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1 Constitution and Bylaws '^estmcing 'Jieioei^s en ^TJie UnU Constitution and Bylaws Committee Margaret Deliinger- Chairman 413 Branch Rd. S.E. Vienna, VA Vamember(S)aol.com Susan Lee - Vice Chairman Mansfield Club Drive Fredericksburg, VA worldtl@verizon.net Pat Upshaw- Member 6511S. Stevens Hollow Drive Chesterfield, VA ^^694

2 Constitution and Bylaws Program Action Plan Theme -Bestowing Super powers on the Unit The Constitution & Bylaws Program Action plan as outlined by the National Organization is enclosed for your review. This document gives your Unit the power to operate. As Department Constitution and Bylaws Chairman I will be disseminating the information which affects the American Legion Auxiliary of Virginia's Units Constitution and Bylaws. As changes come down from National or Department that affects the Units Constitution and Bylaws, i will pass this information on. I will review any changes to the Units Constitution and Bylaws before they are filed with the Department of Virginia American Legion Auxiliary Headquarters. This year the emphasis will be on making sure that Units are operating under an undated Constitution and Bylaws. There have been some changes in last few years to the American Legion Auxiliary National and Department Constitution and Bylaws. Please go to the website for the National organization virww.alaforveterans.ore or Department organization for the current documents. Under the Eligibility Section the National organization of the American Legion Auxiliary changed the wording to the following. Membership in the American Legion Auxiliary shall be limited to the grandmothers, mothers, sisters, wives, and direct and adoptedfemale descendants of members of The American Legiort, and to the grand-mothers, mothers, sisters, wives, and direct and adopted female descendants of all men and women who were in the Armed Forces of the United States during any of the following periods: April 6,1917 to November 11,1918; December 7,1941 to December 31, 1946; June 25,1950 to January 31,1955; February 28,1961 to May 7,1975; August 24,1982 to July 31,1984; December 20,1989 to January 31,1990; August 2,1990 to the date ofcessation of hostilities as determined by the Government of the United States; all dates inclusive, or who being citizens of the United States at the time of their entry therein, served on active duty in the Armed Forces ofany of the governments associated with the United States during arty of said periods, and died in line of duty or after honorable discharge; and to those women who oftheir own right are eligiblefor membership in The American Legiort The Dues Increase to National for 2019 has been increased by $3.00 for Senior members and $2.50 for Juniors. Therefore, many units have had to update their unit dues to keep up with this change. Any dues increase should be in the Units Standing Rules, if your Unit has made this change, please submit this to me for filing as it is still part of your governing documents of your Unit. Department Constitution and Bylaws Midyear Report- Please me vamember@aol.com with the Unit number and date of your last update to your Units Constitution and Bylaws by December 1,2018. Department Constitution and Bylaws Annual Report-This report is due by April 1,2019 on the report form enclosed.

3 American Legion Auxiliary Department of Virginia Constitution and Byiaws Annuai Report Due April 1,2018 BestoHun^ Sape/^ PoHfe/^ on the Unit Complete and Send to: Margaret Oelllnger, Chairman 413 Branch Road Vienna, VA Any questions Call: vamember(a>aol.com Unit Name and Number District Zone Chairman Name and Address Phone Contact: As part of your annual Report, please include answers to the following questions: 1. Have you done an annual review of your Constitution & Bylaws? 2. When were your department and unit Constitution & Bylaws last revised? 3. How were units inspired to review their governing documents? 4. Has your unit/department sponsored any Constitution & Bylaws activities? If so, what were those activities? 5. Did your department participate in a web-based Constitution & Bylaws activity? 6. Did your unit attend any workshops about Constitution and Bylaws?

