Board of Governors' (BoG) Handbook1 Nov 2015. LSC BOARD OF GOVERNORS' HANDBOOK Section 1: General...

Board of Governors' (BoG) Handbook

LSC BOARD OF GOVERNORS' HANDBOOK

Table of Contents Section 1:

General Responsibilities and Job Descriptions Board of Governors Overview……………………………………… 3 Board of Governors Responsibilities….…………………..…......… 4 LSC Board Substitutions……….…………………………………... 5 President……………………………………………………………… 6 First Vice President………………………………………………….. 7 Second Vice President……………………………………………….. 8 Secretary……………………………………………………………… 9 Administrative Treasurer……………………………………………. 10 Welfare Treasurer……………………………………………………. 11 Parliamentarian………………………………………………………. 12 Advisors…………………………………………………………..…… 13 Membership…………………………………………………………… 14 Programs………………………………………………………………. 15 Newsletter……………………………………………………………… 16 Publicity……………………………………………………………….. 17 Website………………………………………………………………… 18 Historian………………………………………………………………. 19 Reservations…………………………………………………………… 20 Childcare………………………………………………………...…….. 21 Special Activities………………………………………………………. 22 Retired Liaison………………………………………………………... 23 Charitable……………………………………………………………... 24 Thrift Shop……………………………………………………………. 25 Scholarship……………………………………………………………. 27

Section 2: General Information and Forms BoG Meeting Agenda Template…………………………………….. 30 Seating Chart…………………………………………………………. 31 Parliamentary Procedure Simplified…………………………….….. 32 LSC Forms…………………………………………………………..... 34 Membership Application…………………....…………………….…. 35 Reimbursement Voucher………………………………………….…. 36 Welfare Request Form…………………....…………………….....…. 37 Childcare Reimbursement Voucher……………………………….... 38 Candidate Information Form………………………………………... 39 Social Hosting Guide and Checklist………………………………..... 40

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Section 1: General Responsibilities and

Specific Job Descriptions

Board of Governors Overview

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The Board of Governors shall be the governing body of the LSC (previously known as the Luke Officers’ Spouses’ Club or LOSC) and shall direct the operation of the LSC. All positions on the Board of Governors have General Responsibilities. These General responsibilities apply to all positions. Responsibilities that are specific to each position are more clearly defined under each position.

Board of Governors Officer Positions:

* Honorary President * Honorary Vice President * Advisors * President * First Vice President

Membership Programs Newsletter Publicity Website Historian Reservations Childcare Special Activities Retired Liaison

* Second Vice President Charitable Thrift Shop Scholarship

* Denotes Executive Board positions. The Executive Board positions report to the President, with the exception of the Honoraries and Advisors.

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BoG General Responsibilities:

a. Attend all Board of Governors meetings. If unable to attend, notify First Vice President and Second Vice President of absence prior to meeting. More than two (2) unexcused absences from Board meeting may result in termination of Board member’s term.

b. Attend all LSC sponsored activities. If unable to attend, notify President or First Vice President of absence prior to event.

c. Board reports listing all activities and financial obligations for the previous month shall be submitted monthly to the Secretary and both Vice Presidents.

d. Submit all voucher sheets in a timely manner. All receipts must be submitted by 15 May for reimbursement to allow adequate time for books to be closed by 31 May.

e. Review job description annually and revise, if needed, in September; return it to Parliamentarian in October.

f. All elected and appointed members of the Board of Governors will maintain previous and current year job descriptions and records for one (1) previous year and the current year. Exceptions: The Administrative Treasurer and the Welfare Treasurer will maintain financial records for seven (7) previous years and the current year.

g. Records reflecting major changes in the operation or makeup of the organization will be retained in perpetuity by the Parliamentarian.

h. Write year-end report due at the May Board Meeting and submit to the Executive Board. i. Maintain notebook with the following required information:

• Current Calendar of Events • Current Board of Governors Roster • Current Chart of Chair Substitutions • LSC Handbook, By-Laws and Constitution • Thrift Shop By-Laws • Specific Job Description and relevant information to position (i.e. POCs,

passwords, chair-specific event planning, etc) • Monthly Meeting Agendas and Minutes • Administrative and Welfare Budget for the Current Year • Thrift Shop Budget for the Current Year • Board Reports for the Position Help from the Previous Year and the Current Year

j. Give notebook to successor at the June Board Meeting. If you are unable to attend June Board Meeting please arrange a date before the Board Meeting to turn over notebook or turn notebook over to President, so that it can be forwarded to successor at June Board Meeting.

k. Use and regularly monitor the Official LSC email for their position. l. Chair position substitutions will be executed through the following chart:

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LSC Board Substitutions When a LSC Board of Governors chair will be absent for a Board meeting or LSC-sponsored event, the appropriate chair will fill in for that absent chair. The substitute will ensure that the

responsibilities of that chair are executed in their absence.

CHAIR FILLED BY (IN ABSENCE)

FILLS IN FOR (IN ABSENCE)

President 1st Vice President 2nd Vice President

1st Vice President 2nd Vice President President

2nd Vice President President 1st Vice President

Secretary 1st Vice President Parliamentarian

Admin Treasurer Welfare Treasurer Welfare Treasurer

Welfare Treasurer Admin Treasurer Admin Treasurer

Parliamentarian President N/A

Membership Scholarship Scholarship

Programs Reservations Reservations

Newsletter Website Website

Publicity Newsletter Newsletter

Website Publicity Publicity

Historian Retired Liaison N/A

Reservations Programs Programs

Childcare Special Activities Childcare

Special Activities Childcare Special Activities

Retired Liaison President Historian

Charitable 2nd Vice President N/A

Thrift Shop Thrift Shop Manager N/A

Scholarship Membership Membership

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President The President exercises general supervision over the affairs and activities of the LSC.

Special Responsibilities:

a. Presides at all Membership, Executive Board, and Board of Governors’ meetings. b. Appoints the Parliamentarian and Committee Chairmen with the approval of the Executive

Board. c. All vacancies in the Executive Board, excluding the President, shall be filled by Presidential

appointment with Board of Governors approval. d. Makes appointments to the standing committees when vacancies occur during the year, with

consent of the Advisor(s) and corresponding Vice President. e. Assists in and approves the selection of all Co-Chairmen. f. Explains the duties of all Committee Chairmen. g. Serves as Ex-Officio member of all committees except the Nominating Committee. h. Serves as Advisor to the newsletter, Thrift Shop, Scholarship and any special and standing

committees. i. Attend meetings of the Thrift Shop as a member of the Thrift Shop Executive Board. j. Is a member of the Administrative and Welfare Budget Committee. k. Presents proposed Administrative and Welfare Budget to general membership. l. Is a member of the Constitution and By-Laws Committee. m. Buys and presents Board of Governors’ appreciation gifts. n. Welcome new members at LSC functions. o. Calls special meetings of the membership, the Executive Board and the Board of Governors, if

necessary. p. Has the following officials report directly to her/him: Parliamentarian, and members of the

Executive Board. q. Has signatory authority and may countersign all Administrative and Welfare Treasury checks. r. In the case of an emergency, may authorize the expenditure of no more than $100/month with

the approval and notification of the Treasurer and notification of the Advisor(s). s. Approves contracts not requiring a vote of the general membership. t. Attends or appoints a representative to attend the Luke Officers’ Club Advisory Council

meetings. u. The President, First Vice President, and the Club 56 Manager shall maintain a key to the LSC

Storage Closet, located in Club 56. v. Purchases gifts for the Advisor(s), Honorary President, and Honorary Vice President, as needed. w. Approves minutes of all meetings of the LSC. x. Proofreads the newsletter before publication. y. Is thoroughly familiar with the operating procedures and guidelines. z. Administers Parliamentary procedures fairly and impartially. aa. Makes no motions or amendments, and has no vote except in a tie. bb.Creates special and temporary committees with Executive Board approval and the Advisor(s). cc. Makes all reservations for the year calendar of LSC activities, including Board Meetings, with

Nov 20156


dates and times, with the Club 56 Catering Staff. dd.The current President, First Vice President, and the Club 56 Manager shall maintain a key to the

LSC Storage Closet, located in Club 56. ee. Fulfills duties of the Second Vice President in her/his absence (not in the case of vacancy). ff. If the President cannot fulfill her/his duties, the First Vice President will assume her/his duties.

