BARKSDALE OFFICERS' SPOUSES' CLUB BYLAWS ARTICLE 1 DUTIES OF OFFICERS Section 1: Elected Officers A. President a.

Serves as the official spokesperson of the BOSC b. Presides at regular and special meetings of the BOSC, Executive Board, and Board of Governors c. Appoints chair of standing and special committees consistent with the needs of the BOSC d. Serves as a member of all committees except the Nominating Committee e. Appoints a Parliamentarian f. Purchases board members gifts and coordinates, along with the Honorary President, the End-of-the-Year Board Appreciation Luncheon g. Oversees all of the BOSC finances h. Signer on BOSC bank account B. First Vice President (hereafter, 1st VP) a. Assumes the presidency if the President is unable to complete the term of office b. Performs the duties of the President in her/his absence c. Meets with Social Committee Chairs to coordinate responsibilities i. Serves as a member of said committees. d. Purchases the Presidents gavel and welcome/farewell gifts for the Honorary Officers e. Serves as BOSC Protocol Officer, to include head table seating assignments f. Any additional duties assigned by the President g. Signer on BOSC bank account C. Second Vice President (hereafter 2nd VP) a. Assumes the office of 1st VP if she/he is unable to complete the full term of office b. Performs the duties of the 1st VP in her/his absence c. Meets with Operations Committee Chairs to coordinate responsibilities i. Serves as a member of said committees d. Any additional duties assigned by the President e. Signer on BOSC bank account D. Secretary a. Custodian of permanent records in the BOSC master library b. Takes minutes of all general and special membership meetings of the BOSC, the Executive Board, and the Board of Governors i. Appoints substitutes in her/his absence c. Prepares ballots, if needed, in advance of the election d. Notifies the Executive Board and the Board of Governors of all special meetings called by the President E. Treasurer a. Maintains the BOSC checking account and financial records 1
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b. Verifies current financial requirements against AFI 34-223, the Private Organization Guide, and the ACC Spouses Club Handbook c. Keeps an exact record of all money received and disbursed from the BOSC account(s) d. Prepares a monthly Income and Expense financial statement e. Provides signed monthly minutes, monthly bank statement, budget reports, and any addition financial reports to the Private Organizations Office f. Custodian of BOSC insurance policies and tax records g. Annually submits request for insurance waiver to the Private Organizations Office h. Chair of the Budget and Finance Committees i. Gives the contracted accountant records of all receipts, disbursements, financial reports and bank statements for review at the close of the fiscal year, upon resignation, and as needed j. Signer on the BOSC bank account k. Treasurer must check the BOSC mailbox weekly and distribute mail and correspondence accordingly Section 2: Appointed Officers A. Parliamentarian a. Is custodian and official interpreter of the Constitution, Bylaws, and Policies of the BOSC and assures that revisions are made in accordance with Roberts Rules of Order, Newly Revised b. Serves as chair of the Nomination Committee c. Serves on the Executive Board without a vote d. Verifies the votes placed during motions and elections B. Social Committees and Chairs serve on the Board of Governors and report to the 1st VP a. Social Coordinator b. Member Services c. Reservations d. Ways & Means e. Property Manager f. Hail and Farewell g. Any additional committees deemed necessary by the President C. Operations Committees and Chairs serve on the Board of Governors and report to the 2nd VP a. Volunteer Coordinator b. Communications Chair c. Community Representative d. Charitable Coordinator e. Scholarship Coordinator f. Associate Representative g. Any additional committees deemed necessary by the President Section 3: Attendance and Vacancies A. While attendance is not mandatory, the acceptance of a position on the Executive Board brings an expectation of full participation in all BOSC activities and meetings B. The President, with the approval of the Executive Board, may replace any officer unable to attend two consecutive board meetings or fulfill their duties at required functions C. President and 1st VP vacancies are filled through promotion 2
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D. All other officer vacancies are filled by Presidential appointment, with approval of the Executive Board E. The President appoints replacements for vacant appointed officer positions, with approval of the Executive Board ARTICLE 2 ELECTION AND VOTING Section 1: Nominating Committee A. The Parliamentarian will stand up a Nominating Committee with approval of the President and Honorary President by January 31st B. The Nominating Committee nominates candidates for each elective office whenever possible C. The Nominating Committee is responsible for the administering of the elections D. Members of the Nominating Committee must remove themselves from the committee if nominated for an elected position Section 2: Slate A. Nominating committee must present candidate slate at the April social B. Nominees must give prior consent before their name is placed on the candidate slate C. Nominations are accepted from the floor during the presentation of the slate before voting D. One elected position, with the exception of the Presidency, may be held by an Associate member Section 3: Election A. The election of officers is held no later than the May monthly general membership meeting B. Secret ballots are used when there is more than one candidate running for the same office; if there is only one candidate running for an office a show of hands is sufficient voting procedure C. Absentee ballots shall be made available if more than one candidate is running for the same office D. The President's vote shall be sealed and used only in the case of a tie vote E. The candidates shall be elected by a simple majority vote of those in attendance and absentee ballots, if used F. The Parliamentarian seals, tallies, and delivers election ballots to the Secretary who shall destroy them after one year Section 4: Term of Office A. Newly elected officers are recognized and sworn in at the May monthly general membership meeting B. Officers assume their duties at the June transition meeting and shall serve until the June transition meeting of the following year C. All elected officers have a maximum tenure of two years in the same elected position during a tour at Barksdale AFB

