Warren Spouses' Club
 
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BOARD POSTIONS

NOMINATE SOMEONE OR APPLY

Preparation for the WSC Elections is currently underway. The Nomination Committee is now accepting  candidates’ questionnaires for elected and appointed positions on the 2022 – 2023 Board. This is your  opportunity to get involved and be a contributor to the many WSC activities and charitable missions that  we do throughout the year. We appreciate and encourage your sincerest consideration. 

The elected positions for the WSC board are the President, Operational Vice President, Welfare Vice  President, Secretary, Operations Treasurer, and Welfare Treasurer. The appointed positions include the  Parliamentarian, and chairs and co-chairs of the following: Membership Chair, Publicity/Newsletter  Chair, Webmaster, Socials Chair, Auction Chair, Scholarship Chair, Thrift Shop Chair, and the Historic  Homes Tour Chair. A brief job description for each position can be found below. 

The WSC does not limit applicants to those with previous WSC Board experience; no experience is  required, though will be helpful and each candidate must be willing to learn. We do emphasize the  responsibly and time commitment that accompanies a position on the board. Board members are  

required to attend monthly board meetings (held the first Monday of each month), membership socials,  completion of monthly board reports, and volunteer time spent in a multitude of other capacities. This  may sound like a lot, but the reward of service to our community makes it worth it! 

If you are interested in an elected or appointed position, please submit your questioner to Christine  Sabatowski at parliamentarian@warrenspousesclub.org. All questioners must be submitted to the Parliamentarian by April 2, 2022. If you are seeking information about the positions, I would highly  recommend you reach out to myself, or the current board member holding the position(s) you are  considering. 

Elected Job Descriptions:

/  President:

• Presides at all meetings of the WSC.

• Prepares a written account of the previous month’s club-related activities, prior to each

scheduled General Board meeting. Receives all monthly board reports from Executive Board

members and Standing Committees, distributes those reports to the General Board, and sets the

agenda for Executive and General Board meetings.

• Incoming President appoints all chairpersons of Standing Committees, Special Committees, and

the Parliamentarian with a majority vote approval of the incoming elected Executive Board.

• Shall make no motions or amendments in the chair. Although the President is a voting member,

the President shall only vote in blind votes (such as email) or if their vote could change the

outcome, as outlined in Robert’s Rules of Order.

• Shall be a signatory on both bank accounts, and have authority, as needed, to sign checks

written by the Treasurers.

• Serves on the Budget Committee and the Financial Review Sub-Committee.

• Delegates necessary responsibilities to the elected officers and all committee chairpersons.

• Is an ex officio member of standing committees.

• Purchases General Board end-of-year appreciation gifts.

• Reviews, adjusts or creates job descriptions of desired standing committees chairpersons.

Presents to the Executive Board for approval and incoming chairs for signature.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

internal controls, FSS Private Org instruction and any duties outlined in the job description.

Operational Vice President:

• Performs the duties of the President in the absence of the President.

• Shall be responsible for all WSC Mini Clubs, overseeing all points of contact and serving as a

liaison between each and the WSC General Board.

• Shall be a signatory on both bank accounts, and have authority, as needed, to sign checks

written by the Treasurer.

• Serves on the Budget Committee.

• Performs any other duties as requested by the President.

• Takes minutes in the absence of the Secretary.

• Is an ex officio member of standing committees.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

internal controls, FSS Private Org instruction and any duties outlined in the job description

provided by the President.

/ Welfare Vice President:

• Performs the duties of the 1st VP in the absence of the President.

• Shall be responsible for all WSC Welfare-related positions including Scholarships, Thrift Shop &

charitable giving, overseeing all points of contact and serving as a liaison between each and the

WSC Executive Board.

• Shall be a signatory on both bank accounts, and have authority, as needed, to sign checks

written by the Treasurer.

• Serves on the Budget Committee.

• Performs any other duties as requested by the President.

• Takes minutes in the absence of the Secretary.

• Is an ex officio member of standing committees.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

internal controls, FSS Private Org instruction and any duties outlined in the job description

provided by the President.

/ Secretary:

• Records the minutes of all regular, special, and General Board meetings of the WSC and provides

copies to board members.

• Creates Facebook events for official board meetings, and emails advisor invitations.

• Maintains and updates General Board roster, organizational chart, and brief job descriptions.

• Acts as custodian of all permanent records of the WSC. These records must be kept for a period

of seven years.

• Serves on the Budget Committee.

• Is an ex officio member of standing committees.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

internal controls, FSS Private Org instruction and any duties outlined in the job description

provided by the President.

/ Operational Treasurer:

• Receives and disburses all funds belonging to both the Operations Fund of the WSC.

• Maintains good accounting and cash handling practices, and is responsible for training any other

members who perform cash handling functions at WSC events.

• Follows Standard Operating Procedures approved by the Executive Board.

• Provides, if needed, all financial records as requested by the General Board to the Board or

designated third party (such as an accountant or CPA).

