top of page

CONSTITUTION

OF THE CARLISLE BARRACKS SPOUSES’ CLUB 

P.O. BOX 924, CARLISLE, PENNSYLVANIA 17013 

 

June 1, 2025


 

ARTICLE I − NAME AND AUTHORITY 

 

Section 1

This organization shall be called the Carlisle Barracks Spouses’ Club and hereafter referred to as the CBSC.  

 

Section 2

The CBSC is established as a 501(c)(7) Social Club, Non-Federal Entity in accordance with (IAW) the Department of Defense (DOD) and Army Regulation (AR) AR 210-22 (Non-Federal Entities on Department of the Army Installations) and exists on the military installation at the discretion and written consent of the Carlisle Barracks Garrison Commander. Such consent shall be contingent upon the following requirements and conditions as may be appropriate: 

  1. Programs and activities conducted do not prejudice or discredit the Military Services or other agencies of the United States Government.  

  2. Activities shall not be conducted in the name of this installation or any organization of the Army establishment.  

  3. Neither the Army nor a non-appropriated fund IAW the current DOD and AR shall assert claim to the assets of the CBSC; nor shall the Army or any non-appropriated fund incur any obligation on behalf of or assume any of the obligations of the CBSC. 

  4. CBSC shall not engage in activities that are in conflict with authorized activities or non-appropriated funds IAW the current DOD and AR Regulations. 

  5. The nature and authorized function of the CBSC, together with provisions for proper disposition of residential assets and liabilities upon the dissolution, shall be established in the Constitution and Bylaws, Charter, or Articles of Agreement.

  6. CBSC is self-sustaining and receives no support, assistance or facilities from the Army or from defined non-appropriated funds IAW the current DOD and AR and their supplements, except as provided in AR 215-1 (MWR Programs & Nonappropriated Fund Instrumentalities). 

  7. The Garrison Commander has the authority to enforce compliance by the CBSC with conditions enumerated herein, to inquire into their activities, and to withdraw his/her consent for its existence on this installation if deemed necessary in the interest of the Government.  

  8. CBSC is not established to provide morale, welfare, and recreational services essential to the Army.  

  9. Neither the installation nor the United States Government will have any liability for the organization’s actions or debts per AR 210-22. 

  10. CBSC will neither propagate extremist activities nor advocate violence against others or the violent overthrow of the United States Government per AR 210-22.

  11. CBSC must apply for validation and permission to operate as a NFE on USAG Carlisle Barracks. Approval to operate expires in 2 years and may be renewed biennially upon the NFE’s request, subject to Garrison Commander approval IAW 

AR 210-22.

  1. CBSC will not engage in any form of partisan political activity as defined by DODD 1344.10 and IAW AR 210-22.

  2.  CBSC members and volunteers who have regular contact with children under 18 years of age on the installation must undergo appropriate background checks IAW AR 210-22.

 

Section 3

 CBSC is and shall be a financially self-sustaining, non-governmental organization, incorporated or not, and constituted, established and operated by individuals acting exclusively outside the scope of any official capacity as officers, employees, or agents of the Government. The CBSC is not established nor operated pursuant to authority vested in the Army or any official thereof.  


 

ARTICLE II − PURPOSE 

 

The purpose of the CBSC shall be to develop and foster a spirit of community and goodwill at Carlisle Barracks by promoting friendship opportunities through social, cultural, creative, and outreach pursuits.

 

ARTICLE III − ACTIVITIES 

 

CBSC participates in social, cultural, and creative activities such as luncheons, tours, and other functions as determined to support the purpose of the organization. CBSC also participates in fundraising activities for the purposes of raising administrative monies necessary to function and outreach through awarding scholarships, charitable donations, and community service projects.


 

ARTICLE IV − MEMBERSHIP 

 

Membership in the CBSC shall be voluntary; no discrimination based on race, color, gender, sexual orientation, national origin, age, disability, or religion. CBSC will not seek to deprive individuals of their civil rights. AR 210-22. 

 

All members shall be required to pay all dues by 31 December or within 60 days of report date on official orders or by exception with Executive Board approval. A copy of the Constitution and Bylaws will be available for all prospective members to read prior to registering for membership. Current copies of both documents will be kept on the CBSC Website for members to view. 

 

Section 1 − Standing

  1. A Member in Good Standing is one who has a current, signed Membership Form on file, has paid the appropriate dues in full, incurred no outstanding CBSC debts, and is in compliance with the current CBSC Constitution and Bylaws, policies and procedures in accordance with Article XIII of this Constitution.

  2. Members Not in Good Standing shall lose all privileges and entitlements until good standing is resumed in accordance with Article XIII of this Constitution.

 

Section 2 − Active Members

  1. Active membership privileges and entitlements include:  

    1. Shall pay annual dues.

    2. The right to vote when required of General Membership.

    3.  The right to hold elected or appointed office and all other appropriate Executive and Governing Board positions, Special Committees and subcommittees.

    4. The right to attend and participate in all CBSC sponsored General Membership meetings, programs and events, to include related Sub Clubs.

    5. The right to apply for CBSC scholarships.

  2. Active Membership will be extended to the following:

    1. Spouses of active-duty military members assigned to Carlisle Barracks, where the spouse resides within a 50-mile radius of Carlisle Barracks.

    2. Spouses of active-duty military members, where the spouse resides within a 50-mile radius of Carlisle Barracks. 

    3. Spouses of federal civilian employees affiliated with any military installation within a 50-mile radius of Carlisle Barracks, where the spouse resides within a 50-mile radius of Carlisle Barracks.

    4. Spouses of active-duty or federal civilian employees who are a USAWC students, where the spouse resides within a 50-mile radius of Carlisle Barracks.  

    5. Spouses of National Guard and/or Reserve members assigned or affiliated with any military installation within a 50-mile radius of Carlisle Barracks, where the spouse resides within a 50-mile radius of Carlisle Barracks. 

    6. Spouses of retired military members or retired federal civilian employees affiliated with any military installation within a 50-mile radius of Carlisle Barracks, where the spouse resides within a 50-mile radius of Carlisle Barracks.

    7. Widows or widowers of retired military members or retired federal civilian employees affiliated with any military installation within a 50-mile radius of Carlisle Barracks, where the spouse resides within a 50-mile radius of Carlisle Barracks.

    8. Gold Star Spouses residing within a 50-mile radius of Carlisle Barracks.

 

Section 3 − Associate Members

  1. Associate membership privileges and entitlements include:  

    1. Shall pay annual dues.

    2. The right to vote when required of General Membership.

    3. The right to hold Appointed Chair of the General Board positions, Special Committees and subcommittees.

    4. The right to attend and participate in all CBSC sponsored General Membership meetings, programs and events, to include related Sub Clubs.

    5. The right to apply for CBSC scholarships.

  2. Associate membership will be extended to the following:

    1. Active-duty military members assigned to Carlisle Barracks and residing within a 50-mile radius of Carlisle Barracks.

    2. Active-duty military members assigned or affiliated with any military installation within a 50-mile radius of Carlisle Barracks and residing within a 50-mile radius of Carlisle Barracks. 

    3. Federal civilian employees affiliated with any military installation within a 50-mile radius of Carlisle Barracks and residing within a 50-mile radius of Carlisle Barracks.

    4. Active-duty or federal civilian employees who are a USAWC students and residing within a 50-mile radius of Carlisle Barracks.  

    5. National Guard and/or Reserve members assigned or affiliated with any military installation within a 50-mile radius of Carlisle Barracks, and residing within a 50-mile radius of Carlisle Barracks. 

    6. Retired military members or retired federal civilian employees affiliated with any military installation within a 50-mile radius of Carlisle Barracks, and residing within a 50-mile radius of Carlisle Barracks.

    7. Adult members, age 18 and over, or High School graduates, excluding CBSC eligible members, residing with the sponsor on active-duty, assigned or affiliated with any military installation within a 50-mile radius of Carlisle Barracks and residing within a 50-mile radius of Carlisle Barracks. Must be sponsored by an active or associate CBSC member in good standing.

 

Section 4 − Auxiliary Members

Acceptance is subject to the review and discretion of the Executive Board.

  1. Auxiliary membership privileges and entitlements include:  

    1. Shall pay annual dues.

    2. The right to vote when required of General Membership.

    3. May not hold elected or appointed positions on the Executive or Governing Boards.

    4. The right to serve on Special Committees and subcommittees. 

    5. The right to attend and participate in all CBSC sponsored General Membership meetings, programs and events, to include related Sub Clubs.

    6. Auxiliary members, nor their dependents, are eligible for CBSC scholarships.

  2. Auxiliary membership will be extended to the following:

    1. USAWC IF sponsors, who have been vetted by Carlisle Barracks War College and Carlisle Barracks Security Office and granted post access.

    2. Individuals of the Carlisle Barracks community affiliated with Carlisle Barracks and residing within a 50-mile radius of Carlisle Barracks. 

