President
A. Be elected by the membership for one Club year.
B. Serve on the Budget, Community Outreach, Scholarship
Guidelines, Constitution and Bylaws Special Committees.
C. Preside at all Meetings of the General Membership, the Executive Team, and the Governing Board and shall be an official Member of all committees except the Nominating Committee where the President is permitted to attend without rights or voting privileges.
D. Make arrangements for ERSC Board meetings.
E. Ensure that the Constitution and Bylaws are upheld.
F. Have no voting privileges, except in the case of a tie.
G. Appoint a Parliamentarian, Appointed Officers for each Standing Committee, and a Chairperson for any Special Committees deemed necessary, after conferring with the Advisor and/or Honorary President and Honorary Vice President.
H. Call special membership, board, or committee meetings, as needed.
I. Establish board policies and procedures at the beginning of the board year.
J. Be signatory on all ERSC bank accounts.
K. Coordinate the purchase and presentation of farewell and/or appreciation gifts for the Governing Board. The funds for these gifts will be budgeted for and paid from the Administrative Account.
L. Represent or appoint a designee to represent the ERSC in the JBER Community at community councils deemed necessary.
M. Prepare a welcome letter and/or monthly article for The Fireweed.
N. Invite the spouses of the senior most Commander and CSM for all services.
O. Request that the Parliamentarian execute telephonic or electronic votes, as needed.
P. Act as a representative for both the Welcome and Farewell for the spouses of: JBER's senior leadership for all services.
Q. Appoint a member to fill any vacancy occurring in the elected or appointed offices, except those filled by succession. These appointments shall have the approval of a majority vote of the Executive Team.
R. Remove any member of the Board or Committee for just cause with the approval of the Executive Team.
S. Ensure that validation and tax documents are prepared, filed, and maintained. Shall cosign the ERSC’s yearly tax returns, if necessary.
T. Authenticate—by signature—all acts, orders, and proceedings of the ERSC, and in general, to represent and stand for the ERSC.
U. Serve with the Volunteer Coordinator as Operational Point of Contact (OPOC) for ERSC Volunteer Management Information System (VMIS) account. Will ensure that correct and up to date volunteer records are kept on VMIS for all Board members and submit volunteer award packages annually NLT 15 February.
V. Attend Private Organization meeting chaired by the 673rd Command Chief.
W. Will maintain keys for building 1108 room 17 A/B and 18 A/B.
VP of Administrative Operations
A. Be elected by the membership for one Club year.
B. Serve on the Social, Community Outreach, Country Fair, Constitution and Bylaw Revision, Budget and Special Committees.
C. As First Vice, assumes presiding role in absence of the President.
D. As Admin Team lead, supports and supervises Socials, Special Events (SSU/ “Final Farewell”), Internal Clubs, Ways and Means/Property/Vendor Coordination.
E. Serves as Committee Chair for Super Sign Up and Final Farewell
F. Partners with Treasurer to ensure responsible accrual and dispersion of administrative funds.
G. Arranges for appropriate honoraria or gifts for those persons presenting programs, when applicable.
H. Appoint committee members, as needed, who are club members in good standing.
I. Works with VP of Communications to promote participation and publicize ERSC events.
J. Act as co-custodian of all ERSC property.
K. Be responsible for procuring the President’s appreciation gift, which will be
budgeted for and paid from the Administrative Account.
L. Be signatory on ERSC Administrative bank accounts
VP of Charitable Operations
A. Be elected by the membership for one Club year.
B. Serves on following committees: Budget Review, and Constitution and Bylaw Review, Charitable Outreach, and Scholarships Guidelines Committee.
C. As Second Vice, assumes duties of President if VP Events (First Vice) is unable. D. In the case of simultaneous vacancies in the office of the President and First Vice President, the Second Vice President will assume the office of President.
E. Appoint committee members, as needed, who are club members in good standing.
F. As Charitable Team Lead, supports and supervises the Country Fair Chair(s), Charitable Outreach, and Scholarship Chair.
G. Partners with Treasurer to ensure responsible accrual and dispersion of charitable funds.
H. Works with VP of Communications to promote volunteerism and publicize ERSC philanthropy.
I. Overseas and approves Volunteer Appreciation gifts, when applicable.
J. Acts as co-custodian of all ERSC property in conjunction with the First-Vice President.
K. Serve with the Volunteer Coordinator and President as Operational Point of Contact (OPOC) for ERSC Volunteer Management Information System (VMIS) account. Will ensure that correct and up to date volunteer records are kept on VMIS for all Board members.
L. Be signatory on all ERSC charitable bank accounts.
VP of Communications
A. Be elected by the membership for one Club year.
B. Serves on following committees: Socials, Country Fair, Budget Review and Bylaws and Constitution Review,
C. As Third Vice, assumes duties of President if VP Admin. Ops (First Vice) and VP Charitable (Second Vice) are unable.
D. As Communication Chair, accomplishes the Public Relations, Membership& Reservations, and Newsletter tasks.
E. Serve as a ERSC representative to specific councils/events as determined after consultation with the ERSC President, Honorary Officers and Advisor(s).