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ARTICLE 3 DUES AND FEES Section 1: Dues A. Dues are set annually by the Executive Board at the budget meeting and approved by the general membership B. Dues are paid by check or cash upon joining the BOSC and renewed annually C. Members must pay dues no later than September to remain a member in good standing D. Dues are non-refundable E. Dues are pro-rated in January Section 2: Fees. A. All bank fees such as BOSC overdraft charges or returned check charges are passed onto the member whose check was returned B. Late fees are charged to the officer or chair responsible for making sure the bill was paid C. Members have the following options of payment for social events depending on the location of the event: cash, check, or credit card a. Credit cards will not be kept on file by the BOSC D. Members who RSVP for social events and do not cancel by the deadline are responsible for the amount the BOSC paid on their behalf E. In order to fulfill the BOSCs financial obligation to the Barksdale Club and other venues, the payment policy is as follows: a. The member will be notified the first day following the BOSC event with the amount owed. The member will make arrangements with the Reservations chair to settle payment by cash or check to the BOSC b. A formal letter will be sent out with a second request for payment if the bill has not been paid within ten business days of the initial request for payment c. In order to stay in good standing and participate in any future BOSC events, the outstanding amount must be received by or at the next BOSC social d. If a member has to cancel after the RSVP deadline and is able to find a replacement who has not RSVPed by the deadline, the reservation may be shifted to the replacement. Both parties must confirm arrangement with reservations chair e. Exceptions: In the event of extenuating circumstances the President has the authority to waive the cancelation fee ARTICLE 4 STANDING COMMITTEES Section 1: Social The Social standing committees and chairs are coordinated through the 1st VP A. Social Coordinator committee is responsible for: a. Monthly functions b. Menus 4
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B.

C.

D.

E. F. G.

c. Table decorations d. Secure hosting organizations Member Services committee is responsible for: a. Membership drive b. Membership roster c. Membership brochure d. Little Clubs Reservations chair is responsible for: a. Reservations b. Name tags c. Enforcing the reservation policy for payment Ways and Means chair is responsible for: a. Internal and external income generation b. Fundraising and assuring compliance with our tax code rules and all other government policies Hail and Farewell Property Manager The President determines additional committees, as needed

Section 2: Operations The Operations standing committees and chairs are coordinated through the 2nd VP A. Volunteer Coordinator is responsible for: a. Coordinating volunteer opportunities for BOSC membership with base and community organizations b. Collecting volunteer hours of board members and general members c. Point of contact for all requests for BOSC members to volunteer d. Attending the Quarterly and Annual awards luncheon as BOSC representative B. Communications committee is responsible for: a. Newsletter b. Publicity c. Historian d. Webmaster C. Community Representative chair is responsible for: a. Attending base and community organization meetings/functions and reporting back to the BOSC b. Researching upcoming interests and events in the local community D. Charitable Coordinator is responsible for: a. Coordinating community activities with the organization at hand b. Working as a liaison with the Volunteer Coordinator to disseminate information about volunteer opportunities to the membership i. Specific events to note: Hap House Christmas Party, Charity of the month, Spring Auction, Golf Tournament E. Scholarship Coordinator is responsible for: a. Serves as BOSC representative between the base school liaison and all area schools, to post information concerning the application process for consideration in the BOSC scholarship pool 5
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b. Responsible for finding and being the point of contact for scholarship judges c. Assembles packets filled with requirements to apply for a BOSC scholarship F. Associate Representative chair represents the interests of the Associate members and facilitates communication with the Board of Governors G. The President determines additional committees, as needed Section 3: Duties, Attendance & Vacancies A. Standing committee chair duties are as outlined in the policies and their job descriptions B. Perform other duties as assigned by the coordinating Vice President C. While attendance is not mandatory, the acceptance of a standing committee chair on the Board of Governors brings an expectation of full participation in all BOSC activities and meetings D. The President, with the approval of the Executive Board, may remove a standing committee chair unable to fulfill their duties ARTICLE 5 FINANCES AND TAXES Section 1: General A. No part of BOSC earnings shall monetarily benefit any members. Consult AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook to verify compliance with current requirements. a. I.e. Members who have private businesses such as Pampered Chef, Mary Kay, Avon, Babysitting etc., may not promote their business through the organization, to include emails sent to BOSC members through the roster or selling their product at BOSC functions B. The fiscal year of the BOSC shall be June 1 through May 31 C. Income is maintained in a checking account a. Signers on the account are the President, 1st VP, 2nd VP, and Treasurer D. A contingency fund of one thousand dollars ($1,000.00) is held in the general account at the end of the fiscal year Section 2: Budget A. Budget Committee consists of: a. Honorary Officer b. President c. Parliamentarian d. 1st Vice President e. 2nd Vice President f. Treasurer B. Budget Meetings a. The annual budget meeting is held prior to the May Board of Governors meeting to prepare the budget for the next board b. The mid-year budget review meeting is to be held no later than January 15th and the revised budget is approved by membership no later than the February general meeting

