ARTICLE I Name and Purpose 1.1. Spangdahlem Spouses and Enlisted Members Club operates on Spangdahlem
Air Force Base with the written consent of the installation commander. The name
of this organization has been established and henceforth shall be Spangdahlem
Spouses and Enlisted Members Club (SSEMC). 1.2. The purpose of the organization is to promote and preserve interest in the
United States Armed Forces activities (charitable, educational, Community
Outreach, social, and recreational) and to foster a high degree of morale among its
members associated with Spangdahlem Air Base, Germany and surrounding area.
ARTICLE II General Provisions
2.1. The organization is established pursuant to the provisions of AFI 34223, Private Organizations (PO) Program. 2.2. The organization operates on Spangdahlem AB and surrounding area only with
the consent of thecinstallation commander. Operation is contingent on
compliance with the requirements and conditions of all applicable Air Force
regulations. 2.3. All members of the SSEMC are jointly and severalty liable for the organization’s
debts if the organization’s assets are insufficient to meet its financial obligations. 2.4. Robert’s Rules of Order, Newly Revised Edition will be used as a guide where
the parliamentary issue is not addressed in the constitution and bylaws. The
organization’s Parliamentarian will maintain a copy. 2.5. No part of the organization’s earnings will accrue to the benefit of any member.
Nor will any member use their SSEMC membership to influence any agency for
personal gain. Members will conduct themselves in a professional manner when
representing the SSEMC. 2.6. Special Functions: Rules pertaining to special functions shall be at the
discretion of the Executive Board. All country, federal, and local laws governing
like activities must be complied with.
ARTICLE III Membership 3.1. Membership in the organization will be voluntary and open to NATO enlisted
military and civilian equivalent personnel, primarily of the DOD family, associated
with Spangdahlem AB, Germany and the surrounding area to include tenant units
serviced by the 52d Fighter Wing. 3.2. The organization will not discriminate against anyone on the basis of age, race,
religion, color, national origin, disability ethnic group, or gender. 3.2.1. The privileges of full membership include the right to vote, hold office, and
chair a Committee, so long as the member is in good standing with the SSEMC.
A regular member shall pay $30 in annual dues. Persons eligible for membership are: 3.2.1.1. A spouse of an active duty or retired enlisted member of the US Armed
Forces. 3.2.1.2. An enlisted member or retired enlisted member of the US Armed Forces.
3.2.1.3. An adult family member, other than a spouse who is a member of the
household of an active or retired enlisted member of the US Armed Forces. 3.2.1.4. A Department of the Air Force/Army civilian and/or spouse, equivalent
to GS7 and below. 3.2.2. HONORARY MEMBERS The President shall have the privilege to extend or
withdraw honorary club membership, with board approval, to any person not
otherwise eligible for membership. This honorary position shall have all the
privileges of membership with the exception of voting or holding office. Their
membership shall end with the termination of the approving boards’ tenure of
office. They shall not pay dues. 3.2.3. Infants up to the age of 1 year are allowed to attend meetings with the
member. Members will be partially reimbursed for childcare at $5.00 flat rate per
hour, up to $10.00, when attending authorized meetings in which childcare is not
provided. SSEMC will pay for up to 2 hours per meeting. Childcare starts at the
time the meeting begins and ends when the meeting is concluded: Childcare is not
reimbursed for travel time to and from meetings.
3.3. Guests
3.3.1. A person eligible for membership may attend only one SSEMC sponsored
event or function as a guest at the expense of the SSEMC. 3.3.2. Visiting guests ineligible for membership may attend any or all SSEMC
general membership meetings at their own expense. Members are responsible for
the conduct of their guests and the cost of the meal.
ARTICLE IV Operating Procedures
4.1. Nominations 4.1.1. At the March General Membership meeting, the Parliamentarian will call for
nominations including self nominations of the SSEMC General Membership to serve
on the Executive Board Elect. Any nomination made during the General meeting
will be considered an official written notification as long as the nominee is present. 4.1.2. Parliamentarian will keep a written record of all nominations for two years. 4.1.3. A person can be nominated for and accept the nomination for more than
one position. 4.1.4. Nominations will be accepted until two weeks prior to the elections. 4.1.5. Acceptance of a nomination will be in the form of a written biography which
must be received by the Parliamentarian one week prior to the April General
Membership meeting. 4.1.5.1. In the event that one person wins more than one position, they will be asked
to choose the position they wish to accept and the remaining position will be
revoted on among the remaining nominees. 4.1.5.2. Family members may not serve on the Executive Board concurrently,
IAW 7.1.2. 4.1.6. The following positions make up the Executive Board (Chain of Command)
are elected positions:
4.1.6.1. President
4.1.6.2. 1st Vice President
4.1.6.3. 2nd Vice President
4.1.6.4. Secretary
4.1.6.5. General Treasurer
4.1.6.6. Community Outreach Treasurer
4.1.6.7. Parliamentarian and Advisors) are not elected positions and do not have
voting rights.
4.2. Elections
4.2.1. All elected officers shall be voted upon at the regularly scheduled April
General Membership meeting or an emergency/special meeting convened for that
purpose. The Parliamentarian will email all biographies to the General Membership
5 days prior to the election. 4.2.2. Nominee must be present, unless notification of absence is coordinated with Parliamentarian prior to April General Membership meeting. 4.2.3. Nominees will be current active members of the SSEMC and have one year
retainability to complete their term of office.
4.2.4. To be eligible to vote a member must be in good standing with the SSEMC. 4.2.5. Voting shall be by secret ballot. Ballots will be counted by the appointed
election committee who are non-voting members.
The Parliamentarian is eligible to vote for Executive Board positions. 4.2.6. If the Parliamentarian is running for an elected office, then the President will
appoint a temporary Parliamentarian to take his or her place during this election
period. 4.2.7. On Election Day, the Membership Chair shall verify membership before any
member may vote. 4.2.8. A member may vote by secret ballot prior to election date if that member is
going to be on TDY status, emergency leave, or ordinary leave. 4.2.9. Board members serve a period of one year beginning at the May General
Membership meeting to the following May General Membership meeting, to allow
for the Installation ceremony and shadowing.
4.3. Official Change of Office: Newly elected officers will take their positions at the June General Membership
meeting.
4.4. Vacancies:
4.4.1. If the President vacates their office succession will include 1st Vice to
President. The 2nd Vice will promote 1st Vice. Special Election will occur for the
2nd Vice vacancy.
4.5. Special Elections
4.5.1. Special elections are conducted in the event of an Executive Board position
vacancy (without succession). 4.5.2. Special election will occur within 30 days of the vacancy. 4.5.3. Special Election process and procedures will follow the guidelines set forth in
Article IV Section 4.1.
ARTICLE V Termination of Office/Membership and/or Committee Chairpersons
5.1. Grounds for Termination: The following are grounds for termination of office or
membership. This list is not inclusive:
5.1.1. Continuous gross or willful neglect of the duties of office. 5.1.2. Failure or refusal to disclose necessary information on matters of funds. 5.1.3. Unauthorized expenditures, signing of checks, or misuse of organizational
funds.
5.1.4. Undermining the organization, its officers, or the General Membership.
5.2. Termination Procedures: The following is the procedure for termination: 5.2.1. Three executive board members and either an Honorary Advisor/or Advisor will have a meeting with the member in question and attempt to resolve the conflict.
5.2.1.1. Failure, by the member, to meet at a mutually agreeable time and place
will result in immediate termination. 5.2.2. If conflict remains, the Executive Board will vote on removal. Termination will
be by three voting members of the Executive Board. 5.2.3. If conflict is between two Executive Board members, a vote will be taken
without said Board members present. 5.2.4. A meeting for notice of termination will take place with an Executive board
member (based on chain of command IAW 4.1.6), an Advisor, and person in question. 5.2.5. All attempts will be made to contact member of termination of membership.
5.3. Resignation: Resignation of any position requires 30 days written notice to the President or Parliamentarian. All SSEMC materials will be turned in at this time. Resignation will
result in a year’s probation from holding a position on the Executive Board.
ARTICLE VI General Duties of Board Members 6.1. The duties of the Board members shall be those implied by their respective
titles and those specified by these Bylaws. All board members are to hold voting
rights unless otherwise stated. These duties shall include but are not limited to: 6.1.1. Be present at each Board Meeting or notify the President of absence in
advance. 6.1.1.1. If a Board member has 3 unexcused absences from three Executive Board or General Board Meetings, they will be asked to resign from that position. 6.1.1.2. Being absent from Executive Board or General Board Meetings without
notifying the President 7 days prior to the meeting is automatically considered an unexcused absence. 6.1.1.3. Notification of absence will be accepted if given to another Executive Board member. 6.1.1.4. In case of an excused or unexcused absence the Executive/General Board member must still submit their report to the President. 6.1.1.5. All Board members are required to review all meeting minutes after any
missed meetings. 6.1.1.6. At least 3 Executive Board members must be present at all Board meetings
for a majority vote. 6.1.2. Submit interest items for inclusion in the monthly agenda and report orally
to the Board at the monthly meeting.
6.1.3. Attend General Membership meetings.
6.1.4. Support revenue producing activities. 6.1.5. Volunteer a minimum of 2 hours monthly in support of the SSEMC. 6.1.6. Review the SSEMC Constitution and Bylaws and Job Descriptions annually in conjunction with the budget.
6.1.7. Executive and General Board Members will submit a proposed budget at the
April Executive Board meeting (for review of the new board).
6.1.8. Maintain a Continuity Book containing: 6.1.8.1. A current copy of SSEMC Constitution, Bylaws, and current Private Organization AFI Guidelines. 6.1.8.2.The current year’s minutes, financial statements, reports contracts, after
action reports, monthly reports, articles published, policies and procedures, and
other materials pertinent to the position. 6.1.9. Transfer the Continuity Book and all other SSEMC property on to the
successor upon departure from or expiration of term of office. Failure to do so will
result in forfeiture of membership and membership departure gift. 6.1.10. General Board Members must follow chain of command (IAW Section 7) to
resolve conflicts. Resolve all conflicts at the lowest level possible. This will be
enforced for all officers. 6.1.11. All receipts must be kept and turned in to the General Treasurer at Board
meetings or General Membership meetings, along with a reimbursement form. 6.1.12. Complete an After Action Report on all activities, socials, fundraisers, and
other SSEMC events and file them in the Continuity Binder. 6.1.12.1. After Action Report will contain the number of participants, money spent, a detailed report on what the Activity was, and any ideas that you have that could make the activity better for the future.
ARTICLE VII Executive Board
7.1. Officers, Powers, and Duties: The officers are responsible for asset accountability, liability, satisfaction, and sound financial operational management of the organization. 7.1.1. The Executive Board will consist of the President, 1st Vice President,
2nd Vice President, Secretary, General Treasurer, Community Outreach Treasurer,
Parliamentarian, and Advisor. 7.1.1.1. All Executive Board and Committee members must be SSEMC members in
good standing. 7.1.1.2. All Executive Board members serve as voting members of the Thrift Store,
with the exception of the President, Parliamentarian, and Advisor, who advise on
Thrift Store matters without voting privileges. 7.1.2. Family members may not serve on the Executive Board concurrently. 7.1.3. The Parliamentarian is appointed by the SSEMC Executive Board.
7.1.4. The Advisor(s) shall be the spouse of the 52 FW Command Chief Master Sergeant, or alternate as appointed by the Chief, and will not have voting privileges.
7.2. President: The SSEMC President duties will include but are not limited to: 7.2.1. Preside over all Membership and Board Meetings. 7.2.2. Schedule all SSEMC Board meetings and General Membership meetings.
