WHAT WE DO!

Take a look at some of the responsibilities each position holds.
For a complete list please refer to the By-laws.

Preside at all meetings of the Executive Board, Board of Governors (BOG), and club functions.
Serve as ex-officio member on all committees.
Act as the official spokesperson for the HCSC.
Appoint all Committee Chairs and a Parliamentarian.
Maintain oversight of the Executive Board.
Sign checks and expenditures of funds in the absence of the Treasurer.
Call any special meeting of the BOG.
Assume committee responsibilities for all major fundraisers when necessary.
Award certificates of appreciation to members when deemed appropriate.
Distribute formal invitations, thank you notes, and letters alongside the Secretary.
Purchase farewell gifts for outgoing board members and departing advisors with all gifts.

Maintain Robert’s Rules of Order, the Constitution, and the Bylaws at all meetings during which HCSC business is conducted.
Advise the BOG of the correct parliamentary conduct during meetings.
Serve as Chairperson of the annual Bylaws and the biennial Constitution revision.
Serve as Chairperson of the Nominating Committee and conduct elections at April function.
Post Constitution and Bylaws for the general membership to view at all.
Submit to Approving Authorities reports and requests for permission to operate as stipulated in USAREUR Private Organization and Fundraising Policy.

Be an active volunteer at the Hohenfels Thrift Shop.
Present to the HCSC Board pertinent news related to the Thrift Shop at the monthly
Board meeting to include closures and pay status of Thrift Shop employees as needed.
Assist the Thrift Shop Manager and employees as necessary to include training of volunteers and new employees.
Recruit Thrift Shop volunteers at the General membership meetings. Maintain volunteer relations by proper recognition of specific volunteers and their achievements.
Interview and screen applicants along with the Thrift Shop Advisor for the manager position

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.
Maintain a current inventory of all HCSC property.
Maintain a member check out log of all HCSC property.
Maintain a hand receipt record of appropriate property.

Assist the President; and, in the President’s absence, perform the duties of that office.
Fulfill any non-expired term of the Presidency.
Provide oversight of any Sub Clubs, the Website/Newsletter, AWAG, Thrift Shop andPublicity.
Serve on Thrift Shop Board.
Maintain a current file on all fundraising procedures applicable to club functions and activities.
Purchase a farewell gift for the President.
Serve on the Constitution and Bylaws Revision Committee.

Chair Programs Committee to assist with and execute all monthly programs throughout the Board year.
Maintain a current file of applicable regulations related to all fund raising procedures.
Plan, coordinate and execute one general membership function per month for September through May.
Chair and coordinate Membership drive(s) in conjunction with Membership Chair.

Attend and accurately record the minutes of all meetings in which business is conducted.
In the absence of the Secretary, the Secretary will designate another board member to record minutes, and:
Pick up mail from HCSC mailbox and distribute weekly.
Maintain HCSC position email account.
Ensure boardroom is set up for monthly board meeting.
Prepare minutes from board meetings and distribute copies to HCSC Board members at the subsequent board meeting for approval.
Prepare correspondence requested by the President or other BOG members pertaining to HCSC business or social functions.
Purchase supplies to include paper, pens, printer cartridges, etc. as necessary.
Provide oversight for the Property Manager
Distribute formal invitations, thank you notes, and letters alongside the President.
Update and prepare board notebooks for each position to include standardized reference material (i.e. Constitution, and appropriate regulations).

Contact prospective members.
Maintain a membership table at general membership functions where allowed and at HCSC activities.
Coordinate with the Thrift Shop and Treasurer to collect all new membership applications twice a month.
Maintain a current list of members and furnish list to the Reservation Chair with monthly corrections and updates.
Maintain a current email contact list on general HCSC account.
Coordinate membership drives with the Second Vice President.

Be custodian of all HCSC funds.
Collect, receive, deposit, and record the collection of the HCSC monies and sign all checks, paying all approved HCSC debts.
Receive profits from the Hohenfels Thrift Shop.
Keep an accurate record of all receipts and expenditures.
Submit the books for an annual audit.
Provide financial oversight for the Welfare Committee, the Thrift Shop, Ways and Means, and the Scholarship Committee
Submit and vote on HCSC’s proposed budget composed of all board positions.
Disburse checks for approved Welfare requests.
Disburse checks for approved Scholarships.
Serve on fundraiser committees as Treasurer.
Collect budget for the next year from all board committee members.

Ensure that a representative is present to brief ACS “Hallo Hohenfels” attendees about HCSC
Update the welcome letter for the ACS newcomer packets annually.
Monitor and post upcoming events to Social Media.
Prepare and submit advertising copy to the community digital board for upcoming events.
Disseminate membership trifolds and flyers for upcoming events at the monthly Hallo Hohenfels.
Create, print, and distribute flyers to multiple locations in the community promoting club functions and events.
Coordinate advertising, Public Service announcements, news stories, commercial
interviews and other broadcast coverage.

Provide High School Counselor with current application for students.
Receive scholarship applications and research validity of each request.
Coordinate with the 2nd VP to organize and execute Scholarship Recipient Ceremony for
adult recipients in conjunction with the May Luncheon.
Coordinate with the High School to organize and execute a Scholarship Recognition Ceremony for High School recipients in conjunction with the Senior Dinner.
Notify scholarship awardees.
Attend high school College Night.

There are a variety of unfilled positions on the HCSC board of governors.

If you are interested in a position, please fill out the form below.