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c. The annual budget for the following board year is approved by the Board of Governors and presented to the membership for approval no later than May monthly general membership meeting Section 3: Finance Committee A. The President and Treasurer will stand up a Finance Committee B. Finance Committee Meetings a. The treasurer will call meetings as needed b. Advises Treasurer of compliance to guidelines and helps with questions regarding financial issues and reports Section 4: Expenses A. The Board of Governors may authorize expenditures not to exceed five hundred dollars ($500.00) B. Any expenditure exceeding five hundred dollars ($500.00) must be approved by the membership C. Two signatures are required on checks exceeding five hundred dollars ($500.00) D. The President may authorize expenditures up to three hundred dollars ($300.00) per board year, as per the Presidents line item per the budget report Section 5: Reporting and Review A. Required Financial Statements a. Consult AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook to verify compliance with current requirements b. Annual Budget c. Balance Sheet (point in time) d. Monthly Income & Expense Statement (either cash or accrual basis) B. Review a. Review of the BOSC finances are defined in AFI 34-223 b. An audit/review of the books of the BOSC funds shall be made in accordance with Air Force regulations upon completion of the Treasurer's term of office or her/his resignation c. The BOSC is not required to conduct an independent audit or financial review while gross revenues are from $5,000 to $100,000 annually C. Documentation Committee a. Members are the President, 1st VP, 2nd VP, Secretary, Treasurer, Parliamentarian, Honorary Officer and others as appointed by the President b. Meets before the annual board transition meeting, no later than May, and as needed, to ensure the following is completed: - Ensuring board members update binders for the next board year - Purging out of date documents from BOSC Library (i.e. shredding documents in garage) - Filing tax documents - Bonding next years board members, as needed - Writing insurance waiver request letter or obtaining liability insurance, as needed Section 6: Taxes A. Federal a. The IRS classifies the BOSC as a 501(c) (4) organization 7
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b. Consult current tax code rules, AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook for guidance before holding a fundraiser and/or as regulations change over time c. Taxes are to be filed annually by the Treasurer B. State a. The BOSC has exemption letter from Louisiana state tax and Bossier City sales tax b. The document is retained in the President and Treasurers files C. Documentation a. All correspondence from federal and state government concerning taxes is maintained in a safety deposit box and copies given to the Private Organizations Office ARTICLE 6 INSURANCE COVERAGE Section 1: Liability Insurance A. The BOSC is required to have liability insurance, unless waived by the installation commander a. A request for insurance waiver must be submitted every two years to the Private Organizations Office, 30 days prior to expiration B. The BOSC is not liable for personal property that is lost, stolen, or damaged in connection with BOSC events or activities C. The BOSC is not liable for lost, stolen, or damaged items sold or displayed by a contracted vendor, when not in conflict with vendor contract Section 2: Bonding The following positions are bonded at the BOSC expense: A. President B. First Vice President C. Second Vice President D. Treasurer E. Member Services Chair F. Reservations Chair G. Ways & Means Chair H. Charitable Coordinator ARTICLE 7 AWARDS AND GIFTS Section 1: Gifts A. The Honorary Officers are presented a small welcome gift upon acceptance of position, not to exceed fifteen dollars ($15.00) a. To be purchased by 1st VP B. New members are entitled to a welcome gift upon attending their first BOSC function C. Those members whose sponsors are going PCS or retiring are entitled to a farewell gift

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D. Each member of the Board of Governors is entitled to a gift not to exceed ten dollars ($10.00), after serving the term of office or upon transfer of a spouse, provided she/he has served six months E. The President is presented an engraved gavel at the beginning of the term a. To be purchased by the 1st VP F. A BOSC charm and/or gift, not to exceed twenty dollars ($20.00), may be presented at the discretion of the President to visiting honored guests or speakers

