ARTICLE I: NAME, PURPOSE, AND AUTHORITY
This organization
is known as Travis Enlisted Spouses’ Club, hereafter known as the TESC and is established pursuant to the provisions
of AFI 34-223, and in accordance with all applicable civil and military laws and regulations.
Operation is contingent on compliance with the requirements and conditions of all applicable Air Force regulations. This is a private self-sustaining, nonprofit, 501(c) 3 (EIN# 68-0077939) organization
and operates on Travis Air Force Base only with the written consent of the Commander of the 60th Air Mobility Wing.
The purpose of the
TESC shall be to develop, organize, and sponsor educational, charitable, and social activities. The goal is to collect and disseminate information of interest and value to its members and to foster,
protect, and preserve the ideals of charity, benevolence, and good fellowship in keeping with the ideals of the United States
Air Force.
This constitution is the TESC request
to operate as a private organization on Travis Air Force
Base
in accordance with the provisions of Air Force Instruction 34-223, and supplement thereto, and its activities shall be conducted
in accordance with these directives. This organization is not an instrument of the United States Government nor is it a non-appropriated
fund instrumentality. Therefore, any claims, judgments, or other financial liabilities
incurred by the organization may ultimately result in personal financial responsibility by the dues paying members if the
organization fails or is unable to discharge its obligations. This may be so even if the organization has meanwhile been re-designated
or dissolved. This organization will conduct itself in a manner that is free of racial discrimination. The TESC will not discriminate in hiring practices or membership policies on the basis of age, race, religion,
color, national origin, disability, ethnic group or gender.
ARTICLE
II: General Provisions
The
membership has personal financial responsibilities for organizational debts in the event the organization's assets are insufficient
to discharge liabilities. In accordance with the laws of the State of California, the members are jointly and severally liable
for the debts of the organization. Members will be made aware of this at annual
briefings. TESC operates on Travis AFB only with the consent of the Installation
Commander or delegated authority. Operation is contingent on compliance with the requirements and conditions of AFI 34-223,
Private Organization Program, and other applicable Air Force instructions and regulations.
ARTICLE III: MEMBERSHIP
Membership in this organization is voluntary
and shall consist of regular, associate, and honorary members as described in the bylaws.
This organization prohibits discrimination on the basis of age, race, religion, color, national origin, disability,
ethnic group or gender.
ARTICLE IV: METHOD OF FINANCE
Funds to support
social activities of the TESC shall be raised through membership dues and through General Fund activities. Funds to support the charitable and educational activities of the TESC will be raised through the operation
of the Travis Community Thrift Shop (TCTS) and other fund raising events.
ARTICLE V: ADMINISTRATION
The direction of
the TESC shall be vested in the Executive Board with the President responsible for all aspects of the organization.
ARTICLE VI: OFFICERS
An invitation to serve on the TESC executive board will be extended to the spouse
of the Command Chief Master Sergeant 60th Air Mobility Wing; Command chief Master Sergeant 15th Expeditionary
Mobility Task Force; Command Chief Master Sergeant 349th Air Mobility Wing; and Command Chief Master Sergeant 615th
Contingency Response Wing. These honorary
spouses will be hereafter referred to as “Advisors”. Additional advisors may be appointed at the discretion of the Governing Board.
"This is a private
organization. It is not a part of the Department of Defense or any of its components and it has no government status".
The Executive
Board shall consist of the President, Vice President, Treasurer, and Secretary.
The Governing Board shall consist of the Executive Board, and standing
committee chairs. Appointed positions are the standing committee chairs.
ARTICLE
VII: NOMINATIONS
The nominated officers
for the Executive Board shall be a President, Vice President, Secretary, and Treasurer. Nominations for the Executive Board
shall be made to the Nominating Committee on the TESC website and /or floor at the general membership meeting.
ARTICLE
VIII: PARLIAMENTARY AUTHORITY
Robert's Rules of
Order,
most recent edition, shall be the parliamentary authority in all matters not specified in the Constitution or Bylaws.
ARTICLE IX: BUSINESS AND MEETINGS
The TESC is governed
by the Governing Board, which consists of the Executive Board and standing committee chairs.
Governing Board motions require approval by a majority vote. A quorum
shall consist of a majority of Governing Board voting members. The Governing
Board shall meet at least once a month or at the discretion of the President.