 

Section 5 − Honorary Members

  1. Honorary President(s)

    1. Honorary President(s) membership privileges and entitlements include:  

      1. Shall not be required to pay dues in accordance with Article IX, Section 3, of this Constitution.

      2. Shall be a non-voting member.

      3. Shall serve in an advisory capacity.

      4. Shall have discretion to invite another senior spouse(s) to serve as Advisor(s).  

      5. The right to attend and participate in all CBSC sponsored meetings, programs and events, to include related Sub Clubs.

    2. Honorary President(s) membership will be extended to the following:

  1. The spouses of the US Army War College (USAWC) Commandant and Command Sergeant Major shall be invited to serve as the Honorary President(s). 

    1. Should the spouse of the USAWC Commandant choose not to take up the position, membership to serve in the position shall be extended to the spouse of the Deputy Commandant. 

    2. Should the spouse of the USAWC Command Sergeant Major choose not to take up the position, membership to serve in the position shall be extended to the spouse of the senior Non-Commissioned Officer regularly assigned to Carlisle Barracks.  

  1. Honorary Advisor(s)

    1. Honorary Advisor(s) membership privileges and entitlements include:  

      1. Shall not be required to pay dues in accordance with Article IX, Section 3, of this Constitution.

      2. Shall be a non-voting member.

      3. Shall serve in an advisory capacity.

      4. The right to attend and participate in all CBSC sponsored meetings, programs and events, to include related Sub Clubs.

    2. Honorary Advisor(s) membership will be extended to the following:

      1. Shall be invited to serve as Advisor(s) at the discretion of the Honorary President(s).

      2. In the absence of an Honorary President(s), the CBSC President may extend the invitation to the spouse of a Senior Officer assigned to Carlisle Barracks.

  2. USAWC International Fellows (IF) Spouses

    1. IF Spouse membership privileges and entitlements include:  

      1. Shall not be required to pay dues in accordance with Article IX, Section 3, of this Constitution.

      2. Shall be non-voting members.

      3. May not hold elected or appointed positions on the Executive or Governing Boards.

      4. The right to serve on Special Committees and subcommittees.

      5. The right to attend and participate in all CBSC sponsored General Membership meetings, programs and events, to include related Sub Clubs.

      6. IF Spouse members, nor their dependents, are eligible for CBSC scholarships.

    2. IF Spouse membership will be extended to the following:

      1. USAWC IF Spouses who have been assigned to and vetted by Carlisle Barracks War College and Carlisle Barracks Security Office and granted post access.

  3. Gold Star Parents

    1. Gold Star Parent membership privileges and entitlements include:  

      1. Shall not be required to pay dues in accordance with Article IX, Section 3, of this Constitution.

      2. Shall be non-voting members.

      3. May not hold elected or appointed positions on the Executive or Governing Boards.

      4. The right to serve on Special Committees and subcommittees.

      5. The right to attend and participate in all CBSC sponsored General Membership meetings, programs and events, to include related Sub Clubs.

      6. Gold Star Parent members, nor their dependents, are eligible for CBSC scholarships.

    2. Gold Star Parent membership will be extended to the following:

      1. Gold Star Parents residing within a 50-mile radius of Carlisle Barracks.

 

Section 6 − Prospective Members

Anyone eligible for membership may attend one membership event or program, to include related Sub Clubs, before signing up to become a member. 

 

Section 7 − Other Participation

Affiliation participation in the CBSC may be extended to individuals not covered in the above categories. Acceptance is subject to the review and discretion of the Executive Board.  

  1. Volunteer Affiliate Participants: 

    1. Volunteer Affiliate participation, solely for CBSC sponsored volunteer opportunities, is extended to individuals. This includes active-duty military member and spouse, National Guard and/or Reserve and spouse, federal civilian employee and spouse, retired military and spouse, dependent children of the United States Armed Forces or federal civilian employees, and USAWC International Fellows and spouse/dependents. 

      1. Dependent children must be 16 years of age and older to attend.

    2. Volunteer Affiliate Participants are non-voting members, shall not pay dues in accordance with Article IX, Section 3 of this Constitution, and shall not enjoy any rights or privileges of membership. They may not hold elected or appointed positions. They are not eligible to attend functions unless they are eligible under guidelines for general membership. 

    3. Volunteer Affiliate Participants are responsible for reaching out to the CBSC Volunteer Coordinator Chair on their own time and scheduling volunteer hours. CBSC bears no responsibility or liability for volunteer activities and/or relationships with volunteer organizations. 

