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Constitution
CONSTITUTION
LITTLE ROCK SPOUSES’ CLUB
AUGUST 2011
ARTICLE I – NAME AND PURPOSE
Section 1: Name
This organization shall be
named the Little Rock Spouses’ Club, hereinafter
referred to as the “LRSC.”
Section 2: Purpose
The LRSC is a two-part
organization:
A.
The Social part is a private, non-profit
organization, which is organized in accordance with
Internal Revenue Codes for a social welfare
organization and operates to promote social,
recreational, and other similar non-profit
activities for members.
B.
The Charitable part is a private, non-profit
organization, which is organized in accordance with
Internal Revenue Codes for a social welfare
organization. The LRSC is organized to coordinate
fundraising and charitable activities to support
candidates of scholarships, and other persons or
groups in furtherance of charitable or educational
purposes. The LRSC is also the governing body for
the Little Rock Spouses’ Club Thrift Shop and the
Little Rock Spouses’ Club Scholarship and Education
Grant Fund.
ARTICLE II – GENERAL PROVISIONS
Section 1: Authority
The LRSC, a private, nonprofit
organization, is established under the authority
contained in AFI 34-223, 8 March 2007, and the
Articles of Incorporation dated 1 March 1998, with
the approval of the Installation Commander and
his/her designee in accordance with AFI 34-223.
Section 2: Non-Profit
Organization Classification
The LRSC is organized and
operated exclusively for nonprofit purposes, and no
part of its earnings shall monetarily benefit any
individual member as stipulated in Article 4 of the
Articles of Incorporation. It is not a part of the
Department of Defense or any of its components and
has no governmental status.
Section 3: Administration
A.
The LRSC is governed by its Constitution and
Bylaws. The LRSC may also institute standing rules
that implement the Bylaws. Should there be a
conflict between the LRSC Constitution, Bylaws, or
standing rules, the Constitution shall govern.
B.
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 officers, and
Parliamentarian.
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 (as
voting members of the LRSC Board), advisors (as
nonvoting members of the LRSC Board), and special
committee chairpersons as stipulated herein.
C.
The membership is liable, under the laws of
the State of Arkansas, for organizational debts in
the event the organizations’ assets are insufficient
to discharge liabilities.
D.
Officers
1.
Honorary Officers
a.
The spouse of the 19 AW Commander shall, with
his/her consent, be Honorary President and
ex-officio member of all committees.
b.
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.
c.
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.
2.
Elected Officers shall be as follows, with
duties outlined in the LRSC Bylaws:
a.
President
b.
First Vice-President
c.
Second Vice-President
d.
Recording Secretary
e.
General Treasurer
f.
Welfare Treasurer
3.
Appointed Officers are appointed by the
President and shall be as follows, with duties
outlined in the LRSC Bylaws:
a.
Parliamentarian (serves in a non-voting
capacity)
b.
Welfare Coordinator
c.
Public Affairs
d.
Corresponding Secretary
e.
Membership & Reservations
f.
Thrift Shop Chairperson
g.
Scholarships
h.
Programs
i.
Fundraising Chairperson
4.
Special Committees are not limited to, but
shall be as follows, with duties outlined in the
LRSC Bylaws:
a.
Constitution and Bylaws
b.
Fundraising
c.
Budget
d.
Scholarships
e.
Thrift Shop Operations
ARTICLE III – MEMBERSHIP
Section 1: Definitions
Membership in the LRSC is
voluntary and shall consist of active and honorary
members, as described herein, without discrimination
based on age, race, religion, color, national
origin, disability, ethnic group or gender. In
accordance with AFI 34-223, paragraph 10.3, the LRSC
prohibits hazing and harassment (physical and
mental).
All members must remain in good
standing; a member in good standing shall be defined
as one whose dues are paid in full.
Section 2: Eligibility and
Privileges
A.
Active Members
1.
Eligibility: All spouses with a current DoD
ID card and access to Little Rock AFB.
2.
