**Only members in good standing may attend and participate in TOSC sponsored activities or functions, with exceptions of guests as defined in section 4.The president or an advisor, as outlined in Section 1-3, may waive certain membership requirements.
Section 1:Regular Membership - A regular member is eligible to vote, hold office, chair a committee, and participate in all TOSC sponsored activities.A regular member shall pay the $72 annual dues, in advance, directly to the TOSC general fund treasurer.Dues may be prorated and member reimbursed for the portion not used on resignation of club membership due to permanent change of station (PCS).Membership shall be suspended for non-payment of dues.The following are eligible for regular membership: A. Spouses of active duty officers and warrant officers. B. Spouses of commissioned and warrant officers of the Armed Forces on active duty at bases other than Travis. C. Spouses of reserve and guard officers stationed at Travis AFB. Section 2:Associate Membership - An associate member shall have all the privileges of a regular member except holding the office of President and First Vice-President. An associate member shall pay the$72 annual dues, in advance directly to the TOSC general fund treasurer. Dues may be prorated and member reimbursed for the portion not used on resignation of club membership due to permanent change of station (PCS). Membership shall be suspended for non-payment of dues. The following are eligible for associate membership: A. Active duty officers. B. Adult members in residence with a sponsor who is an active member or associate member. C. Spouses of civilian members GS-7 and above. D. Spouses of retired military officers. Section 3:Honorary Membership - Honorary membership shall be extended, on a yearly basis, to any distinguished person deemed appropriate by an advisor and the President, to include widows as defined by the Delta Breeze Club.These memberships shall be reviewed yearly. Honorary members shall not pay dues, vote, hold an elected office, or chair a committee unless approved by the executive board.They shall pay all other fees for functions and special activities. Section 4:Guest - A person eligible for membership may attend only one TOSC sponsored activity or function as a guest. A member may bring the same guest (one not eligible for membership) three times during the year, with the exception of houseguests, whose participation is unlimited.Members shall be financially responsible for their guest and shall make reservations for them.Member’s only events can be held at the discretion of the Governing Board.
ARTICLE II:ADMINISTRATION
Section 1:The Governing Board, consisting of the Executive Board and the standing committee chairs, shall approve all major plans and shall be responsible for the organization, direction and operation of the Travis Officers' Spouses’ Club. Section 2:Voting privileges at the Governing Board meeting shall be limited to the Executive Board (except Advisors and Parliamentarian) and the chairs of the standing committees.A standing committee co-chair may vote in the absence of the chair.The President shall vote only in the case of a tie. Section 3:A quorum shall consist of a majority (two-thirds) of the voting members of the Governing Board. Section 4:The Executive Board shall consist of the President, First and Second Vice-Presidents, Recording and Corresponding Secretaries, General and Welfare Treasurers, Parliamentarian, and advisors.The Spouses' Club shall have the following standing committees, each with a chair appointed by the President.The Executive Board voting quorum has the authority to convene or dissolve any of the following committees: A.The Cross-WindsJ.Historian B.Base Community LiaisonK.Special Activities C.Ways & MeansL.Thrift Shop D.PublicityM.Sunshine E.Club CoordinatorN.Retiree Spouses F.Decoration/Door PrizeO.Scholarship G.MembershipP.Volunteer Coordinator H.ProgramsQ.Auction I.NewcomersR.Reservations Section 5:The standing committee chair shall: A.Serve on the Governing Board and attend all meetings. B.Select co-chairs and additional committee members as necessary. C.Submit a written monthly report with financial statements when expenses are incurred. D.Review job description annually and revise if needed in January – turn into the Parliamentarian by the end of board year.
