Fort Campbell Officers' Spouses' Club

1.  PRESIDENT

            a.  Presides at all general membership and executive board meetings.

            b.  Ensures that the constitution of OSC is upheld.

            c.  Supervises the overall affairs of OSC.

d.  Ensures that the First Vice President is informed of all decisions and committee information.

            e.  Calls special executive board meetings.

f.  Selects members to be appointed officers upon consideration from the elected officers and nominating committee.

g.  Appoints the chairperson of any committee, which may be required, but is not specifically designated within the constitution.

            h.  Co-Chairs the budget committee.

i.  Is bonded and is a custodian of the OSC accounts and is authorized to sign checks in the absence of the treasurer and/or assistant treasurer.

            k.  Serves on the Thrift Shop advisory board.

l.  May, with the approval of the Honorary President and one other Advisor, remove any member of the executive board or committee chairpersons, for just cause.

            m.  May vote in board or general meetings in order to break a tie.

            n.  Reviews and approves position Standard Operating Procedures.

 

2.  FIRST VICE-PRESIDENT

a.  Presides at all meetings and assumes the duties of the President in her temporary absence.

            b.  Assists the president in the reception of guests and members.

c.  Coordinates with the OSC President, Honorary President and Advisor(s) for the welcome/farewell functions for the spouses of the Commanding General of the 101^st Airborne Division (Air Assault) and Fort Campbell, and the spouses of the Assistant Division Commanders of the 101^st Airborne Division (Air Assault).

d.  Responsible for obtaining the farewell gifts for the President, Honorary President and Advisor.

e.  Responsible for obtaining flowers for presentation to the incoming and outgoing Executive Board officers at the installation of new officers.

 

  

3.  SECOND VICE-PRESIDENT

a.  Assumes the duties of the First Vice-President or the President in their absence.

b.  Responsible for the overall coordination of the Tour of Homes (usually held every two years) and membership Super Sign-up.

c.  Maintains the OSC volunteer hours for the Installation Volunteer Coordinator’s Office (IVC).

d.  Responsible for ensuring the coordination of volunteer appreciation for OSC Volunteers.

 

4.  RECORDING SECRETARY

a.  Maintains the official constitution and all records of the OSC and turns these over to the successive Recording Secretary upon the end of the term of office.  All official records of OSC will be maintained for a minimum of three (3) years, excluding the treasurer’s records, which will be maintained for a period of seven (7) years.

b.  Records and preserves the minutes of all OSC executive board meetings and presents them for approval at the next executive board meeting.

c.  Submits the appropriate number of copies of the minutes of all meetings to the Community Activities Business Center (CABC), Attention:  Non-Appropriated Funds Branch, within seven (7) days following each meeting.

d.  Coordinates with the Treasurer for delivery only of the monthly financial statements to the CABC.

e.  Assumes the duties of the corresponding secretary if that officer is absent.

            f.  Serves on the Constitution Review Committee.

g.  At the discretion of the president, assumes the duty of conducting a telephone or electronic mail vote in the absence of the Parliamentarian.

h.  Receives and maintains all official records to include copies of the After Action Review (AAR) of each board position.

i.  Notifies all Executive Board members of regular and special meetings and ensures all business materials are provided at the meeting.

 

 

5.  CORRESPONDING SECRETARY

a.  Prepares, signs, and dispatches correspondence in connection with OSC business.

b.  Maintains the correspondence files of OSC and turns these over to the succeeding Corresponding Secretary at the end of the term of office.

c.  Arranges for reproduction of OSC materials as directed by the President.

d.  Maintains the current service records and supplies for office equipment as directed by the president.

            e.  Assumes the duties of the recording secretary if that officer is absent.

            f.  Coordinates set-up and clean up of monthly executive board meetings.

            g.  Maintains Executive Board officer list.

 

 

6.  TREASURER

            a.  Is bonded and is a custodian of OSC funds.

b.  Receives all OSC money and makes deposits in the bank designated by the executive board in the name of OSC.

            c.  Maintains the general operating fund and the welfare fund.

            d.  Pays all authorized expenses of OSC.

e.  Prepares copies of the monthly financial report for each board member and coordinates with the Recording Secretary for the delivery of the appropriate number of copies to be submitted with the minutes to CABC.

f.  Has the Treasurer’s book and financial records audited by a qualified disinterested auditor prior to the expiration of the term of office, or if the office is vacated before the end of the term.

g.  Prepares and files all Federal Income Tax returns not later than 15 September of each year by certified mail, return receipt requested.

            h.  Maintains an inventory of OSC assets.

i.  Bonds appropriate OSC persons and insures OSC property and events as deemed appropriate by the executive board.

j.  May appoint an assistant if needed.  The assistant will be bonded, sign a valid bank signature card and perform all duties of the treasurer in the absence of that officer, with the exception of an executive board vote.

            k.  Maintains official records for seven (7) years.

l.  Assists as treasurer for all major welfare fundraising activities of the OSC.

            m.  Co-chairs the Budget Committee.

n.  Ensures that the funds of the OSC are managed in accordance with the Constitution.

1.  “CAMPBELLES” EDITOR

            Oversees the publication and distribution of the “Campbelles”.

