BYLAWS OF THE CARLISLE BARRACKS SPOUSES’ CLUB
P.O. BOX 924, CARLISLE, PENNSYLVANIA 17013
June 1, 2025
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ARTICLE I − PURPOSE
The purpose of these Bylaws is to establish Standard Operating Procedures (hereafter referred to as SOP) for THE CARLISLE BARRACKS SPOUSES’ CLUB (hereafter referred to as “CBSC”), in accordance with the provisions of DOD Instruction 1000.15, Procedures and Support for Non-Federal Entities Authorized to Operate on Department of Defense Installations, AR 210-22, Non-Federal Entities Authorized to Operate on Department of the Army Installations, and pertinent local regulations. CBSC is a 501(c)(7) Social Club.
ARTICLE II − TERMS OF SERVICE
Section 1
The Executive Board shall consist of: President, Honorary President(s), Advisor(s), First Vice President (1VP), Second Vice President (2VP), Secretary, Treasurer, and Parliamentarian.
Section 2
The CBSC Governing Board, excluding Honorary President(s) and Advisor(s), will abide by the following term limits and conditions:
A. Elected Officers shall be elected from and by the General Membership for a term of one (1) board year − 1 June to 31 May.
B. The Appointed Officer and Appointed Chairs of the General Board shall be appointed by the President for a term of (1) board year − 1 June to 31 May. C. A Governing board member may only hold a particular position for two (2) consecutive years, after which they must have at least a one (1) year break before returning to that position. Exceptions to this policy are subject to approval of the Executive Board.
D. A Governing board member may not serve on the board in any capacity more than three (3) consecutive years, after which they must have at least a one (1) year break before returning to any board position. Exceptions to this policy are subject to approval by the Executive Board.
E. No member shall hold more than one (1) Governing Board position at a time unless approved on an interim basis by the Executive Board while the search to fill the position continues.
a. Board members fulfilling a position on an interim basis will not have a vote in that interim position.
ARTICLE III− RESPONSIBILITIES OF THE EXECUTIVE BOARD
The duties of the Executive Board Officers shall be those implied by their respective titles, those prescribed by the Constitution of CBSC, and those specified in these Bylaws.
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A. All Executive Board Officers shall be CBSC Active Members in Good Standing in accordance with (IAW) Article IV, Sections 1 and 2 of the Constitution. B. Attend all called Executive Board meetings, monthly Governing Board meetings, General Membership programs and events, all committees and other meetings deemed necessary by their board position.
a. Governing Board meeting absences should be reported IAW Article VI, Section 6 of the Constitution.
C. Be a voting member of the Executive Board, Governing Board, and General Membership with exception of the Honorary President(s), Advisor(s), and Parliamentarian. The President may vote in the event of a tie IAW Article VI, Section 8 of the Constitution.
D. Ensure that the President reviews all correspondence going to the General Membership before being distributed.
E. Prepare and submit a proposed budget to the Treasurer at the beginning of the board year and operate within individual budget allowances as approved by the General Membership. Unbudgeted expenditures may be approved IAW Article IX, Section 9 of the Constitution.
F. Turn over all monies collected to the Treasurer within 72 hours of a CBSC event, along with receipts and cash collection sheets
G. Submit a written monthly Board Report, to include a “no report”, to the Secretary by designated deadline. Written board reports serve to advise the Secretary and President of items required for placement on meeting agendas.
H. Submit a detailed year-end After Action Report (AAR) electronically, NLT the May Board Meeting, to the Secretary, as specified in these Bylaws. The AAR shall include revenues, expenditures, data, and all other pertinent information relating to their positions.
I. Assist the Secretary and Treasurer in gathering required Permanent Records documents, IAW Article X, Section 2 of the Constitution.
J. Maintain a Continuity Folder as specified in these Bylaws.
K. Maintain CBSC Gmail and Google Drive storage for their position containing all documents relevant to their position and/or as otherwise required IAW Article X of the Constitution and as specified in these Bylaws.
a. Each Board member is responsible for making sure this drive is updated and accessible by the Secretary by 31 May of the current club year, or upon vacating their board position.
b. Each Board member is responsible for notifying the Secretary of any changes to their CBSC Google password.
L. May form a subcommittee to assist with planning, with permission of the President. a. Subcommittees, which fall under a specific Executive Board position, are the responsibility of that Executive Board member.
b. Updates from subcommittees will be part of that Executive Board member’s monthly board report.
c. Subcommittee members shall be CBSC Members in Good Standing IAW Article IV, Sections 1 – 5 of the Constitution.
M. Perform additional duties as assigned by the President.
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ARTICLE IV − DUTIES OF THE EXECUTIVE BOARD
Section 1 − Honorary President(s) shall:
A. Attend Executive and Governing Board meetings, General Membership programs and events, and Special Committees as a non-voting member.
B. Serve in an advisory capacity; provide assistance and advice on appropriate policy guidance in matters pertaining to the CBSC Executive and Governing Boards. C. Provide appropriate policy guidance.
D. Serve in an advisory capacity as an ex-officio member of the Budget Committee, Scholarship Committee, the Constitution and Bylaws Review Committee, the Nominating Committee, and additional committees as required.
E. Designate an Advisor(s) for the Board.
F. Dialogue with the President on selection of appointed board members.
Section 2 − Advisor(s) shall:
A. Be appointed by the Honorary President(s).
B. In the absence of the acting Honorary President, shall act in the capacity of an Honorary President.
C. Attend Executive and Governing Board meetings, General Membership programs and events, and Special Committees as a non-voting member.
D. Serve in an advisory capacity; provide assistance and advice on appropriate policy guidance in matters pertaining to the CBSC Executive and Governing Boards. E. Serve in an advisory capacity as an ex-officio member of the Budget Committee, Scholarship Committee, the Constitution and Bylaws Review Committee, the Nominating Committee, and additional committees as required.
F. Keep the Honorary President(s) informed of all pertinent information.
Section 3 − President shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Preside at Executive and Governing Board meetings, and General Membership meetings, programs and events.
C. Fill Appointed Officer, Appointed Chairs of the General Board and Special Committee Chair positions, unless otherwise specified in these Bylaws.
D. Submit a Written Letter of Request to Carlisle Barracks Garrison Command office for approval, outlining all revenue producing activities no later than 15 June, IAW Article IX, Section 1 of the Constitution.
a. No later than (NLT) 1 May, plan the CBSC following year dates with the Governing Board; ensure events are coordinated on the Carlisle Barracks Army War College (USAWC) Integrated Calendar, the Army War College Master Calendar within G-3’s office and the LeTort View Community Center (LVCC).
E. Coordinate with the Secretary to develop and distribute CBSC Board meeting agendas for both Executive and Governing Board members at every board meeting. F. Neither motion, nor vote, except in the event of a tie.
G. Ensure the CBSC Constitution and Bylaws are upheld.
H. Call Special Membership, Committee or Board meetings as necessary. I. Be an ex-officio member of Budget Committee, Scholarship Committee, Nominating Committee (except when they are a candidate for the following Board year), Constitution and Bylaws Review Committee, and all Special Committees. J. Be bonded and sign all contracts and obligations authorized by the Board.
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K. Countersign disbursements (checks) for Club expenditures in excess of one thousand dollars ($1,000.00).
L. Disburse funds in the event of the temporary absence of the Treasurer. M. Review Operating and Outreach financial books, bank statements, and Treasurer reports monthly as an internal control necessary to meet requirement of security bond.
N. Request any necessary telephonic and/or electronic votes in the event an immediate decision to conduct CBSC business is needed, as specified in these Bylaws. Results should be recorded by the Parliamentarian to the Secretary for inclusion in the following month’s minutes.
O. Attend, or appoint a representative to attend, and brief, if necessary, any community council meetings requiring CBSC presence, to include, but not limited to monthly joint leadership meetings.
