WSOSC Position Descriptions
President
1. Preside at all Executive Board meetings, general membership meetings, and WSOSC functions.
2. Conduct meetings in accordance with Robert’s Rules of Order in all cases in which they are applicable and consistent with the Constitution and Bylaws.
3. Formulate an agenda for each Executive Board and general membership meeting.
4. The President shall, after approval, countersign the minutes of all meetings.
5. Assure that the responsibilities of all officers and chairpersons are carried out effectively and within budget.
6. Assign tasks to committees and obtain periodic progress reports. May form committees, solicit for committee chairperson(s) and declare any committee inactive as needed.
7. Act as ex-officio member of all committees, with the exception of the Nominating Committee, and attend these additional meetings when possible.
8. Provide an accounting of expenses paid out of President’s Discretionary Fund as outlined in Article X, Section E.
9. The President shall have the authority to sign checks, make deposits and withdrawals in the absence of the Treasurer, or as deemed necessary.
10. Act as custodian of the WSOSC email address with Vice President and send out all WSOSC such as meeting reminders, newsletters, and committee updates.
11. Ensure that all officers, Executive Board members, and committee chairpersons turn over their records to the incoming administration no later than June 15.
12. Serve as WSOSC’s spokesperson.
13. Delegate duties to the Vice President or other interested members as necessary.
14. Appoint Parliamentarian.
15. Appoint person to review annual financial report.
16. Contact and invite all prospective advisers to serve on the Executive Board per Article III – Membership.
2. Conduct meetings in accordance with Robert’s Rules of Order in all cases in which they are applicable and consistent with the Constitution and Bylaws.
3. Formulate an agenda for each Executive Board and general membership meeting.
4. The President shall, after approval, countersign the minutes of all meetings.
5. Assure that the responsibilities of all officers and chairpersons are carried out effectively and within budget.
6. Assign tasks to committees and obtain periodic progress reports. May form committees, solicit for committee chairperson(s) and declare any committee inactive as needed.
7. Act as ex-officio member of all committees, with the exception of the Nominating Committee, and attend these additional meetings when possible.
8. Provide an accounting of expenses paid out of President’s Discretionary Fund as outlined in Article X, Section E.
9. The President shall have the authority to sign checks, make deposits and withdrawals in the absence of the Treasurer, or as deemed necessary.
10. Act as custodian of the WSOSC email address with Vice President and send out all WSOSC such as meeting reminders, newsletters, and committee updates.
11. Ensure that all officers, Executive Board members, and committee chairpersons turn over their records to the incoming administration no later than June 15.
12. Serve as WSOSC’s spokesperson.
13. Delegate duties to the Vice President or other interested members as necessary.
14. Appoint Parliamentarian.
15. Appoint person to review annual financial report.
16. Contact and invite all prospective advisers to serve on the Executive Board per Article III – Membership.
Vice President
1. Remain prepared at all times to assume the office of President, if and when required.
2. Coordinate or delegate WSOSC’s program activities.
3. Coordinate with the President on the official WSOSC function for outgoing and incoming spouses of the Advisory Panel.
4. Assist Treasurer/Membership to identify worthwhile military charities and/or causes to allocate remaining funds at end of fiscal year and present to the Executive Board and general membership for final vote.
5. Act as custodian of the WSOSC e-mail address with the President.
6. Coordinate or delegate a command representative liaison providing necessary communications to WSOSC command representatives.
2. Coordinate or delegate WSOSC’s program activities.
3. Coordinate with the President on the official WSOSC function for outgoing and incoming spouses of the Advisory Panel.
4. Assist Treasurer/Membership to identify worthwhile military charities and/or causes to allocate remaining funds at end of fiscal year and present to the Executive Board and general membership for final vote.
5. Act as custodian of the WSOSC e-mail address with the President.
6. Coordinate or delegate a command representative liaison providing necessary communications to WSOSC command representatives.
Secretary
1. Record the minutes of executive board and general membership meetings.
2. Provide a copy of the minutes of executive board and general membership meetings to the President.
3. Send a summary of the General Membership Meeting minutes to the WSOSC newsletter chairperson.
4. Act as custodian of WSOSC records, including meeting minutes, newsletters, correspondence, committee chairperson reports, and other documents of importance to WSOSC functions. Records should be maintained for at least five years with hard copies and a disk backup whenever possible.
5. Make available the Constitution and Bylaws to all new members.
6. Be responsible for and report on all correspondence pertaining to WSOSC.
7. Write thank you notes for donations or presentations to WSOSC.
8. Send cards and invitations as appropriate.
2. Provide a copy of the minutes of executive board and general membership meetings to the President.
3. Send a summary of the General Membership Meeting minutes to the WSOSC newsletter chairperson.
4. Act as custodian of WSOSC records, including meeting minutes, newsletters, correspondence, committee chairperson reports, and other documents of importance to WSOSC functions. Records should be maintained for at least five years with hard copies and a disk backup whenever possible.
5. Make available the Constitution and Bylaws to all new members.
6. Be responsible for and report on all correspondence pertaining to WSOSC.
7. Write thank you notes for donations or presentations to WSOSC.
8. Send cards and invitations as appropriate.
Treasurer
1. Maintain proper and accurate records of all WSOSC financial transactions using generally accepted accounting practices, which must be reviewed by one person appointed by the President and one advisor annually or each time a treasurer leaves office.
2. Provide an envelope in the cash till for door prize money, new memberships, etc. as required.
3. Receive and record all monies due and payable to WSOSC from any source. Make a reasonable effort to collect monies due. Refer accounts in arrears to the President for further action.
4. Record membership dues paid for current fiscal year and maintain roster of members for distribution to membership in a timely fashion.
5. Prepare a monthly financial statement for the President and present a complete report at Executive Board and general membership meetings.
6. Assist in preparing an annual WSOSC budget for approval before the first general membership meeting of the fiscal year.
7. Disburse funds as directed by the Executive Board, retaining proper vouchers for each such disbursement.
8. Prepare and verify the accuracy of any financial statements that are included in other reports submitted to outside sources.
9. Prepare an annual financial report for review no later than September 1. The report will be prepared in accordance with generally accepted accounting practices and submitted to the Executive Board. Copies will be made available as required.
10. Issue check for expenditures authorized by WSOSC in accordance with these Bylaws.
11. After all expenses have been paid and amount determined to be carried over for the next fiscal year, with the assistance of the Vice President, distribute remaining balance to worthwhile military charities and/or causes voted on by the general membership.
2. Provide an envelope in the cash till for door prize money, new memberships, etc. as required.
3. Receive and record all monies due and payable to WSOSC from any source. Make a reasonable effort to collect monies due. Refer accounts in arrears to the President for further action.
4. Record membership dues paid for current fiscal year and maintain roster of members for distribution to membership in a timely fashion.
5. Prepare a monthly financial statement for the President and present a complete report at Executive Board and general membership meetings.
6. Assist in preparing an annual WSOSC budget for approval before the first general membership meeting of the fiscal year.
7. Disburse funds as directed by the Executive Board, retaining proper vouchers for each such disbursement.
8. Prepare and verify the accuracy of any financial statements that are included in other reports submitted to outside sources.
9. Prepare an annual financial report for review no later than September 1. The report will be prepared in accordance with generally accepted accounting practices and submitted to the Executive Board. Copies will be made available as required.
10. Issue check for expenditures authorized by WSOSC in accordance with these Bylaws.
11. After all expenses have been paid and amount determined to be carried over for the next fiscal year, with the assistance of the Vice President, distribute remaining balance to worthwhile military charities and/or causes voted on by the general membership.
Parliamentarian
1. Assist the President in the conduct of the meetings.
2. Be knowledgeable of Robert’s Rules of Order and WSOSC Bylaws and keep a copy of both available at all Executive Board and general membership meetings.
3. At the first business meeting of the Executive Board and general membership, following the installation of new officers, provide a brief review of applicable portions of Robert’s Rules of Order and WSOSC Bylaws.
4. Correct any errors in procedures at executive board and general membership meetings.
5. Act as or appoint the chairperson of the Bylaws Revision Committee. Submit proposed Constitution/Bylaws revision in accordance to Article XI – Bylaws Management
6. Conduct the elections with the assistance of the Treasurer/Membership Chair
2. Be knowledgeable of Robert’s Rules of Order and WSOSC Bylaws and keep a copy of both available at all Executive Board and general membership meetings.
3. At the first business meeting of the Executive Board and general membership, following the installation of new officers, provide a brief review of applicable portions of Robert’s Rules of Order and WSOSC Bylaws.
4. Correct any errors in procedures at executive board and general membership meetings.
5. Act as or appoint the chairperson of the Bylaws Revision Committee. Submit proposed Constitution/Bylaws revision in accordance to Article XI – Bylaws Management
6. Conduct the elections with the assistance of the Treasurer/Membership Chair
Member Services Coordinator
1. Create and/or maintain membership name tags for all incoming and outgoing members.
2. Welcomes all members arriving at the General Membership Meetings which includes giving out members name tags and providing any handouts that may pertain to said meeting.
3. Provide snacks at each General Membership Meeting.
4. Maintain all supplies needed to carry out the General Membership Meetings.
2. Welcomes all members arriving at the General Membership Meetings which includes giving out members name tags and providing any handouts that may pertain to said meeting.
3. Provide snacks at each General Membership Meeting.
4. Maintain all supplies needed to carry out the General Membership Meetings.
Newsletter Coordinator
1. Each month all upcoming event info and dates are sent to the Newsletter Coordinator from the Vice President.
2. Once all of the event information is received it is easy to arrange and fit the info onto the newsletter template.
3. The template can be changed, rearranged, photos inserted, and/or fun info added wherever needed. You can make/adjust the newsletter however you like.
5. After a draft is completed, email it for editing, adjust it, and re-email it with corrections. The President takes care of emailing the final draft to all the members.
6. Total time commitment is about three hours a month or less.
2. Once all of the event information is received it is easy to arrange and fit the info onto the newsletter template.
3. The template can be changed, rearranged, photos inserted, and/or fun info added wherever needed. You can make/adjust the newsletter however you like.
5. After a draft is completed, email it for editing, adjust it, and re-email it with corrections. The President takes care of emailing the final draft to all the members.
6. Total time commitment is about three hours a month or less.
Webmaster / Social Media Coordinator
1. Update google calender with next months events (automatically updates to website)
2. Update current WSOSC position names, bios, and photos
3. Update the next social event on the home page
4. Update presidents message
5. Take pictures of events and/or get pictures from activity coordinators and add them to the photo gallery
6. Update most recent philanthropy project
7. Ensure that the most up-to-date bylaws document it on the bylaws page
8. At the end of every month archive each newsletter in the Archives page
9. Edit new additions to the GoToBook
10. Update next month's book for book club page
2. Update current WSOSC position names, bios, and photos
3. Update the next social event on the home page
4. Update presidents message
5. Take pictures of events and/or get pictures from activity coordinators and add them to the photo gallery
6. Update most recent philanthropy project
7. Ensure that the most up-to-date bylaws document it on the bylaws page
8. At the end of every month archive each newsletter in the Archives page
9. Edit new additions to the GoToBook
10. Update next month's book for book club page
Activity Coordinators
All activity coordinators are responsible for choosing a date, time and location for their event and giving that information to the Vice President. After that the only thing that needs to be done is show up to be a familiar face or further lead the group during the event.
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