TESC business shall be conducted at general or special membership meetings. A majority vote of regular and associate members present shall be sufficient to approve
any action or decide any issue. General membership meetings shall be held monthly
unless otherwise designated by the President with approval of the Governing Board.
ARTICLE X: INSURANCE
Liability and bonding
insurance commensurate with the risk involved shall be obtained by this organization for its sponsored activities, unless
waived by the appropriate base authority.
ARTICLE XI: PECUNIARY
LIABILITY
INDEBTEDNESS: If an individual member obligates the organization, the obligation may only be for the sole use and the
benefit of the organization. Should any member obligate the organization without
proper authority to do so, the member will be liable to the organization.
SOLVENCY: Should assets be insufficient to discharge all liabilities, it shall be the responsibility of the dues
paying members to make payment for all liabilities of the organization.
Members do not have proprietary rights in the club's assets and income will not accrue
to individuals.
ARTICLE XII: AUDIT/REVIEW
An audit/review
of the funds of the organization shall be accomplished when the Executive Board deems it necessary, to comply with Article
I of this Constitution.
ARTICLE XIII: DISSOLUTION
DISSOLUTION
PROCEDURE: Dissolution of this organization shall be by a majority vote of the
membership or by the order of the Commander of the 60th Air Mobility Wing.
DISPOSITION OF ASSETS: Upon dissolution of this organization, the assets in excess of liabilities shall be
disposed of in accordance with pertinent Air Force and base instructions. Remaining
welfare assets shall be donated to a charity or non-profit organization approved by a majority of the members and the Commander
of the 60th Air Mobility Wing.
This article
may not be amended or deleted without the approval of Commander of the 60th Air Mobility Wing. In the event that
liabilities or obligation of
the TESC shall exceed its assets, The TESC shall be obligated and shall insure that such liabilities are discharged. "Private
Organization members must be made aware that they are jointly and severally liable for the obligations of the Private Organization
and their understanding of the liability must be documented" in accordance with AFI 34-223, part 10.11.
ARTICLE
XIV: AMENDMENTS
This Constitution
may be amended at any general membership or special called meeting of this organization by a majority of the voting members
present, provided the proposed amendment is presented to membership and posted on the TESC web site seven days prior to the
vote. Amendments must also be approved by the Commander of the 60th Air Mobility Wing after being reviewed by the
60th Force Support Squadron Commander and the Staff Judge Advocate.
ARTICLE XV: CONSTITUTIONAL REVIEW
The Executive Board and the 60th
Force Support Squadron Commander shall review the Constitution and attached Bylaws, annually.
ARTICLE XVI: ADOPTION AND APPROVAL
This Constitution
and attached Bylaws shall become effective upon the majority vote of the voting members present at a general membership meeting
and subsequent approval by the Commander of the 60th Air Mobility Wing or designated representative.
I certify that the Constitution
and attached Bylaws have been approved by the membership as indicated in Article XV of the constitution.
____________________________________
TESC President
Date:
____________________________________
TESC Secretary
Date:
Travis Enlisted Spouses’ Club
Bylaws
ARTICLE I: MEMBERSHIP
**Only members in good standing may attend and participate
in TESC sponsored activities or functions, with exceptions of guests as defined in section 4. The president or an advisor,
as outlined in Section 1-3, may waive certain membership requirements.
Section 1: Regular Membership
- A regular member is eligible to vote, hold office, chair a committee, and participate in all TESC sponsored activities.
A regular member shall pay $10 for E1 – E4 or $20 for E5 – E9
in annual dues paid directly to the TESC treasurer. A partial payment of one half the regular membership fee will be accepted
as a six month membership. A regular member is required to volunteer a minimum
of 10 hours a year.
Membership shall be suspended for non-payment of dues. The following are
eligible for regular membership:
A. Spouses of enlisted active duty stationed at Travis AFB
B. Spouses of enlisted members
of the Armed Forces on active duty at bases other than Travis.
C. Spouses of enlisted Reservists and Guard stationed at
Travis AFB.
D. Enlisted Active Duty Members or Enlisted Retirees
Section 2:
Associate Membership - An associate member shall have all the privileges of a regular member except holding the office of
President and First Vice-President. An associate member shall pay the $20 in annual dues paid directly to the TESC treasurer.
Membership shall be suspended for non-payment of dues. The following are eligible
for associate membership:
A. All others not meeting the requirements for regular membership.
Section 3:
Honorary Membership - Honorary membership shall be extended at the invitation of the Executive Board. These memberships shall
be reviewed yearly. Honorary members shall not pay dues, vote, hold an elected office, or chair a committee unless approved
by the executive board.
