ARTICLE 2. DUTIES OF ELECTED OFFICERS
1) President
a) Will have general supervision over the OSC
b) Will preside at all meetings of the OSC Board and the Executive Board
c) Will ensure the following appointed positions are filled:
i) All Chairpersons of Standing Committees
ii) Parliamentarian
iii) Ad Hoc Committee and Project Chairpersons
iv) Command Liaisons
v) Organizational representatives
d) Will be an ex-officio member of all committees with the exception of Nominating Committee
e) Will be a member of the Audit Action Committee and meet with the MCCS Auditor yearly, consult with him/her about potential compliance issues and review quarterly meeting notes between the OSC treasurer and the auditor.
f) Will have final approval of the Newsletter
g) Will present recommendations from the Executive Board to the OSC Board
h) Will sign checks in the absence of the Treasurer
i) Will be responsible for obtaining financial records from the Treasurer by 15 June
2) 1st Vice President
a) Will preside in the absence of, or at the request of, the President over the general business of the OSC
b) Will be a member of the Audit Action Committee and meet with the MCCS Auditor yearly.
c) Will coordinate selection of planned programs to be approved by the OSC
d) Will serve as luncheon/social coordinator and advise all persons involved in such events, to include but
not limited to:
i) Hostess/host for upcoming events
ii) Publicity Chairman
iii) Newsletter Chairman
e) Will be responsible for making arrangements for OSC events and sign any contracts pertaining to the
events.
f) Will keep a current inventory and record of all equipment and/or assets owned by the OSC
g) Will represent the OSC at the Commissioned Officers’ Club Advisory Board meetings
h) Will be responsible for all official gifts presented on behalf of the OSC, e.g. for guest speakers, honored guests, VIPs
3) 2nd Vice President
a) Will coordinate with the board/organizers appropriate dates and sites for the fund-raisers
b) Will oversee all fundraising activities and work and support the heads of the fundraising activities
4) Treasurer
a) Will be the custodian of all funds owned by the OSC. A banking institution will be used and the
account shall be in the name of the OSC.
b) Will keep an accurate record of all receipts and expenditures
c) Will pay bills and other valid debts by check or debit only as authorized by the OSC Board and in
compliance with the stated purpose set forth in Article 2 of the OSC Constitution.
d) Will deposit the dues collected by the Membership chairperson into the General Fund. Will deposit
other funds as mandated by the OSC Board.
e) Will present monthly financial reports at meetings of the OSC Board and make readily available bank
statements when requested.
f) In May, any money not required to cover operating expenses and designated money for the following
fiscal year will be considered charitable funds and allocated between Scholarship and Philanthropy with Board approval.
g) Will submit a financial report and audit covering period 1 June through 31 May, certified by the
President and submitted by 20 June to MCCS (Reference Air Station Order 5760.1F)
h) Will prepare and submit a federal tax return to the IRS
i) Will keep all financial statements for five years
j) Will be a member of the Audit Action Committee and meet with the MCCS Auditor quarterly, consult with him/her about potential compliance issues and provide other members of the Audit Action Committee notes from the quarterly meetings.
k) Will open and maintain a separate banking account for all monies received and spent for the holiday baskets.
l) Will only make direct payments from the OSC to vendors. Under strict prohibition from the base commanding officer, the OSC will not make direct payments or reimburse OSC members for any purchases. The only exceptions to this rule are noted in Article 3, Section 6 (Holiday Baskets) and Article 7 (Childcare).
5) Recording Secretary
a) Will be recording officer of the OSC and the custodian of its records
b) Will record the minutes of the meetings of the OSC Board and will give the reports on such recorded
meetings as required by the Board, forwarding copies of these minutes to the President and the Commanding Officer of MCAS no later than 7 days post-meeting
c) Will keep a file of all reports for five years
6) Corresponding Secretary
a) Will be responsible for the preparation of all correspondence to include but not limited to invitations
and thank you notes relating to activities of the OSC and to the health and welfare of members
b) Will maintain copies of all individual committee’s correspondence
c) Will keep the Base Commander informed concerning the organization and operation of the OSC, and will supply an up-to-date roster of the Officers of the OSC when they are installed in office and when the roster is amended
d) Will maintain the organization email roster and forward electronic correspondence when necessary
e) Will manage email communication with the membership to include emailed announcements
7) Membership
a) Will be responsible for receiving and processing all membership sign-ups at OSC Membership drives
and functions, through mail and/or electronically
b) Will be responsible for collecting dues covering the membership year and transferring all monies to the
Treasurer by the following Board meeting
c) Will provide a monthly report of current membership and keep an up-to-date roster on a monthly basis
d) Will be responsible for compiling, publishing, and distributing an OSC Directory for distribution by
30 November each year
e) Will be responsible for registering members at “Welcome Aboard” events, all OSC monthly meetings
and other appropriate times
f) Will be responsible for coordinating, with the Corresponding Secretary, invitations to participate to
Honorary Members prior to the first OSC event
