membership meeting without previous
notice, or by majority vote.
C.
All amendments must be
presented to the LRSC Board for approval prior to
presentation to the general membership.
ARTICLE
11 -- NOMINATION AND ELECTION OF OFFICERS
1.
The Nominating
Committee shall consist of the Parliamentarian as
chairperson, and nine or less additional members.
They shall be representative of the various base
units as far as feasible. They shall be appointed
by the Parliamentarian with the approval of the
Executive Board. The Honorary President/
LRSC Advisor, with their consent, shall be advisors
to the Nominating Committee, without a right to
vote.
2.
The Nominating Committee shall
present a slate of candidates who are active members
in good standing for each elected office at a
general membership meeting prior to the election
month. The chairperson of the Nominating Committee
shall assume the responsibility for posting a list
of candidates on the LRSC website within
one week following the
presentation of the candidates to the membership.
B. Election.
1.
Officers shall be
elected annually to serve from June 1 to May 31 and
be installed at a general membership meeting. No
elected officer shall succeed herself/himself in an
office in which she/he has served two terms.
2.
In the event there is
only one nominee for each office, a voice vote may
be taken for the entire slate.
3.
All members must be
current in payment of dues 30 days prior to the
election to be eligible to vote.
4.
Elections shall be by
secret ballot, and candidates receiving a plurality
vote shall be deemed elected.
5.
The chairperson of the
Nominating Committee shall arrange for absentee
ballots prior to the day of the election.
6.
The chairperson of the
Nominating Committee, with the help of the
Nominating Committee, shall distribute, collect, and
count ballots. The chairperson shall report the
outcome of the balloting to the President for
announcement to the general membership.
7.
The President shall
place his/her ballot in a sealed envelope to be held
by the chairperson of the Nominating Committee.
This ballot shall be opened and counted only in the
case of a tie, and only the vote affecting the tie
shall be counted.
8.
After the election,
the chairperson of the Nominating Committee shall
place all ballots in a sealed envelope and give them
to the Honorary President/ LRSC Advisor who
shall keep them for thirty (30) days and then
destroy them.
9.
A joint meeting of the
outgoing and incoming LRSC Boards shall be
held at the May board meeting or at a board meeting
scheduled at the discretion of the President with
the approval of the Board. Outgoing officers and
committee chairpersons are responsible for the
orderly and complete transfer of all information to
the newly elected officers and appointed committee
chairpersons.
ARTICLE 12 --
VACANCIES AND SUCCESSIONS
A.
An officer or standing
committee chairperson who cannot complete her/his
term shall submit a written resignation to the
President. In cases of extended absence or
incapacity, the LRSC Board shall determine whether a
vacancy exists.
B.
A vacancy in the
office of President shall be filled for the
unexpired term by the elected 1st Vice President
with her/his consent. A vacancy in the office of
the 1st Vice President shall be filled for the
unexpired term by the 2nd Vice President with
her/his consent; however, no officer shall
automatically move more than one office higher than
the office to which she/he was elected or appointed.
C.
If a vacancy occurs in
the office of President and the 1st Vice President
has moved from the office of 2nd Vice President or
declines to advance to the office of President; the
Parliamentarian shall preside over a special
election of the Office of President.
1.
At the next general
membership meeting, nominations for President shall
be accepted from the floor, and a vote shall be
taken at the same meeting.
2.
If more than one
candidate is nominated, the voting shall be by
secret ballot.
D.
When a vacancy occurs
in an elected or appointed position other than the
office of President or 1st Vice President, a
successor shall be appointed by the President with
the approval of the Executive Board.
ARTICLE 13 – DUTIES OF THE
LRSC BOARD
The LRSC Board shall:
A.
Formulate and
supervise projects and programs of the LRSC.
C.
Review reports of LRSC
officers and committee chairpersons with the
exception of the Nominating Committee.
D.
Approve, by majority
vote, unbudgeted expenditures not to exceed $2000.00
per recipient.
E.
Approve all contracts
except those pertaining to the budgeted funds.
ARTICLE
14 -- FINANCES
The LRSC shall be
financially self-sustaining. This LRSC shall not
engage in activities which compete with those of any
Services programs, non-appropriated fund
instrumentality, or AAFES operation. In the event
there is a financial liability that exceeds LRSC
assets, members are on notice that they may
potentially be responsible for covering those
liabilities.