ARTICLE III:FISCAL POLICIES
Section 1:This organization is completely self-sustaining, primarily through dues and special fund raising activities. Income will be derived primarily to offset operational expenses and will be used to fulfill the purpose of this organization. Section 2:Only members of the TOSC whose dues are paid currently shall be considered members in good standing for club participation. Members who are three months delinquent in dues shall be dropped from active membership.Membership once terminated shall be reinstated upon payment of accrued dues and assessments.Members who accompany their spouse on official temporary duty orders may resign their membership for the period of their absence from Travis Air Force Base. Section 3:Members shall be billed for reservations not canceled by the announced cancellation date. Section 4:Dues for regular and associate members shall be established by the Governing Board and approved by the membership.Dues are $72.00 yearly subject to review and revision by the Governing Board.Members shall pay directly to the TOSC General Fund Treasurer. Section 5:Disbursements A.All checks from the General Fund and Welfare Fund accounts will be signed by any two of the following:President, First Vice President, Second Vice President, General Treasurer, or Welfare Treasurer. B.The Governing Board, acting as agent for the general membership, is authorized to receive and disburse funds and dispose of excess property belonging to the TOSC. C.The minimum balance in the General Fund Treasury shall be $1,000.00. D.The Governing Board may authorize disbursements of $500.00 or less on any one unbudgeted item. The general membership will vote on unbudgeted disbursements greater than $500.00. E.The treasurers must account for all monies issued, by a written receipt or letter of acknowledgment (to include name of organization, date of receipt, and amount received). F.The fiscal year shall run concurrent with the board term (July-June).All books shall be closed on or before June 30 and be audited/reviewed as deemed necessary by Executive Board. ARTICLE IV:BUDGET Section 1:The General Fund Budget Committee, chaired by the First Vice-President, shall consist of the Executive Board (including at least one Advisor), and the Ways and Means Chair. Section 2:The Welfare Fund Budget Committee, chaired by the 2nd Vice-President, shall consist of the Executive Board (including at least one Advisor), and Thrift Shop chair. Section 3:Each standing committee chair shall prepare and submit annual budget requirements to the appropriate Treasurer (General Fund or Welfare Fund) prior to the March Board meeting. Section 4: Following Governing Board approval, proposed budgets for the following board year shall be presented at the May general membership meeting for acceptance. Section 5: The President or First Vice President shall purchase all Governing Board members’ departing gifts (if any).The outgoing President will also receive a scrapbook of her/his tenure, compiled by the TOSC Historian. Section 6:Reimbursements from the General Treasury will be made for the Governing Board meeting for childcare fees incurred for the time of Board meetings and official business as designated by the President.The fees shall not exceed the current childcare rates set by the Travis Child Development Center. Section7:In the event of the death of a Travis Officers' Spouses’ Club member, spouse, parent, or child (children), a donation will be sent to the charity of the family's choice, in the amount of $25.00 as an expression of sympathy. ARTICLE V:MEETINGS Section 1: Governing Board meetings will be held the first Thursday of the month; general membership meetings shall be held the second Thursday of every month, September - May, unless otherwise designated by the President with the approval of the Governing Board. Section 2:Reservations for TOSC functions must be made by 12 p.m. on the Monday preceding the function.For non-cancellation, regular function fees will be charged to the member. ARTICLE VI:NOMINATION PROCEDURES Section 1: The Parliamentarian or presidential designee will be the chair of the Nominating Committee.The committee shall consist of an advisor and representatives from each major organization.Nominees holding regular membership may run for any office.Nominees holding associate membership may run for any office except President and First Vice President.Incumbent office holders who wish to run again may do so, but their total term in a given office is to be no more than two consecutive years. Section 2:All nominees must give prior consent before their names are announced at the March membership meeting. Nominations may be taken from the floor at the March membership meeting.Elections, if needed will be held at the April membership meeting. Section 3:The affirmation of officers shall be held at the first May general membership meeting.New officers will take office at the joint board meeting in June.The joint meeting shall be called to order by the immediate past President only for the purpose of approving the minutes of the preceding meeting, hearing Treasurers' reports, concluding any old business and turning over books. The meeting shall then be turned over to the current President and the retiring board shall stand adjourned. ARTICLE VII:DUTIES OF EXECUTIVE BOARD OFFICERS Section 1:The Advisors shall serve on the Executive Board and Governing Board in an advisory capacity without vote.However, as regular members of this organization they have all privileges of regular membership. A. The advisors shall: 1.Serve as advisors for special committees. 2.Present the appreciation gift to the outgoing President. 3.Coordinate on all protocol issues. 4.Assist the President and the Executive Board. B.The 60 AMW/ CC spouse or the designated appointee shall be the advisor for the Thrift Shop Council. Section 2:Executive Board- duties of the executive board positions include but are not limited to the following: A.President.The President shall: 1.Preside at all Membership, Executive Board and Governing Board meetings. 2.Appoint a Parliamentarian. 3.Appoint all standing committee chairs. 4.Be an ex-officio member of all committees except the Nomination Committee. 5.Call special meetings of the membership, the Executive Board and the Governing Board, if necessary. 6.Have signatory authority with the Treasurers. 