THE OFFICERS’ SPOUSES’ CLUB
Fort Campbell, Kentucky
GENERAL CONSTITUTION
ARTICLE I
NAME AND PURPOSE
SECTION A: The name of this organization is the “Officers’ Spouses’ Club” at Fort Campbell, Kentucky, referred to as “OSC”.
SECTION B: The OSC promotes friendship and goodwill among its members and is organized exclusively for charitable and educational purposes, including, for such purposes, the making of distributions to organizations that qualify as exempt organizations under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code.
ARTICLE II
GENERAL PROVISIONS
SECTION A: The OSC operates and exists on Fort Campbell, Kentucky, with the written consent of the Installation Commander. This consent is contingent upon compliance with the requirements and conditions of all applicable Army regulations and conditions as follows:
1. AR210-22, Private O\organizations on Department of the Army Installations, 22 October 2001.
2. Memorandum of Instruction (MOI), Private Organizations on Department of the Army Installations and Official Participation in Private Organizations, 4 December 1998.
3. All other army regulations referred to in both AR 210-22 and the MOI.
4. The Installation Commander may revoke permission to operate at any time under IAW AR 210-22, Para 2-1a(1)b.
5. The OSC will ensure all State and jurisdictional laws are met, IAW AR 210-22, Para 2-1a (2)(d) and Para 3-5.
6. The OSC will reimburse the Army for utilities expenses if and when it is determined by the Army that the cost has become more than incidental under IAW AR 210-22, Para 2-1(2)(e).
7. The OSC will comply with fire and safety regulations, environmental laws, tax codes, and other applicable statues and regulations, IAW AR 210-22, paragraphs 3-1e and 3-4.
8. Once the initial written consent is acquired, it must be revalidated every two years from same date through resubmission under IAW AR 210-22, Para 2-1, c. d (3). Private organizations must submit ref\validation requests 90 days prior to expiration date through the Community Activities Business Center (CABC) Liaison Office for processing to the Installation Commander. Timely resubmission is the responsibility of the Parliamentarian.
9. The OSC maintains liability insurance. The policy is kept current on a regular basis under IAW AR 210-22, Para 2-1 (2)c. and Para 3-2.
10. The OSC will not unlawfully deny membership, unlawfully exclude from participation or otherwise subject to unlawful discrimination and person because of race, color, creed, sex, disability, or national origin in accordance with AR 210-22, Para 3-7a.
SECTION B: Neither the United States nor its non-appropriated fund instrumentalities will incur or assume any obligation of this organization. All members will fully understand that they are personally liable if the assets of the organization are insufficient to discharge all liabilities. Members may be held personally liable for the costs of any lawsuits over and above the liability insurance carried by the organization IAW AR 210-22 Para 2-1(2)d . Additionally, all members will acknowledge, in writing, that they understand the provisions of this Article and Section, as stated on the membership application.
SECTION C: The OSC scholarship and welfare funds will be distributed without regard to race, color, sex, religion or national origin.
SECTION D: This organization will not engage in activities which conflict with authorized activities of non-appropriated funds organizations unless an exception is made by the Garrison Commander, Fort Campbell, Kentucky.
SECTION E: Any previous Constitutions and Bylaws of this organization, which was previously known as the “Officers ’Wives’ Club,” are rescinded.
SECTION F: This document will be referred to simply as the “Constitution”.
SECTION G: Programs and activities conducted by the OSC will not prejudice or discredit the United States Army, the Department of Defense, or other agencies of the Federal Government IAW AR 210-22, Para 1-5 f.
SECTION H: OSC will not propagate extremist activities or advocate violence against others or the violent overthrow of the Government IAW AR 210-22, Para 2-1 (2) f.
SECTION I: OSC will not engage in activities, which compete with or conflict with the Army IAW AR 210-22, Para 3-1b(3).
SECTION J: OSC activities will not seek to deprive individuals of their civil rights IAW AR 210-22, Para 2-1 (2)(g).
SECTION K: The OSC shall be a financially self-sustaining organization, and shall be constituted, established, and operated by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Federal Government IAW AR 210-22, para1-5F, Para 5-2 and Para 5-3a.
SECTION L: The OSC will not engage in the distribution or sale of alcoholic beverages at any time IAW AR 210-22 Para 3-1 d.
SECTION M: No part of the net earnings of the organization shall inure to the benefit of, or be distributable to its members, trustees, officers, or other private persons, except that the organization shall be authorized and empowered to pay reasonable compensation for services rendered and to make payments and distributions in furtherance of the purposes set forth in Article I Section B hereof. No substantial part of the activities of the organization shall be the carrying on of propaganda, or otherwise attempting to influence legislation, and the organization shall not participate in, or intervene in (including the publishing or distribution of statements) any political campaign on behalf of or in opposition to any candidate for public office. Notwithstanding any other provision of these articles, the organization shall not carry on any other activities not permitted to be carried on (a) by any organization exempt from federal income tax under section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or (b) by an organization, contributions to which are deductible under section 170(c)(2) of the Internal Revenue Code, or the corresponding section of any federal tax code.
ARTICLE III
MEMBERSHIP
SECTION A: SCOPE OF MEMBERSHIP
1. Membership in OSC is voluntary and is limited to eligible persons as indicated in Sections B, C and D of this Article.
2. The membership year runs from 1 September to 31 August.
SECTION B: ACTIVE MEMBERS
1. Active members will pay dues and may vote on all matters in which the membership has an interest; may hold office, committee chairmanships, or other appropriate executive board positions and may participate in all social, cultural and fundraising activities.
2. Active members will be spouses of Commissioned Officers or Warrant Officers of the Armed Forces on active duty residing in the Fort Campbell area.
3. Any active member whose status changes to associate membership eligibility during the year may remain an active member until the end of the year.
SECTION C: ASSOCIATE MEMBERS
1. Associate members will pay dues and enjoy all the rights and privileges of active members with the exception of holding an elected office.
2. Associate members may hold appointed offices at the discretion of the president.
3. Associate members are spouses of retired Commissioned or Warrant officers or may be the widows/widowers or divorcees of retired Commissioned or Warrant officers that have retained their military privileges as are accorded to a spouse. GS-7 civilians and spouses of GS-7 and above, or their equivalents that are currently employed at Fort Campbell may also become associate Members of the OSC.
SECTION D: HONORARY MEMBERS
1. Honorary members will enjoy the rights and privileges of Active members with the exception of voting, holding an elected or appointed office and the payment of dues.
2. Honorary members are the spouses of General Officers of the Armed Forces assigned to the 101st Airborne Division (Air Assault) and/or Fort Campbell, Kentucky, as well as the spouses or widow/widower of retired General Officers who reside in the vicinity of Fort Campbell and the spouses of the mayors of Clarksville, Tennessee; Hopkinsville, Oak Grove, and Cadiz, Kentucky.
3. Other distinguished persons, at the discretion of the executive board of OSC may also be invited to participate as Honorary OSC Members.
4. The list of distinguished persons will be reviewed annually by the President and Honorary President.
SECTION E: PARTICIPATION
Membership is necessary for participation in all activities and committees sponsored by OSC. The executive board, by a majority vote, may open functions to non-members.
SECTION F: GUESTS
Guests of Members are welcome to OSC activities. No person eligible for membership will be admitted as a guest to an OSC membership function more than once per membership year. No member may bring more than one guest per OSC activity.
SECTION G: TERMINATION OF MEMBERSHIP
1. Membership in OSC can be terminated under the following conditions:
a. a permanent departure or permanent change of station move from the area;
b. the non-payment of dues and/or any incurred fees that are applicable;
c. a written resignation; or
d. a change of status affecting eligibility for membership.
2. Termination from this organization will not be related to race, color, gender, national origin or religion.
3. Membership, and its privileges, of an individual may be withdrawn or denied for inappropriate conduct as determined by a vote of the Executive Board.
ARTICLE IV
OFFICERS AND GOVERNING BODY
SECTION A: EXECUTIVE BOARD
The Executive Board of OSC is comprised of all elected officers, appointed officers, honorary officers and advisors. It is responsible for the management of the OSC; supervision of the OSC Thrift Shop; and the disbursement of the welfare fund.
SECTION B: TERM OF SERVICE
Members of the Executive Board of OSC will serve from 01 June to 31 May of the following year.
Elected board members may serve in the same elected position no more than two (2) years consecutively. There are no term limits for appointed positions.
SECTION C: HONORARY OFFICERS AND ADVISORS
1. The Honorary President will be the spouse or designated representative of the Commanding General of the 101st Airborne Division (Air Assault) and Fort Campbell, Kentucky. The Honorary President serves as an advisor to the Executive Board without a board vote.