7.2.3. Custodian of all SSEMC property to include paper products and
social/business related items, and maintain a current inventory list with the General
Treasurer at the beginning of the term of office. 7.2.4. Disposition of residual assets upon dissolution of the group. 7.2.5. Ensure the group’s Constitution and Bylaws are reviewed, up-to-date, and consistent with Air Force Policies within the first three months of taking office. 7.2.6. Ensure that Bylaws and Constitution are reviewed by legal after any changes. 7.2.7. Vote only if by ballot, to break a tie, or to meet majority voting requirements
(per Robert’s Rules of Order) 7.2.8. President will relinquish the chair to the 1st Vice President until the matter is
voted on when feeling the need to take part in a debate. 7.2.9. Call Special Membership, Board, or Committee meetings as needed. 7.2.10. Establish policies and procedures at the beginning of each Board Year. 7.2.11. Confer with Board Members to review job descriptions and Bylaws. 7.2.12. Write checks in the absence of Vice President or General/Community
Outreach Treasurer. Cosign all Disbursements.
7.2.13. Prepare agenda for monthly Board meetings. 7.2.14. Email all agendas to Executive and General Board Members. 7.2.15. Moderate the SSEMC website and Facebook page alongside the Publicist. 7.2.16. Serve as liaison to the base community and coordinate closely with the
Community Outreach Treasurer. 7.2.17. Invite the Honorary and Special Advisors to serve.
7.2.18. Call special elections to fill any vacancies. 7.2.19. Check the SSEMC organizational mailbox on a monthly basis. 7.2.20. Appoint an Outreach Coordinator/Committee as needed for SSEMC and
base communication.
7.2.21 Track volunteer hours and coordinate with the A&FRC Volunteer Coordinator
for yearly Volunteer Appreciation event.
7.2.22. Shall turn in a revised job description, an afteraction report, and a budget
review at the conclusion of the term of office to the President binder and the
Parliamentarian.
7.3. 1st Vice President: The SSEMC 1st Vice President duties will include but are not limited to: 7.3.1. The Vice President shall act as President if the current President is absent or
has vacated the position. 7.3.2. Act as assistant to the President and be aware of current challenges in the
event the Vice President has to take over during the year. 7.3.3. Research and prepare motions, if needed, for Executive/General Board's
consideration on all unbudgeted requests; attend scheduled budget meetings and
coordinate with Community Outreach Treasurer. 7.3.4. Have signatory authority with the President and Community Outreach
Treasurer.
7.3.5. Coordinate, serve as ex-officio member, and maintain job descriptions of the
following standing committees and have them report directly to him/her:
7.3.5.1. Trips and Tours
7.3.5.2. Publicity
7.3.5.3. Activities
7.3.5.4. Hospitality
7.3.5.5. Catering
7.3.5.6. Webmaster
7.3.6. Receive reports from each committee that he or she chairs. 7.3.7. Take minutes at meetings in the absence of Secretary. Submit hand written
minutes to the Secretary for typing and distribution. 7.3.8. Provide a monthly written report to Board members in absence of President. 7.3.9. Shall turn in a revised job description, an after-action report,
and a budget review at the conclusion of the term of office to the President,
1st Vice President binder and the Parliamentarian.
7.4. 2nd Vice President: The SSEMC 2nd Vice President duties will include but are
not limited to: 7.4.1. Assume the 1st Vice Presidency, if, at any time, the 1st Vice President is
unable to complete the full term of office. 7.4.2. Maintain folders for agendas, Executive Board and General Membership
meeting minutes, and pertinent information concerning the SSEMC. 7.4.3. Assume the duties of the 1st Vice President in the event of absence.
7.4.4. Coordinate, serve as exofficio member, and maintain job descriptions of the following standing committees and have them report directly to him/her:
7.4.4.1. Bazaar
7.4.4.2. Membership
7.4.4.3. Ways and Means
7.4.4.4. Historian
7.4.4.5. Scholarships
7.4.4.6. Thrift Store
7.4.5. Have signatory authority with the President and General Treasurer. 7.4.6. Receive reports from each committee that he or she chairs. 7.4.7. Research and prepare motions, if needed, for Executive/General Board's
consideration on all unbudgeted requests; attend scheduled budget meetings and
coordinate with General Treasurer. 7.4.8. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, 2nd Vice President binder and the Parliamentarian. 7.5. General Treasurer: The SSEMC General Treasurer duties will include but are not limited to: 7.5.1. Keep detailed and accurate records of dues, donations, receipts, statements,
and account balances. 7.5.2. Provide the President with monthly financial updates concerning finances as
part of monthly board report.
7.5.3. Assume full responsibility for all General Fund financial transactions
authorized by SSEMC or the SSEMC Board.
7.5.4. Research and prepare motions, if needed, for Board consideration on all
unbudgeted requests; attend scheduled budget meetings and coordinate with the
2nd Vice President. 7.5.5. Establish financial policies and procedures at the beginning of the Board year. 7.5.6. Keep itemized accounts of all receipts, disbursements, supporting vouchers
and records.
7.5.7. Collect all accounts receivable and maintain them with an accredited financial
institution. 7.5.8. Receive moneys earned from SSEMC Fundraisers and Ways & Means
Committee. 7.5.9. Disburse SSEMC funds as directed by the Board, with the authority to execute
checks against the SSEMC accounts. All checks are to be cosigned by the President
or 2nd Vice President. 7.5.10. Pay approved reimbursements to members within two weeks of receiving
written requests. 7.5.11. Use appropriate record keeping system (combination journal/ledger) to
maintain account records. 7.5.12. Present a written financial report to the Board each month and present a
copy to each Executive Board member. 7.5.13. Arrange for a timely and orderly transfer of the financial records with the
newly elected Treasurer.
7.5.14. Receive dues from the membership committee. 7.5.15. Assist the President in maintaining a complete inventory of club assets.
Assist and/or perform the duties of the Community Outreach Treasurer in the event
of absence or upon resignation until a Community Outreach Treasurer is elected. 7.5.16. Act as custodian of the Thrift Store Account. Write monthly paychecks from
the Penny Lane Thrift Store account.
7.5.17. Coordinate, serve as ex-officio member, and maintain job descriptions of
the Child Care Committee.
7.5.18. Prepare and coordinate end of year audit for General account. 7.5.19. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the
President, General Treasurer binder and the Parliamentarian. 7.6. Community Outreach Treasurer: The SSEMC General Treasurer duties will include but are not limited to: 7.6.1. Receive Community Outreach requests and research validity of requests. 7.6.2. Present all Community Outreach requests at Executive Board meetings. 7.6.3. Notify organizations that have been granted/allocated funds in the annual
budget upon finalization of the Community Outreach budget. 7.6.4. Prepare budget for the new fiscal year at the end of the old fiscal year.
7.6.5. Cosign checks with the President or 1st Vice President. 7.6.6. Present all records for financial review in the event of resignation or end of
the term.
7.6.7. Provide a budget report for each meeting. 7.6.8. Assist and/or perform the duties of the General Treasurer in the event of
absence or upon resignation until a General Treasurer is elected. 7.6.9. Present a written financial report to the Board each month and present a
copy to each Board member. 7.6.10. Prepare and coordinate end of year audit for Community Outreach account. 7.6.11. Shall turn in a revised job description, an after-action report, and a budget
review at the conclusion of the term of office to the President, Community
Outreach Treasurer binder and the Parliamentarian.
7.7. Secretary: The SSEMC Secretary duties will include but are not limited to: 7.7.1. Keep detailed notes of past meetings and events. Minutes should include:
7.7.1.1. Date of meetings
7.7.1.2. Start and Finish Times
7.7.1.3. Those in attendance – to include Board and General member’s names
7.7.1.4. Topics discussed
7.7.1.5. What was decided
7.7.1.6. What actions were agreed upon
7.7.1.7. Who is to complete the actions, by when? 7.7.1.8. What materials were distributed at meetings, are copies or links available? 7.7.1.9. Is there anything special the reader of the minutes should know or do?
7.7.1.10. Is a follow-up meeting scheduled? If so, when, where, why? 7.7.2. Will also keep notes of meeting in progress, and turn in notes to the President
within seven days of the meeting.
7.7.3. Familiarize the successor with all records and files. 7.7.4. Prepare and distribute, Executive and General Board roster to include names,
phone numbers, and email.
7.7.5. Maintain the following files: 7.7.5.1. Minutes and agendas of Board, Special Committees, and General
Membership meetings. 7.7.5.2. Permanent written record of the SSEMC Constitution and Bylaws. 7.7.5.3. Must attend all Board, General and Special meetings that are held to
maintain an accurate account of all SSEMC business and planning. 7.7.5.4. If the Secretary is unable to attend the 1st Vice President will record minutes 7.7.6. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, Secretary binder and the
Parliamentarian.
7.8. Parliamentarian: The SSEMC Parliamentarian duty is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 7.8.1. Serve as advisor to the President, the Executive Board and General Board on
parliamentary procedures as stated in Robert's Rules of Order.
7.8.2. Act as custodian of the Constitution and Bylaws. 7.8.3. Maintain a copy of the SSEMC policies, current job descriptions, and current
copy of the Private Organization AFI. 7.8.4. Guarantee that all Board members have the most current copies of the
Constitution, Bylaws, and Private Organization AFI.
7.8.5. Keep all secret ballots after each vote is taken and keep for 2 years. 7.8.6. If Special Vote/Election is needed, the Parliamentarian will email necessary
members, tally results, and report to the President. 7.8.7. Robert’s Rules of Order most recent edition shall be the parliamentary
authority in all matters not specified in the Constitution and Bylaws. 7.8.8. Have all board and committee members sign code of conduct sheets, and
keep them for the duration of their board position. 7.8.9. Inform members of upcoming election procedures, and conduct the election
in a fair manner following Robert's Rules of Order.
7.8.10. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President and the Parliamentarian binder.
ARTICLE VIII General Board Member Chairs/Committee’s
8.1. Activities Chair/Committee: The SSEMC Activities Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.1.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.1.2. Be Responsible for the organization and coordination of all the SSEMC
activities; to include socials. 8.1.3. Report at Board and General Membership meetings regarding ongoing
activities.
8.1.4. Establish an estimated budget. 8.1.5. Coordinate with the Publicist to advertise in advance for each event. 8.1.6. Prepare, in conjunction with Trips and Tours, an SSEMC activities calendar
and distribute to membership coordinator and executive board. 8.1.7. Prepare for each program in advance so that all will run smoothly on the day
of the event. 8.1.8. Must fill out an After Action Report and a copy must be turned in to the 1st
Vice after each event. 8.1.9. Maintain up-to-date records of all monies spent. 8.1.10. Attend all board meetings and prepare a written report for all programs.
Update the report when changes occur. Give detailed information on each program. 8.1.11. If there is a guest speaker, the Activities Coordinator will act as the liaison to
make sure the guest has everything needed to properly address the group
(i.e. projector, music, etc.). 8.1.12. Prepare Thank You notes after each event/fundraiser for all contributing
vendors.
8.2. Bazaar Chair/Committee: The SSEMC Bazaar Chair is appointed by the
Executive Board and must attend all board meetings. Their duties will include but
are not limited to:
8.2.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian.
8.2.2. Shall appoint a Co-Chair, who will chair the following year’s Bazaar, and with
board approval, will attend and vote at General Board meetings in his/her absence. 8.2.3. Shall coordinate all Bazaar activities, keeping the General Board informed at
all times. 8.2.4. Shall act as the liaison between the SSEMC and Bazaar vendors, and between
the SSEMC, 52FW/CC, and other base organizations for Bazaar matters. 8.2.5. Shall choose the date of the Bazaar for the following year at least 15 months
out and submit a letter to be signed by 52 FSS/FSR, Staff Judge Advocate, and the
52 MSG/CC. 8.2.6. Shall select the Bazaar Committee Chairs-chairs must be
SSEMC members in good standing. 8.2.7. The Bazaar Chair may appoint the organization’s President to hold a main chair
or co-Chair on the Bazaar board when the number of volunteers to fill the board is
low. At all other times, the President should act as an advisor.