P. Be the CBSC representative on the Welcome/Farewell Spouses Planning Committee for the USAWC Commandant’s Spouse and the USAWC Command Sergeant Major’s Spouse.
a. Make contact with a representative from the Command Group (deputy Commandant’s spouse or Chief of Staff’s spouse) to assist in coordinating the Welcome/Farewell of the outgoing/incoming Commandant’s spouse as well as the Welcome/ Farewell of the outgoing/incoming Command
Sergeants Major’s spouse.
Q. Ensure CBSC information is submitted to the USAWC G-3 Office for publication in the USAWC Student Spouse Welcome Packets by designated deadline. R. File the paperwork, with assistance from the Secretary and Parliamentarian, for Non Federal Entity approval to FMWR for permission for CBSC to operate on Carlisle Barracks every two years.
S. Serve as the CBSC Welcome Tea Chairperson.
a. Traditionally held in September.
b. Purpose: To welcome and connect CBSC members and International Fellows (IF) spouses to each other and showcase all the club has to offer.
c. Invitees include: all those eligible for CBSC membership with the intention to join.
d. Serves as first General Membership Meeting.
e. Coordinate with the Honorary President(s), Advisor(s) and 1VP. to arrange a date, time, and location for the event.
f. Form and Chair Welcome Tea Committee, in coordination with 1VP, to include, but not limited to: Chairs and volunteers as needed.
g. Plan and execute an agenda to be followed during the event.
T. Share access, along with the Treasurer, to a master list of all CBSC passwords maintained by the Secretary.
U. Purchase appreciation mementos for Governing Board members within the President’s budget IAW these Bylaws.
V. Submit a President’s Letter for publication on CBSC website/social media site(s).
Section 4 − First Vice President (1VP) shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Serve as a member of the Budget Committee and additional committees as required.
C. Perform, in the President’s absence, the duties of the President as specified in these Bylaws.
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D. Assume the duties and title of President should that office become vacant. Should the 1VP decline the position, the succession shall be IAW Article V, Section 4 of the Constitution.
E. Coordinate with 2VP and Executive Board to submit proposed detailed dates for socials, special programs, events and fundraisers to Governing Board NLT August Board meeting, and then to the Garrison Commander IAW Article IX, Section 1 of the Constitution.
F. Serve as the Social/Special Events Chairperson to coordinate committees to plan and arrange for all CBSC socials, including General Membership meetings, special programs and events which may include, but not limited to the following: a. Carlisle Barracks Welcome Expo Table
i. Occurs traditionally in early August.
ii. Coordinate with Treasurer, Membership Chair, Sub Club Chair,
Publicity/Social Media Chair, Website Chair, and other Chairs as
needed.
b. CBSC Super Sign Up (SSU)
i. Occurs traditionally in late August.
ii. Form and Chair a SSU committee to include, but not limited to:
President, Second Vice President (2VP), Treasurer, Historian Chair, Hospitality Chair, IF Spouse Liaison Chair, Membership Chair,
Publicity/Social Media Chair, Sub Club Chair, Vendor Chair, Volunteer Chair, and other Chairs and volunteers as needed.
iii. Schedule the use of an appropriate social facility.
iv. Coordinate and arrange decorations, membership gifts, name tags, set-up, and cleanup for the event.
v. Coordinate with 2VP and Executive Board to have available a
calendar of socials, special programs, events, and fundraisers to hand out to new members.
c. Coffee Connections Membership Socials
i. Occurs most months.
ii. The purpose: to bridge the gap between the US and international spouses and create new global friendships.
iii. Hosted at the Chapel.
d. Spooky Tour, co-chair with 2VP for a potential fundraiser
i. This event is hosted in conjunction with Carlisle Barracks Garrison. ii. Historical walking Tour of post.
iii. Coordinate with Garrison for the script.
iv. Coordinate for use of the Gazebo as a starting point and for light refreshments, if desired.
e. Trunk or Treat
i. This event is held in partnership with Garrison/MWR for a Thursday, Tiki Bar night with CBSC hosting the Trunk or Treat sign-up portion. ii. Coordinate with Garrison/MWR for timeline of event.
f. Tour of Homes
i. Traditionally occurs early/mid-December.
ii. Coordinate with the President, Honorary President(s), and Advisor(s) to request homes to be added on the Tour.
iii. Start to coordinate houses to be added to the tour in August, trying to get 5-6 houses on the tour.
iv. Each house will have a short write-up about its historical
background, people who lived there, etc.
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v. Board members will volunteer to act as tour hostesses.
vi. Coordinate to use Delaney Field House (or other location) for
refreshment stop.
vii. Have a detailed map and rotation schedule for the participants to
follow. The use of well-marked signs is of great assistance. The
Tour Homes have designated wreaths/lights to display.
viii. Work with the Carlisle Barracks Police Station to coordinate a
guest pass if needed for honorary guests and direction route, signs
posted.
g. Farewell Social/Installation of Elected Officers
i. Traditionally held in May.
ii. Work cooperatively with Parliamentarian for Installation of Elected
Officers.
G. Coordinate with 2VP and Hospitality Chair for Opportunity Prizes at socials, programs and events.
H. Coordinate with Volunteer Coordinator Chair for needed volunteers for events. I. Coordinate with and assist the President with the Welcome Tea.
J. Work in conjunction with the Property Chair to maintain an accurate inventory of all CBSC property.
K. Coordinate and purchase an appreciation memento for the President as specified in these Bylaws.
L. Submit an AAR for all Special Activities (i.e. Super Sign Up, Tour of Homes…) within thirty (30) days of the close of the event. A copy shall be retained for their Continuity Folder.
Section 5 − Second Vice President (2VP) shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Serve as a member of the Budget Committee and additional committees as required.
C. Perform, in the absence of the President and 1VP, the duties of the President IAW Article IV, Section 3 of these Bylaws.
D. Assume the duties and title of President should that office become vacant and the 1VP decline the position. Should the 2VP decline the position, the succession shall be IAW Article V, Section 4 of the Constitution.
E. Coordinate with 1VP and Executive Board to have available a calendar of socials, special programs, events, and fundraisers to hand out to new members.
F. Coordinate with 1VP and Executive Board to submit proposed detailed dates for socials, special programs, events and fundraisers to Governing Board NLT August Board meeting, and then to the Garrison Commander IAW Article IX, Section 1 of the Constitution.
G. Coordinate, plan and arrange for all aspects of CBSC fundraising events IAW Article IX, Section 1 of the Constitution, and as specified in these Bylaws, which may include, but not limited to:
a. Ducks
i. Duck-o-rating
ii. Duck Flocking
iii. Duck Derby
b. Night at the Museum (NATM)
i. Traditionally held in February at the Army Heritage and Education
Center (AHEC).
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ii. Be responsible for all aspects of donation coordination including, but not limited to the following:
1. Updating and providing letters of requests for donated items
and monetary contributions from external businesses and
organizations
2. Track external businesses and organizations responses and
any replies to potential donors.
3. Collection and safekeeping of all donated items, to be stored
in a place and manner as approved by the CBSC Board.
H. Co-chair Spooky Tour with 1VP as a potential fundraiser.
I. Coordinate with 1VP and Hospitality Chair for Opportunity Prizes at socials, programs and events.
J. Be bonded in order to handle monies in accordance with CBSC duties. K. Be in compliance with all Carlisle Barracks Garrison requirements regarding fundraising activities and IAW AR 210-22, 3-1, 3-5, 4-2, 5-2; and state laws involving 501(c)7.
L. Submit an AAR for the Fundraising within thirty (30) days of the close of the event. A copy shall be retained for their Continuity Folder.
M. Coordinate with Volunteer Coordinator Chair for needed volunteers for events.
Section 6 − Secretary shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Ensure that the President reviews all correspondence before distribution. C. Serve as a member of the Budget Committee, Constitution and Bylaws Review Committee and additional committees as required.
D. Serve as the recording officer for all meetings of the Executive and Governing Boards and General Membership meetings (when official business is conducted). May serve as recording officer for Budget Committee, Constitution and Bylaws Review Committee, and additional committees as requested. As part of such duties, shall:
a. For Executive and Governing Board Minutes:
i. Minutes shall include the names of all members in attendance.
ii. Submit a rough draft of the minutes electronically to the appropriate
board members NLT 10 days after the meeting.
iii. Present the minutes for approval at the appropriate Board meeting.
iv. Once approved, present a hardcopy of the minutes for President and Secretary signatures.
v. Make a copy of the approved minutes available electronically through the CBSC Board Google Drive.
b. For General Membership meeting minutes:
i. Submit a rough draft of the minutes to the President for approval NLT ten (10) days after the meeting.
ii. Upon approval, present a hardcopy of the minutes for the President
and Secretary signatures.
iii. Provide a copy of the approved minutes to any member upon request. c. For committee minutes:
i. Submit a rough draft of the minutes to the Committee Chair, for
approval NLT ten (10) days after completion of the committee.
ii. Upon approval, present a hardcopy of the minutes for the Committee Chair and Secretary signatures.
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iii. Provide a copy of the approved minutes electronically to the
Committee Chair for their records.
E. Shall collect written Governing Board reports and volunteer hours monthly, prior to Executive and Governing Board meetings.
a. Forward volunteer hours to Volunteer Coordinator Chair.
b. Compile written board reports into (1) document, to be distributed to Executive and Governing Boards not less than 48 hours prior to board meeting.
F. Coordinate with the President to develop and distribute CBSC Board meeting agendas for both Executive and Governing Board members at every board meeting. Agendas should be distributed to the Boards not less than 48 hours prior to the board meeting.
G. Shall be the official custodian of the CBSC Permanent Records, except the Treasurer’s books and records, and maintain said records for a period of seven (7) years IAW Article X of the Constitution and as specified in these Bylaws.
a. Coordinate with Governing Board members as needed, to maintain Permanent Records.
H. Set up and maintain the CBSC Google Accounts for all Board members, to include official CBSC Gmail accounts and Google Drive folders and passwords. a. NLT 31 May, access CBSC Google accounts from all Governing Board members.
b. Reset all passwords between board years and prior to handing over to incoming Secretary.
c. Coordinate with incoming Secretary to change over recovery phone numbers. d. No earlier than 1 June, assist incoming Board members to access their CBSC Google account.
I. Maintain a master list of all passwords.
a. Google Account passwords, recovery emails, phone numbers and backup codes for emergency purposes.
b. Passwords for other websites CBSC has a membership with, to include, but not limited to:
i. CANVA
ii. CBSC Website
iii. Social Media Accounts
c. A copy of the master list will also be shared with the President and Treasurer. J. Coordinate with the Parliamentarian to record all Board and General Membership votes delivered by absentee, in-person, telephonic, and/or electronically IAW the Constitution these Bylaws. Amend, if necessary, to reflect these votes in the minutes. K. Submit a copy to the Carlisle Barracks Garrison Commander or their designee: a. Monthly, one approved copy of the Governing Board minutes, including telephone/electronic votes, and coordinate with the Treasurer to include the monthly financial report.
b. Annually, the Governing Board rosters, audits, and amendments IAW AR 210-22, 2-1c
L. Assist the President and Parliamentarian with the filing of paperwork for Non-Federal Entity approval to FMWR for permission for CBSC to operate on Carlisle Barracks every two years.
M. Coordinate and order Board Name Tags for all board members.
N. Provide a standard form of the year-end After Action Report to all Governing Board members NLT March.
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O. NLT the May Governing Board meeting, electronically collect year-end After Action Reports from each Governing Board member (Honorary President(s) and Advisor(s) are exempt) to be distributed to the incoming President, Secretary, incoming Chairs, and electronically IAW Article X of the Constitution and these Bylaws.
P. Maintain a roster of the CBSC Executive and Governing Boards and make it available electronically to the Boards.
Q. Mail all correspondence, and send out corresponding emails, as directed by the President.
R. Pick up and distribute mail on a weekly basis (1 June -31 May).
S. Write thank you notes, if requested.
Section 7 − Treasurer shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Be bonded and the primary signer of checks drawn against the CBSC account. C. Keep itemized accounts of all receipts, disbursements, and all supporting vouchers and records according to Article IX of the Constitution, using the appropriate Army Regulation as a guide, to include, but not limited to: AR 210-22, DOD Instruction 1000.15.
D. Serve as custodian of the CBSC Operating Account and Outreach Account. E. Collect and deposit CBSC membership, fundraising event funds, and other monies into the appropriate CBSC account within one (1) Board cycle.
F. Present a copy of the appropriate financial report to all Board members monthly. a. Coordinate with the Secretary to include a copy with the Board minutes, which are submitted to FMWR as indicated in Article IX, Section 5 of the Constitution.
b. The Treasurer must provide final copies of the financial statements to the Secretary at each regularly scheduled board meeting.
G. Open their records for inspection by the members of the CBSC, when formally requested and at the discretion of the President.
H. With the President, sign all appropriate contracts, obligations, and disbursements authorized by the Board.
I. Serve as Chairperson for the Budget Committee as specified in these Bylaws. J. Make a copy of the current financial report available to the General Membership at General Membership meetings. The copy should be in a conspicuous place as designated by the board.
K. Present a yearly written financial review at the last General Membership meeting of the CBSC year.
L. Jointly, with the incoming Treasurer, arrange for the annual audit of all accounts. Books shall be turned in to the Auditor by the last working day of June and shall be subject to audit in accordance with Installation guidelines and as presented in Article IX, Section 5 of the Constitution. An audit shall be made at any time a
new Treasurer assumes the duties between regular elections.
M. The outgoing treasurer should arrange with the accountant for the timely filing of all appropriate tax forms and fees. Taxes are due no later than 15 October.
N. Ensure that any funding appropriations, approved and not paid by the end of the CBSC year, remain in the appropriate account.
O. Secure the President as a second authorized signature for an approved expenditure over one thousand dollars ($1,000.00).
P. Ensure that the proper insurance policies that are required herein and in the CBSC Constitution and Bylaws are up-to-date and in compliance.
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Q. Coordinate with outgoing Board members to prepare proposed budget recommendations of the Operating and Outreach Accounts for the following year. R. Must submit to the State of PA, Bureau of Charitable Organizations (BCO) paperwork annually.
T. Coordinate with the Secretary to maintain CBSC Permanent Records IAW Article X of the Constitution and as specified in these Bylaws.
U. Share access, along with the President, to a master list of all CBSC passwords maintained by the Secretary.
S. Serve on the Scholarship committee as a voting member, if desired.
T. Disburse scholarship checks directly to awardees within 7 business days of award or no later than May 15.
Section 8 − Parliamentarian shall:
A. Perform all duties IAW Article III of these Bylaws.
B. Be appointed by the President as a non-voting member of the Executive and Governing Boards.
C. Be the parliamentary authority on all procedures to ensure orderly conduct as outlined in Robert's Rules of Order, Revised and to oversee and advise the Executive Board, Governing Board and General Membership on voting and parliamentary procedures in accordance with the CBSC Constitution, Bylaws, and AR 210-22.
D. Provide advice on parliamentary procedures in a simple manner.
E. Advise and aid the President as needed in following: Constitution, Bylaws, AR 210- 22 and other regulations as required.
F. Maintain a copy of the Constitution and Bylaws and be responsible for seeing that copies of the Constitution and Bylaws are made available electronically to the General Membership.
G. Have, for reference and Permanent Records, all pertinent copies of DOD, Army, and Carlisle Barracks Regulations IAW Article X of the Constitution.
H. Assist the President and Secretary with the filing of paperwork for Non-Federal Entity approval to FMWR for permission for CBSC to operate on Carlisle Barracks every two years.
I. In August/September, host a special review meeting: “Get to know your Constitution and Bylaws” with the Governing Board.