2. The Advisor(s) may be appointed each year by the Honorary President and will be asked to serve on the Executive Board without a board vote. Advisors may be appointed for the following committees: Thrift Shop, Scholarship, Welfare and Spring/Fall fund-raising events.
SECTION D: ELECTED OFFICERS AND SPECIFIC DUTIES
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 101st Airborne Division (Air Assault) and Fort Campbell, and the spouses of the Assistant Division Commanders of the 101st 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.
SECTION E: APPOINTED OFFICERS
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.
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, Clubs within the Club, 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
Reservations chairperson #1 will be assisted by Reservation Chairperson #2. They are responsible for all official OSC functions. 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.
j. Reviews the profit and loss statement monthly and ensures complete correctness.
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 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.
SECTION F: EXECUTIVE BOARD MEMBER GENERAL DUTIES
1. Committee Chairpersons will appoint their own committee members, if needed, with the approval of the president.
2. Each elected or appointed officer will be present at each executive board meeting and will submit a monthly report in writing to the executive board.
3. Board members are responsible for compiling a current after action report in writing to the executive board at the end of each board year. One copy of each after action report will be maintained by the Recording Secretary in the office files. A copy of the AAR will be given to the newly elected or appointed board members for their respective area.
4. All outgoing board members will be responsible for eliminating expired files, those older than three (3) years, at the conclusion of the board year. All official records will be released to the recording secretary in a self-contained position notebook. Official records include, but are not limited to, Standard Operating Procedures, after action reports, legally binding documents, “Campbelles”, welfare fund recipient list(s) and minutes.
5. All officers will maintain a Standard Operating Procedure for their position.
6. Each officer will have copies in their position notebook of the following: all minutes for the board year, OSC Constitution and amendments, any applicable Army and/or Fort Campbell regulations, position SOP, monthly reports, after action reports for their position, contracts if applicable, and any other materials pertinent to the position. This notebook is turned over to the successor upon departure or expiration of term of office.
7. All officers will be elected to serve a term of one (1) year from the date of installation. Officers-elect will assume their duties at the installation of officers in May, but are authorized to assume whatever duties are necessary to further the Club’s programs for the coming year immediately upon the completion of the election. Officers-elect will attend the last meeting of the outgoing Executive Board.
8. At the beginning of its term, the executive board will review and approve the proposed budget of income and expenses, ensuring that the disbursement of OSC funds will accomplish the purpose of the organization. Any expenditure exceeding the approved budget is subject to executive board approval. The Executive Board will not incur any financial obligations, which extend beyond its term of office, without providing adequate funding over and above sufficient operation funds.
9. All newly elected and appointed officers will pay membership dues on or before the first Executive Board meeting of the new board year in order to conduct OSC business and to be able to vote.
10. Should a vacancy in an elected office occur, it will be filled by the recommendation of the president. This recommendation will be approved by a 2/3 vote of the executive board.
ARTICLE V
GENERAL MEETINGS AND QUORUMS
SECTION A: GENERAL MEETINGS
1. The regular meetings of the membership will normally be held monthly from September through May.
2. The meeting schedule may be changed by the Executive Board.
3. A simple majority vote of the quorum is necessary to transact business.
4. A quorum will consist of the voting members attending any regular or specially called general membership meeting.
SECTION B: SPECIAL MEETINGS
Special general membership meetings may be called at the discretion of the executive board.
ARTICLE VI
EXECUTIVE BOARD MEETINGS AND QUORUMS
SECTION A: REGULAR MEETINGS
1. The executive board will meet at least once a month.
a. Two-thirds (2/3) of the voting members of the executive board must be present to constitute a quorum and transact business.
b. All motions before the executive board will pass with a two-thirds (2/3) affirmative vote.
c. All elected and appointed officers, excluding the president and parliamentarian, are voting members of the executive board.
d. The honorary officers and advisor(s) are non-voting members of the executive board.
2. Any member in good standing may request to address an executive board meeting to present an issue and/or to participate in the discussion of said issue. The observing member will not vote and will leave after the resolution of the issue. This member may attend with at least a 24-hour prior notice to the president.
3. The president is authorized to vote in the event of a tie vote on a motion.
4. No proxy voting is authorized.
SECTION B: SPECIAL MEETINGS
1. Special Executive Board meetings may be called at the discretion of the president.
2. In urgent situations, a telephone vote or electronic mail vote may be conducted in lieu of a special meeting.
3. A telephone vote or electronic mail vote will be conducted by the parliamentarian, or in her absence, the recording secretary, at the direction of the president. These votes will carry with a 2/3 affirmative vote of the entire voting executive board.