Section 4: Guest - A person eligible for membership
may attend only one TESC sponsored activity or function as a guest. A member may bring the same guest (one not eligible for
membership) three times during the year, with the exception of houseguests, whose participation is unlimited. Members
shall make reservations for their guests. Member’s only events can be held at the discretion of the Governing
Board.
Section 5:
Volunteer hours - A regular member is required to volunteer 10 hours a year (June to May). The hours will be logged and available upon request form the TESC Secretary. Volunteer hours must be reported at the end of each month to be valid.
Special Circumstances may be reviewed by the president. The volunteer
hours may be voided at the discretion of the President. A regular member must
represent the TESC while volunteering by wearing a nametag stating membership to the TESC or an approved T-shirt or outerwear
stating TESC membership.
ARTICLE II: ADMINISTRATION
Section 1: The Governing
Board, consisting of the Executive Board and the standing committee chairs, shall approve all major plans and shall be responsible
for the organization, direction and operation of the Travis Enlisted Spouses’ Club.
Section 2:
Voting privileges at the Governing Board meeting shall be limited to the Executive Board (except Advisors and Parliamentarian)
and the chairs of the standing committees. A standing committee co-chair may vote in the absence of the chair.
The President shall vote only in the case of a tie.
Section 3: A quorum shall
consist of a majority (two-thirds) of the voting members of the Governing Board.
Section 4: The Executive Board
shall consist of the President, Vice-President, Secretary, Treasurer, Parliamentarian and Advisors. The Travis Enlisted
Spouses' Club shall have the following standing committees, each with a chair appointed by the President. The Executive
Board voting quorum has the authority to convene or dissolve any of the following committees:
A, Ways and Means
B. Publicity
C. Scholarship
D. Thrift Shop
E. Sunshine
F. Programs and Special Functions
Section 5: The standing committee
chair shall:
A. Serve on the Governing Board and attend all meetings.
B. Select
co-chairs and additional committee members as necessary.
C. Submit a written monthly report with financial
statements if expenses are incurred.
D. Review job description annually and revise if needed –
turn into the Parliamentarian by the end of board year.
ARTICLE III: FISCAL POLICIES
Section 1: This organization
is completely self-sustaining, primarily through dues and special fund raising activities. Income will be derived primarily
to offset operational expenses and will be used to fulfill the purpose of this organization.
Section 2:
Only members of the TESC whose dues are paid currently shall be considered members in good standing for club participation.
Members who are three months delinquent in dues shall be dropped from active membership. Members who fail to volunteer 10 hours a year shall be dropped from membership. Membership once terminated
shall be reinstated upon payment of accrued dues and assessments and/or fulfilling necessary volunteer hours. Members
who accompany their spouse on official temporary duty orders may resign their membership for the period of their absence from
Travis Air Force Base.
Section 4: Dues for regular and associate members shall be established by
the Governing Board and approved by the membership. Dues are $10 for E1 – E4 or $20 for E5 – E9 yearly subject
to review and revision by the Governing Board. Members shall pay directly to the TESC Treasurer. A partial payment
of one half the regular membership fee will be accepted as a six month membership.
Section 5: Disbursements
A. All checks from the General Fund and Welfare Fund accounts will be signed by
any two of the following: President, Vice President, Secretary, or Treasurer.
B. The Governing Board, acting as agent for the general membership, is authorized to receive and disburse
funds and dispose of excess property belonging to the TESC.
C. The
minimum balance in the General Fund Treasury shall be $1,000.00.
D.
The Governing Board may authorize disbursements of $500.00 or less on any one unbudgeted item. The general membership
will vote on unbudgeted disbursements greater than $500.00.
E.
The treasurer must account for all monies issued, by a written receipt or letter of acknowledgment (to include name
of organization, date of receipt, and amount received).
F. The
fiscal year shall run concurrent with the board term (June-May). All books shall be closed on or before June 30 and
be audited/reviewed as deemed necessary by Executive Board.
ARTICLE IV: BUDGET
Section 1: The General & Welfare Fund Budget Committee,
chaired by the Vice-President, shall consist of the Executive Board (including at least one Advisor), the Ways and Means Chair
and the Thrift Shop Chair.
Section 2: Each standing committee chair shall prepare and submit annual
budget requirements to the Treasurer prior to the March Board meeting.