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First Vice President The First Vice President is the primary assistant to the President and coordinates all social

activities.


a. Assists the President, assumes her/his duties in her/his absence, and assumes the office of President upon vacancy.

b. Buys the President’s end of year appreciation gift. c. Serves as Advisor to all social committees. d. May countersign all Administrative Treasury checks. e. Is a member of the Administrative and Welfare Budget Committee. f. Is a member of the Constitution and By-Laws Committee. g. Serves as Custodian of the Club properties and maintains current inventory. She/he shall

inventory all LSC property in June and be responsible for checking it out (which is handled by the library as of August 2013). Notify the Executive Board of any loss or damage of property. The Administrative Treasurer also keeps records of the property. Only LSC members may use LSC property and it must be used in the rooms of Club 56.

h. Takes all minutes in the absence of the Secretary. i. Is totally familiar with the duties of and assist the President with appointing specifically the

following Chairs:

• Membership • Programs • Newsletter • Publicity • Website

• Historian • Reservations • Childcare • Special Activities • Retired Spouses' Liaison

j. Supervises and/or acts as Interim Chair for social committees. k. Selects and upon Board of Governors approval purchases welcome gift for new LSC Members. l. Advises Programs Chair to ensure event planning is executed smoothly. Steps in and helps with

coordination between the Board of Governors and Club 56 when Programs Chair needs assistance.

m. Is the Chair or appoints one for decorating Club 56 for Christmas. This should be accomplished by the September Board Meeting.

n. The President, First Vice President, and the Club 56 Manager shall maintain a key to the LSC Storage Closet, located in Club 56.

o. Is responsible for all matters concerning Protocol. p. Reports, in the Administrative Treasurer’s absence, Administrative Treasury motions to the

President for inclusion on the agenda. q. Verify with the Administrative Treasurer all money matters and sign off for expenditures each

month.

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r. Fulfills duties of President in her/his absence (does not include the case of vacancy). Takes all meeting minutes in the absence of the Secretary.

s. If the First Vice President cannot fulfill her/his duties, the Second Vice President will assume her/his duties (does not include the case of vacancy).

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Second Vice President The Second Vice President is the secondary assistant to the President, primary assistant to the First

Vice President and coordinates all charity business conducted by the LSC.


a. Assists the President, assumes the duties of First President in her/his absence, and assumes the office of First Vice President upon vacancy.

b. Serves as Advisor to all welfare committees. c. Is totally familiar with the duties of and assists the President with appointing specifically the

following Chairs: • Charitable • Thrift Shop • Scholarships a. May countersign all Welfare Treasury checks. b. Is a member of the Administrative and Welfare Budget Committee. c. Is a member of the Constitution and By-Laws Committee. d. Supervises and/or acts as Interim Chair for welfare committees. e. Assists the Charitable Chair for any fundraising activity, including the VA Christmas Party and

Chairs the Fighter Country Golf Tournament. f. Is a member of the Thrift Shop Executive Board. g. Is responsible for ensuring that Thrift Shop maintains records (for example inventory, tax

returns, etc.). h. Serves on the Scholarship Committee. i. Reports, in the Welfare Treasurer’s absence, Welfare Treasury motions to the President for

inclusion on the agenda. j. Reports Second Vice President activities monthly at Board of Governors meetings. k. Fulfills the duties of First Vice President in her/his absence (does not include the case of

vacancy). l. If the Second Vice President cannot fulfill her/his duties, the President will assume her duties

(does not include the case of vacancy).

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Secretary The Secretary is the chief recording officer and the custodian of the records of the LSC. She/He is

responsible for maintaining all correspondence received by and sent by the LSC.


a. Takes the minutes of all meetings of the LSC, the Board of Governors and the Executive Board. b. Records minutes of any special meetings (e.g., budget, scholarship, Constitution, etc). c. Records minutes and motions brought to the floor at general membership meetings. d. Provides copies of the minutes and Board reports to/for the Board of Governors. e. Emails the minutes and Board reports to the all Board of Governors members prior to the next Board meeting. g. Handles all correspondence of the LSC. Picks up and distributes mail from the Club 56 Office in a timely manner. Maintains correspondence for two (2) years. h. Purchases and maintains stationary and other office supplies. i. Is responsible for set-up before each Board meeting. j. Prepares roster of LSC Board members and chairs. k. Maintains the meeting minutes of every meeting for three (3) years. l. Maintains official file of written monthly reports of Board of Governors for seven (7) years. These may be stored in the LSC storage closet in Club 56. m. Maintains the Secretary Notebook, including Operating Procedures and Guidelines, Minutes Outline forms used at Board and Business Meetings in recording, information used in preparation of Minutes, log of correspondence received (for two (2) years), Stationary supplies location, letters sent and Board reports n. Is a member of the Administrative and Welfare Budget Committees. o. Is a member of the Constitution and By-Laws Committee. p. Administers and records any phone/email votes as directed by the President in the absence of the Parliamentarian. r. Serves as Custodian of the permanent records of the LSC; that is, the Monthly Board of Governors Minutes and Treasurer Reports. q. Fulfills the duties of the Parliamentarian, in his/her absence. r. If the Secretary cannot fulfill her/his duties, the First Vice President will assume her duties (does not include the case of vacancy).

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Administrative Treasurer The Administrative Treasurer is responsible for maintaining the Administrative Budget, called the

Operating Fund, IRS #51-0204592.


a. Prepares the administrative budget and serves as the Chairman of the Administrative Budget Committee.

b. Receives income from members’ dues and Newsletter advertising. c. Promptly pays all LSC bills, disburses available funds, and keeps accurate records of all

disbursements and revenues. d. Has the President or the First Vice President countersign all checks for unbudgeted amounts of

$500 (Five Hundred Dollars) or more. e. Is the custodian of all LSC monies except those allotted to the Welfare Treasury. f. Is aware at all times of the overall financial position of the LSC. g. Reconciles the monthly bank statement and balances the books prior to Board meetings. h. Accurately records income and payments in the Administrative Treasurer's Ledger Book. i. Keeps all receipts and bills and stores them in an organized fashion. j. Buys business liability insurance annually (or as needed); sends copy to the individual who

overseas private organizations at the 56th Force Support Squadron (FSS) k. Prepares and presents at Board meetings a monthly report which includes: • a detailed financial statement for that month and • a year-to-date statement. l. Deposits all membership dues received from the Membership Chair. Also, verifies any deposits

to the account. m. Prepares and oversees the mid-year administrative budget review meeting in January and end of

year budget meeting to prepare a proposed budget for the following year; provides a report for these meetings.

n. All books should be closed on or before 31 May, coinciding with the Board year, and no later than 30 June.

o. Presents records for audit upon resignation, at the end of the Board year, and at any time the 56th Mission Support Group Commander or designee or the Executive Board call for it.

p. Monitors all LSC financial administrative matters and assures that they are at all times in keeping with the dictates of the IRS and State Rules and Regulations for Tax-Exempt Social Organizations.

q. Files any required tax forms with the IRS, IRS #51-0204592. r. Keeps all records for seven (7) years in case of an IRS audit. s. Is a member of the Constitution and By-Laws Committee. t. Fulfills the duties of the Welfare Treasurer in her/his absence (does not include the case of

vacancy). u. If the Administrative Treasurer cannot fulfill her/his duties, the Welfare Treasurer will assume

her/his duties (does not include the case of vacancy).

