MACDILL OFFICERS’ SPOUSES’ CLUB
SOCIAL AND PHILANTHROPIC
ARTICLE I: DUTIES OF ALL BOARD MEMBERS
The specific duties of the Governing Board, which consists of those, aforementioned in
the MOSC Constitution, Article V, are as follows:
A. The Governing Board will:
1. Have a term of office from 1 June to 31 May.
2. Authorize all expenditures consistent with the MOSC Constitution and its Bylaws.
3. Approve allocation of funds for each special project not approved as part of the overall budget, not to exceed five hundred dollars ($500) per project. Those over five hundred dollars ($500) require membership approval.
4. Present a budget for the fiscal year to the voting membership for its adoption at the September General Membership meeting and present a review of the budget for adoption when necessary.
5. Review and vote on acceptance of current financial statements of the treasurer, committees, and reports of the auditors/CPA.
6. Formulate and supervise projects and programs.
7. Formulate plans and establish the policies of the MOSC. The general management, direction, and control of MOSC affairs, funds and property are vested in the Governing Board.
8. Attend all regular and special General Membership meetings and Governing Board meetings.
9. Vote on the MOSC Constitution, Bylaws, and amendments in accordance with Constitution Article VIII.
10. Submit written recommendations for allocation of funds for all committees to the President and Treasurer.
11. Hold no more than one elected position in the MOSC at a time with the exception of liaison appointments. An elected position can also hold an appointed position upon approval from the President.
12. Govern guest privileges following guidelines and further limitations or exceptions when such action is necessary.
B. The Advisor(s) and their designees, will pay dues, have the rights and privileges of a member, and attend Executive Board meetings in an advisory capacity, without vote. However, as members, they have the right to vote at General Membership meetings.
C. The President will be a Regular Member:
1. Preside at all regular and special meetings of the MOSC Governing Board and Executive Board.
2. Appoint, with Executive Board approval, the Parliamentarian and chairs of all standing committees (with consideration of recommendations from VPs that they directly report to) and special committees necessary to conduct the business of the MOSC.
3. Appoint a member to fill a vacancy caused by the resignation or incapacitation of any elected officer, in accordance with the Constitution and the approval of the Executive Board and the honorary officers.
4. Perform/appoint a substitute to perform the duties of the Parliamentarian in his/her absence.
5. Be an ex-officio member of all committees with the exception of the Nomination Committee.
6. Vote in case of a tie.
7. Shall have the discretion to spend up to one hundred dollars, ($100) per month, without Board approval, for appropriate MOSC expenditures.
8. Countersign, with the Secretary, minutes of all meetings.
9. Coordinate with and assist each member of the Executive Board at all times.
10. Supervise the duties of the Member-at-Large, Coalition Liaison and Retiree Liaison.
11. Be the official signatory for the MOSC.
12. May cosign MOSC-Social (hereinafter referred to as MOSC-S) account checks with one of the following: First Vice-President, Second Vice-President or Treasurer.
13. May cosign MOSC-Philanthropy (hereinafter referred to as MOSC-P) account checks with one of the following: First Vice-President, Second Vice-President, or Treasurer.
14. The President or designee may sign any contractual agreement on behalf of the MOSC upon two-thirds approval of the Executive Board.
D. The First Vice-President of Social will:
1. Perform the duties of the President in his/her absence, if a regular member.
2. Perform the duties of the Second Vice-President in his/her absence.
3. Assist the President at all times and maintain a working knowledge of all club activities.
4. Serve as Special Project Officer for all non-philanthropic fund-raisers and, as such, organize and supervise any activities justified by the interest and support of the members and approved by the governing board members.
5. Supervise the activities of the following chairs: Membership, Co- Programs, Reservations, Hospitality, Ways and Means, and Small Groups.