F. Manages designated administrative funds (see Administrative Budget).
G. Collaborates with the Executive Team to manage ERSC events calendar.
H. Be signatory on ERSC charitable and administrative bank accounts.
Executive Secretary
A. Be elected by the membership for one Club year.
B. Serve on Charitable Outreach, Budget and Constitution and Bylaw Revision Special Committees.
C. Be the recording officer for all meetings of the Governing Board, Executive Board, and General Membership Meetings (whenever business is conducted) of the ERSC and their proceedings. Minutes of all Governing Board meetings will include the names of any member not in attendance at each session.
D. Set a deadline to collect monthly board reports in the shared Google Drive as appropriate.
E. Submit a rough draft of the minutes to the Executive Board for approval no later than one week after the meeting. The approved copy will then be distributed to the Governing Board no less than one week prior to the next board meeting.
F. Submit the final copy with any necessary amendments to the board via email distribution, with one copy to be posted on the ERSC website for the General Membership within one week of the validation of the minutes.
G. As required, forward one (1) copy of the monthly approved minutes and the financial statements to the governing body of private organizations on JBER.
H. Properly enter any telephonic or electronic votes and the results as given from the Parliamentarian in an addendum to the minutes to be read at the next scheduled Board meeting.
I. Familiarize their successor with all records and files of the association.
J. Prepare and dispatch correspondence for the association as directed by thePresident.
1. Write and distribute thank you notes when appropriate.
K. Collect and deliver all ERSC postal mail no less than once weekly.
L. Order and purchase all social stationery for the ERSC.
M. Report to the Board all correspondence received for the ERSC.
N. Prepare and distribute to the Governing Board the Board roster to include names, phone numbers, and email addresses, with respect for their privacy considerations.
O. Be responsible for collecting one copy of the AAR from each ERSC board member, both elected and appointed, for the ERSC permanent file no later than 25 May.
P. Be responsible for the storage and eventual destruction of ERSC files, as per ERSC Constitution.
Treasurer
A. Be elected by the membership for one Club year.
B. Serve on the Socials, Charitable Outreach, Country Fair, Constitution and
Bylaw Revision Special Committee; chairs the Budget Review Committee
C. Manage operational finances of all ERSC Bank Accounts, including bank
records, income/expenditures, and CPA services
D. Be the primary signer of checks drawn against the ERSC bank accounts.
E. Select a qualified disinterested party to perform the annual compliance audit. Submit the record for the annual financial review of the accounts no later than two weeks following the end of the ERSC fiscal year, May 31.
F. Should there be a mid-term vacancy in the position of Treasurer, a financial review will also be performed. The Treasurer must select a qualified disinterested party to perform an annual compliance audit. This audit must take place before the departing Treasurer leaves and before the new Treasurer takes their place.
G. Establish policies to cover debit and credit procedures at the beginning of the board year.
H. Keep electronic copies of all receipts, disbursements, supporting vouchers and records.
I. Reimburse Members for outstanding expenses in a reasonable amount of time. J. Coordinate with the Executive Board when necessary to implement ways to accept debit and credit cards.
K. The Treasurer will be the final ERSC authority regarding whether or not to use any third-party payment processing programs for the Administrative Account.
L. Collect all accounts receivable and maintain them in an accredited financial institution.
M. Deposit all funds within 72 hours of receipt.
N. Submit copies of reconciled monthly bank statements for all accounts to the Governing Board.
O. Prepare and present a financial report monthly to the Governing Board to be included with the official minutes.
P. Submit copies of reconciled monthly bank statements for all accounts to the Governing Board.
Q. Review along with the President and Advisors, the budget in December and recommend any adjustments for approval by the Governing Board in January.
R. Distribute approved Charitable Grants to the Charitable Outreach Chair in a timely manner upon receipt of the list of all approved applicants and Scholarship Awards directly to the institution of higher learning.
S. Comply with current IRS requirements.
T. Ensure non-profit tax status is in force.
U. Be present at all fundraising and social events to facilitate financial transactions. V. Verify or appoint a member of the Executive Team to verify the count of all monies received at ERSC events for deposit.
W. Arrange for a timely and orderly transfer of the financial records with the newly elected Treasurer no later than two weeks following the end of the ERSC fiscal year, May 25.
Parliamentarian
1. Be appointed for one Club year.
2. Serve on committees as designated.
3. Ensure that Board Meetings are conducted according to the proper procedures as outlined in the ERSC Constitution and Bylaws, all applicable post/base, Air Force and/or Army regulations relevant to private organizations, and Robert’s Rules of Order (revised).
4. Advise the President and aid in ensuring the ERSC Constitution and Bylaws are followed.
5. Be an impartial mediator in the conduct of all Club business.
6. Have no voting privileges at the ERSC Board meetings.
7. Maintain and have available at all General Membership functions, copies of the current constitution and Bylaws for review by members.
8. Ensure that each board member has a copy of the most current ERSC Constitution and Bylaws.
9. Chair the Constitution and Bylaw Review Committee
a) Submit a copy of the revised Constitution and Bylaws to the Installation Commander and private organization governing body for approval, after appropriate ERSC approval has been achieved.
10. Coordinate with Communications Chair for publication of constitution/bylaw changes.
11. At the request of the President, administer any telephonic or electronic votes, and relay the results to the Secretary and President.
12. Serve as the Nominating/Elections committee chairperson.
13. Serve as Election Officer:
a) Prepare and dispense the ballots
b) Oversee the election process, including counting the ballots with an impartial Club member in attendance
c) Announce the results to the General Membership. Install newly elected officers at the May General Membership meeting.