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Nov 201513


Welfare Treasurer The Welfare Treasurer is responsible for maintaining the Welfare Budget called the Charity Fund

IRS # 51-0204610.


a. Prepares the welfare budget and serves as Co-Chairperson of the Administrative and Welfare Budget Committee.

b. Researches and presents welfare requests and motions for all unallocated welfare funds to the Board of Governors. May appoint a Welfare Review Committee to include the President, Second Vice President, Parliamentarian, Advisor(s), Administrative Treasurer, Thrift Shop Chairman, and up to three members of the LSC not serving on the Board of Governors. Approval and denial letters for donation requests will be written by the Secretary.

c. Receives monies from Thrift Shop and outside donations. d. Disburses welfare funds. Pays commitments approved by the Board of Governors and/or

general membership. Maintains accurate records of welfare accounts. e. Collects money at all fundraising activities and receives a quarterly check from the Thrift Shop. f. The President or the Second Vice President should countersign all checks for unbudgeted

amounts of $500 (Five Hundred Dollars) or more. g. Is the custodian of all LSC monies allotted to the Welfare Treasury. h. Is aware of at all times of the overall financial position of the LSC. i. Reconciles the monthly bank statement and balances the books prior to the Board meetings. j. Prepares and presents at Board meetings a monthly report which includes a detailed financial

statement for that month and a year-to-date statement. k. Verifies any deposits to the Welfare account. l. Prepares and co-chairs the mid-year budget review meeting in January and end of year budget

meeting to prepare a proposed budget for the following year; provides a report for these meetings.

m. All books should be closed on or before 31 May, coinciding with the Board year, and no later than 30 June.

n. Presents records for audit upon resignation, at the end of the Board year, and at any time the 56th Mission Support Group Commander or designee or the Executive Board call for it.

o. Monitors all LSC financial welfare matters and assures that they are at all times in keeping with the dictates of the IRS and State Rules and Regulations for Tax-Exempt Organizations.

p. Files any required tax forms with the IRS by the fifth (5th) month after the end of the fiscal year..

q. Keeps all records for seven (7) years in case of an IRS audit. r. Is a member of the Constitution and Bylaws Committee. s. Is a member of the Scholarship Committee. t. Attends meetings of the Thrift Shop as a member of the Thrift Shop Executive Board. u. Fulfills the duties of the Administrative Treasurer in her/his absence (does not include the case

of vacancy). v. If the Welfare Treasurer cannot fulfill her/his duties, the Administrative Treasurer will assume

Nov 201514


her/his duties (does not include the case of vacancy).

Nov 201515


Parliamentarian The Parliamentarian is responsible to advice and counsel the Board of Governors on all matters

relating to policy and procedure.


a. Appointed by the President to serve a term of one (1) year beginning in June. b. Serves as a non-voting member of the Executive Board and the Board of Governors. c. Serves as advisor to the President, the Executive Board, the Board of Governors, and the LSC

on parliamentary procedure. d. Maintains the Parliamentarian Notebook containing the following specific information: • Maintains current edition of AFI 34-223, obtained through FSS or Legal • The official copy of the Constitution and By-Laws • By-Laws of the Thrift Shop • Policies of all On-Going Special Activities • All Board Report forms or other forms used by the LSC, have new copies printed as needed. e. Maintains the electronic copy of the LSC Constitution, By-Laws and Handbook. f. Manages monthly Board Meeting and Maintains a Board of Governors seating chart, and

arrange the place cards for each meeting g. Collect all information for yearly FSS review to include Membership count and current

balance of financial accounts. h. Maintains the due dates of Liability insurance (February) and Tax returns for Administrative

and Welfare Accounts (April) i. Announces winners of election in April and installs newly elected officers in May. j. Shall be responsible for providing copies of the LSC Constitution, By-Laws, standing rules

and job descriptions to all officers and members upon request. k. Prepares proposed revisions of the LSC Constitution and By-Laws. l. Obtains necessary approval of all revisions to the LSC Constitution and By-Laws. m. Serves as Chairman of the Nominating Committee. n. Serves as Chair of the Constitution and By-Laws Review Committee. o. Administers and records any phone/email votes as directed by the President. p. Acts as custodian of the Constitution and By-Laws, as well as job descriptions. q. If Parliamentarian cannot fulfill her/his duties, the Secretary will assume her/his duties (does

not include the case of vacancy).

Nov 201516


Advisor(s) The Advisors are responsible advising the Board of Governors and ensuring the Board is managing the LSC appropriately. The Advisors are spouses of the Wing Commander, Vice Wing Commander, Wing Command Chief and Group Commanders. Their Board position is voluntary. The Advisors

include the Honorary President and Honorary Vice President.


a. The Advisor(s) shall serve on the Executive Board and the Board of Governors in an advisory capacity without vote. Advisors are categorized as Honorary Members and are not required to pay dues. If the Honorary Member decides to join the LSC as an Active Member by paying dues, she/he shall be entitled to all the rights and privileges of an Active Member.

b. The Advisor(s) shall serve on the Thrift Shop Executive Board in an advisory capacity without vote.

c. Is a member of the Constitution and By-Laws Committee d. Serves as advisor(s) for standing and special committees (e.g. Nominating Committee,

Administrative and Welfare Budget Committee, Scholarship Committee). e. Coordinates on all protocol issues. f. Assists the President and the Executive Board.

Nov 201517


Membership The Membership Chair is responsible for maintaining a current file of all LSC members.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors c. Maintains a current, updated list of all members. Give current list to President at each Board

meeting. The count should consist of a breakdown of the members: • Active Members • Spouses of active military members of the United States Armed Forces assigned or attached to

Luke AFB or residing in the greater Phoenix, AZ area. • Spouses of military members of the United States Armed Forces on active duty who are not in

the geographical area of Luke AFB, AZ. • Associate Members • Spouses of retired or deceased United States Armed Force members, residing in the greater

Phoenix, AZ area. • Spouses of international Armed Force members assigned to Luke AFB or the greater Phoenix,

AZ area. • Spouses of Department of Defense (DOD) employees, active or retired. • Honorary Members • Honorary President • Honorary Vice President • Advisor(s) d. Compiles and distributes a new LSC Directory by November 15th of each year which only

includes phone numbers and email addresses. It must be approved by the President before it is sent to the general membership.

e. Receives a budget for expenses, which includes: • Supplies • Name Tags f. Submits all bills to Administrative Treasurer for reimbursement. g. Creates and maintains member name tags. h. Prepares current records for the Election Chairperson to use on Election Day at the April

luncheon. Assists in verifying voting members. i. Emails the current LSC membership list to Special Activities Chair, Reservations Chair to assist

in execution of their duties. j. Bills members according to rules in “LSC By-Laws.” Receives the members’ dues and

distributes the checks to the Administrative Treasurer. Send correspondence to members who are not in good standing.

k. Fulfills the duties of the Scholarship Chair in her/his absence (does not include the case of vacancy).

l. If the Membership Chair cannot fulfill her/his duties, the Scholarship Chair will assume her/his duties (does not include the case of vacancy).