ARTICLE VII
COMMITTEES
SECTION A: STANDING COMMITTEES
1. The following committees are provided to support the executive board in the operations and activities of the OSC: Budget, Nominating, Constitution Review, Welfare, and Scholarship.
a. Budget Committee will oversee the preparation of the yearly budget. This committee consists of the Honorary President, and chairpersons of thrift shop, welfare and scholarship committees. This committee will be co-chaired by the Treasurer and President.
b. Nominating Committee will prepare the slate of officers for the elections.
1. This committee will consist of the honorary president, OSC Advisor,
and five randomly selected active general members. Interested nominees are ineligible to serve on the nominating committee, with the exception of the Parliamentarian, if applicable.
2. The nominating committee will meet no later than February of each year.
3. The nominating committee will review the applications sent in by prospective officers.
4. The nominating committee may select a slate of officers not to exceed three (3) nominees for each office.
5. This committee is chaired by the Parliamentarian.
c. The Constitution Review Committee will review the constitution in accordance with AR 210-1. This committee will include the honorary president, OSC advisor, recording secretary, president, and two board members. This committee is chaired by the Parliamentarian.
d. The Welfare Committee will investigate all welfare fund requests and recommend disbursements to the Welfare Chairperson to be approved by the executive board. This committee will consist of at least 5 OSC members and will be chaired by the appointed Welfare Chairperson.
e. The Scholarship Committee will review and revise the OSC scholarship application form and will assist in the evaluation of the applications received. This committee will include at least 5 OSC members.
SECTION B: PROVISIONAL COMMITTEES
1. Committees may be appointed at the discretion of the officer that is responsible for that particular function.
2. Committees may also be formed for provisional activities as outlined in Article XIV.
ARTICLE VIII
PARLIAMENTARY AUTHORITY
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the OSC in all cases to which they are applicable and in which they are not inconsistent with the Constitution and any special rules of order the OSC may adopt.
ARTICLE IX
AMENDMENTS
SECTION A: PROCEDURE
1. Constitution amendments must be proposed by any active member and may be recommended by a member of the executive board.
2. Amendments must be in writing to the Executive Board and must indicate sponsorship by written signatures of a minimum of ten (10) active members.
3. Upon approval by a two-thirds (2/3) vote of the executive board, the president will ensure the publishing of the proposed changes.
4. All constitution amendments must be published after approval of the executive board before coming to a vote of the general membership.
5. OSC approval of a constitution amendment(s) will be by majority vote of active members present.
SECTION B: REVIEW AND REVISION
1. Approved amendments added to the Constitution will be approved in accordance with Army Regulation 210-1 and applicable Fort Campbell requirements.
2. The Constitution of the OSC will be reviewed and revised every two years in accordance with Fort Campbell Garrison requirements and Army Regulation 210-1, Private Organizations on Department of the Army Installations and Official Participation in Private Organizations and CAM Supplement to AR 210-1.
3. The Constitution will be submitted to the Community Activities Business Center (CABC) for review and revalidation by the Installation Commander and become effective as of the date of command approval.
SECTION C: PROVISIONAL ACTIVITIES
1. The executive board may deem an activity provisional and enact its implementation for a prescribed period of time, not to exceed one hundred and eighty (180) days, without amending the Constitution.
2. The executive board will amend the constitution to include provisions for all activities that have surpassed the provisional period of time, in accordance with Army and Fort Campbell requirements.
3. The executive board may set forth any additional procedures that are not covered in the Constitution in order to accomplish the purpose of the club.
ARTICLE X
ELECTIONS AND VOTING
1. OSC elected officers will be elected by a simple majority of all active members present and voting at the April general membership meeting.
2. The elected officers will be installed and take office at the May general membership meeting.
3. Announcement of the upcoming elections will be made at the January general membership meeting. Nominees will be publicized in the “Campbelles” prior to the March general membership meeting.
4. The slate of officers will be chosen and presented by the Nominating Committee.
5. The slate of officers will not exceed three (3) nominees for each office.
6. Nominees will be presented at the general membership meeting in March. Nominations from the floor will be accepted at the March meeting with prior written consent of the nominee and the signatures of ten (10) OSC members.
7. In the event a single slate exists, no ballot is required and the nominees are elected by acclamation.
8. Elections will be held at the April meeting, if necessary. Voting will be conducted through a written secret ballot or absentee ballot. In case of a tie vote, a run-off will be held immediately.