7.Fill all vacancies that occur on the Governing Board, except where other provisions are made. 8.Make appointments to the Executive Board when vacancies occur during the board year. (with consent of the advisors) 9. Have the following committees and officials report directly to her/him: Parliamentarian, and members of the Executive Board. 10.Authorize the expenditure of no more than $100/month with the approval and notification of the treasurer and notification of an advisor in case of an emergency. 11.Approve contracts not requiring a vote of the general membership. 12.Have the ability to be bonded. 13.Attend meetings of the Thrift Shop as a member of the Thrift Shop Council. B.First Vice President.The First Vice President shall: 1.Assist the President, assume her/his duties in her/his absence, and assume the office of President upon vacancy (with consent of the advisors). 2.Supervise or act as interim chair in the following committees:, Club/Programs Coordinator, Decoration/Door Prizes, Membership/,Newcomers, Special Activities, Sunshine and Reservations. 3.Coordinate with Reservations Chair and assist in greeting and seating VIPs and guests. 4.Be responsible for all matters concerning Protocol. 5.Designate or be the custodian of OSC property.Maintain current inventory list and keys to office.Be responsible for maintaining the silver. 6.Report General Fund motions to the President for inclusion on the agenda. 7.Purchase gifts for advisors and governing board members (if any). 8.Organize childcare for designated OSC functions. 9.Have the ability to be bonded. C.Second Vice President. The Second Vice President shall: 1.Assist the President, assume the duties of First Vice President in her/his absence, and assume the office of First Vice President upon vacancy (with consent of the advisors). 2. Chair the Welfare Budget Committee.Research and prepare motions, if needed, for board consideration on all unbudgeted requests; report fulfillment of budgeted items; attend scheduled budget meetings. 3. Supervise or act as interim chair on the following committees:, Retiree Spouses, Publicity, The Cross-Winds, Thrift Shop, Base community Liaison, Scholarships, Historian, Auction, and any other special fundraising events. 4.Have the ability to be bonded. 5.Serve as liaison for the Air Force Village. D. Recording Secretary.The Recording Secretary shall: 1.Record minutes of all Executive and Governing Board and special meetings (e.g., budget meetings, scholarship meetings, and constitution meetings).Record minutes and motions brought to the floor at General membership meetings. 2.Type minutes, make sufficient copies and distribute to the Governing Board at the next board meeting. 3.Be responsible for and the custodian of the TOSC copy machine. 4.Maintain the following files: a.Monthly reports submitted by officers and standing committee chairs.(Hold for five years.) b.Minutes of board, special committee, and general membership meetings.(Hold for five years.) c.Permanent written record of the TOSC Constitution and Bylaws. d. Current job descriptions. 5.Distribute copies of board reports and other TOSC business. 6.Assume the duties of the Corresponding Secretary in her/his absence. 7.Be responsible for set-up before each board meeting. 8.Type roster of TOSC Board members and chairs. E. Corresponding Secretary.The Corresponding Secretary shall: 1.Pick up and distribute all mail from the post office and the Delta Breeze Club Office in a timely manner. 2.Be responsible for any outgoing correspondence assigned by the president. 3.Prepare board report summarizing official correspondence that was received or sent out. 4.Be responsible for the inventory of TOSC stationery and stamps. 5.Extend invitations for honorary membership upon presidential approval. 6.Assume the duties of the Recording Secretary in her/his absence. F.General Treasurer.The General Treasurer shall: 1.Be the custodian of all TOSC monies except those allotted to the Welfare Fund. 2.Be aware at all times of the overall financial position of the TOSC. 3.Promptly pay all TOSC bills, disburse available funds, and keep accurate records of all disbursements and revenues. 4.Reconcile the monthly bank statement and balance the TOSC books prior to board meetings. 5.Prepare and present at the board meeting monthly and quarterly reports which include a detailed financial statement for the month/quarter and year-to-date. 6.Attend all TOSC fund-raising activities and oversee the handling of monies involved and verify deposit of TOSC dues. 7.Monitor all TOSC financial matters and assure that they are at all times in keeping with the dictates of the IRS and State of California Rules and Regulations for Tax-Exempt Social Organizations. 8.Oversee mid-year budget review meeting in January and end of year budget meeting to prepare proposed budget for following year and provide a report for these meetings. 9.All books shall be closed on or before June 30. 10.Send all books, records, and appropriate sets of board reports for the TOSC to the tax preparer after the June board meeting.Be prepared to answer any questions or provide any such information requested by the tax preparer. 11.Keep all records for seven years in case of an IRS audit. 12.Fulfill the duties of the Welfare Treasurer in her/his absence. 13.Have the ability to be bonded. G.Welfare Treasurer.The Welfare Treasurer shall: 1.Be the custodian of all TOSC monies allotted to the Welfare Fund. 2.Receive and disburse welfare funds. 3.Maintain financial records which reflect receipts, disbursements, and cash on hand. 4.Prepare and present to the board a monthly financial statement. 5.Present a proposed budget at the annual budget meeting. 6.Attend meetings of the Thrift Shop as a member of the Thrift Shop Board Council. 7.Maintain financial records for seven years. 8.Fulfill the duties of the General Treasurer in her/his absence. 9.Have the ability to be bonded. 10. All books shall be closed on or before June 30. 11. Send all books, records, and appropriate sets of board reports for the TOSC to the tax preparer after the June board meeting.Be prepared to answer any questions or provide any such information requested by the tax preparer. 12. Attend monthly welfare committee meeting as a member of the committee. H. Parliamentarian shall: 1. Serve as advisor to the President, the Executive board and the Governing Board on parliamentary procedure. 2. Act as custodian of the Constitution and By-Laws. 3. Maintain a copy of the Travis TOSC policies and current job descriptions. 4. Serve as the Chair of the Nomination Committee. 5. Serve as Chair of the Constitution and By-Laws Review Committee.
