Open general board positions
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Community Grants
DUTIES AND RESPONSIBILITIES:
• Prepare Written Monthly Board Report
o Provide report to Secretary and Welfare Vice President NLT Sunday prior to scheduled
Board Meeting.
o Include: all motions and list of organizations requesting for Unallocated Funds; include
approved donation amounts
o Annotate any motions that require approval of the TOSC General Board.
• Attend All TOSC General Board Meetings and Official Functions
o Serve as a General Board voting member
o Present any changes or additions to the Community Grants Report at the General Board
Meeting
o Attend any other Community Grants-related meetings as required
• Report to the Welfare Vice President
• Community Grants Chair is responsible for Unallocated Fund Requests only. All Allocated requests
are reviewed and decided by the Executive Board.
• Recruit Community Grants Committee Volunteers
o Must include a minimum of 3 (non-General Board) TOSC members in good standing
o Invite TOSC Executive Board and TOSC Advisor to all Community Grants Committee
Meetings
o Select a Co-Chair if desired
• Receive Written Financial Requests for Community Grants Funding from Various Organizations
o Ensure all requests are made using the TOSC Community Grants Request Form and are
signed by the Unit Commander, School Principal, Organization President or other person in
position of authority
o Follow-up requests via email or telephone communication
• Organize Monthly Community Grants Committee Meetings
o Review all requests prior to committee meetings: gather additional information regarding
requests, if necessary
o Prepare pipeline of requests and meeting agenda for monthly meetings
o The Community Grants committee must reach a consensus for an approved amount for each
request submitted
o Unallocated requests over $1000.00 approved by the Community Grants Committee require
a vote by the TOSC General Board
o Allocated (line item) requests do not require TOSC General Board approval
• Coordinate with Welfare Treasurer to Obtain Checks for Approved Donations
o Ensure checks are mailed/delivered in a timely manner
o Receive signed/dated form of funds receipt for each donation
o Include personalized donation letter with each check
• Maintain and Update Community Grants Committee Continuity Book
o Retain records of all Community Grants Request Forms, donation summaries, and any
relevant reports
• Update Community Grants Chair Job Description and present it to the Parliamentarian NLT 28 Feb
each year
• Prepare and After-Action Report
o Report is due NLT 1st Week of May
o Include lessons learned, request approval policies, unallocated requests, and any
recommendations for the future
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as
able. Aim to support the club and its endeavors on both sides of the house. Have a willing attitude to
help and support your fellow board members.
POSITION DURATION: TOSC Board Year (1 June- 31 May)
TIME REQUIRED: Approx. 12 hours/month
Membership
DUTIES AND RESPONSIBILITIES: • Attend all governing board meetings (1st Thursday morning each month) • Prepare written monthly reports/provide to Secretary by Sunday prior to the board meeting; reports should include: o Newcomers, Farewells, Guests, Total membership number, total dues collected, and expenses o Provide to General Vice President to present in chair’s absence • Serve as a voting member • Report to the General Vice President • Attend all TOSC Special Activities and Socials functions, if possible • Run the Membership Table at the Newcomer’s Information Fair, Thrift Store Birthday Bash, and the Christmas Market. • Prior to each monthly General Membership meeting (Social) o Prepare sign in sheets, applications, and copies of directory o Update nametags, as necessary o Check status of welcome gifts • At the monthly General Membership meeting o Register new members and collect dues o Introduce new members and present a welcome gift o Collect nametags for door prize drawing and assist president with drawing o Collect nametags at the end of the night in order to alphabetize them for the next function o Clean up membership table • Maintain the TOSC group email address listing and TOSC board email address listings • Email new member and leaving member list to Special Activities Chair week before each social. • Update the job description and present it to the Parliamentarian NLT 28 FEB each year • Prepare an after-action report and present to the President NLT 31 May each year. • Update/clean out the continuity notebook and present to successor NLT May turnover board meeting o Include updated job description and after-action report • Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to support the club and its endeavours on both sides of the house. Have a willing attitude to help and support your fellow board members QUALIFICATIOIN REQUIREMENTS: Exercise discretion with membership information Great attitude and ability to interact with others Organization skills/Basic computer skills for publishing membership list and directory POSITION DURATION: TOSC board year (1 June- 31 May) TIME REQUIREMENT: 6 hours/month (a little more in the fall months getting the directory published)
Operation Sweet Treat
DUTIES AND RESPONSIBILITIES:
• Attend all governing board meetings (1st Thursday morning each month)
• Prepare written monthly reports/provide to Secretary by Sunday prior to the board meeting.
o Provide to the Welfare Vice President to present in chair’s absence
• Report to the Welfare Vice President
• Attend all TOSC functions, if possible
• Select a co-chair to assist you if desired
o Represents as voting member only in chair’s absence at board meetings
o Presents monthly report in chair’s absence
o Intention to be chair the next year or at least on the OST Team
• Start NLT August
• Request for cards needs to go out NLT 1 OCT to be received by 1 NOV
• Coordinate with commissary manager for donations from commissary vendors for supplies for baking and for
ramen, chips, and candy if possible
• Coordinate with the 51FW Command Chief who the First Sergeant POC will be for all of TEAM OSAN
• Coordinate with 35ADA Command Sergeant Major Brazil until 2016
• Coordinate and hold meetings with the entire OST Team to include First Sergeant POC and Volunteer
o Coordinator to keep them informed so they can coordinate with the individual unit’s POC’s, they can all
use this connection to get volunteers for the event
• Coordinate with Facility Managers for the use of kitchens to bake the cookies if baking with a group
o Enlisted Club
o Officers Club
o Middle School Family Consumer Science room
• Coordinate storage of supplies until they are needed
• Coordinate with 7AF and 51FW Command Chief on the number of unaccompanied airmen in each organization
within Team Osan.
o “Team Osan” is to include but not limited to 51FW, 7AF units, 607th ASOG, 607th AOC, 694th ISRG,
35th ADA, and 3rd BCD
• Update OST Facebook page
• Work with Volunteer Coordinator to ensure volunteers are coordinated from different organizations stationed at
Osan to bake cookies
• Distribution of the cookies will be done during the month of December
o First Sergeants will collect them for distribution on Osan AB and to the rest of the TEAM on pen
• Update the job description and present it to the Parliamentarian NLT 28 Feb each year.
• Prepare an after action report and present to the President and Welfare Vice President NLT 31 May each year
• Update/clean out the continuity notebook and present to incoming chair NLT May turnover board meeting
o Include updated job description and after-action report
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to
support the club and its endeavors on both sides of the house. Have a willing attitude to help and support your
fellow board members.
QUALIFICATION REQUIREMENTS:
Good writing skills
Works well under pressure
Strong customer service skills
Good attitude and ability to interact with others
Able to follow through and communicate with others
POSITION DURATION: TOSC board year (1 June - 31 May)
TIME REQUIRED: 50-120 hours/month (during season)
Reservations
DUTIES AND RESPONSIBILITIES:
• Attend all governing board meetings (1st Thursday morning each month)
• Prepare written monthly reports/provide to Secretary by Sunday prior to the board meeting
o Provide to General Vice President to present in chair’s absence
• Serve as a voting member
• Report to the General Vice President
• Select a co-chair to assist you, if desired
o Represents as voting member only in chair’s absence at board meetings
o Presents monthly report in chair’s absence
• Request the updated membership roster from Membership each month or access the most up to date roster
from the drop box.
o Use the roster to assist in creating an event spreadsheet for every social that is used to record RSVPs
and keep track of no shows for the no show policy. It should include the following information at
minimum:
▪ Name (Last & First)
▪ Prepaid online or will pay at door
▪ TOSC member (Y/N)
▪ Club card Number – this can be filled in at the social
▪ Club card expiration date – this can be filled in at the social
▪ Phone number
▪ Email address
• Work with Webmaster to create RSVP form needed for an event.
• Check FB pages regularly to answer questions that may arise regarding the event. RSVPs are no longer
accepted on Facebook and sometimes that can be confusing for people.
• Tally RSVPs the Monday before an event (RSVPs are due by 5 pm the Monday prior) and provide the RSVP
headcount to the programs chair. We only pay for the number we RSVP for and they typically set up for 6-8
more in case we have people show up at the door without RSVPing
• Attend each social function; arrive 30 minutes prior to the event to help with set up. Collect the petty cash
(usually $100) for Reservations and the iPad with the Square from the Treasurer, if available.
• Greet each attendee and collect payment for the event. Collect any additional O/E club membership
information needed to complete the attendance spreadsheet.
• Count the money earned and prepare the deposit voucher to give to the Treasurer.
• Turn in the filled out event spreadsheet (with updated club card numbers and expiration dates) to the
Treasurer along with the deposit vouchers. The Treasurer will give the spreadsheet to the club for our TOSC
discount based on the number of club members in attendance. Make sure to bring and keep an extra copy for
yourself or take a picture to make updating the spreadsheet for records easier.
• Update the event spreadsheet post social with who attended, who paid, etc. and save for Reservations
records. Track the spreadsheet to see that no one attends as an unpaid member more than once.