8.2.8. The Bazaar Chair shall enforce that spouses may not serve together as Chair
and CoChair in the same field (i.e. Business Office Chair and CoChair).
8.2.9. Shall assist OCSC with their Bazaar.
8.2.10. Shall write Thank You notes relating to Bazaar business. 8.2.11. Shall conduct Bazaar committee meetings following Robert’s Rules of Order,
Newly Revised. Shall appoint a Bazaar Secretary to take minutes at each meeting
and will submit them to the SSEMC Secretary and then to the SSEMC Board. 8.2.12. The Bazaar Chair shall have the use of a storage key for the duration of their
term for access to all event binders, equipment, and records. 8.2.13. Shall serve a term of office from 1 June to 31 May as Bazaar Chair. The
outgoing Bazaar chair shall retain their voting position on the board until the end of
the year if the CoChair holds another chair on the present board. 8.2.14. Shall enforce a zero tolerance policy for drinking by volunteers while they are
representing the SSEMC at events.
8.3. Catering Chair/Committee: The SSEMC Catering Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.3.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.3.2. They work to coordinate all meeting locations and meals with the Activities
Committee.
8.3.3. Tracks attendance by RSVP. 8.3.4. Works with the General Treasurer to pay for meals at SSEMC funded events. 8.3.5. Works with Membership Chair to ensure catering email invitations are going
to all members listed on the most recent Membership roster.
8.4. Childcare Chair/Committee: The SSEMC Childcare Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.4.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the
President, the General Treasurer, and the Parliamentarian. 8.4.2 They are in charge of providing partial childcare reimbursement to all
qualifying members at designated meetings and events of $5.00 per hour for a max
of 2 hours unless otherwise specified by the board. 8.4.3. Must keep record of all childcare paid throughout the year and turn into the
General Treasurer at the end of the year.
8.5. Historian Chair/Committee: The SSEMC Historian Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.5.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.5.2. Shall take photos at all SSEMC events, activities, and trips/tours or collect
photos from members who attended. 8.5.3. Share photos with the Publicity chair or President when requested.
8.5.4. Compile a scrapbook (digital or paper) at the end of the board year to share
with membership, outgoing and incoming SSEMC board members.
8.6. Hospitality Chair/Committee: The SSEMC Hospitality Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.6.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.6.2. Their duties shall be to send flowers, cards or baby gifts to SSEMC members
when the budget allows. 8.6.3. Set up meals for hospitalized members.
8.6.4. Departing Member's: Card and SSEMC mug 8.6.5. Send thank you cards to any guest speakers or as deemed necessary by the
Executive Board. 8.6.6. According to German law and the Status of Forces Agreement, foreign
nationals shall not be awarded prizes, gifts, or other monetary consideration other
than remuneration for services rendered.
8.7. Membership Chair/Committee: The SSEMC Membership Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not
limited to:
8.7.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.7.2. Shall welcome and introduce guest and new members at General
Membership meetings.
8.7.3. Shall make themselves available to new members. 8.7.4. Shall provide new members with a copy of the membership application,
Constitution and Bylaws, and a calendar including a brief description of all ongoing
events if available.
8.7.5. Shall send an updated monthly Membership Roster to the Executive Board,
and General Board Chairs as needed. 8.7.6. Shall actively seek out new members to join the club by holding quarterly
membership drives.
8.7.7. Shall maintain a current file/roster on all members. 8.7.7.1 Membership file/roster should contain the following information:
First name, last name, Date membership started, membership dues, deros, PSC box
number, birthdate, anniversary, and email address.
8.8. Outreach Chair/Committee: The SSEMC Outreach Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.8.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President and the Parliamentarian. 8.8.2. Shall work to cultivate positive publicity and partnerships through community
outreach activities. 8.8.3. Shall attend community outreach activities to support community activities to
include:
8.8.3.1. AFRC Newcomers briefings
8.8.3.2. Any Base wide informational event or information fair that SSEMC has been invited to attend.
8.9. Publicity Chair/Committee: The SSEMC Publicity Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.9.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.9.2. Shall handle all SSEMC publicity.
8.9.2.1 Update Facebook
8.9.2.2. Work with Public Affairs and AFN to publicize events. 8.9.2.3. Organize and participate in AFN monthly radio spot to publicize SSEMC
events and matters.
8.9.3. Act as editor for the SSEMC newsletter. 8.9.3.1. Newsletter must be approved by President before distribution. 8.9.3.2. Newsletter is distributed to Webmaster and Historian for posting on the
website. 8.9.4. Ensure that the Airman & Family Readiness Center has SSEMC informational
flyers to be handed out. 8.9.5. Work with Activities Coordinator, Trips and Tours, and others for event
advertising. 8.9.6. Shall ensure that any posters/flyers needed for the club are made and placed
in conspicuous areas (with permissions).
8.10. Scholarship Chair/Committee: The SSEMC Scholarship Chair is appointed by the Executive Board and must attend all board meetings. The Scholarship Committee is
responsible for the Spangdahlem Spouse Organization Scholarship Committee
(SSOSC). This responsibility alternates between the SSEMC and OCSC. Their duties
will include but are not limited to: 8.10.1. Will serve for two (2) years with the approval of the Executive Board.
8.10.2. Shall appoint a CoChair, with approval of the board, to attend and vote at board and SSOSC meetings in his/her absence. 8.10.3. Shall serve as chair of the SSOSC during a year the SSEMC is designated to
chair the committee. 8.10.3.1. Will alternate chairing duties with OCSC; SSEMC will Chair the
OCSC/SSEMC Scholarship committee every other year: 2016 SSEMC
Chairperson/OCSC CoChair; 2017 OCSC will Chair and SSEMC will CoChair, and so forth. 8.10.4. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.10.5. Shall attend Spouse Tuition Assistance Program meetings at the base
education center as the SSEMC representative and disseminate pertinent
information to the Spouse Scholarship Committee and the SSEMC Board.
8.10.6. Annual Spouse Scholarship 8.10.6.1. Scholarship Chair shall present a donation request in writing to the Welfare Treasurer. These requests are due to the Welfare Treasurer no later than the Wednesday before the monthly SSEMC Board meeting. 8.10.6.2. SSOSC Chair shall create a spouse scholarship application, eligibility requirements, and timeline which align with the SSEMC and OCSC’s bylaws. Spouse scholarship application should be made available from October 1st to
October 31st . If applicable place all hard copies of the scholarship application at the AFRC, Library, and Education Office. 8.10.6.3. SSOSC Chair shall create and distribute a scholarship flyer to the SSEMC
and OCSC board to publicize to the membership and the community. 8.10.6.4. SSOSC will assemble in November to judge applications and essays. The selection criteria will be determined by the SSOSC and will be included on the application for the spouses’ information. At no time will the Committee other than the Chairperson know the name of any applicant. The SSOSC reserves the right to reject any applicant who has a prior history of disciplinary problems or misconduct. 8.10.6.5. SSOSC Chair will coordinate with both private orgs to set date in December
in which all scholarship recipients can come to be congratulated and awarded. 8.10.6.6. The OCSC and SSEMC will each contribute allocated funds each year to the SSOSC. The CoChairing organization will write a check to the Chairing organization for the years
allotted scholarship amounts.The Chairing organization will then write all
scholarship checks for that year. 8.10.6.7. The SSOSC will divide scholarship funds between the qualifying spouse applicants how they feel is appropriate per the scoring. Any remaining funds are to roll over to the next year and will be included in the check written to the Chairing org. for scholarships on the turn over the following year.
8.10.7. Annual High School Graduating Senior Scholarship 8.10.7.1. Scholarship Chair shall present a donation request in writing to the Welfare Treasurer. These requests are due to the Welfare Treasurer no later than the Wednesday before the monthly SSEMC Board meeting. 8.10.7.2. SSOSC Chair shall create a high school scholarship application, eligibility requirements, and timeline which align with the SSEMC and OCSC’s bylaws. High School scholarship application should be made available to the school from February 1st to March 15th . 8.10.7.2.1. SSOSC Chair will coordinate with the High School Guidance Counselor on distribution of the application to graduating seniors of members assigned to Spangdahlem AB. 8.10.7.3. SSOSC Chair will schedule with the High School Guidance Counselor a proctored essay exam and a makeup session to take place between March 15th and April 15th . 8.10.7.4. In April the SSOSC will assemble to judge applications and essays. The
selection criteria will be determined by the SSOSC and will be included on the
application for the seniors’ information. At no time will the SSOSC other than the Chairperson know the name of any applicant. The SSOSC reserves the right to reject any applicant who has a prior history of disciplinary problems or misconduct. 8.10.7.5. SSOSC Chair will coordinate with the High School Guidance Counselor on presenting the award recipients a certificate during the High School End of Year Award Ceremony in May. 8.10.7.6. The OCSC and SSEMC will each contribute allocated funds each year to the SSOSC. The Co-Chairing organization will write a check to the Chairing
organization for the years allotted scholarship amounts. The Chairing organization
will then write all scholarship checks for that year.
8.10.7.7. The SSOSC will divide scholarship funds between the qualifying high school
senior applicants how they feel is appropriate per the scoring. Any remaining funds are to roll over to the next year and will be included in the check written to the Chairing org. for scholarships on the turn over the following year.
8.11.Trips and Tours Chair/Committee: The SSEMC Trips and Tours Chair is appointed by the Executive Board and must
attend all board meetings. Their duties will include but are not limited to: 8.11.1. Shall turn in a revised job description, an after action report, and a
budget review at the conclusion of the term of office to the President, the 1st Vice
President, and the Parliamentarian. 8.11.2. Plan and coordinate all trips and tours for club members. 8.11.3. SSEMC tours are organized primarily for the enjoyment of SSEMC members. 8.11.4. The tours are to be considered family tours unless otherwise designated as
an adult tour by the Executive board. No Children under 18 are allowed on adult
tours.
8.11.5. Payment in full is due by the deadline or the reservation is canceled. 8.11.6. On tours, full payment is due and signed contract assures a seat at signup. 8.11.7. All cancellation policies will be outlined in the contract. 8.11.8. If occupancy minimum has not been reached by the deadline date as
outlined in the contract, SSEMC Tours Chairperson will cancel the tour and ensure
all money is given back to participants. 8.11.9. To cancel a seat reservation after the deadline date, the participant, not the
Tours Chairperson, must find a replacement to receive a refund. They must go to
the Tours Chairperson to exhaust the waiting list before independently finding a
replacement elsewhere. There will be absolutely NO REFUNDS, FOR NO SHOWS. 8.11.10. Tour prices are based solely on quotations from transportation companies,
tour offices, and hotels prior to presentation to the membership. Should any drastic
changes occur, SSEMC Tours Chairperson will inform booked passengers and give
them the option to accept or decline and a refund will be issued.
8.11.12. No Smoking is allowed on the bus at any time. 8.11.13. The Tours Chairperson can determine quiet time for sleeping on the bus for
overnight or early morning trips and all participants are asked to comply. SSEMC
members are responsible at all times for the behavior of their guests and family
members. 8.11.14. Food and drink are permitted on the bus, but the participants are responsible
for keeping the bus pleasant and clean for all. Should the bus company charge an
excess cleanup fee, the person occupying the seat will be charged as the Tours
Chairperson deems necessary. 8.11.15. The departure time set for the tour is final. Any tour participant not present
at departure time will be a no show and receive no refund. Exceptions to this policy
will be emergency leave or hospitalization.
8.11.16. It is customary to collect Euros from the participants as a thank you for the
bus drivers, but donations are strictly up to the participant. Tour participants may
elect to donate any excess fees to the bus driver as a tip.
8.11.17. Tours shall be open in the following order:
8.11.17.1. SSEMC members and family member.
8.11.17.2. All others. 8.11.18. Disruptive conduct will not be tolerated. Persons not complying shall be
barred from future tours. 8.11.19. The tours chairperson or the 1st Vice President shall sign for all tour contracts. 8.11. 20. Shall work in conjunction with the Activities Committee to create a calendar
for the year.
