A Charitable & Social Organization providing support and collective voice for the Fort Polk Community

1st Vice President 

Executive Board elections are held in April. Those who wish to be considered for election should fill out the nomination form and email it to our Parliamentarian, Veronica Clarke, at fpscparliamentarian@gmail.com. Please view the position descriptions for any position you are interested in holding. 

The Second Vice-President shall:
a. Assume the duties of the President during an absence of both the President and First
Vice-President and temporarily succeed to the office of President until position is filled.
b. Present a proposed list of general membership meeting/luncheon programs for the
membership year to the Board of Directors at least by the August meeting.
c. Organize, coordinate and promote each general membership meeting/luncheon program
with an invitation and/or flyer. Ensure that the meeting/luncheon activities and dates are
communicated within all internal media channels. (Publicity, Newsletter)
d. Coordinate decorations/theme, catering and event location for each general membership
meeting/luncheon within established budget at least one week prior to meeting/luncheon.
Create special committees as needed to accomplish these tasks.
e. Purchase opportunity prizes and gifts for honored guests and/or guest speakers as needed.
f. Introduce the program at each general membership meeting/luncheon and work with
Hospitality Chair to ensure that any honored guests and/or guest speakers are properly
attended to.
g. Coordinate with the Scholarship and Community Grants Chairpersons to honor
scholarship and community grants recipients at the May meeting/luncheon of the general
membership.
h. Coordinate with the Reservations Chairperson regarding the number of paid reservations at
least one (1) week prior to a general membership meeting/luncheon.
i. Perform any and all additional responsibilities deemed necessary for the benefit of the
FPSC or as delegated by the President.

The First Vice-President shall:
a. Assume the duties of the office of President during an absence or succeed to the office of
President if that office is vacated.
b. Manage official FPSC clubhouse usage calendar and associated administrative activities
(ex: board meetings or sub-clubs).
c. Sign the bank signature cards for the FPSC account.
d. In the temporary absence of the President, co-sign all checks exceeding five hundred
dollars ($500.00).
e. Handle building maintenance, including but not limited to, ordering clubhouse supplies,
cleaning and other property upkeep. Conduct and maintain inventory of all FPSC
property, records and keys.
f. Maintain a record of all rentals of property. Ensure renters sign a contract and collect a
deposit for items rented. Ensure that all monies are given to Treasurer within five (5)
days.
g. Coordinate with the Publicity Chairperson to ensure that a scrapbook is completed and
presented to the President and Honorary Presidents as appreciation gifts on behalf of the
Board of Directors or coordinate some other appropriate gifts.
h. Serve as coordinator of the FPSC sub clubs and maintain membership rosters for each.
Ensure clubs are chaired and assist, as needed.
i. Perform any and all additional responsibilities deemed necessary for the benefit of the
FPSC or as delegated by the President.

Secretary

Board Positions

Treasurer

President

Fort Polk Spouses' Club

2nd Vice President 

The President shall:
a. Schedule and preside over all meetings of the general membership, the Board of
Directors and the Executive Board and prepare an agenda for each meeting.
b. Serve as an ex officio member of all Special Committees, except the Nominating and
Election Committee.
c. Vote at the Board of Directors meeting only in the event of a tie.
d. Ensure that the Constitution, Bylaws and Standing Rules are upheld.
e. Appoint all Board Officers not in elected positions.
f. The President will be responsible for:

  • i.writing checks in an amount not to exceed Five Hundred Dollars
  • ($500.00), in the absence of the treasurer
  • ii. Writing checks payable to the Treasurer
  • iii. Co-signing all checks exceeding five hundred dollars ($500.00).
  • iv. Signing the bank signature cards for the FPSC accounts.


g. Represent or appoint a designee to represent the FPSC on the non-governing boards of
the installation, including, but not limited to, the Community Information Forum and
Thrift Shop.
h. Invite the spouses of the Commanding General and Command Sergeant Major of JRTC
Fort Polk to serve as Honorary Presidents.
i. Be responsible for all FPSC and government equipment.
j. Prepare a monthly article for submission to the Newsletter Chairperson.
k. Ensure that validation and tax documents are properly prepared, filed and maintained.
l. Authenticate, by signature, all acts, orders and proceedings of the FPSC, and, in general,
represent and stand in for the FPSC.
m. Sign monthly financial statements and approved minutes of the Board of Directors and
return to the Secretary.
n. Coordinate the purchase and presentation of farewell and/or appreciation gifts for the
Board of Directors. The funds for these gifts will be budgeted for under general
operating revenue.
o. In the event of Change of Command or responsibility, if requested by the spouse of the
Fort Polk/JRTC Chief of Staff (or other Senior Leader Spouse), assist in coordination of
Welcomes and Farewells for the FPSC honorary presidents. It is not the responsibility of
the club to be in charge or host these events.
p. Schedule the date, time and location of Super Sign-up. Submit application to DFMWR in
June for post approval
q. Prepare and distribute a Board roster to the Board of Directors.
r. Perform any and all additional responsibilities deemed necessary for the benefit of the
FPSC or as delegated by the Executive Board.