Section 3: Following Governing
Board approval, proposed budgets for the following board year shall be presented at the May general membership meeting for
acceptance.
Section 4: The President or Vice President shall purchase all Governing Board members’
departing gifts (if any).
Section 5: Reimbursements from the General Treasury will be made
for the Governing Board meeting for childcare fees incurred for the time of Board meetings and official business as designated
by the President. The fees shall not exceed the current childcare rates set by the Travis Child Development Center.
Section
6: In the event of the death of a Travis Enlisted Spouses’ Club member, spouse, parent, or child (children),
a donation will be sent to the charity of the family's choice, in the amount of $25.00 as an expression of sympathy.
ARTICLE V: MEETINGS
Section 1: Governing Board meetings will be held the first
Tuesday of the month; general membership meetings shall be held the third Tuesday of every month, August - May, unless otherwise
designated by the President with the approval of the Governing Board.
Section 2: Reservations for
TESC functions can be made on the website, via e-mail or by phone to any Executive Board Member.
ARTICLE VI: NOMINATIONS PROCEDURES
Section
1: The Parliamentarian or presidential designee will be the chair of the Nominating Committee and shall have one
or more advisors invited. Nominations for the Executive Board shall be made to the TESC website and/or floor
at the general membership meeting. Nominees holding regular membership may run for any office. Nominees holding associate
membership may run for any office except President and Vice President. Incumbent office holders who wish to run again
may do so, but their total term in a given office is to be no more than two consecutive years.
Section 2:
All nominees must give prior consent before their names are announced at the April membership meeting. Nominations may be
taken from the floor at the April membership meeting. Elections, if needed will be held at the May membership meeting.
Section 3: The affirmation of officers shall be held at the first May general membership meeting.
New officers will take office at the joint board meeting in June. The joint meeting shall be called to order by the
immediate past President only for the purpose of approving the minutes of the preceding meeting, hearing Treasurer’s
reports, concluding any old business and turning over books. The meeting shall then be turned over to the current President
and the retiring board shall stand adjourned.
ARTICLE VII:
DUTIES OF EXECUTIVE BOARD OFFICERS/ STANDING COMMITTEE CHAIRS
Section 1: The Advisors
shall serve on the Executive Board and Governing Board in an advisory capacity without vote. However, as regular members
of this organization they have all privileges of regular membership.
A. The Advisors shall:
1. Serve as advisors for special committees.
2. Present
the appreciation gift to the outgoing President.
3. Coordinate on all protocol issues.
4. Assist
the President and the Executive Board.
Section 2:
Executive Board- duties of the executive board positions include but are not limited to the following:
President. The President
shall:
1.
Preside
at all Membership, Executive Board and General Board meetings.
2.
Appoint
a Parliamentarian.
3.
Appoint
all standing committee chairs.
4.
Be
an ex-officio member of all committees except the Nomination Committee.
5.
Call
special meetings of the membership, the Executive Board and the Governing
Board, if necessary.
6.
Have
signatory authority with the Treasurer.
7.
Fill
all vacancies that occur on the Governing Board, except where other provisions are made.
8.
Make
appointments to the Executive Board when vacancies occur during the board year. (With consent of the Executive Board)
9.
Have
the following committees and officials report directly to her/him: Parliamentarian, and members of the Executive Board.
10. Authorize the expenditure of no
more than $100/month with the approval and notification of the treasurer and notification of an advisor in case of an emergency.
11. Approve contracts not requiring
a vote of the general membership.
12. Have the ability to be bonded.
13. Attend meetings of the Thrift
Shop as a member of the Travis Community Thrift Shop (TCTS) Council.
B. Vice President. The Vice
President shall:
1.
Assist
the President, assume her/his duties in her/his absence.
2.
Work
closely with the President, and be aware of current challenges in the event the Vice President has to take over during the
year.
3.
Automatically become the President should the office become vacant, or until a special
election is held to fill the position of President.
4.
Chair
the Budget Committee. Research and prepare motions, if needed, for board consideration on all unbudgeted requests; attend
scheduled budget meetings and coordinate with Treasurer.
5.
Supervise
or act as interim chair on the following committees: Programs, Publicity, Thrift Shop, Scholarships, and any other special
fundraising events.
6.
Shall
chair a committee for special functions and Holiday Decorations or designate a Chairperson with the approval of the President.
