Join the OESC Board

The following positions are open for the OESC Board Year beginning June 2023 through May 2024. Please review the position descriptions below and feel free to contact us at okinawaesc@gmail.com for more information or to start the nomination process.

Join the Board

Executive Board:

Serves as the governing body of the OESC Thrift Store and Uncle Sam’s Attic. Board meetings are held the second Thursday of every month, though the time and date may be subject to change at the discretion of the President.

President

Act as the official representative and chief executive officer for the OESC.
Attend all Executive Board and General Business Meetings.
Attend all American Works and Welfare Association (AWWA) meetings and trips or, if necessary, will send a designee in their place.
Maintains complete knowledge of the OESC Constitution, Bylaws, Operating Instructions (OIs), and Standard Operating Procedures (SOPs).
Assign, as necessary, duties not specified in present Bylaws or SOPs.
Oversee, with the Executive Board, the Manager and Assistant Manager/Bookkeeper of the OESC Thrift Store and Uncle Sam’s Attic. Act as a liaison between the OESC Thrift Store and Uncle Sam’s Attic and the Executive Board.

1st
Vice President

Act as assistant to the President.
Attend all Executive Board and General Business Meetings.
Maintain a current membership roster and complete file of member applications.
Welcome and check-in members at membership socials and accept member dues payment during membership drives and/or any subsequent member events.
Maintain a list of names and addresses of officers, chairpersons, and members of the OESC.
Supervise, along with the 2nd vice president, all standing committees and their operations; review the SOPs with the chairperson during first meeting of the term; fundraisers, membership/hospitality and special programs.
Maintain, along with the 2nd vice president, the OESC Members Only Facebook page, as well as any other social media, advertising, or marketing platforms deemed appropriate for recruitment and retention of OESC members.
Act in the stead of the president in their absence, and assume the responsibilities of the role when vacant.
Provide verification to the Parliamentarian of membership standings prior to elections or voting.
Perform additional duties as requested by the President and/or Advisor(s).

2nd Vice
President

Act as assistant to the 1st Vice President.
Attend all Executive Board and General Business Meetings.
Organize, coordinate, and advertise the monthly socials. Social details will be presented to the board no later than one month prior to the impending social. Details will be presented to the general membership no later than the previous month’s social.
Maintain, along with the 1st Vice President, the OESC Members Only Facebook page, as well as any other social media, advertising, or marketing platforms deemed appropriate for recruitment and retention of OESC members.
Act in the stead of the 1st Vice President in their absence, and assume the responsibilities of the role when vacant.

General
Treasurer

Attend all Executive Board and General Membership Meetings.
Act as the custodian of the general funds financial records.
Be responsible for general funds and assets of the OESC, and ensure responsible financial operational management. This includes, but is not limited to receiving funds from Thrift Store Assistant Manager/Bookkeeper, issuing reimbursements to board members for monthly social expenses, and paint maintaining financial records, including a ledger and all receipts and expenditures.
Present an itemized monthly financial report and updated budget for each account at the Executive Board meeting.
Compile annual projected budget for the general funds, based on prior year budgets, for the fiscal year to be presented to the voting members at the May business meeting. Compile the semi-annual budget revisions to be presented to the voting members at the November business meeting.
Act in the stead of the Charitable Funds Treasurer in their absence, and assume the responsibilities of the role when vacant.

Charitable Treasurer

Attend all Executive Board and General Membership Meetings.
Act as the custodian of the charitable funds financial records.
Be responsible for charitable and scholarship funds and assets of the OESC and ensure responsible financial operational management. This includes, but is not limited to making all authorized disbursements from the charitable and scholarship funds bank accounts, maintaining necessary bank accounts, signing checks as needed, receiving Scholarship and Charitable funds and assets of the OESC, and maintaining financial records, including a ledger and all receipts and expenditures, notating amounts and dates paid to each organization.
Present an itemized monthly financial report and updated budget for each account at the Executive Board meeting.
Compile annual projected budget for scholarships and charitable donations, based on prior year budgets, for the fiscal year to be presented to the voting members at the May business meeting. Compile the semi-annual budget revisions to be presented to the voting members at the November business meeting.
Represent the OESC at all AWWA meetings and trips, to include on and off-island trips.
Manage all correspondence with organizations requesting direct funds from the OESC. Deliver checks to the organizations and receive receipts for OESC charitable donations.
Submit direct fund requests charitable requests presented to AWWA or other sources at monthly Executive Board meetings for a vote, unless budgeted.
Act in the stead of the General Funds Treasurer in their absence, and assume the responsibilities of the role when vacant.

Parliamentarian

Attend and preside over all Executive Board and General Membership Meetings.
Maintain order at all meetings, functions, and activities of the OESC.
Be custodian and official interpreter of the Constitution, Bylaws, SOPs, and OIs of the OESC and assure that revisions are made in accordance with Parliamentary procedures.
Maintains complete knowledge of the Robert’s Rules of Order, Constitution, Bylaws, SOPs, and OIs.
Advise the President, Executive Board, Committee Chairs and General Memberships on points of order and proper procedures, according to the Constitution, Bylaws, and Robert’s Rules of Order, revised.
Serve as the OESC liaison with the legal office when needed.
Officiate, as a non-voting member (per Robert’s Rules of Order), over nominations and elections, to include all duties outlined for such proceedings.
Act in the stead of the Secretary in their absence, and assume the responsibilities of the role when vacant.