The Secretary shall:
a. Take minutes at all meetings of the Board of Directors and other functions as directed by
the President. Electronically provide a copy of the minutes to all board members within
10 days of the minutes being taken. Submit the minutes to the Board of Directors for
approval at the next regularly-scheduled board meeting. Sign copies of the approved
minutes and give to the President for signature. Retain one (1) copy for FPSC and
another copy for MWR.
b. Obtain copies of the monthly financial statements from the Treasurer and give to the
President for signature. Retain one (1) copy of the signed financial statements and
another copy for MWR.
c. Take notes at all Executive Board meetings and electronically provide a copy of the
minutes to the Executive Board members for approval within ten (10) working days
following the meeting. Once approved, sign one (1) copy and give to the President for
signature. Retain the signed copy of the minutes.
d. Serve as custodian of the records of the FPSC Board of Directors, including minutes,
reports of officers, chairpersons and committees.
e. Maintain a yearly historical file as set forth in Article XI of the Constitution and be
responsible for the storage of said file.
f. Record the results of any telephonic or electronic vote of the Board of Directors or
electronic vote of the general membership, as reported by the Parliamentarian, and attach
to the minutes to be submitted at the next regularly-scheduled meeting or luncheon.
g. Ensure that the Constitution, Bylaws, Standing Rules, financial statements and minutes of
the general membership, Board of Directors and Executive Board are available for
reference at all meetings of the Board of Directors and at all meetings/luncheons of the
general membership.
h. Collect monthly officer and/or committee reports and make two (2) copies of each-- one
to keep and one to be given to the President.
i. Ensure that all AARs are submitted by the May meeting of the Board of Directors and
that all addendums thereto are submitted by May 31 st or when a position has been
vacated.
j. Collect all FPSC property, including the continuity files, from any officer who has
resigned or been removed from office and from any officer who does not have a
successor on the following year’s board. Provide club property to appropriate successor
and obtain hand receipt.
k. Prepare and post the correspondence of the FPSC, to include thank-you notes, invitations,
letters and certificates of appreciation, as needed by the FPSC Board of Directors and as
directed by the President.
l. Collect mail from the Post Office and arrange for timely delivery. Ensure P.O. Box is
renewed.
m. Order and distribute FPSC stationary and office supplies as necessary.
n. Perform any and all additional responsibilities deemed necessary for the benefit of the
FPSC or as delegated by the President.

The Treasurer shall:
a. Sign the bank signature cards for the FPSC accounts.
b. Sign all checks, except those checks that are payable to the Treasurer. Checks exceeding
five hundred ($500) dollars must be co-signed by the President, or in the temporary
absence of the President, by the First Vice-President.
c. Be primarily responsible for making deposits to and withdrawals from the FPSC
accounts.
d. Act as the custodian of the FPSC accounts and keep itemized records of all receipts and
disbursements, along with accompanying documentation.
e. Receive all dues and monies and disburse all monies in accordance with the approved
annual budget and, for unbudgeted expenditures, upon the approval of the Board of
Directors or general membership.
f. Maintain the FPSC accounts in a Federally Insured Institution.
g. Deposit all monies within five (5) business days of receipt.
h. Pay legitimate bills and reimbursements in a timely manner.
i. Ensure that the accounting system conforms to requirements of DOD Instruction
1000.15.
j. Prepare a monthly financial statement, in addition to a written officer and/or committee
report, to be presented at each regularly-scheduled meeting of the Board of Directors.
These financial reports are for information only and need not be accepted or voted on by
the Board of Directors.
k. Keep a copy of all property inventories created by the First Vice-President for insurance
purpose.
l. Purchase liability and personal property insurance and Fidelity Bond(s) or renew existing
policies, following the guidelines set forth by the Board of Directors. Maintain and
safeguard the policies.
m. Serve as the chairperson of the Budget Committee. See Article IX , Section 2 of the
Bylaws for specific duties relating to this Committee.
n. Serve as a member of the Community Grants Committee, Fundraising/Philanthropy and
Scholarship Review Committee.
o. Comply with current IRS requirements. Ensure tax exempt status under IRS code section
501 (c )(4) is in force.
p. Prepare an annual financial report of receipts and disbursements, with supporting voucher
files and bank statements, at the end of the Fiscal Year. A copy of this financial report
shall be given to the Secretary. The original of this report shall be forwarded to the
auditor by May 31 st or last business day. A copy of the auditor's report shall be furnished
to the Secretary and approving authority upon completion of the audit. The approving
authority is Private Organizations, DFMWR located at 6661 Warrior Trail, Bldg. 350, 4th
Floor. (If the Treasurer resigns or is terminated during a Term of Office, an audit of the
books up to that point must be completed before they are handed over to the replacement
and again at the end of the Fiscal Year.)
q. Prepare such other reports pertaining to the financial function of the FPSC as required by
federal, state, and/or Army regulation (i.e. revalidation).
r. Provide Secretary with three (3) copies of the monthly financial statements for signature
by the President and later submission to FPSC and MWR.
s. Manage FPSC debit card, checkbook and other forms of payment.
t. Provide guidance to incoming Treasurer and board at June meeting.
u. Perform any and all additional responsibilities deemed necessary for the benefit of the
FPSC or as delegated by the President.