6. May cosign MOSC-S account checks with one of the following: President or Treasurer.
7. May cosign MOSC-P account checks with one of the following: President or Treasurer.
8. Signatory on MOSC-S financial account and MOSC-P financial account.
E. The Second Vice-President of Philanthropy will:
1. Perform the duties of the President in his/her absence, if First Vice-President is not a regular member.
2. Perform the duties of the First Vice-President in his/her absence.
3. Serve as Special Projects Officer for all philanthropic fund-raisers and, as such, organize and supervise any activities justified by the interest and support of the members and approved by governing board members.
4. Supervise the activities of the Fundraising, Scholarship and Philanthropy Chairs.
5. May cosign MOSC-S account checks with one of the following: President or Treasurer.
6. May cosign MOSC-P account checks with one of the following: President or Treasurer.
7. Signatory on MOSC-S financial account and MOSC-P financial account.
F. The Third Vice-President of Communication will:
1. Perform the duties of the President in his/her absence, if First or Second Vice-President is not a regular member.
2. Perform the duties of the First or Second Vice-President in his/her absence.
3. Supervise the activities of the Historian, Publicity, Newsletter (MOSC Matters), and the Website/Facebook Chair.
G. The Secretary will:
1. Record, review, and cosign with the President, the minutes of all regular and special meetings of the general membership, Governing Board, Executive Board, and Budget meetings.
2. Be custodian of permanent records of the MOSC, to include insurance policy, which will be kept for seven years.
3. Record the attendance at each Governing Board meeting.
4. Be responsible for all correspondence of the MOSC, including notifying members of the Governing Board of special meetings.
5. Compile, with the President, the agenda and consolidated monthly board report for the Board meetings. Send out the monthly financials and previous minutes to board members prior to the next month’s meeting.
6. Maintain a current list of the Governing Board members with contact information.
7. Send copies of the approved minutes of the Governing Board meetings and the monthly financial reports to the 6th AMW Force Support Squadron.
8. Be responsible for, collecting, and distributing business memoranda and mail.
9. Be purchasing agent for procurement of office supplies for the MOSC.
10. Obtain volunteer applications needed for the base volunteer coordinator.
11. Submit the volunteer hours to the base volunteer coordinator, prior to the next month’s meeting.
12. Reserve the monthly meeting space.
H. The Treasurer will Chair the Budget Committe:
1. Receive and disburse all funds belonging to the MOSC-S account and MOSC-P account maintaining good accounting practices.
2. Provide, if needed, accountant with all MOSC-S and MOSC-P financial records so tax forms can be properly and timely filed.
3. Keep an accurate account of all dues, incomes, receipts and expenditures, balancing the MOSC-S and MOSC-P accounts on a monthly basis and preparing and submitting a monthly financial statement for the Governing Board.
4. Serve as Chair on the MOSC Budget Committee.
5. Obtain bonding for the President, First Vice-President, Treasurer and any other designated positions when deemed necessary.
6. Present records for review at the end of term of office or upon resignation in accordance with existing AFI 34-223.
7. Keep all MOSC-S and MOSC-P financial records for seven years.
8. Will provide FSS/FSR an annual financial statement no later than 20 days following the end of MOSC’s fiscal year.
9. May cosign MOSC-S account checks with one of the following: President, First Vice- President, or Second Vice-President.
10. May cosign MOSC-P account checks with one of the following: President, First Vice- President, or Second Vice-President.
11. Signatory on MOSC-S financial account and MOSC-P financial account.
I. The Parliamentarian will:
1. Be versed in the rules of parliamentary procedure in order to advise the President, the Executive Board, and Governing Board members on points of order and proper procedure, according to the MOSC Constitution, Bylaws, and Robert’s Rules of Order, Newly Revised Edition.
2. Serve as Chair on the MOSC Nominating Committee.
3. Serve as Chair on the Constitution and Bylaws Review Committee.
4. Perform such duties as may be delegated by the President.
5. Ensure adequate liability insurance coverage against personal injury and property damage claims that may arise from the activities of the MOSC or its members per AFI 34-223, or obtain an insurance waiver from the installation commander or designee. This waiver with completed signature blocks must be attached and should be updated annually. This is coordinated through the Private Orgs on base. Initial contact should occur in November.
