
WHAT WE DO!
Take a look at some of the responsibilities each position holds.
For a complete list please refer to the By-laws.
PRESIDENT
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Preside at all meetings of the Executive Board, Board of Governors (BOG), and club functions.
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Serve as ex-officio member on all committees.
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Act as the official spokesperson for the HCSC.
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Appoint all Committee Chairs and a Parliamentarian.
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Maintain oversight of the Executive Board.
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Sign checks and expenditures of funds in the absence of the Treasurer.
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Call any special meeting of the BOG.
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Assume committee responsibilities for all major fundraisers when necessary.
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Award certificates of appreciation to members when deemed appropriate.
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Distribute formal invitations, thank you notes, and letters alongside the Secretary.
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Purchase farewell gifts for outgoing board members and departing advisors with all gifts.
PARLIAMENTARIAN
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Maintain Robert’s Rules of Order, the Constitution, and the Bylaws at all
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meetings during which HCSC business is conducted.
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Advise the BOG of the correct parliamentary conduct during meetings.
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Serve as Chairperson of the annual Bylaws and the biennial Constitution revision.
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Serve as Chairperson of the Nominating Committee and conduct elections at April function.
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Post Constitution and Bylaws for the general membership to view at all.
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Submit to Approving Authorities reports and requests for permission to operate as stipulated in USAREUR Private Organization and Fundraising Policy.
HISTORIAN
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Maintain historical records, in digital format (scrapbook/slideshow), of the HCSCactivities throughout the year. A digital record will be presented to the outgoing
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President, the entire BOG, and one will be placed in the archives.
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Maintain a personal digital camera for use of fulfilling HCSC obligations.
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Upload functions and event photos to the HCSC Social Media monthly.
RESERVATION
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Send program and/or events invitations to general membership no later than 14 days prior to an event.
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Take reservations and cancellations for all HCSC functions.
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Create and provide nametags for all monthly functions.
THRIFT SHOP LIAISON
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Be an active volunteer at the Hohenfels Thrift Shop.
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Present to the HCSC Board pertinent news related to the Thrift Shop at the monthly
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Board meeting to include closures and pay status of Thrift Shop employees as needed.
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Assist the Thrift Shop Manager and employees as necessary to include training of volunteers and new employees.
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Recruit Thrift Shop volunteers at the General membership meetings. Maintain volunteer relations by proper recognition of specific volunteers and their achievements.
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Interview and screen applicants along with the Thrift Shop Advisor for the manager position
PROPERTY MANAGER
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Maintain the HCSC Building. Shall coordinate all maintenance of the building and grounds though the Directorate of Public Works (DPW) or the appropriate oversight unit.
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Maintain a current inventory of all HCSC property.
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Maintain a member check out log of all HCSC property.
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Maintain a hand receipt record of appropriate property.
FIRST VICE PRESIDENT
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Assist the President; and, in the President’s absence, perform the duties of that office.
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Fulfill any non-expired term of the Presidency.
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Provide oversight of any Sub Clubs, the Website/Newsletter, AWAG, Thrift Shop andPublicity.
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Serve on Thrift Shop Board.
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Maintain a current file all fundraising procedures applicable to club functions and activities.
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Purchase a farewell gift for the President.
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Serve on the Constitution and Bylaws Revision Committee.
SECOND VICE PRESIDENT
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Chair Programs Committee to assist with and execute all monthly programs throughout the Board year.
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Maintain a current file of applicable regulations related to all fund raising procedures.
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Plan, coordinate and execute one general membership function per month for September through May.
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Chair and coordinate Membership drive(s) in conjunction with Membership Chair.
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Provide oversight for the Bazaar, Spring Fundraiser, Hospitality, Membership, Reservations and the Volunteer Coordinator.
SECRETARY
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Attend and accurately record the minutes of all meetings in which business is conducted.
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In the absence of the Secretary, the Secretary will designate another board member to record minutes, and:
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Pick up mail from HCSC mailbox and distribute weekly.
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Maintain HCSC position email account.
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Ensure boardroom is set up for monthly board meeting.
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Prepare minutes from board meetings and distribute copies to HCSC Board members at the subsequent board meeting for approval.
