2023-2024 BCSC Executive Board Application

The President will:
1. Preside at all meetings of the Executive Board, the Board of Governors (BOG), and the
general membership.
2. Represent the club in all legal matters and has the authority to change the legal status
of the organization if necessary.
3. Serve as ex-officio member on all committees and the Thrift Shop Advisory Council. In
the event the President is unable to attend a committee meeting they will appoint the
Vice President in their place.
4. Appoint all Standing Committee Chairs, Special Committee Chairs, and a
Parliamentarian, with the advice from an Advisor.
5. Call any special meeting of the Executive Board and/or BOG.
6. Maintain control of all electronic login information.
7. Sign checks and expenditures of funds in the absence of the Treasurer.
8. Co-sign all checks over the amount of the $500.
9. Purchase farewell gifts for outgoing BOG members and departing Advisors with all gifts
being of the same type and value, not exceeding $25 each or equivalent local currency.
Responsible for the discretionary and special budget.
10. Ensure all committee annual reports and all BCSC records are available for the
succeeding BOG.
11. Temporarily reassign essential duties to an available BOG member in the absence of a
BOG member or during the vacancy of a BOG position (while actively seeking a
replacement). Executive Board members will be responsible for filling the positions of
other Executive Board members. The President will present a plan at the beginning of
the year designating a list of succession for each position.

The Vice President (VP) will:
1. Assist the President, and in the President’s absence, perform the duties of that office.
2. Fulfill any non-expired term of the Presidency.
3. Co-sign any checks over $500 in the absence of the President.
4. Plan and coordinate monthly activities and events. Special events are planned in
addition to monthly luncheons (ex. Polish Pottery Bingo, craft nights, outings, etc).
5. Appoint a committee to assist with activities and events as necessary.
6. Serve as a member of the Bazaar Committee.
7. Provide oversight for BCSC Subclubs. Find and appoint leaders for Subclubs, coordinate
with these points of contact on a regular basis. Monitor and admin Subclub social media
groups.
8. Coordinate with the Membership Chair to create a yearly membership drive or
community super sign up.
9. Provide a list to the Publicity Chair of all available monthly and weekly member activities
to be presented to club membership via email, meetings, newsletter submissions, social
media, and the BCSC website.
10. Make activity sign-up sheets available at every club function for all club activities
(events, committees, volunteer opportunities, etc.)
11. Inform the Publicity Chair of planned functions not later than one month prior and
inform the BOG of planned programs.
12. Purchase a farewell gift of the President. Cost not to exceed $50.
13. Act as the point of contact for fundraising requests through the FMWR. Apart from the
Bazaar Chair, the Bazaar Chair can still ask the VP for help navigating required
fundraising requests.
14. Act as the point of contact for Risk Mitigation Plans.
15. Ensure each chairperson submits an after-action report of each fundraiser in accordance
with timelines established by USAREUR Private Organization and Fundraising Policy.
Copies should be furnished to the United States Army Garrison Bavaria (USAGB),
through the director of MWR to the USAGB Commander.
16. Submit to Approving Authority reports and requests for permission to operate as
stipulated in USAREUR Private Organization and Fundraising Policy at least 90 days
before expiration.

The Luncheon Chair will:
1. Plan and organize all monthly luncheons in conjunction with the Reservation Chair.
2. Appoint a committee to assist with monthly luncheon planning, set up, and take down.
Committee may include other BOG members such as the Reservation Chair,
Membership Chair, Ways and Means Chair, and the Vice President.
3. Inform the Publicity Chair of planned functions not later than one month prior and
inform the BOG of planned programs.
4. Act as or designate a MC (master of ceremony) for all luncheons: hosting the event,
making announcements, and introducing speakers.
5. Work with Ways and Means Chair to coordinate for monthly functions.
6. Coordinate gift for program speakers if necessary.
7. Submit dates and themes for next year's luncheons prior to the Summer/Fall
Membership Drive.
8. When planning luncheons, will follow the approved budget, maintain a record of all
purchases, and submit all receipts to the treasurer for reimbursement.
9. Delegate a BOG member to collect opportunity ticket purchases and submit to
Treasurer with completed income voucher.

The Thrift Shop Liaison will:
1. Serve as voting member of the TSAC and officiates as the Chairperson. Serve as a
chairperson of the Thrift Shop SOP Review Committee. Serve as a voting member on the
Scholarship and Grants Committees.
2. Coordinate with the TSAC to ensure that the Thrift Shop operates in accordance with
the BCSC Constitution, BCSC Bylaws, and the Thrift Shop SOP, keeping updated copies of
each document at all of the Thrift Shop locations.
3. Represent the Thrift Shop at the Executive Board and BOG monthly meeting as a voting
member (non-voting on Thrift Shop issues).
4. Support analysis and development of annual Thrift Shop budget in coordination with
General Manager and Bookkeeper to be presented to TSAC for approval.
5. Coordinate initial and renewing of contracts of Independent Contractors, to include
advertisement, interview process, hiring, evaluations, counseling, terminations, and exit
interviews.
6. Be an active volunteer at the Thrift Shop (at least 2 hours monthly at each location for a
total of 4 hours.)
7. Check in with Thrift Shop Independent Contractors monthly.
8. Be familiar with all aspects of the Thrift Shop’s daily operations and procedures.
9. Act as a mediator for any issues between Independent Contractors, in the event they
cannot be resolved by the General Manager.
10. Create and present a monthly report on Thrift Shop operations and financials to the
BCSC BOG to include: consignment, contracts, financial, and volunteer reports.
11. Present to the BCSC BOG all pertinent news related to the Thrift Shops at the monthly
BOG meeting to include closures and pay status of Thrift Shop contract services.
12. Coordinate with General Manager to provide Thrift Shop information and events for the
BCSC monthly newsletter and other publicity.
13. Recruit volunteers for the Thrift Stores at the general membership meetings. Maintain
Thrift Store volunteer relations by proper recognition of specific volunteers and their
achievements; submit monthly volunteer hours and quarterly/yearly recognition to the
Volunteer Chair to be submitted to the AVC.