ARTICLE VIII: Thrift Shop
Section 1: Officers and Governing Body: Travis Community Thrift Shop Council: a council of TOSC and ESC members shall control the affairs of the Travis CommunityThrift Shop (TCTS). A.The voting members of the council will include the following: 1. TOSC President 2. TOSC TCTS Chairperson/Representative 3. TOSC Welfare Treasurer 4. ESC President 5. ESC TCTS Chairperson/Representative 6. ESC Welfare Treasurer 7. Advisors(s) – An advisor from the TOSC and ESC may be appointed to the Council in the manner prescribed by their respective Constitutions/Bylaws. Section 2: Accounting Procedures and Funding: A.Audits/Reviews will be conducted according to AFI 34-223 as stated in the TCTS Constitution, and must reflect a clear receipt of expenditures for educational, welfare or charitable activities. B.All operating expenses shall be paid from the profits with the Officers’ Spouses Club (TOSC) and the Enlisted Spouses’ Club (ESC) being obligated for all debts in excess of profits. C.At the end of each month, as long as the balance of the operating funds exceeds $1,000 (for expenses) and a sufficient contingency amount equivalent to one quarter (1/4) of estimated California gross sales tax liability is available, then the TCTS Bookkeeper will distribute monies 50/50 to the OSC and ESC Welfare Funds. Section 3: Dissolution Procedures: A.All consignors shall be notified to remove their articles B.Advertisements by appropriate means shall be given of the intended dissolution C.Articles not claimed within 30 days of notification will be given to worthy charities as directed by the Council D.TCTS property will be liquidated in a manner prescribed by the Council E.All funds in excess of liabilities shall be dispersed to the TOSC and ESC Welfare Funds or to other military charitable organizations at the discretion of the TCTS Council F.In the event that liabilities of the TCTS exceed its assets, the TOSC and ESC shall be obligated and shall ensure that such liabilities are discharged G.Consignors shall not be charged or in any way be penalized for the withdrawal of the consignments upon dissolution of the TCTS
ARTICLE IX: OSC PROPERTIES
Section 1:Silver: A.Silver may be loaned for use only to a TOSC member (with Presidential approval) for a non-TOSC function.The member stating they will be responsible for any damage to said silver will sign a written agreement. B.Borrowed properties shall be returned in the same condition as borrowed.Borrowers are responsible for cleaning the silver. C.The First Vice President or designated representative will release the borrower from the contract only after inspection of the said properties within 24 hrs of being returned. D.The silver that is located at the Delta Breeze Club may be loaned to the Delta Breeze Club for use in the club for the entertainment of dignitaries. E.Historical silver pieces are displayed at the Travis AFB Museum. Section 2:All items bought with TOSC funds shall be considered TOSC property.The committee member responsible for said property shall inventory property, and the inventory list will be turned in to the First Vice President no later than May. Section 3:The president in conjunction with an honorary advisor, at her/his discretion, may disseminate TOSC property through appropriate means. ARTICLE X:AMENDMENTS Section 1:These Bylaws may be amended by a two-thirds affirmative vote of the Governing Board.If passed, Bylaws must be announced to the general membership at the next membership meeting.Amendments to the Bylaws must also be reviewed by the Staff Judge Advocate and the 60th Services Squadron Commander, and approved by the 60th Mission Support Group Commander or her/his designated representative. Section 2:The Bylaws shall be automatically amended to conform to all directives from 60th Air Mobility Wing without submission to the general membership or Governing Board. ARTICLE XI:ADOPTION Section 1:The Bylaws shall become effective upon approval of the 60th Mission Support Group Commander. Section 2:The Bylaws shall be reviewed in accordance with Air Force Instruction (AFI) 34-223.