Join the RSC Board!
The Robins Spouses' Club is currently accepting nominations and applications for the 2022-2023 Executive Board and Committee Chair positions
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The Robins Spouses' Club Governing Board is made up of an Executive Board and Committee Chairs. These positions are open to all club members in good standing. Governing Board members are required to read our Constitution and By-Laws, which are available below for your convenience. Please review them below before applying to get familiar with how our club operates. All nominations must be received by April 7th and voting will take place on April 14th.
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President
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Presides at all Executive Board meetings, business meetings, and General Assembly meetings.
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Appoints a Parliamentarian.
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Appoints Standing Committee Chairs with the approval of the Executive Board.
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May appoint Chairs to special committees.
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Can spend money, not in excess of $50, without following other procedures outlined in Article VIII.
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Reviews and signs monthly, quarterly, and annual financial reports.
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Responsible for the RSC calendar and for the agenda at all meetings and will give agendas to the Administrative Assistant at least four days prior to meeting for printing.
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Authorizes an RSC signature on contracts when terms are legal and acceptable.
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Maintains a continuity binder to hand off to the incoming President.
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Must inform Advisors of all pertinent matters and actions before making a decision that could affect the RSC and any entity the organization represents.
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Presides as Chair of The Blue Boutique committee and may appoint members to aid in operation of the boutique.
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Provide final approval for RSC publicity.
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Shall ensure that all necessary RSC insurance is maintained or proper waivers are signed and approved by the 78th ABW commander.
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Signs a Memorandum of Understanding with the 78th Air Base Wing Commander, accepting responsibility for the use of Thrift Shop facilities. This must be executed every three years.
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Appoints a Thrift Shop General Manager with the approval of the Thrift Shop Chairperson and the Philanthropic Vice President.
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Maintains the President email account.
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Submits board reports each month from the President email account to the Administrative Assistant four (4) days prior to Executive Board meetings.
Administrative Financial Officer
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Shall chair the Administrative Budget Committee.
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Shall be responsible for having filed an annual income tax return and maintain the Federal Tax ID Numbers for the RSC in conjunction with the Philanthropic Financial Officer.
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Shall have the books reviewed by President according to existing United States Air Force regulations twice annually, to include change prior to turning the books over to a new Administrative Financial Officer.
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Ensures checks for approved funds requests are disbursed within five days after approval.
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Will make deposits of cash/checks in a timely manner.
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Must keep a continuity binder to hand off to incoming Administrative Financial Officer.
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Ensure the annual IRS returns coordinate with account in June to ensure that financial records are audited and that annual IRS returns are filed as required by law. Attach copy of current Constitution and Bylaws, if changed since last filing.
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Coordinates with other members of the Board as to proper handling procedures.
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Ensures administrative financial records are in order and presents monthly financial statements at monthly Board meetings.
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Responsible for RSC Administrative checks and the Administrative Account debit card. Authorized checking signatures will be two of the following: President(s), Administrative Vice President(s), or Administrative Financial Officer.
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Holds Administrative Budget Committee meetings in order to prepare budgets in accordance with Article VIII.3.
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Will be the custodian of the RSC Administrative permanent financial records, which shall be maintained for 7 years.
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Maintains the Administrative Financial Officer email account.
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Submits board reports each month from the Administrative Financial Officer email account to the Administrative Assistant four (4) days prior to Executive Board meetings.
Administrative Assistant
Duties:
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Records minutes of all regular, special, Administrative and Philanthropic Executive Board meetings, as well as the General Assembly meetings. Included in the meeting minutes: attendance, time called to order, time adjourned, all motions and seconds, and the actual vote count on the motions, names of those making motions. Minutes are to record actions taken only.
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Shall be responsible for the records and processing of all RSC correspondence.
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Will be the custodian of the RSC permanent records with the exception of records pertaining to finance. Minutes shall be maintained for 7 years.
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Brings copies of each of the following at every General Assembly meeting: sign in sheet, roster, previous month’s meeting minutes, and previous agendas.
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Provides the meeting minutes to the marketing coordinator to post on the RSC website.
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Coordinates with the Administrative Financial Officer for purchase of ink cartridges, paper, etc. as needed by the Administrative Assistant.
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Maintains roster of the RSC Executive Board.
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Keeps an external hard drive with all RSC documents.
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Shall keep a continuity binder and save files in the google drive as appropriate, to hand off to the incoming Administrative Assistant.
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Maintains copies of the Constitution and Bylaws, Board Member roster, and Job Descriptions of board members.
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Maintains the Administrative Assistant email account.
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Responsible for getting the mail regularly at the PO Box that RSC maintains and distributing accordingly.
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Submits board reports each month from the Administrative Assistant email account (4) days prior to the Executive Board meetings.
Administrative Vice President
Duties:
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Assumes the Presidency when the President(s) is unable to complete the term of office.
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Serve as the direct contact between these committees and the President(s): Administrative Budget Committee, Events Committee, Membership Committee, and Administrative Fundraising Committee.
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Maintains and manages the RSC assets/inventory.
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Shall keep a continuity binder to hand off to the incoming Administrative Vice President.
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In the event that any Committee Chairpersons supervised by the Administrative Vice President(s) are vacant, the Administrative Vice President(s) will work to get those positions filled and act as Interim Chair.
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Take all minutes in the absence of the Administrative Assistant.
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Speak with each Committee Chair at the beginning of the year, to review job descriptions and responsibilities, and serve as an advisor to them throughout the year.
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Attend the Professional Organization summit in order to hear about opportunities.
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Review job descriptions with their respective chairs in January.
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Is knowledgeable about the organization's mission, services, policies and programs and promotes RSC membership.
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Is responsible for all matters concerning protocol.
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Perform all other duties as assigned by the President(s).
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Maintains the Administrative Vice President email account.
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Submits board reports each month from the Administrative Vice President email account to the Administrative Assistant four (4) days prior to Executive Board meetings.
Philanthropic Financial Officer
Duties:
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Shall chair the Philanthropic Budget Committee.
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Ensures philanthropic financial records are in order and presents monthly financial statements at monthly Board meetings.
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Shall have the books reviewed by the President twice annually in conjunction with budget preparation (interim and end of year).
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Shall be responsible for collection, disbursement and custody of all RSC Philanthropic Fund monies.
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Writes letter to philanthropic check recipients to mail with checks. Keep a copy of the letter in the Philanthropic Chair Binder.
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Writes letters to school financial institutions for scholarship recipients and mail it with the check. Keep copies of letters in the Philanthropic Chair binder. Keep a copy of the “proof of enrollment” for each scholarship recipient in the binder.
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Provides Interim budget report showing how excess funds are to be spent at the January Board meeting to be voted upon and an annual report at the May Board meeting.
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Responsible for RSC Philanthropic Checks and the Philanthropic account debit card. Authorized check signatures will be two of the following: President, Philanthropic Vice President and Philanthropic Financial Officer.
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Holds Philanthropic Budget Committee meetings in order to prepare budgets in accordance with Article VIII.3.
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Will be the custodian of the RSC Philanthropic permanent financial records, which shall be maintained for 7 years.
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Maintains the Philanthropic Financial Officer email account.
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Submits board reports each month from the Philanthropic Financial Officer email account to the Administrative Assistant four (4) days prior to Executive Board meetings.
Philanthropic Vice President
Duties:
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Serve as the direct contact between these committees and the President(s): The Blue Boutique Committee, The Thrift Shop Committee, The Philanthropic Budget Committee, The Scholarship, and The Grant Committee.
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If any Committee Chairpersons supervised by the Philanthropic Vice President are vacant, the Philanthropic Vice President will work to get those positions filled and act as Interim Chair.
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Maintains and manages the RSC assets/inventory.
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Speak with each Committee Chair at the beginning of the year, to review job descriptions and responsibilities, and serve as an advisor to them throughout the year.
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Is knowledgeable about the organization's mission, services, policies and programs and promotes RSC philanthropy.
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Organize the Thrift Shop and Blue Boutique Volunteer Appreciation event along with Advisors.
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Review job descriptions with their respective chairs in January.
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Shall keep a continuity binder to hand off to incoming Philanthropic Vice President.
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Maintains the Philanthropic Vice President email account.
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Submits board reports each month from the Philanthropic Vice President email account to the Administrative Assistant four (4) days prior to Executive Board meetings.
Committee Chair Positions
Blue Boutique
The Chair and committee members oversee the operation of The Blue Boutique, ensuring adequate processes, budget, and volunteers are in place.
Membership
This committee shall review the membership form annually and make any updates as necessary before new membership and renewal are accepted beginning on May 1.
This committee accepts membership applications and keeps the RSC membership roster up to date as new members join or members leave.
Scholarships
Scholarships will be given each year. The specific criteria will be determined by the Scholarship Committee and presented to the Executive Board for approval.
In addition to the Scholarship Committee members, the Scholarship Selection Committee shall include a panel of judges of at least three (3) people independent of the RSC to judge and score applications.
Thrift Shop
Volunteers at least one day every other week at the thrift Shop in order to have an in knowledge of the Thrift Shop daily activities. The thrift shop manager is responsible for operations of the shop. The committee chair assists the manager. The chair does not decide sales, advertising, policy, merchandising, or general operational procedures.
Marketing
Marketing coordinator will create all marketing materials for events and activities of the RSC. Marketing coordinator will be responsible for upkeep of the website and social media accounts.
Parliamentarian
Parliamentarian(s) shall attend all meetings of the Executive Board, General Assembly meetings, and any committee meeting as defined in Article XII.
The Parliamentarian(s) updates the Executive Board nomination forms, accepts nominations, develops ballots and facilitates RSC elections.
The Parliamentarian(s) shall sit on the Thrift Shop, Administrative Fundraising and Grant Committees.
Parliamentarian(s) shall be the custodian of the RSC Constitution and Bylaws
Gnoming
The intent of the Gnoming Project is to increase community morale through Base housing and offices with prior approval of office management. Patrons may purchase the “gnoming” service for $10. Gnomes and pinwheels, along with the sign, “You’ve been gnomed,” will be placed in an unknowing Robins AFB family’s front yard or office during the night. Committee is responsible for checking for gnome requests and placing gnomes and pinwheels in yards on base.