 

Section 8 − Status Change

Members, as defined in Article IV of this Constitution, whose status membership eligibility changes during the year, may remain full members until the end of the CBSC year, 31 May. 

 

Section 9 − Guests

  1. All members have the privilege of bringing a guest eligible for membership to one CBSC event or program, to include related Sub Club functions, unless otherwise specified, as per Article IV, Section 6 of this Constitution.

  2. All members may have the privilege of bringing a guest ineligible for membership to CBSC events or programs, to include related Sub Club functions, excluding member-only events, and at the discretion of the Executive Board. 

  3. CBSC members are responsible for all debts incurred and the conduct of their guests at all events.


 

Section 10 − Member Responsibility

As a condition of membership, members understand it is their responsibility to read this Constitution and Bylaws. The member's signature on the membership application constitutes an agreement to abide by the Constitution and Bylaws.

ARTICLE V − GOVERNING BOARD   

 

Section 1 − Elected Officers

  1. Elected Officers of the CBSC shall be designated as the President, First Vice President, Second Vice President, Secretary, and Treasurer. 

  2. Elected Officers Shall be Active Members in Good Standing IAW Article IV, Sections 1 and 2 of the Constitution.

 

Section 2 − Appointed Officer

  1. The President shall appoint the Parliamentarian.

  2. Shall be an Active Member in Good Standing IAW Article IV, Sections 1 and 2 of the Constitution.

 

Section 3 − Appointed Chairs of the General Board 

The President shall appoint the General Board Chairs and Special Committee Chairs, unless otherwise specified in the Bylaws.  

  1. Shall be Active or Associate members in good standing IAW Article IV, Sections 1 – 3 of the Constitution.

  2. The duties of any Chair position not filled will be assigned as “deemed necessary” by the President until the position has been filled. 

  3. Appointments may be created, changed, or abolished at the discretion of the President, with a majority approval of the Executive Board.

 

Section 4 − Vacated Governing Board Positions

  1. Resignations

    1. Governing Board members have the right to resign at any time throughout the CBSC board year. Resignations should be submitted in writing to the President prior to the time of resignation.

    2. Governing Board members are presumed to have resigned upon their permanent departure from the Carlisle Barracks area.

    3. A Governing Board member may be asked to resign or removed as outlined in Article XIII of this Constitution and as specified in the Bylaws.

  2. Should the office of the President be vacated and the First Vice President and subsequently the Second Vice President choose not to assume the duties of that office, the current elected officers shall nominate a replacement, subject to majority approval of those present and voting of both the Governing Board and the General Membership. 

  3. Should the office(s) of the remaining Elected Officer positions (First Vice President, Second Vice President, Secretary, Treasurer) be vacated, the current elected officers shall nominate a replacement, subject to majority approval of those present and voting of both the Governing Board and the General Membership.

  4. Vacancies of the Appointed Officer and/or Appointed Chairs of the General Board shall be filled as soon as possible by the President with a majority approval of the Executive Board as specified in the Bylaws. 



 

ARTICLE VI − ADMINISTRATIVE

 

Section 1 

CBSC shall be administered in accordance with this approved Constitution and Bylaws and other applicable directives (AR 210-22) under the supervision of the Executive and General Board (hereinafter referred to collectively as “The Governing Board”).  Unless otherwise provided herein or in the Bylaws, all business shall be conducted in accordance with the current edition of Robert’s Rules of Order, Revised.  

 

Section 2

The Governing Board shall consist of the President, First Vice President, Second Vice President, Secretary, Treasurer, Parliamentarian, Honorary President(s), Advisor(s), and Appointed Chairs of the General Board positions as specified in the Bylaws.

 

Section 3

The Executive Board shall consist of the President, First Vice President, Second Vice President, Secretary, Treasurer, Parliamentarian, Honorary President(s) and Advisor(s). 

  1. Executive Board positions may not be co-chaired.

 

Section 4

 The General Board consists of Community Outreach Chair, Historian Chair, Hospitality Chair, IF Spouse Liaison Chair, Membership Chair, Property Chair, Publicity/Social Media Chair, Reservations Chair, Retiree Representative Chair, Scholarship Chair, Student Representative Chair, Sub Club Chair, Tourista Chair, Vendor Coordinator Chair, Volunteer Coordinator Chair, and Webmaster Chair. 

 

Section 5 

The Governing Board will formulate plans, carry out the mission and purpose objectives, and establish Standard Operating Procedures (SOP) and controls for CBSC in accordance with this Constitution and Bylaws.  

  1. Prescribe the scope of activities, services, and facilities.

  2. Ensure that CBSC is properly administered, its funds safeguarded, all due income is received in full and properly recorded and prescribe and approve expenditures and creditor relationships. 

  3. Administer Operational funds.

  4. Administer Outreach funds for educational and charitable purposes of the Carlisle Barracks Community. 

  5. Adhere to the duties as specified in the Bylaws.

 

Section 6    

Governing Board Members are required to attend all Governing Board meetings and all CBSC monthly programs and events. 

  1. If a Governing Board member cannot attend, they should: 

    1. Notify the President and Secretary of their absence. 

    2. Provide submission of the monthly Board report. 

  2. For an absence to be considered excused, the following must be met: 

    1. Requirements as listed in 6.A of this section. 

    2. Absences due to Temporary Duty (TDY), illness, family matters, etc. 

  3. An Absence is considered unexcused when a Board Member fails to comply with Section 6.A, and 6.B of this section.

 

Section 7 

The President is authorized to call for a telephonic or electronic vote of the Board the Executive Board, Governing Board, and/or General Membership as specified in the Bylaws. 

 

Section 8 

Each Governing Board position shall have one vote, with the exception of the Honorary President(s), Advisor(s), and the Parliamentarian. The President will cast a vote in the event of a tie, as specified in the Bylaws.

 

Section 9 

The CBSC year shall run from 1 June to 31 May.


 

ARTICLE VII − ELECTIONS 

 

Section 1

The elected officers shall be elected from and by the General Membership for a term of one (1) year, as specified in the Bylaws.

  1. Elected officer nominees must be current Active Members in Good Standing IAW Article IV, Sections 1 and 2 of the Constitution. 

 

Section 2 

 The Parliamentarian will form a Nominating Committee as specified in the Bylaws.

  1. The Nominating Committee will select a slate of Executive Board Officer nominees as specified in the Bylaws. 

 

Section 3

Nominees for vacant elected officer positions existing as of 1 June shall be reviewed by the Honorary President(s) and/or Advisor(s) and then approved as follows:

  1. A majority of the members of the Executive Board present and voting in a duly constituted regular Executive Board meeting, or special meeting.

  2. A majority of the members of the General Membership, present and voting in a duly constituted regular General Membership meeting, or special meeting. 


 

ARTICLE VIII − MEETINGS 

 

Section 1 − General Membership Meetings

  1. General Membership meetings shall be held on a regular basis. Business shall be conducted at regular meetings. 

  2. Special meetings of the General Membership may be called as specified in the Bylaws.

 

Section 2 − Board Meetings

  1. Governing Board meetings shall be held monthly as specified in the Bylaws. 

  2. Executive Board meetings shall be held prior to the Governing Board meeting or may be called at the discretion of the President as specified in the Bylaws.


 

ARTICLE IX − FINANCES

 

Section 1

The revenue necessary to pursue the purpose described in Article II of this Constitution shall be derived from dues paid by the active membership and from revenue-producing activities entered into by the CBSC when required, approved, and conducted under the guidance and supervision of the Executive Board. All revenue producing activities not confined to the CBSC membership shall have prior approval of the Directorate of Community Activities hereafter referred to as the DCA. All revenue producing activities shall also be presented to the Garrison Commander by submitting a Written Letter of Request for approval no later than 15 June and followed up with detailed dates for events of each board year as specified in the Bylaws.

 

Section 2

The dues of the CBSC may be determined annually by a two-thirds (2/3) vote of the members of the Governing Board present and voting in a duly constituted meeting. No dues shall be refunded upon departure or reassignment of any member.  

 

Section 3

The Honorary Members and Volunteer Affiliate Participants are not required to pay dues as outlined in Article IV, Section 5 and Section 7 of this Constitution.

 

Section 4

  1. Members handling monthly cash flow exceeding $500 will be bonded.  Bonding will be equal to the normal maximum amount of cash handled in accordance with DoDI 1000.15 and AR 210-22, 5-2. 

  2. CBSC certifies that all Pennsylvania and jurisdiction laws are met regarding the amount of property and liability coverage. 

 

Section 5

  1. The Treasurer’s books shall be subject to audit annually, or on change of Treasurer regardless of the time elapsed, in accordance with existing Carlisle Barracks installation regulations and AR 210-22, 5-3. 

  2. The Treasurer will coordinate with the Secretary to ensure a copy of the monthly financial report is submitted to the Carlisle Barracks Garrison Commander or his/her designee at the Family and Morale, Welfare and Recreation (FMWR) program.

 

Section 6

The Governing Board shall not incur any financial or legal obligations, which extend beyond its term of office, with the exception of pre-financed, ongoing operations. 

 

Section 7

Neither the installation nor the United States Government will have any liability for the organization’s actions or debts as per AR 210-22. 

 

Section 8

CBSC will reimburse the United States Army for utility expenses for which it received benefit, but only if such utility expenses are great enough to warrant reimbursement as per AR 210-22, 2-1(e). 


 

Section 9

Expenditures of any dollar amount in one transaction, not previously budgeted within the approved annual Operating or Outreach Budget, must have approval prior to the transaction taking place as specified below: 

  1. Unbudgeted expenditures up to $100 may be authorized by the President.

  2. Unbudgeted expenditures greater than $100 but less than $500 may be authorized with majority approval of the voting members of the Executive Board.

  3. Unbudgeted expenditures greater than $500 but less than $1000 may be authorized with majority approval of the voting members of the Governing Board.

  4. Unbudgeted expenditures greater than $1000 must be presented to the General Membership for majority approval of those members present and voting.

 

Section 10

CBSC shall have two bank accounts, Operating and Outreach. The source of funds for these accounts shall include the following: dues, monies generated by club fundraisers, charitable fundraising events and contributions.  

  1. CBSC may conduct up to two (2) public charitable fundraising events per fiscal year/board year as per AR 210-22, 5-2, DOD 5500.7-R and AR 600-29. 

 

Section 11

Funds shall be allocated between the Operating Account and the Outreach as specified in the Bylaws.

 

Section 12 

At the discretion of the Board, funds may be transferred from the Operating Account to the Outreach Account when operating funds are in excess of what is required to meet the normal operating expenses of the CBSC. A transfer of funds from the Operating Account to the Outreach Account must account for any outstanding budgeted expenses not yet paid and must maintain the required Operating Account minimum balance, as specified in the Bylaws. If funds are transferred from the Operating Account to the Outreach Account, they may not be transferred back into the Operating Account except at the end of the fiscal year, as specified in Article IX, Section 12A of this Constitution.  

  1. At the end of the fiscal year up to fifteen percent (15%) of the funds raised for the Outreach Account from special fundraising projects may be transferred to the Operating Account when that account is insufficient to meet the operating requirements of CBSC.  

 

Section 13 

The Board shall expressly approve all expenditures essential for the operation of the CBSC and shall ensure that all disbursements are within the purpose for which this CBSC was established, in accordance with sound business practices, and within the budget. 

 

Section 14

Income shall not accrue to individual members either singularly or collectively except through contracted services.  


 

Section 15

The outgoing Treasurer will arrange with the accountant for the timely filing of all appropriate tax forms and fees as specified in the Bylaws.


 

ARTICLE X − HISTORICAL RECORDS 

 

Section 1

  1. All Governing Board members shall be required to maintain their position’s CBSC Gmail and Google Drive.

    1. The Google Drive should include:

      1. An electronic Continuity Folder, as specified in the Bylaws.

      2. Any other documentation required by the Constitution and Bylaws.

      3. All other documentation relevant to their position, or necessary to assist an individual serving in the position in the subsequent club year.

  2. Hardcopies shall be placed with related records and maintained at the LeTort View Community Center (LVCC) basement on Carlisle Barracks.

  3. Excluding permanent records, uncompleted financial records, and historical items, including, but not limited to photo(s)/photo album(s) and memorabilia, all other records of the CBSC shall be closed at the end of the CBSC year and held for a minimum of three (3) years, after which time they may be destroyed IAW AR 210-22.

 

Section 2 − Permanent Records

The Secretary and Treasurer will be responsible for maintaining CBSC Permanent Records as outlined below.

