THE BYLAWS
OF THE
OFFICERS’ SPOUSES’ CLUB OF MCAS YUMA
ARTICLE 1. DUTIES OF ALL OSC EXECUTIVE BOARD MEMBERS
1) Each Executive Board member will keep a folder of his/her job description with current copies of the OSC Constitution and Bylaws, his/her Executive Board activities and reports/committee work, which will be transferred to his/her successor at the designated OSC Executive Board and OSC meetings. These records and files will be retained for a period of 5 years.
2) Each Executive Board member will present any pertinent information, as necessary, in a brief written report, read it into the minutes, and give a copy to the Recording Secretary and President, in addition to maintaining a copy of said report within his/her turnover file.
3) The term of office shall be one year to begin on 1 June and end on 31 May.
4) Each Executive Board member will make a concerted effort to attend all Executive Board and OSC meetings, to contribute to discussions, and to ensure quorum requirements of voting are met.
ARTICLE 2. DUTIES OF ELECTED OFFICERS
1) President
a) Will have general supervision over the OSC
b) Will preside at all meetings of the OSC and the Executive Board
c) Will ensure all Appointed Officer and Chairperson positions are filled
d) Will appoint new Executive Board members should any position become vacant
e) Will become familiar with the Constitution and Bylaws and its parliamentary authority
f) Will be an ex-officio member of all committees with the exception of Nominating Committee
g) Will be a member of the Audit Action Committee and meet with the MCCS Auditor yearly, consult with him/her about potential compliance issues and review quarterly meeting notes between the OSC treasurer and the auditor.
h) Will send an email informing OSC members and Executive Board of upcoming events
i) Will present recommendations from the Executive Board to the OSC
j) Will sign checks in the absence of the Treasurer
k) Will be responsible for obtaining financial records from the Treasurer prior to 31 May
l) Will perform other duties pertinent to the office as necessary
2) 1st Vice President
a) Will preside in the absence of, or at the request of, the President over the general business of the OSC
b) Will assume the duties of President should the position become vacant
c) Will be a member of the Audit Action Committee and meet with the MCCS Auditor yearly.
d) Will coordinate selection of planned programs to be approved by the OSC
e) Will serve as luncheon/social coordinator and advise all persons involved in such events, to include but
not limited to:
i) Hostess/host for upcoming events
ii) Publicity Chairman as stated in Article 3, Section 3 of these Bylaws.
f) Will be responsible for making arrangements for OSC events and sign any contracts pertaining to the
events.
g) Will keep a current inventory and record of all equipment and/or assets owned by the OSC
h) Will represent the OSC at the Commissioned Officers’ Club Advisory Board meetings
i) Will be responsible for all official gifts presented on behalf of the OSC, e.g. for guest speakers, honored guests, VIPs
j) Will, along with the corresponding secretary, maintain Club’s Facebook page, including having final say on whether posts not pertaining to OSC business will be posted
k) Will perform other such duties pertinent to the office as necessary
3) 2nd Vice President
a) Will coordinate with the board/organizers appropriate dates and sites for the fund-raisers
b) Will oversee all fundraising activities and work and support the heads of the fundraising activities
c) Will assume the duties of 1st Vice President if he/she is unable to fulfill the position
d) Will perform other such duties pertinent to the office as necessary
4) Treasurer
a) Will be the custodian of all funds owned by the OSC. A banking institution will be used and the
account shall be in the name of the OSC.
b) Will keep an accurate record of all receipts and expenditures
c) Will pay bills and other valid debts by check or debit only as authorized by the OSC and in
compliance with the stated purpose set forth in Article 2 of the OSC Constitution.
d) Will deposit the dues collected by the Membership chairperson into the General Fund. Will deposit
other funds as mandated by the OSC.
e) Will present monthly financial reports at meetings of the OSC and make readily available bank
statements when requested.
f) In May, any money not required to cover operating expenses and designated money for the following
fiscal year will be considered charitable funds and allocated between Scholarship and Philanthropy with OSC approval.