6. Be the MOSC’s liaison between the President and the legal office in matters that pertain to the MOSC.
7. Take a vote on the Governing Board by telephone or email, when necessary, as directed by the President or designated representative.
8. Advise President if a quorum is present at all meetings.
9. Maintain a current file of all Executive and Governing Board job descriptions.
ARTICLE II: EXECUTIVE BOARD MEMBER REQUIREMENTS
A. The President and a minimum of one of the Vice-President positions must be a regular member.
B. The President and/or Parliamentarian will be responsible to ensure that the club’s constitution and authorization are reviewed every year and are consistent with Air Force policies as amended.
C. The President and/or Treasurer will establish a system for the protection of club assets and ensure that the liabilities do not exceed its income.
D. Members do not have proprietary rights in the club’s assets, and income will not accrue to individuals except through wages or salaries of independent contractors.
E. The President will ensure that all members are aware that financial liability incurred by the MOSC may ultimately result in an individual’s personal financial responsibility if the MOSC fails to meet its obligations, even though the funds may have been re-designated or dissolved.
F. Attend all board meetings or make the appropriate arrangement in the event of absence.
G. Board member must be a member in good standing of the MOSC.
ARTICLE III: STANDING/SPECIAL COMMITTEES
A. Standing Committee Chairs will:
1. Be appointed by the President upon approval of the Executive Board with recommendations from VPs (to whom the chairs directly report) and may include: Social: Membership, Programs Chairs, Reservations, Small Groups, Hospitality, and Ways and Means Chair. Philanthropy: Scholarship, Fundraising, and Co-Philanthropy Chairs (as needed).
Communications: Publicity, Historian, Website/Facebook, and Newsletter Chairs.
2. Be voting members of the Governing Board and attend all meetings.
3. Submit a monthly Board report or notify Secretary of “no report.”
4. Appoint Co-Chairs with prior approval from the President, as needed, who may vote only in the absence of the chairperson upon notification to the President and Parliamentarian and prior to the next board meeting.
5. Be required to maintain an accurate and detailed current job description to provide information to their successors or substitutes. This will include all notebooks and files.
6. Submit written recommendations for allocation of funds for their committee to the Budget Committee by January.
A. Special Committee Chairs will:
1. Be appointed for any Special Committee designated by the President, First Vice-President, Second Vice-President and/or Third Vice-President.
2. Cease to function after completion of their work and presentation of their final report.
3. Nominating Committee
a. Shall be established after 1 January of each year to form a slate of candidates for Elected Officers for the next Board year, and shall serve until the completion of elections.
b. Shall be chaired by the Parliamentarian.
c. The Chair shall select a committee of not less than four members with notification to the board.
d. The committee shall solicit from the general membership the names of members interested in running for elective office. The slate of candidates shall be presented to the Board for approval no later than the March Board meeting. Candidates will be voted on at the April General Membership Meeting, with the Induction in May.
e. MOSC members are allowed to succeed themselves in office for both elected office and standing committees. All terms shall be limited to two years, unless the board is in agreement to allow a continuance in said position.
f. Members of the Nominating Committee are eligible to run for office, but must resign from the committee.
4. Philanthropy Committee (Philanthropic Donations)
a. Shall be established each year at the request of the President to receive and review philanthropic requests, and shall serve until the Board approves the distribution of philanthropic funds by 31 May.
b. Shall be chaired by the Philanthropy Chair.
c. The Chair shall select a committee of not less than three members with notification to the board.
d. Philanthropic funds shall be disbursed with the approval of the Board by 31 May from the MOSC-S checking account.
5. Scholarship Committee
a. Shall be chaired by the Scholarship Chair.
b. The Chair shall select a committee of not less than three members with notification to the board.
c. Members who have a child/dependent or are themselves eligible to compete for a scholarship are required to excuse themselves from serving on this committee.
d. The committee may select the judging committee and shall establish the scholarship awards process to be approved by the Board.
e. Coordinates with the Programs Chair for Scholarship presentation in May.
f. Scholarships will be awarded yearly from the MOSC-P checking account.
g. Scholarship recipients must utilize the award within 365 days of issuance.
h. Scholarships must be used by August 1 of the following year.
i. Checks to be issued by May 30 by current year’s treasurer.