Secretary

Attend all Executive Board and General Business Meetings.
Act as the custodian of the records and conduct all correspondence of the OESC.
Record all Executive Board and General Business meeting minutes.
Provide meeting minutes to the Executive Board for review within 14 days of prior board meeting and for President’s signature at subsequent board meeting; distribute approved/signed copies of the meeting minutes to all members.
Maintain a file of Constitutions, Bylaws, SOPs and approved minutes for three years.
Provide copies of all meeting minutes and treasury reports, to include monthly and consolidated annual financial reports, to the 18 FSS PO monitor and Executive Board members, as required by current deadlines.
Act in the stead of the Parliamentarian in their absence, and assume the responsibilities of the role when vacant.

Advisor

Serves as liaison between OESC and the command/leadership
Promotes and interprets OESC’s activities to the command/leadership
Participates, as appropriate, in developing annual program objectives
Assists in assuring compliance with military and other regulations
Provides counsel and assistance in identifying and recruiting leadership volunteers
Serves as ex-officio (non-voting) member of the Executive and General boards
Participates in special meetings as requested
Acts as a mediator within the organization as needed
Participates in OESC activities and events
Provides orientation of OESC for new community leadership
Contributes to the welfare, growth, and improvement of OESC
Volunteer in the OESC Thrift Store as available.
Perform additional duties as requested by the President

General Board:

The General Board consists of all Executive Board positions, in addition to the following positions appointed by the President with the approval of the Executive Board:

Operation Ball Gown Chair

Attend all Joint Board and General Business Meetings.
Maintain open line of communication with the Executive Board and Thrift Store employees to ensure the program runs smoothly without interruption of Thrift Store business.
Act as primary point of contact for those interested in learning more about the program.
Coordinate dates and times dresses will be available to view and try-on, as well as coordinate volunteers to assist in these hours to maximize availability.
Work with Publicity Chair to publicize Operation Ball Gown hours of operation and events.

Activities Chair

Attend all Joint Board and General Business Meetings.
Maintain open line of communication with sub-club leaders and Executive Board.
Coordinate dates and times of desired sub-club activities with other scheduled OESC activities.
Act as primary point of contact for members interested in starting or joining a sub-club.
Work with Publicity Chair to publicize sub-clubs.

Ways & Means Chair

Attend all Joint Board and General Business Meetings.
Purchase and/or acquire items for opportunity drawings at monthly socials.
Sell opportunity drawing tickets to OESC members during monthly socials.
Acquire, with OESC Executive Board approval, OESC “swag” items to sell or to use as giveaways.
Reconcile all collected monies at the end of each social event with the General Funds Treasurer.
Report all monthly income and expenses on a monthly board report.
Maintain Ways & Means change box for use at each monthly social.

Scholarship Chair

Attend all Joint Board and General Business Meetings.
Create timeline for Scholarship purposes for board year for Executive Board approval.
Work closely with Scholarship Committee to ensure success of OESC Scholarship program.
Work with Publicity Chair to publicize scholarship opportunities to all potentially interested parties on island.
Form judging panel of qualified and appropriate judges.
Respond to all scholarship inquiries in a timely and professional manner.
Seek out other methods of distributing scholarship funds as appropriate.
Make scholarship award recommendations to the Executive Board provided judges scores and total budget.
Assist in planning the Scholarship portion of the Awards, Achievements, & Appreciation year-end event.

Volunteer Chair

Attend all Joint Board and General Business Meetings.
Be the primary point of contact for all OESC volunteer activities.
Seek out volunteer opportunities both on and off military installations in Okinawa.
Act as a liaison between the OESC Thrift Store and the Executive Board and Membership on matters pertaining to Thrift Store volunteerism.
Recognize volunteers on a monthly basis at the OESC socials.
Recognize volunteers on a regular basis on the closed OESC members page.
Coordinate volunteer appreciation events and/or trips as approved by the Executive Board.
Assist with volunteer recognition at annual Awards, Achievements, and Appreciation year-end events.
Volunteer in the OESC Thrift Store on a regular basis.
Perform additional duties as requested by the President and/or Advisor(s).

Publicity Chair

Attend all Joint Board and General Business Meetings.
Create all OESC print materials (social flyers, brochures, etc.) in a timely manner.
Publicize all OESC activities as needed or requested by the Executive Board.
Prepare, as requested, news articles, PR requests, pictures for AFN, etc.
Seek out opportunities to publicize OESC throughout all military installations on Okinawa.
Maintain the website and update monthly.
Maintain and be an “editor” on the OESC Facebook and Instagram pages.
Coordinate with other Executive Board and Chair positions concerning Publicity needs.
Volunteer in the OESC Thrift Store on a regular basis.
Perform additional duties as requested by the President and/or Advisor(s).

Welcome!