Assume all duties and responsibilities in the Chairperson’s absence. Keep the President and the Board informed with
the progress.
7.
Take
minutes in meetings in the absence of the Secretary. Provide hand written minutes to the Secretary for typing and distribution.
8.
Be
responsible for all matters concerning protocol.
9.
Designate
or be the custodian of TESC property. Maintain current inventory list.
10. Shall attend all monthly TESC Board
Meetings beginning at 6:30pm on the first Tuesday of each month and must inform the President if unable to attend.
11. Purchase gifts for advisors and
governing board members (if any).
12. Have signatory authority with
the Treasurer.
13. Receive dues and send reminders
when membership is due. Coordinate with Treasurer.
14. Track and prepare quarterly rosters
for club membership and provide the Executive Board Members with copies.
15. Track volunteer hours and is responsible
for coordinating with the A&FRC Volunteer Coordinator for yearly Volunteer Appreciation event.
16. Prepare at least a 15 minute educational
briefing at each membership social.
17. Prepare books, binders, and TESC
owned supplies for turn-over to predecessor no later than June 1st of each year.
18. Have the ability to be bonded.
19. Prepare
membership cards and certificates to be mailed to each active member (annually) and new member.
C. Secretary. The
Secretary shall:
1.
Record
minutes of all Executive Board, Governing Board, and special meetings (e.g., budget meetings, scholarship meetings, and constitution
meetings). Record minutes and motions brought to the floor at General membership meetings.
2.
Type
minutes: make sufficient copies and distribute to the Governing Board at the next board meeting.
3.
Be
responsible for and the custodian of the TESC copy machine and supplies, which is located at the TCTS.
4.
Maintain the following files:
a. Monthly reports submitted
by officers and standing committee chairs. (Hold for five yrs
b. Minutes of board, special committee,& general membership meetings.(Hold for five yrs
c. Permanent written record of the TESC Constitution and Bylaws.
d. Current job descriptions.
5.
Distribute
copies of board reports and other TESC business.
6.
Be
responsible for set-up before each board meeting.
7.
Type
a roster of TESC Board members and chairs.
8.
Pick
up and distribute all mail from the post office and the Delta Breeze Club Office in a timely manner.
9.
Be
responsible for any outgoing correspondence assigned by the president.
10. Prepare board report summarizing
official correspondence that was received or sent.
11. Be responsible for the inventory
of TESC stationery and stamps.
12. Extend invitations for honorary
membership upon presidential approval.
13. Have signatory authority with
the Treasurer.
14. Have the ability to be bonded.
15. Shall attend all monthly TESC
Board Meetings beginning at 6:30pm on the 1st Tuesday of each month and must inform the President if unable to
attend.
16. Prepare books, binders, and TESC
owned supplies for turn-over to predecessor no later than June 1st of each year.
D. Treasurer. The Treasurer shall:
1.
Be the custodian of all TESC monies.
2.
Be
aware at all times of the overall financial position of the TESC.
3.
Promptly
pay all TESC bills, disburse available funds, and keep accurate records of all disbursements and revenues.
4.
Reconcile
the monthly bank statement and balance the TESC books prior to board meetings.
5.
Prepare
and present at the board meeting monthly and quarterly reports which include a detailed financial statement for the month/quarter
and year-to-date.
6.
Attend
all TESC fund-raising activities and oversee the handling of monies involved and verify deposit of TESC dues.
7.
Monitor
all TESC financial matters and assure that they are at all times in keeping with the dictates of the IRS and State of California
Rules and Regulations for Tax-Exempt Social Organizations.
8.
Oversee
mid-year budget review meeting in January and end of year budget meeting to prepare proposed budget for following year and
provide a report for these meetings.
9.
Prepare
books for review/audit at least two weeks prior to termination of office.
10. Audits/Reviews
will be conducted according to AFI 34-223 as stated in the TESC Constitution, and must reflect a clear receipt of expenditures
for educational, general, welfare or charitable activities.
11. Accept
financial books by signing review from last treasurer’s books.
12. Send all books, records, and appropriate
sets of board reports for the TESC to the tax preparer after the June board meeting. Be prepared to answer any questions
or provide any such information requested by the tax preparer.
13. Keep all records for seven years
in case of an IRS audit.
14. Have
signatory authority with another authorized Executive Board member.
15. Have the ability to be bonded.
Receive and disburse general and welfare funds.