A.
Dues.
1.
A change in dues will
be determined by the LRSC Board.
2.
Dues of active members
should be payable annually by cash or check.
3.
Membership dues shall
be used for operation of this LRSC and shall be kept
in the General Fund.
4.
Members who join in
January of the fiscal year will be responsible for
one-half (1/2) of their appropriate dues.
B.
Fiscal Year.
The fiscal year of this LRSC shall be from June 1
through May 31.
1.
The budget shall
coincide with the fiscal year.
2.
The proposed budget shall be
presented to the LRSC Board for approval prior to
its presentation to the general membership and shall
be posted on the LRSC website one (1) week prior to
its presentation to the general membership. It
shall then be approved by a majority vote of the
active members present and voting at a general
membership meeting by the 4th month of the fiscal
year.
3.
During the fiscal year
the respective treasurers must submit any changes to
the budget or transfers between budget amounts
within the separate funds to the LRSC Board for
approval.
D.
Unbudgeted
Expenditures.
1.
The President may
authorize, when deemed necessary, expenditures not
to exceed $250.00 per month from the Welfare Fund
and $250.00 per month from the General Fund. Any
action taken must be ratified by the LRSC Board.
2.
The LRSC Board may
authorize unbudgeted expenditures not to exceed
$2000.00 per recipient without approval of the
general membership.
3.
Any unbudgeted
expenditures exceeding $2000.00 must be approved by
a majority vote from the general membership.
E.
Moneys Fund.
1.
Moneys belonging to
the LRSC shall be kept in three (3) separate funds:
General, Welfare and Scholarship/Educational
Grants. At the end of the fiscal year the maximum
amount of moneys belonging to the LRSC (General
,Welfare and Scholarship/Educational Grants) shall
not exceed $10,000.
2.
General Fund.
a)
All membership dues
shall go into the General Fund.
b)
Additional money for
this account may be raised by General Fundraising
efforts. Any money, minus expenses, may be
transferred to the Welfare Fund.
c)
The General Fund shall
be used for operating and maintenance expenses of
the LRSC, including social activities.
d)
The General Fund shall
maintain a minimum balance of $500.00.
e)
Members will be charged
if checks are returned for insufficient funds in
their bank accounts. Resulting charges must be paid
in cash by member within 30 days or membership will
be terminated.
3.
Welfare Fund.
a)
The LRSC operates the
Thrift Shop as a main means of welfare funds.
Profits from the Thrift Shop will go into the
Welfare Fund. The LRSC Board may choose to raise
more Welfare Funds by other means.
b)
The Welfare Fund shall
be used for the benevolent and community service
projects of the LRSC not to exceed $2000.00 in any
given request without the approval of the general
membership.
c)
No donations from the
Welfare Fund may go to an organization that lobbies
a legislative body.
d)
The LRSC will not
contribute to national organizations or parent
chapters if it is contributing to a local chapter
for the benefit of the area.
e)
The Welfare Fund shall
maintain a minimum balance of $1000.00.
f)
Money from the Welfare
Fund may be transferred to the
Scholarship/Educational Grants Fund.
g)
The LRSC is prohibited from using
these funds upon dissolution, or otherwise, for the
general purposes of the LRSC.
4.
Scholarship/Educational
Grants Fund.
a)
All proceeds from the Auction for
Education, or additional welfare fundraisers as
deemed necessary, shall go into the
Scholarships/Educational Grants Fund.
b)
Additional funds may be contributed
by the Welfare or General Fund as deemed necessary.
c)
The Scholarship/Educational Grants
fund shall be used exclusively for educational
purposes, including granting of scholarships and
educational grants.
d)
The LRSC is prohibited from using
these funds upon dissolution, or otherwise, for the
general purposes of the LRSC.
F.
Accounting.
1.
All moneys belonging to the LRSC
shall be kept on deposit in the LRSC bank accounts.
Exception: The Thrift Shop maintains its own bank
accounts.
2.
Withdrawals from these
accounts to meet authorized expenses shall be by
check, signed by the General Treasurer or Welfare
Treasurer. In absence of both Treasurers, the
President may withdraw by check from the LRSC
accounts to meet authorized expenses.
3.
