MINOT SPOUSES CLUB CONSTITUTION

ARTICLE I. NAME & AUTHORITY

SECTION 1:

This organization is known as the Minot Spouses Club (MSC). It is a private organization located at Minot Air Force Base, operating as a 501(c)(4) social welfare organization under the parameters of DAFI 34-106 ​​Private Organizations (PO) Program and in accordance with (IAW) all applicable civil and military laws and regulations. It is not a part of the Department of Defense nor any of its components and it has no government status.

ARTICLE II. PURPOSE

SECTION 1:

Vision Statement: The Minot Spouses Club is dedicated to supporting and encouraging our military spouses through educational activities, social events, charitable activities and service projects that strengthen friendship, foster the ideals of charity and fellowship, and provide opportunities for social interaction.

SECTION 2:

Mission Statement: The Minot Spouses Club’s mission is to: establish and maintain base and community relationships; support spouses of all enlisted and officer military service members, whether active duty, reservist, guard, retired, or deceased; and to contribute to the base and surrounding communities through charitable contributions, scholarships, and volunteer opportunities. 

SECTION 3:

The MSC consists of  an operational and charitable component: 

1. The Operational component sponsors social activities financed through annual dues, event fees for MSC social events and occasional fundraisers. 

2. The charitable component conducts charitable and educational functions. It raises funds through donations, the MSC Thrift Store, and fundraising activities. These fundraising activities are conducted through the work of MSC members who volunteer their time. Charitable recipients include the Minot AFB community, the surrounding communities, and, at an Air Force level, organizations such as but not limited to Air Force Assistance Fund and Fisher House.

SECTION 4:

In accordance with (IAW) DAFI 34-106 MSC will not permit any part of its earnings to incur private benefit to any individual. No member of MSC shall possess any right, title, or interest in the MSC administration property or net earnings as an individual or within a private capacity.

SECTION 5:

MSC shall conduct activities within the guidelines of the Internal Revenue Code Section 501(c)(4). IAW DAFI 34-106 MSC shall not influence legislation or participate in or intervene in any political campaign on behalf of any candidate for public office.

ARTICLE III. GENERAL PROVISIONS

SECTION 1:

Authority for creation of the MSC is DAFI 34-106.

SECTION 2:

MSC operates on Minot Air Force Base with permission from the 5th Bomb Wing Commander or appointed designee. The MSC is a private organization pursuant to the authority contained in Air Force Instruction 34-223. The organization is not an instrumentality of the United States Government and is not considered under the United States Air Force’s control. The organization is not entitled to severe immunities or privileges. 

SECTION 3:

Appropriated or non-appropriated funds of the United States or its instrumentalities shall not be used to support the organization, either directly or indirectly, unless otherwise specifically authorized to obligate such funds to conduct business. It is acknowledged that this organization can only exist on Minot Air Force Base with written consent of the 5th Bomb Wing Commander, whose consent may be withdrawn at any time the commander determines such withdrawal to be in the best interest of the Air Force. 

SECTION 4:

Operations are contingent upon compliance with requirements and conditions of applicable Air Force Regulation and Instructions.

SECTION 5:

MSC is governed by its Constitution and By-Laws. MSC may also institute other governing documents in accordance with the Constitution and By-Laws. Should there be a conflict between the Constitution and By-Laws or other governing documents, the Constitution governs.

SECTION 6:

MSC is not a Non-Appropriated Fund Instrumentality, nor is it entitled to privileges and immunities of the Federal Government.

SECTION 7:

The membership is liable under the laws of the State of North Dakota for organizational debts in the event the organization’s assets are insufficient to discharge liabilities.

SECTION 8: LIMITATIONS

This organization shall conduct no program that will prejudice or discredit the interests of the United States Air Force or any other government agency.

SECTION 9:

This organization will not conduct any business in the name of the United States Air Force installation or organization. Furthermore, official sponsorship or endorsement by Minot Air Force Base or by the United States Air Force or any of its activities may not be stated or implied.

SECTION 10:

IAW DAFI 34-106 this organization will not engage in any program that conflicts or competes with Services activities, NAFI, or the Army and Air Force Exchange Services.

SECTION 11:

When requested by the 5th Bomb Wing Commander, the organization will comply with an audit of the financial status to be conducted by such person or agency as the MSC Budget Committee shall designate. All books and records of the organization will be made available for such audits. Special circumstances may require an additional audit.

SECTION 12:

This organization is prohibited from resale activities, except for the Thrift Store sales and occasional sales for fundraising purposes in accordance with DAFI 34-106, and other Air Force Regulations and Instructions.

SECTION 13:

This Constitution cannot be amended to omit a statement of the nature and purpose of the organization or to omit provisions for disposing of residual assets and liabilities when the organization is dissolved.

ARTICLE IV. MEMBERSHIP

SECTION 1:

Membership in the MSC is voluntary, and includes four (4) categories: Active, Associate, Honorary and Advisor. All members must remain in good standing; a member in good standing shall be defined as one whose dues are paid in full.

SECTION 2:

MSC is non-discriminatory and provides equal opportunity without regard to race, creed, color, religion, sex, age, rank, sexual orientation, disability, or national origin.

SECTION 3:

Members of the MSC agree to the covenant not to sue any of its members, the United States Government, and/or the United States Air Force for any action in contract or tort, which may arise out of operation, and/or activities of the MSC.

SECTION 4:

MSC By-Laws govern termination and reinstatement of membership.

ARTICLE V. OFFICERS AND GOVERNING BODY

SECTION 1:

The MSC is governed by a Board of Governors composed of an Executive Board (Elected Officers, Advisors and Parliamentarian) and all appointed positions as stipulated in the MSC By-Laws. The MSC By-Laws shall specify the general responsibilities of each position:

A. Elected Officers

i. President

ii. Vice President of Operations

iii. Vice President of Charity

iv. Secretary

v. Operational Treasurer

vi. Charitable Treasurer

B. Advisors

i. Advisor-Spouse of 5th Bomb Wing Commander

ii. Advisor-Spouse of 91st Missile Wing Commander

iii. Advisor(s)-Spouse of the 5th and 91st Deputy Commanders, respectively and Spouses of the 5th and 91st Command Chiefs, respectively.

iv. Other Advisor(s) as designated by Wing Leadership or their Spouse, if the above are unable to perform their duties IAW the MSC By-laws.

C. Appointed Positions

i. Parliamentarian

ii. Member-At-Large

ii. Appointed Chairperson

SECTION 2:

The term of office shall be for a single year as defined in the MSC By-Laws. The Board Year runs from 1 June through 31 May.

SECTION 3:

The Executive Board consists of Elected Officers, Advisors, and the Parliamentarian. It will meet upon the call of the President or Advisors and act as an advisory body to the President. The Executive Board reports to the Board of Governors and is accountable to the General Membership.

ARTICLE VI. DUES

SECTION 1:

Dues shall be paid IAW the By-Laws.

SECTION 2:

Changes in dues take effect with a simple majority vote of the Board of Governors. 

ARTICLE VII. MEETINGS AND QUORUMS

SECTION 1: MEETINGS

A. The business of the MSC shall be conducted at regularly scheduled meetings of the Board of Governors, General Membership, or Committees, as described in the MSC By-laws. The President may call additional meetings of the General Membership. Members shall be given reasonable notice of meetings as set forth in the MSC By-laws.

B. General Membership meetings are held as described in the MSC By-Laws, but in no event shall there be less than one meeting in any three-month period (excluding the summer period of June-July).

C. The President may call additional meetings of the General Membership at any time with the approval of the Board of Governors, or upon written request of thirty percent (30%) of the active membership. General Membership must be provided notice of these meetings in accordance with the MSC By-Laws in order for a binding vote to take place.

D. The Board of Governors meets monthly, unless otherwise stated by the President IAW the MSC By-Laws.

SECTION 2: QUORUMS

The number of active and associate members present and voting at a General Membership meeting shall be considered a quorum. A simple majority (51%) is required for the passage of any item except for constitutional amendment or by-laws amendment, which requires a two-thirds (2/3) affirmative vote of the present and voting members.

A. At a MSC Board of Governors meeting a quorum is needed in order to hold a vote on any item. This is defined as fifty (50%) percent of the voting board members. A simple majority (51%) is required for the passage of any item, except for the Constitution and By-Laws which require a two-thirds (2/3) affirmative vote to pass.

B. In special circumstances, the Board of Governors may vote via proxy, phone, social media, and/or mail, at the discretion of the Executive Board.

ARTICLE VIII. FINANCES

SECTION 1:

The MSC will comply with all local, state, and federal laws.

SECTION 2:

Operational and Charitable fundraising activities must be approved by the Board of Governors, authorized by the 5 FSS Commander or his/her designee, and permitted by all applicable Air Force Instructions or state laws.

SECTION 3:

The administration of the MSC, including its publications, shall be executed at absolutely no cost to the U.S. Government

SECTION 4:

The monetary assets of the MSC are allocated into two (2) accounts. The Fiscal Year for both shall run from 1 June thru 31 May. Taxes for both shall be filed by the Charitable Treasurer IAW Section 501(c)(4) of the IRS code:

A. Operational Fund Account

i. Is used for operational expenses and chosen activities of the MSC.

ii. Consists of money collected from dues, fundraisers, and voluntary assessments in accordance with the MSC By-Laws and Section 501(c)(4) of the IRS code.

iii. A minimum of three hundred dollars ($300) will remain in this account at the end of the fiscal year.

iv. Operational expenditures are governed by the current and approved Operational Fund account budget.

B. Charitable Fund Account

i. Is used exclusively for charitable purposes.

ii. Consists of donated money, money earned from the MSC Thrift Store, and designated fundraisers IAW the MSC By-Laws and Section 501(c)(4) of the IRS code.

iii. A minimum of five hundred dollars ($500) will remain in the Charitable Fund account at the end of the fiscal year.

iv. The Charitable Fund is governed by the current and approved Charitable Fund account budget.

v. In no event shall funds contained in the Charitable Fund account be used for the general purposes (i.e. the operational side) of the MSC.

SECTION 5:

IAW DAFI 34-106 all books and records of the MSC will be audited or reviewed at a minimum of once a year by an agency or persons the MSC Budget Committee shall designate. 

ARTICLE IX. INSURANCE AND LIABILITIES

SECTION 1:

If required, and unless waived by the 5th Mission Group Commander or his/her designee, MSC will obtain liability insurance coverage against all personal injury and property damage claims that may arise from activities of MSC or its members.

SECTION 2:

If insurance coverage is waived for the MSC’s normal activities, the MSC will obtain insurance for special events commensurate with the risk involved.

SECTION 3:

The MSC is subject to restrictions, laws, taxes, licenses, and/or ordinances that may be imposed on it by local, state, and federal jurisdiction.

SECTION 4:

IAW DAFI 34-106 all members should be advised that financial liability incurred by the MSC might result in individual personal financial responsibility, if the treasury fails to discharge obligations. Each member is required to acknowledge their understanding of this liability in writing. Membership chairperson will be responsible for keeping track of liability waivers signed by members.

ARTICLE X. THE MSC THRIFT STORE

SECTION 1:

The Thrift Store is owned, operated, and maintained by members of the MSC. Procedures are outlined in the MSC By-Laws. Finances will be maintained by the Charitable Treasurer.

ARTICLE XI. CINDERELLA’S BOUTIQUE

SECTION 1:

Cinderella’s Boutique is owned, operated, and maintained by members of the MSC. Procedures are outlined in the MSC By-Laws. Finances will be maintained by the Charitable Treasurer.

ARTICLE XII. PARLIAMENTARY AUTHORITY

SECTION 1:

Robert’s Rules of Order Newly Revised shall be the parliamentary rules in all matters not specified in the MSC Constitution or By-Laws.

ARTICLE XIII. AUTHORITY AND LIMITATION

SECTION 1:

A. The MSC is a private organization pursuant to the authority contained in the DAFI 34-106. The organization is not an instrumentality of the United States Government and is not considered under Air Force control. The organization is not entitled to sovereign immunities or privileges. No appropriated or non-appropriated funds of the United States or its instrumentalities shall be used to support the charitable organization either directly or indirectly. No act or omission of the charitable organization or of its officers or agents shall create a debt of liability upon the appropriated or non-appropriated funds of the United States or any of its instrumentalities.

B. The MSC operates on a military base only with the consent of the 5th Bomb Wing Commander. Operations are contingent upon compliance with the requirements and conditions of applicable Air Force regulations, including but not limited to conditions set forth in Article III.

SECTION 2: LIMITATIONS

A. The MSC will conduct no program which will prejudice or discredit the interests of the United States Air Force or any government agency.

B. The MSC will not conduct any business in the name of the United States Air Force. Official sponsorship or endorsement by Minot Air Force Base or by the United States Air Force of the MSC and any of its activities may not be stated or implied by the MSC.

C. The MSC understands that neither the United States Air Force nor any of its appropriated funds will claim the assets or incur the obligations of the MSC or its funds.

D. IAW DAFI 34-106 the MSC will not engage in any program that conflicts or competes with MWR activities, NAFI, or the Army and Air Force Exchange Service.

E. When requested by the 5th Bomb Wing Commander, the MSC will have an audit completed of its financial status by an agency or persons the MSC Budget Committee shall designate. 

SECTION 3:

The MSC is prohibited from resale activities except for occasional sales for fundraising purposes in accordance with DAFI 34-106 and in keeping with the MSC’s 501(c)(4) status.

ARTICLE XIV. AMENDMENTS AND ADOPTION

SECTION 1:

Any proposed amendments, from any MSC member in good standing or the Constitution and By-Laws Committee, to this Constitution must be submitted in writing to the Parliamentarian and/or President and must be signed by a minimum of five (5) active members of the MSC. A full revision requires a committee as outlined in the MSC By-Laws.

SECTION 2:

Adoption and voting procedures are subject to the MSC By-Law. 

SECTION 3:

The MSC Constitution and By-Laws shall be reviewed by the MSC Constitution and By-Laws Committee as needed, but no less than every two (2) years. All amendments must be reviewed by the Board of Governors prior to being presented to the General Membership for a vote.

SECTION 4:

Upon approval of the Board of Governors, any proposed amendments and/or changes will be posted on the MSC website, social media platform, or e-mail, for examination by the General Membership for a minimum of fourteen (14) days.

SECTION 5:

Amendments and changes may be adopted at this time by a majority vote by the voting members present at a General Membership meeting, and will become part of the MSC Constitution and By-Laws, pending approval by the 5 FSS Private Organization Representative and the Legal Office.

ARTICLE XV. DISSOLUTION

SECTION 1:

Dissolution of this organization shall be by a 2/3 majority vote of the membership.

SECTION 2:

Upon dissolution of the MSC, funds contained in the Operational account will be used to satisfy any outstanding debts, liabilities, or obligations. All remaining funds shall be disposed of by recommendation of the Board of Governors and with approval of the General Membership IAW the IRS Code and all applicable Air Force Instructions. If assets are not sufficient to satisfy the liabilities, the membership may be held liable for the difference thereof.

SECTION 3:

In the case of dissolution of the MSC, funds in the Charitable fund  account at the time will be used to satisfy any outstanding debts, liabilities, or obligations. The MSC Board of Governors will dispose of the balance of the asset contained in the Charitable Fund account and with approval of the General Membership, in accordance with the IRS Code and MSC Constitution and By-Laws.

SECTION 4:

The MSC will notify the 5 FSS Private Organization Representative and the 5 FSS Commander or their designee IAW DAFI 34-106 of the intent to dissolve.

SECTION 5:

The membership is liable under the laws of the State of North Dakota for organizational debts in the event the organization’s assets are insufficient to discharge liabilities. The members of the MSC shall be made aware that said organization is not a government instrumentality but a non-profit organization, that the United States Government will not be liable for repayment of any liabilities of the MSC, and that the unsatisfied liabilities of the MSC may result in the personal liability of all active and associate members, even though the organization may be dissolved. 

SECTION 6:

Any remaining assets may be distributed to a nonprofit fund, foundation or corporation which has established its tax-exempt status under IRS Code. A majority of voting members present at the last general membership meeting or designee must approve the disbursement of funds.

ARTICLE XVI. EFFECTIVENESS

This Constitution shall be effective upon adoption of the affirmative vote of a  2/3 majority of the voting members present at the General Membership meeting, subject to the verification and approval of the Legal Office and 5 FSS Private Organization Representative IAW DAFI 34-106.

The foregoing Constitution was adopted by a 2/3 voting majority of the membership during the membership meeting of the MSC held on December 11, 2025.

Marissa Morrison   Date

MSC President 2025-2026

This is a private organization. 

It is not a part of the Department of Defense or any of its components and has no  governmental status. 

MINOT SPOUSES CLUB BY-LAWS

(Revised September 22, 2025)

ARTICLE I. PURPOSE

The purpose of these By-Laws is to establish instructions for the operation and conduct of the activities and affairs of the Minot Spouses’ Club (MSC) operating on Minot Air Force Base, North Dakota. This includes but is not limited to the MSC Thrift Store and Cinderella’s Boutique.

ARTICLE II. MEMBERSHIP

SECTION 1: TYPES OF MEMBERSHIP, GUEST PARTICIPATION, & ELIGIBILITY

A. Active Members

Eligibility: Active members are defined as a spouse of any active-duty service member of the U.S. Armed Forces, U.S. National Guard, U.S. Reserves, and spouse of active duty foreign military, who are assigned to Minot AFB with military ID access to the installation. 

Privileges: All active members are eligible to vote, hold office, chair a committee, win prizes, and participate in all MSC-sponsored activities.

B. Associate Members

Eligibility: Associate members are defined as spouses of any retired service member of the U.S. Armed Forces, widowed spouses of any service member of the U.S. Armed Forces, any active duty or retired service member’s former spouse with military ID Card and privileges granted under the Former Spouses Protection Act 97-252 (Title 10 US Code, Sec. 1408), adult relatives who are in permanent residence with the family of any active duty service member of the U.S. Armed Forces (as long as the active duty service member’s spouse is a member of the MSC), and spouses of any current civilian personnel with base access. 

Privileges: All associate members are eligible to vote, win prizes, and participate in all MSC-sponsored activities. Associate members may not hold any Executive Board positions or chair any committees, but may be appointed to the general Board of Governors (BOG) position of Member-At-Large.

C. Advisors

Eligibility: Advisors are defined as spouses of Wing leadership and other duly designated individuals in accordance with (IAW) ARTICLE V Section B of the Minot Spouses Club Constitution. They serve in an advisory capacity to the President, Executive Board and Board of Governors but are not considered voting members of these boards. 

Privileges: All advisors are eligible to vote as General Members of the MSC, win prizes, and participate in all MSC-sponsored activities. Advisors may not hold any Executive Board positions, but may be appointed to the position of Parliamentarian. Advisor dues may be waived at the discretion of the MSC President, however, any event fees shall be the responsibility of the Advisors. The associated fee shall be determined by the President in consultation with the Social Chair.

D. Honorary Members

Eligibility: Honorary members are defined as distinguished individuals invited by the President, with the approval of the Advisors to be members for a period of one year, to be renewed annually. Honorary members may also include Gold Star family members, and spouses of any service member declared Missing in Action or a Prisoner of War.

Privileges: Honorary members shall have all the privileges of Active members, except voting, holding  office, and chairing a committee.  Honorary members do not pay dues. Honorary members shall pay all other fees for functions and special activities. 

E. Guest Participation

Guests are defined as all persons eligible for MSC membership. They may attend only one MSC social as a guest before becoming a member, and the guest will not be eligible to win prizes. Should the event have a fee, the guest is responsible for paying their cost.  Guests may attend MSC mini-clubs at the discretion of each mini-club’s organizers but are not eligible to win prizes.

Bona fide houseguests of members are defined as those visiting temporarily and may be considered temporary, non-voting members of the MSC. Houseguests may attend multiple functions with a paid MSC member; however, any event fees shall be the responsibility of the MSC member. The associated fee shall be determined by the President in consultation with the Social Chair. 

The Executive Board shall consider all categories of guest eligibility not covered in these By-Laws on a case-by-case basis.

The Board of Governors reserves the right to limit a function to members only, with advanced notice given to the membership.

F. Eligibility

Members who have resigned, have not renewed their membership, or have delinquent fees are ineligible to attend or participate in the MSC activities as a member. 

The Executive Board shall consider all categories of guest eligibility not covered in these By-Laws on a case-by-case basis.

SECTION 2: DUES AND REIMBURSEMENT OF DUES

A. Dues

All members of the MSC are required to pay dues accordingly. Dues for active members, associate members, and advisors are to be collected for the operational year lasting from 1 August-31 July. 

Angel Fund: Sponsored Memberships may be available for those unable to pay for dues, additional event fees, or childcare during MSC events or meetings. Promotion of the fund is at the discretion of the Board of Governors, and beneficiaries shall be selected by the President in consultation with the Advisors. Individuals who request a sponsored Membership using Angel Funds will be kept confidential.

Dues may be paid by cash, check or any electronic method set up for membership dues by the club. Dues are collected and tracked by the Membership Chairperson or designee. All funds will be deposited by the Operational Treasurer.

Members joining on or after 1 January shall pay partial dues. Partial dues will not be pro-rated but will instead be equivalent to ½ of a full year’s dues.

Any change to the rate and/or structuring of dues shall be conducted IAW ARTICLE VI Section 2 of the MSC Constitution. 

B. Reimbursement of Dues

Dues will not be refunded in the event of a Permanent Change of Station, voluntary resignation from the MSC, or those whose memberships have been terminated. The President, with the approval of the Executive Board, has the discretion to waive this policy on a case-by-case basis.

SECTION 3: TERMINATION AND REINSTATEMENT

A. Termination

Membership may be terminated if the conduct of a member is such that it brings discredit upon the MSC. The Board of Governors shall decide on the termination of such a member at a monthly board meeting. A vote of two-thirds (2/3) to terminate is required. Members who are terminated shall be notified in writing by the Membership Chair or designated representative. The affected member may appeal the decision at the following general membership meeting. If two- thirds (2/3) of the general membership vote is to terminate, the ruling is sustained. Former members who have been terminated by the Board of Governors may not attend or participate in any MSC activities, even as a guest, to include participation in MSC special activities (i.e., Bunco, Bowling, Bingo, etc.).

Voluntary termination of membership shall be by written notification to the Membership Chair. 

Membership in the MSC shall automatically terminate upon departure of the member from the Minot AFB area pursuant to Permanent Change of Station orders.

B. Reinstatement

Members who voluntarily terminate their membership for reasons other than a Permanent Change of Station are ineligible to rejoin the MSC for a period of six (6) months. Members wishing to be reinstated must submit a written request for reinstatement to the Board of Governors for majority approval. Members terminated for failure to meet financial obligations will be reinstated when all financial obligations to the MSC are paid.

ARTICLE III. OFFICERS AND GOVERNING BODY

The MSC is governed by the MSC Executive Board and the Board of Governors. The Executive Board consists of Elected Officers: President, Vice President of Operations, Vice President of Charity, Secretary, Operational Treasurer, and Charitable Treasurer. The Parliamentarian and Advisors are included as non-voting members of the Executive Board. The Board of Governors consists of the Executive Board and all Appointed Positions. The members of the Board of Governors must be members in good standing of the MSC before filling the position.

SECTION 1: EXECUTIVE BOARD-ELECTED OFFICERS AND DUTIES

All Elected Officers are voting members of the Board of Governors; the President only votes in case of a tie. There shall be no co-chairs for elected positions. Elected Officers work within the budget approved by the general membership. They are responsible for a monthly report for the Board of Governors meetings and maintain a continuity folder for their position. All Elected Officers are required to submit a detailed end of term budget report and recommended budget requirements to the President no later than (NLT) 30 April. They will attend all board meetings, general membership meetings, and MSC special events and functions. Excessive absences may be cause for termination from the elected position. They may also perform other duties as deemed necessary by the President.

A. President

i. Oversees all activities of the MSC.

ii. Presides at all Board of Governors and Executive Board meetings, and all regular and special meetings of the MSC.

iii. Appoints, with Executive Board Approval, all Chairpersons of Standing and Special Committees, consistent with the needs of the MSC. Serves as an ex-officio member on said committees.

iv. Authorized signer or co-signer on all checks.

v. Casts vote in case of a tie.

vi. Countersigns and attests to all minutes of the MSC.

vii. Reviews and approves information that the MSC proposes to disseminate to the public outside the military community in coordination with the marketing and website chair and the P.O. coordinator.

viii. Ensures the MSC does not engage in activities that compete with any Services, NAFI or AAFES services, except as provided by DAFI 34-106, Private Organizations Program.

ix. Ensures club taxes and financial reviews are filed by the Charitable Treasurer IAW IRS Code 501(c)4 and DAFI 34-106.

x. Presents all matters in an unbiased manner and conducts proceedings IAW accepted parliamentary procedures.

xi. Extends a personal welcome and invitation to all incoming spouses filling Advisor positions.

xii. Informs the Advisors of matters concerning all MSC activities.

xiii. In addition to required record keeping including the following, the President is responsible for maintaining visibility to all necessary documents for all Board of Governors and the Membership:

a. All budgets and yearly budget requests.

b. Board of Governors report for each month of the current and preceding operating year.

c. All minutes from any meeting during the year.

d. Special Committee reports must remain on file for three (3) years.

e. List of current inventory.

f. Current copy of DAFI 34-106 Private Organizations Programs.

B. Vice President of Operations

i. Oversees the operational branch of the MSC.

ii. Assumes the Presidency if the President is unable to complete the full term of the office.

iii. Performs the duty of the President in their absence.

iv. Attends base meetings in the event that there is no Member-At-Large.

v. Oversees and acts as ex-officio member of the following Chairs/Committees: Membership, Socials, Marketing and Website, Little Clubs, Fundraising, and any Special Committees pertaining to MSC Operational Mission.

vi. Will present a prepared report in the event of the absence of any Chairperson.

vii. Assumes the duties of Secretary in their absence.

viii. Assists the President and maintains a working knowledge of MSC activities.

ix. Authorized signer or co-signer on Operational Account checks.

x. Required record keeping includes:

a. All budgets and yearly budget requests.

C. Vice President of Charity

i. Oversees the charitable branch of the MSC. 

ii. Assumes the Vice President of Operations  position if the Vice President of Operations  is unable to complete the full term of office.

iii. Assumes the duties of the Vice President of Operations in their absence.

iv. Overseas and acts as ex-officio member of the following Chairs/Committees: Thrift Store Chair, Cinderella’s Boutique Chair, Scholarship Chair, Fundraising, Charitable Coordinator, Scholarship Committee, Charitable Disbursement Committee, Thrift Store Committee, and any Special Committees pertaining to MSC Charitable Operations.

v. Authorized signer/co-signer on Charitable Account checks.

vi. Serves as Volunteer Coordinator, tracks and maintains volunteer hours within the members of the MSC, and reports monthly totals to the Board of Governors.

vii. In the absence of a Charitable Coordinator, ensures the Charitable Coordinator's responsibilities are met.

viii. Required record keeping includes:

a. All budgets and yearly budget requests.

D. Operational Treasurer

i. Responsible for the Operational Fund account of the MSC.

ii. Monitors and verifies that all operational expenditure falls within budget guidelines.

iii. Ensures all funds are deposited in a credible banking establishment designated by the Board of Governors within forty-eight (48) hours of receipt, excluding Saturday, Sunday and bank holidays.

iv. Signs all Operational Fund checks. The President or Vice President of Operations may sign in place of or in addition to.

v. Keeps an exact record of all Operational Fund monies received and disbursed by the MSC.

vi. Prepares a detailed monthly financial statement to include the date, all deposits and disbursements, beginning and ending balances and future expected expenses.

vii. Responsible for payment of all commitments approved by the Board of Governors and/or general membership.

viii. Communicates with the Charitable Treasurer to ensure they have all necessary information for the filing of Federal and State tax returns. 

ix. Responsible for ensuring all Operational Fund financial records from the last three (3) years are kept IAW current IRS codes and regulations ; files are kept digitally and/or in the designated MSC Storage area.

x. Presents records for audit or review at the end of their term, or as requested by the Board of Governors or official base agency, or as stipulated in any base, state or federal regulation.

xi. Serves as Chairperson of the Budget Committees.

xii. Coordinates with Membership Chair the collection of dues at each function and keeps an accurate account of the money collected.

xiii. Coordinates with the Socials Chair to handle any financial commitments that result from MSC functions.

xiv. Assumes the duties of Charitable Treasurer in the event of their absence or vacancy.

xv. Makes arrangements for payment for services rendered for all MSC functions to appropriate individuals/agencies within specified time frame in compliance with their required policies.

xvi. Required record keeping includes:

a. All budgets and yearly budget requests.

b. All prepared monthly statements, record of  accounts and tax documentation as outlined above.

E. Charitable Treasurer

i. Responsible for the Charitable Fund account of the MSC.

ii. Monitors and verifies that all charitable expenditures fall within budget guidelines.

iii. Ensures all funds are deposited in a credible banking establishment designated by the Board of Governors within forty-eight (48) hours of receipt, excluding Saturday, Sunday and bank holidays.

iv. Signs all Charitable Fund checks. The President or Vice President of Charity may sign in place of or in addition to.

v. Keeps an exact record of all Charitable Account monies received and disbursed by the MSC.

vi. Prepares a detailed monthly financial statement to include the date, all deposits and disbursements, account beginning and ending balances and future projected expenses.

vii. Files and pays State Taxes quarterly for the Thrift Store in ND TAP, under Sales and Use Tax Permit 128226-0 and reports in applicable monthly statements.

viii. Files annually, appropriate 990 documentation to the IRS,  including all revenue totals from Charitable and Operational Funds IAW current IRS codes and regulations.

ix. Responsible for ensuring all Charitable Fund financial records from the last three (3) years are kept IAW current IRS codes and regulations; files are kept digitally and/or in the designated MSC Storage area.

x. Presents records for the audit or review at the end of their term, or as requested by the Board of Governors or official base agency, or as stipulated in any base, state or federal regulation.

xi. Assumes the responsibility of the Operational Treasurer in the event of their absence or vacancy.

xii. Assists Operational Treasurer with the Budget Committee.

xiii. Responsible for charitable financial obligations of the MSC.

xiv. Responsible for payment of all charitable disbursements and commitments approved by the Board of Governors and/or general membership.

xv. Required record keeping includes:

a. All budgets and yearly budget requests.

b. All prepared monthly statements, record of  accounts and tax documentation as outlined above.

F. Secretary

i. Serves as custodian of the MSC permanent records and maintains the records and documents and special reports for three (3) years.

ii. Maintains an inventory list of all MSC properties. This shall include inventory maintained by the MSC Thrift Store and Cinderella’s Boutique.

iii. Receives and files all written reports from Committees and Chairs.

iv. Records the minutes of all Board of Governors and Executive Board meetings, and all meetings of the General Membership. Highlights all motions that have been adopted and submits minutes to the President for signature. If the secretary is not present, the Operational Vice President shall record the meeting minutes. For all committee meetings, the designated chairs shall be responsible for ensuring any minutes are recorded and submitted to the Board of Governors. 

v. Provides a copy of the Board of Governors, Executive Board and general membership approved meeting minutes to the Executive Board and the Marketing and Publicity Chair.

vi. Provides a copy of the Board of Governors, Executive Board and general membership approved minutes to the 5 FSS Private Organization Representative, along with a copy of the monthly Operational and Charitable Treasurer’s reports at the end of each month.

vii. Submits end of year financial reports to all appropriate base and federal agencies as requested or required.

viii. Handles all correspondence concerning the MSC including, but not limited to letters, invitations, and thank you cards, as deemed appropriate.

ix. Maintains a complete file of all correspondence.

x. Reads all appropriate correspondence at the general membership meeting

xi. Collects all mail from the P.O. Box and distributes the mail to the appropriate people.

xii. Responsible for MSC office supplies and equipment.

xiii. Required record keeping includes:

a. Maintains record of submissions made to the 5 FSS Private Organization Representative.

b. Record of correspondence sent and received as deemed appropriate.

SECTION 2: APPOINTED POSITIONS: CHAIRS AND DUTIES

Appointed positions are determined by the President with approval from the Executive Board. With the exception of the Parliamentarian, all appointed positions are voting members of the Board of Governors. Appointed positions consist of Member-At-Large, Parliamentarian, Marketing and Website Chair, Membership Chair, Socials Chair, Thrift Store Chair, Fundraising Chair, Scholarship Chair, Cinderella’s Boutique Chair, Little Clubs Chair, and Charitable Coordinator. 

Once the Chairpersons are appointed, they may choose a co-chair as deemed necessary. Both may attend all board meetings, however, only the appointed chairperson shall have voting privileges; however, the co-chair shall have voting privileges in the absence of the chairperson. All appointed positions are required to attend or give 24-hour notice (if possible) of their absence from Board of Governors meetings, general membership meetings, and MSC special events and functions. Appointees will perform other duties as deemed necessary by the President or Executive Board. Appointees must be members in good standing. The Member-At-Large is the only position that may be filled by an associate member.

A. Member-At-Large

i. Acts as a liaison between the Board of Governors, the general membership, and the community.

ii. Represents the MSC at the following: Right Start meetings, Spouse Welcome on the Road, Private Organization Meeting or any meeting deemed necessary or of spousal interest.

iii. Updates Board of Governors/general membership regarding area education and M&FRC concerns.

iv. Reports issues and concerns to the appropriate base agencies and reports to the Board of Governors and/or general membership.

v. Required record keeping includes:

a. Meetings available and attended with applicable notes.

b. Contacts met during meetings.

B. Parliamentarian

i. Custodian and official interpreter of the Constitution and By-Laws. Ensures revisions are made IAW MSC Constitution, MSC By-laws, and any other guidance governing operation of the MSC.

ii. Advises the Executive Board, Board of Governors and general membership on points of order and proper procedure IAW the MSC Constitution and By-Laws. Per ARTICLE XII of the MSC Constitution, Robert’s Rules of Order Newly Revised shall be the parliamentary rules in all matters not specified in the MSC Constitution or By-laws..

iii. Keeps on file any updated job description for all Board of Governor positions.

iv. Installs newly elected officers of the Executive Board.

v. Acts as a liaison between the MSC and the Legal Office, Base Protocol, and the 5 BW FSS Private Organization Representative.

vi. Conducts a transitional workshop for all incoming Board of Governors covering information pertaining to continuity of report binders, parliamentary procedures and job descriptions.

vii. Acts as Chairperson of the Nominating Committee unless seeking an elected office, in which case a replacement will be appointed by the President with the approval of the Executive Board.

viii. Acts as Chairperson of the Constitution and By-Laws Committee.

ix. Serves as Protocol Officer for all MSC functions.

x. Oversees the election process.

xi. Responsible for providing copies of the Constitution and By-Laws to new officers and members upon request.

xii. Determines a quorum and oversees all voting.

xiii. Conducts telephone, social media, or email votes as directed by the President or Executive Board.

xiv. In the absence of the Parliamentarian, an Advisor may assume Parliamentarian role.

xv. Coordinates with Membership Chair to ensure members are in good standing in order to be eligible for any Board Positions.

xvi. Required record keeping includes:

a. All budgets and yearly budget requests.

b. Board of Governors report for each month of the current and preceding operating year.

c. All minutes from any meeting during the year.

d. Special Committee reports must remain on file for three (3) years.

e. Tracking sheet for By-Law change recommendations as deemed necessary.

f. Current copy of DAFI 34-106 Private Organizations Programs.

C. Marketing and Website Chair

i. Responsible for all aspects of the MSC social media and website.

ii. Provides publicity for all events and membership recruitment.

iii. The Website will have a copy of the MSC membership application, a current calendar of events, MSC Board of Governors contact information, a copy of the Constitution and By-Laws, approved minutes from the MSC Board meetings and a copy of the scholarship applications.

iv. Responsible for taking or obtaining pictures of all MSC events and posting to social media accounts and websites.

v. Will be mindful of securing the private information of MSC members and regulations regarding OPSEC.

vi. Checks and processes comments submitted through the MSC Facebook page.

vii. Required record keeping includes:

a. A digital copy of all media created and shared.

b. A record of media shared outside of owned platforms, i.e. a newspaper submission to the Northern Sentry should have a separate record kept, whereas, a facebook post on our own page or linked to our own page in any way, does not need an additional record. 

D. Membership Chair

i. Registers new members, collects all dues, and delivers funds to the Operational Treasurer in a timely manner.

ii. Responsible for maintaining an accurate and up-to-date roster of current MSC members containing liability waiver, all addresses, phone numbers and e-mail addresses.

iii. Must attend all general membership meetings or provide a designated board member to assume Membership duties in the event of an absence.

iv. Keeps copies of membership applications and written record of termination, voluntary or otherwise .

v. Arrives early and provides name tags for members and guests at MSC functions.

vi. Responsible for recognizing all new MSC members and guests, and farewells outgoing members at MSC general membership meetings and functions.

vii. Will be mindful of securing the private information of MSC members and regulations regarding OPSEC and PII requirements.

viii. Required record keeping includes:

a. Current roster of all members and their liability waiver, addresses, phone numbers and emails.

b. Membership applications and written record of termination, voluntary or otherwise. 

c. Record of attendance for MSC held events.

E. Socials Chair

i. Responsible for planning the programs for monthly MSC functions.

ii. Works with the Jimmy Doolittle Center (JDC) Catering Manager or other venues in planning the menus, room arrangements and special needs for functions or coordinates with designated squadron or group event planners.

iii. Determines cost of function, meal choices, etc. And disseminates information to general membership.

iv. Purchases supplies for events, responsible for preparation and set-up (or coordinates with designated squadron or group event planners), arranges table decorations and/or door prizes for functions.

v. Notifies the President of any special guest reservations.

vi. Sends electronic invitations for monthly and special functions.

vii. Tracks RSVPs for all events.

viii. Provides information relating to number of people, food choices, etc. to the appropriate individuals/agencies in compliance with their required catering policies.

ix. Coordinates with the Parliamentarian and Membership Chair in regard to protocol for special guests.

x. Arrives early on the day of the function, checks in attendees and collects payments.

xi. Delivers funds to the Operational Treasurer within a timely manner after the conclusion of the event.

xii. Responsible for notifying membership of attendance policy and collecting payment from no-shows when applicable.

xiii. Coordinates with Operational Treasurer to ensure a cash box with change is available when applicable.

xiv. If Membership chair is not present, ensures all members at MSC events are in good standing as defined in ARTICLE V Section 1 of the MSC Constitution.

xv. Required record keeping includes:

a. Standardized record of past socials held including cost breakdown, contacts and procedures for the past 3 (three) years.  This may be collected from other additional hosts who are not the Socials Chair. 

F. Thrift Store Chair

i. Attends all meetings of the Thrift Store Committee (TSC).

ii. Acts as a liaison between the MSC Thrift Store and Board of Governors/general membership.

iii. Maintains and updates with BoG approval, Appendix A: MSC Thrift Store Governing Articles and Policies; understands all aspects of ARTICLE VIII of the MSC By-laws.

iv. Manages information in regard to store openings/closings, activities, sales, policy changes, etc.

v. Recruits volunteers  to work at the Thrift Store alongside members in good standing.

vi. Trains volunteers IAW Appendix A: MSC Thrift Store Governing Articles and Policies.

vii. The Thrift Store Chair is responsible for managing day-to-day functions including but not limited to related social media accounts, opening and closing of Thrift Store, operating the cash register, bank deposits, etc.

viii. The Thrift Store Chair may appoint responsible shift leads to assume all duties in their absence but remains accountable for operations. Thrift Store leads shall be members in good standing of the MSC.

ix. Maintains visible posting of Sales and Use Permit in the physical Thrift Store location.

x. Maintains working relationship with Airman’s Attic and ensures they are IAW agreements made to the Thrift Store, as the MSC Spouses Club is ultimately responsible for the space.

xi. Required record keeping includes: 

a. Contact information for Facility Manager of Building 135 where the Thrift Store is located.

b. Appendix A: MSC Thrift Store Governing Articles and Policies.

c. Volunteer liability waivers and parental permissions.

d. Copy of the Thrift Store License (Lease) filed with the Real Property Office.

e. Record of monthly sales and trends. May work with the Charitable Treasurer to obtain these.

f. Copy of quarterly filed State Sales and Use Taxes obtained from Charitable Treasurer.

g. Record of improvements made and expenses for the last 3(three) years. 

G. Fundraising Chair

i. Responsible for all fundraising activities, both Operational and Charitable, for the MSC. Reports to Operational and Charitable VP as required/applicable.

ii. Submits requests to raise funds to 5 FSS at least four (4) weeks prior to the event.

iii. Responsible for ensuring revenue from fundraisers are reported and delivered to respective treasurers.

iv. Maintains cash box and equipment to facilitate operations of fundraising activities.

v. Responsible for informing the Marketing and Website Chair to publicize and disseminate information about the fundraising event to the MSC, military community, and local community as appropriate.

vi. Responsible for thank-you notes to all donors utilized by the event.

vii. Required record keeping includes:

a. Standardized record keeping including financial accounting, contacts, and procedures  of each fundraiser for the last 3(three) years. 

b. Record of Thank You notes sent.

c. Record of all submissions to 5 FSS for the past 3 (three) years.

H. Scholarship Chair

i. Committee shall begin meeting in September to determine guidelines for the current year’s scholarship program and submit guidelines to the Board of Governors.

ii. Organizes Scholarship Award applications and submits them to area high schools, base education office, M&FRC, Library, and local colleges and any other location deemed appropriate.

iii. Secures at least four (4) independent judges to review packets and score applications.

iv. Organizes submission packets and submits copies of packets to an independent judging panel for review.

v. Notifies area high school guidance counselors of recipients and amounts received.

vi. Coordinates and manages Scholarship Awards Ceremony.

vii. Invites recipients and families to Scholarship Awards Ceremony.

viii. Submits articles and photos to Marketing and Website Chair after Ceremony.

ix. Maintains a record of scholarship recipients to include name, contact information, and school attending.

x. Coordinates with the Charitable Treasurer to ensure proper payment sent to correct schools.

xi. Required record keeping includes:

a. Standardized record keeping including financial accounting, contacts, and procedures  of the Scholarship Awards Ceremony for the last 3(three) years. 

b. Records of Scholarship recipients for the last 3(three) years including, their name, contact information and school attending. See ix. above.

I. Cinderella’s Boutique Chair

i. Lends Boutique items to the Minot Air Force Base community.

ii. Maintains, and updates with BoG approval, Appendix B: Cinderella’s Boutique’s Policies and Procedures; Understands all aspects of ARTICLE X of the MSC by-laws.

iii. Coordinates repairs for Boutique items.

iv. Required record keeping includes:

a. Appendix B: Cinerella’s Boutique’s Policies and Procedures.

b. Contract template for dress and/or google form template.

c. Database of dresses loaned, duration they were borrowed, frequency of Boutique utilization, etc.

d. Record of improvements made and expenses for the last 3 (three) years. 

J. Little Clubs Chair

i. Ensures Little Clubs are Operating IAW the MSC Constitution and By-Laws. Updates the Board of Governors on activities and needs of Little Clubs.

ii. Responsible for providing and maintaining sign-up sheets.

iii. Little Club groups for the MSC will not use any Operational or Charitable funds for their events.

iv. Each Little Club meeting should avoid any conflict with MSC or base scheduled events.

v. Required record keeping includes:

a. List of all Little Clubs, their contacts and projected events.  

b. Record of Little Clubs meetings and approximate participation for the past 3 (three) years. 

K. Charitable Coordinator

i. Receive, prepare, and submit requests to the Board of Governors for monetary donations.

ii. Follow up with requesting points of contacts to ask any questions or concerns that the Board of Governors may have.

iii. Deliver the disbursement if awarded.

iv. Responsible for contacting the requester to notify them should their request be denied.

v. Responsible for contacting any line item designator, in the Charitable Budget at the beginning of April to remind them to request funds if it has not already been paid out for the year.

vi. Ensures the community giving board posting at the Thrift Store is updated with monthly charitable giving amounts. 

vii. Required record keeping includes:

a. Record of correspondence, to include screenshots of private messages, texts and summaries of phone calls with all pertinent information being highlighted.

b. Record of all requests, sponsorship agreements, decisions and reasoning, approvals and issuance of funds or in kind donations, for the past 3 (three) years.

L. Advisors

i. Shall be selected IAW ARTICLE V Section 1, part B of the MSC Constitution.

ii. Assists the President, Executive Board, and Board of Governors as needed. Advocates on behalf of the MSC outside of meetings; communicates important base or community calendar dates and events to the board; assists in bringing awareness of MSC activities and needs to base or community leaders, as necessary.

iii. Shall be familiar with MSC Constitution and By-laws. Speaks up if aware that the MSC is not complying with Department of Defense, Air Force or Base Guidance.

iv. Shall make good faith effort to attend all meetings of the Board of Governors and any Committees to which they may be appointed; communicates with other advisors and president to ensure at least one advisor is present at any MSC meeting.

v. Assists in selecting beneficiaries of the Angel Fund.

vi. Assumes the duties of the Parliamentarian in their absence.

vii. Required record keeping includes: 

a. Copy of the MSC Constitution and MSC By-laws. 

b. Running list of tasks accomplished on behalf of MSC, outside of those available to general membership.

SECTION 3: ADDITIONAL BOARD OF GOVERNORS RESPONSIBILITIES AND STIPULATIONS

A. The term of all elected officers will begin the month following their installation. They shall serve for a period of one year or until their successors are elected or appointed. 

B. The terms of office of all appointed officers will be for the same period of time as the term of the appointing officer.

C. Installation of new officers will take place at the May General Membership meeting. Officers  shall serve for a period of one year and shall assume their duties at the end-of-year Board of Governors meeting.  

D. If a Board of Governors member is unable to attend a board meeting, they must notify the Parliamentarian and their respective Vice President. 

E. All board members must give a copy of their monthly report to the President, Secretary and Parliamentarian, recommended 3 days before the scheduled board meeting. If there is no report, it will be noted in the minutes.

F. Board of Governors members holding more than one voting position shall only have one vote. 

G. MSC members retain the option to serve on more than one committee within the same fiscal year. Should a conflict of interest arise, the member shall abstain when a vote is called. 

H. The Board of Governors retains the authority to hire salaried assistance when necessary for audits, taxes, legal advice, or for any other situation as deemed necessary IAW DAFI 34-106.

SECTION 4: RESIGNATION AND REMOVAL OF BOARD OF GOVERNORS MEMBERS

A. Resignation: Members wishing to resign must submit their resignation in writing to become effective upon receipt by the President, who shall notify the Board of Governors.

B. Removal of Board of Governors Members: Board of Governors members may be removed from office or appointed position due to, but not limited to the following: failure to discharge duties of office, misuse of MSC funds, conduct of illegal activity, or continued unexcused absence. Removal shall require a two-thirds majority vote (2/3) of the Board of Governors. 

ARTICLE IV. COMMITTEES

SECTION 1: SCHOLARSHIP COMMITTEE

A. Purpose: The purpose of this committee is to oversee all aspects of the MSC Scholarship Program, which provides scholarships to the Minot Air Force Base community.

B. Governance: The Scholarship Chair is the Chairperson of this committee. Other members shall include the President or their designee, Vice President of Charity, Charitable Treasurer, and an Advisor or their designated representative. The Scholarship Chair, at their discretion shall designate additional members who are in good standing and do not have a vested interest, to assist the committee.

C. Responsibilities:

i. Committee will meet as called upon by the scholarship chair with an initial planning meeting to be held in September.

ii. Responsible for all aspects of the MSC Scholarship program including, but not limited to: determining the number and amount of scholarships to be awarded, determining the eligibility criteria, advertising and distribution of applications, selecting a panel of judges to select applicants from outside the MSC, and reviewing judging criteria.

iii. Ensures that the selection committee ranks the applicants within each group (student and spouse) and addresses extenuating circumstances, problems and any changes to the Scholarship selection criterion.

iv. Responsible for distribution of scholarship applications to local high schools, Base Education Office, Base Library, M&FRC and any other appropriate agencies.

v. Ensures Marketing and Website Chair publicizes and disseminates information about the MSC Scholarship program to the MSC general membership, military community, high schools and local community.

vi. The Scholarship Committee is responsible for setting up the Scholarship Presentation Receptions and works with the Charitable Treasurer or secures a community partner to fund the reception.

vii. Coordinates with the Charitable Treasurer to make sure that Scholarships are validated, and the funds are sent to the recipient’s school.

viii. Responsible for coordinating with base security so that those without base access privileges can get on base to attend the MSC Scholarship Presentation Reception.

ix. Ensures all applicants are notified of their selection status and invitations to the MSC Scholarship Reception are sent to the recipients.

x. Notifies school counselors of the scholarship recipients at their school and advises them of which MSC representative will be available to present the award at the school's honor’s night, if possible.

SECTION 2: BUDGET COMMITTEE

A. Purpose: The purpose of this committee is to review and approve the Operational and Charitable budgets to the MSC Board of Governors by the end of April to be voted on by General Membership in May and submit a mid-year review before the end of November.

B. Governance: The Budget Committee is chaired by the Operational Treasurer. Committee members include the President or their designee, Vice Presidents, the Charitable Treasurer, the Charitable Coordinator, the Thrift Store Chair, Fundraising Chair, the Socials Chair, Parliamentarian, and an Advisor or their designated representative. The Operational Treasurer, at their discretion, shall designate additional members, who are in good standing and do not have a vested interest, to assist the committee.

C. Responsibilities:

i. Meets as called upon by the Operational Treasurer.

ii. Brings proposed Operational Fund budget and Charitable Fund budget before the general membership for approval at the May general membership meeting.

iii. Coordinates with the Marketing and Website Chair to publicize and disseminate information relating to MSC budgets at least seven (7) days prior to budgets being brought before the general membership for approval.

iv. The Committee members will reconvene and submit a mid-year review of the budgets in November of the current board year.

SECTION 3: CHARITABLE DISBURSEMENT COMMITTEE

A. Purpose: The purpose of this committee is to review all donation solicitations made to the MSC Charitable Account, and determine which requests to pass on to the Board of Governors for further review.

B . Governance: The Charitable Coordinator is the Chairperson of this Committee. Committee members include an Advisor or their designated representatives, the President or their designee, the Vice President of Charity, and the Charitable Treasurer. The Charitable Coordinator, at their discretion, shall designate additional MSC members who are in good standing and do not have a vested interest, to assist the committee.

C. Responsibilities: The committee shall assist the charitable coordinator to promote and execute the charitable disbursement program. It ensures all requests align with the MSC mission.

i. Shall meet as called upon by the charitable coordinator. 

ii. Submits a budget for both recurring disbursements and unbudgeted line items to the Charitable Treasurer prior to any budget committee/review meetings for inclusion in the charitable budget. 

iii. May approve disbursements already budgeted for upon formal request; Must submit those not already budgeted for to the Board of Governors for approval, if sufficient funds are determined to be available. The committee reserves the right to award less than the originally requested amount. 

iv. Actively promotes the  charitable disbursement program across the base and community. Types of organizations who may benefit from charitable disbursements include but are not limited to:

1. Undesignated Charities: Larger organizations that are already established as a charity group, that have a specific event that they are requesting funds for.

2. Local Charities: Local causes that the MSC would like to support when requests are made.

3. Booster Clubs: Base private organizations, whose requests for funds may be considered by the committee on a first come first served basis.

SECTION 4: SPECIAL COMMITTEES

A. Purpose: A special committee may be formed by the President for a specific function and shall  cease to exist after the specific purpose is completed, i.e., large fundraisers, base-wide  events, etc. Special committees may be renewed annually on an as-needed basis. 

B. Governance: The President, with approval from the Executive Board, shall appoint Special Committee Chairpersons as non-voting members of the Board of Governors; Special Committee Chairpersons may appoint co-chairs and committee members as necessary, provided they are MSC members in good standing. In the event the chairperson is unable to attend the Board of Governors meetings, the co-chair may attend in their place.

C. Responsibilities:

i. Committees meet at the discretion of the appointed chair; they shall perform additional duties related to their committee as deemed necessary by the President or Executive Board.

ii. Special Committee Chairpersons shall submit monthly reports of all committee activities to the Board of Governors; they are required to maintain an up-to-date continuity folder for their committee and work within the budget approved by the general membership.

iii. All Special Committee Chairpersons are required to submit an annual reports as well as end-of-year budget reports to the President and Executive Board; this shall include any recommended budget requirements for the new budget and shall be due NLT 30 April.

iv. Special Committee Chairpersons shall review and submit recommended updates to the guidance governing their committees on a yearly basis to be presented to the MSC President, Advisors and Parliamentarian.

v. Special Committees will cease to function upon completion of their purpose, and upon presentation of their final report to the Board of Governors.

SECTION 5: CONSTITUTION AND BY-LAWS COMMITTEE

A. Purpose: The purpose of this committee is to review and amend, as necessary, all MSC governing documents.

B. Governance: The Parliamentarian is the Chairperson of this committee. Other committee members shall include an Advisor or their designated representative, and up to two (2) members of the Board of Governors, and up to one (1) representative of the General Membership, if available. It is recommended but not required that both the charitable and operational sides of the Board be represented on this committee.

C. Responsibilities:

i. Committee shall meet at the discretion of the chairperson on an as needed basis.

ii. Reviews the MSC Constitution and MSC By-Laws as needed but no less than every two years IAW ARTICLE XV Section 3 of the MSC Constitution.

iii. Prepares and submits the Constitutions for review by the Board of Governors prior to presenting them to General Membership for a vote IAW IAW ARTICLE XV Section 4 of the MSC Constitution. 

iv. Ensures any necessary coordination between 5 FSS Private Organization Representative and Judge Advocate is accomplished IAW DAFI 34-106.

v. Coordinates with Marketing and Website Chair and Secretary to publish and disseminate information relating to the MSC Constitution and By-Laws to the General Membership.

vi. Other reviews of governing documents may be conducted at the request of the Executive Board, Board of Governors and/or Advisors as necessary due to an evolving MSC.

SECTION 6: NOMINATING COMMITTEE

A. Purpose: The purpose of this committee is to oversee all aspects of the MSC election of officers for the upcoming board year.

B. Governance: The Parliamentarian is the chairperson of this committee. Should they choose to run for an elected position, the MSC President shall choose another Chairperson, with Executive Board approval. Other committee members will include an Advisor or their designated representative, and up to three members of the general membership not running for an elected office.

C. Responsibilities:

i. The Nominating Committee shall meet in January and as deemed necessary by the committee chair to prepare for April elections.

ii. The Nominating Committee takes nominations and recommendations from January through the March general membership meeting for the following board year’s elected officers.

iii. For any vacancies during the current board year or that occur after this election cycle, the President, with the Board of Governor’s approval, may fill the vacancy for an elected office.

iv. The Nominating Committee will post candidates and a brief introduction of each candidate on the MSC social media and website within seven (7) days following the March general membership meeting.

v. Presides over all aspects of the election process at the April general membership meeting including, but not limited to, the following: preparation, distribution, collection and counting of election ballots.

vi. Elections are held by ballot except when there is only one candidate for each office, then elections may be held by acclamation (majority vote) after the nominations have been closed.

vii. If balloting is necessary, the Nominating Committee Chair (Parliamentarian) shall make provisions for any member to vote if extenuating circumstances preclude that member from voting at the election meeting. Eligibility to vote in this manner shall be determined by the Parliamentarian.

viii. On Election Day, the Membership Chair shall verify membership prior to providing the voter with a ballot. In the case of electronic ballots, the Membership Chair shall help confirm that all votes cast were by members in good standing. Should a vote be submitted by a non-member, their vote shall not be counted.

ix. Coordinates with the Marketing and Website Chair to publish and disseminate information relating to MSC elections and slate of officers.

x. Coordinates with the Secretary to ensure election outcome is recorded in monthly MSC minutes.

SECTION 7: THRIFT STORE COMMITTEE

A. Purpose: The purpose of the Thrift Store Committee is to oversee the management of the Thrift Store, its volunteers, and needs.

B. Governance: The Thrift Store Committee shall be chaired by the Thrift Store Chair. The Committee shall consist of an Advisor or their designated representative, the President, the Vice President of Charity, and the Charitable Treasurer. The Committee Chair, at their discretion, shall designate additional members, who are in good standing and do not have a conflict of interest, to assist the Committee.

C. Responsibilities: Meets as called upon by the Executive Board. Ensure the Thrift Store is being managed IAW the MSC Constitution, Article VIII of the MSC By-Laws, and any other applicable regulations (base, local, state, and Federal). Assists the Committee Chair as needed in maintaining and updating Appendix A: Thrift Store Governing Articles and Procedures as necessary.

ARTICLE V. MEETINGS

SECTION 1: CANCELLATION POLICY

The President and/or Advisors will, at their discretion, make the decision to cancel meetings in the event of inclement weather, base closure, or other special circumstances. Membership will be notified via text message, e-mail, MSC website, social media and/or any other means available. MSC meetings and activities may be re-scheduled or called off by a simple majority decision of the Board of Governors.

SECTION 2: TRANSITIONAL MEETINGS FOR OUTGOING/INCOMING BOARD OF GOVERNORS

The Board Year shall run from 1 June thru 31 May, however, the incoming board shall be prepared to attend both a transitional workshop and the May Board of Governors Meeting, which shall serve as the transitional meeting between the incoming and outgoing board.

A. There shall be a transitional workshop prior to the joint May Board of Governors meeting. The workshop will be conducted by the outgoing Parliamentarian or their designee. 

i. The purpose of the workshop is to discuss information relating to Constitution and By-Laws, parliamentary procedures, continuity notebooks and job descriptions.

ii. Outgoing board members will ensure that a current continuity record is prepared and ready for incoming board members at this meeting or no later than the transitional board meeting.

iii.  A current record should contain, but is not limited to: a roster of board members with contact information, logins/passwords assigned to position, and a current constitution and by-laws as well as any required items listed under the position description therein.

B. Newly elected officers and appointed chairpersons shall meet at the Transitional Board meeting held in May.

i. The outgoing President will conduct the meeting for the purpose of approving minutes of the previous meeting, hearing the Treasurers’ reports and old business. The outgoing members shall pass over continuity notebooks, and are adjourned. 

ii. At this time, the new board may meet at the discretion of the new President.

iii. All unfinished business must be completed by the outgoing Board of Governors before the end of their term with the exception of pending amendments or changes to the Constitution and By-Laws and any outstanding budgeted debts for that fiscal year.

iv. A new budget shall have been reviewed and approved by the outgoing Board of Governors and be ready for approval at the May general membership meeting for the new board to operate under.

v. The installation of the new board shall take place at the May general membership meeting, or the May  Board of Governors meeting, whichever comes first.

vi. It is recommended but not required that the transitional board meeting take place after the May general membership meeting.

SECTION 3: EXECUTIVE BOARD MEETINGS

The Executive Board meets upon the call of the President, Advisors, or at the request of a simple majority of the members of the Executive Board. The President or designee sets the agenda for the meetings and minutes shall be taken.

SECTION 4: BOARD OF GOVERNORS MEETINGS

The Board of Governors, which includes the Executive Board and Committee Chairs, will meet monthly through the current MSC operating year, 1 August thru 31 July. June and July meetings are held “as needed.” These meetings are open for all members to attend, unless otherwise announced by the Executive Board. Additional meetings of the Board of Governors may be called at the President’s request, or at the request of a simple majority of the Board of Governors.

SECTION 5: GENERAL MEMBERSHIP MEETINGS

A. General membership meetings shall be held monthly from August through May. 

B. The President may cancel meetings as deemed necessary. IAW ARTICLE VII Section 1 Part B of the MSC Constitution there shall be no fewer than 1 meeting in any three-month period (excluding June-July.)

C. The President may call additional meetings of the general membership at any time with the approval of the Board of Governors, or upon written request of thirty percent (30%) of the active membership.

SECTION 6: COMMITTEE MEETINGS

Chairpersons are responsible for determining and maintaining a regular meeting schedule, recording their own minutes, and reporting to the respective Vice President.

ARTICLE VI. ELECTIONS AND VOTING

SECTION 1: NOMINATIONS OF ELECTED OFFICERS 

A. Nominations for elected positions are taken by the Nominating Committee from January until the March general meeting.

B. All nominees must consent to their nomination in writing or in person by the March general meeting.

C. Vacancies in the current board shall be handled IAW ARTICLE VI Section 8 of the MSC By-Laws.

D. All nominees must be members in good standing of the MSC.

SECTION 2: ELECTIONS OF OFFICERS

A. Election of officers shall be held at the April general membership meeting unless otherwise approved by the Board of Governors.

B. At the beginning of April, a proposed slate of candidates will be made available to the MSC general membership via the MSC website/social media and/or any other means deemed appropriate.

C. The Parliamentarian verifies with the Membership Chair the eligibility of all voting members prior to the member receiving a physical ballot or access to any electronic ballot.

D. Elections are held by secret ballot with the exception of absentee ballots.

E. Ballots are kept by the Parliamentarian for 72 hours after voting, and then destroyed.

F. In the event of a single candidate for each position, a secret ballot is not required. A “confidence vote,” which consists of a voice vote of “yay” or “nay” for the entire slate of candidates, is sufficient.

G. The Parliamentarian and two (2) members of the Nominating Committee selected by the Parliamentarian will count the ballots.

H. Candidates receiving the largest number of votes for office are declared elected.

I. If a quorum (15% of general membership in good standing) is not present for the election, an email vote will be conducted by the Parliamentarian.

SECTION 3: GENERAL MEMBERSHIP MEETING VOTING

A. All new members are eligible to vote on issues brought before the general membership from the point dues are paid.

B. The Parliamentarian oversees voting during general membership meetings and will establish the voting results in a verbal “yay” or “nay” vote. The response receiving the most votes will be declared the winner. In the event the verbal response is too close to call, a show of hands may be deemed necessary and the winner will be determined by the count.

C. The Parliamentarian and the President decide which voting issues need to be conducted by secret ballot, and oversees the counting of those ballots, and thus determines the outcome of the vote.

D. In the case of a social media or email vote, the Parliamentarian initiates and oversees the vote and coordinates with the Secretary to ensure an appropriate recording is maintained.

E. For decisions voted upon at any general membership meetings to be binding, or otherwise valid, at least seventy-five percent (75%) of the general membership must be personally notified at least five (5) days prior to the meeting through normal venues of notification, such as MSC website/social media, text, email, etc.

SECTION 4: VOTES AT EXECUTIVE BOARD AND BOARD OF GOVERNORS MEETINGS

A. A simple majority or fifty-one percent (51%) of a quorum present at an Executive Board of Board of Governors meeting is sufficient to decide an issue.

B. Proxy votes must be submitted in writing to the Parliamentarian before the vote takes place.

C. In special circumstances, the Executive Board may approve the Board of Governors to vote by phone/e- mail/social media.

D. Phone/email/social media votes must be documented in the meeting minutes, including a list of participants and results.

E. A quorum for a phone/email/social media vote is the same as a regular board meeting vote.

F. A proxy vote cannot be cast on financial matters exceeding $250.

SECTION 5: QUORUMS

A. A quorum at all general membership meetings is fifteen percent (15%) of the current MSC membership. A simple fifty-one percent (51%) of those members present is sufficient to pass a motion.

B. A quorum at any board meeting is fifty percent (50%) of the voting board members, fifty-one percent (51%) of those members present is sufficient to pass a motion.

SECTION 6: TERMS OF OFFICE AND TERM LIMITS

A. Officers shall be elected annually to serve for a one (1) year term and no more than two (2) consecutive terms in the same elected position. For the purpose of calculating whether a term limit has been met, a year term is considered 6 months or more.

B. The term for elected officers shall begin the month following their installation. IAW ARTICLE V,  Section 2 of the MSC By-Laws, they may begin to perform their duties after the May transitional board meeting. They shall serve for a period of one year or until their successors are elected or appointed.  

C. Appointed positions’ terms commence upon their appointment by the President. They are appointed annually to serve for a one (1) year term and no more than two (2) consecutive terms in the same position unless otherwise approved by the Executive Board. Under no circumstances shall an appointed officer serve in the same position for more than 4 consecutive years. 

D. Parliamentarians/Chairpersons are appointed annually to serve for a one (1) year term and no more than two (2) consecutive terms on the same committee. The Executive Board can waive this term limit.

E. Committee Chairs and Co-Chairs serve at the discretion of the President and the Executive  Board.  A chairperson’s term commences upon their appointment by the President. 

F. The President is elected annually to serve a one (1) year term and no more than two (2) consecutive terms. Following the completion of the term, the President may not serve as an Executive Board member for at least one year. With agreement of all current Advisors, the Executive Board may waive this requirement in the event that no other willing persons are on the ballot for a specific office. The President may, however, serve as an appointed chair on the Board of Governors.

SECTION 7: ELIGIBILITY OF OFFICERS AND APPOINTED POSITIONS

All Candidates for elected office and appointed chairperson positions must be MSC members in good standing.

SECTION 8: VACANCIES DURING THE CURRENT BOARD YEAR

A. Should a vacancy occur in the position of President, the Vice President of Operations  assumes the office.

B. Should a vacancy occur in the position of Vice President of Operations, the Vice President of Charity assumes the office.

C. Should a vacancy occur in any other elected positions, the President, with Board of Governors approval, shall appoint another member to fill the vacancy for the remainder of the term.

D. Vacant Advisor positions may be filled IAW ARTICLE V Section 1 Part B Subpart IV of the MSC Constitution.

E. The President may fill a vacant Chair position with the approval of the Executive Board; any current committee members familiar with the chair’s duties should receive first consideration.

F. The President may appoint an interim officer(s) to fill a position in the event of a temporary vacancy.

ARTICLE VII. FINANCES

The MSC Maintains an operational and a charitable arm, with separately budgeted accounts. Both fall under the single organization that is the MSC and are subject to IRS Code 501(c)(4). Taxes for both accounts shall be filed together at the end of the fiscal year.

SECTION 1: OPERATIONAL FUND EXPENSES

A. The Operational Fund account consists of membership dues, sales and net proceeds from MSC fund-raising activities designated for Operational Fund account, donations, and any specified memorials or honorariums.

B. The financial year for the Operational Fund is from 1 June through 31 May IAW ARTICLE VIII Section 4 of the MSC Constitution. Taxes for both charitable and operational budgets shall be filed by the Charitable Treasurer IAW IRS Code 501(c)(4)

C. A minimum of three hundred dollars ($300) will remain in this account at the end of the fiscal year IAW ARTICLE VIII Section 4 Part A of the MSC Constitution.

D. Funds from the Operational Fund account may be transferred to the Charitable Fund account with Board of Governors approval and must be documented in the financial report.

E. Transfers must not exceed twenty five percent (25%) of the total Operational Fund balance per fiscal year.

F. No Operational Account funds may be used for the personal benefit of any MSC member, with the exception of the Angel fund. Leftover money in the angel fund may be rolled over into the following year’s fund or, at the discretion of the Board of Governors, may be moved over to the charitable fund.

SECTION 2: CHARITABLE FUND EXPENSES

A. The Charitable Fund account consists of the net proceeds from all MSC sponsored charitable fundraising events, Thrift Store Proceeds, donations, any honorariums or memorials by any special activity group unless otherwise specified.

B. The financial year for the Charitable Fund is from 1 June through 31 May IAW ARTICLE VIII Section 4 of the MSC Constitution. Taxes for both charitable and operational budgets shall be filed by the Charitable Treasurer IAW IRS Code 501(c)(4).

C. A minimum of five hundred dollars ($500) will remain in the Charitable Fund account at the end of the fiscal year IAW ARTICLE VIII Section 4 Part B of the MSC Constitution.

D. Money deposited into the Charitable Fund account may not be transferred to the Operational Fund account in keeping with IRS regulations.

E. No Charitable Account funds may be used for the personal benefit of an MSC member.

F. Charitable Account funds may be used for charitable, educational, or scholarship purposes. It may also be used as payment for services rendered, as reviewed by the Executive Board.

G. Proceeds from the MSC charitable fundraising activities may be utilized for operational expenses associated with that particular fundraiser. (Advertisement, supplies, entertainment, publications, decorations, programs, luncheons, etc.) Only charitable fundraisers that incur expenses will fall into this category.

SECTION 3: BUDGETED EXPENSES

A. All requests for reimbursement of budgeted expenditures must be submitted on the Budgeted Expense Reimbursement form and be submitted to either the Operational or Charitable Treasurer for approval and payment.

B. All expenditures must be validated by an itemized receipt unless waived by the appropriate treasurer with President’s approval/knowledge. In the absence of a receipt, a screenshot or similar electronic document shall suffice.

SECTION 4: NON-BUDGETED EXPENSES

A. Expenditures for any non-budgeted item must be approved prior to purchase.

B. All requests for approval and reimbursement of non-budgeted expenditures must be submitted on the Reimbursement Voucher form. Once approved and an item is purchased, the form will be submitted along with receipt to the Operational or Charitable Treasurer for payment NLT 45 days after the expense was incurred unless this time limit is waived by the President.

C. Non-budgeted expenses up to  two hundred fifty dollars ($250) per single item may be approved by the Executive Board.

D. Non-budgeted expenses exceeding two hundred fifty dollars ($250) and up to  five hundred dollars ($500)  per single item may be approved by the Board of Governors.

E. Non-budgeted expenses exceeding five hundred dollars ($500) per single item must be brought before the Board of Governors for approval and then voted upon by General Membership for final approval.

F. In the event of an emergency, the President shall be permitted to incur a non-budgeted expenditure up to seventy-five dollars ($75) twice per fiscal year without Board approval.

SECTION 5: FUNDRAISING

A. The MSC will abide by DAFI 34-106, Private Organizations Program, and any base, federal, state or local statutes governing fundraising activities.

B. The MSC will not sponsor any fundraising event where profit benefits an individual member.

C. The MSC may accept gifts and donations freely given without solicitation from outside sources, but shall not directly solicit direct monetary gifts or donations from non-members on base IAW DAFI 34-106.

D. Off-base solicitations must clearly identify whether they are designated Charitable or Operational. IAW DAFI 34-106 off-base solicitations must clearly indicate that they are for a Private Organization and not for the base or any official part of the Air Force. Donor/gift recognition may not be made publicly. Oral recognition of the gift or donation can only be made to members of the Private Organization or those present at an event benefiting from the donation/gift.

The MSC may hold fundraising events benefitting the MSC as a whole as long as it supports the greater mission of the MSC and does not compromise the MSC’s 501(c)(4) status.

E. The MSC is limited to three (3) on-base fundraisers per quarter, IAW DAFI 34-106, Private Organizations Program.

F. All MSC fundraising taking place on-base and off-base must be approved by 5 MSG commander, or 5 FSS commander or designee.

G. On-base fundraisers must not be conducted during base-wide fundraising campaigns, to include Combined Federal Campaign (CFC) and Air Force Assistance Fund (AFAF).

H. All fundraising must have prior approval from the Board of Governors.

SECTION 6: AUDITS

A. Operational and Charitable Treasurers will present records at the end of their term to be reviewed at the transitional board meeting, or when requested by the Board of Governors.  A financial review may also occur upon resignation of either treasurer.

B. IAW DAFI 34-106 an annual financial statement shall be submitted to the Force Support Resource Manager/Resource Manager Flight Chief no later than twenty (20) days following the end of the MSC fiscal year. 

C. Records may also be presented for audit as stipulated in DAFI 34-106, or as required by any base, federal, state or local regulation.

SECTION 7: DISSOLUTION

A. Prior to dissolution, the 5 FSS will be notified and consulted in order to prepare a time-phased action plan to dissolve the MSC.

B. Prior to dissolution, the 5 FSS will be consulted regarding the MSC Thrift Store and its continued operation or closing.

C. Prior to dissolution, the 5 FSS will be consulted regarding the MSC Cinderella’s Boutique and its continued operation or closing.

D. The Board of Governors will bring the recommendation to dissolve the MSC before the general membership for a vote.

E. Upon approval, the Board of Governors will ensure that funds contained in the Operational Fund account are used to satisfy any outstanding debts, liabilities or obligations of the MSC.

F. If assets are not sufficient to satisfy the liabilities, the MSC general membership may be held liable for the difference thereof.

G. Any remaining MSC assets including, but not limited to, money, silver, china, decorations, or office supplies shall be disposed of by three (3) MSC members, to include one (1) Executive Officer, IAW the IRS code and all applicable Air Force Instructions.

H. Any remaining funds in the MSC Fund will be donated to 501(c)(3) charitable organization(s) recommended by the Board of Governors, and voted on and approved by the general membership.

I. No member of the MSC is to benefit from the dissolution of the MSC.

J. MSC historical documents and/or scrapbooks shall be given to the 5 BW Historian.

K. The Air Force or Minot Air Force Base cannot, and will not, provide any financial assistance to the MSC to settle its obligations.

L . In the event that the MSC votes to have one final official function, either formal or informal, no funds marked for charitable purposes shall be used.

M. The membership is liable under the Laws of the State of North Dakota for organizational debts in the event the organization’s assets are insufficient to discharge liabilities. The members of the MSC are advised that said organizations are not a government instrumentality but are non-profit organizations, that the United States Government will not be liable for payment of any liabilities of the MSC, and that the unsatisfied liabilities of the MSC may result in the personal liability of all active and associate members, even though the organizations may be dissolved. Assets abandoned by the MSC after dissolution may be acquired by Minot Air Force Base under the terms of existing policy on these matters and consistent with the laws applicable to Minot Air Force Base. Any funds remaining in the treasury after satisfaction of all outstanding debts, liabilities, and obligations may be used to support any non-profit fund, foundation or corporation which is organized and operated exclusively for charitable, education, religious or scientific purposes that reflect favorably, on the MSC and the Air Force, or may be redistributed to Spouses Clubs or clubs (functional equivalent) of any other base within Global Strike Command. A majority of the voting members present at the last general membership meeting must approve the disbursement of funds.

ARTICLE VIII. THRIFT STORE

SECTION 1: PURPOSE

The purpose of the Minot Spouses’ Club Thrift Store is to provide eligible personnel the opportunity to buy used property at low, reasonable prices. Proceeds from sales go towards the MSC Charitable Fund Account after expenses have been paid. The Thrift Store is organized under 501(c)(4) of the IRS Revenue Code.

SECTION 2: GENERAL PROVISIONS

A. The MSC Thrift Store shall function under the auspices of the MSC and with the approval of the Board of Governors.

B. Administration of the MSC Thrift Store is under the supervision of the Thrift Store Committee (TSC). The business of the Thrift Store shall be conducted IAW Appendix A: Thrift Store Governing Articles and Procedures or as otherwise specified by the Thrift Store Chair. 

C. The MSC Thrift Store Committee may propose amendments or revisions to Appendix A: Thrift Store Governing Articles and Procedures of the By-Laws. The amendments or revisions become effective upon approval of a vote of the MSC Governing Board.

D. Management of the Thrift Store shall be by the: Thrift Store Chair, and all assigned shift leads. If available, there may be shift leads to share the Thrift Store duties.

E. The TSC will meet as needed, with meeting minutes and financial statements for each month provided to the MSC Board of Governors.

F. All management of the MSC Thrift Store must be a member of the MSC, as specified in the MSC Constitution.

G. In the event that a volunteer cannot become an active member, he/she may be considered as a volunteer.

SECTION 3: FINANCES

As part of the Charitable arm of the MSC, the Thrift Store fiscal year runs 1 June - 31 May. The MSC Thrift Store Committee shall comply with all financial requirements as stated in DAFI 34-106.

ARTICLE IX. CINDERELLA’S BOUTIQUE

SECTION 1: PURPOSE

The purpose of the Minot Spouses Club Cinderella’s Boutique is to provide eligible personnel the opportunity to borrow boutique items at no profit.

SECTION 2: GENERAL PROVISIONS

A. The MSC Cinderella’s Boutique shall function under the auspices of the MSC and with the approval of the Board of Governors.

B. Administration and management of the MSC Cinderella’s Boutique is under the supervision of the Cinderella’s Boutique Chair. The business of the Boutique shall be conducted IAW Appendix B: Cinderella’s Boutique Standard Operating Procedures or as otherwise specified by the Cinderella’s Boutique Chair. 

C. The MSC Cinderella’s Boutique Chair may propose amendments or revisions to Appendix B: Cinderella’s Boutique Standard Operating Procedures of the By-Laws. The amendments or revisions become effective upon approval of a vote of the MSC Governing Board.

D. If available, there may be co-chairs to share Cinderella's Boutique duties.

E. All management of the MSC Cinderella’s Boutique must be a member of the MSC, as specified in the MSC Constitution.

ARTICLE X. STANDING RULES

SECTION 1: MSC PROPERTY AND STORAGE AREA/CLOSET

A. All MSC inventory and property are stored in a designated section of the MSC Thrift Store, and the MSC Cinderella’s Boutique.

B. The respective chair shall maintain an inventory of all MSC property, records, and archives, in their designated storage area.

C. Documents requiring long-term storage are to be stored in a secure area at the Thrift Store.

D. Use of the MSC property is generally limited to MSC functions. Approval for use of MSC property for other purposes must be approved by their respective chairs.

E. In May, the outgoing chairs are required to inventory all MSC property with their replacements. In the event that a position becomes vacant prior to the end of his/her term, an inventory review will be conducted by their respective Vice President.

SECTION 2: PROTOCOL

A. Incoming Advisors will be welcomed and introduced at their first general membership meeting.

B. Other Advisors will be welcomed appropriately.

C. Honored guests will be recognized at general membership meetings.

D. The Parliamentarian will consult with the 5th Bomb Wing Protocol Officer and/or 91st Missile Wing Protocol Officer on all protocol matters as necessary.

E. The MSC membership roster and e-mail list may only be used for official MSC approved purposes. No individual will sell or distribute the MSC roster or e-mail information to any individual or business. No individual may disseminate information using the MSC roster or email list unless approved by the President. All information collected will abide by all Privacy Act Guidelines.

SECTION 3: VOLUNTEERS

All MSC volunteer hours should be submitted to the Vice President of Charity.

SECTION 4: CONTINUITY BINDERS AND REPORTS

All Board of Governors will maintain an up-to-date record or electronic record. These lists are not exhaustive, but designed to be a bare minimum. Records must detail the following:

a. Duties for their positions and/or committee.

b. The most current MSC Constitution and MSC By-Laws.

c. Three years of that position’s Board Reports.

d. All relative contacts, procedures and notes as seen fit, these lists are not exhaustive, but designed to be a bare minimum.

e. Record of inventory obtained by, used by, or helpful to that position.

f. Tracking of all decisions pertaining to that position as recorded in meeting minutes.

g. Log of all expenses and justification for such for that position.

h. Most current Board of Governor’s roster with contact information.

i. Refer to positions in ARTICLE III of the MSC By-Laws for required individualized records.

ARTICLE XI. AMENDMENTS AND ADOPTIONS

SECTION 1: AMENDMENTS OR CHANGES

A. The MSC Constitution and By-Laws shall be reviewed by the MSC Constitution and By-Laws Committee as needed by no less than every two (2) years.

B. Any MSC member in good standing may submit recommended amendments and/or revisions to the Constitution or By-Laws IAW ARTICLE XIV of the MSC Constitution.

C. Any individual proposed amendments must be signed by a minimum of five (5) active members of the MSC and can be submitted for a vote to the Board of Governors and then the General Membership.

D. A full review and amendment of the MSC Constitution and/or By-Laws shall require the Constitution and By-Laws Committee. The Committee Chair shall submit the revised documents to the Board of Governors in writing for approval before submitting them to the general membership for a vote. 

E. Any proposed amendments and/or changes will be posted and made available on the MSC website/social media and/or e-mail, and be made available for examination by the general membership for a minimum of fourteen (14) days.

SECTION 2: ADOPTIONS

Amendments and changes may be adopted by a 2/3 majority vote of the voting members present at a general membership meeting, and will become part of the MSC Constitution and By-Laws, subject to the verification and approval of the Legal Office and 5 FSS Private Organization Representative IAW DAFI 34-106.

The foregoing By-Laws were adopted by a 2/3 voting majority of the membership during the membership meeting of the MSC held on December 11th 2025.

__________________ _______________

Marissa Morrison   Date

MSC President 2025-2026

Appendix A: Thrift Store Governing Articles and Procedures

To be provided by new Chairs/TSC

In process

Appendix B: Cinderella’s Boutique Standard Operating Procedures

1.  All clothing items are free to rent in the boutique. Although there is a replacement fee within the contract, it is meant to act as an incentive for renters to bring back the items they have rented. 

2. There is no limit to how soon someone can check out a dress or accessories, as long as their event date is noted and they return it by the date put on the contract. This may change in the future if demand is ever high enough. 

3. Guests can try on as many dresses as they like, it is our responsibility to put them back where they belong. There is a return rack that dresses can be put back on so items can stay in order. 

4. Guests can also make an appointment outside of our normal hours by messaging the Facebook page. 

5. Once someone has determined they would like to rent a dress, they must fill out the contract form entirely. Please go over the contract with them. Dresses must be dry cleaned before being returned. The renter must include a receipt showing proof of dry cleaning. If there is no proof, we will not take the dress. Shoes and accessories are not required to be dry cleaned. We can tell renters about places to get the items dry cleaned, but we must not endorse one over the other. 

6. Cut the bottom of the contract as a reminder for them with the return date. If there is bad weather we can use a recycled bag or dress bag. Please make sure we keep the original hangers. We can give them the hanger that is returned after being dry cleaned. Store their contract with the photo (if available) along with the item number, and please ensure you fill in the description just in case. One form per person and/or dress. Just make sure that all items are described in the box at the bottom of the form. 

7. In taking a rented item: For dresses we just double check they were dry cleaned and in good working order, place the photo back on the hanger and hang in the boutique to be sorted. If accessories, ensure they are not too dirty or broken. Please make sure the return box at the bottom is filled out. 

8. When organizing, or helping find dresses, they are separated as follows: dress length (long or short - there are two sections to separate the two), size, color, and then sleeve length. Shoes are separated as follows: shoe size and then color. Accessories are not organized in any way - just make sure they are hung up nicely. 

9. If any item(s) are not returned within 30 days of the return date, first text the renter. The next step, if no answer, will be to call the renter. If still no answer, text and/or call the sponsor. The next, and final step, will be to email the renter. After 60 days, the dress will be deemed lost and non-returnable.

This is a private organization. 

It is not a part of the Department of Defense or any of its components and has no  governmental status. 

MSC Bylaws 2025
MSC Constitution 2025