J. Coordinate all voting, including written and absentee ballots, at all Executive Board, Governing Board, and General Membership meetings. Absentee ballots, if required, will be made available for the April election of officers as specified in these Bylaws.
K. Administer any telephonic or electronic votes as specified in these Bylaws and coordinate with the Secretary to enter such action and its results in an addendum to the minutes to be read at the next board meeting.
L. Chair the Nominating Committee as specified in these Bylaws.
M. Chair the Constitution and Bylaws Review Committee as specified in these Bylaws. N. Be a member of the Budget and Scholarship Committees.
O. Work cooperatively with the 1VP to host the Installation of Elected officers in May.
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ARTICLE V − RESPONSIBILITIES OF THE APPOINTED CHAIRS OF THE GENERAL BOARD
The duties of each Chair of the General Board shall be those implied by their respective titles, those prescribed by the Constitution, and those specified by the Bylaws.
A. The Appointed Chairs of the General Board may include, but is not limited to: 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.
B. All General Board Chairs shall be CBSC Active or Associate Members in Good Standing IAW Article IV, Sections 1, 2, and 3 of the Constitution.
C. Attend monthly Governing Board meetings, General Membership programs and events, and other meetings as deemed necessary in their job description. a. Governing Board meeting absences should be reported IAW Article VI, Section 6 of the Constitution.
D. Be a voting member of the Governing Board and General Membership. E. Each General Board position may have one (1) vote. In the case of co-chairs, only one (1) vote is authorized IAW Article VI, Section 8 of the Constitution.
F. If absent, may be represented by a non-voting subcommittee member at a Governing Board meeting.
G. Ensure the President reviews all correspondence to the General Membership and/or public BEFORE distribution.
H. Prepare and submit a proposed budget to the Treasurer at the beginning of the board year, if required, and operate within individual budget allowances as approved by the General Membership. Unbudgeted expenditures may be approved IAW Article IX, Section 9 of the Constitution.
I. Turn over all monies collected to the Treasurer within 72 hours of a CBSC event, along with receipts and a cash collection sheet.
J. Submit a monthly Board Report, to include a “no report,” to the Secretary by the designated deadline. Written board reports serve to advise the Secretary and President of items required for placement on meeting agendas.
K. Submit a detailed year-end AAR electronically, NLT the May Governing Board meeting to the Secretary, as specified in these Bylaws. The AAR shall include revenues, expenditures, data, and all other pertinent information relating to their positions.
L. Assist the Secretary and Treasurer in gathering required Permanent Records documents, IAW Article X, Section 2 of the Constitution.
M. Maintain a Continuity Folder as specified in these Bylaws.
N. Maintain CBSC Gmail and Google Drive storage for their position containing all documents relevant to their position and/or as otherwise required IAW Article X of the Constitution and as specified in these Bylaws.
a. Each Board member is responsible for making sure this drive is updated and accessible by the Secretary by 31 May of the current club year, or upon
vacating their board position.
b. Each Board member is responsible for notifying the Secretary of any changes to their CBSC Google password.
O. May form a subcommittee to assist with planning, with permission of the President.
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a. Subcommittees, which fall under a specific Governing Board position, are the responsibility of that Governing Board member.
b. Updates from subcommittees will be part of that Executive Board member’s monthly board report.
c. Subcommittee members shall be CBSC Members in Good standing IAW Article IV, Sections 1 – 5.
P. Submit when appropriate, information to the Publicity/Social Media Chair and Webmaster Chair for posting and distribution.
Q. Perform additional duties as assigned by the President.
ARTICLE VI − DUTIES OF THE APPOINTED CHAIRS OF THE GENERAL BOARD
Section 1 −Community Outreach Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Coordinate, update, and assemble contacts with non-profits/charities, and foundations in the local community that are in need of volunteers or donations for their endeavors.
C. Identify potential groups/events in need of CBSC support of donations and/or volunteers.
D. Plan and coordinate donation drives (i.e. coat and toiletry) to be conducted at CBSC programs and events, in coordination with 1VP, and volunteer outreach opportunities for local charity/foundations for the year and present to the Governing Board for approval.
E. Coordinate with Volunteer Coordinator Chair for volunteers from the membership and the Volunteer Affiliate Participants for volunteer outreach opportunities.
F. Collect donations and appraise the estimated value of the donations.
a. Include estimated appraised value of donations, along with a running, cumulative yearly total, in monthly Board Reports.
G. Deliver donations monthly to chosen charity.
H. Coordinate publicity with the Publicity/Social Media Chair and Webmaster Chair, to inform the members and the public of CBSC donations and outreach efforts. I. Maintain the social media for the Community Outreach page and send monthly emails with volunteer opportunities to the interested volunteers if applicable. J. Include in all Community Outreach Program communications when volunteers are used:
a. Neither CBSC, Carlisle Barracks, nor the Government will have any liability for the volunteers’ actions or debts.
b. CBSC is in no way promoting and/or endorsing any of the organizations financially or otherwise through the Community Outreach Volunteer Program. K. Shall be the Organizational Point of Contact (OPOC) in the event the Volunteer Coordinator Chair is empty.
L. Act as liaison to Carlisle Barracks Scouting America Troop(s) and report on scouting activities as needed and/or required.
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Section 2 − Historian Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Take photos at all official CBSC functions and CBSC sponsored programs and events and as requested.
CBSC Bylaws − Revised April 2025 12
C. Coordinate with Chairs, General Membership for additional photos at CBSC programs and events.
D. Coordinate with Membership Chair for photo release language for inclusion on membership application.
E. Submit photographs to the Publicity/Social Media Chair and Webmaster Chair for publication/posting on social media platforms and CBSC website.
F. Prepare and assemble photo albums for presentation at the end of the board year. a. Submit photo album draft to the 1VP for approval prior to printing.
b. Books are presented to the President, Honorary President(s), and Advisor(s) as appreciation mementos.
G. Label and store all photographic supplies and store digital pictures electronically on the Google Drive.
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Section 3 − Hospitality Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Serve on the Welcome Tea Committee, and other committees as requested. C. Work closely with 1VP for programs, events and socials.
D. Oversee the “welcoming” of members and guests at CBSC General Membership programs and events in order to foster connection and hospitality.
E. Coordinate with 1VP for Door Prize for CBSC programs and events.
F. Coordinate with 2VP for Opportunity Prizes at socials, programs and events. G. Coordinate with President for ways to honor birthdays and other significant events.
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Section 4 − International Fellow (IF) Spouse Liaison Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Serve as a liaison between the IF student spouse membership and/or IF Sponsor and Family Coordinator and the CBSC Governing Board. Provide the board input from IF student spouses and/or IF Sponsor Coordinator.
C. Coordinate with IF Sponsor and Family Program Coordinator to provide information about CBSC and CBSC Membership, programs and events to the IF spouses. D. Assist IF Spouses with properly filling out Membership Applications.
E. Work with IF spouse members to inform them of CBSC programs and events.
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Section 5 − Membership Chair:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Review and update yearly the CBSC membership application, by approval of the President, no later than May 31.
a. Ensure application has all membership categories with associated dues listed.
b. Coordinate with Treasurer and Reservations Chair for current Reservation and No-Show Payment Policy language for inclusion on membership
application.
c. Coordinate with Historian for photo release language for inclusion on membership application.
C. Coordinate the printing of the membership applications and have available for CB Welcome Expo, SSU and Welcome Tea.
D. Ensure online membership application is updated and functional, in partnership with Webmaster Chair.
E. Coordinate with IF Spouse Liaison Chair to assist with IF Spouse Membership applications.
CBSC Bylaws − Revised April 2025 13
F. Collect Membership dues with new member applications, in partnership with the Treasurer.
G. Compile and maintain a complete and accurate membership roster with a copy provided to the President and Secretary, and other Governing Board Members as requested.
H. Email information to General Membership when requested.
I. When instructed by the President, coordinate with appropriate Governing Board members regarding a member’s change in status to “Member Not in Good Standing” status IAW Article XIII, Section 2 of the Constitution and as specified in the Bylaws.
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Section 6 − Property Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Ensure all building regulations are observed and CBSC storage areas are in good order.
C. Purchase, request, and maintain inventory and/or sign for all properties and supplies assigned to those areas.
D. Be responsible for all CBSC property, including keeping an updated inventory that must be completed at the beginning and end of term.
E. Ensure no property is kept at a member’s home unless it is there for cleaning and/or repair.
F. Ensure an updated and accurate loan contract is used when/if property is rented. G. Work in conjunction with the 1VP to maintain an accurate inventory of all CBSC property.
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Section 7 − Publicity/Social Media Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Serve as administrator and maintain CBSC and Governing Board Social Media pages, which may include, but not limited to: Facebook and Instagram.
a. Ensure the President and Secretary also have admin access.
b. Additional access may be granted as needed with the President’s approval. C. Create and publish announcements of all CBSC programs and events through all suitable media, including but not limited to, flyers, banners, CBSC Facebook and Instagram Pages, MWR Marquee, and the US Army War College Community Calendar. The President will approve all posts/announcements.
D. Provide press releases, including photographic coverage of CBSC programs and events, to the media after clearance, when required, by Army officials.
E. Assist, when requested, with flyers and/or other graphic design for programs and events.
F. All publicity requests and details are due the Publicity/Social Media Chair NLT the first of every month for the following month’s events (i.e. request/details for October program are due NLT 1 September, etc.).
G. Oversee the publication (and/or printing) of any other CBSC literature. H. Coordinate with the Secretary to maintain for Permanent Records all CBSC publicity for programs and events to include, but not limited to, programs, ad layouts, flyers, etc.
I. Work closely with the Webmaster Chair to ensure all CBSC programs and events are posted to the website.
Section 8 − Reservations Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
CBSC Bylaws − Revised April 2025 14
B. Review and update the Reservation Policy Letter no later than 31 May, with approval of the President.
C. Submit any changes to the Reservation Policy and/or No-Show Payment Policy for publication on the CBSC website, social media pages, and/or email and Membership applications.
D. Accept reservations for the CBSC programs and events and maintain an accurate guest list for each function.
E. Provide reservation count to Chairs as required.
F. Ensure General Members who make reservations for CBSC programs are held responsible for payment. In the event a member fails to cancel a reservation by the deadline (as per the Reservation Policy), the Chair shall send out a collection letter/email within one (1) week of the event. Collect all appropriate charges in accordance with the No Show Payment Policy as specified in these Bylaws.
G. Notify the President, Treasurer, and Membership Chair, if a member does not pay for a missed program or event within one (1) month of the event as specified in these Bylaws.
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Section 9 − Retiree Representative Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
F. Serve as a liaison between the retiree membership and the CBSC Governing board. a. Provide the Governing board input from retiree membership.
b. Provide information about CBSC and CBSC programs and events to the retiree membership.
B. Coordinate with CBSC Governing board for donated food items for Garrison Retiree Appreciation Day.
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Section 10 − Scholarship Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Coordinate with the President to determine goals/direction of the scholarship program for the year. Discuss how and when scholarships will be distributed. C. Establish a Scholarship Committee for the CBSC Merit Scholarship Program by 1 October.
a. Coordinate, update, and assemble scholarship application materials.
D. Scholarship Committee shall consist of, but not limited to: Scholarship Chair, President or designee, and Parliamentarian as non-voting members as well as five (5) to eight (8) General Membership members, in Good Standing, as voting members as specified in the Bylaws. The Treasurer shall be invited (but not required) to sit on the committee as a voting member.
E. Chair the Scholarship Committee as specified in these Bylaws in order to select scholarship recipients from high school seniors and CBSC members and/or their immediate family members.
F. Due to conflict of interest, any General Members and/or parents of students applying for a scholarship are not eligible to serve on the Scholarship Committee.
G. Meet with the committee as designated by the Scholarship Chair.
H. Work with the committee to develop and/or revise evaluative and objective rubric for non-essay portion of the scholarship application for approval by the Executive Board.
I. Submit Scholarship Policy and Application, prior to publication, for approval by the Executive Board no later than 1 December.
J. Submit Scholarship Application information to Publicity/Social Media and Webmaster Chairs.
CBSC Bylaws − Revised April 2025 15
a. Publicize scholarship availability and eligibility requirements through
community information forums, Club website, and Facebook page prior to application availability date.
K. Ensure CBSC Scholarship Requirements are adhered to as follows, in accordance with Article IV, Sections 2 - 5 of the Constitution:
a. Applicants must meet Criteria b; Criteria c-i, c-ii, OR c-iii; Criteria d; AND Criteria d.
b. Be a CBSC Active or Associate Member in Good Standing and/or their dependent. Membership must be current as of 31 December, or within 60 days of report date on official orders. Orders must have arrived after 1
October.
c. Eligible dependents are defined as:
i. A current, graduating high school senior or home-schooled equivalent, who resides within 50 miles of Carlisle Barracks. Also included are
children of USAWC students living with a non-student parent or
guardian.
ii. Continuing education students enrolled in an accredited vocational
school, college, university, or certification program.
iii. CBSC Active or Associate member or spouse enrolling in an
accredited vocational school, college, university, or certification
program.
d. The Applicant must enroll as a matriculated student as defined by the vocational school, college, university or certification program during the
“insert correct year” academic year.
e. Applicants must have an active ID card.
L. Prior to Awardee notification, present to the CBSC Governing Board any Scholarship Committee recommendations concerning the number of selected awardees and suggested scholarship amounts and/or percentages.
M. All Scholarship Committee recommendations become final after presentation and approval of the Governing Board.
N. After Governing Board approval, notify each applicant in writing, of the outcome of their scholarship application.
O. Organize and orchestrate the Scholarship Awards Ceremony.
a. Invite awardees or their representatives, CBSC Governing Board,
Scholarship Committee, community members, and distinguished guests to the spring Scholarship Awards Ceremony.
P. With consent from the recipient(s), submit scholarship recipients’ names to the Publicity/Social Media Chair and Webmaster Chair for publication, as specified in these Bylaws.
Q. Coordinate with the Treasurer for the disbursement of funds directly to the awardee. R. In order to protect applicant privacy, at the conclusion of the board year only keep redacted applications and master spreadsheet list on the Scholarship Google Drive with Scholarship Chair as the sole owner of those documents.
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Section 11 − Student Representative Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Shall be a USAWC student spouse.
C. Serve as a liaison between the student spouse membership and the CBSC Governing Board.
a. Provide the Governing board input from student spouse membership.
CBSC Bylaws − Revised April 2025 16
b. Provide information about CBSC and CBSC programs and events to the student spouse membership.
D. Serve as a liaison between the CBSC Governing Board and the USAWC Spouse Ambassadors.
E. Assist the Community Outreach Chair with the volunteer affiliate participants as needed.
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Section 12 − Sub Club Chair
A. Perform all duties as outlined in Article V of these bylaws.
B. Serve as a liaison between the Governing Board and the Sub Club Leaders. C. Recruit and provide oversight to CBSC Sub Clubs and Sub Club Leaders. D. Maintain a roster of Sub Club Leaders.
E. In partnership with Membership Chair, have access to the current CBSC Membership Roster.
F. Ensure all Sub Club Leaders are aware of CBSC policies, to include, but not limited to:
a. Sub Club Leaders and participants must be CBSC Members in Good Standing IAW Article IV, Sections 1 – 6 of the Constitution.
b. Guest Policy IAW Article IV, Sections 9 and 10 of the Constitution.
c. Reservation Policy - Coordinate with Reservation Chair for current policy. G. Assist Sub Club leaders in scheduling to ensure Sub Club events do not conflict with official CBSC programs and events.