A check cannot be
written to and signed by the same individual.
4.
All
checks written for more than $500.00 are required to
have two signatures.
G. Records and
Reports.
1.
The Treasurers shall
be responsible for keeping detailed financial
records of the LRSC.
2.
Typed monthly
financial reports shall be made for all LRSC Board
members. Additional copies of financial reports and
bank accounts shall be delivered to the Resource
Management Flight Chief.
H. Bonding. A
bonding policy for the LRSC shall be purchased
covering the President, 1st and 2nd Vice Presidents,
General and Welfare Treasurers and any other
Committee Chairperson the Executive Board recommends
as stipulated in the Articles of Incorporation, and
given to the Parliamentarian to place in the fire
safe box.
I. Annual Review.
The records of the General Treasurer and Welfare
Treasurer shall be reviewed at LRSC expense by a
qualified accountant, in accordance with AETC
guidelines, at the close of their terms of office,
whether it is full or partial terms of office. All
books and records shall be made available for review
whenever requested by the Resource Management Flight
Chief.
This amended
Constitution was approved by a majority vote of the
LRSC general membership in compliance with Article
10 of the Constitution.
APPROVED this 14th
day, March 2008.
LRSC
Parliamentarian/Date
LRSC President/Date
Back to top
___________________________________________________________________________
By-Laws
BY-LAWS
LITTLE ROCK SPOUSES' CLUB, INC.
as of March 14, 2008
I.
All Air
Force instructions and policies affecting the
Articles of Incorporation, Constitution and By-Laws
will be acted upon by the LRSC Board.
II.
The LRSC
will not engage in or support in any way, any agency
or organization which engages in or supports
discrimination according to race, creed, color, sex,
marital status, age, religion, or national origin,
lawful political affiliation, membership in labor
organizations, or physical handicap.
III.
In the
event that any portion of the Articles of
Incorporation, Constitution or By-Laws of this
organization shall be considered illegal or against
any current or future Air Force regulation, that
portion shall be stricken without prejudice to the
remainder of the document.
IV.
LRSC BOARD OF DIRECTORS:
A.
All
Board and committee meetings are open to the
membership with prior approval of the President.
Contact the President to find out the meeting dates
and times.
B.
The LRSC
Board reports are due by the Tuesday prior to the
LRSC Board meeting to the recording secretary.
C.
The
President should be informed of any business to be
discussed at any meeting, not later than 1 week
prior, for inclusion on the agenda.
D.
Motions,
(other than welfare requests), to be presented at
Board meetings are to be given to the President no
later than 1 week preceding the Board meeting.
V.
DUTIES
OF OFFICERS
A.
General.
1.
Attend
all LRSC functions, attend meetings in a voting
capacity and submit monthly reports, as needed, to
the LRSC Board. Unless excused first by president
and vice president, officers must attend 9 meetings
a year.
2.
Maintain
a notebook with applicable job descriptions.
3.
Submit a
summary report at the end of her/his term and
provide a copy to the President and assure a
complete and orderly transfer of all information to
her/his successor.
4.
Noncompliance with the Constitution and/or By-Laws
by officers will result in possible termination of
the position by the President.
B.
Elected.
1.
The
President shall:
a)
Be the
official representative and spokesperson of the LRSC.
b)
Preside
at all meetings of the LRSC and Executive Boards and
the general membership.
c)
Cast a
vote, by sealed ballot, and in all other cases, only
to resolve a tie.
d)
Appoint
chairpersons of all Standing Committees and Special
Committees necessary to conduct business of the LRSC.
e)
Appoint
a Parliamentarian and keep them apprised of all
motions to be presented at board meetings.
f)
Authorize unbudgeted expenditures as stipulated in
Article 14-D. of the Constitution.
g)
Sign
checks for authorized LRSC expenditures in the
absence of the Treasurers.
h)
Provide
a topic agenda for all Advisors and LRSC Board
Members.
i)
Serve as
ex-officio member of all committees except the
Nominating Committee.
j)
Hold
keys to the LRSC office, firebox, PO Box and all
other LRSC properties.
k)
Purchase
appreciation gifts for the Board members and
Advisors.
l)
Notify
the LRSC Board members of all regular and special
board meetings.
2.
