BY-LAWS
OF THE
CARLISLE BARRACKS SPOUSES’ CLUB
P.O. Box 924, Carlisle, Pennsylvania 17013
April 2, 2014
ARTICLE I- PURPOSE
The purpose of these By-Laws is to establish a standard operating procedure for the CBSC.
ARTICLE II- DUES
Annual dues shall be payable at the beginning of the Club year. The dues shall be as follows for the categories
listed as defined in the Constitution:
A. Active members shall pay $20.00
B. Associate members shall pay $17.00
ARTICLE III- EXECUTIVE BOARD
The duties of the officers shall be those implied by their respective titles, those prescribed by the Constitution
of CBSC, and those specified by the By-Laws. Additionally, they shall report at each Board Meeting, and
submit an updated Standard Operating Procedure (SOP) and After Action Report (AAR) not later than the May
Board Meeting. The SOP and AAR shall include revenues, expenditures, data, and all pertinent information
relating to their positions. In the event of the position being held jointly, only one vote is authorized per
position. Officer positions may be held for no more than two (2) consecutive years. Exceptions may be made
at the discretion of the Board with a two-thirds (2/3) vote of the members of the Board present and voting in a
duly constituted meeting.
SECTION 1 - HONORARY PRESIDENT(S) AND/OR ADVISOR(S): The Honorary President(s) and/or
Advisor(s) shall:
A. Attend General Membership, Special, and Board meetings as a non-voting member.
B. Provide appropriate policy guidance in all matters pertaining to the CBSC.
C. Be asked to serve as non-voting advisors on the Budget Committee, the Constitution and By-
Laws
Committee, and the Nominating Committee.
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S EC T ION 2 -PRESIDENT: The President shall:
A. Preside at General Membership, Executive Board, and Board meetings.
B. Neither motion, nor vote except in the event of a tie.
C. Be an ex-officio member of all Special Committees.
D. Be bonded and sign, in addition to the Treasurer, all contracts and obligations authorized by the
Board.
E. Co-sign, with the Treasurer, all disbursements (checks) in excess of one thousand dollars
($1000.00).
F. Disburse funds in the event of the temporary absence of the Treasurer.
G. Appoint all standing committee and special committee chairpersons unless otherwise stated in
these
By-Laws.
H. Request any necessary telephonic and e-mail vote of the Board as outlined in Article X,
Section 2 of these By-Laws.
I. Serve on, or appoint a representative to serve on the Carlisle Barracks Area Council and
Volunteer Appreciation Committees.
J. Make contact with a representative from the command group (deputy commandant’s
spouse or chief of staff’s spouse) and make arrangements for the Farewell of the
Commandant's spouse as well as the Welcome of the incoming commandant's spouse.
Arrangements should also be made for the farewell and welcome of the Sergeant Major's
spouse.
SECTION 3-FIRST VICE PRESIDENT: The First Vice President shall:
A. Attend General Membership, Special, and Board meetings.
B. Assist the President.
C. Perform, in the President's absence, the duties of the President, in accordance with Article III
Section
2 of the By-Laws.
D. Be bonded and authorized to co-sign checks in the absence of the President.
E. Perform duties assigned by the President.
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F. Serve as Special Activities Chairperson, coordinating the IF Welcome Tea in July and the Fall
Membership Sign-up.
1. Fall Membership sign up:
1) Meet with the President and Advisor(s) to establish criteria for selecting
instructors, classes, and activities to be offered at the Fall Sign-up.
2) Work with Vendor Coordinator to establish vendor participation.
3) Schedule the use of an appropriate social facility (currently the LeTort
View Community Center).
4) Collect monies and contracts from instructors and submit collected monies
to the CBSC Treasurer within three business days.
5) CBSC sponsored activities shall be exempt from class fees.
6) Submit relevant information to CBSC Publicity Chair and Post Scripts
Chair in a timely manner for optimal coverage of the event.
7) Advertise for and procure instructors; execute instructor contracts; schedule nonmember instructors on a space available basis.
8) Coordinate and arrange for food at the event.
9) Assure that activities and sub-clubs of the CBSC are aware of the policy that all
participants of a CBSC approved and sponsored sub-clubs are expected to be
members in good standing of the Carlisle Barracks Spouses Club. Non-members
are allowed to visit and participate once before becoming members.
2. IF Welcome Tea:
1) Coordinate with the President, Advisor(s), IF Liaison, and the IF Program
Sponsor Coordinator to arrange a date, time, and location for the event.
2) Schedule the use of an appropriate social facility.
3) Coordinate with IF Program Sponsor Coordinator to take reservations from the
IF Spouses.
4) Submit relevant information to CBSC Publicity Chair and/or Post Scripts Chair
in a timely manner for optimal coverage of the event.
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5) Coordinate and arrange for food, decorations, nametags, set-up, and clean-up
for event.
6) Coordinate for the Membership Chair(s) and Historian to be present at the
event.
G. Work cooperatively with the Parliamentarian to host installation of elected officers at the May luncheon.
H. Be a member of the Budget Committee.
I. Maintain and submit monthly records of volunteer hours for CBSC Board members to the Installation
Volunteer Coordinator. Serve as the liaison between the Installation Volunteer Program and CBSC.
J. Be asked to assume the duties and title of President should that office become vacant. Should the First Vice
President choose not to do so, the succession shall be assured according to Article IV, Section 4 of the
Constitution.
SECTION4-SECOND VICE PRESIDENT: The Second Vice President shall:
A. Attend General Membership, Special, and Board meetings.
B. Arrange programs with the approval of the Board for the General Membership meetings, luncheons,
and other functions as deemed necessary by the President.
C. Publish a schedule of said programs to be distributed to the membership.
D. Be a member of the Budget Committee.
E. Be asked to assume the duties and title of First Vice President should that office become vacant.
Should the Second Vice President choose not to do so, a successor shall be appointed as
provided for
in Article IV, Sections 4 and 5 of the Constitution.
S EC TION 5 -SECR ETARY: The Secretary shall:
A. Attend General Membership, Special, and Board meetings.
B. Keep a permanent record of all official business conducted at General Membership and Board
meetings.
C. Record the minutes of these meetings and submit a draft of these minutes to the President for
review. Board minutes shall record the names of all Board members both present and absent. A
copy of the minutes shall be presented at the next regular Board meeting for Board approval.
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D. Deliver, on a monthly basis, to the proper installation authority, a copy of the Board minutes,
General Membership minutes and financial statements.
E. Maintain a file as stated in Article IX, Section I of the Constitution.
F. Compile the After-Action Reports according to Article X, Section 5 of the By-Laws.
G. Transfer all records and files of the CBSC to the incoming Secretary.
H. Conduct social correspondence of the CBSC as directed by the President.
I. Check the CBSC Post Office box weekly and distribute mail, in a timely manner, to the
appropriate officer or chairperson.
J. Notify Board members of any changes to regularly scheduled meetings.
K. Submit a copy of the current meeting minutes to the CBSC Webmaster to make available to the
General Membership.
SECTION 6-TREASURER: The Treasurer shall:
A. Attend General Membership, Special, and Board meetings.
B. Keep itemized accounts of all receipts, disbursements, and all supporting vouchers and records,
according to Article IX of the Constitution, using the appropriate AR as a guide (AR 210-22).
C. Serve as custodian of the CBSC Operating Account and Outreach Account.
D. Collect and deposit CBSC fundraising event funds and/or other monies into the appropriate
CBSC account within one (1) Board cycle.
E. Present a copy of the appropriate financial report to all members of the Board each month. (A
copy shall be included with the Board minutes, which are submitted to the command as indicated in Article III, Section 5D of these By-Laws.) The Treasurer must provide final copies of the
financial statements to the Secretary at each regularly scheduled board meeting.
F. Open their records for inspection by members of the CBSC at the discretion of the President.
G. Together with the President, sign all appropriate contracts, obligations and disbursements
authorized by the Board.
H. Chair the Budget Committee as defined in Article VI, Section 3 of these By-Laws.
I. Make a copy of the current financial report available to the General Membership at their
monthly meetings. The copy should be in a conspicuous place as designated by the Board.
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J. Present a yearly written financial review at the last General Membership meeting of the CBSC
year.
K. Jointly, with the incoming Treasurer, arrange for the annual audit of all accounts. Books shall
be turned in to the Auditor by the last working day of June. An audit shall be made at any time a
new Treasurer assumes the duties between regular elections.
L. Arrange with the auditor for the timely filing of all appropriate tax forms and fees.
M. Ensure that any funding appropriations, approved and not paid by the end of the CBSC year,
remain in the appropriate account.
N. Secure a second authorized signature for an approved expenditure over one thousand dollars
($ 1,000.00).
O. Be bonded.
P. Prepare budget recommendations for the following year.
SECTION 7- PAR LIA MENTAR IAN: The Parliamentarian shall:
A. Be appointed by the President as a non- voting member of the Board.
B. Attend General Membership, Special, and Board meetings.
C. Ensure that the Board meetings are conducted according to procedures as outlined in the current
edition of Robert's
Rules of Order, Revised.
D. Provide advice on parliamentary procedures in a simple manner.
E. Advise and aid the President as needed in following the Constitution, By-Laws, and any necessary AR.
F. Coordinate all voting, including written and absentee ballots, at all Board and General Membership meetings. Absentee ballots, if required, will be made available for the April election of officers.
G Chair the Constitution and By-Laws Review Committee, which will convene not later than January of
the designated review year as determined in Article VI, Section 4 of these By-Laws.
H. Be responsible for seeing that copies of the Constitution and By-Laws are typed and distributed by
email, or other method, to the General Membership.
I. Chair the Nominating Committee, which will convene not later than February as designated in Article
VI, Section 2 of these By-Laws.
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J. Administer any telephonic or e-mail vote as per Article X, Section 2 of these By- Laws and enter such
action and its results in an addendum to the minutes to be read at the next board meeting.
K. Coordinate with First Vice President to host the installation of elected Officers.
L. Be a member of the Budget Committee.
ARTICLE IV- STANDING COMMITTEES AND SUBCOMMITTEES
Standing committees and subcommittees may be created, changed or abolished at the direction of the
President with a two-thirds (2/3) vote of the members of the Board present and voting in a duly
constituted meeting. Subcommittees, which fall under a specific Standing Committee, are the
responsibility of that Standing Committee Chairperson. Standing Committee Chairperson positions may
be held for no more than two (2) consecutive years. Exceptions may be made at the discretion of the
Board with a two-thirds (2/3) vote of the members of the Board present and voting in a duly
constituted meeting.
SECTION 1- GENERAL INFORMATION: All standing committee chairpersons shall:
A. Be CBSC members in good standing, having paid yearly dues.
B. Appoint their own committee members who are CBSC members in good standing.
C. Be present and a voting member of the Board, or be represented by a non-voting committee person at
each Board meeting. In the case of Co-Chairpersons, only one vote is authorized. Meeting absences
may not exceed 2 per term, unless excused by the president.
D. Provide a monthly report at the Board meeting.
E. Submit an updated SOP and AAR no later than the May Board Meeting as stipulated in Article X,
Section 5 of these By-Laws. These reports shall include revenues, expenditures, data, and all pertinent
information relating to their positions.
F. Submit monthly, when appropriate, information or an article to the "Post Scripts".
G. Coordinate all necessary voting involving the Board or General Membership with the
Parliamentarian.
SECTI ON 2 - T O U R I S T A S: The Touristas Chairperson shall:
A. Present an annual plan of proposed trips, and tours to points of interest for Board 7
consideration by the September board meeting.
B. Coordinate all necessary arrangements for approved trips and tours.
C. Collect all monies for each event and turn in to the Treasurer in accordance with Article III,
Sections
6B and 6D, of these By-Laws.
SECTI0N 3-AUCTION:The Auction Chairperson shall:
A. Form and chair the Auction Committee, with the support of the Board.
B. Be responsible for all aspects of the fundraiser to include planning, physical arrangements, coordinating volunteers and scheduling.
C. Ascertain and follow all Carlisle Barracks requirements regarding fundraising activities,
starting
with the proper installation authority.
D. Coordinate all publicity for the event with the Publicity Chairperson.
E. Coordinate with the Treasurer for all money transactions in accordance with Article III,
Sections 6B
and 6D, of these By-Laws.
F. Coordinate with the Donations Chair for the collection of donated items for the annual
Auction.
SECTION 4-MEMBERSHIP:The Membership Subcommittee Chairperson shall:
A. Collect membership dues.
B. Turn dues over to the Treasurer in accordance with Article III, Sections 6B and 6D, of these
ByLaws.
C. Compile and maintain a complete and accurate membership list, with a copy provided to the Secretary.
D. After furnishing copies of the initial membership list, insure updates are available and submitted to "Post Scripts" editor for publication.
E. Oversee publication and distribution of the CBSC DIRECTORY to all members, not later than
October
31st. New members' names after publication of CBSC Directory will be provided to the
"Post
Scripts" chairperson to be published in the "Post Scripts".
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SECTION 5- OUTREACH: The Outreach Chairperson shall:
A. Prepare a SOP annually and present to the Board for approval no later than the November
Board meeting.
B. Be required to form a committee consisting of the Outreach Chairperson, the Treasurer, and
no less than three (3) members in good standing. The Honorary President(s) and/or Advisor(s)
shall be invited to attend. Members on this committee shall not hold this position for more than two (2) consecutive years.
C. Conduct Outreach Request Reviews as monies are available.
D. Coordinate with the Publicity Chairperson for the placement of notices in appropriate media
announcing the acceptance of Outreach funding requests and the deadline date for receipt.
E. Publicize through mass media the Outreach request guidelines.
F. Receive and investigate all requests of an outreach nature. No disbursement of funds will be
given unless a written request has been submitted within the current board year. The committee
may vote to give any amount, up to but not to exceed, the actual request submitted.
G. Compile all information pertaining to outreach requests for consideration by the Outreach Committee. Chair the committee as it reviews requests and makes suggestions for appropriate contributions to each organization.
H. Present, in writing, to the Board all requests and recommendations of the Committee for
approval.
I. Execute decisions of the Board by vote for all requests.
J. Notify all requesting organizations in writing, of Outreach decisions approved by the Board,
pertaining to their requests.
K. Coordinate with the Treasurer for the disbursement of funds.
SECTION 6- "POST SCRIPTS": The "Post Scripts" Chairperson shall:
A. Prepare the "Post Scripts" for the members of the CBSC as directed by the Board.
B. Be responsible for assembly, submission to CBSC Webmaster, and delivery as needed of the
"Post Scripts".
C. Maintain a file of all "Post Scripts".
SECTION7-PUBLICITY: The Publicity chairperson shall:
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A. Arrange for any publicity the Board considers appropriate, to include marquee and Community Calendar.
B. Provide press releases, including photographic coverage of CBSC activities and functions, to
the
media after clearance, when required, by Army officials.
C. Oversee the printing and/or publication of any other CBSC literature with the exception of
the
Directory or "Post Scripts".
D. Assist, when requested, with flyers and/or other graphic design for programs and events.
SECTION8-RESERVATIONS: The Reservations Chairperson shall:
A. Form and chair a Reservation committee with the support of the Board.
B. Be responsible for receiving reservations for all General Membership functions.
C. Coordinate sign-in and payment, with the Treasurer, in accordance with Article III, Sections 6B and
6D, of these By-Laws, at each function.
D. Request, in writing, payment after each function from those persons who did not attend and did not
cancel their reservations for the function.
SECTION 9 - SCHOLARSHIPS: The Scholarship Chairperson shall:
A. Prepare for and review a SOP annually and present to the Board for approval no later than the November Board meeting.
B. Form and chair a committee to review previous year's application and make
recommendations for changes if desired.
C. Provide Application/Rubric to the Board electronically prior to the January monthly
meeting.
D. Form the evaluation board to evaluate all properly submitted applications.
E. Ensure that members of the scholarship committee and/or evaluation board shall not serve as a
judge if they, or their child, is eligible for a CBSC scholarship .
F. Arrange and coordinate meetings with the Scholarship Committee, including CBSC representatives.
G Notify, in writing, all requesting applicants of decisions.
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H. Coordinate with the Treasurer for the disbursement of funds.
I. Organize and orchestrate the Scholarship Presentation Ceremony.
SECTION 10-WAYSAND MEANS: The Ways and Means Chairperson shall:
A. Provide a service to the membership by making available an inventory of items of interest to
the membership.
B. Ascertain and follow all post requirements regarding fundraising activities, beginning with the proper installation authority.
C. Conduct fundraising activities at membership events such as table sales at luncheons.
D. Offer the sale of inventory to non-members at selected special fundraising events or sites
such as the Craft Show, Auction or Bookstore Sale.
E. Support community requests for participation in special events, such as County Fair and Retiree Day and Graduation.
F. Coordinate special projects appropriate for updating Ways and Means inventory, such as
historical ornaments, etc.
G. Coordinate the supply and sales of specialty merchandise and any on-going fund raising
projects.
H. Serve as a member of the Budget Committee.
I. Submit all monies and accounts with necessary documentation to the Treasurer, in accordance
with Article III, Sections 6B and 6D, of these By-Laws, as appropriate, on completion of each
function.
J. Store Ways and Means property at the LVCC, in the space made available to the CBSC,
unless otherwise authorized by the CBSC executive board.
SECTION 11 - C O O K B O O K : The Cookbook Chairperson shall:
A. Form and chair the Cookbook Committee, with the support of the Board.
B. Be responsible for all aspects of the production of the cookbook.
C. Coordinate all publicity concerning the production of the cookbook with the Publicity Chairperson.
E. Coordinate with the Treasurer for all monetary transactions in accordance with Article III, Sections
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6B and 6D, of these By-Laws.
SECTION 12-HISTORIAN: The Historian shall:
A. Ensure that photographs are taken at CBSC events.
B. Provide photographs for the "Post Scripts" and Publicity Chair as needed.
C. Prepare photo books to be presented at the end of the year - one each for the CBSC Archives, the
CBSC President, Honorary President, and the Advisor. These books should include items that will
provide future members with insight as to what our club accomplished.
SECTION 1 3 - D U C K DERBY: The Duck Race Chairperson shall:
A. Form and chair the Duck Derby Committee, with the support of the Board.
B. Be responsible for all aspects of the fundraiser to include planning, physical arrangements
and
scheduling.
C. Ascertain and follow all post requirements regarding fundraising activities, starting with the proper
installation authority.
D. Coordinate all publicity for the event with the Publicity Chairperson.
E. Coordinate with the Treasurer for all monetary transactions in accordance with Article III,
Sections
6B and 6D, of these By-Laws.
F. Coordinate with the Donations Chair for the collection of donated items for the annual Duck
Derby.
SECTION 14-C O M M U N IT Y LIAISON CHAIR : The Community Liaison Chairperson shall:
A. Form and chair the College-Age Social Committee, with the support of the Board.
B. Be responsible for all aspects of planning, physical arrangements and scheduling of College Age
Socials.
C. Coordinate all publicity for Community Liaison events with the Publicity Chairperson.
D. Represent CBSC at quarterly Commissary/Post Exchange Advisory Council Meetings and monthly
CLIF community meetings;
E. Submit articles to the CBSC newsletter covering events on Post and in the surrounding community;
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F. Coordinate with the LeTort View Community Center (LVCC) staff to decorate the LVCC for the
holidays, not later than the November board meeting.
1. Make an announcement regarding the designated decorating date to the general
membership, at the November general membership meeting, and coordinate volunteers
to execute holiday decoration.
G. Form and chair the College Age Social Committee with the support of the CBSC Board;
1. Be responsible for all aspects of planning, physical arrangements and scheduling of the
College Age Social.
S E C T IO N 15 -C BS C WEB MASTER: The CBSC Web Master shall:
A. Maintain the CBSC website.
B. Update the website monthly with relevant and timely information about CBSC and
upcoming events.
C. Protect member privacy in use of input used for the website.
D. Publicize the CBSC website through the Post Scripts.
E. Be responsible for disseminating notices and other communications via email on behalf of
the
Board and Committees.
S E C T IO N 16-VENDOR C O O R D I N AT O R : The Vendor Coordinator shall:
A. Establish written Vendor Policy and procedures for CBSC monthly luncheons, to include applicable
fees charged, and present to the Board for approval in June.
1. Recruit vendors for luncheons. Vendors are not required to be CBSC members.
2. Collect all applicable vendor fees and submit to CBSC Treasurer within three business
days.
B. Work with the 2nd Vice President for vendor coordination set up at the monthly luncheons.
C. Collect donations for opportunity drawings from each vendor to be given away at monthly luncheons and orchestrate the distribution of tickets and prizes.
D. Solicit donations from vendors for CBSC fundraisers.
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E. Work with Reservations Chair to ensure vendors pay for luncheons.
F. Contact the Post Scripts editor monthly to ensure publicity for the current month's vendors.
G. Ensure vendors are properly recognized for their participation.
H. Work with 1st Vice President for vendor coordination at Fall Sign-up.
S E C T IO N 17-DONATIONS C H A IR : The Donations Chair shall:
A. Form and Chair a Donations Committee, with the support of the Board.
B. Be responsible for all aspects of donation coordination including letters of requests for
donated items and monetary contributions from external businesses and organizations
responses and replies to potential donors; and collection and safekeeping of items, to be
stored in a place and manner as approved by the CBSC board.
C. Deposit all monetary donations with the treasurer with instruction as to the fundraising
purpose for which the monies were donated.
D. Coordinate all publicity for donations from the Carlisle community with the Publicity Chairperson.
ARTICLE V- VOTING REPRESENTATIVES
S EC TION 1 - INTERNATIONAL REPRESENTATIVE: The International Representative may be either an
international student spouse or regular member, or both. The representative should be prepared
to work closely with all the International Fellow spouses to inform and coordinate efforts.
A. Be a member of CBSC in good standing, or an honorary member in good standing if an International
Student.
B. Serve as liaison between the IF student spouse membership and the CBSC Board.
C. Provide the Board & membership with input from the IF.
D. Serve as liaison for the IF donations to the holiday/annual auctions.
E. Serve as liaison for the IF CBSC Luncheon (if one is planned).
SECTION 2- R E T I R E E REPRESENTATIVE: The Retiree Representative shall:
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A. Be a member of CBSC in good standing.
B. Serve as a liaison between the retired membership and the CBSC Board.
SECTION 3 - STUDENT REPRESENTATIVE: The Student Representative is a spouse of the current
USAWC class. The Student Representative shall:
A. Be a member of CBSC in good standing.
B. Serve as a liaison between the student membership and the CBSC Board.
C. Attend monthly Seminar Spouse Representative Meetings.
ARTICLE VI SPECIAL COMMITTEES
Special committees may be created, changed or abolished at the direction of the President with majority
approval of the Board.
SECTION 1-GENERAL INFORMAT I O N : All Special Committee chairpersons shall:
A. Be CBSC members in good standing.
B. Appoint, as needed, their own committee members who are CBSC members in good standing.
C. Report to the Board as directed by the President.
D. Submit, on completion of the project, a written After-Action Report to the Recording Secretary.
SECTION 2-NOMINATING COMMITTEE: The Nominating Committee shall:
A. Be chaired by the Parliamentarian.
B. Consist of the Parliamentarian, President, representatives (number at the discretion of the
Parliamentarian) who are members of the CBSC, the Honorary President(s) and/or Advisor(s) or
their designees. The Honorary President(s) and /or Advisor(s), and President or their designees
shall be non-voting members of this committee.
C. Select a slate of nominees from the membership. A single slate may be selected, but no more
than three (3) nominees shall be selected for each office.
D. Present the slate of available nominees and biographies to the Board by the Parliamentarian in March
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and to the membership at the March General Membership meeting. The slate of available nominees shall
be announced during the March General Membership meeting. Nomination(s)
from the floor shall be
accepted only with prior consent of the candidate(s).
E. The slate of available nominees will be presented by the Parliamentarian for voting at the April
General Membership meeting. The Parliamentarian and one (1) member of the committee will be responsible for counting votes and announcing the newly elected Officers at the end of the
meeting.
F. The newly elected Board will be installed during the May General Membership meeting.
G. The Parliamentarian will submit the new Board to the "Post Scripts" Chairperson for printing
in the
May issue of the newsletter.
SECTION 3-BUDGET COMMITTEE: The Budget Committee shall:
A. Be chaired by the Treasurer and shall include members of the Executive Board, the President, First
Vice-President, Second Vice-President, Secretary, and Parliamentarian, and the Ways and Means
Chairperson . The Honorary President(s) and/or Advisor(s) will be invited to attend. The
Treasurer will
invite any other chairpersons she/he deems necessary to attend.
B. Draft a proposed budget for the CBSC year to be presented to the Board for approval in August
and at
the next regularly scheduled General Membership meeting of the CBSC year.
SECTION 4- CONSTITUTION AND BY-LAWS COMMITTEE: The Constitution and By-Laws
Committee shall:
A. Be chaired by the Parliamentarian and consist of the President, Secretary, Honorary
President(s) and/or Advisor(s), and at least two (2) other CBSC members.
B. Convene anytime after the beginning of the designated CBSC year, not later than January.
C. Have for reference, all pertinent copies of Army and Carlisle Barracks regulations.
D. Review and discuss all recommended proposed changes to the current Constitution and By-
Laws as
provided in Article X of the Constitution.
ARTICLE VII- ELECTIONS
A. The upcoming election for Executive Board positions shall be announced no later than the February
General Membership meeting.
B. Elections shall be held at the April General Membership meeting. Members shall vote by
written
ballot except in the case of a single slate when the election may be decided by a show of
hands.
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C. The nominee receiving a majority vote of the membership, voting in a duly constituted election,
shall be considered elected to that office. In case of a tie vote, a run-off election will be
held
immediately. Results will be announced the day of the elections.
D. Officers-elect are authorized to assume, immediately after announcement of the election results,
whatever duties are necessary to further the CBSC program for the coming year.
E. Installation of officers shall be held in May with the official duties beginning on 1 June.
ARTICLE VIII-MEETINGS
SECTION 1- GENERAL MEMBERSHIP MEETINGS:
A. General Membership meetings (luncheons) will be held on the third Wednesday of the month
from September through May. The meeting schedule may be changed by the Executive Board.
B. Special meetings of the General Membership for the purpose of conducting business may be
called
by the President with the concurrence of two-thirds (2/3) of the voting members of the
Board.
C. Any active member may seek to have a special meeting called by submitting such proposal to the
President and should that fail, by direct petition to the Board who shall then consider the
matter and
approve the request with two-thirds (2/3) of the voting members of the Board.
D. A quorum of the General Membership shall be defined as those members present. Any issue
to be
voted upon by the General Membership shall be decided by a majority of the quorum.