8.12.Ways and Means Chair/Committee: The SSEMC Ways and Means Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but
are not limited to:
8.12.1. Shall turn in a revised job description, an after action report, and a
budget review at the conclusion of the term of office to the President, the 2nd Vice
President, and the Parliamentarian. 8.12.2. They work to coordinate all fundraising activities for the club, with the
exception of the Bazaar. 8.12.3. Must fill out all required paperwork for fundraising per the AFI. 8.12.3.1. Any fundraising cannot compete with AAFES or DeCA. 8.12.3.2. Gambling is generally illegal on base. In accordance with paragraphs 10.9
and 10.15.2 of AFI 34223, private organizations and unofficial activities may not conduct games of chance, lotteries, raffles, or other type gambling type activities under any circumstances. There is a very limited exception to the PO and UA gambling prohibition for approved in advance raffles, but only if the raffle serves a charitable, civic, or community welfare purpose which directly benefits DoD personnel and their family members. The 52nd FSS/CC may authorize occasional sales for fundraising purposes like bake sales, bowl-a-thons, open house, carnivals, bazaars, or haunted house, or similar occasional functions. "Occasional" is defined as not more than two (2) fund raising events per calendar quarter. 8.12.4. Will set up a booth and sell SSEMC items at both the OCSC and SSEMC
Bazaars.
8.12.4.1 Determined by board; sales and participation are based on an ‘as needed’
basis for general operating expenses of the SSEMC General Account Budget.
8.13.Webmaster Chair/Committee: The SSEMC Webmaster Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not
limited to:
8.13.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.13.2. Shall maintain and update the SSEMC website. 8.13.3.Shall determine content and appearance of SSEMC Web pages with approval
from the SSEMC President. 8.13.3.1. Shall be responsible for SSEMC Web pages and content. 8.13.3.2. Shall update information and pictures as directed by the SSEMC President. 8.13.3.3. Shall work with the Scholarship committee to make sure that the online application is updated and accessible. 8.13.3.4. Shall update the Commissary Sweep online application information form as necessary. 8.13.4. Shall update information and pictures to the website monthly or as needed to
maintain integrity of the site.
ARTICLE IX Financing
9.1. There shall be a General fund checking account, a Community Outreach fund
checking account, a Bazaar checking account and Penny Lane Thrift Store checking
accounts, maintained at a local military banking facility. Disbursement from these
accounts shall be made by check only and with two authorized signatures.
9.1.1. Monetary assets of a minimum of one thousand dollars ($1,000) must be
retained to turnover to the incoming Executive Board. The fiscal year of the club
shall be June 1 to May 31. An impartial qualified accountant at the club’s expense
will make a review annually.
9.1.2. A budget shall be presented to the general membership at the 1st General
Membership meeting in June. The budget committee shall consist of the incoming
executive board and the outgoing President, General Treasurer and Community
Outreach Treasurer. The President, 1st Vice President, General Treasurer and
Community Outreach Treasurer will have access to all accounts.
9.1.3. The treasurer’s will provide a financial report upon the request of two thirds (2/3) of the membership, the installation commander, or as directed by higher
headquarters.
9.1.4. All SSEMC Treasurers must balance their assigned checkbook and provide a
financial report on a monthly basis and/ or as requested by the President or majority
vote of the general board.
9.1.5. If a committee is in need of additional funding, the request must be presented
to the Executive Board before expenditure of funds. 9.1.6. Receipts will be issued by all committee members for funds received, to
include cash. 9.1.7. A monthly committee activity report will be submitted to the General
Treasurer one week prior to the first Monday of the month. All receipts must
accompany any report submitted to the general treasurer.
9.2. General Fund:
9.2.1. The revenue of this fund shall consist of income from dues and monies made
in revenue producing activities approved by the Board 9.2.2. Checks must bear the signature of either the General Treasurer, plus the
signature of the President or the 2nd Vice President. 9.2.3. Club fiscal year begins June 1 and ends May 31. Audit must be coordinated
with an official base auditor and books turned over no later than June 1 to the
auditor. 9.2.4. Disbursement sheets shall be utilized for fund request with detailed receipts
attached to request. 9.2.5. To receive reimbursement, receipt must be attached to completed
disbursement form, to include currency exchange rate for the day of purchase if not
purchased in dollars. 9.2.6. Combined Executive and General Board have the authority to approve general
expenditures not established in the general budget not to exceed $1,001.00. Any
expenditure over this amount will be presented to the General Membership at the
following Social Membership meeting. 9.2.7. Receipts must be turned in no later than 30 days past event or 31 May
whichever is soonest. 9.2.8. Funds may be granted upon submission of fund request forms in compliance
with the approved budget to receive advanced funds from Treasurer.
Documentation of purchases must be submitted within 30 days upon completion
of event, or no later than 31 May. Failure to turn in receipts will result in the
requester being financially responsible for the dispersed funds. 9.2.9. This fund shall maintain a $1,000.00 contingency fund. 9.2.10. If receipts are not submitted, funds will not be issued. 9.2.11. All donated items/gifts shall be documented by the President.
9.3. Community Outreach Fund: 9.3.1. The revenues of this fund shall consist of income from the Bazaar and
Thrift Store. 9.3.2. Checks must bear the signature of either the Community Outreach Treasurer,
plus the signature of the President or 1st Vice President. 9.3.3. Club fiscal year begins June 1 and ends May 31. Audit must be coordinated
with an official base auditor and books turned over no later than June 1 to the
auditor.
9.3.4. The membership shall have information on all budget expenditures. 9.3.5. Executive Board has the authority to approve Community Outreach requests
not to exceed $500.00. Combined Executive and General Board have the authority
to approve Community Outreach expenditures not established in the Community
Outreach budget not to exceed $1,001.00. Any expenditure over this amount will be
presented to the General Membership at the following General Membership
meeting. 9.3.6. Any organization listed for two consecutive years in the approved budget that
has not received/requested their funds shall be eliminated from the budget. 9.3.7. All requests must be turned in at least 2 days prior to the Executive board
meetings, which are the first Tuesday of the month, unless they are considered
"Emergency" requests then the board will make an exception. 9.3.8. All incoming requests for funds will be turned over to the Community
Outreach Treasurer before disbursement or expenditure of funds.
9.3.9. Before additional money will be given, receipts and bills will be turned over to
the Community Outreach Treasurer.
9.4. Bazaar Account: 9.4.1. The revenue from this fund shall consist of income from sales at the SSEMC
Spring Bazaar. 9.4.2. All checks must bear the signature of two of the following: Bazaar Treasurer,
the Bazaar Chair, the Bazaar CoChair, or the 2nd Vice President.
9.4.3. This Fund shall maintain an $8,000 contingency. 9.4.4. The Bazaar Account is financially responsible for the Bazaar account audit.
9.5. Thrift Store Account: 9.5.1. The revenue from this fund shall consist of income from sales at the SSEMC
Thrift Store. 9.5.1.1. Thrift Store contractor's are to be paid a monthly salary from this account. 9.5.1.2. Thrift Store operation expenses are paid or reimbursed from this account. 9.5.2. The Executive Board and Thrift Store contractor’s operate the Penny Lane
Thrift Store utilizing; Thrift Store business plan and Penny Lane Thrift Store contract.
See addendums. 9.5.3. The Thrift Store fiscal year begins January 1 and ends December 31. 9.5.4. This fund shall maintain a $3,000.00 contingency fund.
ARTICLE X Meetings and Quorums 10.1. Executive Board Meeting will be held at 1730 the 1st Tuesday of the month.
General Board meetings shall be normally held at 1800 the 1st Tuesday of each
month. The General Membership meeting shall normally be held at 1800 the 2nd
Tuesday of the month. These are the official dates and times unless adjusted via a
majority vote by the General Board. 10.1.1. A quorum of the Executive Board shall consistent of 3 voting members. 10.1.2. A quorum of the General Board shall follow Robert’s Rules of Order, and be a
simple majority of the voting members of the Board. 10.1.3. A quorum at the General Membership meeting shall consist of 5 members and
3 elected officers. 10.2. The President may call a special meeting when it is deemed necessary or
whenever petitioned by at least one fourth (1/4) of the General Membership.
The petition may be made through any member of the Executive Board.
There shall be notification by as many means possible. 10.3. Special Executive board meetings may be called whenever the President
deems necessary and/or upon special request of a majority of the voting members
of the Executive board. 10.4. Attendance will be taken at each general membership meeting by a member
of the Membership Committee and a quorum confirmed by the Parliamentarian.
ARTICLE XI Americans Working Around the Globe (AWAG) 11.1. Delegates from the SSEMC shall attend the AWAG convention providing the
budget permits, not to exceed 4 members.
11.1.1.Providing the budget permits SSEMC will reimburse transportation costs not
to exceed $100 per traveling vehicle with submission of receipts. 11.2. The Executive Board will select delegates to AWAG that to the best of their
knowledge, shall have one year retainability from the date of installation.
Delegates will be selected from the general membership, with new executive board
members having first consideration, new general board second consideration, and
rest of group third. 11.2.1. A letter of intent for candidates wishing to attend will be submitted to the
Executive Board showing how their participation will benefit the SSEMC.
Candidates will be chosen from those submitted. 11.3. Delegates for the SSEMC shall attend classes that pertain to the operation of
the SSEMC. 11.4. An SSEMC member is allowed to attend only one Main Annual Conference
AWAG Convention unless approved by the Executive board. 11.5. If member fails to attend AWAG they will reimburse SSEMC the cost of their
spot at AWAG unless extenuating circumstances apply such as hospitalization,
emergency leave, TDY, or deployment. 11.6. If member fails to hold elected position for at least 6 months they will
reimburse SSEMC for their paid spot at AWAG and their membership will be revoked
for a membership year.
ARTICLE XII Adoption and Amendments 12.1. The constitution and bylaws become effective upon adoption by an affirmative
vote of a majority of the membership and subject to a final review of the installation commander. 12.2. The constitution and bylaws may be amended, in whole or in part, subject to fina
l review of the installation commander and an affirmative vote by 1/5 of the
membership. Notice of intent to amend the constitution and bylaws must be given
to each member no later than the meeting prior to the vote of amendment. 12.3. The constitution and bylaws will be automatically amended to conform to
directives from higher headquarters.
ARTICLE XIII Dissolution 13.1. In case of dissolution of the organization, funds in the treasury at the time will
be used to satisfy any outstanding debts, liabilities, or obligations. Any balance
remaining will be disposed of as an equal donation between the Eifel Community
Schools. None of the remaining funds will be distributed or accrued to the benefit
of any member.
ARTICLE XIV Insurance 14.1. The Spangdahlem Spouses and Enlisted Members Club will maintain liability
and property damage insurance coverage commensurate with risk to protect
against any claims or lawsuits, which might arise from the commission or omission
of acts by its members when acting in any capacity for, or in participating in any
activities of the organization. Such coverage must expressly provide that neither
the United States Government nor any Non-Appropriated Fund Instrumentality
(NAFI) will be liable for any claims or judgments against the organization or its
members. An insurance policy copy and all renewal policies will be forwarded to
52 FSS/SVF. Members are aware that, they are jointly and severally liable for the
obligations of the private organization. If insurance is deemed not necessary for
organizations normal activities, a request for waiver of the insurance requirement
will be submitted to 52FW/CC. This will be done separately. Officers and members of this private organization have been briefed and understand that this waiver does
not make the government responsible for any claim that arises from the activities
of the organization or its members. Individuals assume all liability and risk for
themselves, family members and their guests. Regardless of whether the waiver is
approved, the officers and the members of this organization understand that we
may be held jointly and severally liable for any claim that may arise out of the
activities of this organization. For special events, the organization will obtain insurance commensurate with the risks involved.