• Contact No Shows about payment after the event. Email or send a FB message to reach them and follow up
if no response. Two solid attempts are made to collect funds. If no payment is collected, they are required to
pay prior to attending the next event they plan to attend. See TOSC By Laws for further details for no
shows.
• Complete a separate deposit voucher if monies are received after the initial deposit for the event has been
given to the treasurer.
• Attend and volunteer as a bonded member for Wild West Night, including Ticket Sales and Check-
out for Auctions.
• Update the job description and present it to the Parliamentarian NLT 28 Feb each year
• Prepare an after-action report and present to the President and General Vice President NLT 31 May each year
• Update/clean out continuity notebook and present to successor NLT May turnover board meeting
o Include updated job description and after-action report
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to
support the club and its endeavors on both sides of the house. Have a willing attitude to help and support
your fellow board members.
QUALIFICATION REQUIREMENTS:
Customer service skills
Basic money management skills
Excel (or other Spreadsheet Software) Experience
POSITION DURATION: TOSC board year (1 June – 31 May)
TIME REQUIRED: Approximately 10 hours/month
Scholarships Co-Chair
DUTIES AND RESPONSIBILITIES:
• Attend General Board meeting (1st Thursday morning each month)
• Attend all Scholarship Committee meetings, necessary Publicity, Webmaster and Wild West Night meetings (to coordinate advertisement and publicity)
• Serve as a voting member on the Governing board
• Report to the 2nd Vice President
• Attend all TOSC functions, if possible
• Assist the Scholarship Chair with the following tasks:
• Select a Scholarship Committee consisting of TOSC members in good standing.
• Update scholarship application packets
o Chose an essay topic
o Deliver packets to thee 51st FW Judge Advocate's Office for review if there are any significant changes made to the
application
o Once updated and approved, ensure applications are available on the TOSC website.
• Work with the TOSC Publicity Chair and OMHS Guidance Counselors to publicize/advertise the availability of scholarships
• Select judges from the community, preferably with a diverse representation, if possible.
o Try to have an odd number of judges
o They may not be a parent of a high school student, or affiliated with the Osan Middle High School
o The more distant the relationship from the applicants, the better
• Mail scholarship applications to the TOSC PSC Box.
• Blacken out any identifying information, copy and distribute for scoring.
o Upon independent completion of scoring, the applicants will then be ranked.
o The Scholarship Committee will then determine the scholarship amount and distributions
• Notify the winners of the scholarships
o The winners, alternates and other applicants are notified by mail as to their status.
o High School Scholarship recipients' certificates are presented at the Senior Awards Ceremony by a representative of TOSC.
o Every attempt will be made to present all other scholarship certificates in a public forum.
• Update the job description and present it to the Parliamentarian NLT 28 Feb each year
• Prepare an after-action report and present to the President and 2nd Vice President NLT 31 May
each year
• Update/clean out the continuity notebook and present to incoming chair NLT May turnover board meeting
including updated job description and after-action report
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to
support the club and its endeavors on both sides of the house. Have a willing attitude to help and support your
fellow board members.
QUALIFICATIOIN REQUIREMENTS:
Must be organized
Able to attend General Board Meetings
Ability to interact with Scholarship Chair and Judges
Being outgoing is a plus!
POSITION DURATION:
TOSC board year (1 June- 31 May)
TIME REQUIREMENT:
Special Activities
DUTIES AND RESPONSIBILITIES:
• Attend General Board meeting (1st Thursday morning each month)
• Prepare written monthly Board reports; provide to Secretary and General Vice President by Sunday prior
to the board meeting
o Provide to General Vice President to present in chair’s absence
• Serve as a voting member on the Governing board
• Report to the General Vice President
• Attend all TOSC functions, if possible
• Create slideshows for monthly socials.
• Post to TOSC board member page requesting information for each month’s slide show;
o Requests for content should be made at least one week prior to the social.
o Post another FB message on the TOSC board page a day before the social asking for any last-
minute changes to the slideshow.
• Determine the interests of membership and then plan and promote special activities accordingly.
o Activities may include, but are not limited to: Book Club, Bowling, Bunco, Craft Club, Crud,
Golf, Mah Jong, Lunch Bunch, Scrapbooking Club, Tennis Club, Happy Hour/Wine Club,
Quilting Club, Sewing Club, and Gourmet Club.
• Get approval by General to purchase supplies needed for Mini-Clubs.
• Actively promote Special Activities and recruit POCs at the first of the year for each Special
Activity.
• Organize and set-up the special activities toward the beginning of the TOSC board year, traditionally in
September.
o Have a sign up table at the membership kick-off event to see what activities members will be
interested in.