g) Will submit a financial report and audit covering period 1 June through 31 May, certified by the
President and submitted prior to 31 May to MCCS (Reference Air Station Order 5760.1G)
h) Will prepare and submit a federal tax return to the IRS
i) Will keep all financial statements for five years
j) Will be a member of the Audit Action Committee and meet with the MCCS Auditor quarterly, consult with him/her about potential compliance issues and provide other members of the Audit Action Committee notes from the quarterly meetings.
k) Will open and maintain a separate banking account for all monies received and spent for the holiday baskets.
l) Will only make direct payments from the OSC to vendors. Under strict prohibition from the base commanding officer, the OSC will not make direct payments or reimburse OSC members for any purchases. The only exceptions to this rule are noted in Article 2, Section 8 for Holiday Baskets.
5) Recording Secretary
a) Will keep an accurate account of all business transactions of the OSC meetings
b) Will record the minutes of the meetings of the OSC and will give the reports on such recorded
meetings as required by the OSC , forwarding copies of these minutes to the President and the Commanding Officer of MCAS no later than 7 days post-meeting
c) Will keep a file of all reports for five years
6) Corresponding Secretary/Membership
a) Will be responsible for the preparation of all correspondence to include but not limited to invitations
and thank you notes relating to activities of the OSC.
b) Will maintain copies of all individual committee’s correspondence
c) Will be responsible for receiving and processing all membership sign-ups at “Welcome Aboard” events, as well as, OSC Membership drives and functions, written or through email.
d) Will be responsible for collecting dues covering the membership year and transferring all monies to the Treasurer by the following OSC meeting.
e) Will provide a quarterly report of current membership and keep and up-to-date roster.
f) Will be responsible for compiling and distributing an OSC directory by email no later than 30 November each year.
g) Will keep the Base Commander informed concerning the organization and operation of the OSC, and will supply an up-to-date roster of the Officers of the OSC when they are installed in office and when the roster is amended.
h) Will manage email communication with the membership to include emailed announcements
i) Will chair Membership committee, appointed of his/her choosing.
j) Will take meeting minutes in the absence of the Recording Secretary
k) Will, along with 1st Vice President, maintain Club’s Facebook page, including having final say on whether posts not pertaining to OSC business will be posted
7) Parliamentarian
a) Will interpret the OSC Constitution and Bylaws and serve in an advisory role for amendments pertaining to either
b) Will advise the OSC on points of order at OSC meetings according to “Robert’s Rules of Order”
c) Will tabulate all votes of the OSC members
d) Will chair the Nominating Committee as stated in Article 6, Section 2 of the OSC Constitution and Article 3, Section 5 of the OSC Bylaws.
e) Will maintain official custody of the records pertaining to the Constitution, Bylaws and Standing Rules of the OSC
f) Will keep a current copy of the Constitution and Bylaws for perusal of any member and will send these documents to the Base Commander of MCAS Yuma with updates as needed.
g) Will chair the Constitution and Bylaws Revision Committee, appointed of his/her choosing, on an annual basis
8) Scholarship/Philanthropy
a) Shall appoint a separate committee from the OSC to assist in reviewing scholarship and charitable requests.
i) The Scholarship committee will consist of no less than five people, to include one Advisor, one Executive Board member, and the Scholarship Chairperson. Committee membership may also include educators or school administrators to assist in the scholarship judging, with the majority consisting of OSC members.
ii) The Philanthropy Committee will consist of no less than three (3) members, which will include at least one Advisor.
iii) Any member of the philanthropy committee who also serves on the board of or is employed by a charity/non-profit in consideration for philanthropy must abstain from a vote pertaining to the distribution of funds for that organization.
b) Scholarships are available to students that meet the following eligibility requirements:
i) Be a United States Citizen
ii) HS students must be a senior scheduled to graduate from the 12th grade at the end of the current school year that application is submitted.
iii) Applicant must have a grade point average (GPA) of 3.0 or better – grades 10-12.