6. Constitution and Bylaws Review Committee
a. Shall be established, as required, to amend or review the Constitution and/or Bylaws.
b. Shall be chaired by the Parliamentarian.
c. Review proposed amendments to the Constitution and Bylaws using procedures outlined in each specific document.
d. The Constitution and Bylaws shall be reviewed at a minimum every other year during even numbered years.
ARTICLE IV: FINANCES
A. The MOSC-S account will be financed by:
1. Annual member dues.
2. Ways and Means sales (50/50, opportunity baskets and other miscellaneous items to sell).
3. Fundraisers must be submitted to 6 FSSR/FSR ad are limited to two per calendar quarter in accordance with the AFI 34-223, para 10.9.1.
B. The MOSC-P account will be financed by:
1. Philanthropic fund-raising activities.
2. Monies donated by the MOSC-S fund.
3. Individual donations.
1. A minimum of seven hundred and fifty dollars ($750) in the MOSC-S account and one hundred dollars ($100) in the MOSC-P account, plus any obligated funds will be turned over to the incoming Executive Board each year. Funds in excess of the minimum in MOSC-S Account may be given to the MOSC-P Account for disbursement, with approval of the Governing Board.
a. Dues will be forty-five dollars ($45) yearly (1 June-31 May).
b. Dues will be paid in advance, payable to the MOSC-S fund through the Membership Chair for the term of membership.
c. Honorary Members shall not be charged.
d. There will be no refund of dues.
D. Budget Committee
1. The Budget Committee will consist of the Executive Board and one Advisor and will be chaired by the Treasurer.
2. The Budget Committee will meet prior to the September Governing board meeting and prepare a proposed budget for the General and Philanthropic funds.
3. The proposed budget for each fund will be presented to the Governing board members at the September board meeting.
4. Once approved, the budgets will be posted on the MOSC website under the Members Only section for a minimum of 14 days and presented to the General membership for approval at the September General Membership meeting.
5. The Budget Committee will meet for a mid-year review in December.
6. Any proposed changes will be presented to the Governing board members at the January board meeting.
7. Once approved, the budgets will be posted on the MOSC website under the Members Only section for a minimum of 14 days and presented to the General membership for approval at the January General Membership meeting.
8. Requests for funds in excess of five hundred dollars ($500) will be presented to the Governing Board for review prior to presentation to the General Membership for a vote.
9. All funds will be deposited in a federally insured financial institution in a timely manner.
10. A financial review will be conducted annually to prepare the annual tax return Gross annual revenues of $250,000 or more will have an audit performed by an independent Certified Public Accountant paid from the MOSC-S and/or MOSC-P accounts.
11. The fiscal year of the MOSC will be 1 June through 31 May.
E. Reimbursements and Payments. All requests for reimbursements and payments will be signed by the corresponding Vice-President or President prior to being submitted to Treasurer. If request for reimbursement and payment is made by and for the President that request/payment must be cosigned by one of the Vice-Presidents prior to submission to Treasurer.
ARTICLE V: MEETINGS
A. Meeting Considerations. Members are reminded that MOSC sponsored functions, meetings, and activities are for adults only, and that out of courtesy to guests, speakers, the serving staff, and other members, children over the age of six months shall not attend unless specifically invited.
1. Reservations are required for the monthly MOSC social event through the Reservations Chair by the deadline published in the newsletter, on the website, on Facebook or Evite and will be acknowledged with the system generated response email. For Small Group events, reservations or RSVP are at the discretion of the Small Group leader.
2. Members failing to cancel reservations by the designated date to any and all events shall be billed in full. All cancellations shall be confirmed by return email.
3. Failure to pay for missed reservations will result in suspension of membership privileges (to include voting and future reservations) until paid in full to the Treasurer.