The
1st Vice President shall:
a)
Assume
the duties of the President in her/his absence.
b)
Act as
assistant to the President and perform any duties
delegated by the President.
c)
Maintain
all inventories of the LRSC properties. Copies of
the inventories shall be submitted yearly to the
Honorary President/LRSC Advisor and President.
d)
Distribute keys to the LRSC properties and maintain
records of such distributions.
e)
Serve as
Protocol Officer.
f)
Coordinate with the following board chairpersons:
(1)
Reservations
(2)
Publicity
(3)
Membership
(4)
Programs
(5)
Website
Manager
(6)
Special
Activities
(7)
Ways and
Means
(8)
Historian
(9)
Operations Fundraiser
g)
Hold a
key to LRSC office and to the cabinet containing
silver.
h)
Coordinate decorating of conference center.
i)
Coordinates child care providers for board meetings,
executive meetings and functions.
j)
Purchases appreciation gift for President at the end
of his/her term.
3.
The
2nd Vice President shall:
a)
Preside
in the absence of the President and 1st Vice
President, and assume the office of the 1st Vice
President, in the event of a vacancy in that office
except as stipulated in Article 13 of the
Constitution.
b)
Act as
assistant to the President and perform any duties
delegated by the President.
c)
Coordinate with the following board chairpersons:
(1)
Thrift Shop
(2)
Welfare
(3)
Welfare Fundraising
(4)
Scholarships/Educational Grants
(5)
Member-At-Large
d)
Become
familiar with Air Force Villages functions and
programs and relay information to the LRSC Board and
general membership as needed. Represent, or appoint
a representative of, the LRSC to Air Force Villages
functions with the LRSC board approval.
e)
Hold
keys to the LRSC office and Thrift Shop.
4.
The
Recording Secretary shall:
a)
Be
custodian of all permanent records of the LRSC
(except the financial records and official Articles
of Incorporation, Constitution and By-laws).
b)
Maintain
and keep on file all minutes and necessary reports
for a five (5) year period.
c)
Record
the minutes of the LRSC Board and general membership
meetings.
d)
Submit a
copy of the signed minutes once a year to the
Resource Management Flight Chief.
e)
Be
responsible for maintenance issues and supplies for
the copier in the LRSC office, and the reproduction
of board reports.
f)
Provide
a copy of the minutes of each meeting to each member
of the LRSC Board.
g)
Assume
the duties of the Corresponding Secretary and
Parliamentarian in her/his absence.
h)
Reserve
rooms for meetings and childcare in coordination
with Programs.
i)
Holds
keys to LRSC office and Thrift Shop.
j)
Maintain
a list of the LRSC officers and committee
chairpersons with their addresses and telephone
numbers.
5.
The
Corresponding Secretary shall:
a)
Be
responsible for all LRSC correspondence unless the
correspondence is specifically assigned to a
committee or another individual by virtue of its
nature.
b)
Maintain
records of all correspondence.
c)
Maintain
post office box and holds a key.
d)
Be
responsible for logging and distributing all mail.
e)
Assume
the duties of the Recording Secretary in her/his
absence.
6.
The
General Treasurer shall:
a)
Be
responsible for the LRSC General Fund, receive and
keep an accounting of all General Funds belonging to
the LRSC and disburse funds for authorized
expenditures.
b)
Maintain
the General Fund financial records of the LRSC and
submit them for a review by a qualified accountant
yearly upon termination of her/his tenure in office.
c)
Submit
to the LRSC Board a monthly financial report and
provide typed copies for the LRSC Board members.
d)
Co-chair
of the Budget Committee.
e)
Be
responsible for all General Fund financial affairs
of the LRSC, including insuring that the income tax
forms are properly submitted to the accountant no
later than June each year. Countersign all tax
documentation as necessary.
f)
Be
custodian of all permanent General Fund financial
records of the LRSC, keeping such records for five
(5) years, as is required by the Internal Revenue
Service.
g)
Obtain
and maintain the bonding policy and place in the
fire safe box in the LRSC office.
h)
Submit
signed copy of board report, and bank statements
monthly to the Resource Management Flight Chief, and
also submit approved budget annually to the Resource
Management Flight Chief.
i)
Serve as
Welfare Treasurer in the event of a vacancy.
j)
Serve on
all Operational Fundraiser committees.
7.