Privileges: Active members shall have the
right to vote, hold office, and attend LRSC-sponsored
functions.
B.
Honorary Members
1.
Eligibility: Honorary membership shall be
extended by invitation from the LRSC President,
under advisement of the Honorary President and/or
LRSC Advisors. Honorary membership is for a period
of one LRSC fiscal year and can be renewed by the
LRSC President and Honorary President. There shall
be a maximum of five honorary members. 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, to include the
Honorary President, do not pay dues. They shall
enjoy the privileges of active membership, to
include the right to vote and attend LRSC-sponsored
functions. Honorary members are not eligible to
hold office.
ARTICLE IV – Meetings and Quorums
Section 1: Parliamentarian
Authority
The rules contained in Robert’s
Rules of Order (newly revised) shall govern the LRSC
in all cases, providing it does not conflict with
the Articles of Incorporation, Constitution, Bylaws
and AFI 34-223.
Section 2: LRSC Board
Meetings
A.
The LRSC Board shall meet once a month.
Board meetings scheduled to be held in the summer
months may be cancelled at the discretion of the
President, with the approval of the Honorary
President.
B.
Board meetings may be suspended by vote of
the LRSC Board, not to exceed two in any board year.
C.
Special meetings may be called at the
President’s discretion. The Recording Secretary
shall be responsible for notifying members of the
special meeting.
Section 3: Executive Board
Meetings
Executive Board meetings may be
called at the President’s discretion.
Section 4: General
Membership Functions and Meetings
A.
General membership functions shall be held at
least once a month, except for June and July.
B.
General membership meetings may be held at an
LRSC function when deemed necessary to conduct
business as stipulated herein.
C.
The President may call special meetings of
the general membership by sending a notification via
email to the general membership and placing a notice
on the website at least one week prior to the event.
Section 5: Quorums
A.
At LRSC Board Meetings, a quorum shall
consist of 2/3 of the Board members. Members
serving as co-chairs will count as one member in
determining matters of quota. Unfilled positions
shall not be counted when determining quota. Proxy
votes will count towards a quota. Each board member
can carry only one proxy vote. The Parliamentarian
(or Recording Secretary) shall certify a quorum.
B.
At General Membership or Special Meetings, a
quorum shall be the voting members present at those
meetings and a minimum of two board members, at
least one of which must be an elected officer. The
Parliamentarian (or Recording Secretary) shall
certify a quorum.
Section 6:
Votes/Electronic Votes and Telecommunications
An electronic vote may be
called by the President. Voting may be designated
by email correspondence and/or telephone
communication. The Parliamentarian will distribute
and record electronic votes from all eligible
members and then forward results to the Recording
Secretary. Recording Secretary shall document all
electronic votes and note them in the minutes for
said month pursuant to Parliamentary procedure.
ARTICLE V: Adoption and Amendments
Section 1: Adoption
This Constitution shall be
effective upon its adoption by a two-thirds majority
vote of the eligible voting members present at any
duly constituted meeting of the LRSC, subject to the
approval of the 19 AW Commander or his/her designee
in accordance with AFI 34-223.
Section 2: Amendments
A.
The Constitution may be amended at any
regular or special general membership meeting by a
two-thirds majority vote of the eligible voting
members present, subject to approval by the 19 AW
Commander or his/her designee. The proposed
amendments must be provided to the membership for
review at least 30 days prior to the scheduled
vote. Proposed amendments must be presented to the
LRSC Board for approval prior to presentation to the
general membership.
B.
The Bylaws may be amended at any regular or
special general membership meeting by a two-thirds
majority vote of the eligible voting members
present. Amendments to the Bylaws are not subject
to a 30-day review prior to a vote, nor are they
subject to approval of the 19 AW Commander.
Proposed amendments must be presented to the LRSC
Board for approval prior to presentation to the
general membership.
ARTICLE VI: Dissolution, Liability and Bonding
Section 1: Dissolution
In the event the LRSC is
dissolved or ceases to function for any reason, the
LRSC Board shall designate at least three members
and one advisor as trustees to liquidate all
properties and funds. All debts and liabilities of
the LRSC will be paid from the liquidation of LRSC
assets. All remaining General and Welfare assets
will be donated and/or dispersed to the LRAFB First
Sergeants’ Council and will not benefit the LRSC
General Membership. All remaining
Scholarship/Education Grant assets will be donated
and/or dispersed equally between the Tolleson Middle
School, Lighthouse Charter School and Arnold
Elementary School.
Section 2: Liability
In accordance with existing Air
Force Instructions, all members are hereby advised
that financial liability incurred by the LRSC may
ultimately result in individual personal financial
liability if the assets fail to discharge all
liabilities. Any individual who was a member thirty
days before such insolvency shall be considered a
member as of the date of the liability or
insolvency.
Section 3: Bonding
The LRSC shall purchase a
bonding policy covering the President, First
Vice-President, Second Vice-President, General and
Welfare Treasurers, and any other Committee
Chairperson the Executive Board recommends. The
Recording Secretary and Parliamentarian will
maintain copies of the policy.
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By-Laws
BYLAWS
LITTLE ROCK SPOUSES’ CLUB
AUGUST 2011
ARTICLE I – Nominations, Elections, and Vacancies
Section 1: Nominations
A.
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 and LRSC Advisor shall be advisors to the
Nominating Committee, without a right to vote.
B.
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
Parliamentarian shall post a list of candidates on
the LRSC website within one week following the
presentation of candidates to the membership.
Section 2: Elections
A.
Officers shall be elected annually to serve
from 1 June to 31 May 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.
B.
In the event there is only one nominee for
each office, a voice vote may be taken for the
entire slate.
C.
All members must be in good standing 30 days
prior to the election to be eligible to vote.
D.
Elections shall be by secret ballot and
decided by majority vote.
E.
The Parliamentarian shall arrange for
absentee ballots prior to the day of the election.
Absentee ballots may be distributed and received
electronically.
F.
The Parliamentarian, with the assistance of
the Nominating Committee, shall distribute, collect
and count ballots. The Parliamentarian shall report
the outcome of the balloting to the President for
release to the general membership.
G.
The President will cast a sealed vote for
each office, to be counted only in the event of a
tie.
H.
All completed ballots will be destroyed by
the Parliamentarian 30 days after the election.
I.
All outgoing and incoming LRSC Board members
will hold a joint board meeting after elections, as
scheduled by the President. Transitioning officers
and committee chairs are responsible for the orderly
and complete transfer of all information to the
newly elected officers and chairpersons, to include
signature cards on back accounts and continuity
books.
Section 3: Vacancies
A.
An officer or committee chairperson who
cannot complete his/her 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 the President
shall be filled for the unexpired term by the
elected First Vice-President with his/her consent.
A vacancy in the office of the First Vice-President
shall be filled for the unexpired term by the
elected Second Vice-President with his/her consent;
however, no office 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 the
President and the First Vice-President has moved
from the office of Second Vice-President or declines
to advance to the office of President, the
Parliamentarian shall preside over a special
election to fill the office of the 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 President or First
Vice-President, the President shall appoint a
successor, with the approval of the Executive Board.
ARTICLE II – Dues and Finances
Section 1: Dues
A.
All active members shall pay annual dues in
the amount determined by the LRSC Board. The club’s
general membership year will be 12 months, from 1
August to 31 July.
B.
Members who join in January will be
responsible for one half of their appropriate dues.
C.
Member’s dues must be current in order to
participate in LRSC activities and to vote.
Section 2: Finances
A.
The fiscal year of the LRSC shall be from 1
June through 31 May.
B.
A General Budget, a Welfare Budget and a
Scholarship Budget prepared by the respective Budget
Committees and approved by the LRSC Board shall be
presented to the membership for approval no later
than the fourth month of the fiscal year. The
proposed budgets shall be posted on the LRSC website
and/or distributed to the general membership at
least one week prior to the general membership vote.
C.
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.