H. Assist Sub Club Leaders with advertising their schedules and events, in partnership with Publicity/Social Media Chair and Webmaster Chair.
I. Must be an admin on all Sub Club Social Media pages/groups, including both public and private pages/groups.
J. Coordinate with Volunteer Coordinator Chair for Sub Club Leader and participant volunteer hours when applicable.
K. Hold an in person or telephonic AAR session with Sub Club Leaders at the end of the board year to discuss recommendations and interest in remaining a leader for the upcoming year.
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Section 13 − Tourista Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Present an annual plan of proposed trips and tours to points of interest by the August board meeting.
C. Coordinate all necessary arrangements, including travel arrangements, depending on the type of tour.
D. Advertise trips/tours in coordination with the Publicity/Social Media Chair and Webmaster Chair.
E. Be bonded in order to handle monies in accordance with CBSC duties. F. In case of an event cancellation and/or any changes, be responsible to notify all tour attendees. In the event of cancellation, coordinate with the Treasurer for
reimbursement of each participant's money.
G. Ensure members who make reservations for tours are held responsible for payment IAW the CBSC Reservation Policy and No-Show Payment Policy and as specified in these Bylaws.
a. Coordinate with Treasurer and Reservation Chair for current policies.
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Section 14 − Vendor Coordinator Chair shall:
A. Perform all duties as outlined in Article V of these Bylaws.
CBSC Bylaws − Revised April 2025 17
B. Review, update, and revise the Vendor Policy, Vendor Application, and Vendor Contract, hereby known as Vendor Packet, by 1 August, with approval of the President.
C. Coordinate with the Publicity/Social Media Chair and Webmaster Chair to publish initial advertising packets to vendors for CBSC programs and events.
D. Set and coordinate Vendor contracts prior to first CBSC vendor event. E. Contact vendors in advance of their CBSC program/event and assign a table. F. Notify the 1VP and/or 2VP of the number of vendor tables needed prior to the reservation deadline.
G. Coordinate and collect any Vendor opportunity donations when needed. H. Ensure each vendor has completed the Vendor Packet prior to any participation at CBSC programs and events.
I. Enforce that all vendors abide by the Vendor Packet agreement.
J. Serve on the Super Sign Up Committee and other committees as requested.
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Section 15 − Volunteer Coordinator Chair
A. Perform all duties as outlined in Article V of these Bylaws.
B. Establish policies and procedures to cover volunteer registration, reporting of hours, and appreciation.
C. Attend OPOC training, and act as the Organization Point of Contact (OPOC) for the Volunteer Management Information System (VMIS).
D. Maintain and approve volunteer hours in VMIS each month.
E. Attend Installation Volunteer Council meetings as a representative of CBSC. F. Maintain monthly records of volunteer hours for CBSC Board members, Sub Club leaders, and CBSC volunteers.
a. Coordinate with Secretary for Governing Board volunteer hours reported in monthly board reports.
G. Coordinate with Governing Board Chairs for volunteer needs and communicate to Membership.
H. Act as an information connection point to provide volunteer opportunities to membership and Volunteer Affiliate Participants, according to Article IV, Section 7 of the Constitution.
I. Coordinate, update, and assemble materials and applications for the CBSC Volunteer Associate Members and Community Outreach Volunteer Program. J. Plan volunteer recognition prior to the end of Board Year, in partnership with 1VP. K. Work with President for nominations and prepare Volunteer of the
month/quarter/year packets for submission to the Installation Volunteer Coordinator (IVC).
L. In the absence of the President, attend the Volunteer of the Quarter Ceremony when a CBSC volunteer Is being recognized.
M. Include in all Community Outreach Volunteer Program communications when volunteers are used:
a. Neither CBSC, Carlisle Barracks, nor the Government will have any liability for the volunteers’ actions or debts.
b. CBSC is in no way promoting and/or endorsing any of the organizations financially or otherwise through the Community Outreach Volunteer Program.
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Section 16 − Webmaster Chair shall
A. Perform all duties as outlined in Article V of these Bylaws.
B. Maintain CBSC website.
C. Publish announcements of CBSC events and news.
CBSC Bylaws − Revised April 2025 18
D. Update website monthly with relevant and timely information about CBSC and upcoming events.
E. Protect General Member privacy on CBSC website. Coordinate with Membership Chair and Historian Chair to ensure photos that are displayed are in accordance with CBSC Photo release.
F. In coordination with Parliamentarian, publish the current CBSC Constitution and Bylaws on CBSC website.
G. Maintain a calendar of CBSC events on the website.
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ARTICLE VII − SPECIAL COMMITTEES
Special committees may be created, changed, or abolished at the discretion of the President with a majority approval of the Executive Board.
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Section 1: All Special Committee Chair(s) shall:
A. Perform all duties as outlined in Article V of these Bylaws.
B. Be appointed by the president, unless otherwise specified in the Bylaws. C. Appoint, as needed, their own committee members who are CBSC Members in Good Standing.
D. Provide the Volunteer Coordinator Chair with a list of all committee members so their volunteer hours are collected and recorded.
E. Report to the Governing Board as directed by the President.
F. Submit, upon completion of the project, a written AAR to the President and Secretary.
Section 2 − Nominating Committee shall:
A. Be chaired by the Parliamentarian and convene NLT February.
B. Consist of the Parliamentarian, President, Honorary President(s), Advisor(s), and/or their designees, and a minimum of two (2) members of CBSC.
C. President, Honorary President(s), Advisor(s) or their designees shall be non-voting members of this committee. The Parliamentarian may vote in case of a tie. D. Committee Members will maintain confidentiality of all committee proceedings. E. Executive Board Officer nominees must be current Active Members in Good Standing IAW Article IV, Sections 1 and 2 of the Constitution.
F. The Nominating Committee will create an application for potential Executive Board Officer nominees.
G. Select a slate of potential Executive Board Officer nominees. A single slate may be selected, but no more than three (3) nominees shall be selected for each office. H. Present the slate of Executive Board Officer nominees and biographies to the Governing Board for approval at the April Governing Board meeting.
I. The approved slate of Executive Board Officer nominees will be presented at least one (1) week prior to the scheduled General Membership vote in April.
J. After slate presentation, nomination(s) from the General Membership shall be accepted in person and electronically, only with prior consent of candidate(s) until nomination(s) close as designated by the Parliamentarian.
K. The Parliamentarian will present the slate of Executive Board Officer nominees for General Membership vote.
CBSC Bylaws − Revised April 2025 19
L. The Parliamentarian and one (1) member of the committee will be responsible for counting votes and announcing the newly elected Executive Board Officers at the end of the voting period.
M. Coordinate with the Secretary to ensure vote results are recorded in the appropriate minutes.
N. Newly elected Executive Board members will be installed in May.
O. Elected Officers are authorized to assume their positions on 1 June.
P. The Parliamentarian will submit the new Executive Board officers to the Publicity/Social Media Chair and Webmaster Chair to be published on the club social media and website.
Q. Any names collected by the Nominating Committee wishing an Appointed Chair of the General Board position will be provided to the newly elected President for consideration.
Section 3 − Budget Committee shall:
A. Be chaired by the Treasurer.
B. Consist of the members of the Executive Board: President, 1VP, 2VP, Secretary, Parliamentarian, and any other chairs deemed necessary. The Honorary President(s) and/or Advisor(s) will be invited to attend.
C. Prepare and submit a proposed budget for the CBSC year to be presented to and approved by the Governing Board at the August Governing Board meeting. The proposed budget is then taken to the General Membership for approval at the next regularly scheduled General Membership meeting.
D. Recommend budget limitations for Governing Board position(s) and/or committee(s). E. Advises the Governing Board of any budget imbalance and recommends changes necessary in the budget for approval during the year as needed.
F. A minimum of $2,500.00 shall be carried forward in the Outreach budget for the next year’s board. Additional sums may be reserved and granted at the discretion of the Executive Board.