Air Force Base with the written consent of the installation commander. The name
of this organization has been established and henceforth shall be Spangdahlem
Spouses and Enlisted Members Club (SSEMC). 1.2. The purpose of the organization is to promote and preserve interest in the
United States Armed Forces activities (charitable, educational, Community
Outreach, social, and recreational) and to foster a high degree of morale among its
members associated with Spangdahlem Air Base, Germany and surrounding area.
ARTICLE II General Provisions
2.1. The organization is established pursuant to the provisions of AFI 34223, Private Organizations (PO) Program. 2.2. The organization operates on Spangdahlem AB and surrounding area only with
the consent of thecinstallation commander. Operation is contingent on
compliance with the requirements and conditions of all applicable Air Force
regulations. 2.3. All members of the SSEMC are jointly and severalty liable for the organization’s
debts if the organization’s assets are insufficient to meet its financial obligations. 2.4. Robert’s Rules of Order, Newly Revised Edition will be used as a guide where
the parliamentary issue is not addressed in the constitution and bylaws. The
organization’s Parliamentarian will maintain a copy. 2.5. No part of the organization’s earnings will accrue to the benefit of any member.
Nor will any member use their SSEMC membership to influence any agency for
personal gain. Members will conduct themselves in a professional manner when
representing the SSEMC. 2.6. Special Functions: Rules pertaining to special functions shall be at the
discretion of the Executive Board. All country, federal, and local laws governing
like activities must be complied with.
ARTICLE III Membership 3.1. Membership in the organization will be voluntary and open to NATO enlisted
military and civilian equivalent personnel, primarily of the DOD family, associated
with Spangdahlem AB, Germany and the surrounding area to include tenant units
serviced by the 52d Fighter Wing. 3.2. The organization will not discriminate against anyone on the basis of age, race,
religion, color, national origin, disability ethnic group, or gender. 3.2.1. The privileges of full membership include the right to vote, hold office, and
chair a Committee, so long as the member is in good standing with the SSEMC.
A regular member shall pay $30 in annual dues. Persons eligible for membership are: 3.2.1.1. A spouse of an active duty or retired enlisted member of the US Armed
Forces. 3.2.1.2. An enlisted member or retired enlisted member of the US Armed Forces.
3.2.1.3. An adult family member, other than a spouse who is a member of the
household of an active or retired enlisted member of the US Armed Forces. 3.2.1.4. A Department of the Air Force/Army civilian and/or spouse, equivalent
to GS7 and below. 3.2.2. HONORARY MEMBERS The President shall have the privilege to extend or
withdraw honorary club membership, with board approval, to any person not
otherwise eligible for membership. This honorary position shall have all the
privileges of membership with the exception of voting or holding office. Their
membership shall end with the termination of the approving boards’ tenure of
office. They shall not pay dues. 3.2.3. Infants up to the age of 1 year are allowed to attend meetings with the
member. Members will be partially reimbursed for childcare at $5.00 flat rate per
hour, up to $10.00, when attending authorized meetings in which childcare is not
provided. SSEMC will pay for up to 2 hours per meeting. Childcare starts at the
time the meeting begins and ends when the meeting is concluded: Childcare is not
reimbursed for travel time to and from meetings.
3.3. Guests
3.3.1. A person eligible for membership may attend only one SSEMC sponsored
event or function as a guest at the expense of the SSEMC. 3.3.2. Visiting guests ineligible for membership may attend any or all SSEMC
general membership meetings at their own expense. Members are responsible for
the conduct of their guests and the cost of the meal.
ARTICLE IV Operating Procedures
4.1. Nominations 4.1.1. At the March General Membership meeting, the Parliamentarian will call for
nominations including self nominations of the SSEMC General Membership to serve
on the Executive Board Elect. Any nomination made during the General meeting
will be considered an official written notification as long as the nominee is present. 4.1.2. Parliamentarian will keep a written record of all nominations for two years. 4.1.3. A person can be nominated for and accept the nomination for more than
one position. 4.1.4. Nominations will be accepted until two weeks prior to the elections. 4.1.5. Acceptance of a nomination will be in the form of a written biography which
must be received by the Parliamentarian one week prior to the April General
Membership meeting. 4.1.5.1. In the event that one person wins more than one position, they will be asked
to choose the position they wish to accept and the remaining position will be
revoted on among the remaining nominees. 4.1.5.2. Family members may not serve on the Executive Board concurrently,
IAW 7.1.2. 4.1.6. The following positions make up the Executive Board (Chain of Command)
are elected positions:
4.1.6.1. President
4.1.6.2. 1st Vice President
4.1.6.3. 2nd Vice President
4.1.6.4. Secretary
4.1.6.5. General Treasurer
4.1.6.6. Community Outreach Treasurer
4.1.6.7. Parliamentarian and Advisors) are not elected positions and do not have
voting rights.
4.2. Elections
4.2.1. All elected officers shall be voted upon at the regularly scheduled April
General Membership meeting or an emergency/special meeting convened for that
purpose. The Parliamentarian will email all biographies to the General Membership
5 days prior to the election. 4.2.2. Nominee must be present, unless notification of absence is coordinated with Parliamentarian prior to April General Membership meeting. 4.2.3. Nominees will be current active members of the SSEMC and have one year
retainability to complete their term of office.
4.2.4. To be eligible to vote a member must be in good standing with the SSEMC. 4.2.5. Voting shall be by secret ballot. Ballots will be counted by the appointed
election committee who are non-voting members.
The Parliamentarian is eligible to vote for Executive Board positions. 4.2.6. If the Parliamentarian is running for an elected office, then the President will
appoint a temporary Parliamentarian to take his or her place during this election
period. 4.2.7. On Election Day, the Membership Chair shall verify membership before any
member may vote. 4.2.8. A member may vote by secret ballot prior to election date if that member is
going to be on TDY status, emergency leave, or ordinary leave. 4.2.9. Board members serve a period of one year beginning at the May General
Membership meeting to the following May General Membership meeting, to allow
for the Installation ceremony and shadowing.
4.3. Official Change of Office: Newly elected officers will take their positions at the June General Membership
meeting.
4.4. Vacancies:
4.4.1. If the President vacates their office succession will include 1st Vice to
President. The 2nd Vice will promote 1st Vice. Special Election will occur for the
2nd Vice vacancy.
4.5. Special Elections
4.5.1. Special elections are conducted in the event of an Executive Board position
vacancy (without succession). 4.5.2. Special election will occur within 30 days of the vacancy. 4.5.3. Special Election process and procedures will follow the guidelines set forth in
Article IV Section 4.1.
ARTICLE V Termination of Office/Membership and/or Committee Chairpersons
5.1. Grounds for Termination: The following are grounds for termination of office or
membership. This list is not inclusive:
5.1.1. Continuous gross or willful neglect of the duties of office. 5.1.2. Failure or refusal to disclose necessary information on matters of funds. 5.1.3. Unauthorized expenditures, signing of checks, or misuse of organizational
funds.
5.1.4. Undermining the organization, its officers, or the General Membership.
5.2. Termination Procedures: The following is the procedure for termination: 5.2.1. Three executive board members and either an Honorary Advisor/or Advisor will have a meeting with the member in question and attempt to resolve the conflict.
5.2.1.1. Failure, by the member, to meet at a mutually agreeable time and place
will result in immediate termination. 5.2.2. If conflict remains, the Executive Board will vote on removal. Termination will
be by three voting members of the Executive Board. 5.2.3. If conflict is between two Executive Board members, a vote will be taken
without said Board members present. 5.2.4. A meeting for notice of termination will take place with an Executive board
member (based on chain of command IAW 4.1.6), an Advisor, and person in question. 5.2.5. All attempts will be made to contact member of termination of membership.
5.3. Resignation: Resignation of any position requires 30 days written notice to the President or Parliamentarian. All SSEMC materials will be turned in at this time. Resignation will
result in a year’s probation from holding a position on the Executive Board.
ARTICLE VI General Duties of Board Members 6.1. The duties of the Board members shall be those implied by their respective
titles and those specified by these Bylaws. All board members are to hold voting
rights unless otherwise stated. These duties shall include but are not limited to: 6.1.1. Be present at each Board Meeting or notify the President of absence in
advance. 6.1.1.1. If a Board member has 3 unexcused absences from three Executive Board or General Board Meetings, they will be asked to resign from that position. 6.1.1.2. Being absent from Executive Board or General Board Meetings without
notifying the President 7 days prior to the meeting is automatically considered an unexcused absence. 6.1.1.3. Notification of absence will be accepted if given to another Executive Board member. 6.1.1.4. In case of an excused or unexcused absence the Executive/General Board member must still submit their report to the President. 6.1.1.5. All Board members are required to review all meeting minutes after any
missed meetings. 6.1.1.6. At least 3 Executive Board members must be present at all Board meetings
for a majority vote. 6.1.2. Submit interest items for inclusion in the monthly agenda and report orally
to the Board at the monthly meeting.
6.1.3. Attend General Membership meetings.
6.1.4. Support revenue producing activities. 6.1.5. Volunteer a minimum of 2 hours monthly in support of the SSEMC. 6.1.6. Review the SSEMC Constitution and Bylaws and Job Descriptions annually in conjunction with the budget.
6.1.7. Executive and General Board Members will submit a proposed budget at the
April Executive Board meeting (for review of the new board).
6.1.8. Maintain a Continuity Book containing: 6.1.8.1. A current copy of SSEMC Constitution, Bylaws, and current Private Organization AFI Guidelines. 6.1.8.2.The current year’s minutes, financial statements, reports contracts, after
action reports, monthly reports, articles published, policies and procedures, and
other materials pertinent to the position. 6.1.9. Transfer the Continuity Book and all other SSEMC property on to the
successor upon departure from or expiration of term of office. Failure to do so will
result in forfeiture of membership and membership departure gift. 6.1.10. General Board Members must follow chain of command (IAW Section 7) to
resolve conflicts. Resolve all conflicts at the lowest level possible. This will be
enforced for all officers. 6.1.11. All receipts must be kept and turned in to the General Treasurer at Board
meetings or General Membership meetings, along with a reimbursement form. 6.1.12. Complete an After Action Report on all activities, socials, fundraisers, and
other SSEMC events and file them in the Continuity Binder. 6.1.12.1. After Action Report will contain the number of participants, money spent, a detailed report on what the Activity was, and any ideas that you have that could make the activity better for the future.
ARTICLE VII Executive Board
7.1. Officers, Powers, and Duties: The officers are responsible for asset accountability, liability, satisfaction, and sound financial operational management of the organization. 7.1.1. The Executive Board will consist of the President, 1st Vice President,
2nd Vice President, Secretary, General Treasurer, Community Outreach Treasurer,
Parliamentarian, and Advisor. 7.1.1.1. All Executive Board and Committee members must be SSEMC members in
good standing. 7.1.1.2. All Executive Board members serve as voting members of the Thrift Store,
with the exception of the President, Parliamentarian, and Advisor, who advise on
Thrift Store matters without voting privileges. 7.1.2. Family members may not serve on the Executive Board concurrently. 7.1.3. The Parliamentarian is appointed by the SSEMC Executive Board.
7.1.4. The Advisor(s) shall be the spouse of the 52 FW Command Chief Master Sergeant, or alternate as appointed by the Chief, and will not have voting privileges.
7.2. President: The SSEMC President duties will include but are not limited to: 7.2.1. Preside over all Membership and Board Meetings. 7.2.2. Schedule all SSEMC Board meetings and General Membership meetings.