The
Welfare Treasurer shall:
a)
Be
responsible for the LRSC Welfare Fund, receive and
keep an accounting of all Welfare funds belonging to
the LRSC and disburse welfare funds for authorized
expenditures.
b)
Maintain
the Welfare Fund financial records of the LRSC and
submit them for a review by a qualified accountant
yearly upon termination of her/his tenure in office.
c)
Submit
to the LRSC Board a monthly financial report and
provide typed copies to all LRSC Board members.
d)
Co-chair
of the Budget Committee.
e)
Submit
reports for tax purposes annually to accountant.
f)
Is
custodian of all permanent Welfare Fund financial
records of the LRSC, keeping such records for five
(5) years, as required by the Internal Revenue
Service.
g)
Submit
signed copy of board report, and bank statements to
the Resource Management Flight Chief, as requested,
and also submit approved budget annually to the
Resource Management Flight Chief.
h)
Be
responsible for the LRSC Scholarships/Educational
Grant Fund, receive and keep an accounting of all
Scholarship/Educational Grant funds belonging to the
LRSC and disburse scholarship/educational grant
funds for authorized expenditures.
i)
Maintain
the Scholarships/Educational Grant Fund financial
records of the LRSC and submit them for a review by
a qualified accountant yearly upon termination of
her/his tenure in office.
j)
Is
custodian of all permanent Scholarship/Educational
Grant Fund financial records of the LRSC, keeping
such records for five (5) years, as required by the
Internal Revenue Service.
k)
Serve as
General Treasurer in the event of a vacancy.
l)
Serve on
all Welfare fundraising committees.
m)
Serves
on the Thrift Shop Advisory Board.
C.
Honorary Officers and Advisors.
Every Honorary Officer and Advisor may attend all
LRSC Board meetings in an advisory capacity without
vote. Up to four advisors may be invited by the
Honorary President and approved by the president for
one year, though not limited to one year. However,
as active members, advisors have the right to vote
at general membership meetings.
D.
Appointed. The Parliamentarian shall:
1.
Advise
the presiding officer on parliamentary procedures
and interpretation of the Articles of Incorporation,
Constitution and By-Laws.
2.
Keep
official copies of the Articles of Incorporation,
Constitution and By-Laws, and submit to the
Secretary of State all amendments of the Articles of
Incorporation.
3.
Attend
all meetings of the LRSC Board in a non-voting
capacity.
4.
Maintain
a supply of copies of the Articles of Incorporation,
Constitution and By-laws, and distribute them as
necessary.
5.
Conduct
telephone and e-mail votes at the request of the
President.
6.
Serve as
general membership chairperson of the Nominating
Committee and the Constitution & By-Laws Review
Committee.
7.
Supervises all elections.
8.
Serve as
an ex-officio member of all committees.
9.
Be the
coordinating officer for all legal questions
affecting the LRSC and be responsible for contacting
the legal office about such matters.
10.
Maintain
the fire box and a key.
11.
Serves
on the Thrift Shop Advisory Board.
VI.
COMMITTEES
A.
Standing
Board Chairperson
1.
Appointment. All chairpersons are appointed and
must be active members in good standing.
2.
Duties.
a)
Support
all LRSC functions, attend meetings in a voting
capacity and submit monthly reports as needed to all
LRSC Board members.
b)
Maintain
a notebook with applicable job description.
c)
Notify
her/his assistant chairperson or representative to
attend LRSC Board meetings in a voting capacity in
her/his absence.
d)
Submit a
summary report at the end of her/his term and
provide copies to successor and President and assure
a complete and orderly transfer of all information
to her/his successor and President.
e)
Specific
Standing Committees and Positions.
(1)
Website Manager.
Maintain the LRSC website, including publishing the
LRSC newsletter, known as the La Petite Roche, (if
applicable).
(2)
Member-at-Large.
Shall act as liaison between the LRSC Board and
general membership and base wide organizations,
attending the various base advisory meetings, and
taking action on any comments or complaints directed
at the LRSC or any base service.
(3)
Publicity.
Duties include compiling information concerning
forthcoming LRSC events and preparing advertising
copy and/or posters for dissemination.
(4)
Membership.