Moneys belonging the LRSC shall be kept in
three separate funds: General, Welfare and
Scholarship/Education Grants. At the end of the
fiscal year the maximum amount of moneys belonging
to the LRSC (General, Welfare and
Scholarship/Education Grants) shall not exceed
$10,000.
Section 3: General Funds
A.
All membership dues shall go into the General
Fund.
B.
Any money raised from General Fundraising
efforts shall go into the General 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.
E.
Members will be charged a fee if checks are
returned for insufficient funds. Resulting charges
must be paid in cash by the member within 30 days or
membership will be terminated.
F.
Any money, minus expenses, may be transferred
to the Welfare Fund.
Section 4: Welfare Funds
A.
The LRSC operates the Thrift Shop as a main
source of welfare funds. Profits from the Thrift
Shop will go into the Welfare Fund. The LRSC Board
may choose to raise additional Welfare Funds by
other means.
B.
The Welfare Fund shall be used for the
charitable and community service projects of the
LRSC, contributing directly or indirectly to the
welfare of base personnel, or to the total
community, military and civilian.
1.
Welfare expenditures less than or equal to
$2,000 can be approved by the LRSC Board. Welfare
expenditures greater than $2,000 in any given
request must be approved by the general membership.
2.
Welfare expenditures to off-base charitable
organizations can be made only once during the
fiscal year, except in unusual circumstances. In
the event the LRSC receives a second request during
a fiscal year, and if total moneys exceed $500, the
request will be presented to the general membership
for approval.
3.
Welfare expenditures can be made based on a
written request and approval process set forth by
the LRSC Welfare Committee. No LRSC member or
Advisor may directly solicit funds from the Welfare
Fund to be given to another organization. All
welfare requests must be received directly from the
organization.
C.
No donations from the Welfare Fund may go to
an organization that lobbies a legislative body.
D.
The LRSC shall not contribute to a national
organization or parent chapter if it is contributing
to a local chapter for the benefit of the area.
E.
The Welfare Fund shall maintain a minimum
balance of $1,000.
F.
Money from the Welfare Fund may be
transferred to the Scholarship/Educational Grant
Fund.
G.
The LRSC is prohibited from using Welfare
Funds upon dissolution or otherwise, for the general
purposes of the LRSC.
Section 5:
Scholarship/Educational Grant Funds
A.
All proceeds from the Auction for Education,
or other welfare fundraisers as deemed necessary,
shall go into the Scholarship/Educational Grant
Fund.
B.
Additional funds may be contributed by the
Welfare or General Fund as approved by the LRSC
Board.
C.
The Scholarship/Educational Grants fund shall
be used exclusively for educational purposes, to
include award of scholarships and/or educational
grants. Exception: Scholarship/Educational Grant
funds can be used to fund the
Scholarship/Educational Grant award ceremony
activities. Scholarship/Education Grant
expenditures shall follow procedures set forth by
the LRSC Scholarship Chair.
D.
The LRSC is prohibited from using
Scholarship/Educational Grants Funds upon
dissolution or otherwise, for the general purposes
of the LRSC.
E.
The LRSC is prohibited from using
Scholarship/Educational Grants Funds for
non-educational purposes.
Section 6: Sunshine Gifts
A.
A card and/or flowers, not to exceed $25, may
be presented in the event 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.
B.
A card and/or gift, not to exceed $25, may be
presented to a member who has recently given birth
or adopted.
Section 7: Unbudgeted
Expenditures
A.
The President may authorize, when deemed
necessary, expenditures not to exceed $250 per month
from the General Fund and $250 per month from the
Welfare Fund, subject to ratification by the LRSC
Board.
B.
The LRSC Board may authorize unbudgeted
expenditures not to exceed $2,000 per recipient
organization without approval (via majority vote) of
the general membership.
Section 7: Accounting
A.
All moneys belonging to the LRSC shall be
kept on deposit in LRSC bank accounts. Exception:
The Thrift Shop will maintain a separate bank
account, reviewable by the Thrift Shop Chairperson
upon request.
