Bylaws and rules governing the Misawa Enlisted Spouses Club (MESC) are promulgated for the information and guidance of all concerned.  Members are enjoined to observe the spirit and intent of the bylaws and rules at all times.

Section 1: Executive Board: The executive board is comprised of the President, Vice President, Treasurer/Thrift Store Liaison, Japanese Liaison, Secretary, and Advisor.  The board will accomplish the day-to-day administrative functions of the Misawa Enlisted Spouses Club.  Officers shall be elected at the first business meeting in July. They shall serve a minimum one year or until their successors are elected.  Executive board positions must be held by a member of the enlisted community.

Section 2: Elections: Nominations for a board position may be turned into the Secretary at the June business or social meeting.

Section 1: Duties of Collective Executive Board:

• Submits articles, pictures, ideas, and topics to be given to the Secretary at every business meeting for the monthly newsletter.
• Maintain 3 years of an updated and organized continuity to be given to your replacement.
• Be available via phone, email, or personal contact with your board replacement for at least 3 months after conclusion of your term for advisory needs.
• You must sign an acceptance letter upon installation of your position that will be turned into the 35th Force Support Squadron within 30 days of election.
• Be willing to host a social meeting for the members if the host has an emergency.  This requires 48 hours of advance notice.
• If you are not performing appointed position duties, you may be asked to step down from the board position.
• Expected to attend all general meetings and may not miss more than 3 consecutive meetings.
• Asked to give 48 hours notification of absence, unless there is an emergency.  If more than two un-notified absences for either a business or social meeting, you will be asked to step down from your board position.
• Board members are not eligible for club scholarships, nor are they able to request funds on behalf of another organization.

Section2: President:

• Presides over all meetings.
• Ensures that:
  • All meetings are governed by Robert’s Rules of Order
  • An active group member or members is prepared to host monthly social.
  • A member is present at all necessary community functions
  • The constitution and by-laws are updated as the business board or active members deem necessary.  Also, review all documents and submit to the 35th Force Support Squadron for final approval in August.
  • A budget is in place by August.
• Reviews and signs monthly, quarterly, and annual financial reports.  Assures that all bank accounts balance properly and according to bank statements.  Acts as second signature on all checks.
• Prepares monthly business and social agenda and gives to secretary 4 days prior to meeting for printing.
• Assists all other board members with questions, concerns and needs.
• Assists advisor with a letter of appreciation for each board member, upon completion of office or PCS.
• Responsible for email responses on MESC mailing account.
• Creates a letter of appreciation for Advisor annually, or as necessary.
• Attends Edgren High School awards banquet for senior scholarship awards along with Treasurer.
• Assists Vice President and Secretary in creating MESC brochure and any other printed media the organization may need.
• Attends Right Start briefing during information fair when Vice President is not available.
• Responsible to make sure the club website is updated in a timely manner.

Section 3: Vice-President:

• The Vice President shall perform the duties of the president in his or her absence and shall act as assistant to the President.
• Assists in forming a budget for the Misawa Enlisted Spouse Club annually.
• Assists President and Secretary in creating the MESC brochure and any other printed media the organization may need.
• Attends Right Start briefing during the information fair, or ensures another designee is available to attend.
• Helps to advise hosts for socials.
• Assists and helps form a committee to decorate enlisted club for Christmas.  The President will also act as a joint POC in this endeavor.
• Maintains current roster for the active organization members.
• Ensures that all applications are fully filled out.
• Keeps continuity folder containing current and past club members for three years.
• Responsible for attendance at all official functions of the MESC at the club.
• Sends e-mail birthday and anniversary greeting to each active club member at the beginning of each month.
• Announces birthdays and anniversaries at every monthly social.
• Ensures that Secretary has current club roster monthly, prior to official functions.

Section 4: Treasurer:

• Completes the “change of custodian” form at the bank with outgoing treasurer.
• Receives deposits, disperses, and accounts for all MESC monies along with the Assistant Treasurer.
• Updates budget annually, in August.
• Provides monthly, quarterly, and annual financial statements.
• Ensures bank books are audited once yearly.
• Balances checkbook monthly with bank statements and discusses with President for continuity.
• Deposits, receives, distributes, and accounts for monthly thrift store checks and maintains 3 year continuity of thrift store volunteer hours.
• Assists in approval of funds requests -- $4,000.00 per year in funds requests will be approved.
• Ensures that checks for approved funds requests are disbursed within five days after approval.
• Serves on the thrift store board or appoints another board member to attend in his or her absence. 
• Maintains 3 years continuity for Senior Scholarships, and 3 year continuity for Spouses and Dependant Scholarships
• Scholarships
  • Spouses and Dependant Scholarship
    • 5 terms
    • $400.00 is allotted for scholarships, per term.
    • Ensure scholarship forms are available at the Education office.
    • Select term scholarship winners based on need in conjunction with Education office.
    • Scholarships will be awarded on a case-by-case basis. 
    • Notify Education office of MESC scholarship nominations.
    • Attends meeting at Education office to discuss allocation.
  • Edgren High School Senior Scholarship
    • 2 $1,000.00 scholarships awarded in May/June.
      • Must be used within 1 ½ years of nomination.
    • Reviews and updates scholarship application annually in February.
    • Makes Senior Scholarship applications available to Edgren High School Seniors no later than March 15th.
    • Coordinates with Senior Guidance Counselor to pick-up completed applications.
    • Presents applicants to the business board to nominate winners each year prior to the Edgren High School Awards Banquet.
    • Attends the awards banquet, along with the President, to announce the Nominees and present certificate and letter of scholarship stipulations.

Section 5:  Japanese Liaison

•  Translate and assist with flyers and other publications to be read by the Japanese community of Misawa.
•  Coordinate with Japanese enlisted spouses and JASDF for MESC support.

Section 6:  Secretary:

• Takes minutes at monthly business meeting and provides those minutes at the next monthly social meeting.
• Updates MESC brochure annually in August (or when applicable) and distributes as needed.
• Assists President and Vice President in creating the MESC brochure and any other printed media needed.
• Responsible for all printing for all board members for each meeting (i.e. agenda, etc).
• Has copies of each of the following at every business meeting:
  • Sign-in sheet and roster.
  • Previous month’s meeting minutes.
  • Copy of constitution, by-laws, budget, and meeting minutes for previous one year continuity.
  • Meeting agendas received from president.
  • All funds requests forms.
• Has copies of each of the following at every social meeting:
  • Sign-in sheet and roster.
  • Previous month’s meeting minutes.
  • Copy of constitution, by-laws, budget, and meeting minutes for previous one year continuity.
  • Meeting agendas received from president.
  • 10-14 copies of MESC brochure or other printed media.

Section 7: Advisor:

A. The Role of the Advisor: An Advisor is defined as someone who informs counsels, mentors, or coaches.  The Organization should make its own decisions; however there are times when advice is needed.  Advisors are there for support and for the experience and maturity that they bring to the organization.  Once views are voiced or advice is given, the advisor must allow the voting board members to make the final decision.  The advisor and its executive board may not agree on all policies, but once all sides of an issue are covered and a solution reached, they should present a unified front to the rest of the club and the community.

B: The responsibilities of the advisor to the organization:

1. To ensure that the organization operates according to all military regulations that pertains to the private organization.
2. To ensure that the organization operates according to its constitution, bylaws and standing rules of operation.
3. To ensure that the organization operates according to sound financial practices.
4. The advisor will keep and be familiar with all documentation that pertains to these responsibilities and also maintain a continuity binder to be passed on to future advisors.
5. Composes letters of appreciation for outgoing board members at the end of their term or the event of PCS with the assistance of President.

C: The responsibilities of the organization to the advisor: The advisor has the right to be informed and can best serve the group if he/she is aware of problems, needs or situations where guidance might help.  Give the advisor the opportunity to assist, if needed.  Perhaps the advisor can even prevent a problem if input is sought beforehand.  Do make sure that the dates and times of activities of the club or organization are provided as well as copies of the constitution, bylaws, and standing rules of operation

Section 1: General:

Except as otherwise specifically provided herein, the provisions of Article 4 apply to election meetings.

Section 2:  Elections:

The Advisor and the outgoing Secretary shall perform Elections.

• Nominations for each board position will be taken at the June business meeting and social meeting.
• Elections shall be held at the July business and social meeting by secret ballot.
• The advisor shall tally and announce the election results to the membership at the close of the July general meeting.
• Election shall be by simple vote of those attending the July social meeting.  Absentee ballots will be considered, but must be turned in prior to the meeting.
• Each nominated individual must review all duties associated with nominated position prior to the election, and shall notify the outgoing secretary by e-mail as to if they will accept the nomination.  This should happen within 24 hours of the nomination.

Section 3:  Nominations:

Nominations will be made from the floor.  Only those members present may be nominated for office unless an absent member had informed one of the present officers of member's willingness to serve in an elected position.  The executive board positions may only be held by a member of the enlisted community, therefore only enlisted active duty members and their spouses may be considered for board positions.

Section 4:  Special Elections:

Special elections will be held at a time and place designated by the president.   At least 5 days notice of special election will be provided to all members in writing.  At the special election meeting, nominations may be made from the floor.  After nominations have been closed, the membership will elect an officer for each vacancy in accordance with the constitution and these bylaws.