16. Maintain financial records which
reflect receipts, disbursements, and cash on hand. Prepare consolidated financial statement for the entire board year and
submit no later than 30th of April and/or when required to 60 SVS/SVF for review or filing.
17. Prepare
preliminary budget for presentation to the budget committee in May.
18. Assist the Vice President in maintaining
a complete inventory of club assets.
19. Obtain signature cards and obtain
necessary new Executive Board signatures after elections to ensure continued flow of funds.
20. Attend meetings of the TCTS as
a member of the TCTS Board Council.
21. Receive dues and send out reminders
when membership dues are due. Coordinate with Vice-President.
22. Shall attend all monthly TESC Board Meetings beginning at 6:30pm
on the 1st Tuesday o each month and must inform the President if unable to attend.
23. 24. Prepare books, binders, and
TESC owned supplies for turn-over to predecessor no later than June 1st of each year.
Section 3: Standing
Committee Chairs - duties of the Standing Committee Chairs positions include but are not limited to the following:
A. Parliamentarian. The Parliamentarian shall:
1.
Serve
as advisor to the President, the Executive board and the Governing Board on parliamentary procedure.
2.
Act as custodian of the Constitution and By-Laws.
3.
Maintain
a copy of the TESC policies and current job descriptions.
4.
Serve
as the Chair of the Nomination Committee.
5.
Serve
as Chair of the Constitution and By-Laws Review Committee.
6. Robert's Rules of Order, most recent edition, shall be the parliamentary authority in
all matters not specified in the Constitution or Bylaws.
7. Shall attend all monthly TESC Board Meetings beginning at 6:30pm on the
1st Tuesday o each month and must inform the President if unable to attend.
8. Prepare books, binders, and TESC owned
supplies for turn-over to predecessor no later than June1st of each year.
B.
Publicity chairperson. Publicity Chairperson shall:
1. May appoint a Co-Chairperson to
assist in all job duties.
2. Shall be responsible for all publicity
released in the Tailwind, Travis Cable Channel, and other suitable media.
2.1. Provide social, fundraising and other information to Public Affairs
for inclusion in base paper.
2.2.Provide a PowerPoint slide
to Public Affairs for inclusion on the Commander’s Channel.
2.3.Work with the Socials and
Special Functions Chairperson for event advertising.
2.4.Update bulletin monthly.
3. Maintain website at http://www.travisesc.com
4. Shall coordinate with the base
photographer for special functions and/or events, as required.
5. Shall insure that any posters
needed for the club are made and placed in conspicuous areas (with permission).
6. Shall submit a report to the Secretary
at the TESC Board Meetings. If there is nothing to report, state “no report”.
7. Shall keep a current notebook
of all pertinent information.
8. Shall keep the bulletin board
in the Delta Breeze Club current and change before or the night of the monthly board meeting.
9. Complete research on monthly holidays,
special projects, and selected features and write articles for general membership’s information to be posted on website.
10. All receipts for paper, copying expenses and stamps to be turned
in to the Treasurer for reimbursement.
11. Represent the TESC at the Airman & Family Readiness Center
each week at “Newcomers” briefing to promote the TESC.
12. Attend any and all individual squadron socials at Travis Air Force
Base when invited. Insure flyers, applications, and information is available
to be handed out at social events.
13. Insure the Airman & Family Readiness Center has TESC brochures
and current monthly flyers to be handed out.
14. Shall attend all monthly TESC Board Meetings beginning at 6:30pm
on the 1st Tuesday o each month and must inform the President if unable to attend.
15. Prepare books, binders and TESC
owned supplies for turn-over to predecessor no later than June 1st of each year.
16. Prepare a monthly newsletter to
be posted on the website and provide to Secretary in a timely manner to mail to membership.
C.
Thrift Shop Chairperson. Thrift Shop Chairperson shall:
1. There are two thrift shop chairmen,
one from the TOSC and one from the TESC. These persons are the immediate supervisors
of the Thrift Shop Manager and the liaison between the Thrift Shop Council and the Travis Community Thrift Shop.
2. Maintain a continuity binder containing
all thrift shop operational documents: constitution and bylaws, employee handbook,
volunteer handbook, consignment contract, and standard operating procedures.
3. Attends monthly TCTS board meeting
and submit reports to TESC board members during the monthly board meetings regarding the operations of the shop.
4. Submits Profit & Loss statements
to respective boards that are provided by the TCTS bookkeeper.
5. Serves as a member on the Welfare
committees.