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Prepare correspondence requested by the President or other BOG members pertaining to HCSC business or social functions.
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Purchase supplies to include paper, pens, printer cartridges, etc. as necessary.
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Provide oversight for the Historian and Property Manager Distribute formal invitations, thank you notes, and letters alongside the President.
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Update and prepare board notebooks for each position to include standardized reference material (i.e. Constitution, and appropriate regulations).
AWAG LIAISON
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Be responsible for all AWAG information throughout the board year.
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Act as a contact between the AWAG Area Representative and HCSC to pass information.
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Serve on the Fall Area Conference committee.
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Publicize the Annual Conference in the community and make recommendations to the HCSC Governing Board to decide who will attend the AWAG Annual Conference using the club funds.
HOSPITALITY
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Identify new members at each event for recognition and presentation of membership pin.
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Welcome each guest at social functions.
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Coordinate hostess sign-up for board meeting lunches and events.
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Support and coordinate with Membership whenever necessary.
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Assist Second Vice President with implementing events, on the day of event.
TREASURER
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Be custodian of all HCSC funds.
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Collect, receive, deposit, and record the collection of the HCSC monies and sign all checks, paying all approved HCSC debts.
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Receive profits from the Hohenfels Thrift Shop.
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Keep an accurate record of all receipts and expenditures.
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Submit the books for an annual audit.
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Provide financial oversight for the Welfare Committee, the Thrift Shop, Ways and Means, and the Scholarship Committee
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Submit and vote on HCSC’s proposed budget composed of all board positions.
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Disburse checks for approved Welfare requests.
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Disburse checks for approved Scholarships.
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Serve on fundraiser committees as Treasurer.
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Collect budget for the next year from all board committee members.
PUBLICITY
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Ensure that a representative is present to brief ACS “Hallo Hohenfels” attendees about HCSC
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Update the welcome letter for the ACS newcomer packets annually.
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Monitor and post upcoming events to Social Media.
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Prepare and submit advertising copy to the community digital board for upcoming events.
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Disseminate membership trifolds and flyers for upcoming events at the monthly Hallo Hohenfels.
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Create, print, and distribute flyers to multiple locations in the community promoting club functions and events.
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Coordinate advertising, Public Service announcements, news stories, commercial
interviews and other broadcast coverage.
VOLUNTEER COORDINATOR
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Prepare all certificates of appreciation presented by HCSC.
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Serve as HCSC representative to Installation Volunteer Coordinator and attend all Army.
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Volunteer Committee meetings. Submit nominations for Volunteer Recognition monthly.
MEMBERSHIP
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Contact prospective members.
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Maintain a membership table at general membership functions where allowed and at HCSC activities.
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Coordinate with the Thrift Shop and Treasurer to collect all new membership applications twice a month.
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Maintain a current list of members and furnish list to the Reservation Chair with monthly corrections and updates.
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Maintain a current email contact list on general HCSC account.
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Coordinate membership drives with the Second Vice President.
PHILANTRHOPY
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Present all proposed fundraisers to the Board of Governors.
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Create a committee to organize and plan individual events
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Maintain a record of all contracts, sales, donations, receipts, purchases, partners, donors, persons or business solicited from. And any other documentation relating to each fundraiser.
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Coordinate all publicity of each fundraiser with the Publicity and Webmaster chairpersons.
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Perform any and all additional responsibility deemed necessary for the benefits of the HCSC.
SCHOLARSHIP
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Provide High School Counselor with current application for students.
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Receive scholarship applications and research validity of each request.
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Coordinate with the 2nd VP to organize and execute Scholarship Recipient Ceremony for
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adult recipients in conjunction with the May Luncheon.
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Coordinate with the High School to organize and execute a Scholarship Recognition Ceremony for High School recipients in conjunction with the Senior Dinner.
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Notify scholarship awardees.
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Attend high school College Night.
WAYS & MEANS
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Run the Ways and Means table at monthly functions andevents as necessary.
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Be responsible for purchasing items for monthly Ways and Means merchandise table.
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Maintain accurate inventory records of Ways and Means items and safeguarding of merchandise.
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Operate Ways and Means table at Bazaars as allowed.