Nov 201518


Nov 201519


Programs The Programs Chair is responsible for making all arrangements for the programs for all LSC

functions.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Ensures that the programs for the year are hosted by various groups on base when possible and

present a variety of interests. d. Ensures Programs Guide is executed accordingly. Any deviation from the Programs Guide is

done with approval of First Vice President. e. Advises the Publicity Chairperson about the program and guest speaker. f. Writes a letter to the Security Police to ensure the guest speaker’s ability to get through the

front gate at least two weeks prior to function. Includes in the letter guest’s name, approximate arrival and departure time, destination, and purpose. Makes any necessary arrangements for escorts, etc., as needed. Calls front gate the day of event to confirm guest’s entry to the Base.

g. Notifies Public Affairs if you are inviting any news media personnel or any speaker of a political nature. They will inform you of any additional notifications you may need to make.

h. Gives the Secretary a list of the names and addresses of all LSC Program guests for necessary thank you notes.

i. Fulfills the duties of the Reservations Chair in his/her absence (does not include the case of vacancy).

j. If the Programs Chair cannot fulfill her/his duties, the Reservations Chair will assume her/his duties (does not include the case of vacancy).

Nov 201520


Newsletter The Newsletter Chair is responsible for publishing the LSC Newsletter monthly.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Proofreads all articles submitted for publication. d. Is responsible for creating the layout and providing a draft newsletter each month to be proofed

by the LSC President and Honorary President, e. May elect to cover events in writing yourself or appoint others to do so. Must make sure all

necessary articles and columns appear in each monthly issue. f. Will edit (as necessary) so that copy will be clear, correct and concise. Should keep in close

touch with Newsletter Advisor (Honorary President) and LSC President. g. Will set a deadline for all articles. The deadline should be enough in advance of the printing

date to allow time for proofing, editing, etc. It should also take into consideration the dates of LSC functions, so that fair publicity can be given to all of these event (current deadline is date of prior month's function).

h. Maintains a file of clip art and lettering for re-use. Templates and computers program. i. Submits all bills to the Administrative Treasurer for reimbursement. Please make sure to stay

within allotted budget. j. A co-chair may be appointed to assist the Newsletter Chair. k. Circulation: All newsletters are sent by email at the present time. l. Before using photos that were taken during LSC socials check with the Membership Chair if

they indicated on the Membership Application not to use their photographs. m. Advertising: Maintain records of who has paid, how long the ad should run, size, etc. Solicit

area businesses for advertising opportunities in our newsletter. n. ALL OSC FUNCTIONS DEADLINES SHOULD APPEAR IN THE NEWSLETTER. o. Notices that should be printed in the Newsletter: • Election information (Name of nominating committee chairperson so members may contact

her/him, if there are more than one person for an office an absentee ballot and instructions. The Parliamentarian is the nominating committee chairperson).

• Scholarship winners. • Members must be in good standing in order to participate in the Bingo Luncheons (Check

guidelines for the Bingo function). • A list from Special Activities Chairperson of on-going activities with names of chairpersons and

phone numbers. • Any pertinent information to keep the membership informed. p. Fulfills the duties of the Website Chair in her/his absence (does not include the case of

vacancy). q. If the Newsletter Chair cannot fulfill her/his duties, the Website Chair will assume her/ his

duties (does not include the case of vacancy).

Nov 201521


Publicity The Publicity Chair is responsible for publicizing all LSC functions and assists each Board

member with their specific publicity needs.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the President and the First Vice President. d. Receives a budget for expenses which includes: • posters and supplies • flyers e. Maintains a Publicity Chair’s notebook containing copies of Publicity items for three (3) years

(can be on CD/or any other digital way). f. Maintains close communication with the President, First Vice President, Second Vice President,

Newsletter Editor and Programs Chairperson for good publicity for LSC functions. Talk to President, First Vice President and Second Vice President at each monthly Board meeting about publicity for upcoming events.

g. Assists Newsletter Chair with monthly Calendar which appears in the Newsletter (LSC members’ deadline for submitting dates of events to show up on Calendar should be the Board meeting prior to the Newsletter deadline, 10th of each month).

h. Email Advisor(s) publicity of LSC functions to put in their newsletters. i. Maintains and updates the LSC Facebook page. j. Emails flyers to website chair to have posted on the LSC website. k. Creates flyers and posts on appropriate/relevant Facebook pages. l. Thunderbolt • Publicity Chair should submit briefs to the Thunderbolt for publication. • Articles should be submitted by 4 p.m. Friday two to three weeks prior to event. • Submit articles in typed form or in a legible printed form. • Submit articles to Thunderbolt Editor to insure the best chance for publication. • Submitted articles should include: • Top of article --- Dates the article needs to appear. • Body of article --- Basic facts, hostess group, guest speaker. • Reservation, email to contact for reservations, time and place. m. Fulfills the duties of the Newsletter Chair in her/his absence (does not include the case of

vacancy). n. If the Publicity Chair cannot fulfill her/his duties, the Newsletter Chair will assume her/ his

duties (does not include the case of vacancy)

Nov 201522


Website The Website Chair is responsible for maintaining the LSC website.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the President and the First Vice President. d. Receives a budget of expenses which includes the payment of the annual domain registration. e. Maintains the Website Chair Notebook containing the website registration information and

passwords required for continuity. f. Maintains close communication with the President, First Vice President, Second vice President,

Newsletter Chair, Publicity Chair, and programs Chair for updates on the LSC Website. g. Publishes the monthly Newsletter on the LSC Website. h. Updates the monthly LSC calendar on the LSC Website. i. Update the LSC Website annually with new Board member information and new member

application, or as necessary. j. Adds photos from each luncheon on the LSC website after checking with the Membership

Chair if consent was given. k. Renews LSC Website registration and domain annually. l. Posts proposed Constitution and By-Laws, as well as Budgets, on the LSC Website for review. m. Posts Minutes monthly on the LSC Website. n. Fulfills the duties of the Publicity Chair in her/his absence (does not include the case of

vacancy). o. If the Website Chair cannot fulfill her/his duties, the Publicity Chair will assume her/his duties


Nov 201523


Historian The Historian Chair is responsible for maintaining a record of the LSC’s accomplishments and

activities for the year.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Maintains chronological records (photos, history, newsletters, etc) of LSC to include the history

of the Luke Officers’ Wives’ Club (LOWC) and the Luke Officers’ Spouses’ Club (LOSC). d. Maintains a binder, journal or scrapbook of LSC accomplishments, news clippings and photos

for their position year. e. Coordinate with Publicity, Website and Newsletter Chairs to share news and digital photos of

LSC events. f. Is the primary photographer at LSC functions. Designates an alternate photographer in the

event that he/she is unable to be present. g. If the Historian Chair cannot fulfill her/his duties, the Publicity Chair will assume her/his duties


Nov 201524


Reservations The Reservations Chair is responsible for sending out Evites, accepting monthly reservations,

keeping the Evite contact list updated, accepting payment for luncheons, and reconciling payment with the Club.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the First Vice President. d. Coordinates with Membership Chair to give a list of newcomers, guests and departing members

before each function. e. Sends out Evites 2-4 weeks prior to each LSC luncheon, depending on when information is

received for the event and a reminder 1-2 weeks before the function. e. Cancellations will be accepted until the deadline stated in the evite. ALL NO SHOWS are

automatically charged or billed. f. Provides final numbers to Catering Staff of Club 56 the Friday before the event. g. Reports expected attendance to the First Vice President and President. h. Creates sign-in sheet which includes all necessary information for the function. i. Updates Evite contact list with current and accurate attendee’s information. j. LSC members and guests are charged for each function - cash, check or credit card at the door.

LSC members who are also Club 56 members receive a discount. k. If a member who pays cash is a “No Show”, the Administrative Treasurer will pay for them and

the Reservations Chair will bill the member concerned. l. The Day of the Function • Ensure there is $50+ petty cash for change in the cashbox. • Arrive at least 30 minutes prior to start of function. • Collect all monies. • Check ID’s for attendees ordering drinks, who appear under 30. m. 1-2 Days after the function • Bill all no shows by email or Club 56 credit card. • Complete the Club 56 pro-rata form. Include name and club number. Email to the Club 56

Cashier. • Once the club has responded with the balance due, meet with the Club Cashier to pay the

remaining bill. n. Fulfills the duties of the Programs Chair in her/his absence (does not include the case of

vacancy). o. If the Reservations Chair cannot fulfill her/his duties, the Programs Chair will assume her/his


Nov 201525


Childcare The Childcare Chair is responsible for planning and overseeing all childcare for LSC events.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Coordinates with the First Vice President. d. Is the representative to the Board for all childcare activities. e. Coordinates with the Board to identify which LSC functions can offer childcare services. f. Coordinates with the Publicity, Website and Newsletter Chair to notify members when childcare

will be offered. g. The deadline for childcare reservations should be stated on Evite sent out by the Reservations

Chair. h. Schedules care provider based on the number and age of the children scheduled, not to exceed a

6:1 ratio. i. Maintains database of all cleared childcare providers. j. Recruits and interviews new provider candidates with the assistance of an additional Executive

Board member. k. Completes a background check form on each provider and submits to the Luke Chapel to be

conducted. l. Maintains an inventory of all childcare items. m. Arranges for childcare providers to have entry to base and to Club 56 no later than 45 minutes

prior to function/meeting. n. Sets up the childcare room according. o. Greets the parents and provide a smooth transition for each function. • Ensures parents sign in each child. All allergies and special instructions need to be annotated on

the sign in sheet. Also ensure that each child’s name tag is highlighted if they have any special instructions/allergies.

• Ensures all personal items are clearly labeled with child’s name (sippy cups, pacifiers, diaper bags, etc.).

• When room is settled, joins the function. If a means of communication is not available, check in with the care providers every 30 minutes.

p. Escorts any parents back to the childcare room who needs to take care of an issue with their child.

q. As the function nears ending, return to the childcare room to check out children, answer any questions and collect donations.

r. Ensures the providers are paid by the attending parents. s. Coordinates with the Administrative Treasurer to pay the care providers any monies owed by

the LSC and ensures the providers get the donations collected from parents. t. Helps clean and sanitizes the childcare room for future use. u. Notifies the Board of Governors of any LSC member who is unable to follow the Childcare

guidelines. The LSC member may lose his or her privileges for Childcare at future LSC events,

Nov 201526


pending Board review. v. Fulfills the duties of the Special Activities Chair in his/her absence (not including vacancy). w. If the Childcare Chair cannot fulfill her/his duties, the Special Activities Chair will assume her/

his duties (does not include the case of vacancy).

Nov 201527


Special Activities The Special Activities Chair is responsible for planning special or new activities based upon the membership’s expressed interests. They have a committee of sub-chairs for on-going activities.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting members of the Board of Governors. c. Directly reports to the First Vice President. d. Oversees ongoing LSC Special Activity groups (ie. Bowling Club, Bunco, Mah Jongg, etc.). e. Requires the on-going activities to select their own Point of Contact or leader for the next year. f. Keep a roster of Special Activities sub-chairpersons giving this to: • The Hospitality Chair so it may be furnished to all newcomers. • The Newsletter Chair. g. Coordinates with Publicity Chair to have a flyer printed with activities offered. h. Communicates with the sub-chairpersons together or separately to explain and agree on the

responsibilities and obligations of each activity as they are sponsored by LSC, and must be open to all LSC members.

i. Stress to the sub-chairpersons that ALL participants must be members in good standing of LSC (keep in close contact with the Membership chairperson).

j. Collects the end of year reports from all activities by May. Mah Jongg continues through the summer.

k. Reports date and time for each activity for Newsletter Calendar to Newsletter Chair, due at each Board meeting. Your Year-End Report and all activities Year-End Reports are due at the May board meeting.

l. Maintains a list of property or equipment that any special activity has. m. Fulfills the duties of the Childcare Chair in her/his absence (does not include the case of

vacancy). n. If Special Activities Chair cannot fulfill her/his duties, the Childcare Chair will assume her/his


Nov 201528


Retired Liaison The Retired Officers’ Spouses’ Liaison is the official liaison between the members and the Board

of Governors.


a. Appointed by the Executive Board (with recommendations of the Retired Officers’ Spouses Group) to serve a term of one (1) year beginning in June.

b. Is a voting member of the Board of Governors. c. Be responsible for notifying Retired Officers’ Spouses members of important events and

information concerning them. Form a permanent calling committee to help. d. The Retired Officers’ Spouses members have four meetings a year: September, December,

March, and June. e. The Retired Officers’ Spouses Liaison is responsible for obtaining volunteers to plan these

functions. She/he coordinates all aspects of the meetings, including activation of the calling committee.

f. Invite the President to attend, on occasion, meetings of the Retired Officers’ Spouses. g. Fulfills the duties of the Historian Chair in her/his absence (does not include the case of

vacancy). h. If the Retired Officers’ Spouses’ Liaison cannot fulfill her/his duties, the President will assume

her/his duties.

Nov 201529


Charitable The Charitable Chair is responsible for maintaining the LSC charitable relationships with

established charities as well as identifying any new charities with which the LSC could become more involved with. The Second Vice President and Welfare Treasurer should research Welfare Donation requested not in the Welfare Budget and present requests at monthly Board meetings.

Consults with the Second Vice President before bringing requests to the Board.


a. Appointed by the Executive Board to serve a term of one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. Directly responsible to the Second Vice President. d. Coordinates with the Second Vice President and the Welfare Treasurer. e. Solicits volunteer groups for preparing OASIS meals, and preparing and serving Ronald

McDonald House meals. f. Maintains the LSC room at the Ronald McDonald House. g. Organizes the Layette Program and purchases supplies for the bags. h. Coordinates the VA Holiday Luncheon with assistance of Second Vice President. i. Coordinates any additional charitable events the President/Board of Governors approves. j. If the Charitable Chair cannot fulfill her/his duties, the Second Vice President will assume her/

his duties (does not include the case of vacancy).

Nov 201530


Thrift Shop The Thrift Shop Chair is responsible for the management of the day-to-day events of the Thrift

Shop.


The Thrift Shop: a. Is open on Wednesday and Friday, 10 a.m. to 2 p.m. Summer closing subject to Thrift Shop

Board approval. If the Thrift Shop is to be closed for holidays or other reasons, adequate publicity must be placed in the Thunderbolt, LSC Newsletter, Marquee, and posted in the Thrift Shop by the Manager.

b. Has an Executive Board of Directors, members are: • Spouse of the 56th Fighter Wing Commander, or his/her appointee • Manager of the Thrift Shop • Assistant Manager • Second Vice President of LSC • Welfare Treasurer • The First Vice President may be invited as an observer c. The Thrift Shop Manager appoints an Assistant Manager. d. The Thrift Shop Manager or Assistant Manager supervises: two employees • A paid bookkeeper • A paid janitor e. The Thrift Shop Executive Board approves the hiring or dismissal of all paid employees. f. The Thrift Shop Manager is a voting member of the Board of Governors. g. Maintain the Thrift Shop Manager’s Notebook containing: • Thrift Shop Constitution. • Board reports. • Monthly financial statements. h. Enlists volunteers to work the receiving desk. Without volunteers, there would be no Thrift

Shop. i. Be able to work the cashier’s desk. j. Go through the Thrift Shop and check all items for tags, condition, etc. k. Make all final decisions regarding the operation of the Thrift Shop including such unpleasant

tasks as refusing items for sale, handling irate customers, etc. l. Funds will be transferred to LSC Welfare Account quarterly, January, April, July and October. m. Distribute to charity organizations unsold items and donations as the need arises. n. Make the necessary reports: to SVS/CC o. Update and keep current all files and materials pertinent to the operation of the Thrift Shop.