B.
Withdrawals from any LRSC account to meet
authorized expenses shall be by check, signed by the
appropriate Treasurer. In the absence of the
treasurer, the President may sign checks.
C.
A check cannot be written to and signed by
the same individual.
D.
All checks written for more than $500 are
required to have two signatures.
E.
The records of the General and Welfare
Treasurers shall be reviewed at LRSC expense by an
IRS-certified bookkeeper at the close of the
respective treasurer’s term of office, whether it is
a full or partial term. All books and records shall
be made available for review by the 19 FSS Resource
Management Flight Chief upon request.
ARTICLE III – General Policies
Section 1: Meeting Attendance
All
Board and committee meetings are open to the general
membership with prior approval of the President.
Section 2: Gifts
A.
Gifts of door prizes donated for activities
within the LRSC may be accepted.
B.
All LRSC members and guests are eligible to
win centerpieces/table decorations at all LRSC
functions.
C.
All LRSC members are eligible to win
additional drawings at all LRSC functions.
D.
Any gift received by an LRSC member from an
outside source must not exceed $25.
Section 3: Attendance
A.
In general, LRSC functions are intended for
adult members only, unless specifically stated
otherwise.. Members wishing to bring a child should
contact the event coordinator and/or the LRSC
President to determine if a child could safely
participate in a given event. Exception: Infants
newborn to six months may attend any function.
B.
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 special activity group meeting
(for each group) prior to membership.
C.
All participants of special activity groups
(i.e. bowling, quilting, etc) must be LRSC members
in good standing or the bona fide guest of an LRSC
member.
Section 4: Reimbursement
Treasurer will reimburse individuals for authorized
purchases when presented with a Reimbursement
Request Voucher with supporting documentation within
30 days of the receipt, upon approval of the First
or Second Vice-President (as appropriate).
ARTICLE IV – LRSC Officers and Duties
Section 1: General Duties
A.
Attend all LRSC functions and LRSC Board
Meetings. Unless excused first by the President,
officers shall attend at least nine LRSC Board
meetings per year.
B.
Submit monthly board reports to Recording
Secretary prior to monthly LRSC Board Meeting.
C.
Notify President of any position-specific
business items to be included in the board meeting
agenda.
Section 2: Officers
A.
The President shall:
1.
Be the official representative and
spokesperson of the LRSC
2.
Preside at all meetings of the LRSC and
Executive Boards and the general membership
3.
Appoint all Appointed Board Members
4.
Cast a vote, by sealed ballot, and in all
other cases, only to resolve a tie
5.
Appoint chairpersons of all Standing
Committees and Special Committees as necessary to
conduct business of the LRSC
6.
Appoint a Parliamentarian and keep him/her
appraised of all motions to be presented at board
meetings
7.
Authorize unbudgeted expenditures as outlined
in these Bylaws
8.
Sign checks for authorized LRSC expenditures
in the absence of the Treasurers
9.
Provide agenda for LRSC Board Meetings
10.
Serve as ex-officio member of all committees,
except for Nominating Committee
11.
Hold keys to the LRSC office, firebox, PO Box
and all other LRSC properties, including the Thrift
Shop
12.
Purchase appreciation gifts for board members
and advisors
B.
The First Vice-President shall:
1.
Assume the duties of the President in his/her
absence
2.
Act as assistant to the President and perform
any duties delegated by the President
3.
Distribute keys to the LRSC properties and
maintain records of such distribution
4.
Serve as Protocol Officer
5.
Establish LRSC Special Activities groups, to
include identifying representative from each group.
Maintain monthly contact with all special activity
groups and submit board report as necessary (like)
6.
Coordinate with the following board members:
a.
Membership/Reservations
b.
Public Affairs
c.
Corresponding Secretary
d.
Programs
e.
General Treasurer
f.
Fundraising coordinator??
7.
Hold a key to the LRSC office and silver
cabinet
8.
Purchase appreciation gift for the President
at the end of term
C.