• Coordinate with publicity as needed to create and distribute monthly event reminders and calendars on the
TOSC Members’ Only Facebook Page.
• Provide info for upcoming Special Activities to Webmaster to be put on TOSC Website.
o Provide ticket price information two weeks prior to the event so that the webmaster has enough
time to update the website.
• Maintain a list of POCs for each active Special Activity to include phone number and e-mail
address. Ensure POCs maintain a list of members interested in their activity (Facebook group).
• Update the job description and present it to the Parliamentarian NLT 28 Feb each year
• Prepare an after-action report and present to the President and General Vice President NLT 31 May
each year
• Update/clean out the continuity notebook and present to incoming chair NLT May turnover board meeting
including updated job description and after-action report
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to
support the club and its endeavors on both sides of the house. Have a willing attitude to help and support your
fellow board members.
QUALIFICATIOIN REQUIREMENTS:
Must be organized
Ability to interact and recruit POCs and follow up with POCs throughout TOSC board year
Being outgoing is a plus!
POSITION DURATION:
TOSC board year (1 June- 31 May)
TIME REQUIREMENT:
10-15 hours per month (Planning trips, attending events, attending meetings, volunteering)
Volunteer Coordinator
DUTIES AND RESPONSIBILITIES: • Attend all General Board meetings o Prepare written monthly reports; provide to Secretary by Friday prior to the board meeting • Coordinate volunteer opportunities for both general and welfare scheduled events • Recruit, train, and supervise volunteers • Collect and maintain volunteer information, availability, and skills • Use marketing tools such as emails and volunteer databases • Inform agencies about volunteer opportunities with TOSC • Keep schedules and records of volunteer work • Prepare letters of thanks and recognition for volunteers • Update job description and present it to the Parliamentarian NLT 15 January each year • Prepare and After Action Report and resent it to the successor NLT 31 May each year • Update/clean out the continuity notebook and present it to successor NLT June turnover board meeting. Include updated job description and After Action Report QUALIFICATIOIN REQUIREMENTS: Good communication and interpersonal skills Good organizational skills POSITION DURATION: TOSC board year (1 June- 31 May) TIME REQUIREMENT: 6-18 hours/month
Ways and Means
DUTIES AND RESPONSIBILITIES:
• Attend all governing board meetings (1st Thursday morning each month)
• Prepare written monthly reports/provide to Secretary by Sunday prior to the board meeting.
o Provide to General Vice President to present in chair’s absence
• Serve as a voting member of the Governing Board
• Report to the General Vice President
• Organize Make it, Fake it, Bake it event:
o Create awareness among general membership of what items can be donated several months/weeks
prior to event
o Provide examples of items from each category (made, baked or faked) on the TOSC Members only Facebook page
o Establish and maintain spreadsheet of donated items
o Work with Programs Chairperson to ensure the success of the event and collection of donated items
o Set up and clean up on day of event
• Attend and volunteer as a bonded member for Wild West Night, including Ticket Sales and Check-out for Auctions.
• Create items to be sold at the Ways and Means table for each social using Silhouette Cameo:
o Distribute poll on TOSC’s Members Only Facebook page to determine interest in proposed items
o Price each item to be resold (usually double what was paid)
o Pay for the items selected out of General Fund
• Coordinate with Welfare VP and Wild West Night Chair to create items for Wild West Night’s Country Store using Silhouette
Cameo
o Pay for supplies out of Welfare’s WWN Country Store Budget
• Chair Christmas Market
o Find and book location for event
o Work with Parliamentarian to set up Fundraising Request for Christmas Market in July, including all advertising, pricing,
vendors, and social media posts.
o Work with Welfare VP and General VP to create items to sell at Market.
o Coordinate volunteers to help with wrapping gifts and assisting shoppers
• Arrive early to and attend all TOSC functions or ensure a bonded representative, to sell Ways and Means items
o Help with set up of Ways and Means Table prior to the start of each social
• Sell items only to members and only during each month’s function
• Update the job description and present it to the Parliamentarian NLT 28 Feb each year
• Prepare an after-action report and present to the President and General Vice President NLT 31 May each year
• Update/clean out continuity notebook and present to successor NLT May turnover board meeting
o Include updated job description and after-action report
• Volunteer to help with Socials, Wild West Night, Operation Sweet Treat, and the Thrift Shop as able. Aim to support the club and its endeavors on both sides of the house. Have a willing attitude to help and support your fellow board members.
QUALIFICATIOIN REQUIREMENTS:
Customer service skills
Basic money management skills
POSITION DURATION:
TOSC board year (1 June- 31 May)
TIME REQUIREMENT:
15 hours/month