Post Commander Training Program

1. This presentation will probably involve audience discussion, which will create action items. Use PowerPoint to keep track of these action items during your presentation • In Slide Show, click on the right mouse button • Select “Meeting Minder” • Select the “Action Items” tab • Type in action items as they come up • Click OK to dismiss this box This will automatically create an Action Item slide at the end of your presentation with your points entered. Post Commander Training Program AMVETS Department of Florida March 2017

2. POST COMMANDER • The Commander, as the Senior Executive Officer of the Post, shall: • Preside at all meetings of the post and executive committee. • Is an ex officio member of all committees. • Directs and supervises the activities of all elected and appointed officers and committees. • Together with the adjutant and finance officer, is responsible for all monies received by the post. • Ensures that the post meets regularly on the designated time and date. • Disseminates all pertinent information . • Carries out the wishes of the membership.

3. Discussion Items • Introduction • Managing the Business • Meetings • Constitution and Bylaws • Membership • Programs • Discipline • Subordinate Organizations

4. Introduction • Organizational Structure • 1 AMVETS National Headquarters • 6 AMVETS National Districts • We are in National District III • 41 Departments • 16 Department Districts (only 10 active) • 81 Posts in Department of Florida

5. Managing the Business • Articles of Incorporation • Expires every year December 31st (Canteen Operators • Can be done online • IRS 990 (Taxes) • IRS Form 990N – Gross receipts < $50K • IRS Form 990 EZ – Gross Receipts < $200K • IRS Form 990 – Gross Receipts exceed $200K and total assets are $500K or more • Filings due 15th day of the 5th month after close of financial year • Reference IRS Publication 3386 Tax Guide – Veterans Organization (google IRS Pub 3386)

6. Managing the Business • Insurance Reporting • Posts without canteens single limit coverage of $300K • Posts operating canteens must carry workman’s compensation, public liability, product liability, liquor liability and personal injury with max single limit of $500K • Acord 25 must have statement “AMVETS National Headquarters and Department of Florida are additional insured” • Acord 25 due every time insurance is renewed

7. Managing the Business Insurance Acord 25 Very Important

8. Managing the Business • Revalidation • Annual meeting held May 1st – May 14th • Paperwork due Department 7 days after meeting • District Commanders ensure posts submit paperwork on time

9. Managing the Business • Canteen Operations • Trustees Responsible for activities, operation and finances • SOP can make operation easier • Training Bartenders (Training for Intervention Procedures – TIPS) • Relationship between Bartenders, Bar Manager, Chairman of the Trustees, Executive Board and Commander • Internal Controls

10. Managing the Business • Gaming • IRS Publication 3079 Tax Exempt Organizations and Gaming • Gambling machines, pull tabs, raffles, bingo regulations from IRS, ABT, Ordinances, State Statutes, Department of Agriculture • Accountability – Internal Controls

11. Managing the Business • Dining Facility Operations • SOP will make operation more manageable • State Food License • EEOC required postings • Trained workers • Food Manger’s Certification • Food Handler’s Certification

12. Managing the Business • Entertainment • Who hires • Are they officers of the Post • IRS forms W-9 and IRS 1099

13. Managing the Business • Finances • Commander and Finance Officer equally responsible • Bonded if handling over $5K • 2 Signatures on each check • Finance Committee Responsibilities • GAAP • Tracking of licence and permits • Internal controls

14. Meetings • Commander’s job is to get information to the membership and carry out the wishes of the membership • Did you prepare an Agenda prior to the meeting (Sample on next slide) • Is your staff is in uniform • Do you have a quorum • Does the Judge Advocate have a copy of the CBL and Roberts Rules of Order • Executive Board handles business between meetings. If the issue can wait for the membership to decide – It Should! • Meeting should not last more than 1 hour

15. Meetings • Agenda • Posting the colors & Pledge of Allegiance • Invocation • Preamble to the AMVETS Constitution • Roll Call of Officers • Minutes of the Previous Meeting and the Executive Committee Meeting • Bills and Communication • Introduction of Guests • Reports of Officers • Unfinished Business • New Business • Good & Welfare • Benediction • Retiring the colors • Adjournment

16. Constitution & Bylaws • Discipline Guide for Commanders and Judge Advocates • Guide only – cannot be used as a reference in a hearing • Is not all inclusive • Replacing Elected Officers • Unexcused absence for two consecutive regular meetings without prior consent shall be removed without any further action • Commander appoints member to a vacated officer position • Eboard recommends approval of membership at their next meeting • Membership approves at next regular meeting

17. Constitution & Bylaws • Discipline • Category A (Conduct Unbecoming) • Category B (Violation of house rules) • Notarized complaint received • Hearing notice in 5 days • Hearing no sooner than 30 days from mailing date • Executive Board hears Category A, (if complaint is against CDR it goes to Department Commander). Commander appoints grievance committee for Category B. • Always try arbitration in lieu of hearing

18. Managing the Business • Discipline Continued • Appeal within 15 days of hearing • Cat B to Executive Board, Cat A to Department • Decision is final • Criminal Action • Do not set hearing date until local authorities are done with their action • Charges against a LAUX or Sons member • Cat A goes to Department CDR, Cat B handled locally.

19. Membership • Processing membership online • Make sure 1st Vice Reports • Post Roster versus Department Roster versus National Roster • Recruiting & Retention • Using the newspaper and radio stations • Open houses • When a member joins • Copy of CBL, Newsletter, Activity Calendar, Menu, Date and time of next meeting

20. Programs • Programs is what we are all about • Make it easy for the member to record them • Ensure 2nd Vice Commander reports $ amount • Keep local media informed

21. Subordinate Organizations • Make them feel that they are a part of the organization -- THEY ARE! • Have joint meetings to plan activities and keep them informed on what AMVETS are doing • Stay in your own lane

22. Succession Planning • Train your replacement • Mentor your replacement • Support your replacement • Coach your staff • Plan your next position • Volunteer for Department Committees

23. Thumb Drive • National, Department & Generic Post CBL • Generic Canteen & Kitchen SOP • Disciplinary Guide for Commanders & J.A. • Membership & Program Manual • Post Commander’s Training • Post Commander’s Presentation • IRS • Tax Guide Veterans’ Organization • Tax Exempt Organization and Gaming • Form 2024 • Form 8718 • Form 2014-11

24. The End Any Questions? Commanders believe the weight of the post is on their shoulders