G. A minimum of $5,000.00 shall be carried forward in the Operating Budget for the next year’s board year. Additional sums may be reserved and granted at the discretion of the Executive Board. The Operating Budget consists of all monies necessary for CBSC operations other than Outreach budget.
H. Ensure the Operating and Outreach Funds are kept on deposit to the credit of the CBSC at an FDIC financial institution. Funds are currently held at Navy Federal Credit Union, Carlisle Barracks, PA.
Section 4 − Constitution and Bylaws Review Committee shall:
A. Be chaired by the Parliamentarian.
B. Consist of the President, Honorary President(s), Advisor(s), Secretary, and at least two (2) other CBSC members.
C. Review the Constitution and Bylaws every two (2) years to ensure these documents accurately and effectively govern the CBSC pursuant to its purpose IAW Article II and Article XI, Section 3 of the Constitution and in accordance with applicable Carlisle Barracks, USAWC, and Army Regulations 210-22.
D. Convene any time after the beginning of the designated CBSC year, but NLT January.
E. Request Constitution and Bylaws revision/amendment suggestions from Membership prior to meeting.
F. Ensures revisions and/or amendments to the Constitution and/or Bylaws are IAW Article XI, Section 3 of the Constitution.
CBSC Bylaws − Revised April 2025 20
G. Have for reference, all pertinent copies of DOD, Army and Carlisle Barracks Regulations.
H. Submit approved changes to the Carlisle Barracks Garrison Command office for filing and signature as specified in these Bylaws and AR 210-22, 2-1.
Section 5 − Scholarship Committee shall:
A. Be chaired by the Scholarship Chair.
B. Consist of President, or designee, and Parliamentarian as non-voting members as well as five (5) to eight (8) General Membership members, in good standing, as voting members as specified in these bylaws. The Treasurer shall be invited (but not required) to sit on the committee as a voting member.
C. Due to conflict of interest, any General Members and/or parents of students applying for a scholarship are not eligible to serve on the Scholarship Committee and must recuse themselves.
D. Meet as designated by the Scholarship Chair.
E. Develop and/or revise evaluative and objective rubric for the non-essay portion of the scholarship application for approval by the Executive Board.
F. The committee will recommend the number of scholarship awards to be given as well as their value using available Scholarship funds and receive approval by a vote from the Governing Board.
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Section 6 − Other Temporary Committee Positions:
A. The President, with approval of the Executive Board, may appoint other committees. This may include any temporary committees or positions. The Executive Board shall determine their duties and terms of office. They shall have no vote on the Governing Board.
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ARTICLE VIII − MEETINGS
Section 1 − General Membership Meetings:
A. General Membership meetings (programs, events, and/or socials) will be held on the third (3rd) Wednesday of the month from September through May, when possible. The Executive Board may change the meeting schedule.
B. Special meetings of the General Membership, solely for the purpose of conducting business, may be called by the President with the approval of the Executive Board. C. Any member may seek to have a special meeting called by submitting such a proposal to the President.
a. Should that fail, the member may directly petition any Governing Board member to agree to bring the proposal before the Governing Board, who must consider the matter.
b. Approval of the proposal occurs with two-thirds (2/3) of the voting members of the Governing Board in agreement.
D. A quorum of the General Membership shall be defined as those members present. E. Any issue to be voted upon by the General Membership shall be decided by a majority of the quorum.
Section 2 − Governing Board Meetings:
A. Governing Board meetings will be held on the first (1st) Wednesday of the month unless otherwise designated by the Executive Board.
CBSC Bylaws − Revised April 2025 21
B. Business shall be conducted when a quorum is present.
C. A quorum shall consist of a majority of the voting members of the Governing Board. D. The vote of the majority of the quorum shall govern, unless otherwise directed by the Constitution or these Bylaws.
E. Any Member in Good Standing may attend Governing Board meetings with twelve (12) hour prior written notice to the President. Said member shall not voice or vote at these meetings.
F. The regularly scheduled May Governing Board meeting shall be a transitional meeting with both current members of the Governing Board and the incoming elected members.
Section 3 − Executive Board Meetings:
A. Executive Board meetings shall be held prior to the Governing Board meetings or as designated by the President.
B. Business shall be conducted when a quorum is present.
C. A quorum shall consist of a majority of the voting members of the Executive Board. D. The vote of the majority of the quorum shall govern, unless otherwise directed by the Constitution or these By-Laws.
ARTICLE IX − FINANCES
Section 1
All dues and monies generated from within the membership shall provide the main source of funds for the Operating Account. Sources of funds for the Outreach Account shall be generated from the charitable fundraising events and contributions designated for Outreach.
Section 2
No less than $5,000.00 shall be maintained in the Operating Account for the next year’s board. No less than $2,500.00 shall be in the Outreach Account for the next board’s year. These amounts are in addition to any obligation funds not paid by the end of the year as specified in these Bylaws.
Section 3
General Membership shall adhere to the following No-Show Payment Policy: A. Members who make a reservation for any CBSC program or event will be held responsible for full payment/cost.
B. Members who make reservations for an eligible guest, in accordance with Article IV, Section 9 of the Constitution, will be held responsible for full payment/cost should their guest be a “no-show”.
C. Payment is due within 72 hours following the event.
D. For CBSC programs and events, the Reservations Chair will send out a collection letter via email within one (1) week of the missed program requesting payment due immediately, as specified in these Bylaws.
E. If payment is not received within the specified date the member will be listed as a Member Not in Good Standing with disciplinary measures as per Article XIII, Section 2 of the Constitution and as specified in these Bylaws.
A. Any Member not complying with the collection letter email may be removed from General Membership, IAW Article XIII, Section 4 of the Constitution and as specified in these Bylaws.
CBSC Bylaws − Revised April 2025 22
B. Members who make payment as requested will again be listed as Member in Good Standing.
Section 4
A. The Treasurer’s books shall be subject to audit annually or on change of Treasurer, regardless of the time elapsed, IAW existing Carlisle Barracks installation regulations and AR 210-22,5-3.
B. 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 FMWR IAW Article IX, Section 5 of the Constitution.
Section 5
A CBSC member may formally request, in writing, and at the discretion of the President, to inspect the financial records.
Section 6
All financial guidelines are established and presented in Article IX in the CBSC Constitution and must be adhered to.
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ARTICLE X − VOTING PROCEDURES
All eligible members will be given the opportunity to vote. Members must be Members in Good Standing in order to be eligible to vote as defined in the Constitution IAW Article IV, Section 1 of the Constitution.
Section 1 − General Membership Motions
Any motion to be presented at the General Membership meeting must be submitted in writing to the President and Parliamentarian at least twenty-four (24) hours prior to the scheduled meeting.
Section 2 − Election Voting
The General Membership shall elect the CBSC Executive Board annually every spring. The following, Roberts Rule of Order, Revised procedures shall be used in the election: A. Absentee Voting:
a. Absentee ballots and the slate of nominees will be available by the
Parliamentarian, electronically by the last day of March.
b. Absentee ballots will be emailed. if requested.
c. Absentee ballots will be due electronically to the Parliamentarian by
designated deadline.
d. A valid absentee vote consists of the voter’s selections, as well as the voter’s name, sent from a vetted email address that has been cross-referenced from the membership list.
B. In-Person Voting:
a. Eligible voters must sign for a ballot at the voting table after being cross referenced on the membership list to verify no vote has been previously cast. b. Voters are allowed to cast votes in secrecy.
c. Voting will conclude at designated time, as per the Parliamentarian.
d. If a single slate is presented for voting, a simple show of eligible members' hands conducted by the Parliamentarian is allowed.
