Fort Riley OCSC Constitution
2012-‐2013
Our Community Spouse Club of Fort Riley Constitution
ARTICLE 1 – NAME AND AUTHORITY Section 1: This association shall be called the “Our Community Spouse Club” of Fort Riley hereinafter referred to as the “OCSC.” Section 2: The OCSC is established as a type three private association under the provisions of AR 210-22, and exists on the military installation at the discretion and written consent of the Garrison Commander. ARTICLE II – OBJECTIVE Section 1: The objective of this association shall be to provide social opportunities to its members and financial support primarily to the military community through the Community Assistance Fund. These activities will qualify under Section 501 (c) of the Internal Revenue code of 1954. Section 2: The OCSC duly Elected Officers, Chairpersons of Standing Committees and members will not knowingly violate the civil rights of any person/persons. Section 3: The OCSC is not a terrorist organization. The OCSC duly Elected Officers, Chairpersons of Standing Committees and members are not affiliated or associated with any terrorist organization or terrorist activities. The OCSC does not fund or financially support any terrorist organization or terrorist activities. ARTICLE III – MEMBERSHIP Membership in this association shall be voluntary. This organization will not discriminate in membership eligibility on the basis of race, creed, sex, or national origin. Upon acceptance of membership, all members must read the Constitution and Bylaws of the Club. Membership shall consist exclusively of: Section 1: Active Membership- Active members include: a. Spouses of active duly commissioned officers and warrant officers. b. Spouses of retired commissioned officers and warrant officers. c. Spouses of Reservist and National Guard Officers. d. Spouses of deceased commissioned officers and warrant officers who have not remarried. e. Spouses of government employed civilians GS-7 or above and equivalent NAF civilian employees. 1
Fort Riley OCSC Constitution
2012-‐2013
f. Spouses of retired government employed civilians GS-7 and above. Section 2: Associate Membership- Associate Members include: a. Local Community members not eligible for Active Membership (ex Lady Troopers, Little Apple Brigade or other military supportive individuals). b. This is a non-voting membership. Section 3: Transition Membership- Transition Members include: a. Spouses of active enlisted service members. b. Spouses of retired enlisted service members. c. Spouses of Reservist and National Guard enlisted service members. d. Spouses of deceased enlisted service members who have not remarried. e. This membership category is a temporary membership level only for the 2012-2013 board year. f. Transition members may serve on the 2012-2013 Transition Team as appointed by the President. g. Transition members have the right to vote upon the March 2013 Constitution and By-Law review concerning a fully integrated merge proposal as presented by the duly appointed 2012-2013 Transition Team. h. Similar to Associate Members, this is a non-voting membership except as noted. Section 4: Membership may be denied or withdrawn from a member of the OCSC under such conditions as prescribed by the Board, provided such conditions are nondiscriminatory according to race, creed, sex, or national origin. Membership in the OCSC may be terminated at any time at the request of the member. Requests shall be submitted to the Membership Chairperson. Dues are not refundable. Section 5: Special Considerations a. Persons eligible for membership may attend only one function without joining OCSC. b. Persons not eligible for membership may attend OCSC functions an unlimited number of times as a guest of any OCSC Member in good standing. c. Non-voting honorary membership may be granted at the Board’s discretion. ARTICLE IV – OFFICERS Section 1: Upon payment of dues, members have the rights to hold an appointed office and vote. Only the spouses of active duty commissioned officers and warrant officers are to hold elected office. Elected officers of the association shall be the President, First Vice President, Second Vice President, Secretary, and Treasurer. Section 2: Appointed officers shall be the Chairpersons of Standing Committee, the Transition Team and the Parliamentarian. They shall be appointed by the President, after conferring with the Advisor and/or Honorary President. 2
Fort Riley OCSC Constitution
2012-‐2013