7.2.3. Custodian of all SSEMC property to include paper products and
social/business related items, and maintain a current inventory list with the General
Treasurer at the beginning of the term of office. 7.2.4. Disposition of residual assets upon dissolution of the group. 7.2.5. Ensure the group’s Constitution and Bylaws are reviewed, up-to-date, and consistent with Air Force Policies within the first three months of taking office. 7.2.6. Ensure that Bylaws and Constitution are reviewed by legal after any changes. 7.2.7. Vote only if by ballot, to break a tie, or to meet majority voting requirements
(per Robert’s Rules of Order) 7.2.8. President will relinquish the chair to the 1st Vice President until the matter is
voted on when feeling the need to take part in a debate. 7.2.9. Call Special Membership, Board, or Committee meetings as needed. 7.2.10. Establish policies and procedures at the beginning of each Board Year. 7.2.11. Confer with Board Members to review job descriptions and Bylaws. 7.2.12. Write checks in the absence of Vice President or General/Community
Outreach Treasurer. Cosign all Disbursements.
7.2.13. Prepare agenda for monthly Board meetings. 7.2.14. Email all agendas to Executive and General Board Members. 7.2.15. Moderate the SSEMC website and Facebook page alongside the Publicist. 7.2.16. Serve as liaison to the base community and coordinate closely with the
Community Outreach Treasurer. 7.2.17. Invite the Honorary and Special Advisors to serve.
7.2.18. Call special elections to fill any vacancies. 7.2.19. Check the SSEMC organizational mailbox on a monthly basis. 7.2.20. Appoint an Outreach Coordinator/Committee as needed for SSEMC and
base communication.
7.2.21 Track volunteer hours and coordinate with the A&FRC Volunteer Coordinator
for yearly Volunteer Appreciation event.
7.2.22. Shall turn in a revised job description, an afteraction report, and a budget
review at the conclusion of the term of office to the President binder and the
Parliamentarian.
7.3. 1st Vice President: The SSEMC 1st Vice President duties will include but are not limited to: 7.3.1. The Vice President shall act as President if the current President is absent or
has vacated the position. 7.3.2. Act as assistant to the President and be aware of current challenges in the
event the Vice President has to take over during the year. 7.3.3. Research and prepare motions, if needed, for Executive/General Board's
consideration on all unbudgeted requests; attend scheduled budget meetings and
coordinate with Community Outreach Treasurer. 7.3.4. Have signatory authority with the President and Community Outreach
Treasurer.
7.3.5. Coordinate, serve as ex-officio member, and maintain job descriptions of the
following standing committees and have them report directly to him/her:
7.3.5.1. Trips and Tours
7.3.5.2. Publicity
7.3.5.3. Activities
7.3.5.4. Hospitality
7.3.5.5. Catering
7.3.5.6. Webmaster
7.3.6. Receive reports from each committee that he or she chairs. 7.3.7. Take minutes at meetings in the absence of Secretary. Submit hand written
minutes to the Secretary for typing and distribution. 7.3.8. Provide a monthly written report to Board members in absence of President. 7.3.9. Shall turn in a revised job description, an after-action report,
and a budget review at the conclusion of the term of office to the President,
1st Vice President binder and the Parliamentarian.
7.4. 2nd Vice President: The SSEMC 2nd Vice President duties will include but are
not limited to: 7.4.1. Assume the 1st Vice Presidency, if, at any time, the 1st Vice President is
unable to complete the full term of office. 7.4.2. Maintain folders for agendas, Executive Board and General Membership
meeting minutes, and pertinent information concerning the SSEMC. 7.4.3. Assume the duties of the 1st Vice President in the event of absence.
7.4.4. Coordinate, serve as exofficio member, and maintain job descriptions of the following standing committees and have them report directly to him/her:
7.4.4.1. Bazaar
7.4.4.2. Membership
7.4.4.3. Ways and Means
7.4.4.4. Historian
7.4.4.5. Scholarships
7.4.4.6. Thrift Store
7.4.5. Have signatory authority with the President and General Treasurer. 7.4.6. Receive reports from each committee that he or she chairs. 7.4.7. Research and prepare motions, if needed, for Executive/General Board's
consideration on all unbudgeted requests; attend scheduled budget meetings and
coordinate with General Treasurer. 7.4.8. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, 2nd Vice President binder and the Parliamentarian. 7.5. General Treasurer: The SSEMC General Treasurer duties will include but are not limited to: 7.5.1. Keep detailed and accurate records of dues, donations, receipts, statements,
and account balances. 7.5.2. Provide the President with monthly financial updates concerning finances as
part of monthly board report.
7.5.3. Assume full responsibility for all General Fund financial transactions
authorized by SSEMC or the SSEMC Board.
7.5.4. Research and prepare motions, if needed, for Board consideration on all
unbudgeted requests; attend scheduled budget meetings and coordinate with the
2nd Vice President. 7.5.5. Establish financial policies and procedures at the beginning of the Board year. 7.5.6. Keep itemized accounts of all receipts, disbursements, supporting vouchers
and records.
7.5.7. Collect all accounts receivable and maintain them with an accredited financial
institution. 7.5.8. Receive moneys earned from SSEMC Fundraisers and Ways & Means
Committee. 7.5.9. Disburse SSEMC funds as directed by the Board, with the authority to execute
checks against the SSEMC accounts. All checks are to be cosigned by the President
or 2nd Vice President. 7.5.10. Pay approved reimbursements to members within two weeks of receiving
written requests. 7.5.11. Use appropriate record keeping system (combination journal/ledger) to
maintain account records. 7.5.12. Present a written financial report to the Board each month and present a
copy to each Executive Board member. 7.5.13. Arrange for a timely and orderly transfer of the financial records with the
newly elected Treasurer.
7.5.14. Receive dues from the membership committee. 7.5.15. Assist the President in maintaining a complete inventory of club assets.
Assist and/or perform the duties of the Community Outreach Treasurer in the event
of absence or upon resignation until a Community Outreach Treasurer is elected. 7.5.16. Act as custodian of the Thrift Store Account. Write monthly paychecks from
the Penny Lane Thrift Store account.
7.5.17. Coordinate, serve as ex-officio member, and maintain job descriptions of
the Child Care Committee.
7.5.18. Prepare and coordinate end of year audit for General account. 7.5.19. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the
President, General Treasurer binder and the Parliamentarian. 7.6. Community Outreach Treasurer: The SSEMC General Treasurer duties will include but are not limited to: 7.6.1. Receive Community Outreach requests and research validity of requests. 7.6.2. Present all Community Outreach requests at Executive Board meetings. 7.6.3. Notify organizations that have been granted/allocated funds in the annual
budget upon finalization of the Community Outreach budget. 7.6.4. Prepare budget for the new fiscal year at the end of the old fiscal year.
7.6.5. Cosign checks with the President or 1st Vice President. 7.6.6. Present all records for financial review in the event of resignation or end of
the term.
7.6.7. Provide a budget report for each meeting. 7.6.8. Assist and/or perform the duties of the General Treasurer in the event of
absence or upon resignation until a General Treasurer is elected. 7.6.9. Present a written financial report to the Board each month and present a
copy to each Board member. 7.6.10. Prepare and coordinate end of year audit for Community Outreach account. 7.6.11. Shall turn in a revised job description, an after-action report, and a budget
review at the conclusion of the term of office to the President, Community
Outreach Treasurer binder and the Parliamentarian.
7.7. Secretary: The SSEMC Secretary duties will include but are not limited to: 7.7.1. Keep detailed notes of past meetings and events. Minutes should include:
7.7.1.1. Date of meetings
7.7.1.2. Start and Finish Times
7.7.1.3. Those in attendance – to include Board and General member’s names
7.7.1.4. Topics discussed
7.7.1.5. What was decided
7.7.1.6. What actions were agreed upon
7.7.1.7. Who is to complete the actions, by when? 7.7.1.8. What materials were distributed at meetings, are copies or links available? 7.7.1.9. Is there anything special the reader of the minutes should know or do?
7.7.1.10. Is a follow-up meeting scheduled? If so, when, where, why? 7.7.2. Will also keep notes of meeting in progress, and turn in notes to the President
within seven days of the meeting.
7.7.3. Familiarize the successor with all records and files. 7.7.4. Prepare and distribute, Executive and General Board roster to include names,
phone numbers, and email.
7.7.5. Maintain the following files: 7.7.5.1. Minutes and agendas of Board, Special Committees, and General
Membership meetings. 7.7.5.2. Permanent written record of the SSEMC Constitution and Bylaws. 7.7.5.3. Must attend all Board, General and Special meetings that are held to
maintain an accurate account of all SSEMC business and planning. 7.7.5.4. If the Secretary is unable to attend the 1st Vice President will record minutes 7.7.6. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, Secretary binder and the
Parliamentarian.
7.8. Parliamentarian: The SSEMC Parliamentarian duty is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 7.8.1. Serve as advisor to the President, the Executive Board and General Board on
parliamentary procedures as stated in Robert's Rules of Order.
7.8.2. Act as custodian of the Constitution and Bylaws. 7.8.3. Maintain a copy of the SSEMC policies, current job descriptions, and current
copy of the Private Organization AFI. 7.8.4. Guarantee that all Board members have the most current copies of the
Constitution, Bylaws, and Private Organization AFI.
7.8.5. Keep all secret ballots after each vote is taken and keep for 2 years. 7.8.6. If Special Vote/Election is needed, the Parliamentarian will email necessary
members, tally results, and report to the President. 7.8.7. Robert’s Rules of Order most recent edition shall be the parliamentary
authority in all matters not specified in the Constitution and Bylaws. 7.8.8. Have all board and committee members sign code of conduct sheets, and
keep them for the duration of their board position. 7.8.9. Inform members of upcoming election procedures, and conduct the election
in a fair manner following Robert's Rules of Order.
7.8.10. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President and the Parliamentarian binder.
ARTICLE VIII General Board Member Chairs/Committee’s
8.1. Activities Chair/Committee: The SSEMC Activities Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.1.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.1.2. Be Responsible for the organization and coordination of all the SSEMC
activities; to include socials. 8.1.3. Report at Board and General Membership meetings regarding ongoing
activities.
8.1.4. Establish an estimated budget. 8.1.5. Coordinate with the Publicist to advertise in advance for each event. 8.1.6. Prepare, in conjunction with Trips and Tours, an SSEMC activities calendar
and distribute to membership coordinator and executive board. 8.1.7. Prepare for each program in advance so that all will run smoothly on the day
of the event. 8.1.8. Must fill out an After Action Report and a copy must be turned in to the 1st
Vice after each event. 8.1.9. Maintain up-to-date records of all monies spent. 8.1.10. Attend all board meetings and prepare a written report for all programs.
Update the report when changes occur. Give detailed information on each program. 8.1.11. If there is a guest speaker, the Activities Coordinator will act as the liaison to
make sure the guest has everything needed to properly address the group
(i.e. projector, music, etc.). 8.1.12. Prepare Thank You notes after each event/fundraiser for all contributing
vendors.
8.2. Bazaar Chair/Committee: The SSEMC Bazaar Chair is appointed by the
Executive Board and must attend all board meetings. Their duties will include but
are not limited to:
8.2.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian.
8.2.2. Shall appoint a Co-Chair, who will chair the following year’s Bazaar, and with
board approval, will attend and vote at General Board meetings in his/her absence. 8.2.3. Shall coordinate all Bazaar activities, keeping the General Board informed at
all times. 8.2.4. Shall act as the liaison between the SSEMC and Bazaar vendors, and between
the SSEMC, 52FW/CC, and other base organizations for Bazaar matters. 8.2.5. Shall choose the date of the Bazaar for the following year at least 15 months
out and submit a letter to be signed by 52 FSS/FSR, Staff Judge Advocate, and the
52 MSG/CC. 8.2.6. Shall select the Bazaar Committee Chairs-chairs must be
SSEMC members in good standing. 8.2.7. The Bazaar Chair may appoint the organization’s President to hold a main chair
or co-Chair on the Bazaar board when the number of volunteers to fill the board is
low. At all other times, the President should act as an advisor.
8.2.8. The Bazaar Chair shall enforce that spouses may not serve together as Chair
and CoChair in the same field (i.e. Business Office Chair and CoChair).