9. Active and associate members must hold membership for a least one (1) month prior to the election in order to vote.
10. Active and associate members may vote by absentee ballot prior to the election by contacting the parliamentarian.
11. The date of nomination, election and installation may be changed by the executive board if deemed necessary.
12. Any dispute or contest of an election must be submitted to the current president in writing and signed by ten (10) active members within five (5) days after the election. The current president shall submit the dispute to the executive board for resolution within ten (10) days after the election. The Executive Board, upon a two-thirds (2/3) vote shall take whatever action it deems appropriate to resolve the dispute or contest.
ARTICLE XI
DUES
SECTION A: YEARLY DUES
1. Membership dues are payable annually for the membership year which will run from 1 September to 31 August.
2. Membership dues are not refundable.
3. Dues for active members who are spouses of O1- O2 (2LT and 1LT) and WO1– CW2 will be fifteen dollars ($15.00).
4. Dues for spouses of all other ranks will be twenty dollars ($20.00).
5. Dues for associate members will be ten dollars ($10.00).
6. Dues are payable to OSC.
7. Any promotional exceptions to the dues will be made by the executive board.
SECTION B: JANUARY DUES
Members joining after 1 January will pay one-half (1/2) of the annual dues for membership.
ARTICLE XII
FINANCES
SECTION A: TREASURY
1. The budget will be presented at the first general membership meeting of the board year for final approval by the general membership.
2. The records and accounts of the treasury will be audited upon completion, but no later than 31 July of the outgoing board year.
3. The OSC will have two (2) accounts:
a. The General Operating Fund, which is derived from dues and money raised within the membership.
b. The Welfare fund which will be derived from all revenue-producing activities not limited to OSC members and their families. These funds will be deposited in the welfare fund with the exception of up to thirty percent (30%), which may be deposited into the general operating fund.
SECTION B: SPECIAL FUNDING
1. Any single project requiring over two thousand five hundred dollars ($2,500.00) special funding, not covered in the annual budget, must be approved by the general membership. This does not include regular operating expenses for the executive board or Thrift Shop.
2. Any expenditure exceeding the approved budget is subject to executive board approval.
SECTION C: PRESIDENTIAL ALLOWANCE
The president is authorized to spend up to two hundred fifty dollars ($250.00) per board year for OSC related expenditures without the approval of the executive board.
SECTION D: TRANSFER OF FUNDS
If the general operating fund becomes insufficient to meeting the operating requirements, the executive board may approve a transfer of welfare funds to the general operating fund once per board year. This transfer of funds will not exceed ten percent (10%) of the welfare money currently on hand, and will not be included in the proposed annual budget.
SECTION E: PROCEEDS
Proceeds from OSC building usage and property rental fees will be placed in the general operating fund.
SECTION F: RESERVE FUNDS
1. A minimum of two thousand five hundred dollars ($2,500.00) will be held in reserve for the general operating fund.
2. A minimum of two thousand dollars ($2,000.00) will be held in reserve for the welfare fund.
SECTION G: AWARDS AND GIFTS
1. A small gift, not to exceed twenty dollars ($20.00) may be given to any departing member of the executive board.
2. A small gift from the Executive Board, not to exceed one hundred dollars ($100.00) may be given to any departing honorary president or board advisor at the discretion of the executive board.
SECTION H: INSURANCE
1. OSC will carry insurance policies on property, activities and events as is appropriate.
2. The insurance policies are purchased and maintained by the Treasurer.
ARTICLE XIII
THRIFT SHOP
SECTION A: NAME AND PURPOSE
1. The name of the activity is the OSC Thrift Shop, referred to as the Thrift Shop.
2. The purpose of the Thrift Shop is to generate revenue for the OSC welfare fund and to provide a clearinghouse for the sale, purchase and disposal of serviceable goods at a nominal cost to patrons.
SECTION B: OPERATIONS AND ADMINISTRATION
1. The Thrift Shop will be a financially self-sufficient OSC activity.
2. The operations and administration of the OSC Thrift Shop will be set forth in the OSC Thrift Shop Standard Operating Procedures.
3. Operation and administration of the Thrift Shop is the responsibility of the Thrift Shop manager, functioning under the supervision of the Thrift Shop Chairperson and the Thrift Shop advisor, if appointed.
4. Members of the executive board are not eligible for paid Thrift Shop Staff positions.
SECTION C: DISSOLUTION
1. Advance notice of closing will be publicized.
2. Consignees will be advised that consignments not picked up by the proposed closing date will become property of the Thrift Shop.
