LANGLEY
OFFICERS’ SPOUSES’ CLUB
STATEMENT OF POLICY
2009-2010
1. These policies will be reviewed annually by the Parliamentarian and presented to the Governing Board no later than the September Board meeting for approval. No changes in these policies will be made without the approval of a majority of the Governing Board. Each member of the Governing Board will have a copy of the policies, as well as any approved changes. The policies will also be made available to the membership annually no later than October, or on request.
2. The LOSC Membership Directory shall be for personal and official LOSC use only. The sale, or commercial use, of any LOSC name, number, e-mail address or address list is strictly prohibited.
3. Appropriate individuals must approve all fundraising activities, sponsored by the LOSC.
4. Questions concerning base policies in regard to salesmen, use of buildings, agents from off base, etc., should be referred to the Commander, 1st Mission Support Group or their representative.
5. Base facilities shall be used for LOSC sponsored events, whenever possible.
6. The LOSC will not lend its name to sponsor or lend support to any commercial advertising program.
7. Members in good standing will receive an ACCents (LOSC Magazine) and a roster. In addition, various special activities are offered.
8. Any member wishing to attend a Governing Board Meeting may do so by a request to the President, by the Friday prior to the Governing Board meeting.
GOVERNING BOARD
PROCEDURES
1. The Governing Board meetings shall be held on the first Thursday of the month, unless otherwise specified.
2. The President and
Parliamentarian shall be notified of agenda items in
accordance with deadlines determined by these persons.
Motions shall be submitted in writing and in correct form.
3. The Governing Board reports shall be submitted to the Secretary in accordance with the deadlines set by this person. The Secretary will send out reports via email to those with email access and make copies for those without.
4. Each position shall have a notebook that shall include job description, continuity report, board reports, Constitution, By-Laws and Policies. All notebooks shall be given to the new board member.
5. Job descriptions shall be kept current and updated as changes occur. All updated versions of job descriptions shall be provided to the Parliamentarian annually at the end of term.
6. A member who fills two voting positions may only count as one vote, and those two positions will be counted as one for purposes of a quorum.
7. Each Standing Committee Chairperson and Special Committee Chairperson, with the approval of the President, may appoint a Co-Chairperson, who is an Active or Associate member.
8. Co-Chairpersons shall vote only in the absence of the Chairperson.
9. Any Governing Board member who has two unexcused absences from monthly Board meetings is subject to removal at the discretion of the President.
10. All LOSC publicity will be cleared through the Publicity Chairman and submitted in accordance with the deadlines determined by this person.
11. Any Governing Board member temporarily vacating a position due to vacation, or emergency, shall notify their reporting officer and the President at the earliest possible date with pending or on-going projects noted.
12. The May Governing Board meeting shall be a joint meeting of the newly formed Governing Board and the outgoing Governing Board. All members of the outgoing Board shall attend, assist and facilitate the change of administration.
13. When area public schools are closed due to inclement weather or Langley AFB is at FPCon Status Charlie or Delta, the President shall cancel any scheduled meeting.
14. A Post Office box shall be maintained, for
LOSC correspondence, at the Langley Post Office for the LOSC. The address is:
LOSC,
FINANCIAL
1. The LOSC fiscal year is June 1 through May 31.
2. Yearly dues are $4.00 x 12 months, plus a $2.00 non-refundable administrative fee to cover the membership drive cost.
3. Annual dues for new members shall be prorated based on the LOSC social calendar year. New members shall be responsible for non-refundable administrative fee.
4. A prorated refund of dues shall be granted with a written request and copy of orders to the LOSC Treasurer.
5. The Treasurer will send copies of the budgets to Force Support Private Organization representative following approval by the General Membership no later than 31 October.
6. The LOSC will not sponsor any event where all or part of the profit accrues to the private benefit of individual members of the LOSC.
7. All LOSC permanent property purchases shall have the Governing Board approval.
8. A valid credit card number shall be required for making reservations for LOSC functions.
9. Members affiliated with an Air Force Officers’ Club shall be eligible for club discounts and benefits.
10. The LOSC shall reimburse childcare fees to
those Board members attending Executive and Governing Board meetings, and
Special Committee meetings, with approval of the President. The cost shall not
exceed
11. Members with bona fide expenditures shall submit bills to the Treasurer within a thirty (30) day period unless the bill exceeds $50.00, at which time advance monies can be dispersed. All vouchers will be paid promptly. All vouchers and advanced monies require attached receipts for reimbursement.
12. Any board member who has had financial activity MUST submit a written report each month, listing all income and expenses.
13. Special Event Committee Chairpersons shall keep itemized financial records. Receipts shall be submitted to the Treasurer at the conclusion of the event. A financial summary shall be included in the final report to be submitted within one month of that event.
1. A get-well card will be sent to any LOSC member who is hospitalized.
2. A card will be presented to LOSC members who welcome a new child into their family.
3. In the event of the death of a LOSC member, spouse or dependent living in the immediate household, a memorial donation may be sent to the charity of the family’s choice not to exceed $20.
4. A sympathy card shall be sent to any bereaved member at the death of an immediate family member not residing in the immediate household.
TOKENS OF APPRECIATION
1. Mementos of appreciation shall be given as follows:
a. A book shall be purchased for Honorary Officers, which is to be signed and presented by the members at their welcoming. The Honorary Officers shall return the book for signing at their farewell function. The cost of the book shall not to exceed $50.
b. Honorary Officers shall be presented, at the completion of their term, a gift not to exceed $100. A LOSC Scrapbook shall be presented to the Honorary President, Honorary First Vice President and President.
c. Special Advisors gift is not to exceed $25.
d. President gift is not to exceed $40.
e. Governing Board members gifts are not to exceed $25 each.
f. Special Committee Chairpersons gifts are not to exceed $25.
g. Resignation of an Executive Board member due to extenuating circumstances, shall be given a token of appreciation not to exceed $15, at the discretion of the President and First Vice President.
2. A “Thank You” gift may be given to guest speakers, presenters and entertainers at LOSC functions if a fee has not been requested. Said tokens shall not exceed $25 without the approval of the President.
3. Honorariums may be given to guest speakers at LOSC functions, if a fee has not been requested, within the constraints of the program budget.
PROTOCOL
1. The LOSC President will welcome the spouse of a new Commander of ACC with a gift such as flowers or a plant, the value not to exceed $50.00. The spouse will be invited to serve as the Honorary LOSC President and shall be honored upon arrival at Langley Air Force Base at a special or regularly scheduled LOSC function.
2. The LOSC President will welcome the spouse of a new Commander, 1st Fighter Wing with a gift such as flowers or a plant, the value not to exceed $50.00. The spouse will be invited to serve as the Honorary LOSC Vice President/Senior Advisor and shall be honored upon arrival at Langley Air Force Base at a special or regularly scheduled LOSC function.
3. The LOSC President will welcome the spouse of a new Vice Commander, 1st Fighter Wing with a gift such as flowers or a plant, the value not to exceed $50.00. The spouse will be invited to serve as the Honorary LOSC Vice President/Advisor and shall be honored upon arrival at Langley Air Force Base at a special or regularly scheduled LOSC function.
FUNCTIONS
1. An eligible LOSC member can only attend one LOSC function as a guest, prior to joining.
2. “Members Only” functions such as Bingo, Bunko or any other designated function shall be for LOSC members only. Guests shall not be permitted.
3. Reservations are required for monthly functions and must be made by the deadline printed in the ACCents. Members failing to cancel reservations by the deadline, including permanent reservations, will be billed in full. All reservations or cancellations must be made through the Reservations Committee.
4. Permanent reservations must be made or renewed each year and will be effective 1 October through 31 May. These reservations will be made with the Reservations Chairman as listed in the ACCents.
5. Members are reminded that LOSC sponsored functions, board meetings, and activities are for adults only, and that out of courtesy to guests, speakers, the serving staff, and other members, children over the age of six months will not attend unless specifically invited.
SPECIAL ACTIVITIES
1. The LOSC shall make an effort to provide special activities. The LOSC Special Activity groups are Antiquarians, Arts & Crafts, Beading, Book Club, Bowling, Bridge, Bunko, Golf, Gourmet, In Stitches, Mahjongg, Playgroup, Scrap booking, Skylarks, and Tea Group. These Special Activities groups are based on the LOSC member interests and may change yearly. New activities may be initiated as interest and support occurs. These activities shall have Governing Board approval.
2. All requests for funds will be submitted in writing to the Special Activities Chairman for Governing Board approval.
3. Special Activities groups shall not use LOSC funds for alcoholic beverages, door prizes, money prizes, farewell gifts, or for the benefit of an individual LOSC member.
4. Special Activity group Chairmen must keep accurate records of LOSC money. Receipts and payment voucher must be turned into the Special Activity Chairman or Operations Treasurer before expenses will be paid.
5. Each Special Activity Coordinator shall keep a notebook containing: continuity reports, membership rosters, inventories of supplies and equipment purchased with LOSC funds. A change in Special Activities Coordinators shall require the notebook to be turned over to the new Special Activities Coordinator or the Special Activities Chairperson.
6. It is the responsibility of the Special Activity Chairman to insure that all participants are LOSC members.
7. Any special activity may not conflict with an official LOSC function or fundraiser.
8. Special Activity groups shall be allowed usage of the LOSC storage space, space permitting
ACCENTS
All materials for publication in the ACCents shall be prepared according to the policy printed in each issue. All materials must be submitted in accordance with the formats and deadlines determined by the ACCents Editor.
___________________________ ___________________________
Renee Warner Ericka
Johanek
President, Parliamentarian,
Langley Officers’ Spouses’ Club Langley Officers’ Spouses' Club
Date approved by LOSC Governing Board: