These By Laws, dated 16 May 2013, shall supersede all others
MOUNTAIN POST SPOUSES’ CLUB
FORT CARSON, COLORADO
BYLAWS
ARTICLE I
NAME AND PURPOSE
1. The name of this organization shall be the Mountain Post Spouses Club.
It shall hereafter be referred to as MPSC.
2. The purpose of MPSC is outlined in the organization’s Constitution, Article I,
section 2.
ARTICLE II
MPSC BOARD
1. The board shall meet monthly or as needed to transact all necessary business. The MPSC
Board shall supervise and promote the programs and activities of the MPSC.
2. Standing Committee Chairpersons may appoint an assistant who will be responsible to the
Chairperson. All Standing Committees may be co-chaired, sharing duties and
responsibilities. Each Standing Committee is allowed only one vote at MPSC Board
Meetings.
3. The MPSC Board shall discuss and prepare all business that is presented to the general
membership.
4. A term of office shall be defined as one year, from the May general membership meeting of
one year to the May general membership meeting of the following year. No member shall
hold the same board position, elected or appointed, for more than three consecutive years.
5. It shall be the responsibility of each MPSC Executive Board member to:
a. Attend all Executive and general board meetings. The board has the option to vote to
remove any board member who misses three consecutive meetings, or does not fulfill
their duties as stated.
b. Serve on the Budget, Constitution Review, Scholarship and Welfare Special
Committees.
c. Maintain their records on a continuing basis.
d. Prepare and submit a detailed after-action report to the successor and to the President
no later than the installation of the officers in May.
6. It shall be the responsibility of each MPSC board member to:
a. Attend all general board meetings. The board has the option to vote to remove any
board member who misses three consecutive meetings.
b. Maintain their records on a continuing basis.
c. Prepare and submit a detailed after-action report to the successor and to the President
no later than the installation of the officers in May.
ARTICLE III
ELECTED OFFICERS
The duties of the officers shall be those implied by respective titles, those prescribed by the
constitution of the MPSC, and those specified by these Bylaws.
President - It shall be the duty of the President to:
a. Be present at all general membership and MPSC board meetings. The President may vote
only to break a tie.
b. Ensure that the Constitution and Bylaws are upheld.
c. Call all membership and board meetings.
d. Appoint the Parliamentarian and all Standing Committee Chairpersons and any additional
Chairperson as deemed necessary by MPSC activities and obligations.
e. Serve as an ex-officio member of all committees, except the Nominating Committee.
f. Upon request, may coordinate with the spouse of the Chief of Staff or designated person,
regarding all aspects of the Welcomes and Farewells for the spouses of General Officers.
Upon request, may coordinate with the spouse of the Chief of Staff, Senior Brigade
Command Sergeant Major spouse, or designee, regarding all aspects of the Welcomes and
Farewells for the spouses of the Division Command Sergeant Majors.
g. Submit a monthly article for publication in the newsletter.
h. Write checks and make deposits at the request of the Treasurer and be bonded.
i. Attend or appoint a representative to attend Fort Carson general information meetings and
Installation Information Fairs in order to distribute club information.
j. Coordinate revalidation of MPSC Charter with Fort Carson DFMWR, for the Installation
Commander’s approval, every two years.
k. Maintain file of documents per ARTICLE XI, section 1 of the MPSC Constitution.
l. Review Bond and Property and Liability Insurance Policy annually.
m. At the end of the MPSC year, submit a written after-action report to the new President as
well as to the Advisors and Honorary Presidents.
n. Be a signing authority of MPSC accounts.
o. In the event an executive board position becomes vacant, Pres. excluded, the President
may appoint a member of the MPSC to the position with approval of the board.
p. Perform internal audit along with treasurer and parliamentarian, and overseen by advisors.
First Vice President - It shall be the duty of the First Vice President to:
a. Assist the President as requested.
b. Assume the duties of the President during any temporary absence. In the event the MPSC
President cannot complete the term of office, the First Vice President shall assume the
duties of the President and appoint a successor to First Vice President with the approval of
the MPSC Board.
c. Be bonded.
d. Serve as coordinator of the Fundraising Committee. In this capacity she/he may:
1. Obtain written permission from the Installation Commander for all fundraising events or
activities.
2. Present proposed programs with estimated costs to the MPSC Board for approval.
3. Act as liaison with the DFMWR to provide support for MPSC fundraising events that will
not violate AR 215-1, Paragraph 4-19.
4. Appoint committees to assist with fundraising events and oversee the coordination of
these events. Clear dates with the Mountain Post Calendar through the office of the
Chief of Staff and the MPSC President.
5. Collect and turn over all income and receipts to the Treasurer within 5 days of the
fundraising event.
6. Ensure the AAR is submitted by each event chairperson within two weeks of the
Fundraising event.
e. Purchase and present the gift for the MPSC President in coordination with the MPSC
Advisors.
f. Submit a monthly article for publication in the newsletter.
Second Vice President - It shall be the duty of the Second Vice President to:
a. Be bonded
b. Serve as Coordinator of the Program Committee. In this capacity she/he shall:
1. Present planned programs with estimated costs to the MPSC Executive Board and to
the MPSC Board for approval. This is to include working with the Membership Chair to
plan MPSC Sign-Up in August of each year.
2. Coordinate with other chairpersons (Reservations, Hospitality, Publicity, Membership,
Ways & Means, Property and Treasurer) for MPSC Events.
3. Work with the Vendor Coordinator to obtain guest vendors for MPSC Events and SignUp.
4. Appoint any needed committees to assist with monthly events and oversee all aspects
of monthly events.
5. Present any honorarium to participants in the programs. (Honorarium to be determined
by President/Honorary President and the 2nd Vice President.)
6. Collect and turn over all monies to the Treasurer at the end of each program.
Secretary - It shall be the duty of the Secretary to:
a. Be bonded.
b. Keep record of all MPSC Board Meetings.
c. After consultation with the President, furnish copies of minutes and financial reports to all
board members within seven (7) working days of the preceding MPSC board meeting.
d. Furnish one copy of approved minutes with the monthly financial report to DFMWR, for the
Installation Commander’s review, within seven working days of the past MPSC board
meeting.
e. Maintain a permanent record of all minutes with monthly financial reports for all MPSC board
meetings. Previous years records will be stored for 7 years at a permanent location.
f. Collect and note any telephonic or electronic votes as an addendum to the minutes.
g. Record any business conducted at events and add as an addendum to the minutes.
h. Notify members of the MPSC Board as to the time and place of meetings and call for
committee reports.
i. Write all correspondence as needed for the MPSC. (Thank you notes may be written by
committee chairmen.)
j. Collect and distribute MPSC mail in a timely manner. Maintain signature card for Post Office
Box.
k. Will monitor or appoint a representative to monitor the MPSC email account.
l. Determine and provide a written agenda for Board Meetings.
m. Makes business copies for all meetings and regularly occurring events.
n. Serve as coordinator of the MPSC Board Meetings to include room set-up and coordination
of hostesses.
o. Coordinate with DFMWR annually to verify MPSC’s 501(c)(3) status with the IRS and
maintain a record on file. After verification, register the organization’s name with the
Colorado Secretary of State’s office and maintain Incorporation documents to include proof
of 501(c)(3) tax-exempt status.
p. Submit a list of names, addresses and phone numbers of all active MPSC officers to the
Installation Commander (through DMWR) IAW 210-22, para 2-1c(1)(d).
q. Maintain current copies of:
1. Approval by the Installation Commander to operate on the installation
2. Insurance Policies
3. Applicable Army Regulations
4. Constitution
5. Bylaws
6. Record of approval of the Constitution and Bylaws and a copy of any approved
amendments.
7. List of members.
8. Inventory of physical and financial assets.
Treasurer - It shall be the duty of the Treasurer to:
a. Be bonded and sign on all accounts of the MPSC along with the President.
b. Keep an itemized account of all receipts, disbursements and all supporting vouchers and
records for the Operating and Welfare Funds using sound business practices and generally
accepted accounting principles.
c. Collect all funds received by any method and deposit in appropriate accounts within 5
working days of receipt.
d. Disburse MPSC's Operating and Welfare funds as directed by the MPSC Board with the full
authority to execute checks.
e. Coordinate closely with the President to ensure checks are issued and deposits are made in
a timely manner.
f.
Present a written monthly financial report for the Operating and Welfare accounts to the
MPSC Board with two copies given to the secretary.
g. Provide a copy of the monthly financial reports to the General Membership at monthly
events.
h. Disburse funds for bonding and property and liability insurance.
i. Chair the Budget Committee. Organize and coordinate all aspects of the budget committee
meetings in order to prepare an annual operating budget to be approved by the MPSC
Board and presented to the general membership for approval NLT October. Also, organize
and coordinate all aspects of a second budget committee meeting in January in order to
revise the adopted Operating and Welfare budgets. These revised budgets will be presented
and approved by the MPSC Board in February.
j. Prepare the books and an annual financial report for the Operating and Welfare Accounts
for the audit every 2 years or whenever the Treasurer changes, and present to Executive
Board.
1. Coordinate with the fundraising chairperson(s) to produce and maintain a budget of
fundraising events.
2. Mail both Federal and State Tax returns for all required accounts after completion by the
auditor.
3. Prepare a letter to the bank when changing signers to the bank accounts maintaining a
copy for our records. Execute any signature cards required by the bank.
4. Coordinate with DFMWR to maintain all tax-exempt status paperwork and file updates
with the state of Colorado and the federal government as needed.
k. Perform internal audit along with president and parliamentarian, and overseen by the
advisors.
ARTICLE IV
NON-ELECTED MEMBERS OF THE MPSC BOARD
Section 1
Parliamentarian - It is the duty of the Parliamentarian to:
a. The Parliamentarian will be a nonvoting member of the MPSC Board and is appointed by
the President.
b. Ensure that all meetings of the MPSC are conducted according to proper procedures as
outlined in a copy of the newly revised version of Robert's Rules of Order. (Inclusive of
orderly taking of votes and administering elections.)
c. Advise and aid the President as needed in regard to the Constitution, Bylaws, Post and
DOD regulations related to private organizations.
d. Chair and organize all aspects of the Constitution Review Committee to be held no later
than March of every year and serve as liaison with Fort Carson DFMWR for all aspects of
Constitution and By-Laws compliance.
e. Present Constitution and By-Laws changes to MPSC Board and the general Membership for
approval.
f. Serve as chairman of the Nominating/Election Committee.
1. Make announcement to the general membership in January in regard to future MPSC
leadership opportunities.
2. Provide written article for the December newsletter explaining nomination procedures.
3. Provide information on nomination procedures to Marketing/Media Chair to be placed on
the MPSC website and Facebook page in December.
4. Make Constitution and By-Laws available along with a solicitation box for future
leadership involvement.
5. Coordinate with the Advisors, Honorary Presidents, and 2nd Vice-President for the
Installation of new officers at the May Event and secure honorariums for new officers.
g. Perform annual internal audit along with president and treasurer.
Section 2
Standing Committee Chairs - The duties shall be as follows:
1.
Coat Drive Chair – It shall be the duty of the Coat Drive Chair to:
a. Coordinate all aspects of the coat drive and redistribution in accordance with post
regulations, calendars, etc. as well as coordinate with any and all coat donating
agencies.
b. Coordinate with the Marketing/Media Chairperson to advertise in the Mountaineer and
any other appropriate forum as well as facebook, the MPSC website, and the Fort
Carson facebook. Also work with the Marketing/Media Chairperson to create flyers and
banners to advertise the collecting of coats as well as the date for redistribution.
c. Coordinate for volunteers to place boxes for collection as well as for picking up
donations. Also coordinate volunteers for the day of the coat redistribution to help in all
areas of the giveaway.
d. The Coat Drive should be held in the fall of each year so dates, venues, budget
requests, etc. should be presented to the Executive Board annually but NLT September.
2.
Community Outreach Chair– It shall be the duty of the Community Outreach Chair to:
a. Collect nominations for community causes from the general membership at monthly
functions and other MPSC events.
b. Research nominated causes/organizations and compile a list for MPSC membership
support at each monthly function throughout the MPSC membership year, to be
presented for board approval no later than the September board meeting.
c. Act as the point of contact between MPSC and the selected causes/organizations;
handle all deliveries of collected goods to causes/organizations within 5 days of
collection.
d. Coordinate larger community service projects when appropriate.
e. Write and submit an article to the monthly newsletter.
3.
Historian - It shall be the duty of the Historian to:
a. Maintain a minimum of four photo albums, one for the MPSC President, two for the
Honorary Presidents and one for the MPSC archives.
b. Ensure that photos are taken at all MPSC functions and activities.
c. Display photo albums at functions where deemed appropriate.
d. Maintain at least one copy of the cookbook for the MPSC archives. Work to preserve
and maintain previous years’ photo albums.
4. Hospitality - It shall be the duty of the Hospitality Chairperson to:
a. Greet arriving members at every General Membership Meeting.
b. Welcome all new members at every General Membership Meeting and recognize
birthdays.
c. Coordinate activities with the Second Vice President, Reservations and Membership at
general membership functions throughout the year.
d. Coordinate sub-clubs from MPSC Sign-Up.
5. Marketing/Media - It shall be the duty of the Marketing/Media Chairperson to:
a. Publish and distribute any MPSC publicity for programs, activities, fundraising events,
membership drives, and any other items of interest using all legally permissible media to
include but not limited to: post newspaper, garrison newsletter, cable information
channel, electronic bulletin boards, flyers for monthly community information meetings,
mayors newsletters, display boards at the library, The Family Connection, Hospital, etc.
b. Coordinate with First and Second Vice President for publicity needs and devise an
advertising plan.
c. Will update and maintain the MPSC Facebook page and website with current activities.
6. Membership - It shall be the duty of the Membership Chairperson to:
a. Enroll all eligible spouses who desire to be members of the MPSC. Collect dues and
turn over to the Treasurer within 5 days.
b. Maintain a current membership file and list. New member emails should be sent to the
secretary in order to be added to the distribution list.
c. Shall organize, compile and publish a member directory no later than 1 November.
Coordinate with Vendor Coordinator for directory advertising.
d. Submit new member information to the newsletter for publication every month, in
addition to reporting the current month’s members who are celebrating birthdays and/or
anniversaries.
e. Maintain a list of members who have indicated a desire to volunteer and share with the
Volunteer Coordinator. Forward to Hospitality information for the subclub committees as
to which members express a desire to join a specific subclub.
f. Coordinate the current membership list with the Reservations and Hospitality
Chairpersons.
g. Participate in Installation Information Fairs and Newcomers welcomes with the MPSC
President.
h. Attend all General Board meetings.
i. Submit a written after-action report to the President and the incoming Membership
Chairperson.
j. Coordinate the Super Sign Up in September.
7. Newsletter Chair – It shall be the duty of the Newsletter Chair to:
a. Type and edit the MPSC’s publication. Oversee the printing and distribution of the
monthly newsletter to the MPSC membership.
b. Ensure that articles, announcements, flyers, etc, submitted by board members, are
published in the monthly newsletter.
c. Coordinate monthly advertising with the Vendor Coordinator.
d. Attend all General Board Meetings.
e. At the end of the MPSC year, submit a written after-action report to the President and to
the new Newsletter Chairperson.
8. Property - It shall be the duty of the Property Chairperson to:
a. Organize and maintain an inventory list and inventory check-out list for the silver,
costumes and other properties, including silver maintained at the Elkhorn Convention
Center.
b. Maintain pictorial inventory (album) to be made available to general membership, if
requested.
c. Coordinate with Marketing/Media Chairperson the availability of rental items.
d. Schedule, rent and maintain cleanliness of all MPSC property to include holiday
costumes and silver.
e. Collect and turn over all proceeds to the Treasurer within 5 days.
9. Reservations - It shall be the duty of the Reservations Chairperson to:
a. Accept reservations to the MPSC General Membership Meetings.
b. Provide and maintain name-tags for the general membership, guests, and the MPSC
Board.
c. Coordinate payment when reservations are required for any general membership
functions.
d. Coordinate with Hospitality, Membership, Second Vice President and Treasurer for
General Membership Meetings.
e. Write and mail no-show letters, requesting payment, to members who made a
reservation but failed to attend general membership functions. Exceptions may be
approved by the President.
f. Collect payment at functions and turn over to the Treasurer within 5 days.
10. Scholarship - It shall be the duty of the Scholarship Chairperson to:
a. Coordinate all aspects to include application preparation and/or adjustment with the
President and Advisors.
b. Present guidelines, which will include, but not be limited to, application preparation,
eligibility criteria, disbursements, due dates, application review and awards granted, to
the Executive Board and Advisors for approval annually but NLT December.
c. Update, prepare and distribute scholarship packets with Board approved application
adjustments.
d. Coordinate with the donating agencies for the distribution of their scholarships.
e. Coordinate with Marketing/Media Chairperson to advertise, in the Mountaineer and any
other appropriate forum, the guidelines for submitting scholarship applications.
Coordinate with the Marketing/Media Chairperson to post the applications, eligibility
requirements and submission guidelines on the MPSC website.
f. Select and chair the Scholarship committee that will make all recommendations
concerning scholarship applications. Committee will consist of no less than four MPSC
general members and the MPSC Executive Board.
g. Inform all awardees of selection in writing and invite awardees, MPSC Board,
scholarship committee and donor representatives to the award ceremony.
h. Coordinate with Advisors and President for all aspects of the award ceremony.
11. Vendor Coordinator – It shall be the duty of the Vendor Coordinator to:
a. Coordinate with 1st Vice to schedule vendors for Holiday Bazaar and other fundraiser
opportunities.
b. Coordinate with 2nd Vice to schedule vendors for monthly events.
c. Coordinate with Newsletter Chair to plan, solicit and execute advertising for MPSC
monthly newsletters to include billing.
d. Coordinate with the Membership Chair and 2nd Vice to plan, solicit and execute
advertising for MPSC Directory and vendors for Super Sign-Up.
e. Invoices for advertising fees will be supplied to the advertiser. Payments will be mailed
to the MPSC P.O. Box to be turned over to the Treasurer within 5 days.
f. Maintain a record of advertisers.
g. Maintain a rolling vendor contact list.
h. Notify potential vendors through email, flyers, phone calls, Facebook, etc
i. Collect all eligible vendor applications and turn any fees collected to the Treasurer within
5 days.
j. Schedule vendor set-up times and clean-up times.
k. Collect donations of door prizes/silent auction items according to vendor contract from
vendors.
l. Ensure MPSC Vendor Policy is being followed regarding members with Home Based
Businesses.
1. No more than one consultant from each home based business company will be set
up at any event or advertised in a single monthly newsletter.
2. Home Based Business consultants will not make up more than 20% of the total
vendors as the Holiday Bazaar.
3. Applications for monthly events, Holiday Bazaar, and other vendor opportunities will
be extended to the membership one week before they are made public.
4. All members will have equal opportunity to advertise their business through the
advertising and vendor opportunities. Opportunities will be first applied, first
accepted unless the member has already been a vendor/advertiser during the
membership year, then the opportunity moves to the next consultant for the
particular company until all members have had the opportunity to show their
business.
12. Volunteer Coordinator - It shall be the duty of the Volunteer Coordinator to:
a. Maintain a current record of all MPSC Volunteers.
b. Ensure that all MPSC volunteers that also volunteer for Fort Carson are registered with
the Army Volunteer Coordinator (VMIS).
c. Keep a record of volunteers and the number of hours each volunteer has served. Turn
the volunteer hours for the installation in to the VMIS.
d. Coordinate with the MPSC President for submission of Installation Recognitions and
maintain a file of all nominations.
e. Submit all volunteer hours for Installation recognition to the President.
f. Attend quarterly Volunteer Advisory Council (VAC) meetings and ceremonies.
13. Ways and Means - It shall be the duty of the Ways and Means Chairperson to:
a. In coordination with the 2nd Vice President, operate a Ways and Means sale table at
MPSC functions and turn all proceeds in to the Treasurer within 5 days.
b. Maintain stock and inventory within the approved budget, leaving a “start up” inventory
for the next year.
c. Coordinate with the Treasurer for the purchase and sale of items (cookbooks, calendars,
stationary, afghans, T-shirts, etc.) to the membership.
d. Serve on the Budget Committee.
e. Maintain and report a record of taxable income to the Treasurer.
f. Submit monthly activity and mid-year inventory report to MPSC board.
g. Be bonded.
14. Welfare - It shall be the duty of the Welfare Chairperson to:
a. Coordinate all aspects with the President and advisors.
b. Present guidelines, which will include, but are not limited to, timeline, application
disbursement and application due dates, application criteria and review and awards
granted, to the Executive Board and Welfare Advisor for approval annually but NLT
October.
d. Prepare and distribute the Welfare applications with any needed updates.
e. Investigate the community needs and requests for assistance and submit the findings
and recommendations to the MPSC Board.
f. Coordinate with Marketing/Media Chairperson to advertise in the Mountaineer and any
other appropriate forum of the Club’s guidelines on submitting Welfare requests.
g. Coordinate with the Marketing/Media Chairperson to post the applications and
submission guidelines on the MPSC website.
h. Select and chair the Welfare committee that will make all recommendations concerning
Welfare requests. Committee will consist of five MPSC member representatives and the
MPSC Executive Board.
i. Present the Welfare requests to the Board and General Membership meeting for
approval.