The Second Vice-President shall:
1.
Preside in the absence of the President and
First Vice-President, and assume the office of the
First Vice President in the event of a vacancy as
stipulated in the Constitution
2.
Act as assistant to the President and perform
any duties delegated by the President
3.
Coordinate with the following board members:
a.
Thrift Shop Chairperson
b.
Welfare Coordinator
c.
Welfare Treasurer
d.
Recording Secretary
e.
Scholarships/Educational Grants Chairperson
f.
Fundraising coordinator
4.
Hold keys to the LRSC office and Thrift Shop
D.
The Recording Secretary shall:
1.
Be custodian of all permanent records of the
LRSC (except financial records, Articles of
Incorporation, Constitution and Bylaws)
2.
Maintain and keep on file all minutes and
necessary reports for a five year period
3.
Record and distribute minutes of LRSC Board
and general membership meetings within one week of
the meeting (or some other defined time frame)
4.
Submit a copy of signed minutes monthly to
the 19 FSS Resource Management Flight Chief
5.
Be responsible for maintenance issues and
supplies for the copier in the LRSC office
6.
Distribute board reports from board members
7.
Assume the duties of the Corresponding
Secretary and Parliamentarian in his/her absence
8.
Reserve rooms for LRSC Board meetings
9.
Notify LRSC Board members of all regular and
special board meetings
10.
Hold keys to the LRSC office
11.
Maintain roster of LRSC Board Members with
addresses, phone numbers and email
E.
The General Treasurer shall:
1.
Be responsible for the LRSC General Fund,
receive and keep an accounting of all General Funds
and disburse funds for authorized expenditures
2.
Maintain the General Funds financial records
of the LRSC and submit them for review by a
qualified accountant yearly upon termination of
his/her tenure in office
3.
Submit a monthly financial report to the LRSC
Board and Board members
4.
Co-chair Budget Committee
5.
Ensure income tax forms are submitted to the
accountant no later than June each year; countersign
all tax documentation as necessary
6.
Maintain and keep on file all General Funds
records for a period of five years
7.
Obtain, maintain and keep on file the bonding
policy
8.
Submit signed copies of monthly board report
and general fund bank statements to 19 FSS Resource
Management Flight Chief every month
9.
Submit copy of approved annual budget to 19
FSS Resource Management Flight Chief no later than
30 days after approval by the general membership
10.
Serve as Welfare Treasurer in the event of a
vacancy
11.
Serve on all Operational Fundraiser
committees
F.
The Welfare Treasurer shall:
1.
Be responsible for the LRSC Welfare Fund and
LRSC Scholarship/Educational Grant Fund, receive and
keep an accounting of both funds and disburse funds
for authorized expenditures
2.
Maintain the LRSC Welfare Fund and LRSC
Scholarship/Educational Grant Fund financial records
of the LRSC and submit them for a review by a
qualified accountant yearly upon termination of
his/her tenure in office
3.
Submit a monthly financial report to the LRSC
Board and Board members
4.
Co-chair Budget Committee
5.
Ensure income tax forms are submitted to the
accountant no later than June each year; countersign
all tax documentation as necessary
6.
Maintain and keep on file all LRSC Welfare
Fund and LRSC Scholarship/Educational Grant Fund
records for a period of five years
7.
Obtain, maintain and keep on file the bonding
policy
8.
Submit signed copies of monthly board report
and Welfare & Education bank statements to 19 FSS
Resource Management Flight Chief every month
9.
Submit copy of approved annual budget to 19
FSS Resource Management Flight Chief no later than
30 days after approval by the general membership
10.
Serve as General Treasurer in the event of a
vacancy
11.
Serve on all Welfare Fundraiser committees
12.
Serve on the Thrift Shop Advisory Board
A.
The Parliamentarian shall:
1.
Advise the presiding officer on parliamentary
procedures and interpretation of the Articles of
Incorporation, Constitution and Bylaws
2.
Keep official copies of the Articles of
Incorporation, Constitution and Bylaws
3.