6. Is a voting member of the Thrift
Shop Council
7. Conducts 6 month and annual job
review of TCTS Manager.
8. Organize and chair the TCTS council
meetings.
9. Submit monthly profit checks to
the Welfare treasurer.
10. Is authorized to sign thrift shop checks.
11. Checks in with the manager at weekly via phone, email, or in person
to get updates and handle any concerns.
12. Recruits and coordinates volunteers.
13. Conduct interviews in conjunction
with the council for all paid positions. If unable to attend, make sure one council
member is in attendance from each club.
Have bookkeeper provide quarterly statements to 60th
Force Support Squadron.
14. Establish an open line of communication with the TCTS bookkeeper
and arrange for a yearly audit to be conducted with the findings being forwarded to the 60th Force Support Squadron.
15. Invite volunteers and employees to the annual Scholarship event. Assist the manager as needed with volunteer recognitions and holiday parties.
16. Shall attend all monthly TESC Board
Meetings beginning at 6:30pm on the 1st Tuesday of each month and must inform the President if unable to attend.
17. Prepare books, binders, and TESC owned supplies for turn-over
to predecessor no later than June1st of each year.
D.
Ways and Means. Ways and Means Chairperson shall:
1. Prepare all fundraiser request forms and ensure proper distribution. Follow
60th Force Support Squadron guidelines for fundraising.
2.
Arrange for occasional fundraisers at socials and coordinate with Social Chairperson.
3.
Must organize a minimum of 4 fundraisers per year.
4.
Research, organize and recruit volunteers for fundraisers.
5.
Prepare monthly reports for all current, future and recent fundraisers and provide members and the Executive
Board copies.
6. Shall attend all monthly
TESC Board Meetings beginning at 6:30pm on the 1st Tuesday of each month and must inform the President if unable
to attend.
7. Prepare
books, binders and TESC owned supplies for turn-over to predecessor no later than 1 June of each year.
E. Programs and Special Functions Chairperson.
Programs and Special Functions Chairperson shall:
1. Plan the programs, with approval
of the President, prior to the first social event. Some programs are yearly events,
such as the Pool Party and Holiday Celebration.
2. Organize and arrange a quarterly
membership drive.
3. Schedules all needed dates with
the DBC in advance and plan your budget expenses. Coordinate with the Treasurer. (You should purchase appreciation gifts for
guests/guest speakers who do not require a fee).
4. Notify the Publicity Chairman
and Governing Board of upcoming programs so they can be advertised in advance. Check
for their deadlines. This is done on a month to month basis. Provide all details including menu and price.
5. Maintain up to date records of
all monies spent. Prepare a written report each month and record any money spent. Keep all receipts and turn them into the Treasurer in advance so the check will be
ready before the program.
6. Coordinate with the Program/Social
Committee and Vice President regarding menu, decorations, door prizes and activities.
7. Attend all board meetings and
prepare a written report of the programs proposed for the year, list times and dates.
Update the report when changes occur. Please give detailed information
on each program.
8. Prepare for each program in advance
so that all will run smoothly on the day of the social.
9. Track all Reservations for events
and keep the board informed. Coordinate with Publicity and check the TESC website and e-mail for updates.
10. Greet all members and help the guest speaker in any way possible
(lights, music, projectors etc.) Introduce the guest to the head table before
the function and present them to the membership at the function. Thank them at
the end of their program an present a gift if needed.
11. Provide thank you notes for the speakers and coordinate with the
Secretary to send and make sure she/he has the correct spelling and mailing address of the speaker.
12. Shall attend all monthly
TESC Board Meetings beginning at 6:30pm on the 1st Tuesday of each month and must inform the President if unable
to attend.
13. Prepare books, binders, and TESC owned supplies for turn-over
to predecessor no later than June 1st of each year.
F. Scholarship Chairperson. Scholarship Chairperson shall:
The Scholarship Chairperson is responsible
for administering the TESC scholarship program. The program is administered in partnership with the Travis Officer Spouses’
Club (TOSC). Scholarships are awarded in two categories: (1) graduating high school senior and (2) continuing education
for military spouses. The Scholarship Chair shall attend TESC board meeting and prepare a year-end report. The
Chair shall also serve as the initial point of contact for any outside organizations seeking a scholarship for Travis TOSC/TESC
recipients.