CBSC Bylaws − Revised April 2025 23
C. Tabulation of Votes:
a. Upon conclusion of the election, both absentee (if any) and in-person ballots will be tallied by the Parliamentarian or his/her designee and verified by the Advisor(s).
b. The officers shall be elected by a majority vote of ballots received, or show of hands, and valid absentee ballots (if any) during the April General
Membership Program.
c. Elections results will be announced prior to the conclusion of the April General Membership Program.
d. The number of votes cast for each candidate will not be published. A
candidate may submit a request in writing to the Parliamentarian no later than fifteen (15) days after the elections are held for a recount of his/her specific office. The recount committee will be appointed by the Advisor(s), consisting of at least three (3), but no more than five (5) CBSC Members in Good
Standing.
e. If all offices are uncontested, the slate may be accepted by acclamation.
Section 3 − Telephonic and/or Electronic Voting:
A. The President shall have the authority to authorize a vote by telephone or electronically in the event of the requirement of an immediate decision to conduct CBSC business expeditiously.
B. The telephone or electronic vote is to be administered solely by the Parliamentarian and reported to the Secretary. The minutes shall include the exact wording of the main motion, the names of the CBSC Governing Board members who cannot be contacted and the exact account of the vote.
C. If there is no email response from a Governing Board member within the allotted time frame of the vote request being emailed, the Parliamentarian is required to attempt contact with the Governing Board member.
D. A two-thirds (2/3) majority vote is necessary to approve the motion.
E. The Parliamentarian will inform the Governing Board members of the results of any electronic vote within one (1) week of their conclusion.
F. Vote must be conducted within the allotted time frame.
G. All members eligible and in Good Standing are allotted one vote per motion presented at General Membership events.
Section 4 − Governing Board Co-Chair Position(s)
A. All Appointed Chairs of the General Board positions, 1VP, 2VP, Secretary, and Treasurer are granted one (1) vote each per motion.
B. Executive Board positions may not by co-chaired IAW Article VI, Section 3 of the Constitution.
C. Positions that are co-chaired must share one (1) vote. It is one (1) vote per position, not person.
D. The President may vote in the event of a tie as in accordance with Article VI, Section 8 of the Constitution.
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ARTICLE XI − GENERAL PROVISIONS
Section 1 − Post Office
A. All correspondence and bank statements shall be directed to the CBSC Post Office Box at the Main Post Office on Louther Street, Carlisle, PA rather than a home address. B. The official address of the CBSC is: PO Box 924, Carlisle, PA 17013.
Section 2 − After Action Reports (AAR)
No later than May Board meeting, all officers, all Appointed Chairs of the General Board, all Subcommittees, and all Special Committees shall submit an AAR electronically to the Secretary and keep a copy for their electronic Continuity Folders.
A. The Secretary shall store the AAR’s IAW Article 10 of the Constitution.
Section 3 − Continuity Folder
A. All Officers and all Appointed Chairs of the General Board are required to keep and maintain an electronic Continuity Folder for their position.
a. A physical Continuity Folder may be kept for hardcopies of any paperwork pertinent to the position. Physical folders shall be turned in to the Secretary NLT May Governing Board meeting and are the property of CBSC.
B. For each board year, a file should be created by each board member on their position’s Google Drive, to serve as an electronic continuity folder, labelled for that board year, and containing:
a. A current copy of the Constitution and Bylaws.
b. Year-end AAR, and any other AARs relating to their position, including Special Committees and Subcommittees they chaired.
c. A copy of monthly Governing Board minutes – from a Google Drive file shared by the Secretary.
i. Officers will also keep a copy of monthly Executive Board minutes -
from a Google Drive file shared by the Secretary.
d. A copy of monthly Financial Reports – from a Google Drive file shared by the Secretary.
e. All other documentation relevant to their position, or necessary to assist an individual serving in the position in the subsequent club year.
Section 4 − CBSC Records:
A. 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 and Article X of the Constitution.
B. All Permanent Records and Treasurer financial reports and records shall be held for seven (7) years, in accordance with Article X of the Constitution.
Section 5 − Children
No children between the ages of six (6) months and seventeen (17) years will be in attendance at any General Membership Program or Club function unless there is prior approval, or it has been designated a Family Event.
Section 6 − Conduct
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All members shall be responsible for their conduct and that of their guests IAW Army Regulations and Article IV, Section 9 of the Constitution.
Section 7 − Sub Clubs
A. Sub Clubs include special interests of CBSC members. These include but are not limited to clubs with interests of: Wine, Bunco, Book, Playgroup, Craft, Gourmet, Lunch Bunch, Quilting, Bowling, and Writing.
a. New Sub Clubs may be added if there is interest, a leader has stepped forward, and at the discretion of the Governing board.
B. The Sub Club Chair provides oversight of the Sub Clubs, Sub Club Leaders and any social media used by leaders to promote the Sub Club.
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ARTICLE XII − APPRECIATION MEMENTOS
A. An appreciation memento, not to exceed $150.00 (requirement one (1) year term) or $300.00 (requirement two (2) year consecutive term), and a CBSC Photo Album will be presented to the CBSC President at the completion of their term(s).
B. The 1VP is responsible for purchasing this memento.
C. Appreciation Mementos for the Governing Board members will not exceed the approved budget line associated with board gifts.
D. A Governing Board member must serve at least six (6) months of their term of office to receive an appreciation memento or at the discretion of the Executive Board approval.
E. An appreciation memento may be given to the Honorary President(s) and/or Advisor(s) at their departure or at the discretion of the Executive Board.
F. A photo album will be presented to the Honorary President(s) and Advisor(s) at the end of the board year.
G. CBSC will comply with AR 210-22 and AR 215-1.
H. The office of Staff Judge Advocate is the POC concerning any Army Regulations.
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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
A. A Member Not in Good Standing will be notified by the CBSC President in writing upon:
a. 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.
b. Re-entering Member in Good Standing status.
B. Members Not in Good Standing status shall be subject to the following disciplinary measures until terms of returning to Member in Good Standing
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are met:
a. Shall not be able to attend CBSC programs and/or events, in any form. b. Shall not be able to attend any related Sub Club events.
c. Shall not apply for eligible Scholarships.
d. Shall not serve on any subcommittees.
e. Shall not hold elected or appointed office
Section 3 − Removal of a Governing Board Member
A. 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:
a. Continued failure of their responsibilities and/or duties as specified in the Bylaws.
b. Three unexcused Governing Board meeting absences as per Article VI, Section 6 of this Constitution.
c. If their conduct causes hardship, conflict, or is injurious to the organization or its purposes, to include, but not limited to the following:
i. Loss of confidence
ii. Lack of adequate competence
iii. Lack of ability to meet deadlines
iv. Lack of integrity
v. Poor attitude
vi. Inability to get along with others
B. Procedures for removal of a Governing Board Member are found in Article XIII of the Constitution.
Section 4 − Membership Termination
A. 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.
B. Any or all of the following terminates membership (cause)
a. Members permanent departure from the Carlisle Barracks area.
b. Loss of “member in Good Standing” status as defined herein and in Articles IV and XIII of this Constitution and as specified in the Bylaws.
c. Written resignation to CBSC.
d. Failure to adhere to the Constitution and Bylaws.
e. Negative slander or conduct detrimental to CBSC or its purposes, to
include via social media.
C. SECTION 6: 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. a. Procedures for removal of general members are found in Article XIII of the Constitution.
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ARTICLE XIV − ADOPTION
Section 1 − Adoption:
A. These Bylaws shall become effective upon adoption by the following: a. These Bylaws were approved by majority of the voting members of the Executive Board, voting in a duly constituted regular Executive Board
meeting, or special meeting held on
April 6, 2025.
b. These Bylaws were approved by a two-thirds (2/3) vote of the Governing Board members present and voting in a duly constituted regular Governing Board meeting, or special meeting held on April 9, 2025.
c. These Bylaws were submitted for approval to the Garrison Commander of Carlisle Barracks on April 30, 2025.
B. Upon approval of the Garrison Commander of Carlisle Barracks or their representative, these Bylaws shall then supersede all previous Bylaws and amendments except that these Bylaws 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 2
In witness whereof, the following o0icers a0ix their signatures:
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