• Keeps an accurate account of all receipts and expenditures, balancing the Operations accounts

on a monthly basis, and preparing and submitting a monthly financial report for each account to

the Board.

• Retains all financial records for seven years and provides copies to the Secretary for

preservation.

• Submits an annual financial report for both accounts to the new Executive Board no later than

30 days following the end of the WSC fiscal year, before turning all reconciled account records

and outstanding items over to the next Treasurer.

• Serves as Chair of the Budget Committee (outgoing Treasurer). Additionally, the outgoing

Treasurer will serve as an advisor on the Financial Review Sub-Committee while the incoming

Treasurer will chair the sub-committee.

• Will be a signatory on their assigned bank accounts, along with the President and Vice President

for accounts with debit cards, petty cash & card swipe readers.

• Fulfills the role of the other Treasurer in his/her absence or position vacancy.

• Is an ex officio member of all standing committees, and shall provide budgetary and financial

advice as necessary for all WSC activities.

• Will file an annual Internal Revenue Service (IRS) return after the annual financial reports and/or

other tax documents have been submitted and no later than IRS filing deadlines.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

Standard Operating Procedures, AFI 34-223, FSS Private Org Instruction, job description, and any

additional duties as assigned.

/ Welfare Treasurer:

• Receives and disburses all funds belonging to the Welfare Fund.

• Maintains good accounting and cash handling practices, and is responsible for training any other

members who perform cash handling functions at WSC events. Follows Standard Operating

Procedures approved by the Executive Board.

• Provides, if needed, all financial records as requested by the General Board to the Board or

designated third party (such as an accountant or CPA).

• Keeps an accurate account of all receipts and expenditures, balancing the Welfare accounts on a

monthly basis, and preparing and submitting a monthly financial report for each account to the

Board.

• Retains all financial records for seven years and provides copies to the secretary for retention

purposes.

• Submits an annual financial report for both accounts to the new General Board no later than 30

days following the end of the WSC fiscal year, before turning all reconciled account records and

outstanding items over to the next Treasurer.

• Serves as Chair of the Budget Committee (outgoing Treasurer). Additionally, the outgoing

Treasurer will serve as an advisor on the Financial Review Sub-Committee while the incoming

Treasurer will chair the sub-committee.

• Will be a signatory on their assigned bank accounts, along with the President and Vice President

for accounts with debit cards, petty cash & card swipe readers.

• Fulfills the role of the other Treasurer in his/her absence or position vacancy.

• Is an ex officio member of all standing committees, and shall provide budgetary and financial

advice as necessary for all WSC activities.

• Will file an annual Internal Revenue Service (IRS) return after the annual financial reports and/or

other tax documents have been submitted and no later than IRS filing deadlines.

• Carries out the responsibilities and duties of the office as stated in these By-laws, Constitution,

Standard Operating Procedures, AFI 34-223, FSS Private Org Instruction, job description, and any

additional duties as assigned by the President.

/ Parliamentarian:

• Shall advice the Executive Board, General Board, and membership on points of order and proper

procedures according to the Constitution and the Bylaws of the WSC, and the latest revised

edition of Robert’s Rules of Order.

• Shall serve as liaison to the 90th Missile Wing Legal Office on WSC matters.

• Must submit financial reports and board meeting minutes monthly to Private Organization (PO)

Representative.

• Responsible for providing copies of WSC Constitution, Bylaws, job descriptions to officers and

members upon request.

• At the request of the President, takes electronic votes to be read at the next General Board

meeting and records the results in the monthly board report.

• Will serve as Nominating Committee Chairperson.

• Will serve as Constitution and Bylaws Committee Chairperson.

• Serves on the Budget Committee.

• Is an ex officio member of standing committees.

• Carries out the responsibilities and duties of the office as stated in these Bylaws, Constitution,

internal controls, FSS Private Org instruction and any duties outlined in the job description

provided by the President.

Appointed Job Descriptions:

/ Auction Chair:

• Plans and executes annual spring auction Welfare fundraiser.

• Will put in at least one day a month at the Thrift Shop.

• May appoint co-chair and multiple sub-chairs (advise sub-chairs: decorations, graphics,

desserts). Note: Co-chairs are not voting board members but are welcome to attend Board of

Governors meetings. Sub-chairs are considered committee members and will not be provided a

WSC email account.

• Conducts changeover with incoming Auction Chair at year-end.

 

/ Socials Chair:

• Plans and executes monthly WSC socials August through May, with the exception of Auction

month (usually March).

• Purchases prizes for each social and coordinates with Ways & Means for fundraising prizes.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Socials Chair at year-end.

/ Thrift Shop Chair/Manager:

• Prepares/submits to President a monthly board report, including a financial statement,

highlighting monthly activities, and any items of new or continuing business.

• Maintains e-mail account, responding to and forwarding e-mails (as appropriate) in a timely

manner.

• Ensures the Thrift Shop SOPs are abided by.

• Oversee WSC Thrift Shop, Leads and volunteers.