Other
responsibilities shall include but are not limited to:
1. Assemble a scholarship committee in
September of the club year to review and revise the scholarship guidelines and application. The committee should include
the Scholarship Chair, the TOSC President, TESC President, and other executive board members. No committee member will
have a vested interest in the results of the scholarship program (i.e. be a parent of a child or a spouse applying for an
award in that year).
2. Obtain TOSC approval of any revisions
made to either the guidelines or application forms by the TESC scholarship committee.
3. Submit the guidelines and application
to the base legal office for approval. The normal time frame for submission is in October, with request for approval within
2 weeks after drop off date.
4. Determine scholarship deadlines and
date of awards ceremony (normally the 2nd week of May in the evening). The traditional deadline for the application
turn-in has been the end of March. Meet with committee to discuss; theme, funds, dates, and other details for the ceremony.
5. Contact area high schools and various
places on Travis AFB with the TOSC/TESC website, the guidelines and applications are posted on the website. Also, call
and verify with schools that the website and scholarship information is available to students.
6. Coordinate publicity with Publicity
Chairperson in January.
7. Coordinate with the Base Education
Center director for the provision of judges in March.
8. Prepare judge packets-make copies
of all applications, white-out any personal information (name, social security number, date of birth, etc.), include instructions,
evaluation sheets, scoring sheets, and duplicated application in each packet. Retain the original applications.
9. Deliver packets to the Base Education
Office director by the end of the first week of April. Establish a date for pickup of packets (usually mid- April),
and leave a point of contact for the judges. Judges are normally given two weeks to judge the applications.
10. Communicate with the Treasurer to determine the amount of TESC funds available
for that year’s scholarships. Combine funds with TOSC for the total amount.
11. Contact all scholarship recipients both by telephone and by mail within a week
of obtaining the judges results. Each recipient is invited to attend the awards ceremony, along with up to two guests
at club expense. Each winner should send RSVP’s to the Scholarship Chair, along with menu selections. Mailed
notifications should include the validation form that must be filled out by the financial aid office at each recipient’s
school.
12. Mail letter of regret to all applicants not selected for a scholarship.
13. Send invitations to the awards ceremony for each judge and for the Education
Center director and Thrift Shop volunteers.
14. Inform reservations of all scholarship-related attendees, judges, recipients,
recipient’s guests and paying guests.
15. Prepare certificates to hand out to the winners at the awards ceremony.
16. Purchase a small gift for each judge to be presented with a thank you note.
17. Prepare an after-action report for the next Scholarship Chair.
18. Shall attend all monthly
TESC Board Meetings beginning at 6:30pm on the 1st Tuesday of each month and must inform the President if unable
to attend.
19. Prepare books, binders and TESC owned supplies for turn-over to
predecessor no later than June 1st of each year.
F.
Sunshine Chairperson. Sunshine Chairperson shall:
1. Make/buy and send cards prior to the birthday or anniversary of each active
TESC member. Cards may also be sent for “get well” and encouragement.
2. Provide birthday and anniversary information to the Publicity Chairperson for
advertising on the TESC web site.
3. Take pictures at all events and provide photos to the Publicity Chairperson
for inclusion on the TESC website. Arrange for back up in your absence.
4. Prepare a scrapbook/photo album for the President and for the club.
5. Prepare monthly reports for all current, future and recent Sunshine activity
and provide the Executive Board copies.
6.
Shall
attend all monthly TESC Board Meetings beginning at 6:30pm on the 1st Tuesday o each month and must inform the
President if unable to attend.
7. Prepare
books, binders and TESC owned supplies for turn-over to predecessor no later than June 1st of each year.
ARTICLE X: AMENDMENTS
Section 1: These Bylaws may
be amended by a two-thirds affirmative vote of the Governing Board. If passed Bylaws must be announced to the general
membership at the next membership meeting. Amendments to the Bylaws must also be reviewed by the Staff Judge Advocate and
the 60th Force Support Squadron Commander, and approved by the 60th Commander of the 60th Air Mobility
Wing or her/his designated representative.
Section 2: The Bylaws shall be automatically amended
to conform to all directives from 60th Air Mobility Wing without submission to the general membership or Governing
Board.
ARTICLE XI: ADOPTION
Section 1:
The Bylaws shall become effective upon approval of the Commander of the 60th Air Mobility Wing
Section
2: The Bylaws shall be reviewed in accordance with Air Force Instruction (AFI) 34-223.
___________________________________
TESC President
Date:
___________________________________
TESC Secretary
Date:
