MINOT SPOUSES CLUB CONSTITUTION 

(Revised February 2025) 

ARTICLE I. NAME 

SECTION 1: 

This organization shall be known as the Minot Spouses Club (MSC), herein referred to as MSC 501(c)(4). It shall be a private organization located at Minot Air Force Base, operating under the parameters of AFI 34-223 or current instruction. It is not a part of the Department of Defense or 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 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 all enlisted and officer military spouses, whether active duty, reservist, guard or retired; and to contribute to the base and surrounding communities through charitable contributions, scholarships, and monthly volunteer opportunities. 

SECTION 3: 

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

SECTION 4: 

MSC will not permit any part of its earnings to incur private benefit to any individual. No member of MSC possesses any right, title to, or interest in the MSC administration property or net earnings as an individual or within a private capacity. 

SECTION 5: 

MSC shall not influence legislation or participate in or intervene in any political campaign on behalf of any candidate for public office. MSC is an independent private organization and shall conduct activities within the guidelines of the Internal Revenue Code Section 501(c)(4). 

SECTION 6: 

Operation of MSC is contingent upon compliance with the requirements and conditions of all applicable Air Force directives. 

SECTION 7: 

The purpose of the MSC is to conduct charitable and educational functions, provided those activities are among those which a charitable and educational organization may engage in without risk to its tax-exempt status under the applicable provisions of the Internal Revenue Code and its associated regulations 501(c)(4). 

SECTION 8: 

MSC raises funds for charitable and educational purposes 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 for such organizations as, but not limited to, Air Force Assistance Fund and Fisher House. 

ARTICLE III. GENERAL PROVISIONS 

SECTION 1: 

Authority for creation of the MSC is AFI 34-223 

SECTION 2: 

MSC operates on Minot Air Force Base with written permission from the 5th Bomb Wing Commander or their 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 severing immunities or privileges. Appropriated or nonappropriated 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 and only exist on Minot Air Force Base with written consent of the installation commander, whose consent may be withdrawn at any time the commander determines such withdrawal to be in the best interest of the Air Force. Operations are contingent upon compliance with requirements and conditions of applicable Air Force Regulation and Instructions. 

SECTION 3: 

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 4: 

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

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.

SECTION 6:

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

SECTION 7: 

This organization will not conduct any business in the name of the United States Air Force installation or organization. Furthermore, official sponsorship of 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 8: 

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 9: 

When requested by the installation 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 10: 

This organization is prohibited from resale activities, except for the Thrift Store sales and occasional sales for fundraising purposes in accordance with AFI 34-223, and other Air Force Regulations and Instructions. 

SECTION 11: 

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 three (3) categories: Active, Associate, and Advisor. 

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: 

Article II, Section 3 of the MSC By-Laws governs termination and reinstatement of membership. 

ARTICLE V. OFFICERS AND GOVERNING BODY 

SECTION 1: 

MSC is governed by a Board of Governors composed of the Executive Board (Elected Officers, Advisors and Parliamentarian) and appointed positions as stipulated in the By-Laws. The By-Laws 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. Advisors-Spouse of 5th Bomb Wing Commander 

ii. Advisors-Spouse of 91st Missile Wing Commander 

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

iv. Other Advisor(s) as designated by Wing Leadership or their Spouses. 

C. Appointed Positions 

i. Parliamentarian 

ii. Member-At-Large 

iii. Appointed Chairperson 

SECTION 2: 

The term of office runs from June 1 through May 31 

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. 

ARTICLE VI. DUES 

SECTION 1: 

All members, except for Members and Guests, are required to pay dues in accordance with the By-Laws. 

SECTION 2: 

Changes in dues take effect with a simple majority vote of current voting members present at the General Membership meeting in which the vote is taking place, according to Article VII of the MSC Constitution. 

ARTICLE VII. MEETINGS AND QUORUMS 

SECTION 1: MEETINGS 

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

B. The President may call special 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. 

C. For decisions voted upon at Special Meetings to be binding upon the General Membership, or otherwise valid, at least seventy-five percent (75%) of the general membership must have been personally notified of the meeting with at least a five-day (5) notice provided to them through normal avenues of publication such as email, MSC website, telephone, or social media. D. The Board of Governors meets monthly, unless otherwise stated by the President. 

SECTION 2: QUORUMS 

The number of regular 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, fifty-one percent (51%) of these members present is sufficient to pass a motion. 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 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 5th 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: 

A. Operational Fund Account 

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

ii. Consists of money collected from dues and voluntary assessments in accordance with the 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. 

v. Ways and Means income less than $150 may go entirely to the Operational Fund account. 

B. Charitable Fund Account 

i. Is used exclusively for charitable purposes. 

ii. Consists of donated money, money earned from the MSC Thrift Store, designated fundraisers, and Way and Means profits greater than $150. 

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. 

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

SECTION 3: 

Insurance- The MSC will maintain adequate liability insurance, as determined by the installation commander or designee, to protect against any operation or project it shall undertake. 

SECTION 4: 

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

SECTION 5: 

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. AFI 34-223 requires this provision to be in constitutions whereby members of the Private Organization must ensure bills are paid. SECTION 6: Each member is required to acknowledge their understanding of this liability in writing. 

SECTION 7: 

Membership chairperson will be responsible for keeping track of liability waivers signed by members. 

ARTICLE X. FINANCES AND SOURCES OF INCOME OF THE MSC THRIFT STORE 

SECTION 1: 

The Thrift Store is owned, operated, and maintained by members of the MSC. Procedures are outlined in the Thrift Store Governing Articles and Policy and Procedures: Article VIII of the 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 Cinderella’s Boutique Governing Articles and Policy and Procedures: Article IX of the By-Laws. Finances will be maintained by the Charitable Treasurer. 

ARTICLE XII. PARLIAMENTARY AUTHORITY 

SECTION 1: 

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

ARTICLE XIII. NON-PROFIT ORGANIZATION 

SECTION 1: 

The MSC is organized and operated exclusively to conduct educational and charitable activities allowed under the appropriate provisions of the Internal Revenue Code in which the membership of the MSC wishes to engage and for no other purpose. No part of its revenue shall benefit any individual member. 

ARTICLE XIV. AUTHORITY AND LIMITATION 

SECTION 1: 

A. The MSC is a private organization pursuant to the authority contained in the AFI 34-223. 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 installation 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: 

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. 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. 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 installation commander, the MSC will have an audit completed of its financial status by an agency or persons the MSC Budget Committee shall designate. All books and records of the MSC will be audited at a minimum of once a year. 

SECTION 3: 

The MSC is prohibited from resale activities except for occasional sales for fundraising purposes in accordance with AFI 34-223. 

ARTICLE XV. 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 Article IV, Section 5 of the MSC By-Laws. 

SECTION 2: 

Adoption and voting procedures are subject to Article XI, Sections 1 and 2 and Article VI Sections 3-5 of the 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 and 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 Constitution and By-Laws, pending approval by the 5th BW Commander or their designee. 

ARTICLE XVI. DISSOLUTION 

SECTION 1: 

Upon dissolution of the MSC, funds contained in the Operational and Charitable fund accounts 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 in accordance with 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. In no event shall funds contained in the Charitable Fund account be used for the general purpose of MSC. 

SECTION 2: 

In the case of dissolution of the MSC, funds in the charitable 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, in accordance with the MSC Constitution and By-Laws. In no event shall funds contained in the Charitable Fund account be used for the general purpose of the MSC. 

SECTION 3: 

The MSC will notify the 5th Bomb Wing Commander and the 5th FSS Commander or their designee of the intent to dissolve. 

SECTION 4: 

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 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 organizations may be dissolved. The assets may be distributed to a nonprofit fund, foundation or corporation which is organized and operated exclusively for charitable, education, religious or scientific purposes and which has established its tax-exempt status under Code Section 501(c)(4), such as Air Force Aid Society. A majority of voting members present at the last general membership meeting must approve the disbursement of funds. 

ARTICLE XVII. EFFECTIVENESS 

This constitution shall be effective upon adoption of the affirmative vote of a majority of the voting members present at the regular general membership meeting, subject to the verification and approval of the Legal Office, Mission Support Group Commander, and Wing Commander. 

MINOT SPOUSES CLUB BYLAWS 

(Revised February 2025) 

ARTICLE I. PURPOSE 

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

ARTICLE II. MEMBERSHIP 

SECTION 1: TYPES OF MEMBERSHIP, ELIGIBILITY, PARTICIPATION 

A. Active Members 

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, spouse of active duty foreign military, all of whom are assigned to Minot AFB with military ID access to the installation. All active members are eligible to vote, hold office and participate in all MSC-sponsored activities. 

B. Associate Members 

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, spouses of any service member declared Missing in Action or a Prisoner of War, spouses of retired service members 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 any spouses of any current civilian personnel with base access. All associate members are eligible to vote, participate in all MSC-sponsored activities, may not hold any Executive Board positions, but may be appointed to the position of Member-At-Large. 

C. Guests 

Guests are defined as persons eligible for MSC membership. They may attend only one event as a guest before becoming a member. Should the event have a fee, the guest is responsible for paying their cost. Bona fide houseguests of members are considered to be those visiting temporarily and may also be considered guests. They may attend functions with the MSC member; however, any event fees shall be the responsibility of the MSC member, and the guest will not be eligible to receive prizes. The MSC President and Advisors may invite guests to function on behalf of the MSC. The Executive Board shall consider all categories of guest eligibility not covered in these By-Laws on a case-by-case basis. 1 Minot Spouses Club By-Laws 2025 

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

SECTION 2: DUES AND REIMBURSEMENT OF DUES 

A. Dues 

All active and associate members of the MSC are required to pay dues accordingly. Dues are to be collected per fiscal year running 1 August-31 July for active and associate members. Dues may be paid by cash, check or any electronic method set up for membership dues by the club. Partial dues will not be pro-rated but will instead be equivalent to ½ of a full year’s dues starting 1 January. Dues are collected and tracked by the Membership Chairperson or designee. All funds will be deposited by the Operational Treasurer. 

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 twothirds (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 be terminated 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 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 in good standing before filling the position. 

SECTION 1: EXECUTIVE BOARD-ELECTED OFFICERS AND DUTIES 

All Elected Officers are voting members of the Board of Governors; but the President only votes in case of a tie. There are 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 year budget report and recommended budget requirements to the President by May 31st. They will attend all board meetings, regular and special general membership meetings, and MSC special events and functions. Excessive absences may be cause for termination from the elected position. They will also perform other duties as deemed necessary by the President. 

A. President 

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

ii. Appoints all Chairpersons of Standing Committees, consistent with the needs of the MSC with Executive Board approval, and serves as an ex-officio member on said committees. 

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

iv. Casts vote in case of a tie. 

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

vi. 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. 

vii. Oversees the Thrift Store Committee (TSC), attends all TSC Meetings, and reviews Thrift Store financial records monthly. 

viii. Ensures the MSC does not engage in activities that compete with any Services, NAFI or AAFES services, except as provided by AFI 34-223, Private Organizations Program. 

ix. Ensures club taxes and financial reviews are filed by the Operational and Charitable Treasurers. 

x. Presents all matters in an unbiased manner and conducts proceedings in accordance with 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 AFI 34-223 Private Organizations Programs.  

B. Vice President of Operations 

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

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

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

iv. Acts as ex-officio member of all committees and oversees the operations of the following Chairs/Committees: Membership, Socials, Special Activities, Fundraising, and Holiday and Special Occasion Decorating. 

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

vi. Assumes the duties of Secretary in their absence. 

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

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

ix. Required record keeping includes: 

a. All budgets and yearly budget requests. 

C. Vice President of Charity 

i. Serves as Chairperson of the Charitable Committee. 

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. Oversees the operations and attends meetings of the following Chairs/Committees: Thrift Store, Scholarship, Fundraisers, Charitable Coordinator and Special Committees. 

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

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

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

viii. Organizes all MSC group volunteer service projects. 

ix. Ensures the Charitable Coordinator's responsibilities are met. 

x. 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. Ensures Federal and State tax returns for the Operational Account are filed accurately and submitted by the end of July. 

ix. Responsible for maintaining all Operational Fund financial records from the last seven (7) years are kept as stipulated by IRS regulation; files are kept in the 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 of vacancy. 

xv. Prepares with the new Operational Treasurer a proposed budget in June/July for the incoming board and Budget Committee. 

xvi. 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. 

xvii. 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. Submits State tax documents for the Charitable Account to the Operational Treasurer by May 15th. 

ix. Files annually, appropriate 990 documentation to the IRS, including all revenue totals from Charitable and Operational Funds by May 15th, under EIN 45-602272. 

x. Responsible for maintaining all Charitable Fund financial records from the last seven (7) years are kept as stipulated by the IRS regulation; files are kept digitally and/or in the MSC Storage area. 

xi. 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. 

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

xiii. Assists Operational Treasurer with the Budget Committee. 

xiv. Responsible for charitable financial obligations of the MSC. 

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

xvi. Prepares with incoming Charitable Treasurer, a proposed budget in July for incoming board and Budget Committee. 

xvii. 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. 

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 regular and special meetings of the MSC. Highlights all motions that have been adopted and submits minutes to the President for signature. 

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 5th FSS Private Organization Representative, along with a copy of the monthly Operational and Charitable Treasurer’s reports. 

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. 

ix. Maintains a complete file of all correspondence. 

x. Reads all appropriate correspondence at the general membership meetings and provides information to the Marketing and Website Chair for dissemination to the general membership. 

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 5th FSS Private Organization Representative. 

b. Record of correspondence sent and received. 

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 to work with the Executive Board as 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 can choose their co-chair as deemed necessary. Both may attend all board meetings, however, only the chairperson will have voting privileges. The co-chair will have voting privileges in the absence of the chairperson. All appointed positions are required to attend or give 24-hour notice (if possible) advance notice of their absence for Board of Governors meetings, regular and special 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 and only the Member-At-Large may be 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; also ensures that revisions are made in accordance with parliamentary procedures and all regulations governing operation of the MSC; to include the Thrift Store and Cinderella’s Boutique General Policies and Organizational Guidelines (Thrift Store: ARTICLE VIII, and Cinderella’s Boutique: ARTICLE IX.) 

ii. Advises the Executive Board, Board of Governors and general membership on points of order and proper procedure in accordance with the Constitution and By-Laws of the MSC and Robert’s Rules of Order. 

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 5th BW FSS Private Organization Representative. 

vi. As needed, conducts a workshop for all incoming Board of Governors covering information continuity of report binder, 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 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. 

f. Current copy of AFI 34-223 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. 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, logs payment methods, 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 termination forms. 

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 termination forms. 

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 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. 

xiii. Will ensure a cash box with change is available. 

xiv. Ensures all members are in good standing (good standing is defined as current on membership dues and social/function payments). 

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. Understands all aspects of the MSC Thrift Store Governing ARTICLEs and Policies. 

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. Thrift Store Chair trains volunteers in accordance with the Thrift Store Governing ARTICLEs and Policies: ARTICLE VIII. 

vii. The Thrift Store Chair is responsible for managing day-to-day functions including but not limited to 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. 

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 in accordance with 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. 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 for Operational and Charitable for the MSC. 

ii. Submits requests to raise funds to 5th 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 5th 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 ARTICLE and photo 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 items to the Minot Air Force Base community with valid military ID. 

ii. Maintains Cinderella’s Boutique’s Policies and Procedures: ARTICLE IX. 

iii. Coordinates repairs for Boutique items. 

iv. Required record keeping includes: 

a. Cinderella’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 participants in MSC Little Clubs are active MSC members or a guest of an MSC member. Only one (1) event may be attended by a guest. 

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. Refer to ARTICLE V Section 1, B of the Constitution for advisor selection. 

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

iii. Required record keeping includes: 

a. Running list of tasks outside normal volunteer opportunities available to all members, i.e. facilitating or attending meetings outside the MSC, sharing of calendar dates, advocating for the club, etc. 

SECTION 3: ADDITIONAL BOARD OF GOVERNORS RESPONSIBILITIES AND STIPULATION 

If a Board of Governors member is unable to attend a board meeting, they must notify the Parliamentarian and their respective Vice President. Board of Governors members holding more than one voting position will only have one vote. The Board of Governors shall have the authority to hire salaried assistance when necessary for audits, taxes, legal advice, or for any other situation as deemed necessary. MSC members retain the option to serve on more than one committee within the same fiscal year with the provision that a conflict of interest on the part of the member will result in that member’s abstention when a vote is called. The term of all elected officers will be for one (1) full year and will begin at the May general board meeting. The terms of office of all appointed officers will be for the same period of time as the term of office of the appointing officer. 

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. 

SECTION 4: RESIGNATION AND REMOVAL OF BOARD OF GOVERNORS MEMBERS 

Members wishing to resign must submit their resignation in writing to become effective on the date of acceptance by the Board of Governors. 11 Minot Spouses Club By-Laws 2025 Removal of any Board of Governors member shall require a two-thirds majority vote (2/3) of the Board of Governors. Board of Governors members may be removed from office or 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. Board of Governors members who miss two (2) consecutive meetings without notice will receive a warning from the President. If a third unexcused absence occurs, the Board may vote for removal. Failure to submit required monthly reports for two (2) consecutive months without prior notice may also be grounds for removal. 

ARTICLE IV. COMMITTEE 

SECTION 1: SCHOLARSHIP COMMITTEE 

A. 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. 

i. Along with the appointed chairperson, the committee will consist of the President, Vice President of Charity, Charitable Treasurer, and Advisors or their designated representative. The Scholarship Committee Chair, at their discretion shall designate additional members who are in good standing and do not have a vested interest, to assist the committee. 

ii. Committee will meet as needed with an initial planning meeting to be held in September. 

iii. 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. 

iv. 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. 

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

vi. 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. 

vii. 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. 

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

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

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

xi. 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. 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 July and submit a mid-year review before the end of January. 

i. The Budget Committee is chaired by the Operational Treasurer. Committee members include the President, or designee, Vice Presidents, the Charitable Treasurer, the Charitable Coordinator, the Thrift Store Chair, Fundraising Chair, the Socials Chair, Parliamentarian,Advisors or their designated representative, if available, and any Advisors, if available. 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. 

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

iii. Coordinates with the Marketing and Website Chair to public 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 January of current board year. 

SECTION 3: CHARITABLE DISBURSEMENT COMMITTEE 

A. 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. 

i. The committee shall consist of theAdvisors or their designated representatives, the President, the Vice President of Charity, and the Charitable Treasurer. The Charitable Coordinator, and their discretion, shall designate additional members, who are in good standing and do not have a vested interest, to assist the committee. 

ii. Definition of the Undesignated Charities Funds: Larger organizations that are already established as charity groups that have a specific event that they are requesting funds for. 

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

SECTION 4: SPECIAL COMMITTEES 

A. Following the election of officers, the President, with approval from the Executive Board, shall appoint Special Committee Chairpersons as non-voting members of the Board of Governors. 

i. Special Committee Chairpersons may appoint co-chairs and committee members as necessary. 

ii. In the event the chairperson is unable to attend the Board of Governors meetings, the co-chair may attend in their place. 

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

iv. Special Committee Chairpersons shall also submit monthly reports of all committee activities to the Board of Governors. 

v. Special Committee Chairpersons are required to maintain an up-to-date continuity folder for their committee works within the budget approved by the general membership. 

vi. All Special Committee Chairpersons are required to submit detailed annual reports and recommendations as well as end-of-year budget reports and recommended budget requirements to their Executive Board representative in May. 

vii. All Special Committees will perform additional duties related to their committee as deemed necessary by the President or Executive Board. 

viii. Committees consist of members of the MSC in good standing. 

ix. Committees meet at the discretion of the appointed chair, who will report to the Board of Governors. 

x. 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. The purpose of this committee is to review and amend, as necessary, MSC governing documents. 

i. Parliamentarian is the Chairperson of this committee. Other committee members include an Advisor, if available, and up to two (2) members of the Board of Governors, and up to one (1) representative of the general membership, if available. 

ii. Committee shall meet as needed. 

iii. Reviews the MSC Constitution as needed. 

iv. Prepares and submits the Constitutions for review and approval by the 5th FSS Private Organization Representative and 5th Judge Advocate. 

v. Reviews the MSC By-Laws as needed by no less than every two years. 

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

vii. 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. The purpose of this committee is to oversee all aspects of the MSC election of officers. 

i. The Parliamentarian is the chairperson of this committee unless running for an elected position, at which time appoints the MSC President to choose another Chairperson with Executive Board approval. Other committee members will include the Advisors, and up to three members of the general membership not running for an elected office. 

ii. The Nominating Committee meets in January to prepare for April elections. 

iii. The Nominating Committee takes nominations and recommendations from January through the March general membership meeting. 

iv. In the event a new member wishes to fill a vacancy of an elected office, the new member can be appointed by the President with the Board of Governor's approval. 

v. 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. 

vi. 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. 

vii. 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. 

viii. 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. 

ix. On Election Day, the Membership Chair shall verify membership prior to providing the voter with a ballot. 

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

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

SECTION 7: HOLIDAY AND SPECIAL OCCASION DECORATING COMMITTEE 

A. The purpose of this committee is to coordinate MSC participation as it pertains to holiday decorating of the Jimmy Doolittle Center. Initial planning begins in September. 

i. Along with an appointed chair, the committee consists of the President, Vice President of Operations, Socials Chair, the Advisors if available, and up to one (1) member of the general membership. 

ii. Coordinates with the Jimmy Doolittle Center managers to determine the club’s upcoming holiday decoration requirements and schedule no later than October. 

iii. Solicits volunteers from the MSC general membership to assist with decorating Jimmy Doolittle Center. 

SECTION 8: THRIFT STORE COMMITTEE 

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

i. The Thrift Store Committee shall be chaired by the Thrift Store Chair. 

ii. The Thrift Store Committee shall consist of the Advisors or their designated representatives, the President, the Vice President of Charity, and the Charitable Treasurer. 

iii. The Thrift Store 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. 

ARTICLE V. MEETINGS 

SECTION 1: CANCELATION 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 

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

Newly elected officers and appointed chairpersons shall meet at the Transitional Board meeting held in May, to assume their duties effective 1 June. 

Outgoing board members will ensure that a current continuity record is prepared and ready for incoming board members. 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. 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. At this time, the new board may meet at the discretion of the new President. 

All unfinished business must be completed by the 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. 

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, August-May, June and July meetings are “as needed.” These meetings are open for all members to attend, unless otherwise announced by the Executive Board. A special meeting 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 

General membership meetings shall be held monthly or bi-monthly at the discretion of the President, August thru May, or the President may schedule or cancel meetings as deemed necessary. 

A. The President may call special 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 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 March general meeting. 

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

C. In the event a new member wishes to fill a vacancy of an elected office, the new member can be appointed by the President with the Board of Governor’s approval. 

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 or 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. Parliamentarian verifies with the Membership Chair the eligibility of all members prior to member receiving a 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 Nominated 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 AND SPECIAL MEETING VOTING 

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

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 an email vote, the Parliamentarian initiates and oversees the vote and coordinates with the Secretary to ensure an appropriate recording is maintained. 

E. For decisions votes upon at Special Meetings to be binding upon general membership, 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/email/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 general membership meetings or Special Meeting of the general membership 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. 

B. Officers’ term commences at the May board meeting and ends at the following May board meeting or when their successors are elected or appointed. 

C. 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. 

D. Chairpersons’ term commences at the May Board of Governors meeting and ends at the following May Board of Governors meeting or when their successor is appointed. 

E. 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. At the direction of both Advisors, the Executive Board can waive this term limit in the event that no person is on the ballot for a specific office. 

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 

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 Executive Board approval, shall appoint another member to fill the vacancy for the remainder of the term. 

D. Vacant Advisors positions may be filled by their designee, or by the President with Executive Board approval. 

E. The President may fill a vacant Chair position with the approval of the Executive Board; current committee members 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 

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. 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. 

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

D. No Operational Account funds may be used for the personal benefit of any MSC member, with the exception of the Angel fund which the dues of the Advisors are placed into. 

SECTION 2: CHARITABLE FUND EXPENSES 

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

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

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

D. Charitable Account funds may be used for charitable, educational, scholarships, or payment for services rendered, as reviewed by the Executive Board. 

E. 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 for and submitted to either the Operational or Charitable Treasurer for approval and payment. 

B. All expenditures must be validated by a receipt unless waived by the appropriate treasurer with President’s approval/knowledge. 

SECTION 4: NON-BUDGETED EXPENSES 

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

B. All requests for approval and reimbursement of non-budgeted expenditures must be submitted on the Reimbursement Voucher form. Once approved an item is purchased, the form will be submitted along with receipt to the Operational or Charitable Treasurer for payment. 

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) per single item must be brought before the Board of Governors for approval and then voted upon by membership for final approval. 

E. In the event of an emergency, the President shall be permitted to incur a non-budgeted expenditure up to fifty dollars ($50) bi-annually without Board of Governor approval. 

SECTION 5: FUNDRAISING 

A. The MSC will abide by AFI 34-223, 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. 

D. Off-base solicitations must clearly identify whether they are designated Charitable or Operational. 

E. The MSC may hold fundraising events benefitting MSC as long as designations for both are made. 

F. The MSC is limited to two (2) on-base fundraisers per quarter, in accordance with AFI 34-223, Private Organizations Program. 

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

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

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

SECTION 6: AUDITS 

Operational and Charitable Treasurers will present records for audit or review at the end of their term, or as requested by the Board of Governors or official base agency, as stipulated in AFI 34-223, or as required by any base, federal, state or local regulation or resignation of either treasurer. Records for the audit are due by May 31st. 

SECTION 7: DISSOLUTION 

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

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

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

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

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

F. 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. 

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

H. 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, in accordance with the IRS code and all applicable Air Force Instructions. 

I. 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. 

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

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

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

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

N. 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 Shop 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 Shop is organized under 501(c)(4) of the IRS Revenue Code (or corresponding section of any future Federal Tax Code) under the MSC EIN 45-6022272. 

SECTION 2: GENERAL PROVISION 

A. The governing document of the MSC Thrift Store is the MSC Thrift Store Governing ARTICLEs and the MSC Constitution and By-Laws. 

B. Administration of the MSC Thrift Store is under the supervision of the Thrift Store Committee (TSC), as specified in the MSC Constitution. 

C. 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. 

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

E. All management of the MSC Thrift Store must be a member of the MSC. F. In the event that a volunteer cannot become an active member, he/she may be considered as a volunteer. 

SECTION 3: FINANCE 

A. The Thrift Store fiscal year runs May 1-Apr 30 and should be reflected as such in the Governing ARTICLEs and Policy.. The MSC Thrift Store Committee shall comply with all financial requirements as stated in AFI 34-223. B. The MSC Thrift Store Committee will submit a copy of all Statements of Cash to the Charitable Treasurer by May 31st. 

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, as specified in the MSC Constitution. 

C. The MSC Cinderella’s Boutique Chair may propose amendments or revisions to 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. In the event that a volunteer cannot become an active member, he/she may be considered as a volunteer. 

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. 

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 3 Sections 1 & 2 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 in writing to the President, Secretary and Parliamentarian. 

C. Any proposed amendment or change to the MSC Constitution and/or By-Laws will be submitted by the Constitution and By-Laws Committee Chair to the Board of Governors in writing and subsequently submitted at the general membership meeting. 

D. 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 at this time by a majority vote of the voting members present at a general membership meeting, and will become part of the MSC Constitution and By-Laws, pending approval by the 5th BW Commander or their designee.