  1. The Secretary shall maintain Permanent Records for each board year that include, as applicable, but not limited to: 

    1. Current, official DOD Instructions, Army Regulations, and Policy Letters

      1. DODI 1000.15

      2. DOD 5500.7-R

      3. AR 210-22

      4. AR 215-1

      5. AR 600-29

    2. Current Constitution and Bylaws, including records of approval

    3. All meeting minutes and associated Financial Reports.

    4. Meeting Agendas

    5. Any committee meeting minutes.

    6. Rosters of all Governing Board members

    7. Membership List

    8. After Action Report (AAR) for each position

    9. Current inventory of physical and financial assets

    10. Agreements and Letters of Approval, to include, but not limited to:

      1. Approval to operate on Carlisle Barracks

      2. Private Organization/Non-Federal Entitiy Documentation

      3. Fundraiser Approvals

    11. Social Media/Publicity for CBSC programs and events.

      1. Programs

      2. Ad layouts

      3. Flyers

  2. The Treasurer shall maintain Permanent Records for each board year that includes, as applicable, but not limited to:

    1. Federal tax return and other related tax documentation

    2. Application for Tax exempt status

    3. IRS 501(c)(7) Designation Documentation

    4. Any correspondence from the US Treasury and/or State of Pennsylvania regarding CBSC tax status

    5. State of PA Bureau of Charitable Organizations (BCO) documents.

    6. Annual Audit and any additional audits that occur

    7. Insurance policies

    8. EIN Number documentation

  3. Permanent Records shall be maintained for a minimum of seven (7) years, after which time they may be destroyed, IAW AR 210-22. 

    1. Hardcopies shall be maintained at the LVCC (basement) and/or electronically, as applicable.

    2. Electronic Permanent Records should be maintained on the Secretary and/or Treasurer’s Google Drive, in a folder labeled as “Permanent Records for (insert: Secretary or Treasurer) (insert: current board year)”. 

      1. These folders should be accessible by the CBSC President, Secretary, Treasurer and Parliamentarian. 


 

ARTICLE XI − AMENDMENTS OF THE CONSTITUTION AND BYLAWS

 

Section 1 

Proposed amendments to the Constitution, outside of the Constitution and Bylaws Review Committee:

  1. Must be presented in writing with the member’s signature to the Governing Board prior to consideration for approval at the next scheduled Governing Board meeting. 

  2. Must be approved by all the following: 

    1. A majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board meeting, or special meeting.

    2. Two-thirds (2/3) vote of the members voting in a duly constituted regular Governing Board meeting, or special meeting. 

    3. Two-thirds (2/3) vote of the members present and voting in a duly constituted regular or special meeting of the General Membership. 

    4. The Garrison Commander of Carlisle Barracks. 

 

Section 2

The Governing Board is empowered to amend the Bylaws. Proposed amendments to the Bylaws, outside of the Constitution and Bylaws Review Committee:

  1. Must be presented in writing with the member’s signature to the Governing Board prior to consideration for approval at the next scheduled Governing Board meeting. 

  2. Must be approved by the following: 

    1. A majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board meeting, or special meeting.

    2. Two-thirds (2/3) vote of the Governing Board members present and voting in a duly constituted regular Governing Board meeting, or special meeting. 

    3. The Garrison Commander of Carlisle Barracks.

 

Section 3

A Constitution and Bylaws Review Committee, chaired by the Parliamentarian, shall convene every two (2) years. The committee shall review the Constitution and Bylaws, and propose its recommendations for approval 

  1. The Constitution must be approved as follows:

    1. A majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board meeting, or special meeting.

    2. Two-thirds (2/3) vote of the members of the Governing Board voting in a duly constituted regular Governing Board meeting, or special meeting. 

    3. Two-thirds (2/3) vote of the members present and voting in a duly constituted regular or special meeting of the General Membership. 

    4. The Garrison Commander of Carlisle Barracks. 

  2. The Bylaws must be approved as follows:

    1. A majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board meeting, or special meeting.

    2. Two-thirds (2/3) vote of the Governing Board members present and voting in a duly constituted regular Governing Board meeting, or special meeting. 

    3. The Garrison Commander of Carlisle Barracks.


 

ARTICLE XII − PROCEDURE UPON DISSOLUTION 

 

Section 1

The Governing Board shall accomplish the dissolution upon occurrence of any of the following: 

  1. Two-thirds (2/3) vote of the Governing Board and two-thirds (2/3) vote of the General Membership present and voting at a regular or special meeting.

  2. By directive of the Garrison Commander of Carlisle Barracks. 

 

Section 2

Upon dissolution of the CBSC, the funds of the CBSC and all residual assets and properties (after payment of all liabilities, outstanding debts, or obligations) shall be disposed of in a manner consistent with Article II of this Constitution. Such disposal of funds, residual assets and properties will be so determined by a majority vote of the Governing Board members.  

  1. If liabilities exceed assets, liabilities will be liquidated consistent with all state and local laws.  

  2. This liquidation may result in personal liability on the part of individual members on a pro rata basis. 

 

Section 3

Pending final dissolution and settlement of accounts, the members of the Executive Board will exercise that authority conferred under this Constitution and Bylaws.  