APPROVED:

____________________________ Mary Kathryn Lund BOSC President, 2011-2012

_______________________________ Daphne Langdon BOSC Parliamentarian, 2011-2012

These Bylaws has been reviewed and found to be in accordance with the provisions of AFI 34-223

________________________________ Commander, 2d Mission Support Group

__________________________________ Assistant Judge Advocate

Approved/Disapproved

_______________________________ Installation Commander

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BARKSDALE OFFICERS' SPOUSES' CLUB CONSTITUTION ARTICLE 1 NAME AND PURPOSE Section 1: Name The name of this organization shall be the Barksdale Officers' Spouses' Club, hereinafter referred to as the BOSC. It is a private organization established pursuant to the provisions of AFI 34-223. It is not part of the Department of Defense or any of its components and it has no governmental status. Section 2: Purpose The purpose of the BOSC is to organize and sponsor social and charitable opportunities for its members. The goal is to provide information of interest to its members and to foster ideals of fellowship and charity in keeping with those of the United States Armed Forces. ARTICLE 2 GENERAL PROVISIONS Section 1: Authorization The BOSC operates at Barksdale Air Force Base (BAFB) only with the consent of the Installation Commander or her/his designee. Operation is contingent on compliance with the requirements and conditions of all applicable Air Force regulations, including AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook. Section 2: Liability The membership is liable, under the laws of the State of Louisiana, for organizational debts in the event the organization's assets are insufficient to discharge liabilities. The members are jointly and severely liable for the obligations of the BOSC and they will be informed of this liability. Each member is required to acknowledge her/his understanding of this liability in writing. ARTICLE 3 OFFICERS AND GOVERNING BODY Section 1: Board of Governors A. The officers of this organization shall be honorary, elected, and appointed B. The Board of Governors shall consist of the members of the Executive Board and the chairmen of all standing committees C. The Board of Governors shall manage and direct the operations of the BOSC Section 2: Executive Board A. The elected officers are: a. President b. First Vice President
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c. Second Vice President d. Secretary e. Treasurer B. The honorary officers, with her/his consent, are: a. The spouse of the Installation Commander is the Honorary President and member of all committees i. The Honorary President may appoint additional advisors b. The spouse of the Installation Commander appoints the Honorary Vice President, hereafter Honorary VP i. The Honorary VP shall perform the duties of the Honorary President in her/his absence c. The spouse of the Eighth Air Force Commander, or her/his designee, is an Honorary Advisor(s) d. The spouse of the Global Strike Commander, or her/his designee, is an Honorary Advisor(s) C. The President appoints the Parliamentarian D. The President, with approval of the Executive Board, appoints standing committee chairs i. Committee chairs report to their assigned Vice President Section 3: Resignations A. Submit resignations to the President, to include the date of resignation, the reason for the resignation, two weeks notice when able, and the person's signature B. Resignations are given only to the President in person, by mail, or by email C. When feasible, a continuity meeting is set up between the outgoing officer and the replacement officer ARTICLE 4 MEMBERSHIP Section 1: Eligibility Membership in the BOSC is voluntary and includes active, associate, social, and honorary members: A. Active b. Spouses of active duty officers of the United States Armed Forces c. Spouses of officers of the United States Armed Forces Reserves or National Guard on active duty status d. Spouse of active duty Exchange Liaison Officer assigned to the 8th AF e. Spouses of officer equivalent DOD civilian (GS 7 and above) members assigned to Barksdale AFB B. Associate a. Widowed spouses of officers of the United States Armed Forces b. Spouses of retired officers of the United States Armed Forces c. Spouses of all officer MIA residing in the area C. Social a. Adult relatives who reside with BOSC members D. Honorary a. An individual of high moral character with an interest in the Barksdale AFB community
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b. An invitation to join is extended by the President, with approval of the Executive Board, and has no monetary value E. Guests a. Members may bring guests, defined as individuals not eligible for membership, to any BOSC program, special activity, or event not designated as closed by the Executive Board b. Individuals eligible for membership may attend as a special one-time-only guest at any BOSC program, special activity, or event not designated closed by the Executive Board Section 2: Privileges A. Active members, in good standing, have the right to vote, hold elective office, and serve on the Board of Governors B. Associate members, in good standing, have the right to vote, serve on the Board of Governors, and chair committees a. They can hold an elective office excluding the Presidency C. Social and Honorary members may participate in all BOSC functions a. They cannot vote, hold elective office, or serve on the Board of Governors D. Guests are not members and have no privileges a. The Board of Governors reserves the right to limit a function to members only ARTICLE 5 METHOD OF FINANCING Section 1: Dues Membership dues are the primary source of income for the BOSC. Section 2: Internal Income Nominal income may be generated from items sold to the membership at member socials. This is considered miscellaneous operating income. Section 3: External Income / Fundraising Per AFI 34-223, events held on the installation primarily raising funds from members/nonmembers may be held on an occasional (defined as not more than two per calendar quarter) basis with prior written consent of the Private Organizations Office (Fundraiser Request Form) and the event location (example: Ways and Means Table, Spring Auction Fundraiser). ARTICLE 6 ACTIVITIES Section 1: Social The BOSC provides regular social functions from August through May for the general membership. Section 2: Charitable It is recommended that the BOSC provide volunteer projects and fund-raising opportunities for its membership.
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Section 3: Special Other activities in the form of special activities/little clubs are authorized. ARTICLE 7 MEETINGS AND QUORUMS Section 1: Meetings A. Executive a. The Board of Governors meets monthly from June through May at a time and place designated by the President b. The Executive Board may meet at other times as deemed necessary by the President c. The President, with approval of the Executive Board, may call special meetings of the Board of Governors at any time d. All meetings of the Board of Governors and Executive Board are open to the general membership, unless otherwise specified by the Executive Board B. Business a. At a minimum, the general membership will meet regularly from August through May and conduct business during the social meeting, unless otherwise designated by the President b. The President, with the approval of the Executive Board, may call a special business meeting Section 2: Quorums A. Quorum refers to the number of eligible voting members present B. A quorum for a monthly general membership meeting shall be the members present at any scheduled meeting C. A quorum for Board of Governors' meetings is a majority of voting board members present a. Each standing committee has one vote E. A quorum for Executive Board meetings is a majority of voting board members F. The Honorary Officers, President, and Parliamentarian do not vote during board meetings a. They still maintain their right to vote during general membership G. The President will vote in case of a tie at any meeting Section 3: Parliamentary Procedure The rules contained in Robert's Rules of Order, Newly Revised shall guide the BOSC in all cases where they do not conflict with the Constitution and Bylaws of BOSC, including AFI34-223. ARTICLE 8 ADOPTION AND AMENDMENTS Section 1: Adoption A. Subject to final approval of the Installation Commander, or a designee, the Constitution and Bylaws shall become effective upon adoption by a two-thirds vote of eligible voting members present at any duly constituted meeting of the BOSC