Section 3: The spouse of the Commanding General shall be asked to be the Honorary President of the association. If unavailable, the Commanding General’s spouse representative shall be asked to serve. Section 4: The Honorary President shall appoint an advisor to the Board and to the 20122013 Transition Team. Section 5: Nominations, elections, and terms of the office are outlined in Article V, VI of the Constitution. Duties are as outlined in the bylaws (ART. II, III, IV.) ARTICLE V – ELECTIONS Section 1: The slate of candidates (ART. IV, Sec 2) shall be announced to the Board at the March board meeting and to the general membership at the March general membership meeting. Nominations from the floor will then be accepted at the general membership meeting with prior permission of the nominee. Section 2: The officers shall be elected from and by the general membership at the April meeting for a term of one year. Section 3: No elected officer shall serve more than two consecutive terms in the same office. Section 4: Candidates receiving a majority of the votes cast by the general membership shall be elected. Section 5: Elected officers will assume their duties immediately after the installation, which will take place at the general membership meeting during the month of May. ARTICE VI – ADMINISTRATION Section 1: The association shall be administered in accordance with this approved Constitution and Bylaws under the supervision of the Board. Unless otherwise provided herein or in the Bylaws, all business shall be conducted in accordance with Robert’s Rules of Order, Revised. Section 2: The Board shall consist of the Elected Officers, Honorary President, Advisors, Parliamentarian, and Chairpersons of the Standing Committee. For the 2012-2013 board year the board shall also consist of a Transition Team as appointed by the President. Section 3: Only Elected Officers and Chairpersons or their appointed representative shall be voting members of the Board. Each position, whether elected or appointed has one
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Fort Riley OCSC Constitution
2012-‐2013
vote. The president may only vote in the case of a tie. (The Advisor, Honorary President, and Parliamentarian are non-voting members.) Section 4: The Board shall carry out the objectives of the association by approving the transaction of its routine business in accordance with the approved Constitution and shall make and enforce such Bylaws as are necessary for the government of the association. ARTICLE VII – MEETINGS Section 1: General membership meeting will be held at least four times a year. Meetings open to the general membership are defined as general membership meetings. Two of these meetings will be for the election and installation of officers, held in April and May, respectively. The Board will determine the date of other meetings and any additional meetings. Section 2: The Board will meet monthly, May through May of the following year. The OCSC Advisor, Honorary President or a designated senior representative must be present. A quorum shall consist of a majority (more than 50%) of the voting members of the Board. The vote of the majority of the quorum present shall govern. ARTICLE VIII- FINANCES Section 1: The revenue necessary to pursue the objective described in ARTICLE II shall be derived from: a. Dues or fees paid by the membership. b. Revenue-producing activities entered into by the association when approved and conducted under the supervision of the Board. Section 2: All revenue-producing activities not confined to the association membership shall have prior approval of the Directorate of Family, Moral, Welfare and Recreation hereinafter referred to a DFMWR. Section 3: The Treasurer’s books shall be submitted for audit/review of Agreed Upon Procedures to a Certified Public Accountant, licensed Public Accountant, Public Accountant, or in accordance with AR 210-22. a. The Treasurer’s books shall be submitted for audit/review on or before the fifteenth of June or upon resignation. b. The Board must approve the accountant and percentage of transactions reviewed. c. With the exception of those being audited/reviewed, records shall be turned over to the new Treasurer on or before the fifteenth of June. Section 4: The President, Treasurer, Membership, and Reservations chairpersons shall be bonded. 4
Fort Riley OCSC Constitution
2012-‐2013
Section 5: The Board shall not incur any financial obligations that extend beyond its term of office without providing adequate funding over and above sufficient operating funds (Bylaws ART. VI, Sect. 3.) Section 6: In no event shall the United States Government be held liable for any indebtedness incurred by the members of this association. Section 7: The Board must authorize any expenditure of funds not covered in the annual budget, which exceeds $100. A single item expenditure of over $500 not covered in the annual budget must be approved by the general membership. Section 8: The association shall have two funds, with two distinct ledgers, – the Operating Fund and the OCSC Community Assistance Fund. Dues and monies raised within the membership go into the Operating Fund. Funds raised outside the membership must go into the OCSC Community Assistance Fund. Section 9: When the Operating Fund is insufficient to meet operating requirements, the association may