Review these materials and make changes as needed to keep the files accurate. p. Sign checks for the Thrift Shop. q. When time allows, co-ordinate “T.S.ing” of the items on expired contracts. r. Approve expenses. s. An annual Christmas potluck luncheon is held and once a year an appreciation luncheon is held

Nov 201531


to acknowledge the tremendous HELP OF THE VOLUNTEERS. Arrangements will be made by the Manager and Assistant Manager.

t. An inventory of all Thrift Shop Property should be maintained in the files and kept up to date by the Bookkeeper.

u. An inventory of Thrift Shop key holders is kept up to date by the Manager. v. If the Thrift Shop Chair cannot fulfill her/his duties, the Thrift Shop Manager Assistant will

assume her/his duties (does not include the case of vacancy).

Nov 201532


Scholarship The Scholarship Chair is responsible for the organization and implementation of the Scholarship

selection process.


a. Appointed by the Executive Board to serve one (1) year beginning in June. b. Is a voting member of the Board of Governors. c. The number and equal dollar amount of scholarships is determined by the Budget Committee. d. Calls a meeting of the Scholarship Committee in October or November to review scholarship

rules and make necessary changes (Members of Scholarship Committee are President, Second Vice President, Honorary President, Parliamentarian, and Welfare Treasurer). e. Contacts Estrella Mountain Community College (EMCC) to ensure they will provide judging

panel for the evaluation and scoring of scholarship application packages. f. Reviews judging scoring system with EMCC representative to ensure consistency with

application requirements. g. Updates, making any changes advised from Scholarship Committee meeting and print copies of

cover letters - one for student and one for spouse - using LSC stationary (Secretary should provide this).

• Provides Chair’s name and contact number and LSC mailing address. • States the application deadline, usually mid-March. • Chair should sign all letters. h. Attaches each letter to scholarship applications (copies from 2015 are in the notebook). i. Distributes application packets to Base Education Office, Club 56, Thrift Shop, Base Library,

and the Airmen Family Readiness Center. Requests squadron First Sergeants to get applications to appropriate squadrons. Sends student application to Arizona Department of Education (contacts are listed in handbook). Emailing application packages is most efficient but give paper copies of the squadron or service requests it.

j. Contacts the Publicity Chair, at least one (1) month prior to distributing applications, for assistance with publicity in the Newsletter, Thunderbolt, Daily Bulletin, social media and posters. In the past, the Thunderbolt has provided a free small ad in the ”In Brief” section of the paper for a month or so before the designated deadline to receive applications.

k. Arranges to take application packages to representative at EMCC immediately following application deadline so they can begin scoring/evaluation process. Allow at least two (2) weeks for judging process. The applications must include an Official High School Transcript and the requested test scores. All required documents must be included or the application will be considered incomplete, thus void.

l. Calls the winners after judging panel has completed their process. Sends out official letters of congratulations to the winners and letters of regret to remaining applicants (copies in handbook).

m. Mails formal invitations to student winners and their parents, continuing education winners and their spouses, judging panel at EMCC, sponsors at Credit Union West (CUW) and guest speaker. Dinner for these individuals should be paid for by the Welfare Treasurer.

Nov 201533


n. Gives Welfare Treasurer Scholarship winners names, phone numbers, college attending and address where the money is to be sent. This information is also given to the Secretary if she/he writes the letters and sends the checks to the colleges.

o. Have Secretary send thank you notes to all members of judging committee. p. Arranges a nice ceremony in which the scholarship winners can be recognized. This will likely

include creating paper programs for the event, finding guest speaker, coordinating meal selections and table linens, centerpieces and decorations with First Vice President and Programs Chair.

q. Presents scholarship certificates at the Award Function. If a student is forced to withdraw from college, he or she is requested to return any unused portion of the money to the Welfare Fund. If a winner does not use the scholarship, it will be awarded to an alternate or returned to the Welfare Fund. All scholarship documents will be retained for two (2) years.

r. Turn in all receipts to Welfare Treasurer and Administrative Treasurer for any scholarship expenses paid out of pocket. This should be done no later than May since expenses must be reflected in that year’s budget.

s. Fulfills the duties of the Membership Chair in her/his absence (does not include the case of vacancy).

t. If the Scholarship Chair cannot fulfill her/his duties, the Membership Chair will assume her/his duties (does not include the case of vacancy).

Nov 201534


Section 2: General Information

and Forms

Nov 201535


BoG Meeting Agenda Template Luke Spouses’ Club Board of Governors’ Meeting Agenda

I. Call to Order II. President’s Opening Comments III. Review and Approve Previous Board Minutes IV. Executive Board Reports

1. President 2. First Vice President 3. Second Vice President 4. Secretary 5. Admin Treasurer 6. Welfare Treasurer 7. Parliamentarian

V. Social Standing Committee Reports 8. Membership 9. Programs 10. Newsletter 11. Publicity 12. Website 13. Historian 14. Reservations 15. Childcare 16. Special Activities 17. Retired Liaison

VI. Welfare Standing Committee Reports 18. Charitable 19. Thrift Shop 20. Scholarship

VII. Old Business VIII. New Business IX. Announcements

1. Dates to Remember 2. President’s Comments 3. Honorary President’s Comments 4. Honorary Vice President’s Comments 5. Advisor’s Comments

X. Adjournment

Nov 201536


Seating Chart

2nd Vice President Parliamentarian President Secretary 1st Vice President

Welfare TreasurerAdmin Treasurer

Membership

CharitablePrograms

Newsletter

ScholarshipsWebsite

Publicity

Thrift ShopHistorian

Reservations

Retired Liaison

Special Activities

Childcare

Advisor Advisor

Honorary Vice President

Honorary President Advisor Advisor

Nov 201537


Parliamentary Procedure Simplified The Object:

The object of parliamentary law is to provide a common formula or guide for conducting meetings and public gatherings. It is the means by which the will of the majority may be determined in an orderly manner. It provides for free and open debate which should assure a fair hearing for all persons and all points of view.

The Basic Principles of Parliamentary Law: 1) One question or proposal at a time. 2) The democratic principle of rule by the majority without tyranny to the minority. 3) The right to free and full debate. 4) The principle of equality: every member is the equal of every other in the right to

introduce, debate, and vote upon matters before the group. 5) Courtesy: Respect for the rights of individuals and for the assembly itself.

Procedure to propose a Main motion: Member: Madam President. President: Jane Doe. Member: I move that _ . Another Member: I second the motion. President: It is moved and seconded that (states motion). Members now wishing to speak for or against the motion must address the President and be recognized before speaking. A discussion follows. President: Are you ready for the question? If no one addresses the President, she puts the motion to vote. President: The vote is on the motion (states motion). Those in favor say

“Aye”. Those opposed say “no”. After the vote, the President declares the result, either

“The ayes have it; the motion is carried.” OR

“The no’s have it; the motion is lost. Is there other business?”

Rules for a Main Motion: 1) In order to vote when no other main motion is pending. 2) Majority vote decides. (The President may vote to break a tie.) 3) When motion is decided, it cannot be taken up at the same meeting, except on motion

to reconsider. The motion to reconsider can be made by a person that had voted on the winning side of the vote.

Nov 201538


Other forms of motions that must refer to the main motion on the floor and must be voted upon individually prior to the vote on the main motion are:

1) To postpone consideration indefinitely. 2) To amend or substitute words in the main motion. 3) To postpone definitely (set a date for it to be discussed again.) 4) To close debate and vote immediately. 5) To table. 6) To withdraw motion. 7) To rescind or repeal the motion.