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B. The Constitution and Bylaws must be updated every two years and when there is a change in purpose of the BOSC C. The BOSC Job Description should be updated on the alternating years of the BOSC Constitution and Bylaws, except when there is an addition or change to a standing committee Section 2: Amendments A. Constitution a. Amendments are proposed in writing and presented at a regular or special meeting of the Board of Governors for its approval i. Amendments coming from a Constitution committee, appointed by the President, are presented directly to the Board of Governors ii. Amendments coming from general membership must have ten (10) signatures before presenting to the Board of Governors b. The membership is given prior notification of a proposed amendment once the Board of Governors has approved it. c. Subject to final approval of the Installation Commander, or a designee, an amendment to the Constitution is made by a two-thirds vote of the eligible members present and voting at a duly constituted meeting of the BOSC. B. Bylaws Subject to final approval of the Installation Commander, or a designee, an amendment to the Bylaws is amended by a simple majority vote of the Board of Governors. ARTICLE 9 DISSOLUTION Section 1: Debts A. In case of dissolution of the BOSC, funds in the treasury at that time will be used to satisfy any outstanding debts, liabilities, or obligations. B. The Private Organizations Office will be notified of the intent to dissolve the Barksdale Officers Spouses Club and given a time-phased action plan to do so. C. The Executive Board will designate three members plus at least one Honorary Advisor(s) to oversee the resolution of any outstanding debts. Section 2: Assets The balance of the assets after dissolution will be disposed of as determined by the Board of Governors.

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APPROVED:

________________________________

__________________________________

Mary Kathryn Lund BOSC President, 2011-2012

Daphne Langdon BOSC Parliamentarian, 2011-2012

This Constitution has been reviewed and found to be in accordance with the provisions of AFI 34-223