 

ARTICLE XIII − DISCIPLINARY PROCEDURES 

 

Section 1 − Member in Good Standing 

A Member in Good Standing is one who has a current, signed Membership Form on file, has paid the appropriate dues in full, incurred no outstanding CBSC debts, and is in compliance with the current CBSC Constitution and Bylaws, policies and procedures in accordance with Article XIII, Section 1 of this Constitution.

 

Section 2 − Members Not in Good Standing 

  1. A Member Not in Good Standing will be notified by the CBSC President in writing upon:

    1. Entering Member Not in Good Standing status, to include, but not limited to reason for status change and how to return to Member in Good Standing status.

    2. Re-entering Member in Good Standing status.

  2. Members Not in Good Standing status shall be subject to the following disciplinary measures until terms of returning to Member in Good Standing are met: 

    1. Shall not be able to attend CBSC programs and/or events, in any form.

    2. Shall not be able to attend any related Sub Club events. 

    3. Shall not apply for eligible Scholarships. 

    4. Shall not serve on any Special Committees or subcommittees.

    5. Shall not hold elected or appointed office.

 

Section 3 − Removal of a Governing Board Member 

  1. Members of the Governing Board may be asked to resign, and/or be removed from either their elected or appointed offices for any of the following: 

    1. Continued failure of their responsibilities and/or duties as specified in the Bylaws.

    2. Three unexcused Governing Board meeting absences as per Article VI, Section 6 of this Constitution.

    3. If their conduct causes hardship, conflict, or is injurious to the organization or its purposes, as specified in the Bylaws.

  2. Any CBSC member may propose such a removal, in writing with the member’s signature, to the Executive Board. 

  3. A Governing Board member can be asked to resign upon unanimous vote of the Executive Board.

    1. All issues of concern must be stated in writing. 

    2. The board member must be notified of the issues of concern and have the opportunity to respond within 7 days via written correspondence before a vote is taken. 

    3. In the event that the Executive Board agrees a resignation/removal is in the best interest of the club, then the President shall call for the resignation/removal of said Governing Board member.  

  4. Vacated Governing Board positions will be filled as per Article V, Section 4 of this Constitution.  

 

Section 4 − Membership Termination 

  1. Members are required to be of honorable character and reputation. The CBSC has the ultimate right to require its members to refrain from conduct injurious to the organization or its purposes. Members will not conduct activities that may discredit the Army, DOD, or the Federal Government. AR 210-22 3-1.b. A member will not be permitted retention if their conduct is detrimental to the organization’s reputation or effectiveness. 

  2. Any or all of the following terminates membership (Cause) 

    1. Members permanent departure from the Carlisle Barracks area. 

    2. Loss of “Member in Good Standing” status IAW Articles IV and XIII of this Constitution and as specified in the Bylaws. 

    3. Written resignation to CBSC. 

    4. Failure to adhere to the Constitution and Bylaws. 

    5. Negative slander or conduct detrimental to CBSC or its purposes, to include via social media. 

  3. General members may be removed from general membership for cause upon vote of two-thirds (2/3) of the voting members of the Governing Board.

    1. All issues of concern must be stated in writing. 

    2. The member must be notified of the issues of concern and have the opportunity to respond within 7 days via written correspondence before a vote is taken. 

    3. In the event cause for removal has been determined and a vote of two-thirds (2/3) of the voting members has been reached by the Governing Board to remove said member, their membership to the CBSC will be terminated. 

    4. Dues are not refundable nor transferrable.


 

ARTICLE XIV − ADOPTION 

 

Section 1

All activities and functions of this CBSC shall be in accordance with applicable AR and as approved by the Garrison Commander of Carlisle Barracks. 

 

Section 2

  1. This Constitution shall become effective upon adoption by the following:

    1. This Constitution was approved by a majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board meeting, or special meeting on April 6, 2025.

    2. This Constitution was approved by a two-thirds (2/3) vote of the members of the Governing Board voting in a duly constituted regular Governing Board meeting, or special meeting on April 9, 2025. 

    3. This Constitution was approved by a two-thirds (2/3) vote of the members present and voting in a duly constituted regular or special meeting of the General Membership on April 16, 2025.  

    4. This Constitution was submitted for approval to the Garrison Commander of Carlisle Barracks on April 30, 2025. 

 

  1. Upon approval of the Garrison Commander of Carlisle Barracks or their representative, this Constitution shall then supersede all previous Constitutions and amendments except that this Constitution shall neither affect already elected/appointed officers nor contracts already entered into until such officers have completed their designated term and/or said contracts have reached their expiration.


Section 3

In witness whereof, the following officers affix their signatures:

Picture2.png
bottom of page