SECTION 2- BOARD MEETINGS
A. Board meetings will be held on the first Wednesday of the month unless otherwise designated by the
Executive Board. Business shall be conducted when a quorum is present. A quorum shall consist of twothirds (2/3) of the voting members of the Board. The vote of the majority of the quorum shall govern,
unless otherwise directed by the Constitution or these By-Laws.
B. Any member in good standing may attend Board meetings with twelve (12) hours prior notice
to the
President, but said member shall have no voice or vote at those meetings.
C. The regularly scheduled May Board meeting shall be a transitional meeting with both the
current
members of the Board and the incoming members in attendance.
SECTION 3- EXECUTIVE BOARD MEETINGS: Executive Board meetings shall be held prior to the Board
meetings as designated by the President.
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Article IX-Finances
SECTION 1 - All dues and monies generated from within the membership shall provide the main source of funds
for the General Operating Account. Sources of funds for the Outreach Account shall be generated from
charitable fundraising events and contributions from non-CBSC members, except documented income
generated by members through Ways and Means sales.
S E C T I0 N 2 - Not less than $2,000.00 shall be maintained in the General Operating Account for the
succeeding year. Not less than $2,500.00 shall be maintained in the Outreach Account for the succeeding year.
These amounts are in addition to any obligated funds not paid by the end of the CBSC year as specified in
Article III, Section 6K, of these By-Laws.
A r t i c l e X - G e n e r a l Provisions
Section 1 - G e n e r a l Mem bershi p Motions: Any motion to be presented at a General
Membership meeting must be submitted in writing to the President at least twenty-four (24) hours prior to the
scheduled meeting.
SECTION 2- TELEPHONIC AND E-MAIL VOTING: The President is authorized byArticle V, Section 5 of
the Constitution to call for a telephonic or e-mail vote of the Board if a decision of such urgency is required to
preclude a called meeting. The following guidelines apply and must be used:
A. The vote must be administered by the Parliamentarian.
B. The Parliamentarian will attempt to contact every voting Board member.
C. The members of the Board must be informed that this telephonic or e-mail vote is a voting procedure. The full motion must be included along with the name of the individual who made the
motion and the name of the second. The Board members must be asked for their vote.
D. A two-thirds (2/3) majority vote of the Board is necessary to approve the motion.
E. Telephonic or e-mail votes are to be reflected in the minutes as stipulated in Article III, Section 5d of
these By-Laws. The minutes shall include exact wording of the motion, names of members who could
not be contacted, and the exact accounting of the vote.
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SECTION3-POST OFFICE BOX: All correspondence and bank statements shall be directed to the CBSC
Post Office Box rather than a home address.
SECTION 4- CBSC YEAR: The CBSC year shall run from 1 June to 31 May.
SECTI0N5-STANDARD OPERATING PROCEDURES AND AFTER-ACTION REPORTS: No later
than the May Board meeting, ALL officers and the chairpersons of ALL standing committees, sub-committees,
special committees and the liaison(s) shall submit three (3) copies of a written report. The reports should
include SOPs and an AAR and should be turned in to the Secretary. The Secretary shall use one copy for the
CBSC file, one for the Annual Report to the President and one copy of each report for each corresponding
Board Position.
S EC TI0N6 -C HILDC AR E POLIC Y: The CBSC shall reimburse its Board members for child care related to
Board meetings, Executive Board meetings, and nonsocial business essential to the fulfillment of a Board
position. The Treasurer may authorize reimbursement of a Board member's childcare expenses if the Board
member provides a receipt. Receipts must be received within sixty (60) days of usage. Reimbursement is not
authorized for childcare provided by immediate family members.
SECTION 7 - ADOPTI ON: These By-Laws were approved by the Board on April 2, 2014, and by the
Garrison Commander or his/her representative on_______________ .
In witness thereof, the following officers affix their signature.
___________________________
President
_________________________
Parliamentarian
_________________________
First Vice President
___________________________
Second Vice President
_________________________
Secretary
_________________________
Treasurer
________________________________
Garrison Commander
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