Inform all applicants in writing of the committee’s decision concerning their request.
Coordinate with the Treasurer for inclusion of monies when approved.
k. Disburse monies at a minimum of one time per club year. All disbursed monies to
approved applicants must have signed receipts/forms to be kept in Treasurers’ books.
Emergency requests will be considered at other times during the club year.
j.
ARTICLE V
SPECIAL COMMITTEES
1. Budget Committee:
This committee, chaired by the Treasurer, shall consist of the Executive Board as defined in
the Constitution, Article III, Section 6, the Ways and Means Chairperson and any others
considered necessary. This committee shall meet in August/September to prepare the
yearly operating/welfare budgets to be approved by the MPSC Board and presented to the
general membership for approval no later than the October General Membership meeting.
This committee will also organize and coordinate all aspects of a second budget committee
meeting in January in order to revise the approved operating and welfare budgets. These
revised budgets will be presented and approved by the MPSC Board in February.
2. Constitution Review Committee:
This committee shall be chaired by the Parliamentarian and maintains a constant study of
the Constitution and Bylaws. This committee shall recommend appropriate changes and
amendments when deemed necessary (usually every two years). A copy of this Constitution
and By Laws shall be provided to the DFMWR for the Installation Commander’s approval
every two years. This committee shall consist of the Executive Board and shall meet no later
than February. The Honorary Presidents, Advisors, Honorary Advisors, and Honorary
Retiree Representatives may be invited to attend.
3. Nominating/Election Committee:
This committee shall be chaired by the Parliamentarian in coordination with the Honorary
Presidents or their appointed chairpersons. It shall consist of the Parliamentarian, Advisors,
Honorary Advisors, Honorary Retiree Representatives and no less than five active general
members, not from the same units. No person serving on this committee may be a
candidate for any office and must use discretion at and after nomination meetings.
Nominations of interested candidates will begin in January under the direction of the
Advisors, with full disclosure of position duties prior to nominee acceptance, and include a
written bio with said acceptance, forwarded to Parliamentarian. Interested candidates will be
provided a current copy of the Constitution and By Laws. The Nominating Committee,
represented by the Parliamentarian, will present a slate of nominees to the MPSC Board,
after which it shall be presented to the general membership at the February meeting.
Nominations will be taken from the floor at this time, provided written consent has been
obtained from the nominee. Nominations will then be closed. The final slate will be
presented to the general membership at the March meeting for approval. The names of
those nominated for office will be published in the April issue of the newsletter. Elections will
be conducted in April with the Nominating/Election Committee assisting the Parliamentarian
during elections. Installation of the new officers will take place at the May general
membership meeting.
4. Scholarship Committee:
This committee shall be chaired by the Scholarship Chairperson. It shall consist of the
MPSC Executive Board as described in Article III, Section 6 of the MPSC Constitution and
no less than four MPSC Active General Members selected by the Scholarship Chairperson.
A person shall recuse themselves and not serve on this committee that may benefit from a
scholarship award in any way, to include their spouses or dependents.
5. Welfare Committee:
This committee shall be chaired by the Welfare Chairperson. It shall consist of the MPSC
Executive Board as described in Article III, Section 6 of the MPSC Constitution and five
MPSC active member representatives. Any member serving on the Welfare Committee will
recuse him/herself from any vote that may personally benefit themselves or their families in
any way.
ARTICLE VI
ELECTION AND VOTING
1. The MPSC President, 1st Vice-President, 2nd Vice-President, Treasurer and Secretary shall
be elected by a simple majority of active members present and voting at a designated
general membership meeting in April.
2. The Parliamentarian and Standing Committee Chairpersons shall be appointed by the
President.
3. Voting members of the MPSC Board shall be the elected officers and Committee
Chairperson. These members have one (1) vote per committee title, with the exception of
the President who votes only in the event of a tie. The Parliamentarian, Advisors, and all
Honorary positions shall not vote.
4. Each active member has one (1) vote at a general membership meeting where decisions will
be made by a simple majority.
ARTICLE VII
FINANCE
1. The dues for membership in the MPSC shall be determined by the MPSC Board. No refunds
shall be given to any member leaving the post or voluntarily relinquishing membership.
Memberships are not transferable.