8.2.9. Shall assist OCSC with their Bazaar.
8.2.10. Shall write Thank You notes relating to Bazaar business. 8.2.11. Shall conduct Bazaar committee meetings following Robert’s Rules of Order,
Newly Revised. Shall appoint a Bazaar Secretary to take minutes at each meeting
and will submit them to the SSEMC Secretary and then to the SSEMC Board. 8.2.12. The Bazaar Chair shall have the use of a storage key for the duration of their
term for access to all event binders, equipment, and records. 8.2.13. Shall serve a term of office from 1 June to 31 May as Bazaar Chair. The
outgoing Bazaar chair shall retain their voting position on the board until the end of
the year if the CoChair holds another chair on the present board. 8.2.14. Shall enforce a zero tolerance policy for drinking by volunteers while they are
representing the SSEMC at events.
8.3. Catering Chair/Committee: The SSEMC Catering Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.3.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.3.2. They work to coordinate all meeting locations and meals with the Activities
Committee.
8.3.3. Tracks attendance by RSVP. 8.3.4. Works with the General Treasurer to pay for meals at SSEMC funded events. 8.3.5. Works with Membership Chair to ensure catering email invitations are going
to all members listed on the most recent Membership roster.
8.4. Childcare Chair/Committee: The SSEMC Childcare Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.4.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the
President, the General Treasurer, and the Parliamentarian. 8.4.2 They are in charge of providing partial childcare reimbursement to all
qualifying members at designated meetings and events of $5.00 per hour for a max
of 2 hours unless otherwise specified by the board. 8.4.3. Must keep record of all childcare paid throughout the year and turn into the
General Treasurer at the end of the year.
8.5. Historian Chair/Committee: The SSEMC Historian Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.5.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.5.2. Shall take photos at all SSEMC events, activities, and trips/tours or collect
photos from members who attended. 8.5.3. Share photos with the Publicity chair or President when requested.
8.5.4. Compile a scrapbook (digital or paper) at the end of the board year to share
with membership, outgoing and incoming SSEMC board members.
8.6. Hospitality Chair/Committee: The SSEMC Hospitality Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.6.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.6.2. Their duties shall be to send flowers, cards or baby gifts to SSEMC members
when the budget allows. 8.6.3. Set up meals for hospitalized members.
8.6.4. Departing Member's: Card and SSEMC mug 8.6.5. Send thank you cards to any guest speakers or as deemed necessary by the
Executive Board. 8.6.6. According to German law and the Status of Forces Agreement, foreign
nationals shall not be awarded prizes, gifts, or other monetary consideration other
than remuneration for services rendered.
8.7. Membership Chair/Committee: The SSEMC Membership Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not
limited to:
8.7.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.7.2. Shall welcome and introduce guest and new members at General
Membership meetings.
8.7.3. Shall make themselves available to new members. 8.7.4. Shall provide new members with a copy of the membership application,
Constitution and Bylaws, and a calendar including a brief description of all ongoing
events if available.
8.7.5. Shall send an updated monthly Membership Roster to the Executive Board,
and General Board Chairs as needed. 8.7.6. Shall actively seek out new members to join the club by holding quarterly
membership drives.
8.7.7. Shall maintain a current file/roster on all members. 8.7.7.1 Membership file/roster should contain the following information:
First name, last name, Date membership started, membership dues, deros, PSC box
number, birthdate, anniversary, and email address.
8.8. Outreach Chair/Committee: The SSEMC Outreach Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.8.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President and the Parliamentarian. 8.8.2. Shall work to cultivate positive publicity and partnerships through community
outreach activities. 8.8.3. Shall attend community outreach activities to support community activities to
include:
8.8.3.1. AFRC Newcomers briefings
8.8.3.2. Any Base wide informational event or information fair that SSEMC has been invited to attend.
8.9. Publicity Chair/Committee: The SSEMC Publicity Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not limited to: 8.9.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.9.2. Shall handle all SSEMC publicity.
8.9.2.1 Update Facebook
8.9.2.2. Work with Public Affairs and AFN to publicize events. 8.9.2.3. Organize and participate in AFN monthly radio spot to publicize SSEMC
events and matters.
8.9.3. Act as editor for the SSEMC newsletter. 8.9.3.1. Newsletter must be approved by President before distribution. 8.9.3.2. Newsletter is distributed to Webmaster and Historian for posting on the
website. 8.9.4. Ensure that the Airman & Family Readiness Center has SSEMC informational
flyers to be handed out. 8.9.5. Work with Activities Coordinator, Trips and Tours, and others for event
advertising. 8.9.6. Shall ensure that any posters/flyers needed for the club are made and placed
in conspicuous areas (with permissions).
8.10. Scholarship Chair/Committee: The SSEMC Scholarship Chair is appointed by the Executive Board and must attend all board meetings. The Scholarship Committee is
responsible for the Spangdahlem Spouse Organization Scholarship Committee
(SSOSC). This responsibility alternates between the SSEMC and OCSC. Their duties
will include but are not limited to: 8.10.1. Will serve for two (2) years with the approval of the Executive Board.
8.10.2. Shall appoint a CoChair, with approval of the board, to attend and vote at board and SSOSC meetings in his/her absence. 8.10.3. Shall serve as chair of the SSOSC during a year the SSEMC is designated to
chair the committee. 8.10.3.1. Will alternate chairing duties with OCSC; SSEMC will Chair the
OCSC/SSEMC Scholarship committee every other year: 2016 SSEMC
Chairperson/OCSC CoChair; 2017 OCSC will Chair and SSEMC will CoChair, and so forth. 8.10.4. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 2nd Vice President, and the Parliamentarian. 8.10.5. Shall attend Spouse Tuition Assistance Program meetings at the base
education center as the SSEMC representative and disseminate pertinent
information to the Spouse Scholarship Committee and the SSEMC Board.
8.10.6. Annual Spouse Scholarship 8.10.6.1. Scholarship Chair shall present a donation request in writing to the Welfare Treasurer. These requests are due to the Welfare Treasurer no later than the Wednesday before the monthly SSEMC Board meeting. 8.10.6.2. SSOSC Chair shall create a spouse scholarship application, eligibility requirements, and timeline which align with the SSEMC and OCSC’s bylaws. Spouse scholarship application should be made available from October 1st to
October 31st . If applicable place all hard copies of the scholarship application at the AFRC, Library, and Education Office. 8.10.6.3. SSOSC Chair shall create and distribute a scholarship flyer to the SSEMC
and OCSC board to publicize to the membership and the community. 8.10.6.4. SSOSC will assemble in November to judge applications and essays. The selection criteria will be determined by the SSOSC and will be included on the application for the spouses’ information. At no time will the Committee other than the Chairperson know the name of any applicant. The SSOSC reserves the right to reject any applicant who has a prior history of disciplinary problems or misconduct. 8.10.6.5. SSOSC Chair will coordinate with both private orgs to set date in December
in which all scholarship recipients can come to be congratulated and awarded. 8.10.6.6. The OCSC and SSEMC will each contribute allocated funds each year to the SSOSC. The CoChairing organization will write a check to the Chairing organization for the years
allotted scholarship amounts.The Chairing organization will then write all
scholarship checks for that year. 8.10.6.7. The SSOSC will divide scholarship funds between the qualifying spouse applicants how they feel is appropriate per the scoring. Any remaining funds are to roll over to the next year and will be included in the check written to the Chairing org. for scholarships on the turn over the following year.
8.10.7. Annual High School Graduating Senior Scholarship 8.10.7.1. Scholarship Chair shall present a donation request in writing to the Welfare Treasurer. These requests are due to the Welfare Treasurer no later than the Wednesday before the monthly SSEMC Board meeting. 8.10.7.2. SSOSC Chair shall create a high school scholarship application, eligibility requirements, and timeline which align with the SSEMC and OCSC’s bylaws. High School scholarship application should be made available to the school from February 1st to March 15th . 8.10.7.2.1. SSOSC Chair will coordinate with the High School Guidance Counselor on distribution of the application to graduating seniors of members assigned to Spangdahlem AB. 8.10.7.3. SSOSC Chair will schedule with the High School Guidance Counselor a proctored essay exam and a makeup session to take place between March 15th and April 15th . 8.10.7.4. In April the SSOSC will assemble to judge applications and essays. The
selection criteria will be determined by the SSOSC and will be included on the
application for the seniors’ information. At no time will the SSOSC other than the Chairperson know the name of any applicant. The SSOSC reserves the right to reject any applicant who has a prior history of disciplinary problems or misconduct. 8.10.7.5. SSOSC Chair will coordinate with the High School Guidance Counselor on presenting the award recipients a certificate during the High School End of Year Award Ceremony in May. 8.10.7.6. The OCSC and SSEMC will each contribute allocated funds each year to the SSOSC. The Co-Chairing organization will write a check to the Chairing
organization for the years allotted scholarship amounts. The Chairing organization
will then write all scholarship checks for that year.
8.10.7.7. The SSOSC will divide scholarship funds between the qualifying high school
senior applicants how they feel is appropriate per the scoring. Any remaining funds are to roll over to the next year and will be included in the check written to the Chairing org. for scholarships on the turn over the following year.
8.11.Trips and Tours Chair/Committee: The SSEMC Trips and Tours Chair is appointed by the Executive Board and must
attend all board meetings. Their duties will include but are not limited to: 8.11.1. Shall turn in a revised job description, an after action report, and a
budget review at the conclusion of the term of office to the President, the 1st Vice
President, and the Parliamentarian. 8.11.2. Plan and coordinate all trips and tours for club members. 8.11.3. SSEMC tours are organized primarily for the enjoyment of SSEMC members. 8.11.4. The tours are to be considered family tours unless otherwise designated as
an adult tour by the Executive board. No Children under 18 are allowed on adult
tours.
8.11.5. Payment in full is due by the deadline or the reservation is canceled. 8.11.6. On tours, full payment is due and signed contract assures a seat at signup. 8.11.7. All cancellation policies will be outlined in the contract. 8.11.8. If occupancy minimum has not been reached by the deadline date as
outlined in the contract, SSEMC Tours Chairperson will cancel the tour and ensure
all money is given back to participants. 8.11.9. To cancel a seat reservation after the deadline date, the participant, not the
Tours Chairperson, must find a replacement to receive a refund. They must go to
the Tours Chairperson to exhaust the waiting list before independently finding a
replacement elsewhere. There will be absolutely NO REFUNDS, FOR NO SHOWS. 8.11.10. Tour prices are based solely on quotations from transportation companies,
tour offices, and hotels prior to presentation to the membership. Should any drastic
changes occur, SSEMC Tours Chairperson will inform booked passengers and give
them the option to accept or decline and a refund will be issued.
8.11.12. No Smoking is allowed on the bus at any time. 8.11.13. The Tours Chairperson can determine quiet time for sleeping on the bus for
overnight or early morning trips and all participants are asked to comply. SSEMC
members are responsible at all times for the behavior of their guests and family
members. 8.11.14. Food and drink are permitted on the bus, but the participants are responsible
for keeping the bus pleasant and clean for all. Should the bus company charge an
excess cleanup fee, the person occupying the seat will be charged as the Tours
Chairperson deems necessary. 8.11.15. The departure time set for the tour is final. Any tour participant not present
at departure time will be a no show and receive no refund. Exceptions to this policy
will be emergency leave or hospitalization.
8.11.16. It is customary to collect Euros from the participants as a thank you for the
bus drivers, but donations are strictly up to the participant. Tour participants may
elect to donate any excess fees to the bus driver as a tip.
8.11.17. Tours shall be open in the following order:
8.11.17.1. SSEMC members and family member.
8.11.17.2. All others. 8.11.18. Disruptive conduct will not be tolerated. Persons not complying shall be
barred from future tours. 8.11.19. The tours chairperson or the 1st Vice President shall sign for all tour contracts. 8.11. 20. Shall work in conjunction with the Activities Committee to create a calendar
for the year.