Meeting etiquette:

DO: 1) Phrase clearly any motion which you present. 2) Permit the chairman to state the motion before you debate upon it. 3) Be careful to use the appropriate motion for the action which you wish taken. 4) Say “I move...” 5) Be on the alert to detect violations of rules of order.

DO NOT: 1) Do not wait to obtain the floor in order to second a motion. 2) Do not say “The motion on the floor”, instead say “the pending motion” or “the motion

before the club”. 3) Do not say “I support the motion”, instead say “I second the motion”. 4) DO NOT ENGAGE IN CONVERSATION WHILE THE ASSEMBLY IS IN SESSION.

Nov 201539


LSC Forms The following forms are to be used in conjunction with the LSC Constitution and By-Laws. Where there are any conflictions between these documents, the By-Laws and Constitution will be followed.

1) LSC Membership Application 2) LSC Reimbursement Voucher 3) LSC Welfare Request Form 4) LSC Childcare Reimbursement Voucher 5) LSC Candidate Information Form 6) LSC Programs Booklet

Nov 201540


Membership Application

Email: [email protected]

First Name:_______________________________Last Name:_____________________________

Address:________________________________________________________________________

Cell No: _ _ _ - _ _ _ - _ _ _ _ Email:_________________________________________ Spouse’s Unit:_______________ Previous Base: ___________________ Date Arrived: _________

☐ New LSC member ☐ Returning LSC member. ☐ I would like to be contacted about serving on the LSC Board

Annual Membership Dues Dues are required to be paid in full when your membership is activated. Payment plans are available through the Administrative Treasurer. Payment can be made at any LSC social function with cash or check payable to LSC or mailed to: LSC, c/o Membership Chair, PO Box 1959, Litchfield Park, AZ, 85340. $48.00 ☐ Active Duty (E-5 and above) ☐Retired ☐Deceased ☐Reserves/Guard ☐International ☐DoD Employee

$36.00

☐ Active Duty (E-4 and below) ☐Retired ☐Deceased ☐Reserves/Guard

Please read, accept and initial the following terms and conditions of membership in the Luke Spouses’ Club. All governing rules and regulations may be found in greater detail in the LSC By-Laws, Constitution and Handbook. As a member, you are encouraged to read these documents and understand your commitments and responsibilities. _____ Reservations Policy for Functions: I agree to cancel through Evite or contact the Reservations Chair by the specified date in the Evite or I will be charged the cost of the function. _____ I authorize the LSC, to copyright, use and publish my photographs at LSC events in print and/or electronically. _____ I agree to have my name, email and phone number published in the LSC directory and distributed only to LSC members. _____ Liability Declaration: Initial to agree in the event the LSC assets (including the Luke Air Force Base Thrift Shop) should be insufficient to discharge its liabilities, LSC members are jointly and severally liable for obligations of the entire organization. _____ As a member of the LSC, I agree to abide by the LSC rules and regulations as set forth in the Constitution and By-Laws.

Signature:______________________________________________ Date:______________

For Office Use Only

Date Received ______ Cash/Check # _____ Amount _____ Evite List ____ Name Tag ____ Roster ____

Nov 201541


Reimbursement Voucher Email: [email protected] or [email protected]

Committee/Fund:________________ LSC Voucher #:________________ LSC Check #:________________

This Transaction Represents (Circle One): RECEIPT DISBURSEMENT

Date: ____________________________________ Received from/Paid to: Name: _____________________________________________________________

Address:______________________________________________________________

This transaction is submitted for execution and recording by the Treasurer. The items and amounts listed above are true and correct to the best of my knowledge and are authorized by the LSC Board. Attached herewith are all sales slips, receipts, bills, invoices, statements, or vouchers representing this transaction.

Chairman’s Signature: ______________________________________________

Treasurer’s Certification: The items and amounts listed above are true and correct to the best of my knowledge and were received/disbursed by me in accordance with the current LSC Board approval as stated in the minutes.

Treasurer’s Signature: ______________________________________________

Description Amount

Total

Nov 201542


Welfare Request Form Email: [email protected]

Name of Organization: _____________________________________________________________ Point of Contact: _______________________________________________________________ Email Address: _______________________________________________________________ Mailing Address: _______________________________________________________________

Phone:

Purpose of Funding:

Who Will Benefit From Funds:

Percent of Military and/or Military Family Members who will Benefit: _________________________

Amount Requested: __________________________________________________________________

Date of Event/Funds Required:

Do you have other means of obtaining funding (fundraising, other organizations, etc.):

Please attach any other pertinent information. Request can be emailed to [email protected] or mailed to:

LSC c/o Charitable Chair

PO Box 1959 Litchfield Park, AZ 85340

Signature: _____________________________________ Date: _________________________

All requests will be reviewed at our monthly board meeting held the first Tuesday of the month.

Nov 201543


Childcare Reimbursement Form Email: [email protected]

Date: ___________________________

Name: ___________________________

Name of Child(ren): _______________________________________________________

Childcare Provider: ______________________________________________________

Time In: ____________________ Price per Hour: __________________

Time Out: ______________________ _ Total Amount: ________________________

Childcare Guidelines

1) All Board members are entitled to reimbursement for childcare during Board meetings or special meeting during which childcare is not provided by the LSC.

2) The LSC Administrative Treasurer will reimburse the childcare amount paid up to the following rates:

One child - $ 6.00/hour Two children - $ 8.00/hour Three children - $ 10.00/hour Four children - $ 12.00/hour

1) The Board member is responsible for letting the Administrative Treasurer know that private childcare was used at the time of the Board meeting or special meeting.

By signing this form, I certify that I have attended the LSC Board meeting or special meeting during which childcare was not provided.

Signature:___________________________________ Date: __________________

Nov 201544


Candidate Information Form Email: [email protected]

Anyone interested in serving on the Executive Board please complete the application below and submit it to the LSC Parliamentarian via Email or bring it to the March social. The Executive Board positions are nominated at the March social and elections are held at the April social. The Executive Board consists of the following positions: President, First Vice President, Second Vice President, Administrative Treasurer, Welfare Treasurer, and Secretary. You won’t regret utilizing your skills and talents to lead the Board of Governors and the LSC!

First Name:____________________________ Last Name:___________________________________

Address: ____________________________________________________________________________

Home Phone: __________________________ Cell Phone: ___________________________________

Email: ______________________________________________________________________________

Spouse’s Name/Spouses’ Branch of Service/Squadron: _______________________________________

Previous Spouses’ Club positions held:_________________________________________________

Experiences in other organizations: ____________________________________________________

Following Executive Positions you are willing to be nominated to hold (please sort by preference):

1) _____________________________________________________________________________

2) _____________________________________________________________________________

3) _____________________________________________________________________________

Please return this form to the Parliamentarian via Email, at a social or via mail to:

LSC c/o Parliamentarian

PO Box 1959 Litchfield Park, AZ 85340

Signature: ____________________________________ Date: _____________________

Social Hosting Guide and Checklist Email: [email protected]

We are thrilled that your group will be hosting a LSC social! We look forward to working with you

Nov 201545


to make this an entertaining and fun event! Below is a guide designed to outline your responsibilities, which should ease your planning process. If you have any questions, please contact the Programs Chair.

Board Chair: Name: Email: Programs _______________________ [email protected]

President _______________________ [email protected]

First Vice _______________________ [email protected]

Admin Treasurer _______________________ [email protected]

Reservations _______________________ [email protected]

Club 56 Manager _______________________ (623) 856-6446, ext 226

This year's LSC Social Theme is ___________________________

PLEASE NOTE: This guide contains current information that is subject to change and intended to be used as a tool. All decisions on social planning ultimately rest with the Programs Chair who reports to the First Vice President, who in turn reports to the LSC Executive Board. The planning of LSC events is meant to provide enjoyable socials for our membership. Thank you for helping us provide our membership with an enriching event!

