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Effective Chapter Operations

Effective Chapter Operations. Department of Virginia October 2013. DAV Mission Statement.

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Effective Chapter Operations

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  1. Effective Chapter Operations Department of VirginiaOctober 2013

  2. DAV Mission Statement We are dedicated to a single purpose: empowering veterans to lead high-quality lives with respect and dignity. We accomplish this by ensuring that veterans and their families can access the full range of benefits available to them; fighting for the interests of America’s injured heroes on Capitol Hill; and educating the public about the great sacrifices and needs of veterans transitioning back to civilian life.

  3. Overview To properly operate a Chapter…which should be operated like a business….. you will require knowledge of many procedures, both administrative and financial, which come from National, Department and Chapter policies and the Constitution and Bylaws. In this overview, many publications, directives and forms will be briefly reviewed to give you a very broad overview of effective Chapter operations. Every Chapter Officer should obtain copies of the various publications mentioned in the briefing and refer to them often. 2

  4. Publications, Reports & Forms National Constitution & Bylaws DAV Stylebook DAV Language Guide Annual Financial Report DAV Ritual Chapter Officers Guide Membership System Manual LVAP User Manual DAV Catalog Chapter Officer Report Department Constitution & Bylaws Chapter Commander’s Report Department Expense Voucher Fundraising Request Golden Corral Operations Chapter Constitution & Bylaws Chapter Budget Guidelines Chapter Expense Vouchers Roberts Rules of Order The list on the right contains some of the documents and publications that you, as a Chapter Officer, should have available and be familiar with. In the following pages we will discuss some of them, and provide links to obtain them. Since these publications change and are updated from time to time; you should check at least annually to ensure you are using the latest edition Since forms and publications for Department and Chapter Service Officers are covered during Annual Certification training, they will not be covered here. 2

  5. National Publications & Forms Available in Members section at www.DAV.org NATIONAL CONSTITUTION & BYLAWS The Constitution contains the fundamental principles which govern the operation of DAV. The bylaws establish the specific rules of guidance by which DAV is to function. DAV STYLEBOOK The stylebook and the accompanying brand kit have been designed to provide direction and address the most common questions that may arise for anyone working with DAV’s brand assets. It is a working document that will be updated as needed to provide the most current guidelines and examples. DAV LANGUAGE GUIDE The new language and messages presented in the language guide build on the more than 90-year legacy of DAV. The phrases and language will help sharpen our external communications to effectively communicate with a broader audience about the great work we do. DAV RITUALS The printed guide for Chapters to assist in running a meeting. By definition: A ritual is a well-defined sequence of words and actions designed to focus attention, establish significance, and achieve a beneficial result.

  6. National Publications & Forms Available in Members section at www.DAV.org CHAPTER OFFICERS GUIDE Produced by National Headquarters to define the duties of Chapter Officers and as a guide for the activities of Chapter Officers. MEMBERSHIP SYSTEM MANUAL Guides the user through the DAV on line membership system. LVAP USER MANUAL Guides the user through the Local Assistance to Veterans (LVAP) Program. DAV CATALOG For Chapter and member purchase of all DAV items from t-shorts to uniform items, national and chapter forms and publications, brochures, Forget Me Not supplies, membership materials. CHAPTER OFFICER REPORT This form must be submitted to both National and Department Headquarters within 10 days of every installation of new officers; upon change of an elected or appointed position, or change of address for any elected or appointed officer or the Chapter.

  7. National Publications & Forms Available in Members section at www.DAV.org ANNUAL FINANCIAL REPORT (AFR) (and attached schedules) This form must be submitted, to both National and Department Headquarters, by 30 September each year declaring the income and expenses of every Chapter for the past fiscal year. National Constitution & Bylaws; Section 9.3: Financial Records, Reports Para. 1: Each chapter shall keep a complete financial record of all monies received and expended. All assets of the chapter must be titled or held in the name of the chapter. Fixed assets, such as buildings, land and equipment, must be maintained in a manner that will prevent waste and abnormal deterioration. All other assets (except for minimal amounts of cash-on-hand) must be safeguarded or deposited in a manner appropriate to the asset and consistent with sound business practice. Upon request by the National Commander or the National Adjutant, a chapter shall submit satisfactory evidence of the value of assets owned by the chapter or its affiliated entities (as defined in Article 17.1 of these Bylaws). Each chapter shall have an audit committee composed of at least three members of the chapter, excluding the commander, senior vice-commander, treasurer, adjutant and finance committee chairman, who shall conduct an annual audit and, if the gross receipts excluding dues exceed $10,000, submit a report to the state department and National Organization within ninety days after the close of the accounting year, which shall be the membership year commencing July 1 and ending June 30. All reports must be filed on forms provided by National Headquarters. All financial reports shall specify and itemize the precise source and expenditure of all funds of the chapter during the reporting period. Broad or general classifications will not be deemed acceptable and may subject the chapter to the audit provisions of Article 15, Section 15.7, Para. 2 of these Bylaws. Failure to file annual financial reports will be cause to suspend or revoke the chapter charter. If, in the opinion of the National Organization or the State Department, a financial audit of the chapter is necessary, and the National Commander or State Commander so authorizes it, such audit will be conducted by the National Organization or State Department at chapter expense. This provision shall not exempt a chapter from the requirement of filing an annual financial report with the State Department.

  8. Department Publications & Forms Available in Adjutants section at www.VirginiaDAV.org SUPPLEMENTAL CHAPTER INFORMATION Submitted to the Department with the Chapter Officers Report to provide information not included on the Officers Report. It lists the 2nd Jr. Vice Commander, Chaplain, Judge Advocate; if the Chapter publishes a newsletter, has facsimile capability, Chapter e-mail, Chapter internet access. DAV EMERGENCY RELIEF REQUEST FORM Used to document the request for emergency relief and the results of the investigation into the need, and has sections for review and approval by the Welfare & Relief Committee Chairman, Department Service Commission Director. DAV HOMELESS APPLICATION FORM Used to document the request for homeless relief and the results of the investigation into the case, and has sections for the review and approval by the Homeless Committee Chairman, Department Service Commission Director.

  9. Department Publications & Forms Available in Adjutants section at www.VirginiaDAV.org DEPARTMENT FUNDRIASING MEMORANDUM Submitted by Chapters, Auxiliaries, NOTR to either request approval for fundraising or to give 30 day notice of a fundraising activity. These are reviewed and approved by the Department Senior Vice Commander, and are reviewed to ensure the activity is IAW The Constitution & Bylaws Article 15.3 and Sections 6, 7, 8 Standard Local Unit Constitution. GOLDEN CORRAL FUNDRIASING PROCEEDURES (PowerPoint Presentation & Class) Outlines the history of the Golden Corral / DAV program from it’s beginnings in Virginia, Department policy and procedures as it pertains to the two different franchise stores in Virginia, how funds are distributed to the Department and Chapters. Reviewed and updated annually by the Department. CHAPTER COMMANDER’S REPORT Prepared by Chapter Commanders and submitted to the Department a minimum of 1 week before the Spring Conference, Annual Convention, and Fall Conference.

  10. Department Publications & Forms Available in Adjutants section at www.VirginiaDAV.org • On the Department website ( www.VirginiaDAV.org ) there are many more forms and instructions for your use on the “Forms, Memos and Letters” tab on the Adjutants page. • Candidate Questionnaires (for Department offices) • Nominating Questionnaire Form • Department Executive Committee (DEC Designation Form) • Committee Appointment Recommendation Form • Committee Acceptance Memo • Additional Chapter Service Officer Listing • Convention Delegate Form • Candidate Letter • Convention and Conference Registrations Forms • The Department Adjutant also issues a memorandum yearly entitled “Annual Reporting Requirements” which details how to fill out the Chapter Officer Report & Supplemental Chapter Information form, along with due dates and addresses.

  11. Chapter Forms • Your Chapter may have promulgated forms for your day to day operations. While not required, there are some forms that every Chapter should be using, such as: • Vouchers for reimbursement of funds (strongly suggested) • Yearly Budget Guidelines (strongly suggested) • Building rental/use forms for Chapter Home • If your Chapter does not utilize any of these forms, and you are interested, contact a neighboring Chapter or a Department Line Officer.

  12. Chapter Meeting Short Form Order Of Business 1. Opening Ceremony. 2. Roll Call of Officers. 3. Introduction of Visitors. 4. Reading Minutes Last Meeting. 5. Treasurer’s Report. 6. Bills Against the Chapter. 7. Sickness and Distress. 8. Application for Membership (and action thereon) 9. Introduction New Members. 10. Reading of Communications. 11. Reports of Committees. 12. Unfinished Business. 13. New Business. 14. Good 0f the Order 15. Memorial Ceremony. 16. Adjournment, with Closing Ceremonies.

  13. Conduct During Meetings DO: Follow established DAV Rituals Adhere to the Constitution & Bylaws Treat everyone with respect as a Comrade DON’T Use foul or profane language Refer to female Comrades in the DAVA as the “ladies auxiliary” Disparage other VSOs Tell off-color or racially charged jokes or stories Openly support political candidates or parties You must be cognizant of your actions, speech, and demeanor during any Chapter functions. Remember that you represent the entire DAV organization from the National Commander to the newest member. Words can - and do – harm your reputation and Chapter. Even something you say as a joke can be taken another way by persons within earshot. Remember your days in the military: your actions words, and attitude reflect on all of us.

  14. Chapter Operations Contracts and Expenditure of FundsFor big-ticket items, repairs to your Chapter home, or any large scale project; bids should be accepted from at least 3 businesses, the pros and cons of each weighed; and the results presented to the membership. Remember the cheapest bid is not always the best. Incorporation and Tax-Exempt Status: This topic will be covered ion a separate, more detailed training presentation in the near future. However, there are many advantages to becoming incorporated; and obtaining – and keeping – the tax-exempt status of your Chapter is very important. If you loose your tax exemption it is a long and difficult procedure to reinstate it. For a more detailed explanation, contact a Department Line Officer who can assist you. Local Ordinances and State Law: Certain operations at your local Chapter may be covered by city or county ordinances or state law. For example, some cities in the Commonwealth of Virginia have ordinances that specifically address rentals of buildings (which would include a Chapter Home). State law dictates operations of bingo, lotteries, sweepstakes and other games of chance.

  15. Conclusion The Department of Virginia, according to the Constitution and Bylaws of the national DAV; is responsible for the operation of a Chapters within the Commonwealth of Virginia. It is our mission, and duty, to provide you with guidance and mentorship so that your Chapter is operating within the Constitution and Bylaws, NEC Regulations, and Department policy. Our Department Line Officers, Inspectors, Adjutant and Judge Advocate are all available to provide assistance, and will be visiting Chapter in both official and unofficial capacities to observe and mentor. If we all work together as a team, the mission of DAV will be achieved.

  16. DAV - Department of Virginia P.O. Box 7176 Roanoke, VA 24019 Toll free: 866-706-5889

  17. This instructional guide, and any policies contained herein, were reviewed and approved by the Department Commander October 2013

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