transfer money from the OCSC Community Assistance Fund into the Operating Fund to meet emergency operational requirements. The transfer may: a. be made only once per club year and approved by the Advisor. The Operating Fund must maintain the reserve for the succeeding year as outlined in the Bylaws (ART. VI, Sect 3). b. not exceed 25 percent of the uncommitted money of the OCSC Community Assistance Fund on hand at the time the transfer is made. Section 10: The Board shall approve all expenditures for the operation of this association and shall ensure that the disbursements are within the purpose for which this association was established (per sound business practices,) and do not exceed the budget. Section 11: The proposed budgets (Operation and OCSC Community Assistance) will be presented for approval at the first general membership meeting. Section 12: The association and fiscal years shall run from the date of installation of the officers in May to the next installation of officers the following May. The membership year shall run from 1 June through 31 May of the following year. ARTICLE IX –PROPERTY Section 1: The property of this association shall consist of such articles as may properly come into possession. The property shall be accounted for and maintained by the Property Manager with sound business practices.
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Fort Riley OCSC Constitution
2012-‐2013
ARTICLE X – RECORDS Section 1: A historical file consisting of the following permanent records will be kept in the possession of the President, with maintenance and copies the responsibility of the Secretary: current copy of the Constitution and Bylaws, private organization checklist (AR210-22,) letter of request for permission to operate on the Federal Installation and Installation approval letter, IRS tax exempt status or documentation to show that the OCSC is paying proper taxes, a current list of officers and members, and a current copy of AR 210-22. ARTICLE XI – AMENDMENTS TO THE CONSTITUION AND BYLAWS Section 1: Proposed amendments to the Constitution must be made available in writing to the general membership for a vote at a general membership meeting. Section 2: Amendments to the Constitution must be approved by: a. a majority vote of the members of the Board, present and voting, in a duly constituted regular or special meeting. b. a majority vote of the members, present and voting, in a duly constituted meeting of the general membership. c. the Garrison Commander. Section 3: Bylaws may be amended by a majority vote of the Board present and voting, in a duly constituted meeting. Section 4: Any member desiring to propose an amendment shall present a written and signed proposal to the Parliamentarian at the Board meeting. Section 5: Amendments to the Bylaws must be approved by the Garrison Commander. Section 6: A constitution review committee will meet biennially. This committee will review the Constitution and Bylaws and report its recommendation to the Board at the next board meeting. The Parliamentarian, with the approval of the President, will appoint the committee. If amendment is necessary, written copies will be made available to members for consideration prior to the General Membership meeting. ARTICLE XII – ADOPTION Section 1: All activities and functions of this association shall follow regulations and shall be approved by the Garrison Commander. Section 2: This Constitution shall become effective upon adoption in a duly constituted regular or special meeting of the general membership with a majority vote of the voting members present and after the approval of the Garrison commander, but not before 31 6
Fort Riley OCSC Constitution
2012-‐2013
May of the current year. This Constitution shall supersede all previous constitutions and amendments except that it shall not affect elected officers nor specific agreements and contracts entered into under the terms of previous constitutions until such terms of agreements or contrasts shall have reached their expiration dates. ARTICLE XIII – DISSOLUTION On dissolution of the association (so decided by affirmative vote of a majority of the general membership present and without any provision to meet again in the future,) the funds of the association, all residual assets, and properties (after payment of all liabilities) shall be distributed to benefit the military community. If liabilities exceed assets, all members shall be assed a pro rata share for remaining debts after assets have been liquidated and applied toward liabilities.
This Constitution was approved by the Membership at a general membership meeting on 15 March 2012. In witness whereof the following Officers affix their signature.
______________________________ Bevin Landrum, President
______________________________ Christine Benne, Secretary
Date: _________________________
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