 

2.  WELFARE CHAIRPERSON

a.  Investigates all welfare fund requests and presents these findings to the executive board for consideration.

            b.  Chairs the annual welfare committee meeting.

            c.  Disburses welfare funds for the treasurer.

 

3.  FALL FUNDRAISING CHAIRPERSON

            Holds principal responsibility for the major fall fundraising event.

 

4.  SPRING FUNDRAISING CHAIRPERSON

Holds principal responsibility for the major spring fundraising event.

 

5.  MEMBERSHIP CHAIRPERSON

a.  Processes all membership applications and maintains a current file of OSC members.

b.  Publishes and distributes a membership roster no later than 30 November of each year, with updates as necessary.

            c.  Creates and prints nametags to be used for functions.

 

6.  PARLIAMENTARIAN

a.  Oversees voting procedures, according to the OSC Constitution.

            b.  Chairs the nominating committee.

            c.  Counts the votes at the General Election.

            d.  Chairs the Constitution review committee.

e.  Conducts telephone or electronic mail votes as requested by the president.

f.        Ensures that meetings and activities conform to the approved OSC

Constitution.

g.      Submits the OSC revalidation request every two years within 90 days prior to expiration through the Community Activities Business Center (CABC) Liaison Office for processing to the Installation Commander.

 

7.  PROGRAMS CHAIRPERSON

a.  Recommends and coordinates suitable programs and menus for each of the regular general membership meetings.

b.  Responsible for the decorations for general membership meetings, with assistance from Hospitality Chairperson.

 

 

 

8.  SPECIAL PROJECTS CHAIRPERSON

Responsible for all special projects, to which may include, but are not limited to:  Adopt-A-    Street Program, Hopkinsville Chili-Cook Off, Hopkinsville Spelling Bee, Trees of Christmas, Bowling League, Golf League, and if requested, the coordination of Quarters 101 Christmas decorating.

 

9.  PUBLICITY CHAIRPERSON

            a.  Responsible for publicity of all OSC events and activities.

b. Responsible for taking photos at OSC events if the Historian cannot be present.

 

10.  RESERVATIONS CHAIRPERSON

Responsible for all reservations for all official OSC functions and is assisted by at least one active OSC member.  Also, responsible for coordinating childcare for OSC functions.

 

 

11.  SCHOLARSHIP CHAIRPERSON

            a.  Plans and coordinates all scholarship activities.

            b.  Chairs the scholarship review committee.

            c.  Disburses scholarship funds for the treasurer.

 

12.  THRIFT SHOP CHAIRPERSON

            a.  Overseas the Thrift Shop manager, employees and volunteers.

            b.  Participates in all interviews, hiring and dismissal of employees.

            c.  Reviews salaries and yearly bonuses, if applicable.

d.  Evaluates and maintains the Thrift Shop employees’ semi-annual reviews and hiring contracts.

e.  Maintains, updates and enforces the Thrift Shop Standard Operating Procedures (SOP).

f.  Plans the calendar with input from the management staff.

g. Must volunteer at the Thrift Shop once per week for a minimum of two (2) hours.

h. Plans and executes an Annual Volunteer Appreciation Luncheon during the month of December for the staff and volunteers of The Thrift Shop.

i. Must add signature on The Thrift Shop bank account and remove upon closing of current board year.

 

 

 

 

 

13.  WAYS AND MEANS CHAIRPERSON

a.  Investigates ways of procuring extra funds for the general operating fund and presents recommendations to the executive board.

b.  Ensures the operation and coordination of the Ways and Means table at appropriate OSC functions

            c.  Is responsible for the Ways and Means stock and inventory.

            d.  Coordinates and schedules vendors for General Meetings.

 

14.  PROPERTIES CHAIRPERSON

a.  Responsible for the overall coordination of the property of the OSC including the rental of moveable property to third parties and the rental of the OSC Hut.

b. Responsible for the purchase of new property for OSC, excluding office supplies.

            c.  Responsible for an inventory of articles in possession of the OSC.

d.      Responsible for key control of the OSC Hut.

e.       Responsible for the maintenance of the OSC Hut.

 

15.  HOSPITALITY CHAIRPERSON

a.  Responsible for the welcome of members and recognition of new members at OSC events.

            b.  Sets out the nametags for OSC functions.

c.  Assists Programs Chairperson with decorations and door prizes, as needed, for general membership meetings.

 

16.  HISTORIAN

a.  Prepares four (4) scrapbooks, one each for the President, Honorary President, Advisor, and for the club.

            b.  Oversees the disposition of OSC scrapbooks.

c. Takes photos at all OSC functions, copies of which will be given to the Publicity Chairperson.

 

 17.  WEBMASTER

a. Responsible for maintaining and updating the OSC Website as needed, to include, but is not limited to changing reservation pages, updating luncheon flyers, updating scholarship applications, creating e-surveys, and updating event photos.

b. Responsible for coordinating with the Campbelles chairperson to create and update the sponsorship page.

c. Responsible for forwarding email reservations, checking credit card transaction logs, forwarding OSC member applications, and answering or redirecting miscellaneous email.

            d. Responsible for renewing “premium membership” payments annually.