Travis Enlisted Spouses’ Club
Constitution
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 the 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, para 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 years.)
b. Minutes of board, special committee, and general membership meetings. (Hold
for five years.)
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:
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.
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:
