NCSC Board

BOARD POSITION DECSRIPTIONS

APPOINTED BOARD

FUNDRAISING


1. Shall be responsible for organizing and coordinating at least two major fundraisers. The Governing Board may approve any additional fundraisers and additional chairpersons to oversee; 2. Shall appoint a committee chairperson for each fundraising event. Committee members shall have no vote at Governing Board meetings. Suggested Chair Positions: Gift Wrap, FMWR Events, Mountain Fest, Craft Fair and Spring Fundraiser Chair; 3. Shall deposit monies with treasurer within 7 days upon receipt; 4. Shall ensure compliance with Fort Drum’s fundraising rules and regulations. Full Postition Guidelines: NCSC Fundraising Application: Appointed Board




MEMBERSHIP


1. Shall coordinate with the 1VP/2VP the planning of Membership Drive to be held in August; 2. Shall coordinate a booth/table at the Super Sign Up in September; 3. Shall collect membership applications, dues and maintain a current membership on file; 4. Shall provide reservations chairperson with new member list within 24 hours of sign up to ensure new member receives invitation for the next luncheon; 5. Shall bring NCSC membership forms to all NCSC functions; 6. Shall review NCSC membership form at the beginning of NCSC year (June) and report any changes to the publicity chair; 7. Shall provide an updated roster to the president and reservations chair as needed; 8. Shall provide updated membership numbers at monthly NCSC meeting; 9. Shall order NCSC pins for new members; 10. Shall recommend the membership fees to the Governing Board for a vote in June for approval; 11. Shall design and distribute membership forms with updated information with board approval; 12. Shall coordinate with Reservations to introduce new members and guest at luncheons; 13. Shall be responsible for distributing to general membership of The Little Black Book by the first week in December. Shall make available to general membership any changes to the book. Full Postition Guidelines: NCSC Membership Application: Appointed Board




COMMUNITY OUTREACH


1. Shall chair the annual Community Outreach Meeting, consisting of the President, Advisor, Treasurer, and the Honorary Presidents, (the aforementioned members shall not have a vote) four (4) other General Membership members and one (1) Honorary Member. The voting members on the committee shall be the four (4) General Membership Members and the Honorary Member; 2. Shall coordinate any special events related to Community Outreach. May appoint a chairperson(s) to assist with said special events. Any appointed chairperson for a special event shall not have a vote at governing board meetings; 3. Shall publish and maintain Community Outreach applications. Shall publicize Community Outreach application process; 4. Shall investigate community needs and requests for assistance and submit finding and recommendations to the Governing Board; 5. Shall compile a list of recipients of monthly donations collected at luncheons, coordinate with recipients and ensure delivery of all donations. Full Position Guidelines: NCSC Community Outreach Application: Appointed Board




HOSPITALITY


1. Shall purchase and oversee all aspects of opportunity items; 2. Shall ensure that all monies from opportunity items are turned over to Treasurer prior to leaving an event; 3. Shall greet members and guests at the door; 4. Shall work closely with other appointed chairs. Full Position Guidelines: NCSC Hospitality Application: Appointed Board




HISTORIAN


1. Shall be responsible for maintaining a historical file of the NCSC year. Organizes and updates, as appropriate, scrapbooks for the NCSC President and Honorary Presidents and Advisors; 2. Shall take photographs at all NCSC events; 3. Shall be familiar with website maintenance and fluent in appropriate computer programs necessary to job performance; 4. Shall have administrative access to Facebook, Website and Drop Box to post photos in a timely manner; 5. Shall be responsible for upkeep and accountability of the old scrapbook collection; 6. Shall Maintain a NCSC Snapfish (or equivalent) account; 7. Shall provide a digital file of all NCSC events. Full Position Guidelines: NCSC Historian Application: Appointed Board




WAYS & MEANS


1. Shall with the Boards approval shall procure items of interest to the Membership to be sold at all General Membership Meetings and NCSC functions; 2. Shall maintain a record of inventory of items for sale at all times; 3. Shall coordinate and promote the sale of items on social media with Board Members and Chairs (Recording & Corresponding Secretaries and Publicity); 4. Shall ensure monies are counted and given to the Treasurer within 7 days of the event; 5. Shall be bonded. Full Position Guidelines: NCSC Ways & Means Application: Appointed Board




SOCIAL


1. Shall establish board-approved sub-clubs, which are groups within the NCSC that members may join to pursue personal interests or hobbies; 2. Shall be responsible for ensuring all sub-club members are NCSC members; 3. Shall appoint sub-club chairs to each sub-club group and maintain POCs for each sub-club; 4. Shall coordinate with sub-club chairs to establish dates, locations and times for all sub-club meetings. In the absence of a sub-club chair, the Social chairperson will decide above mentioned; 5. Shall evaluate sub-clubs for lack of interest to determine if said sub-club should be terminated; 6. Shall be responsible for getting all sub-club information to the Publicity Chair for dissemination on Social Media. Full Position Guidelines: NCSC Social Application: Appointed Board




VOLUNTEER COORDINATOR


1. Shall maintain and approve volunteer hours in Volunteer Management Information System (VMIS); 2. Shall work with the 1st Vice President to recruit and organize all volunteers for special functions: i.e. Mountain Fest, Welcome Party, International Food Festival, holiday party and any other special function that the 1st Vice President would be in charge of or President deems necessary; 3. Shall select an NCSC Volunteer of the Month and recognize said member at the General Membership Meetings; 4. Shall attend the Volunteer of the Month Ceremony, in the absence of the President, when an NCSC volunteer is being recognized; 5. Shall work with the fall/spring fundraiser chairs to recruit and organize all volunteers for their events. Full Position Guidelines: NCSC Volunteer Coordinator Application: Appointed Board




PROPERTY MANAGER


1. Shall be the custodian of Club Property; 2. Shall maintain a correct inventory and price list items for rentals; 3. Shall conduct a yearly inventory of Club Property; 4. Shall ensure monies are counted and given to the Treasurer within 7 days of property rentals. Full Position Guidelines: NCSC Property Manager Application: Appointed Board




SCHOLARSHIPS


1. Shall research and evaluate all scholarship applications received by the Governing Board; 2. Shall, along with the Parliamentarian, coordinate and execute the May luncheon; 3. Shall chair the annual scholarship committee meeting, consisting of President, Advisor, Treasurer, (the aforementioned members will not have a vote) and five (5) other General Membership members. The Honorary Presidents may participate as a non-voting member if they choose; 4. Shall award any sponsored scholarship according to the donors/sponsors set requirements; 5. Shall turn over a recipient list immediately to the Treasurer; 6. Shall coordinate and execute Scholarship Reception in May. Full Position Guidelines: NCSC Scholarships Application: Appointed Board




RESERVATIONS


1. Shall report reservations to the point of contact for the given event; 2. Shall be responsible for luncheon sign-in and collection of money; 3. Shall be responsible with the Treasurer for collection of monies due from no show reservations; 4. Shall make name tags for members upon an RSVP to an event; 5. Shall ensure monies are counted and given to the Treasurer or designee before leaving the event; 6. Shall confirm receipt of RSVP with the Luncheon Cancellation Policy; 7. Shall work with other chairs (1 & 2 VP, Membership) to coordinate invitations for events; 8. Shall coordinate with Membership to introduce new members and guests at Luncheons. Full Position Guidelines: NCSC Reservations Application: Appointed Board




PUBLICITY


1. Shall be familiar with website maintenance and fluent in appropriate computer programs necessary to job performance; 2. Shall have the responsibility for all publicity for organization to include newspapers, posters, signs, banners and social media based on approval from the President; 3. Shall edit and post the NCSC website a monthly e-newsletter. Shall send said newsletter to membership via email after approval of the President; 4. There will be no e-newsletter in July. 5. The December and January e-newsletters will be combined into one enewsletter. 6. Shall edit and post to the NCSC website any special e-newsletters deemed necessary by the President; 7. Shall update the subscriber list with new member information from the Membership Chair before posting all e-newsletters; 8. Shall maintain with the Recording Secretary and Corresponding Secretary all social media (i.e.: Facebook, Website, and emails) Full Position Guidelines: NCSC Publicity Application: Appointed Board





EXECUTIVE BOARD

PRESIDENT


1. Shall preside at all meetings of the General Membership, the Executive Board, Governing Board, and shall be an official Member of all committees except the Nominating Committee; 2. Shall vote on any measure in the event of a tie; 3. Shall appoint a Parliamentarian, Chairperson for each standing committee, and any special committee deemed necessary; 4. Shall be authorized with the treasurer, to co-sign all checks in excess of two hundred dollars ($200); 5. Shall appoint a member to fill any vacancy occurring in the elective offices, except those filled by succession. These appointments shall have the approval of a majority vote of the Governing Board; 6. Shall sign checks for authorized expenditures of the NCSC in the absence of the treasurer and/or first vice president; 7. Shall nominate “Volunteer of the Month” for recognition in response to the Army Volunteer Corps Coordinator (AVCC) request; 8. Shall be bonded; 9. Shall represent or appoint a designee to represent the NCSC in the Fort Drum community at community councils such as Community Action Committee, Community Leaders Information Forum, Volunteer Resource Council, Thrift Shop, and other community councils deemed necessary; 10. Shall ensure that validation and tax documents are prepared and maintained; 11. Will work with the Honorary Advisor to select a committee of three NCSC members to review the NCSC’s financial records when a new treasurer assumes duties during the NCSC fiscal year. a. These members must not hold a position on the current Governing Board. b. At least one of these members should have accounting/book keeping experience. 12. May remove any member of the Board for just cause, with the approval of Executive Board and the Honorary Presidents; 13. Responsible for advance notice to Honorary Presidents of scheduled events (i.e. Board meetings, committee meetings, programs and special events); 14. Shall maintain and update board notebook to include; a. Complete job description to reflect the overall responsibilities of the position and compliance with the notebook SOP b. Present updated notebook to the Parliamentarian at the April Governing Board Meeting for review. c. Notebooks and all job-related materials shall be given to successors at the Joint Governing Board Meeting in May; 15. Shall report a detailed record of all income and expenses related to position at each Governing Board meeting; 16. Shall appoint chairpersons of special committees as deemed necessary; 17. Shall approve Publicity actions prior to publication; 18. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC President Application: Executive Board




FIRST VICE-PRESIDENT


1. Shall attend all Governing Board meetings, Executive Board Meetings, General Membership Meetings, and NCSC functions; 2. Shall be a voting member of the Governing Board; 3. Shall assume any duties deemed necessary by the president; 4. Shall assist the president in all functions of the NCSC, assume the president’s duties in her absence, and succeed to the said position should a vacancy occur; 5. Shall be responsible for coordinating Welcomes and Farewells for the Commanding General Spouse, Division Command Sergeant Major Spouse, Deputy Commander of Operation Spouse and Deputy Commander of Support Spouse; 6. Shall be responsible for coordinating the NCSC participation of the International Food Festival; 7. Shall be responsible for selecting a token of appreciation for the President; a. Shall maintain and update Board notebook to include; b. Complete job description to reflect the overall responsibilities of the position and compliance with the notebook SOP. c. Present updated notebook to the Parliamentarian at the April Governing Board Meeting for review. d. Notebooks and all job related materials shall be given to successors at the joint Governing Board Meeting in May; 8. Shall maintain and report a detailed monthly record of all income and expenses related to the position at each board meeting; 9. Shall assist the treasurer and perform said duties of the treasurer in her absence. 10. Shall be authorized to co-sign all checks is excess of two hundred dollars ($200) in the absence of the president; 11. Shall be bonded; 12. Shall sign for all keys issued to the NCSC by the Building Representative for Building T- 604; 13. Shall issue the keys to Board Members based upon need; 14. Shall inform key holders of their accountability to their issued keys. If keys are lost, the key holding will be held responsible for the cost of replacing each lock that the key fits; 15. Shall maintain building key; 16. Shall be at all fundraising events to facilitate building and property access; 17. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC First Vice-President Application: Executive Board




SECOND VICE-PRESIDENT


1. Shall attend all Governing Board Meetings, Executive Board Meetings, General Membership Meetings and NCSC functions; 2. Shall be a voting member of the Board; 3. Shall assume any duties deemed necessary by the president; 4. Shall coordinate programs for NCSC sponsored luncheons; 5. Shall maintain and update board notebook to include:
a. Complete job descriptions to reflect the overall responsibilities of the position and compliance with the notebook SOP b. Present updated notebook to the Parliamentarian at the April Governing Board Meeting for review c. Notebooks and all job materials shall be given to successors at the joint Governing Board Meeting in May; 6. Maintain a detailed monthly record of all income and expenses related to position at each Governing Board Meeting; 7. Shall be responsible for finding vendors for vendors for each luncheon; 8. Will gather “talking points” (announcements) for the luncheon from Board Members; 9. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC Second Vice-President Application: Executive Board




CORRESPONDING SECRETARY


1. Shall attend all Governing Board Meetings, Executive Board Meetings, General Membership Meetings and NCSC functions; 2. Shall be a voting member of the Governing Board; 3. Shall assume any duties deemed necessary by the president; 4. Shall sign, prepare, pick up, and dispatch all correspondence in connection with NCSC activities; (i.e.: special invitations, thank you notes, sympathy cards and birthday cards, etc.) 5. Shall be responsible for all electronic correspondence; 6. Notifies all members of the executive board of regular and special meetings and makes all the necessary arrangements; 7. Maintain all correspondence files of NCSC and turns these over to successor upon departure or expiration of term in office; 8. Shall assume the duties of the Recording Secretary if absence; 9. Shall maintain and update board notebook to include: a. Complete job descriptions to reflect the overall responsibilities of the position and compliance with the notebook SOP b. Present updated notebook to the Parliamentarian at the April Governing Board Meeting for review c. Notebooks and all job materials shall be given to successors at the joint Governing Board Meeting in May 10. Shall maintain a detailed monthly record of all income and expenses related to their position; 11. Shall report a detailed monthly record of all income and expenses related to their position at each Governing Board Meeting; 12. Shall maintain board member roster; 13. Shall notify Honorary Members of their status when appointed; 14. Supervises maintenance of copier and orders office supplies; 15. Must be familiar with website maintenance and fluent in appropriate computer programs necessary to job performance; 16. Shall be an administrator with the Recording Secretary and Publicity Chair on all Social Media; (i.e.: Facebook, Website, and emails) 17. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC Corresponding Secretary Application: Executive Board




RECORDING SECRETARY


1. Shall attend all Governing Board Meetings, Executive Board Meetings, General Membership Meetings, and NCSC functions; 2. Shall be a voting member of the Governing Board; 3. Shall assume any duties deemed necessary by the president; 4. Shall be the recording officer for all meetings of the Executive Board, Governing Board, Budget Committee, Constitution Review Committee, and General Membership whenever business is conduction; 5. Shall be the custodian of the club’s records, except the Treasurer’s books and maintain said records for a period of five (5) years; 6. Shall ensure that all recorded minutes/records of the Governing Board are emailed to each member of the Board for approval within one week from the meeting. Said minutes shall be forwarded to the Director of Community Activities (DCA) Fort Drum, New York, on a monthly basis for review and approval, and then placed on file; 7. Shall assume the duties of the Corresponding Secretary, if absent; 8. Shall maintain and update board notebook to include: a. Complete job descriptions to reflect the overall responsibilities of the position and compliance with the notebook SOP b. Present updated notebook to the Parliamentarian at the April Governing Board Meeting for review c. Notebooks and all job materials shall be given to successor at the joint Governing Board Meeting in May; 9. Shall report a detailed monthly record of all income and expenses related to their position at each Governing Board Meeting; 10. Supervises maintenance of copier and orders office supplies; 11. Must be familiar with website maintenance and fluent in appropriate computer programs necessary to job performance; 12. Shall be an administrator with the Corresponding Secretary and Publicity chair for all Social Media (i.e.: Facebook, Website, and e mails); 13. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC Recording Secretary Application: Executive Board




PARLIAMENTARIAN


1. Shall attend all Governing Board Meetings, Executive Board Meetings, General Membership Meetings, and NCSC functions; 2. Shall be non-voting members; 3. Shall assume any duties deemed necessary by the President; 4. Shall ensure all NCSC meetings are conducted according to proper procedures as outlined in the Constitution and Bylaws, Fort Drum and Army regulations related to private organizations; 5. Shall advise and assist the President and other members of the Governing Board as requested; 6. Shall chair the bi-annual constitution review and revision committee to consist of the Executive Board, Honorary Advisor, Honorary President and at least three (3) members at large, as described in Article VII, Section of the Constitution; 7. Shall coordinate all voting procedures for the membership: Shall tally votes with President or another bonded Governing Board Member; 8. Shall collect names and information from NCSC Members interested in appointed positions to be passed to President-elect; 9. Shall maintain and update board notebook to include: a. Complete job descriptions to reflect the overall responsibilities of the position and compliance with the notebook SOP b. Notebooks and all job materials shall be given to successors at the joint Governing Board Meeting in May; 10. Shall maintain and report a detailed monthly record of all income and expenses related to their position; 11. Shall review Board notebooks at the April Governing Board meeting; 12. Shall report a detailed monthly record of all income and expenses related to position at each Governing Board Meeting; 13. Shall biannually obtain permission to operate as a Private Organization on Fort Drum through DCA; 14. Shall not go into a binding contract for the North Country Spouses’ Club. Full Position Guidelines: NCSC Parliamentarian Application: Executive Board





2020 - 2021 BOARD MEMBERS

EXECUTIVE BOARD

  • ERIN WRIGHT

    PRESIDENT

  • TAYLOR NORBURY

    FIRST VICE-PRESIDENT

  • NICCI BROOKS

    SECOND VICE-PRESIDENT

  • WHITNEY HEBEL

    RECORDING SECRETARY

  • BEVERLY HAGGARD

    CORRESPONDING SECRETARY

  • BRIETTA LOWMAN

    TREASURER

  • Melissa Bell

    PARLIAMENTARIAN

  • KERRI BAREFIELD

    HONORARY ADVISOR

  • KELLIE MENNES

    HONORARY PRESIDENT

  • KELLY TERENAS

    HONORARY PRESIDENT

APPOINTED BOARD

EXECUTIVE BOARD

PRESIDENT - Erin Wright

1ST VICE PRESIDENT - Taylor Norbury

2ND VICE PRESIDENT - Nicci Brooks

RECORDING SECRETARY - Whitney Hebel

CORRESPONDING SECRETARY - Beverly Haggard

TREASURER - Brietta Lowman

PARLIAMENTARIAN - Vacant

  • BRITTANY RAINES

    COMMUNITY OUTREACH

  • AMANDA RESANOVICH

    FUNDRAISING

  • Madelaine Taylor

    GIFT SHOP REPRESENTATIVE

  • Sally Chavous

    HISTORIAN

APPOINTED BOARD

COMMUNITY OUTREACH - Brittany Raines

FUNDRAISING - Amanda Resanovich

GIFT SHOP REPRESENTATIVE - Vacant

HISTORIAN - Vacant

HOSPITALITY - Renee Villalobos

MEMBERSHIP - Vacant

PUBLICITY - Vacant

PROPERTY MANAGER - Christian King

RESERVATIONS - Vacant

SCHOLARSHIPS - Brittany Puente

SOCIAL - Jen Van Horn

VOLUNTEER COORDINATOR - Vacant

  • RENE' VILLALOBOS

    HOSPITALITY

  • SHERRA MARTINEZ

    MEMBERSHIP

  • Megan Miller

    PUBLICITY

  • CHRISTIAN KING

    PROPERTY MANAGER

  • SUSAN ROLLIE

    RESERVATIONS

  • JESSICA BOWLINE

    RETIREE REPRESENTATIVE

  • BRITTANY PUENTE

    SCHOLARSHIPS

  • JEN VAN HORN

    SOCIAL

  • Missy Humphreys

    VOLUNTEER COORDINATOR

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