• Manages the inventory of the shop by overseeing the consignment process and the donation

process to ensure quality items are being accepted and priced effectively.

• Interacts with consignors and customers regarding inventory issues.

• Develops competency with the Thrift Shop’s business software in order to successfully enter

inventory into the system, troubleshoot problems that arise, and maximize the use of the

software for reports.

• Meet bi-monthly with bookkeeper to go over Thrift Shop financials.

• Maintains petty cash and operating supplies budget.

• Post available Lead positions and pass along the applicant applications to the interview

committee, make notifications afterwards.

• Maintains Thrift Shop Facebook page, unless agreed that the WSC publicity chair will do so

ahead of time.

• Make bank deposits weekly.

• Train Leads/volunteers.

• Updates Google drive with pertinent Thrift Shop documents, financial statements, etc.

• Maintains volunteer spreadsheet and monitoring hours.

• Conducts changeover with incoming Thrift Shop Chair at year-end.

Scholarship Chair:

• Drafts applications and eligibility requirements for the WSC Scholarship Program.

• Chairs the Scholarship Committee.

• Oversees distribution of approved applications.

• Oversees the judging and selection process for applicants and notifies the winners.

• Organizes the Scholarship Awards Social in May.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Scholarship Chair at year-end.

 

/ Historic Home Tours Chair

• Attends all Cheyenne Frontier Days General and Military Committee meetings.

• Solicits volunteers to open their homes for tour and coordinates with Balfour Beatty for

approval of use of volunteers’ homes.

• Solicits and coordinates volunteers to serve as tour guides and sub-committee chairs.

• Works with the Base Historian to prepare/update tour scripts. May appoint a volunteer.

• Coordinates with Public Affairs, Civil Engineering, Security Forces, Balfour Beatty and other FEW

agencies, as required.

• Maintains the Frontier Closet.

• Chairs the Historic Homes Tour Committee.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Historic Homes Tour Chair within 30 days of tour

completion.

/ Membership Chair:

• Creates and distributes all membership forms, letters, etc.

• Receives reservations for socials; periodically updates Socials Chair with expected attendance.

• Operates check-in table at social events with Operation Treasurer.

• May appoint a Hospitality Ambassador co-chair to send member letters, help distribute

membership cards, and member gifts, maintain inventory of welcome/farewell gifts, etc. If no

co-chair is appointed, Membership Chair assumes these duties.

• Creates and updates current Member Roster in Google Drive.

• Creates and maintains member name tags.

• Receives attendance lists from Mini Club POCs to verify attendee membership.

• Verifies membership of prospective board members.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Membership/Reservations Chair at year-end.

 

/ Publicity Chair:

• Designs flyer for monthly socials.

• Maintains WSC Facebook and Instagram accounts, posting regular updates (advised: no less

than three to four times weekly) and sharing WSC announcements and events into local

Facebook groups as appropriate. Includes updating cover photos to reflect upcoming

social/events.

• May appoint a co-chair for Words on the Wind (WOW) Newsletter Editor; ensures each co-chair

is receiving necessary information and instructions and requests. In the absence of a co-chair,

Publicity Chair will perform these tasks.

• Coordinates with Membership/Reservations Chair re: design of Membership Cards; prints cards

prior to Membership Drive.

• Coordinates with Mini Club POCs/Vice President re: meeting dates; creates Facebook event for

Mini Club meetings and makes initial social media posts, tagging POC.

• Coordinates with Private Org. Newsletter POC to ensure WSC events and announcements are

included.

• Designs, prints, and distributes WSC brochures.

• Works with all standing committees to ensure any graphics, printed materials, social media

posts, etc. are properly branded to the WSC and contain required disclaimer (social media posts

do not each require a disclaimer).

• E-mails WOW to membership chair each month.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Publicity Chair at year-end.

/ Ways & Means:

• Organizes and oversees all fundraising events; prepares and routes fundraising packages for FSS

approval.

• Coordinates with Private Org. and Wing Staff as necessary for scheduling and clarification

purposes.

• Conducts member-only fundraiser (item sales, 50/50 raffles, etc.) at monthly socials.

• Serves as liaison to other Private Organizations.

• Selects and coordinates with Charity of the Month.

• Will put in at least one day a month at the Thrift Shop.

• Conducts changeover with incoming Ways & Means Chair at year-end.

/ Webmaster:

• Maintains Continuity Binder monthly.

• Attends all Board of Governors and General Membership (Socials) Meetings, as well as all other

WSC events and fundraisers.

• Prepares/submits to President monthly board report, highlighting monthly activities and any

items of new or continuing business.

• Maintains e-mail account, responding to and forwarding emails (as appropriate) in a timely

manner.

• Regularly updates WSC and Auction websites.

o Add monthly board reports to website

o Make sure current bylaws and constitution are on website

o Add monthly socials to website and pics

• Ensures domain name and hosting are renewed annually.

• Will put in at least 1 day a month at the Thrift Shop

• Conducts changeover with incoming Webmaster at a year-end.