The Secretary will:
1. Attend and accurately record the minutes of all EXBOG and BOG meetings as well as
general membership meetings when official business or votes are taking place. In the
absence of the Secretary, the Secretary will designate another BOG member to record
minutes.
2. Serve on the following committees: Constitution Review Committee, Bylaws Review
Committee, and Thrift Shop SOP Review Committee.
3. Prepare and distribute Executive Board and BOG meeting agendas.
4. Make approved minutes of the monthly BOG and general membership meetings
available upon request, to include announcement of next BOG meeting date.
5. Send email reminders one week prior to the BOG meeting date, reminding BOG
members to notify the President if member is unable to attend and to turn in monthly
board reports.
6. Notify members of the BOG of any changes in the meeting time and location.
7. Prepare correspondence requested by the President or other BOG members pertaining
to the BCSC business or social functions.
8. Purchase office supplies to include paper, pens, printer cartridges, etc. for the board
room.
9. Submit final approved minutes (of each month) and financial report from the Treasurer
to approved Point of Contact through USAGB.
10. Collect and maintain BCSC internal After-Action Reports and BOG Member end of the
year After Action Reports.
11. Provide oversight for the digital files of the club on the shared BCSC drive.

The Treasurer will:
1. Be custodian of all BCSC funds and ensure the bank accounts maintain the minimum required balances. Processes all monetary transfers for BCSC accounts.
2. Manage the BCSC PayPal account and be responsible for the monitoring and transfer of funds through the PayPal account. Refund any deposits from property rentals returned in good condition.
3. Collect and receive deposits within 3 business days. Record the collection of all BCSC monies. Sign all checks, paying all approved BCSC debts. For accountability purposes, the Treasurer will issue a receipt for all money turned in.
4. Check for and collect payments dropped at Thrift Shops for BCSC.
5. Keep an accurate record of all receipts and expenditures. The current Treasurer will be responsible for keeping all financial records for at least seven years prior.
6. Present a detailed financial report to the BOG monthly.
7. Have all checks over $500 co-signed by the President, in the absence of the President the VP will co-sign the checks. In the absence of the Treasurer, checks $500 or less will be signed by either the President or the VP, checks over $500 will be signed by the President and co-signed by the VP.
8. Submit the books for an annual audit. Request a special audit if resigning prior to the end of a BCSC year.
9. Select the auditor and inform the BOG prior to turning the books over for audit.
10. Annually review the club and thrift shop's liability insurance (including for Bazaar), property insurance and bonding for the President, VP, Luncheon Chair, Ways and Means Chair, Treasurer, Bazaar Chair, Property Chair, Membership Chair, Reservation Chair, Thrift Shop General Manager, Thrift Shop Bookkeeper, Thrift Shop Store Managers, and Thrift Shop Clerks.
11. Submit monthly financial statements signed and approved by the BCSC President to the Secretary at least quarterly for the Approving Authority according to the reporting requirements.
12. Prepare BCSC's proposed budget utilizing BOG member requests and submit it at the September BOG meeting for approval. The proposed budget will then be presented to the general membership at the September luncheon. Obtain mid-year budget review from BOG by January and prepare necessary votes for changes.
13. Create a summer budget with input from the BOG for the following board year.
Approved summer budget will then be presented at the last general membership
meeting of the board year (Installation of Officers).
14. Serve on the following committees: Grants Committee, Scholarship Committee, Bazaar Committee, Thrift Shop SOP Review Committee, and Welfare SOP Review Committee.
15. Serve on the Thrift Store Advisory Council and assist in approving any bonuses,
approving Independent Contractor pay scale, and hiring bookkeeper.
16. Obtain and update night depository agreement with bank for authorized Thrift Shop Independent Contractors, when necessary.
17. Write and disperse checks for approved scholarships within 7 business days of receipt of school information.
18. Write checks for approved grants within 7 days of approval. Coordinate with the Grants Chair to disperse checks.
19. Write checks for approved Bright Eyes Applications within 7 days of approval.
Coordinate with the Bright Eyes Chair to disperse checks.
20. Review monthly Thrift Shop records prepared by Thrift Shop Bookkeeper and sign all Thrift Shop Checks by the 10th of the month.
21. Process stop order on BCSC checks at bank when necessary.
22. Prepare required and appropriate Form-1099s for paid contractors and submit to IRS by IRS deadline.
23. Recommend a budget threshold for welfare programs before being brought to the BOG for a vote.
24. Ensure that mail is picked up from BCSC mailbox weekly and distribute as needed. May delegate this job to another BOG member.