Responsible for keeping accurate records of all
members' names, e-mail addresses, home addresses,
telephone numbers and status (Honorary, active
etc.), submitting all necessary forms to
Non-Appropriated Funds. Prepares a membership
roster to be distributed annually to the general
membership. If necessary, appoint a welcome
chairperson to assemble welcome packets and to
welcome each newcomer. Recognizes newcomers and
guests at all LRSC functions. Responsible for
hails and farewells. Provides new member information
at each board meeting and monthly function.
(5)
Ways and Means.
Responsible for maintaining items at ways/means
table at each LRSC function.
(6)
Programs.
Arranges for menu, program, invocation, door prizes,
and decorations of LRSC functions. Coordinate with
Recording Secretary on meeting room and function
reservations.
(7)
Reservations.
Appoints assistants (if necessary); takes permanent
and monthly reservations and cancellations;
coordinates with the Programs chairperson and the
Club caterer. Coordinates with 1st Vice
for child care.
(8)
Thrift Shop.
The Thrift Shop is sponsored and operated by the
LRSC. Thrift Shop profits will be distributed
monthly to the LRSC Welfare Fund.
The Thrift Shop
Chairperson is responsible for all aspects of the
Thrift Shop operation, including contracted labor,
volunteer staff, facilities and working with the
Thrift Shop Advisory Board, as needed, on operating
and policy decisions. Submits a monthly board
report to include bank statements.
The
members of the Thrift Shop Advisory Board consist of
the following voting members: Honorary President
(as a non-voting member), President, The Thrift Shop
Chairperson, Co-Chairperson, Business Manager, Floor
Manager, LRSC 2nd Vice President, Parliamentarian,
and Thrift Shop Advisor (as a non-voting member).
All will be voting members.
The Thrift Shop
Advisory Board is responsible for assisting the
Thrift Shop Chairperson in all aspects of the Thrift
Shop operation. Any decisions which substantially
affect the operation of the Thrift Shop, including
contracting and staffing decisions, shall be
reviewed by the Thrift Shop Advisory Board and
presented to the LRSC Board.
(9)
Historian.
Responsible for taking pictures at all LRSC events
and preparing two (2) scrapbooks for the current
board year. Submits photos to the Website Manager
and publicity chair after each event. Have running
scrapbook at each function.
(10)
Welfare.
Reviews and researches all welfare requests and
presents them to the LRSC Board for approval. A list
of all requests received will be presented in the
Welfare Chairperson's monthly report. The Welfare
Committee shall be composed of the Welfare
Chairperson, Honorary President, President, 2nd Vice
President, Welfare Treasurer, Thrift Shop
Chairperson, Welfare Fundraising Chairperson and at
least two members representing the general
membership of the LRSC appointed by the welfare
chairperson. All will be voting members.
(11)
Special Activities.
Responsible for coordinating all special activity
groups. Submit board report as necessary.
B.
Special
Committees:
1.
Constitution & By-laws.
The Constitution & By-laws Committee shall be
composed of the LRSC Executive Board. The committee
shall review the LRSC By-laws beginning in August
and amend them following provisions set forth in
Article 10 of the Constitution.
2.
Budget.
The Budget Committee shall be composed of the
General and Welfare Treasurers as co-chairpersons,
President, 1st Vice President, 2nd Vice President,
the Welfare Chairperson, Thrift Shop Chairperson and
the Parliamentarian, who serves as an ex-officio
member. The Honorary President/LRSC Advisor or one
Advisor shall, with their consent, serve as advisors
to this committee. The committee shall prepare a
budget based on the projected financial needs of
standing committee chairpersons and a welfare
proposal based on projected income and expenses and
welfare donations. The budget shall be approved as
stipulated in Article 14 of the Constitution. The
Budget Committee shall meet to review the budgets in
July and January.
3.
Welfare Fundraiser.
The Welfare Fundraiser Committee shall be composed
of the Chairperson, 2nd Vice President, the Welfare
Treasurer and any other persons deemed necessary.
The Welfare Fundraiser Committee shall be
responsible for all activities, coordination and
follow-up of the Auction for Education, in addition
to any other fundraisers deemed necessary by the
Welfare Fundraiser Committee. The Chairperson will
submit a written report to the LRSC Board.
4.
Operation Fundraiser.
The Operation Fundraiser Committee shall be composed
of the Chairperson, 1st Vice President, the General
Treasurer and any other persons deemed necessary.