iv) College students must be fully matriculated (12 semester credits or equiv.) with GPA of 3.0 or better.
v) Eligible schools of applicant to attend are any accredited 4 year college or university, 2 year college, or 1 yr. vocational/technical school.
vi) Full-time or part-time graduate students who are active duty Marine Corps spouses attending an
accredited institution and working towards their first graduate degree
b) Individuals whose sponsors are active duty members of the United States Marine Corps, United States
Navy or any of the sister services assigned to MCAS Yuma may submit applications
c) Applicants may be dependents of officers, warrant officers, or enlisted
d) Individuals whose sponsors are retired or deceased Marine Corps or Navy members may submit applications
i) If the applicants sponsor is deceased Marine Corps or Navy, members must live within a 50-mile radius of MCAS Yuma
ii) If the applicant’s sponsor is a retiree, the retiree must have been honorably discharged from active duty military service by the time the scholarship is submitted and live within a 50-mile radius of MCAS Yuma
e) Scholarships will be awarded directly to the educational facility. Should an unexpected hardship occur
such as a death in the family or a medical emergency resulting in a recipient’s inability to register for the fall semester, a scholarship award may be postponed only to the following spring semester. This will be accomplished on an individual review basis with the consent of a quorum of the OSC Scholar-
ship committee membership.
i) If an OSC Scholarship recipient would later be awarded a full tuition scholarship, he or she would be deemed ineligible and the scholarship funds would revert back to the OSC scholarship fund.
f) OSC members’ dependents are eligible to apply for scholarships. OSC Scholarship committee
members’ dependents are not eligible to apply.
g) All judging standards will be determined by the current year’s Scholarship Committee.
a. Applications will be judged on the basis of educational achievements, written composition and extracurricular activities as determined by the review committee and scholarships will be awarded to cover tuition expenses only, as funds permit.
h) General Equivalency Diplomas (GED) will be accepted; however, unofficial grade transcripts must be
provided up to the point of school departure. GED applicants must also provide academic scoring on
SAT or ACT tests. GED applications will be evaluated based on the information provided.
i) Any funds forfeited or unclaimed will revert back to the OSC scholarship fund.
j) Will present in writing all recommendations from the committee for awards for educational purposes.
The OSC will present these recommendations at an OSC meeting designated by the OSC President for the consideration and final vote.
k) Will present an annual report at the May function stating how all Scholarship and Philanthropy monies were distributed.
l) Will be responsible for coordination and donations of Holiday Baskets at both Thanksgiving and Christmas.
a. Will coordinate with a station volunteer to help collect funds from units aboard MCAS Yuma. If the station volunteer is a military member, they must perform this action outside of their official capacity.
b. The President or Treasurer will make purchases from the Commissary with cash donations received in support of the holiday baskets and give them to the Chairperson for final distribution. The OSC is a non-federal entity and does not have Commissary privileges.
c. Chairperson will submit a written summary to the President and Treasurer after each event.
m) Will solicit requests for charitable funding from organizations and local businesses that directly benefit the military community.
n) All requests for charitable assistance will be considered.
o) Will disperse Philanthropy funds as determined by the OSC members.
ARTICLE 3. DUTIES OF STANDING CHAIRPERSONS
1) Committee Chairperson
a) Will make reports in writing and/or orally at OSC Meetings
b) Will give information, as necessary, to the Corresponding Secretary in time for the email to be distributed in a timely manner.
c) Will retain record, as necessary, transferring them to his/her successor when the latter takes office
d) Will appoint as many assistants as needed
e) Will submit final reports to the President and the committee’s files
2) Projects
a) Will coordinate members who sign up at membership drives for activities and special interest groups
b) Will ensure compliance with base orders and regulations
c) Will require representatives of each OSC-sponsored activity or special interest group to submit to her a
current enrollment roster, a copy of which she will present to the Membership Chairperson for
membership verification.
3) Publicity
a) Will maintain close liaison with the Joint Public Affairs Office. All press releases will be cleared with