Submit amendments to the Articles of
Incorporation to the Arkansas Secretary of State
4.
Attend all meetings of the LRSC Board in a
non-voting capacity
5.
Conduct telephone and e-mail votes at the
request of the President
6.
Serve as chairperson of the Nominating
Committee and the Constitution & Bylaws Review
Committee
7.
Supervise 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 key
B.
The Welfare Coordinator shall:
1.
Review and research all welfare requests and
presents them to the LRSC Board for approval
2.
Upon approval, submit Welfare Voucher request
to the Welfare Treasurer
3.
Mail checks for approved welfare requests to
appropriate welfare grant recipient
C.
The Public Affairs Officer shall:
1.
Maintain the LRSC Website
2.
Publish information concerning upcoming LRSC
events, to include flyers, newspaper advertisements,
and marquees
3.
Develop press releases for local news
agencies reporting LRSC events
4.
Take pictures at all LRSC events and
functions, publish photos to the website and
maintain all photos
5.
Prepares two scrapbooks for the current board
year
D.
The Corresponding Secretary shall:
1.
Be responsible for all LRSC correspondence
not specifically assigned to a committee or
individual
2.
Maintain records of all correspondence
3.
Maintain post office box and key and check
mailbox regularly
4.
Be responsible for logging and distributing
all incoming and outgoing mail
5.
Assumes duties of the Recording Secretary in
his/her absence
E.
The Membership & Reservations Officer shall:
1.
Actively recruit and sign up new and
returning LRSC members
2.
Collect required dues and forwards to the
General Treasurer
3.
Keep accurate and up-to-date records of all
members’ names, e-mail addresses, home addresses,
telephone numbers and status (Honorary or active)
4.
Prepare and distribute membership roster to
all members
5.
Assemble welcome packets (as appropriate) and
welcome all new members
6.
Recognize newcomers and guests at all LRSC
functions
7.
Provide new member information at monthly
LRSC Board meetings
8.
Take permanent and monthly reservations and
cancellations for LRSC events, to include collecting
any payment by attendees
9.
Coordinate with Programs Officer on upcoming
events; to include time and place of event, cost per
member
F.
The Thrift Shop Chairperson shall:
1.
Chair the Thrift Shop Advisory Committee
2.
Co-sign the Thrift Shop Manager contract
3.
Oversee contracted labor, volunteer staff and
facilities of the Thrift Shop
4.
Submit monthly report to the LRSC Board
reporting monthly profits, volunteer hours, trends
and other pertinent information
G.
The Scholarships Officer shall:
1.
Chair the Scholarships/Grant Committee
2.
Manage the LRSC Scholarship/Educational
Grants program, to include:
a.
Identifying non partisan judges
b.
Coordinating with Public Affairs Officer to
solicit for applications
c.
Provide sanitized application packages to
judges for review
d.
Tabulate judges results and report results to
committee for final approval
e.
Coordinate with Welfare Treasurer on
anticipated budget
3.
Plan and execute Scholarship Banquet
4.
Submit voucher requests to Welfare Treasurer
for winning applicants
5.
Forward approved checks to winning
applicants’ school
6.
Destroy privacy act information after the
Scholarship Banquet
H.
The Programs Officer shall:
1.
Project annual schedule of LRSC general
membership events
2.
Arrange for menu, program, door prizes, price
and decorations for all LRSC functions
3.
Reserve rooms for LRSC general membership
functions
4.
Coordinate with Public Affairs Officer on
publicity for events and on-line reservations
5.
Coordinate with Membership/Reservations
officer for reservations and payments
I.
The Fundraising Chairperson shall:
1.
Chair the Fundraising Committee
2.
Plan and execute fundraisers to support
General Fund and/or Scholarship/Educational Grant
Fund activities
3.
Submit Fundraising request to 19 FSS Resource
Management Flight for approval
4.
Coordinate with Public Affairs Officer to
advertise events and provide follow-on press
releases
5.