The Operation Fundraiser Committee shall be
responsible for all activities, coordination and
follow-up of the Bazaar, in addition to any other
fundraisers deemed necessary by the Operation
Fundraiser Committee. The Chairperson will submit a
written report to the LRSC Board.
5.
Scholarship/Educational Grants.
The President selects the
chairperson. The chairperson shall consult the
Legal Office about guidelines, or she/he may
delegate the Parliamentarian to do this. The
chairperson shall prepare a summary report at the
end of the year for the orderly transfer of
information to her/his successor. All information
pertinent to the privacy act shall be destroyed
after the scholarship luncheon. Responsible for
scholarship/grant process and banquet.
The
Scholarship/Grant committee shall be composed of the
chairperson who selects two voting committee members
in addition to the Parliamentarian and an advisor,
who shall serve as non-voting members. The
Scholarship/Educational Grants committee, with
approval from the LRSC board, is responsible for
determining the applicant eligibility requirements
and qualifications of the judges. The committee
then selects three (3) independent judges for
scholarships and/or educational grants, to review
and evaluate applications and select scholarship
and/or educational grant recipients. The
independent judges will not have any affiliation
with LRSC, Little Rock Air Force Base or any of the
scholarship applicants.
6. Such other special committees
shall be appointed by the President as the LRSC
Board, from time to time, deems necessary to carry
on the work of the LRSC Board. Any standing or
special committees which are appointed shall report
directly to the LRSC Board at the monthly board
meetings.
VII.
WELFARE
A.
The
majority of the proceeds from the Thrift Shop will
be spent for base welfare projects. Proceeds may be
used for off-base welfare programs contributing
directly or indirectly to the welfare of base
personnel or to the total community, military and
civilian.
B.
Donations will be made to off-base welfare
organizations only once during the fiscal year
except in unusual circumstances. In the event that
the LRSC receives a second request from an
organization during a fiscal year, and if total
moneys exceed five hundred dollars, that request
will be presented to the general membership for
approval.
C.
No LRSC
member may directly solicit funds from the Welfare
Account to be given to another organization. All
welfare requests must be received directly from the
organization.
VIII.
POLICIES
A.
All
participants of special interest groups (i.e. scrap
booking, bowling, or quilting) must be LRSC members
in good standing or their bona fide guests.
B.
The
Reservations Chairperson will establish deadlines
for making or canceling reservations for social
functions of the LRSC. Members will be charged for
reservations that are not canceled.
C.
Gifts of
door prizes donated for the activities within the
LRSC may be accepted.
D.
All
members and guests are eligible to win
centerpieces/table decorations at all LRSC sponsored
functions. All LRSC members are eligible to win
additional drawings. Only those present are
eligible to win.
E.
Treasurers will reimburse individuals when they
present a check request form with appropriate
documentation within thirty (30) days of the date of
the receipt only if pre-approved by the 1st
vice.
F.
Memorials. Twenty five dollars shall be donated as
flowers, or in money memorial, in the events of the
death of a member, member's spouse, dependent child
or parent residing under the same roof. Additional
memorials may be spent at the discretion of the
President and/or Honorary President.
G.
In the
best interest of all children of our members, all
official LRSC functions, i.e., luncheons and coffees
will be limited to adults only. Exceptions: All
newborn to six (6) months old and special occasions
designated by the LRSC Board.
H.
Any gift
received by an LRSC member from an outside source
must not exceed $25.
IX.
GUESTS
Members
may bring guests to LRSC functions unless the LRSC
Board limits a function to members only. Bona fide
house guests are not restricted. A person eligible
for active membership may attend one LRSC function
and one interest group meeting (for each group)
prior to membership.
X.
AMENDMENT AND ADOPTION
By-Laws may be
adopted by a majority vote of active members present
at any General Membership meeting, and may be
amended by two-thirds vote of active members present
at any General Membership meeting without previous
notice, or by majority vote, provided that a one (1)
week notice of such amendment has been given the
membership.
This
revised version of the By-Laws was approved by the
LRSC General Membership on this 13th day
of December, 2007 in compliance with Article 10 of
the Constitution.
LRSC
Parliamentarian/Date
LRSC
President/Date
Back to top
|