YOUR RESPONSIBILITIES AS HOST: Pick a Theme Decor - Table Centerpieces and Room Atmosphere

Prizes - Coordinate with Programs to buy game prizes (if applicable) and 1-2 door prizes Menu Planning - Plan meal, drinks, linens and room set-up

The LSC will take care of the Evite, payment, childcare, name tags and check-in. To ensure continuity, we will also MC the event timeline and agenda. Each LSC Social contains an activity, some are already designated (Bingo, Bunco, Expo, etc.). Please work with the Programs Chair to brainstorm an activity and corresponding prizes - creative ideas are always welcome! The responsibility of the activity falls on the Programs Chair, not our host, therefore the Programs Chair will work with the LSC Board of Governors to run the activity. Teamwork is key to the successful integration of the theme and activity. Thank you in advance for working with us!

SOCIAL DATE:_________________________________

SIX WEEKS PRIOR - COORDINATE MEETINGS DATE:_____________

Please email the following to our Programs Chair and CC the First Vice:

Nov 201546


> Point of Contact name for your event, POC email and phone number > Theme for the month, in line with yearly theme

Contact Programs Chair to set-up a meeting time next week. You will have two meetings next week, one with the Programs Chair to figure out details and direction, another with the Club to plan the menu (The Programs Chair or First Vice should be there when you meet with the Club). You can plan these on the same day, allowing about 45 minutes for the Programs meeting, and 30-45 minutes with the Club. Other members from your organization who are helping to host are welcome to attend the meetings.

If you would like to have a guest speaker, please clear it with the Programs Chair or First Vice.

5 WEEKS PRIOR - MAJOR PLANNING WEEK! DATE:_____________

PROGRAMS CHAIR MEETING Plan activity details Plan details that need to be coordinated with Club 56 (A/V equipment, space set-up, special

bar, etc.) Discuss decoration plan (Club 56 and the LSC have some items you may borrow) Plan social timeline

Please let Programs know if you have any special requests or considering a guest speaker.

CLUB 56 MEETING

Meet with Melissa, Club Manager, at Club 56 (The Programs Chair or First Vice should be there to assist you and ensure continuity). Decide menu and menu cost. Please consider a buffet/fixed menu to minimize cost for members. Our typical arrangement with Club 56 is $15 a plate with a $2 discount for Club 56 members. Anything above this price requires approval from the First Vice President.

Decide on a Specialty Drink which usually costs $4-$5/drink. We suggest you add the following two drink items to your event: one bottle of red wine @ $6 and

one bottle of white wine @ $6. We will only be charged for wine if opened. The Programs Chair or First Vice President must be present to sign or account for the final contract

with Club 56.

4 WEEKS PRIOR - SPREAD THE WORD! DATE:_____________

Programs or the First Vice should have the menu details from the meeting. If you have any specific wording you would like on the evite, please work with our Programs Chair. Thank you!

The Reservations Chair will send out the official Evite with the info you provided. Please contact the Programs Chair with major changes after this info is sent out. Also note, the LSC Publicity Chair will create an informational flyer with the submitted info and distribute it on base.

Phew... Now you can start to get excited for your event! The difficult stuff is behind you!

Nov 201547


2-4 WEEKS PRIOR - FINALIZE DECOR, BUY PRIZES DATE:_____________

Create a design plan. It can be helpful to set up a table centerpiece in advance at home. Purchase door prize(s): A minimum of 1 door prize should be purchased for your event. The door

prize is usually given out when nametags are collected at the end of the social. Door prizes may be used as centerpieces, but that is not necessary. More than 1 door prize can be given out (2-3 is not unusual).

Purchase activity prizes if applicable: The Programs Chair may ask you to purchase a prize or two for the activity, depending upon the social. Prizes won during the social are separate from the door prize which can only be won by LSC members. The activity prizes, unfortunately, still come out of the total $75.00 budget. Any reusable decorations purchased with LOSC funds and not given out as door prizes should be turned over to the Programs Chair upon completion of the event. Reused Club 56 and LOSC decor is property of its respective owners cannot be given away as prizes.

The Administrative Treasurer has a list of the amount voted on and budgeted for each month's social and can provide information on the budget for special socials, such as Bunco and Bingo.

IMPORTANT NOTE ON BUDGET: The total budget for door prizes and decorations is $75.00. The exception to this budget is the Bunco and Bingo socials which have higher budgets. Please note that any money spent beyond this amount will NOT be reimbursed unless pre-approved by the LOSC Board in writing. Please contact the Programs Chair or the First Vice with questions.

1 WEEK PRIOR - RSVP COUNT & FINAL DETAILS DATE:_____________

The Reservations Chair will call and provide the final RSVP numbers to the Club. Coordinate with the Programs Chair to finalize timeline. Prepare what you would like to say to the membership if you (are another member of your group that is hosting) are sharing a few words. For example, you could say thank you to the membership for attending and explain who your group is on base and why you decided host, or the significance of your theme to your group, etc. You may want to thank a few of the group members who helped you organize for this event. You can provide info about any of your group's upcoming activities, too. Part of our mission is to increase the sense of community at Luke, and learning more about your group is a great way to increase solidarity on base. Typically, this will be done while we are discussing LSC business, so 2-5 minutes speaking time is ideal. Thank you! Contact your guest speaker (if applicable) as a courtesy reminder regarding the event and finalize details with the Programs Chair to get them on base if necessary

IMPORTANT: Test Audio/Visual equipment prior to your event in case the Club's equipment cannot "read" your material. Club office staff can often help. The Programs Chair may also be

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helpful.

Complete Reimbursement Voucher to be submitted to the Administration Treasurer the day of the social to obtain reimbursement. Please attach all necessary receipts to voucher form (and make copies of your receipts if you would like them). Please limit your reimbursement to one individual. This individual can then disburse the money to others within your group as necessary. We ask that you turn in your Reimbursement Voucher to our Administrative Treasurer within the 30 days following your event.

DAY OF SOCIAL DATE:_____________

Arrive early to set up the decorations and greet members (bring some helpers if you need them!). Set-up music/video equipment and test out any bugs, if applicable.

SET-UP - OTHER LSC POSITIONS

Programs Chair should make sure the microphone is charged/has working batteries and the sound system is ready to go. They are also setting up the activity and helping with general set-up.

Childcare Chair should check that childcare has equipment from the LSC closet and everything is good to go in the childcare room.

The Reservations Chair arrives to collect payment and set-up registration table. Membership Chair arrive in advance to set-up membership reservation and nametags.

JUST BEFORE THE EVENT BEGINS... If you notice something that needs the Club's attention during the meal, please let a server know or

alert the Programs Chair or First Vice President. Don't forget to put your name tag on. Smile and Have Fun!!!

AFTER ACTION: Help remove all decorations after social is complete. Submit Reimbursement Voucher form to Administrative Treasurer. (We ask that you turn in your

Reimbursement Voucher to our Administrative Treasurer within 30 days following your event.)

Complete Feedback Form and turn in to Programs Chair. Pat yourself on the back! You did it! You helped host a spectacular LSC social!

Thank you in advance for the wonderful social your group is planning, and for your support of the Luke Spouses' Club.

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Board of Governors' (BoG) Handbook1 Nov 2015. LSC BOARD OF GOVERNORS' HANDBOOK Section 1: General...

Documents

Transcript of Board of Governors' (BoG) Handbook1 Nov 2015. LSC BOARD OF GOVERNORS' HANDBOOK Section 1: General...