8.12.Ways and Means Chair/Committee: The SSEMC Ways and Means Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but
are not limited to:
8.12.1. Shall turn in a revised job description, an after action report, and a
budget review at the conclusion of the term of office to the President, the 2nd Vice
President, and the Parliamentarian. 8.12.2. They work to coordinate all fundraising activities for the club, with the
exception of the Bazaar. 8.12.3. Must fill out all required paperwork for fundraising per the AFI. 8.12.3.1. Any fundraising cannot compete with AAFES or DeCA. 8.12.3.2. Gambling is generally illegal on base. In accordance with paragraphs 10.9
and 10.15.2 of AFI 34223, private organizations and unofficial activities may not conduct games of chance, lotteries, raffles, or other type gambling type activities under any circumstances. There is a very limited exception to the PO and UA gambling prohibition for approved in advance raffles, but only if the raffle serves a charitable, civic, or community welfare purpose which directly benefits DoD personnel and their family members. The 52nd FSS/CC may authorize occasional sales for fundraising purposes like bake sales, bowl-a-thons, open house, carnivals, bazaars, or haunted house, or similar occasional functions. "Occasional" is defined as not more than two (2) fund raising events per calendar quarter. 8.12.4. Will set up a booth and sell SSEMC items at both the OCSC and SSEMC
Bazaars.
8.12.4.1 Determined by board; sales and participation are based on an ‘as needed’
basis for general operating expenses of the SSEMC General Account Budget.
8.13.Webmaster Chair/Committee: The SSEMC Webmaster Chair is appointed by the Executive Board and must attend all board meetings. Their duties will include but are not
limited to:
8.13.1. Shall turn in a revised job description, an after action report, and a budget review at the conclusion of the term of office to the President, the 1st Vice President, and the Parliamentarian. 8.13.2. Shall maintain and update the SSEMC website. 8.13.3.Shall determine content and appearance of SSEMC Web pages with approval
from the SSEMC President. 8.13.3.1. Shall be responsible for SSEMC Web pages and content. 8.13.3.2. Shall update information and pictures as directed by the SSEMC President. 8.13.3.3. Shall work with the Scholarship committee to make sure that the online application is updated and accessible. 8.13.3.4. Shall update the Commissary Sweep online application information form as necessary. 8.13.4. Shall update information and pictures to the website monthly or as needed to
maintain integrity of the site.
ARTICLE IX Financing
9.1. There shall be a General fund checking account, a Community Outreach fund
checking account, a Bazaar checking account and Penny Lane Thrift Store checking
accounts, maintained at a local military banking facility. Disbursement from these
accounts shall be made by check only and with two authorized signatures.
9.1.1. Monetary assets of a minimum of one thousand dollars ($1,000) must be
retained to turnover to the incoming Executive Board. The fiscal year of the club
shall be June 1 to May 31. An impartial qualified accountant at the club’s expense
will make a review annually.
9.1.2. A budget shall be presented to the general membership at the 1st General
Membership meeting in June. The budget committee shall consist of the incoming
executive board and the outgoing President, General Treasurer and Community
Outreach Treasurer. The President, 1st Vice President, General Treasurer and
Community Outreach Treasurer will have access to all accounts.
9.1.3. The treasurer’s will provide a financial report upon the request of two thirds (2/3) of the membership, the installation commander, or as directed by higher
headquarters.
9.1.4. All SSEMC Treasurers must balance their assigned checkbook and provide a
financial report on a monthly basis and/ or as requested by the President or majority
vote of the general board.
9.1.5. If a committee is in need of additional funding, the request must be presented
to the Executive Board before expenditure of funds. 9.1.6. Receipts will be issued by all committee members for funds received, to
include cash. 9.1.7. A monthly committee activity report will be submitted to the General
Treasurer one week prior to the first Monday of the month. All receipts must
accompany any report submitted to the general treasurer.
9.2. General Fund:
9.2.1. The revenue of this fund shall consist of income from dues and monies made
in revenue producing activities approved by the Board 9.2.2. Checks must bear the signature of either the General Treasurer, plus the
signature of the President or the 2nd Vice President. 9.2.3. Club fiscal year begins June 1 and ends May 31. Audit must be coordinated
with an official base auditor and books turned over no later than June 1 to the
auditor. 9.2.4. Disbursement sheets shall be utilized for fund request with detailed receipts
attached to request. 9.2.5. To receive reimbursement, receipt must be attached to completed
disbursement form, to include currency exchange rate for the day of purchase if not
purchased in dollars. 9.2.6. Combined Executive and General Board have the authority to approve general
expenditures not established in the general budget not to exceed $1,001.00. Any
expenditure over this amount will be presented to the General Membership at the
following Social Membership meeting. 9.2.7. Receipts must be turned in no later than 30 days past event or 31 May
whichever is soonest. 9.2.8. Funds may be granted upon submission of fund request forms in compliance
with the approved budget to receive advanced funds from Treasurer.
Documentation of purchases must be submitted within 30 days upon completion
of event, or no later than 31 May. Failure to turn in receipts will result in the
requester being financially responsible for the dispersed funds. 9.2.9. This fund shall maintain a $1,000.00 contingency fund. 9.2.10. If receipts are not submitted, funds will not be issued. 9.2.11. All donated items/gifts shall be documented by the President.
9.3. Community Outreach Fund: 9.3.1. The revenues of this fund shall consist of income from the Bazaar and
Thrift Store. 9.3.2. Checks must bear the signature of either the Community Outreach Treasurer,
plus the signature of the President or 1st Vice President. 9.3.3. Club fiscal year begins June 1 and ends May 31. Audit must be coordinated
with an official base auditor and books turned over no later than June 1 to the
auditor.
9.3.4. The membership shall have information on all budget expenditures. 9.3.5. Executive Board has the authority to approve Community Outreach requests
not to exceed $500.00. Combined Executive and General Board have the authority
to approve Community Outreach expenditures not established in the Community
Outreach budget not to exceed $1,001.00. Any expenditure over this amount will be
presented to the General Membership at the following General Membership
meeting. 9.3.6. Any organization listed for two consecutive years in the approved budget that
has not received/requested their funds shall be eliminated from the budget. 9.3.7. All requests must be turned in at least 2 days prior to the Executive board
meetings, which are the first Tuesday of the month, unless they are considered
"Emergency" requests then the board will make an exception. 9.3.8. All incoming requests for funds will be turned over to the Community
Outreach Treasurer before disbursement or expenditure of funds.
9.3.9. Before additional money will be given, receipts and bills will be turned over to
the Community Outreach Treasurer.
9.4. Bazaar Account: 9.4.1. The revenue from this fund shall consist of income from sales at the SSEMC
Spring Bazaar. 9.4.2. All checks must bear the signature of two of the following: Bazaar Treasurer,
the Bazaar Chair, the Bazaar CoChair, or the 2nd Vice President.
9.4.3. This Fund shall maintain an $8,000 contingency. 9.4.4. The Bazaar Account is financially responsible for the Bazaar account audit.
9.5. Thrift Store Account: 9.5.1. The revenue from this fund shall consist of income from sales at the SSEMC
Thrift Store. 9.5.1.1. Thrift Store contractor's are to be paid a monthly salary from this account. 9.5.1.2. Thrift Store operation expenses are paid or reimbursed from this account. 9.5.2. The Executive Board and Thrift Store contractor’s operate the Penny Lane
Thrift Store utilizing; Thrift Store business plan and Penny Lane Thrift Store contract.
See addendums. 9.5.3. The Thrift Store fiscal year begins January 1 and ends December 31. 9.5.4. This fund shall maintain a $3,000.00 contingency fund.
ARTICLE X Meetings and Quorums 10.1. Executive Board Meeting will be held at 1730 the 1st Tuesday of the month.
General Board meetings shall be normally held at 1800 the 1st Tuesday of each
month. The General Membership meeting shall normally be held at 1800 the 2nd
Tuesday of the month. These are the official dates and times unless adjusted via a
majority vote by the General Board. 10.1.1. A quorum of the Executive Board shall consistent of 3 voting members. 10.1.2. A quorum of the General Board shall follow Robert’s Rules of Order, and be a
simple majority of the voting members of the Board. 10.1.3. A quorum at the General Membership meeting shall consist of 5 members and
3 elected officers. 10.2. The President may call a special meeting when it is deemed necessary or
whenever petitioned by at least one fourth (1/4) of the General Membership.
The petition may be made through any member of the Executive Board.
There shall be notification by as many means possible. 10.3. Special Executive board meetings may be called whenever the President
deems necessary and/or upon special request of a majority of the voting members
of the Executive board. 10.4. Attendance will be taken at each general membership meeting by a member
of the Membership Committee and a quorum confirmed by the Parliamentarian.
ARTICLE XI Americans Working Around the Globe (AWAG) 11.1. Delegates from the SSEMC shall attend the AWAG convention providing the
budget permits, not to exceed 4 members.
11.1.1.Providing the budget permits SSEMC will reimburse transportation costs not
to exceed $100 per traveling vehicle with submission of receipts. 11.2. The Executive Board will select delegates to AWAG that to the best of their
knowledge, shall have one year retainability from the date of installation.
Delegates will be selected from the general membership, with new executive board
members having first consideration, new general board second consideration, and
rest of group third. 11.2.1. A letter of intent for candidates wishing to attend will be submitted to the
Executive Board showing how their participation will benefit the SSEMC.
Candidates will be chosen from those submitted. 11.3. Delegates for the SSEMC shall attend classes that pertain to the operation of
the SSEMC. 11.4. An SSEMC member is allowed to attend only one Main Annual Conference
AWAG Convention unless approved by the Executive board. 11.5. If member fails to attend AWAG they will reimburse SSEMC the cost of their
spot at AWAG unless extenuating circumstances apply such as hospitalization,
emergency leave, TDY, or deployment. 11.6. If member fails to hold elected position for at least 6 months they will
reimburse SSEMC for their paid spot at AWAG and their membership will be revoked
for a membership year.
ARTICLE XII Adoption and Amendments 12.1. The constitution and bylaws become effective upon adoption by an affirmative
vote of a majority of the membership and subject to a final review of the installation commander. 12.2. The constitution and bylaws may be amended, in whole or in part, subject to fina
l review of the installation commander and an affirmative vote by 1/5 of the
membership. Notice of intent to amend the constitution and bylaws must be given
to each member no later than the meeting prior to the vote of amendment. 12.3. The constitution and bylaws will be automatically amended to conform to
directives from higher headquarters.
ARTICLE XIII Dissolution 13.1. In case of dissolution of the organization, funds in the treasury at the time will
be used to satisfy any outstanding debts, liabilities, or obligations. Any balance
remaining will be disposed of as an equal donation between the Eifel Community
Schools. None of the remaining funds will be distributed or accrued to the benefit
of any member.
ARTICLE XIV Insurance 14.1. The Spangdahlem Spouses and Enlisted Members Club will maintain liability
and property damage insurance coverage commensurate with risk to protect
against any claims or lawsuits, which might arise from the commission or omission
of acts by its members when acting in any capacity for, or in participating in any
activities of the organization. Such coverage must expressly provide that neither
the United States Government nor any Non-Appropriated Fund Instrumentality
(NAFI) will be liable for any claims or judgments against the organization or its
members. An insurance policy copy and all renewal policies will be forwarded to
52 FSS/SVF. Members are aware that, they are jointly and severally liable for the
obligations of the private organization. If insurance is deemed not necessary for
organizations normal activities, a request for waiver of the insurance requirement
will be submitted to 52FW/CC. This will be done separately. Officers and members of this private organization have been briefed and understand that this waiver does
not make the government responsible for any claim that arises from the activities
of the organization or its members. Individuals assume all liability and risk for
themselves, family members and their guests. Regardless of whether the waiver is
approved, the officers and the members of this organization understand that we
may be held jointly and severally liable for any claim that may arise out of the
activities of this organization. For special events, the organization will obtain insurance commensurate with the risks involved.