4 American Legion Auxiliary Programs Action Flan ^ Constitution & Bylaws The Constitution & Bylaws program informs and educates members of the American Legion Auxiliaiy on tiie importance and power of properly written, reviewed and updated documents, polici^ and procedures at all levels. Constitution & Bylaws are the basis for governance of your department, district, county, and unit Preparing and adhering to iq>dated Constitution, Bylaws and Standing Rules will ensure a more successful organizational process, and provide the structures to follow at all levels of oiu* organization. Committee Contact Information Constitution&Bylaws@ALAforVeterans.org What can you do? The following is provided as a guideline to help facilitate reviews of yom* current Constitution, Bylaws and Standing Rules. Please remember that department, district, county and unit Constitutions, Bylaws ami Standing Rules cannot be in conflict with national governing documents. GnideUnes for Units and llepartments A. Constitution & Bylaws: a. are the foundation of the organization b. contain die most essential provisions relating to the organization, its name, purpose, membership, ofibcers, meetings, governing board, committees, parliamentarian authority and amendments to prescribe stracture changes c. are the law of the organization should be reviewed, but not changed, every year have direct bearing on the rights of members d. should have a standard form and content e. define the primary characteristics of the organization f. prescribe how the organization is structured and functions g. include all rules that are so important that they carmot be changed witiiout prior notice. B. Standing Rules a. Relate to tire details of administration for the organization b. May be adopted by a majority vote may be amendoi or rescinded at any regularly scheduled meeting: witii prior notification, by a majority vote, tndess the bylaws stipulate otherwise, witfaoirt prior notification by a two-thirds vote. C. Parliamentary Authority - The most recent edition of Robert's Rules oforder, Newly Revised shall govern this organization in all cases tiiat are not in conflict with state statute, the constitution, the bylaws, or any special rules of order adopted by the organization. D. Definitions a. Resolution: An elaborate, formally written motion. A resolution may contain a preamble that lists the reasons for adoption. Each reason is listed in a separate paragraph starting with the word **whereas." A resolution must have at least Constitution & Bylaws 1 *.a. «o Programs Action Plan: Page 126

5 one **1680^^" clause that specifies the action or position being proposed, b. Amendment: Proposes a change to the Constitution, Bylaws, Special Rules of Order, or Standing Rules. It is also used to modify a motion under consideration. i ^ Ideas: Member * Volunteer to create a game of Constitution & Bylaws questions for members to play at unit meetings; make Constitutions & Bylaws fim! * Volunteer to write a resolution or amendment to be brought before your unit * Volunteer to help your department, district and/or tmit to update governing documents to conform to the national organization's governing documents. * Become familiar widi the most recent edition of Robert's Rules of Order, Newly Revised Unit * Update Constitution, Bylaws and Standing Rules, as well as policies and procedures, to conform to die national organization's recent iqidate. * Plan a parliamentary procedure seminar at a unit/district function. Department * Update Constitution, Bylaws and Standing Rules, as well as policies and procedures, to conform with the national organization's governing documents. * Plan a parliamentary procedure seminar at a department function. Constitution & Bylaws Reporting* Year-End Reports Annual reports reflect the program work of units in the department, and may result in a national award for participants if award requirements are met Each department Constitution & Bylaws chairman is required to submit a narrative report to the national Constitution & Bylaws chairman. Members and units should follow their department's protocol and deadlines. *For deadlines and contact information, please consult the Annual Stqiplement to the Programs Action Plan or visit the Constitution & Bylaws Committee page on the national website, As part of your Narrative Report, please include answers to the fodowing questions: * Have you done an armual review of your Constitution & Bylaws? * When were your dqrartment and unit Constitution & Bylaws last revised? * How were units inspired to review their governing documents? * Has your unit/department sponsored any Constitution & Bylaws activities? If so, what were those activities? * Did your department participate in a web based Constitution & Bylaws activify? If so, was it helpful? Programs Action Plan: Page 126 Constitution & Bylaws 2

6 How To Sheets How To Write Standing Rules J How to Utilize Facebook and Twitter to Promote Auxiliary Events and Activities How to Set up a Department or Unit Website Additional Resources You Can Use (^available through Emblem Sales emblem.legion.org) 1. Yournational Constitution & Bylaws conunittee members (see Coirstitntion & Bylaws program page on the national website or Aimual Supplement for contact iiibrmation) 2. National Constitution, Bylaws, and Standing Rules* (also available for download at 3. Policies and Procedures Manual* 4. Unit Guide Book* 5. Parliamentary Procedure* 6. Robert's Rules of Order, Newly Revised* 7. C&B program page at 8. ALA Department Operations Guide at Constitution & Bylaws Programs AcHon Plan: Page 127

7 American Legion Auxiuary Programs Action Plan How To Guides HOW TO WRITE STANDING RULES Coumiittee: Constitutioii & Bylaws Contact Information for Questions: or your department Constitution & Bylaws chairman Step-by-Step Instructions: Start with a specific need that relates to the administration of your department, district ot unit (e.g., awards you present, budget for convention attendees, voting bocfy). Write the Standing Rule. See "Guidelines for Writing Standing Rules" on the next page. Present it at a department, district or unit meeting. A standing rule can be adopted with majority vote at any regular meeting with advance notice, unless otherwise stipulated in the bylaws, ^thout advance notice, a standing rule requires a 2/3 vote for adoption. The Standing Rules document should be kept up-to-date, and each new Standing Rule should record the date it was adopted. GUIDELINES FOR WRITING STANDING RULES Standing Rules are those rules and regulations which relate to the details of die administration of an organization for the guidance of an assembly. Standing Rules are usually adopted in the form of a resolution, and require a majority vote to pass with previous notice at any regularly scheduled meeting, and a 2/3 vote in the affirmative to pass without prior notice. The fouowing points are intended to be a helpful guide for writing or updating Standing Rules. Not every topic or item will apply in every instance, and some ti^gs may not be listed. The (NAME AND NUMBER) of the District, American Legion Auxiliary, hereby adopts die Constitution & Bylaws as prescribed by die American Legion Auxiliary, Department of. The most recent edition of Robert's Rules of Order, in all questions not governed by articles of the National, (department/district/unit) Constitution & Bylaws, shall govern this (department/districtmnit) Programs Action Ran; Page 128 Constitution & Bylaws

8 AlIEnCANLEQIONAUXUJARY PROGRAUS ACTION PLAN HOW TO GUIDES 1. State time (day and hour) of meeting, place of meeting and information on notification of meeting. Are you meeting all twelve (12) months? 2. Dues - Senior, Junior, Gold Star Modiers, life Members. 3. Process for selecting Life Members. 4. Election a. When will election be held? b. Secretary and/or Treasurer-elected or appointed? c. A nominating conunittee - yes or no? Elected per the most recent edition of Robert's Rules of Order, Newly Revised. 5. Election of delegates for department convention, fall conference, district meetings - when and how selected. 6. Installation of officers - when, where, who is in charge. 7. Equipment - rules for loaning, maintenance, etc. 8. Finances ^ a. Rent b. Utilities c. Working funds for officers, chairmen, poppy purchases, ALA Girls State, Veterans Affairs & Rehabilitation, etc. d. Aimual gifts for district president's visit, retiring officers, etc. e. Flowers and/or gifts for illness, deadi, etc. f. Expenses for delegates to department convention, fall conference, district meetings, etc. (registration fee, mileage, per diem) g. How bills are paid and who signs the checks h. Contest prizes - how much for poppy, essay contests, etc. i. Department and district mandatory funds j. Ar^gements for special dinners - funerals, etc. k. Armual donations to special programs or charities 9. The fiscal year of this department/district/unit will be 10. Audit-when and by whom. 11. This paragraph should appear at the end of your Standing Rules: "Standing Rules are adopted by a majority vote and may be amended by two-thirds (2/3) vote at any meeting, or if notice has been given, by a majority vote." Standing Constitub'on & Bylaws Programs AcQon Plan: Page 129

9 American Legion Auxiluuiy Programs Action Plan How To Guides Rules are usually adopted from time to time, as they are needed, in the form of resolutions. 12. The date of the meeting at which these Standing Rules were approved MUST be shown. ALSO - The signature of the Constitution & Bylaws chairman and president or secretary MUST appear on the bottom of the list. Date Approved President or Secretary Constitution & Bylaws Chairman Constitution & Bylaws Progiams Action Plan: Page 130

10 American Leqion Auxiliary Programs Action Plan How To Guides HOW TO WRITE A RESOLUTION Committee: Constitution & Bylaws Cootact Information for Questions: constttution&bylaw8@alafgrveteians.org or your department Constitution & Bylaws chainnan Step-by-Step Instructions: A resolution is a written, formal motion. Resolutions are used because the motion may be presented in written form with some of the reasons included in the document If written well, the resolution makes it easier for members to consider the proposal Importance, length and complexity of the motion, and size and formality of the assembly are major considerations in using resolutions. A resolution has two sections the resolving clauses and the reasons. Resolving clauses tell the specifics of the proposal. The main reasons a motion should be adopted arc included in the "Whereas" clauses. Neither section should include more clauses than are absolutely necessary. Simple, but improve the wording and whose stqiport will assist in Hs adoption. * The two sections of a resolution can be written in either order, but many believe it is better to write the \ J main motion first and then write the reasons it should be adopted. This way, you first determine what is to be done. Focus on the most crucial specifics essential in the motion. Say it in one or two sentences. A third sentence could include who is responsible and a timeline. * Once the main motion is determined, develop three to five statements to support the adoption of it These are worded as "Whereas" clatises. These points should be the most important and least controversial argiunents for die motioil Less dim three points may not make the case depending on the modon, and more than five may get too complicated and confuse the issue. Again, it is important to stay foctised on the points that are stricdy necessary. Leave other points for the discussioil * When the resolution is finally written, it begins widi the "Whereas" clauses and ends with the resolved clauses. Robert's Rules ofcmer, Newly Revised prescribes the proper format, capitalization and pimctuation. Again, it is a good idea to consult widi members who can be of assistance, as well as the most recent edition of Robert's Rules oforder, Newly Revised, to ensure your resolution is correcdy formatted. See the sample resolution in Support Tools at wwwjiiaforveterans.org. Constitution & Bylaws Programs Action Plan: Page 131

11 ^ American Legion Auxiliary Programs Achon Plan How To Guides ^ HOW TO BE AN EFFECTIVE PARLIAMENTARIAN Committee: Constitution & Bylaws Contact Information for Questions: constitution&bylaws@alaforveterans.org or your department Constitution & Bylaws chairman Step-by-Step Instructions: BE IMPARTIAL - The parliamentarian is much like an official in a game. She is to be impartial and make sure everyone plays by the rules. Similarly, as the official does not play the game, the parliamentarian does not exercise the same rights as a member. She does not make motions, debate, vote, except by ballot. KNOW THE RULES - Just as a referee must know the rules of the game, a parliamentarian must know the rule^ of the organization and of the parliamentary authority. As the size of the group increases, so must the depth of knowledge of the parliamentarian. A department parliamentarian must know and understand bylaws, standing rules, and parliamentary procedure much better than a unit parliamentarian. PRESIDENTS APPOINTMENT - The president appoints the parliamentarian for her knowledge and skills, not as an honor or special appointment for a friend. The parliamentarian should be someone reliable and trusted to provide accurate advice for everyone on both sides of an issue. The president and parliamentarian should have a good working relationship. VARIED ROLES - The parliamentarian has a variety of duties before and during meetings with members, committees, officers, and boards. The goal is for the business to be handled properly and smoothly. DUTIES BEFORE A MEETING - Review the agenda with the president to be familiar with the business and possible problems that may arise. Review the bylaws and standing rules of the organization. Work with any corrunittee members who request assistance in preparing reports for the meeting. DUTIES DURING A MEETING - Preparatory work before the meeting should reduce the work necessary during the meeting. The parliamentarian should arrive early to counsel as needed. Have a copy of the governing documents at the meeting. Keep track of the motions to assist the presiding officer. Be as inconspicuous as possible. Provide advice when requested and communicate with the president tactfully and discreetly. Remain impartial and be prepare to cite references if needed. Be available after the meeting for further counsel. ( ] Programs Action Plan: Page 132 Constitution & Bylaws

12 Auerican Legion Auxiliary Programs Action Plan How To Guides DUTIES FOR A CONVENTION - The duties of the parliamentarian for a convention include those listed for meetings. Also be prepared to advise convention committees such as resolutions, credentials, rules, and elections. Review the script with the presiding officer. Stay focused, steady, patient, and fair. PARLIAMENTARY AUTHOURTTY - Any organization requires rules of operation. The most important should be the hardest to change. Typically these include a Corporate Charter, Constitution and/or Bylaws, Rules of Order such as Robert's Rules, and Standing Rules. The Charter, Constitution, Bylaws, and Standing Rules are written specffically for a given organization. Those rules take precedence in governance. On matters not specffically addressed in those documents, the Rules of Order specified in the Bylaws are the parliamentary authority. This is usually the most recent edition Robert's Rules of Order, Newly Revised. A parliamentarian should spend time studying these rules. HELP MEMBERS LEARN - During your year of service as parliamentarian also consider working with members to educate them in parliamentary procedure. This can be as you counsel them in their roles or teach lessons to further develop their knowledge and skills. DEVELOP YOUR KNOWLEDGE - Good parliamentarians are always learning their craft. Invest in your knowledge. Resources are available through Emblem Sales, through pariiamentary associations, and online. Resources Available through Emhlem Sales at emblemjegion.org: 1. National Constitution, Bylaws, and Standing Rules (also available on the Auxiliary's website at wwwalaforveterans.org) 2. Robert's Rules of Order, Newly Revised (also available on the internet at htlp://www jrobeatsrules.com/) 3. Parliamentary Procedure Booklet See the Constitution & Bylaws page at wwwalaforveteransjorgfor additional resources Programs Action Plan: Page 133 Constitution & Bylaws ^