3. All liabilities and obligations will be liquidated from the Thrift Shop assets.
4. All assets, property and equipment that cannot be converted to cash will be disbursed as deemed appropriate by the executive board.
5. All residual cash assets will be donated to the OSC welfare fund.
ARTICLE XIV
OTHER FUNDRAISING ACTIVITIES
SECTION A: NEW FUNDS-PRODUCING ACTIVITY
Any new funds-producing activity that is physically maintained in an outside building (not regularly used by OSC), that OSC is considered legally responsible for, will be managed in accordance with the following:
1. Initial Implementation
a. The OSC president will appoint a chairperson and/or committee to ensure that the activity is properly implemented.
b. The honorary president will appoint an advisor for the activity if necessary.
c. The activity will be designated as a 180-day provisional activity.
2. Approval
a. The activity must be approved by a two-thirds affirmative vote of the Executive Board.
b. The activity’s chairperson will be afforded a new appointed Executive Board position and will be entitled to a board vote during the board year in which the activity takes place.
c. The chairperson will submit a proposed budget for approval by the Executive Board.
d. The activity will be approved by the appropriate authority (ies) at Fort Campbell.
3. Maintenance
a. The activity will be funded as determined by the Executive Board.
b. The activity’s chairperson will ensure a comprehensive Standard Operating Procedure is written and approved by the executive board and then implemented and followed.
4. Integration
a. If the activity is to continue for more than one board year, the Constitution will be amended to reflect the addition of the activity and the new board position.
b. The Constitution will undergo the approval process through the Community Activities Business Center in accordance with AR 210-1.
c. The activity will become financially self-sufficient.
ARTICLE XV
STANDING POLICIES
SECTION A: RESERVATIONS
1. To guarantee a place at an OSC function requiring reservations, each person must make a reservation by the published deadline.
2. Luncheon reservations must be accompanied by a valid credit card number or paid in advance.
3. Those attending functions, with the exception of the Sign-up and the honorees at the Welcome/Farewell functions, will pay for all OSC functions.
4. Individuals not canceling their reservations by the deadline will be charged and further reservations will not be made until their account is cleared.
5. All reservations (except “permanent”) and cancellations must be validated by notifying (phone or email) a member of the Reservations Committee by the published deadline for each event. There are NO substitutions allowed. Reservations, cancellations and payment for guests are made by the members. During “Open” functions all attendees make their own reservations, cancellations and payments.
6. In the period after the reservation/cancellation deadline and prior to the start of the OSC function, the Reservations Chairperson will maintain a waiting list for persons who wish to make a reservation after the deadline. Then, if a member calls in a cancellation, the Reservations Committee will fill those reservations on a first-come, first served, space available basis. If the late canceled reservations are not filled, the person who originally made the reservation is responsible for payment.
7. Persons who walk into a function with no reservation will be admitted only if a late-cancellation space is available.
8. Reservations for on-site childcare will be made through the Reservations Committee and paid in advance by the published deadline.
ARTICLE XVI
NULLIFICATION
In the event an article of this constitution or a portion thereof is declared invalid, the remaining portion of the article or portion thereof, will remain in effect as a governing document of our organization.
ARTICLE XVII
DISSOLUTION
SECTION A: GENERAL DISSOLUTION
This OSC may be dissolved by a majority vote of all active members or by the direction of the Garrison Commander, Fort Campbell, Kentucky.
SECTION B: LIABILITIES
Any liabilities at the time of dissolution, not payable due to a lack of funds, will be liquidated by making a prorated collection from all members.
SECTION C: BALANCE OF FUNDS
In case of dissolution of the organization, any funds contained in the general operating fund will be used to satisfy any outstanding debts, liabilities, or obligations. All remaining assets of the organization, including the balance of the general operating fund and the welfare fund, shall be distributed to charities as determined by the executive board, for one or more exempt purposes within the meaning of section 501(c)(3) of the Internal Revenue Code, or the corresponding section of any future federal tax code, or shall be distributed to the federal government, or to a state of local government, for a public purpose. Any such assets not so disposed of shall be disposed of by a Court of Competent Jurisdiction of the county in which the principal office of the organization is then located, exclusively for such purposes or to such organization or organizations, as said Court shall determine, which are organized and operated exclusively for such purposes.
Shawn Fenrick Pamela Oeschger Nikki Davis
President Parliamentarian Recording Secretary