C. General Membership
1. Annual meeting. An annual meeting of the Members will be held in April. The day and time shall be set by the Governing Board provided, however, that it shall not be held on a legal holiday. At the annual meeting, the members shall elect executive board, vote on budget and determine the direction of the MOSC for the coming year.
2. Special Meetings. Special meetings of the Members may be called at any time by the President, the Governing Board or five percent (5%) of members eligible to vote. Only business within the purpose or purposes described in the written notice may be conducted at the special meeting of the Members.
3. Notice of Meetings. Written notice of each meeting of the Members shall be given by, email or MOSC Newsletter (MOSC Matters). Such notice will specify the place, day and hour of the meeting such notice shall be given at least seven days before. Annual meetings and special meetings, and the purpose of such meeting notice shall be given at least 14 days before such meeting.
D. Governing Board
1. Place of Board Meetings. Regular and Special Meetings of the Governing Board (hereinafter referred to in these as the Board) will be held at any place that the President may designate.
2. Regular and Special Meetings. Regular meetings of the Board shall be held every month starting in August and ending in May, or more frequently as deemed necessary by the Board. The President or any three Members of the Board may call Special Meetings. An orientation meeting will be held each year for the new members of the Board.
3. Notice of Board Meetings. Notice of the date, time, and place of Regular Meetings shall be given to each board member by regular mail, telephone (including voice mail), or e-mail no less than five days notice prior to the meeting. Notice of the date, time, and place of Special Meetings shall be given to each board member using the same methods, but with no less than three days notice prior to the meeting.
4. Quorum. A majority of the incumbent Board Members (not counting vacancies) shall constitute a quorum for the purposes of convening a meeting or conducting business. At Board meetings where a quorum is present, a majority vote of the Members attending shall constitute an act of the Board unless a greater number is required by any provision of these Bylaws.
5. Emergency Action. Nothing in these Bylaws shall prohibit or bar the Governing Board from meeting in emergency session. Such an emergency meeting may be held by the Board if, in the opinion of five members of the Board, an emergency exists which requires Board action. The Board may also take action in such emergency situation by an affirmative vote by telephone, electronic mail or regular mail from five members of the Board, subject to ratification and confirmation at the next regular meeting of the Board.
6. Open Meetings. Meetings shall be open to the general public, except when personnel, real estate, or litigation matters are being discussed.
ARTICLE VI: MEMBER PRIVILEGES
A. Members in good standing are eligible for door prizes at MOSC General Membership meetings.
B. With approval of two members of the Executive board, MOSC property may be lent to Members in good standing.
C. Members will receive a monthly newsletter and access to Membership Directory.
D. Members in good standing that possess a small business may have an opportunity to sell at a single MOSC social event designated by the VP of Social with the approval of the General Board. Members may not sell, solicit, or advertise their businesses at any other MOSC designated functions, unless otherwise approved by the President and Executive Board.
ARTICLE VII: NOMINATIONS AND ELECTIONS
A. Nominating Committee
1. The Nominating Committee may consist of the Chair, who will be the MOSC Parliamentarian, no less than four Regular and/or Associate Members, and Advisor(s).
2. If feasible, the committee members will include a representative from each major organization on the base. The names will be presented for Board approval.
3. No more than two committee members will be members of the existing Governing Board.
4. The Chair of the Nominating Committee will preside over all elections.
5. The committee will begin in January of each year to consider a slate of Executive Board nominees for presentation to the General Membership no later than April board meeting.
1. A Nomination Committee member will resign if he/she becomes a candidate for office.
2. The slate of nominees for office will include at least one candidate for each office. President and at a minimum of one of the Vice-President positions must be regular members.
3. At the April general meeting nominees will be presented and at this point no new nominees will be accepted.
4. If a vacancy occurs after the nominations are closed, that office will remain open until after the elections. At that time, the newly elected Executive Board will select an officer pro-term to serve until the vacancy can be filled.
1. Elections will be held at the April MOSC Annual Membership meeting and will be by secret ballot, if more than one qualified candidate is running for an executive position. Write-in votes will be invalid.