________________________________ Commander, 2d Mission Support Group

__________________________________ Assistant Judge Advocate

Approved/Disapproved

_______________________________ Installation Commander

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BARKSDALE OFFICERS' SPOUSES' CLUB BYLAWS ARTICLE 1 DUTIES OF OFFICERS Section 1: Elected Officers A. President a. Serves as the official spokesperson of the BOSC b. Presides at regular and special meetings of the BOSC, Executive Board, and Board of Governors c. Appoints chair of standing and special committees consistent with the needs of the BOSC d. Serves as a member of all committees except the Nominating Committee e. Appoints a Parliamentarian f. Purchases board members gifts and coordinates, along with the Honorary President, the End-of-the-Year Board Appreciation Luncheon g. Oversees all of the BOSC finances h. Signer on BOSC bank account B. First Vice President (hereafter, 1st VP) a. Assumes the presidency if the President is unable to complete the term of office b. Performs the duties of the President in her/his absence c. Meets with Social Committee Chairs to coordinate responsibilities i. Serves as a member of said committees. d. Purchases the Presidents gavel and welcome/farewell gifts for the Honorary Officers e. Serves as BOSC Protocol Officer, to include head table seating assignments f. Any additional duties assigned by the President g. Signer on BOSC bank account C. Second Vice President (hereafter 2nd VP) a. Assumes the office of 1st VP if she/he is unable to complete the full term of office b. Performs the duties of the 1st VP in her/his absence c. Meets with Operations Committee Chairs to coordinate responsibilities i. Serves as a member of said committees d. Any additional duties assigned by the President e. Signer on BOSC bank account D. Secretary a. Custodian of permanent records in the BOSC master library b. Takes minutes of all general and special membership meetings of the BOSC, the Executive Board, and the Board of Governors i. Appoints substitutes in her/his absence c. Prepares ballots, if needed, in advance of the election d. Notifies the Executive Board and the Board of Governors of all special meetings called by the President E. Treasurer a. Maintains the BOSC checking account and financial records 1
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b. Verifies current financial requirements against AFI 34-223, the Private Organization Guide, and the ACC Spouses Club Handbook c. Keeps an exact record of all money received and disbursed from the BOSC account(s) d. Prepares a monthly Income and Expense financial statement e. Provides signed monthly minutes, monthly bank statement, budget reports, and any addition financial reports to the Private Organizations Office f. Custodian of BOSC insurance policies and tax records g. Annually submits request for insurance waiver to the Private Organizations Office h. Chair of the Budget and Finance Committees i. Gives the contracted accountant records of all receipts, disbursements, financial reports and bank statements for review at the close of the fiscal year, upon resignation, and as needed j. Signer on the BOSC bank account k. Treasurer must check the BOSC mailbox weekly and distribute mail and correspondence accordingly Section 2: Appointed Officers A. Parliamentarian a. Is custodian and official interpreter of the Constitution, Bylaws, and Policies of the BOSC and assures that revisions are made in accordance with Roberts Rules of Order, Newly Revised b. Serves as chair of the Nomination Committee c. Serves on the Executive Board without a vote d. Verifies the votes placed during motions and elections B. Social Committees and Chairs serve on the Board of Governors and report to the 1st VP a. Social Coordinator b. Member Services c. Reservations d. Ways & Means e. Property Manager f. Hail and Farewell g. Any additional committees deemed necessary by the President C. Operations Committees and Chairs serve on the Board of Governors and report to the 2nd VP a. Volunteer Coordinator b. Communications Chair c. Community Representative d. Charitable Coordinator e. Scholarship Coordinator f. Associate Representative g. Any additional committees deemed necessary by the President Section 3: Attendance and Vacancies A. While attendance is not mandatory, the acceptance of a position on the Executive Board brings an expectation of full participation in all BOSC activities and meetings B. The President, with the approval of the Executive Board, may replace any officer unable to attend two consecutive board meetings or fulfill their duties at required functions C. President and 1st VP vacancies are filled through promotion 2
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D. All other officer vacancies are filled by Presidential appointment, with approval of the Executive Board E. The President appoints replacements for vacant appointed officer positions, with approval of the Executive Board ARTICLE 2 ELECTION AND VOTING Section 1: Nominating Committee A. The Parliamentarian will stand up a Nominating Committee with approval of the President and Honorary President by January 31st B. The Nominating Committee nominates candidates for each elective office whenever possible C. The Nominating Committee is responsible for the administering of the elections D. Members of the Nominating Committee must remove themselves from the committee if nominated for an elected position Section 2: Slate A. Nominating committee must present candidate slate at the April social B. Nominees must give prior consent before their name is placed on the candidate slate C. Nominations are accepted from the floor during the presentation of the slate before voting D. One elected position, with the exception of the Presidency, may be held by an Associate member Section 3: Election A. The election of officers is held no later than the May monthly general membership meeting B. Secret ballots are used when there is more than one candidate running for the same office; if there is only one candidate running for an office a show of hands is sufficient voting procedure C. Absentee ballots shall be made available if more than one candidate is running for the same office D. The President's vote shall be sealed and used only in the case of a tie vote E. The candidates shall be elected by a simple majority vote of those in attendance and absentee ballots, if used F. The Parliamentarian seals, tallies, and delivers election ballots to the Secretary who shall destroy them after one year Section 4: Term of Office A. Newly elected officers are recognized and sworn in at the May monthly general membership meeting B. Officers assume their duties at the June transition meeting and shall serve until the June transition meeting of the following year C. All elected officers have a maximum tenure of two years in the same elected position during a tour at Barksdale AFB

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ARTICLE 3 DUES AND FEES Section 1: Dues A. Dues are set annually by the Executive Board at the budget meeting and approved by the general membership B. Dues are paid by check or cash upon joining the BOSC and renewed annually C. Members must pay dues no later than September to remain a member in good standing D. Dues are non-refundable E. Dues are pro-rated in January Section 2: Fees. A. All bank fees such as BOSC overdraft charges or returned check charges are passed onto the member whose check was returned B. Late fees are charged to the officer or chair responsible for making sure the bill was paid C. Members have the following options of payment for social events depending on the location of the event: cash, check, or credit card a. Credit cards will not be kept on file by the BOSC D. Members who RSVP for social events and do not cancel by the deadline are responsible for the amount the BOSC paid on their behalf E. In order to fulfill the BOSCs financial obligation to the Barksdale Club and other venues, the payment policy is as follows: a. The member will be notified the first day following the BOSC event with the amount owed. The member will make arrangements with the Reservations chair to settle payment by cash or check to the BOSC b. A formal letter will be sent out with a second request for payment if the bill has not been paid within ten business days of the initial request for payment c. In order to stay in good standing and participate in any future BOSC events, the outstanding amount must be received by or at the next BOSC social d. If a member has to cancel after the RSVP deadline and is able to find a replacement who has not RSVPed by the deadline, the reservation may be shifted to the replacement. Both parties must confirm arrangement with reservations chair e. Exceptions: In the event of extenuating circumstances the President has the authority to waive the cancelation fee ARTICLE 4 STANDING COMMITTEES Section 1: Social The Social standing committees and chairs are coordinated through the 1st VP A. Social Coordinator committee is responsible for: a. Monthly functions b. Menus 4
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B.

C.

D.

E. F. G.

c. Table decorations d. Secure hosting organizations Member Services committee is responsible for: a. Membership drive b. Membership roster c. Membership brochure d. Little Clubs Reservations chair is responsible for: a. Reservations b. Name tags c. Enforcing the reservation policy for payment Ways and Means chair is responsible for: a. Internal and external income generation b. Fundraising and assuring compliance with our tax code rules and all other government policies Hail and Farewell Property Manager The President determines additional committees, as needed

Section 2: Operations The Operations standing committees and chairs are coordinated through the 2nd VP A. Volunteer Coordinator is responsible for: a. Coordinating volunteer opportunities for BOSC membership with base and community organizations b. Collecting volunteer hours of board members and general members c. Point of contact for all requests for BOSC members to volunteer d. Attending the Quarterly and Annual awards luncheon as BOSC representative B. Communications committee is responsible for: a. Newsletter b. Publicity c. Historian d. Webmaster C. Community Representative chair is responsible for: a. Attending base and community organization meetings/functions and reporting back to the BOSC b. Researching upcoming interests and events in the local community D. Charitable Coordinator is responsible for: a. Coordinating community activities with the organization at hand b. Working as a liaison with the Volunteer Coordinator to disseminate information about volunteer opportunities to the membership i. Specific events to note: Hap House Christmas Party, Charity of the month, Spring Auction, Golf Tournament E. Scholarship Coordinator is responsible for: a. Serves as BOSC representative between the base school liaison and all area schools, to post information concerning the application process for consideration in the BOSC scholarship pool 5
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b. Responsible for finding and being the point of contact for scholarship judges c. Assembles packets filled with requirements to apply for a BOSC scholarship F. Associate Representative chair represents the interests of the Associate members and facilitates communication with the Board of Governors G. The President determines additional committees, as needed Section 3: Duties, Attendance & Vacancies A. Standing committee chair duties are as outlined in the policies and their job descriptions B. Perform other duties as assigned by the coordinating Vice President C. While attendance is not mandatory, the acceptance of a standing committee chair on the Board of Governors brings an expectation of full participation in all BOSC activities and meetings D. The President, with the approval of the Executive Board, may remove a standing committee chair unable to fulfill their duties ARTICLE 5 FINANCES AND TAXES Section 1: General A. No part of BOSC earnings shall monetarily benefit any members. Consult AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook to verify compliance with current requirements. a. I.e. Members who have private businesses such as Pampered Chef, Mary Kay, Avon, Babysitting etc., may not promote their business through the organization, to include emails sent to BOSC members through the roster or selling their product at BOSC functions B. The fiscal year of the BOSC shall be June 1 through May 31 C. Income is maintained in a checking account a. Signers on the account are the President, 1st VP, 2nd VP, and Treasurer D. A contingency fund of one thousand dollars ($1,000.00) is held in the general account at the end of the fiscal year Section 2: Budget A. Budget Committee consists of: a. Honorary Officer b. President c. Parliamentarian d. 1st Vice President e. 2nd Vice President f. Treasurer B. Budget Meetings a. The annual budget meeting is held prior to the May Board of Governors meeting to prepare the budget for the next board b. The mid-year budget review meeting is to be held no later than January 15th and the revised budget is approved by membership no later than the February general meeting

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c. The annual budget for the following board year is approved by the Board of Governors and presented to the membership for approval no later than May monthly general membership meeting Section 3: Finance Committee A. The President and Treasurer will stand up a Finance Committee B. Finance Committee Meetings a. The treasurer will call meetings as needed b. Advises Treasurer of compliance to guidelines and helps with questions regarding financial issues and reports Section 4: Expenses A. The Board of Governors may authorize expenditures not to exceed five hundred dollars ($500.00) B. Any expenditure exceeding five hundred dollars ($500.00) must be approved by the membership C. Two signatures are required on checks exceeding five hundred dollars ($500.00) D. The President may authorize expenditures up to three hundred dollars ($300.00) per board year, as per the Presidents line item per the budget report Section 5: Reporting and Review A. Required Financial Statements a. Consult AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook to verify compliance with current requirements b. Annual Budget c. Balance Sheet (point in time) d. Monthly Income & Expense Statement (either cash or accrual basis) B. Review a. Review of the BOSC finances are defined in AFI 34-223 b. An audit/review of the books of the BOSC funds shall be made in accordance with Air Force regulations upon completion of the Treasurer's term of office or her/his resignation c. The BOSC is not required to conduct an independent audit or financial review while gross revenues are from $5,000 to $100,000 annually C. Documentation Committee a. Members are the President, 1st VP, 2nd VP, Secretary, Treasurer, Parliamentarian, Honorary Officer and others as appointed by the President b. Meets before the annual board transition meeting, no later than May, and as needed, to ensure the following is completed: - Ensuring board members update binders for the next board year - Purging out of date documents from BOSC Library (i.e. shredding documents in garage) - Filing tax documents - Bonding next years board members, as needed - Writing insurance waiver request letter or obtaining liability insurance, as needed Section 6: Taxes A. Federal a. The IRS classifies the BOSC as a 501(c) (4) organization 7
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b. Consult current tax code rules, AFI 34-223, the 2009 Private Organization Guide and the ACC Spouses Club Handbook for guidance before holding a fundraiser and/or as regulations change over time c. Taxes are to be filed annually by the Treasurer B. State a. The BOSC has exemption letter from Louisiana state tax and Bossier City sales tax b. The document is retained in the President and Treasurers files C. Documentation a. All correspondence from federal and state government concerning taxes is maintained in a safety deposit box and copies given to the Private Organizations Office ARTICLE 6 INSURANCE COVERAGE Section 1: Liability Insurance A. The BOSC is required to have liability insurance, unless waived by the installation commander a. A request for insurance waiver must be submitted every two years to the Private Organizations Office, 30 days prior to expiration B. The BOSC is not liable for personal property that is lost, stolen, or damaged in connection with BOSC events or activities C. The BOSC is not liable for lost, stolen, or damaged items sold or displayed by a contracted vendor, when not in conflict with vendor contract Section 2: Bonding The following positions are bonded at the BOSC expense: A. President B. First Vice President C. Second Vice President D. Treasurer E. Member Services Chair F. Reservations Chair G. Ways & Means Chair H. Charitable Coordinator ARTICLE 7 AWARDS AND GIFTS Section 1: Gifts A. The Honorary Officers are presented a small welcome gift upon acceptance of position, not to exceed fifteen dollars ($15.00) a. To be purchased by 1st VP B. New members are entitled to a welcome gift upon attending their first BOSC function C. Those members whose sponsors are going PCS or retiring are entitled to a farewell gift

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D. Each member of the Board of Governors is entitled to a gift not to exceed ten dollars ($10.00), after serving the term of office or upon transfer of a spouse, provided she/he has served six months E. The President is presented an engraved gavel at the beginning of the term a. To be purchased by the 1st VP F. A BOSC charm and/or gift, not to exceed twenty dollars ($20.00), may be presented at the discretion of the President to visiting honored guests or speakers

APPROVED:

____________________________ Mary Kathryn Lund BOSC President, 2011-2012

_______________________________ Daphne Langdon BOSC Parliamentarian, 2011-2012

These Bylaws has been reviewed and found to be in accordance with the provisions of AFI 34-223

________________________________ Commander, 2d Mission Support Group

__________________________________ Assistant Judge Advocate

Approved/Disapproved

_______________________________ Installation Commander

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BOSC Bylaws.docx Approved 8 February 2012