2. The membership year for the general members is from receipt of dues to the May General
Membership meeting with the exception of the newly elected Executive Board and General
3.
4.
5.
6.
7.
8.
Board. The Executive Board and the General Boards’ membership are from inauguration to
inauguration.
Unless approved by vote of the general membership, the MPSC Board is limited to
authorizing $750.00 or less of MPSC funds for any one purpose outside the proposed
budget.
The President may approve the expenditure of not more than $100.00 of MPSC funds for
any specific item or purpose without prior MPSC Board approval.
At no time may the MPSC Board authorize the obligation of money in excess of cash on
hand. It shall be the responsibility of the MPSC Board to manage the funds of the MPSC
during its term of office to assure all expenses have been met and the Treasury contains
cash reserves of no less than $1000 in the Operating Fund, and no less than $1000 in the
Welfare Fund. Expenditures shall include expenses such as, but not limited to, promotional
materials, supplies for all committee needs, awards, programs, gifts, special functions, and
charitable donations as deemed necessary.
The President, First Vice President, Second Vice President, Treasurer, and Ways and
Means Chairperson shall all be bonded.
All financial reporting and records shall be maintained in compliance with state and local
laws. In accordance with AR 210-22, Paragraphs 2-1c(1)(e), 3-3a and 5-3c an audit will be
performed every 2 years or at the change of Treasurers and will be provided to the
Installation Commander or his designee for review. The auditor must be a public accountant
or certified public accountant licensed by a State or other recognized licensing jurisdiction.
An internal audit shall be performed annually, within MPSC, by the president, treasurer and
parliamentarian and overseen by the advisors, and presented to the executive board.
ARTICLE VIII
RESERVATION POLICY
1. Any person who has made a reservation and fails to either attend that function or cancel by
reservation deadline shall be responsible to pay for the entry cost of the function, unless
they contact Reservations with the name of their replacement.
2. Emergencies will be handled on a case-by-case basis through the Reservation Chairperson,
who will present the situation to the President and Advisors for consideration.
3. Any person who has made a reservation for a guest and the guest fails to attend that
function or cancel by reservation deadline shall be responsible to pay for the entry cost of
the guest to the function, unless they contact Reservations with the name of a replacement.
ARTICLE IX
MEETINGS
1. A meeting of the general membership, requiring at least seven (7) days advance notice, will
be held at the discretion of the MPSC Board. A quorum for the meeting shall be ten percent
(10%) of the active membership at the time of the meeting.
2. At all General Membership meetings, the majority vote (2/3) of the membership quorum
present shall be binding on the MPSC Board.
Ex- if the active membership is 100 people, 10 must be present at the meeting and 2/3
approval of those 10 people is needed to pass a vote.
ARTICLE X
AMENDMENTS
1. A quorum (two-thirds) of the MPSC Board shall approve the Bylaws of the MPSC and such
amendments as may be proposed to the MPSC Board.
2. Amendments to the Bylaws may be proposed and adopted by a majority vote of the quorum
present at any General Membership meeting.
3. Amendments to the Bylaws, whether approved by MPSC Board or at a general membership
meeting, shall become effective on the date adopted. A copy of the Bylaws and all
amendments are subject to final approval by the Installation Commander and must be filed
with DFMWR for the Installation Commander’s review and revalidation every two years.
ARTICLE XI
PARLIAMENTARY AUTHORITY
In all matters not covered by the Constitution and Bylaws, the MPSC shall be guided by the
newly revised edition of Robert's Rules of Order.
ARTICLE XII
GIFTS AND AWARDS
1. A small gift may be given to each departing member of the MPSC Board. The Budget
Committee shall determine a reasonable spending limit for each gift, including the gift for the
MPSC President.
2. The President, 1st Vice-President or her/his designee, should coordinate the purchase and
presentation of gifts to the Honorary Presidents, Advisors and all Honorary Board Members.
ARTICLE XIII
DECLARATION OF INVALIDITY
In the event an article of these Bylaws or a portion thereof is declared invalid or legally
objectionable, the remaining unaffected provision of such articles or portions thereof shall
remain in full force and effect until revisions can be made, submitted, voted on and legally
approved by FC OSJA.
These By Laws were approved by the general membership at a regular meeting held on 16 May
2013.
In witness whereof the following officers affix their signatures:
Date of approval
______________________________________________
President
______________________________________________
Parliamentarian
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