Develop budget with appropriate treasurer for
fundraising events
ARTICE V: Special Committees
Section 1: General
All chairpersons are appointed
by the President and must be active members in good
standing. Chairpersons shall attend LRSC Board
meetings as appropriate to update the board on
his/her committee’s activities, submit written
reports to the LRSC Board, and provide a continuity
book upon completion of committee tasks.
Section 2: Constitution and
Bylaws Committee
A.
Purpose:
1.
Annually review LRSC Constitution and Bylaws
by August of every year
2.
Seek input from general membership on
potential changes
3.
Amend Constitution and Bylaws following
provisions in the Constitution
B.
Membership:
1.
Parliamentarian (Chair)
2.
LRSC Executive Committee
Section 3: Budget Committee
A.
Purpose
1.
Prepare annual budgets for all three LRSC
funds (Welfare, General, Scholarship/Educational
Grants) based on projected financial needs of
special committees and LRSC functions
2.
Approve budgets following provisions in the
Constitution
3.
Perform mid-year review of budgets in January
B.
Membership:
1.
General Treasurer (Co-Chair)
2.
Welfare Treasurer (Co-Chair)
3.
President
4.
First Vice-President
5.
Second Vice-President
6.
Parliamentarian
7.
Honorary President or Advisor, optional
(non-voting)
Section 4: Fundraising
Committee
A.
Purpose:
1.
Plan and execute all activities, coordination
and follow up of the Holiday Bazaar or other event(s)
to support the General Fund
2.
Plan and execute all activities, coordination
and follow up of the Auction for Education or other
event(s) to support the Scholarship/Educational
Grant Fund
3.
Submit written report to the LRSC Board
B.
Membership:
1.
Fundraising Officer (Chair)
2.
General Treasurer (for activities supporting
the General Fund)
3.
Welfare Treasurer (for activities supporting
the Scholarship/Educational Grant Fund)
4.
First Vice-President (for activities
supporting the General Fund)
5.
Second Vice-President (for activities
supporting the Scholarship/Educational Grant Fund)
6.
Public Affairs Officer
7.
Any other persons deemed necessary
Section 5:
Scholarship/Educational Grants Committee
A.
Purpose:
1.
Plan and execute all activities, coordination
to award scholarships and/or educational grants to
individuals and/or local schools
2.
Determine applicant eligibility requirements
3.
Determine judges’ qualification; select three
independent judges to review and evaluate
applications and select scholarship and/or education
grant recipients; independent judges will not have
any affiliation with the LRSC, Little Rock Air Force
Base or any of the scholarship applicants or
academic institutions applying for grants
4.
Determine monetary amounts of scholarships
and/or education grants based on budget
B.
Membership:
1.
Scholarship/Educational Grant Officer (Chair)
2.
Parliamentarian (non-voting)
3.
Second Vice President
4.
Welfare Treasurer
5.
Advisor (non-voting)
6.
Two members selected by the Chair from the
general membership
Section 6: Thrift Shop
Operations Committee
A.
Purpose:
1.
Assist Thrift Shop Chairperson in all aspects
of Thrift Shop Operation
2.
Review any decisions which substantially
affect the operations of the Thrift Shop, including
contracting and staffing decisions, and present them
to the LRSC Board
3.
Monitor Thrift Shop bank account and
determine any long-range budget requirements
4.
Provide long-range planning for Thrift Shop
operations
5.
Provide oversight on Custodial and Bookkeeper
contracts supporting the Thrift Shop
B.
Membership:
1.
Thrift Shop Chairperson (Chair & recording
secretary for committee)
2.
Honorary President (non-voting)
3.
President
4.
Thrift Shop Manager
5.
Thrift Shop Donation Manager
6.
Second Vice-President
7.
Welfare Treasurer
8.
Parliamentarian
9.
Thrift Shop Advisor (non-voting)
Section 7: Other Special
Committees
Other special committees shall
be appointed by the President as necessary to carry
on the work of the LRSC Board. All committees which
are appointed shall report directly to the LRSC
Board at monthly board meetings.
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