2. In the event of an unopposed slate of candidates, the method of voting will be by acclamation, at the close of the presentation of candidates to the membership.
3. All Members in good standing will be eligible to vote.
4. Absentee ballots will be issued at such time as deemed appropriate by the Nominating Committee.
5. Any tie will be resolved by the President’s sealed vote, which will be given to the Parliamentarian prior to the counting of the votes.
6. Ballots will be prepared, distributed, collected and counted by the Nominating Committee.
7. The Parliamentarian will hold the ballots for thirty days following the election.
D. Terms of Office
1. Members of the Executive Board will not serve in the same elected position for more than two consecutive years.
2. Installation of newly elected executive board officers will be held at the May membership meeting.
3. Officers will assume their duties effective at the changeover Board meeting on the first of June and will serve for one year.
4. If the sitting President or any Vice-President changes from regular to associate membership status while serving in an elected office, he/she may continue to hold that office until the end of the office term.
E. Vacancies in Office
1. In the event of a vacancy in the office of President, the First Vice-President, if he/she is a regular member, with his/her consent, will immediately assume the office. In the event he/she is not a regular member, the Second Vice-President, if he/she is a regular member, with his/her consent, will immediately assume the office. In the event he/she is not a regular member, the Third Vice-President, if he/she is a regular member, with his/her consent, will immediately assume the office. If the eligible Vice-President chooses not to assume the office the Executive Board with the approval of the Governing Board will appoint a replacement. A vacancy in any other office will be filled by appointment by the President with approval of the Executive Board. Said officers will hold office until the next general election.
2. Resignation from a Board position will be submitted in writing to the President and Recording Secretary and will be effective immediately.
F. Removal from Board. Executive and Governing Board members, to include the President, who do not fulfill their duties, are found to be unethical in their job duties or representation of the MOSC, have become an impediment to the board's work, or prevent the organization from working well, may be removed from the Board at the discretion of either, the Advisor(s), the President, or the Parliamentarian, with a two/thirds (2/3), affirmative vote of the Governing Board.
ARTICLE VIII: AWARDS/GIFTS
This organization will comply with Air Force regulations governing the giving and receiving
ARTICLE IX: WELCOMES and FAREWELLS
Welcome for Senior Spouses - The spouses of the Commander, US Central Command; Commander, US Special Operations Command; and Commander, 6th Air Mobility Wing, shall be welcomed by the President at a general membership meeting and may be presented with a small gift, not to exceed a value of $15.00.
Farewell for Advisors - A departing Advisor shall be recognized at a general membership meeting and presented with a gift not to exceed a value of $15.00.
At the end of the board year, mementos of appreciation may be given to Board members as follows:
President – not to exceed a value of $50.00
Board – not to exceed a value of $15.00
If a Board member resigns due to circumstances beyond his/her control, a memento of appreciation may be given at the discretion of the President.
Honorariums – Shall be presented at the discretion of the Board.
ARTICLE X: AMENDMENTS AND REVISIONS
A. Amendment Procedure
1. Any member in a voting status may propose an amendment to the Bylaws.
2. Sufficient time prior to a vote shall be allocated for research and to obtain pertinent information.
3. The proposed amendment must be approved by a majority vote of a quorum of the Board.
4. The approved amendment shall be submitted by the Secretary to the Private Organization Monitor of the 6th Force Support Squadron subject to final review by the installation commander (IAW AFI 34-223.)
B. Review Procedure
1. The President shall appoint a Constitution and Bylaws Review Committee to conduct a review of the Bylaws every year.
2. Sufficient time prior to a vote shall be allocated for research and to obtain pertinent information.
3. The proposed revision must be approved by a majority vote of a quorum of the Board.
4. The approved revision shall be submitted by the Secretary to the Private Organization Monitor of the 6th Force Support Squadron subject to final review by the installation commander (IAW AFI 34-223.)
C. Adoption. If the proposed amendment is passed by a majority vote of a quorum of the Governing Board, it will be presented at the next regularly scheduled General Membership meeting. The written amendment will be posted on the MOSC website under the Members Only section for at least 14 days.