CONSTITUTION OF THE
SHEPPARD ENLISTED SPOUSES CLUB
2015-2017
ARTICLE I
NAME AND AUTHORITY
The name of the organization shall be Sheppard Enlisted Spouses Club and hereafter shall be
referred to as SESC. This private organization will be operated on Sheppard AFB pursuant to the
provisions of AFI 34-223. The organization shall be self-sustaining and is not an instrumentality
of the United States Government. It operates on a military base only with the consent of the
installation commander. Operation is contingent on compliance with the requirements and
conditions of all applicable Air Force regulations.
ARTICLE II
PURPOSE
The SESC is a two-part organization.
A. The social & recreational part is a private, nonprofit organization, which is organized in
compliance with Section 501(c)(7) of the Internal Revenue Service (IRS) and operates to
promote social, recreational and other similar nonprofit activities for its members. Hereafter
referred to as the SESC-S & R.
B. The scholarship & charitable part of this organization is a private, nonprofit organization that
is organized in compliance with Section 501(c)(3) of the IRS and is organized exclusively for
scholarships, non-profit organizations, and other persons or groups in furtherance of
charitable or educational purposes. Hereafter referred to as SESC-S & C.
ARTICLE III
MEMBERSHIP OR PATRONAGE
A. The membership may be liable under the laws of the State of Texas for organizational
debts or liabilities in the event the organization’s assets are insufficient to discharge
liabilities.
B. Membership and related action based upon race, religion, color, sex, age or national origin is
prohibited.
C. Membership in the SESC is open to:
1. Spouses or significant other of Active Duty Enlisted personnel assigned to the
82nd TRW/80th FTW, either as permanent party or spouses of students in training.
2. Enlisted spouses residing in the immediate vicinity of Sheppard AFB while their
spouse is on duty elsewhere.
3. Spouses of a retired enlisted member.
4. Widow/widower of enlisted members who have full military privileges.
5. Spouses of foreign enlisted members assigned to Sheppard AFB.
6. An adult family member other than a spouse of an Active Duty, or retired
member, who holds a dependent ID card.
D. Individuals may apply for membership by completing a membership form and paying proper
dues. The membership form can be found on the SESC website. Membership form and dues
can be mailed to SESC mailbox or provided at a monthly meeting.
E. Continuing membership is based upon annual enrollment commencing May 30, 2015.
F. Membership in the organization can be terminated by resignation or by
notification/disciplinary action by:
1. Upon permanent departure from the vicinity.
2. Upon written resignation to the Membership Chair.
3. By the Governing Board with a quorum approval vote by the Executive Board
for activities involving discreditable conduct.
4. For failure to pay dues for three consecutive months or for two unpaid functions,
after proper notification.
G. Reinstatement for membership can be accomplished by applying in writing to the
Membership Chair for reinstatement and tender payment of all accrued delinquent dues. The
letter will be presented for the Governing Board’s approval.
ARTICLE IV
OFFICERS AND GOVERNING BODY
A. The Governing Board, which is composed of the elected officers and an advisory group,
governs the SESC.
B. The elected officers are President, Vice-President, Secretary, and Treasurer.
C. The advisory group consists of the spouse of the 82 TRW CC and the spouse of the 80 FTW
CC or their representative. The President may appoint additional advisors as necessary.
D. The duties of the elected officers are outlined in the Bylaws and individual job descriptions.
ARTICLE V
MEETINGS AND ELECTIONS
A. General Membership meetings shall be held as provided by the Bylaws, but in no event shall
there be less than one meeting in any three-month period. A quorum at a general
membership meeting is the number of members in attendance. A simple majority, fifty-one
percent (51%) of those present is sufficient to pass a motion.
B. Board Meetings shall be held as provided by the Bylaws, but in no event shall there be less
than one meeting in any three-month period. A quorum at a board meeting is a simple
majority, fifty-one percent (51%) of the board members present. Proxies, phone votes and email votes may be used as designated by the Bylaws.
C. Elections shall be held annually at a business meeting of the general membership as
designated by the Bylaws.
A.
B.
C.
D.
E.
F.
G.
H.
ARTICLE VI
EXECUTIVE BOARD/COUNCIL/OFFICER
ADDED REQUIREMENTS
The president shall be responsible to insure the club’s constitution and authorization is
reviewed annually (during the month of January) and is consistent with Air Force policies
as amended.
The President/Treasurer shall establish a system for the protection of club assets and
insure the liabilities do not exceed its income.
Members do not have proprietary rights in the club’s assets and income will not accrue to
individuals except through wages or salaries for employees of that private organization.
The Secretary will forward one copy of all official minutes and financial reports to the
Chief, Resource Management Flight, 82 FSS/FSR.
Liability insurance providing coverage against personal injury and property damage and
indemnifying the U.S. Government and Sheppard AFB will be purchased.
The President will ensure all members are aware that financial liability incurred by the
Organization may ultimately result in individuals’ personal financial responsibility if the
organization fails to discharge its obligations, even though the organization may have
been re-designated or dissolved.
ARTICLE VII
THRIFT SHOP
The Thrift Shop shall be run by a governing body known as the Thrift Shop Board, under the guidance
of the Sheppard Enlisted Spouses’ Club and the SOSC. The Thrift Shop Board will establish and
maintain the operating procedures and management policy of the Thrift Shop as defined in the Bylaws.
ARTICLE VIII
FINANCES
The SESC will maintain two separate accounts for funds.
A. Operational Fund.
1. The Operational fund account will contain funds raised and spent in
accordance with Section 501(c)(7) of the IRS Code.
2. The funds for the Operational account will come from member activity fees and dues
paid by all members. Other methods of financing may be used as appropriate in
accordance with the tax status of this fund.
B. Welfare Fund.
1. The Welfare fund account will contain funds raised and spent in accordance with Section
501(c)(3) of the IRS Code.
2. The funds for the Welfare account will come from the net proceeds of activities to
include the Thrift Shop and other designated fundraisers in accordance with the tax status
of this fund.
C. Operational & Welfare fund-raising activities must be approved by the Governing Board,
authorized by the installation commander or a designee, and permitted by Air Force
Instruction and state law. The SESC will not engage in fundraising activities unless specific
written authorization is obtained from the Installation Commander or designee.
D. The club’s unobligated assets will not exceed $ 250,000.00 except for special one-time
projects approved by the general membership.
E. The President/Treasurer will appoint an accountant to conduct an audit when annual
gross revenues are $100,000 but less than $250,000; a Certified Public Accountant will be
appointed if annual gross revenues are equal to or exceed $250,000. The Private
Organization pays for this service to the CPA.
F. All funds will be deposited in the Fort Sill National Bank and a financial statement will be
reported and recorded in the official minutes of meetings in a timely basis.
G. All expenditures will be made by check except for petty cash requirements. Checks
H. Must be signed by the Treasurer, and must be co-signed by the President or Vice President.
I. The SESC shall be financed primarily through membership dues and fees, fund-raising
events, service charges, donations, etc. All fund-raisers will be approved by the 82 FSS/FSR.
J. The Sheppard Enlisted Spouses Club will sell unit souvenirs or memorabilia to include coins
with the approval of membership in accordance with AFI 34-223.
K. The Sheppard Enlisted Spouses Club will not engage in activities which compete with
those of any 82 FSS, NAFI or Air Force Exchange operation on an installation, except as
provided in AFI 34-223.
L. K The Sheppard Enlisted Spouses Club will not engage in on-base resale activities (including
bake sales, etc.) unless specific written authorization is obtained from the 82 FSS.FSR.
M. The Sheppard Enlisted Spouses Club will comply with all local, state and federal laws.
ARTICLE IX
DISSOLUTION CLAUSE
DISSOLUTION: Upon dissolution, the Executive Board shall, after paying or making
provision for the payment of all the liabilities of the Sheppard Enlisted Spouses Club dispose of
all assets of the Sheppard Enlisted Spouses Club in such manner, or to such organization or
organizations which shall qualify as an exempt organization or organizations under the Internal
Revenue Code of 1986, or the corresponding provisions of any future United States Internal
Revenue law (hereinafter referred to as the “Code”).
Any such assets not so disposed shall be donated to a USAF NAF or to the USAF as
determined by the Executive Board in accordance with AFI 34-201 or AFI 51-601.
ARTICLE
AMENDMENTS
Amendments to the constitution may be submitted by any member in good standing by
(describe how to submit amendments). At the earliest possible date, the proposed amendment
will be presented to the general membership meeting. To be adopted, the amendment must obtain
a majority vote of the members present and approval of the 82 MSG/CC through the 82FSS/FSR
prior to adoption.
CERTIFICATION OF CONSTITUTION
This Constitution was reviewed and approved by a majority vote of the membership on January
25, 2016.
Alexandra N. Hamby
President, Sheppard Enlisted Spouses’ Club
Date
BY-LAWS
SHEPPARD ENLISTED SPOUSES CLUB
2015-2017
ARTICLE I
DUTIES OF OFFICERS.
Section 1: It shall be the duty of all officers to ensure the organization and its members comply
with AFI 34-223 and all other directives affecting the operation of the Sheppard Enlisted
Spouses Club. The Executive Board is composed of all the appointed/elected officers of the
Organization, and the Advisors.
Section 2: The President shall:
A. Preside at all meetings of the membership and the Executive Board as necessary, appoint the
members of each special committee established by the Board and perform such general
functions as may be necessary.
B. Maintain folders for monthly committee reports, Executive Board and General Membership
meeting minutes, Thrift Shop meeting minutes/financial reports and pertinent information
concerning the SESC.
C. Receives reports from each committee chairperson he/she oversees.
D. Keep a current club roster.
E. Coordinate, serve as ex-officio member, and maintain job descriptions of the following
standing committees.
a. Installation
b. Christmas Party—with the help of the Social Chairman
F. Appoint the SESC Parliamentarian and Committee Chairs.
G. Supervise all affairs of the SESC, except the Nominating Committee.
H. Has the authority to appoint special committees or individuals to conduct the work of the
club.
I. Will co-sign all checks for authorized expenditures with the Vice President or Treasurer.
J. Vote in elections if by secret ballot. Not express a personal opinion or vote except in the case
of a tie at all board or General Membership meetings.
K. State all motions, prior to discussion put to vote, and announce the results of each vote.
L. Has the privilege of inviting special guests to any club function.
M. May call special meetings of the Executive Board and/or General Membership when
necessary.
N. Act as custodian, along with the social chairman, of all club properties.
O. Act as liaison officer between the Sheppard Enlisted Spouses Club and the Sheppard Officers
Spouses Club.
P. Serve on the Thrift Shop Board.
Q. Will be responsible for a key to the Thrift Shop.
R. Will send all Thrift Shop minutes/financial reports to all SESC Executive Board members.
S. Recognize members who are entitled to the floor and wish to speak, state an opinion or make
a motion.
T. Adjourn the meeting when business is completed.
U. Confer with the Advisors on all pertinent matters concerning the SESC.
V. Attend all official functions as required as an SESC representative or appointee.
W. Appoint, with approval of the Executive Board, an interim replacement for any elected
officer who is unable to serve for more than 30 days.
X. Review and revise the Constitution and By-Laws with the Parliamentarian and General
Board within the 1st six weeks of taking office.
Y. Welcomes all guests and new members, and bid farewell to all out going members at each
General Membership meeting.
Z. The President will review the minutes and financial statements. Once reviewed the
president will send both items to the general membership and to FSS.
Section 3: The Vice President shall:
A. Assist the President, serve as an advisor for the various committee chairpersons and assume
the duties of the President in his/her absence.
B. Perform the duties of the President, Parliamentarian, or Secretary in their absence.
C. Maintain folders for monthly committee reports, Executive Board and General
Membership meeting minutes, Thrift Shop meeting minutes/financial reports and
pertinent information concerning the SESC.
D. Receives reports from each committee chair he/she oversees.
E. Keep a current club roster.
F. Assist the President at all times and maintains a working knowledge of all club activities.
G. Serve as host/hostess along with the President at all social functions.
H. Serves as the Chairman of the Scholarship Committee
i.
The president will appoint another individual for this position if the vice
president is applying for a scholarship.
I. Coordinate, serve as ex-officio member, and maintain job descriptions of the following
standing committees.
i.
Hanger Holiday
ii.
Social Committee
J. Co-signs checks with the President and/or Treasurer.
K. Attend all board and General Membership meetings. If unable to attend, will notify the
President.
L. Shall serve as the Parliamentarian of the Thrift Shop Board.
i.
Will perform the duties of the SOSC 2nd Vice President in their absence.
Section 4: The Secretary Shall:
A. Record, prepare, and distribute the minutes of all General, Executive, and, special board
meetings to the President within one (1) week following the board meeting.
i. Forward a copy of the minutes to the President for approval.
B. All official minutes will be sent to all SESC members no later than ten working days
following said meeting.
C. Maintain folders for monthly committee reports, Executive Board and General
Membership meeting minutes, Thrift Shop meeting minutes/financial reports and
pertinent information concerning the SESC.
i. Receives reports from each committee chair he/she oversees.
ii. Keep a current club roster.
D. Coordinate, serve as ex-officio member, and maintain job descriptions of the following
standing committees.
i. Hospitality
ii. Membership
E. Receives reports from each committee chair he/she oversees.
F. Maintain records of all meetings for a period of three (3) years
G. Performs the duties of the President or Vice President in their absence.
H. Acts as an assistant to the President.
ii. Handles all correspondence of the SESC as directed by the President.
I. Attend all board and General Membership meetings. If unable to attend, will notify the
President.
J. Holds a key to the SESC Post Office Box. Will check PO Box as needed and as directed
by President.
Section 5: The Treasurer Shall:
A. Disperse checks as required from the Operational/Welfare accounts as needed for
reimbursements or payments.
B. Form 990-N will be filed electronically with the IRS yearly.
C. Co-sign all checks with the President or Vice President.
i. Two signatures are required on all checks.
D. Maintain folders for monthly committee reports, Executive Board and General
Membership meeting minutes, Thrift Shop meeting minutes/financial reports and pertinent
information concerning the SESC.
i. Receives reports from each committee chair he/she oversees.
ii. Keep a current club roster
E. Provides monthly reports with all club transactions/balances to the SESC President.
i. Provides a copy of monthly reports at all meetings to Membership to
review.
ii. Once reviewed by membership, a copy will be sent to all SESC members,
and to 82 FSS/FSR.
F. Reconcile bank accounts monthly.
G. When Charitable Donation requests are received, Treasurer will research validity of each
request.
i. Will present each Charitable Donation request at General Membership
Meetings. In the event of a last minute donation request that is needed
prior to the next General Membership meeting, an Executive Board vote
will be done via e-mail.
ii. Will notify organizations whether their request was approved/disapproved.
H. Prepares budget for the fiscal year. Fiscal year is defined as June 1-May 31. A budget
meeting will take place in June of each year.
I.
J.
K.
L.
M.
i. Prepares a budget report for a budget review meeting that takes place in
January of each year.
Coordinate, serve as ex-officio member, and maintain job descriptions of the following
standing committees.
i. Ways and Means
ii. Childcare
iii. Publicity
Presents all records for financial review in the event of position resignation or end of term.
Collects all monies for special social functions
Shall serve as a member of the Thrift Shop Board.
Must keep the previous two years final financial reports in binder.
Section 6: The Parliamentarian Shall:
A. Be familiar with newest edition of Roberts Rules of Order and be able to quote proper
procedures upon the request of the President or the SESC members.
B. Familiarize yourself with the SESC Constitution and By-laws, and any subsequent
changes.
C. Will notify General Membership of votes allowing absentee ballots.
D. Collect and account for all absentee ballots.
E. Maintain folders for monthly committee reports, Executive Board and General
Membership meeting minutes, Thrift Shop meeting minutes/financial reports and pertinent
information concerning the SESC.
F. Coordinates, serve as Chair, and maintain job descriptions of the following standing
committees.
i. Nominating Committee
ARTICLE II
ELECTIONS AND VOTING
Section 1: The nominating committee:
A. The nominating committee shall consist of a minimum of 2 active members and will also
include the Parliamentarian/Advisor as the Chairman.
B. Members who are nominated for an upcoming Executive Board Position may not be
members of the nominating committee.
C. Nominations for officers will be made via e-mail or in writing to the Parliamentarian or
nominating committee.
Section 2: Nominations:
A. Nominations for the new executive board will be accepted from 14 February to 14 March.
B. Nominations for the organization’s first slate of officers will be made from the floor at
the first General Membership Meeting. For future elections, nominations for officers
shall be made by a Nomination Committee of three (3) active members. The Nomination
Committee will be appointed by the Board. Additional nominations may be made from
the floor at the election. The notice of meeting will be posted at least 15 calendar days
prior to the election and will provide the time, date and location of the election.
Section 3: Elections:
A. Voting will take place at the April SESC General Membership meeting and will be
written by secret ballot.
B. All Active members in good standing will be eligible to vote.
C. Ballots will be prepared, distributed, collected and counted by the Nominating
Committee.
Section 4: Term of Office
A. Installation ceremony will take place at our May SESC General Membership meeting.
B. Elected Officers will serve for a term of 1 year. This is from June 1st thru May 31st.
i.
No elected officer shall serve more than 2 consecutive years in the same
position.
C. Upon the vacancy or resignation of the office of President, the Vice President shall
automatically fill such office until the membership votes in a new SESC President.
D. If less than 3 months remain, the open office shall be filled by the appointment of the
President, with the approval of the Executive Board.
ARTICLE III
DUES OR FEES
Section 1:Dues
1.
E-1 thru E-4 and retirees $24.00 for 12 month or $12.00 for 6 months
2.
E-5 thru E-9 $30.00 for 12 months or $15.00 for 6 months.
A. In the event a member joins in a month other than June or December the above
amounts will be pro-rated for the month the member joins.
B. If dues are not paid bi-annually or annually, then members will be charged $5.00 for
monthly dues.
C. Dues amounts can be changed at any time via vote from the General Membership.
D. If a member does not pay dues for two consecutive months, they will be dropped
automatically from club membership.
i. Membership will be reinstated after payment of monthly dues.
ARTICLE IV
STANDING COMMITTEES
Section 1: Standing Committees will be appointed by the President and may include Means and
ways, Membership, Publicity, Socials, Thrift Shop, Hospitality, Nominating Committee,
Installation committee, and scholarship committee. Must maintain a continuity binder and a
current roster.
Duties include:
1.
Ways and Means.
A. Oversees all fund raising activities for the club, with the exception of Hanger Holiday.
These activities will have the aid and support of the SESC membership.
B. Submits all needed paperwork to the base legal office and FSS.
C. Recruit volunteers, from among club members, for club activities.
D. Will submit committee reports to designated Executive Board member no later than three
days prior to the General Board meeting.
2.
Membership
A.
B.
C.
D.
E.
F.
Must maintain a current roster. E-mails updated roster monthly to Executive board and
any position designated by the President.
Welcomes newcomers and answers questions they may have about SESC. Will have a
sign-in sheet, guest and new member forms on a table by the main door during every
General Membership meeting.
During General Board meetings will provide a sign-in sheet only.
Will contact newly registered members and guests and welcome them to the club.
Takes applications and dues and reminds members of renewal dates.
i. Will notify members whose dues are 2 months late and drop such
members from membership if members do not respond.
Will submit committee reports to designated Executive Board member no later than three
days prior to the General Board meeting.
3. Publicity
A. Will submit committee reports to designated Executive Board member no later than
three days prior to the General Board meeting.
B. Advertises all meetings or special activities of the club and coordinates all Facebook
updates.
C. Maintains and updates the SESC webpage.
D. Puts all General Membership meetings and other pertinent information on the base
marquee (public affairs).
E. Handles all SESC circulation of publicity materials.
i. All such materials must be approved by the Executive Board prior to
distribution.
4. Social
A. Will submit committee reports to designated Executive Board members no later than
three days prior to the General Board meeting.
B. Coordinates activities and games at General Membership meetings.
i.
Works within specified budget requirements.
ii.
Works with the President/Advisors for the Christmas party.
5.
6.
Thrift Shop Chair
A.
Serves as a member of the Thrift Shop Board.
B.
Have a sign-up sheet at all General Board and General Membership meetings for
volunteers. This volunteer sign-up sheet will be for two months at a time.
C.
Responsible for ensuring each Wednesday at the Thrift Shop is fully staffed with
volunteers.
D.
Will be responsible for a key to the thrift shop.
E.
In the absence of the Thrift Shop manager, their duties will be performed by the
Thrift Shop.
F.
Co-sign Thrift Shop monthly consigner checks.
G.
Will submit a committee report to designated Executive Board member no later
than three days prior to the General Board meeting.
Hospitality
A.
B.
C.
Will submit committee reports to designated Executive Board member no later
than three days prior to the General Board meeting.
Will purchase gifts and cards as deemed necessary via the SESC By-Laws.
Shall send appropriate card (i.e. birthday, anniversary, congratulations, and
sympathy) at least once per month prior to the members corresponding dates.
7. Nominating Committee
A. This is a temporary committee that will begin working in February and ending in
April after the election of new officers.
B. The Parliamentarian will be the Chair of this committee.
i. The Parliamentarian will appoint a minimum of two members to assist
with the duties of the committee.
1. These members can consist of paid members and/or the SESC
advisors.
C. The nominating committee shall recruit in February, nominees for the positions of
President, Vice President, Secretary, and Treasurer.
i. These nominees will be presented to membership at March’s General
Membership meeting.
D. The slate of officers will be posted via e-mail and on Facebook at least 15 calendar
days prior to the election and will provide the General Membership with the time,
date, and place of the election.
E. Maintain a continuity book.
F. Will submit committee reports to designated Executive Board member no later than
three days prior to the General Board meeting.
8. Installation Committee
A. Is a temporary committee that will begin working in March and end in May after the
Installation of the newly elected Executive Board.
B. Maintain continuity book.
C. Will submit committee reports to designated Executive Board members no later than
three days prior to the General Board meeting.
D. This committee must consist of no less than two members and if possible include the
social chairman.
i. Must be paid members and/or the SESC advisors.
E. The Installation Committee shall make the arrangements for the Installation
Ceremony in May.
9. Scholarship Committee
A. This is a temporary committee that will begin working in November to organize the
Scholarship applications, judging process, and Scholarship Ceremony.
B. The Vice President will be the Chair of this committee.
i. The president will appoint another individual for this position if the vice
president is applying for a scholarship.
C. A minimum of two members must assist with the duties of this committee.
D. There should be a minimum of three judges and no more than five judges.
i. One judge shall hold an degree in an Educational career field.
E. Invite all judges, winners and their families to the reception.
F. Inform all applicants of their acceptance or rejection.
G. Distribute applications.
i. Work with SAFB School Liaison Officer and local High School Guidance
Counselors to distribute the High School Scholarship applications.
ii. Work with the Airman Family Readiness Center, SESC/SOSC publicity
chair to publicize the Spouse Scholarship applications.
H. All applications must be mailed to the SESC PO Box and have Attn: Scholarship
Committee on them.
I. At least one committee member must be present along with the Scholarship
Committee Chair while opening all applications which is done by the Scholarship
Committee Chair.
J. Maintain a continuity book.
K. Will submit committee reports to designated Executive Board member no later than
three days prior to the General Board meeting.
Section 2: All committees shall consist of a chairperson and not less than two (2) members.
Section 3: Special Committees
A. There shall be Special Committees as determined by the Executive Board.
B. The President shall appoint the Chairman of the committee. The temporary committee
shall cease to exist after its specific function has been completed. Will submit
committee reports to designated Executive Board member no later than three days
prior to the General Board meeting. Maintain a continuity book.
ARTICLE V
FINANCES AND TAXES
Section 1: The Treasurer will maintain detailed records of all the organization’s income and
expenses. Per AFI 34-223, the Treasurer will prepare and send a financial statement to 82
FSS/FSR monthly.
Section 2: In addition, the Treasurer will prepare a monthly financial statement and submit it to
the Executive Board for review. The Executive Board will appoint an outside party to review the
organization’s financial records upon change of Treasurer.
Section 3: Finances
1.
The SESC - Social & Recreational fund will be financed by:
A. 40% Annual member dues.
B. 40% of profits from the Sheppard Thrift Shop.
C. 40% of profits from fundraising activities
2.
The SESC- Scholarship & Charitable fund will be financed by:
A. 60% of profits from fund-raising activities.
B. 60% of profits from the Sheppard Thrift Shop.
C. 100% made from Hangar Holiday.
D. Monies donated by the SOSC-Social & Recreational fund
E. Individual donations.
A.
B.
C.
D.
ARTICLE VI
THRIFT SHOP
The purpose of the Thrift Shop is to provide a medium where SAFB Civil Service
employees, active duty, retired, and their dependents may dispose of used articles no longer
needed and where used articles may be purchased at a reasonable price.
The SESC representatives to the Thrift Shop Board will be the President, Vice President,
Treasurer, Thrift Shop Chair, and the Honorary Advisor.
The SESC President will review the constitution and bylaws. The SESC Vice President will
be the Parliamentarian for the Thrift Shop.
The Executive Board of the SESC will require a review of the Thrift Shop books annually
and when the bookkeeper leaves. The Treasurer will submit the findings to the SESC Board.
ARTICLE VII
INSURANCE COVERAGE
The Sheppard Enlisted Spouses Club agrees to hold harmless and indemnify the United States,
Department of Defense and any of its agents of sub-units for claims arising from any of the
organization’s activities.
The organization will purchase and maintain liability insurance per AFI 34-223, or obtain an
insurance waiver. PO members are aware that they are jointly and severally liable for the
obligations of the PO. The absence of liability insurance places their personal assets
immediately at risk in the event of PO liability.
ARTICLE VIII
AWARDS/GIFTS
Section 1: The organization will send a card or suitable gift to any member or member’s
dependent of family member who is in the hospital.
Section 2: In the event of death of a member, member’s spouse or children, the organization will
provide flowers for the funeral.
Section 3: Additional expenditures of $150 or less may be approved by any two members of the
Executive Board. Expenditures in excess of $500, but more than $150 must be
approved by a majority vote of the general membership, either at a General or Special
Membership Meeting.
Section 4: The organization will comply with Air Force regulations governing giving and
receiving gifts.
ARTICLE IX
CHILDCARE
Section 1: Responsibility of the club
A. The SESC will provide on-site childcare for its General Membership business meetings.
B.
C.
D.
E.
a. Childcare is provided only to those members/guests that have a spouse that is on
duty, working, in class, TDY/Deployed during meeting hours, or extreme
circumstances per the discretion of the Executive Board.
b. If the above criteria is not met then it is the members’ responsibility to find own
childcare.
In the event that childcare is unavailable during the meeting, notice will be given to all
members in a timely manner. The SESC will try to find a back-up sitter if possible.
There is a cost of $1 per child per childcare use. This is to help the SESC off-set the cost
of the sitter. All monies will go into the childcare budget.
SESC childcare policies will be determined by the Executive Board and are subject to
change without notice.
Parents will be provided a sheet regarding childcare expectations.
Article X
General Information
Section 1: SESC records and club minutes shall be kept for three years.
Section 2: All club properties shall be used only at club meetings, social functions, and functions
deemed necessary by the Executive Board or General Membership.
Section 3: Any member making reservations for themselves and/or guests, to any SESC function
shall be financially responsible if such an event has a cover charge.
A. If the member is a no-show the said member is still financially responsible for any cost
accrued to the club.
CERTIFICATION OF BY-LAWS
These By-Laws were reviewed and approved by a majority vote of the membership on January
25, 2016.
Alexandra N. Hamby
President, Sheppard Enlisted Spouses’ Club
Date