Organizational Meeting July 26 27, 2014 Bismarck, ND

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1 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA PO Box 13986, Grand Forks, ND Organizational Meeting July 26 27, 2014 Bismarck, ND Saturday, July 26, 2014 In attendance: Marilyn Bott, Holly Eslinger, Bev Wolff, Sheri Ormonde, Lynn Tomlinson, Marlene Boyer, Gigi Moore, Diane Kraemer, Judy Twete, Shirley Montgomery, Mary Ann Gefroh, Barbara Stedman, Joan Buske, Shauna Dubuque, LaVonne Matthews, Nancy Lange, Katie Pulley Sandy Smith, Janie Pflaum, Mavis Goodroad, Betty Malkowski, Linda Juntunen, Arla Roth, Catherine Olson, Minnie Flynn Department President Arla Roth called the meeting to order. Bev Wolff offered the prayer. The group observed a moment of silence. Arla Roth led the Pledge of Allegiance. Catherine Olson led the National Anthem. The preamble was recited. Arla announced that the minutes of the last DEC meeting were read and approved at Department Convention, and therefore would not be read at this meeting. Department Treasurer LaVonne Matthews reported that as of June 30 there is $108, in the general fund. Bev Wolff moved to accept the report. Holly Eslinger seconded the motion. The motion passed and the report was accepted. Arla stated that monthly financial reports will be sent to President, President Elect, Vice President, three finance board members and the Secretary. Quarterly reports will go to all those who receive monthly reports, as well as the ten district presidents and the NEC. This includes the budget comparison, balance sheet, and the profit and loss. The Finance Board will get a check register along with everything else. Mavis inquired about the VA&R chairman receiving reports from the Lisbon Veterans Home contact and Marie Butz, the VA/VS Hospital Volunteer. Arla said the VA&R chairman and Department Treasurer should get the report in the future. Arla will contact Mark Johnson at the Lisbon Veterans Home to request periodical accounting reports. She will ask that it be sent to the Department office so that it may be forwarded on. The subject of EIN numbers and 990s was brought forth. It was determined at a previous meeting that districts do not need an EIN, and therefore do not have to file a 990. This applies only to those districts that do not have a checkbook. District 3 and 8 still have checkbooks, but they will likely move to cash only after speaking to their District. Cat asked if Districts knew if they were chartered. A 2013 letter from National Secretary Dubbie Buckler explaining the charter process for a district was distributed. A Frequently Asked Questions document that was given to some district presidents at department convention; Cat distributed it to those who still needed a copy. All districts should be chartered, even if they don t have an EIN. Cat will give charter applications to the districts that need one.

2 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA Cat has a list of the units that are not in compliance with their 990. Cat will contact those units to let them know they are not in compliance. The list of units who have a revoked or invalid EIN was read: 6, 9, 28, 29, 32, 33, 40, 44, 52, 66, 82, 90, 96, 97, 101, 117, 121, 125, 127, 137, 144, 148, 151, 188, 194, 208, 210, 217 and 277. Districts 1, 2, 4, 6, 8 have been chartered. Mavis requested a copy of the District 1 charter. Bev Wolff provided an update on the Beach unit s efforts to work with the IRS. Their tax status was revoked, and has been revoked long enough they have to apply for a new one. Cat requested a copy of District charters from the District Presidents, if they have one. Bev Wolff spoke on the scholarship money she gave and read a letter she received from the Finance Board in See Addendum A. Arla said we have never given a scholarship. There is $ in the Beverly Wolff Scholarship fund. Bev suggested the Education chairman and finance board chairman make the decision how the money should be distributed. If there are other projects that come up, they may contact Bev to see if her funds can go towards that project. Discussion was held. Cat moved to table discussion to Sunday morning s DEC meeting, allowing Finance Board Chairman Charlotte and Education Chairman Barb have a chance to discuss options further. The motion to table discussion was seconded and passed. Department Secretary Catherine Olson distributed packets of information to the District Presidents. The packet included a list of the units in the district, a comprehensive list of all the units in the department. The list of units is also available on the internal page of the NDALA website. A list of dates and deadlines was distributed and reviewed. See Addendum B. The bulk mailing goes to all units, District presidents, Department officers and Department chairmen. The mailings are also available on the NDALA website. The Message deadlines will be determined as they become closer. A list of units who have not paid their mandatory fees will be given to District presidents before Winter Conference so that District Presidents can reach out to those units who have not paid them yet. The reporting deadline dates will be filled in later in the DEC meeting. Girls State will be June 7 12 th, with staff arriving on the 6 th. Bev requested that a modified version of the Dates and Deadlines be sent to Unit Presidents. Holly Eslinger asked that the Message deadline information remain on the document so units know when articles are due. The process for disbanding a unit was discussed. The checklists for the various parties were distributed, and are also available on the NDALA website. The letter sent to membership chairman with the membership cards in July 2014 was reviewed. The following items were highlighted: o The membership year starts January 1 st. o The first day to enter new members is September 2 nd, o A reminder about the reminder/renewal notice dates was given. o A roster of members was provided, but is from April 2014 and may be outdated. o An explanation of the categories on the roster was explained. (SLM, VIM and HLM) HLM are honorary life members. This designation is simply a courtesy to units, and units are the ones who tell the department if this designation should be added. MAM is adult, MYM is a junior member. 2 Organizational minutes 2014

3 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA o Any junior members without a date of birth listed in ALAMIS were changed to senior status. Cat will contact the membership chairman for these junior members to get their date of birth, and then change them back to junior members as needed. o If a member was 17 as of January 1997, she is a junior member for the 2015 year regardless of when her birthday is. o There are a few join date corrections that still need to be discovered and corrected. This problem originally occurred several years ago. o Copies of membership forms were provided. The membership submission form has been changed slightly, but it is not important to use the newest form as long as the correct dues rate is paid. It is important to indicate which membership year the dues should be applied to. The member data form may be used for submitting name and address changes, transferring units or deaths. The member data should be used when transferring members. The new unit accepting a member needs to submit the form, and should include the member s signature as well as someone form the incoming unit. Dues can be paid to the incoming unit only if the membership year has not started yet. If the new membership year has started, the member needs to pay the dues to the previous unit before the transfer can be completed. Any membership application may be used there are several available. A brief discussion was held regarding eligibility of step children. Be sure that the Post Adjutant has signed the application, unless it is a female veteran who is signing up under her own eligibility. The PUFL application mailed to membership chairmen expires on September 1, After that date the rates go up. ALAMIS (web based membership system) access is available for units, up to two accounts. The access is $10 per person, and follows the calendar year. District access is now available, and costs $10. If interested, the unit/district needs to send $10 and the address for the person requesting access. PUFL applications are due to the National office by January 1. o The National website recently put things behind a login. The portal allows members to update their own mailing address. If a member has ALAMIS access, this will be used to access the portal. o The Department website is ndala.org. This page is designed for current members, but needs to be developed for external audiences. The communications committee will likely take on that project. Cat would like to put a picture of each officer and chairman on their page, and a welcome message. Most things posted to the websites will be mailed to chairman and officers, with the exception of other district letters, etc. A few people still need to confirm their contact information. A full list will be distributed to officers and chairmen once it is completed. 3 Organizational minutes 2014

4 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA o Cat asked officers and chairman to think about marketing their program for the year. What information should be put in a unit mailing, the Message, our website, facebook, etc.? Let Cat know what you would like posted and when. o New poppy forms will be sent out. The price of poppies has gone up. o When Message articles are written, try to be sure that your article matters. It s ok to be friendly, but try to include items that contain newsworthy items. The August Message will only be four pages long, not eight. o Blank unit officer sheets were given to District Presidents. o If there is any information, or a form revision that would help an officer or chairman do their job, please let Cat know. Cat will most things, and if a hard copy is ever needed it may be requested. A few officers and chairman have do not have . buddies were determined for most officers. Charlotte Lassonde gave a Finance Board presentation. The board would like to budget approximately $1200 for an assistant, if paid minimum wage. She would work approximately ten hours a week from October through December. She would assist primarily on membership. Judy asked about the current office hours. Cat said at this time there is no plan to change the published 24 hours a week, however the budgeted amount for her position indicated she will work around 30 hours a week. Mavis Goodroad moved to hire an office assistant. The motion was seconded. Discussion was held. The motion passed. Specifics regarding the position would be provided in the recommendations. Cat moved that the President, President Elect, Vice President, Secretary, Treasurer and Finance Board Chairman be responsible for the hiring and management of the office assistant. The motion was seconded. The motion passed. Charlotte asked if anyone has things that they want the Finance Board to consider in their recommendations. She asked they think of things that should be made into standing rules instead of recommendations because they are recommend each year. Charlotte asked if there were any ideas for recommendations at that time. Judy Twete asked if the assistant had to be an ALA member. Discussion was held. The group was surveyed, and the majority felt Auxiliary membership should not be a requirement. Arla started discussion regarding the Pages Luncheon at Department Convention. She asked if the luncheon should be paid by the unit or by the department. Discussion was held. Charlotte reported that there was enough money in the Department budget to pay for the luncheon, if desired. Sandy Smith moved that the Department pay for the pages luncheon at Department Convention. The motion was seconded by Holly Eslinger. The motion passed. Cat asked the Finance Board to decide whose registration should be paid by the Department at Department Convention. The finance board will provide that information in their report on Sunday. Shauna Dubuque, chairman, gave a report from the Communications Committee. Committee members include herself, LaVonne Matthews, Arla Roth, Marlys Aubol, Catherine Olson, Marjean Boe and Holly 4 Organizational minutes 2014

5 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA Eslinger. One short term goal is to promote education and communication to our members and externally outside of the organization. They ll be working on the webpage to do that. Also, at Convention there was a signup to receive notices for Department and national news. There is a proposed change to the Message in that three chairman each quarter will be asked to write an article. LaVonne is working on determining which programs should go with which Message edition. Other articles may be written by other chairman and officers; it is not limited to just those three programs. The mandatory payment form is being revamped, and units must use the new form. The Communications committee decided the revised form will be sent to each Unit s Treasurer. One long term goal is to get more connected through social media by continuing to use our Facebook site and possibly creating a Twitter account, using a blog, finding a web designer, populating the District webpages with bios, pictures, and news, updating chairman pages with similar items. The goal of the communications committee is not to totally wipe out paper communications; they are wishing to add additional electronic means for those that wish to use it. They want work on keeping lines of communication open between units, district and department. LaVonne asked which month each program is focuses on. Sandy Smith had a document with the information. DEC requested a copy of the document. See Addendum C. Arla spoke about the Legion having their organizational meeting at Camp Grafton. They are learning how to navigate mylegion.org. It is something the Auxiliary may wish to consider doing something similar in the future. Arla said the Children and Youth chairman needs to report back to the units at the end of the leadership year how the money was spent because it is an item on the mandatory payment form. Judy Twete gave her membership chairman report. Judy is establishing a membership team. The team will be made up of the ten district presidents. She is asking them to pledge that they will report monthly (starting in October) to Judy on how the membership is going. She wants to know what can be done to encourage units to work on their membership. The goals/numeric objectives need to be raised so that we can help the national organization reach a million members by Most units are only raised by one member, but the number they are raised from is not what they had last year, but rather what was expected. She hopes that this will be completed in the unit as a team project. The plan of action lists some simple ideas that can be done to encourage members to join new or renew existing members. A box is being given to each unit, and should be taken to meetings. The unit can collect change at meetings. She hopes that all units will SAVE their change so that another member may help SERVE our veterans. The first unit that collects enough money to pay for one membership will also get the money that was collected from the organizational meeting. There is a slip of paper that will be given to unit membership chairman that they will send to the Department office once they raise enough money to pay for a membership. Units are encouraged to decorate their boxes. District Presidents should distribute the boxes at their district meeting. If any units do not pick up their box, it should be mailed to them. 5 Organizational minutes 2014

6 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA A letter is going out to the membership chairman with their unit goals. The Department objective for 2015 is 13,140. That is broken down into 1,095 members each month. By the end of July we should have 13, 149 members. Judy would like to ask for funding to send a personal letter to those who belonged to a disbanded unit, encouraging them to join an active unit in their area, or to at least consider remaining a member in unit 500. Although unit 500 membership is not an active membership, it is still important to keep their membership. It is important to her that membership not be a Department membership chairman job, but rather a membership team s responsibility. There is a New Member kit available on the national website. Other ideas are also posted in the plan of action and on the national website. The group exchanged ideas on how to gain new members, communicating with members, and publicizing unit events. Shauna asked about eligibility specifics for members, such as information regarding steps and adopted kids, divorced situations, etc. Part of it is in the constitution and the handbook, but not as specifically as she would like. Discussion was held. LaVonne tallied the money collected in the Saved for Service box. Enough was collected for two memberships. The first two units who send in their Saved for Service slip will receive payment for a member. Linda announced that the National Children and Youth plan of action has a new program called Star Spangled Kids. Arla announced that Girls State numbers were down this year. Arla plans on asking the school for a list of the junior girls, and she will write a personal invitation to each girl. Lunch plans were discussed. One of Arla s projects is the Ruth Myers Hospitality House. It is a homeless shelter is Bismarck. Their current needs include laundry soap, paper napkins, food especially tomato soup, spaghetti noodles, eggs, tuna and crackers; cleaning supplies, hygiene supplies such as disposable razors, shaving cream, antifungal foot spray, powder, paper products. Twin or full sized bedding. Diapers wipes and baby supplies. Bus passes, gift cards, gloves, socks, hand sanitizer, Tylenol, ibuprofen, cough drops, band aids. They don t need things like shirts, pants and coats at this time. If anyone wishes to purchase these items today, the group will deliver them the next day. Volunteers are also needed for those that live nearby. The group recessed. Arla appointed Lynn Tomlinson, Minnie Flynn, and Shauna Dubuque to serve on a committee to write a resolution to bring before Department Convention which would add a standing Communications committee of three added to the bylaws and state their duties. Unit 2 in Fargo will likely sponsor the resolution. 6 Organizational minutes 2014

7 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA Arla announced that Winter Conference will be a learning session. Members will go from table to table to find out what each program is about. She asked Chairman to start working on their plan for that. The Chaplain and Historian may be included, if they wish. She wishes to encourage members to go to all the tables, and wishes to have members visit at least six tables in order to be eligible for a door prize. Other ideas were shared. Arla asked each person in the room to introduce themselves The meeting recessed until Sunday morning. During the recess, three groups met: finance board, district presidents, and chairmen. Arla instructed each group to report back in the morning. She asked each group to appoint their own secretary. District Presidents were tasked to go through their 3 ring binder. Chairman should complete their plan of action and share ideas with one another. Sunday, July 27, 2014 See Addendum H for notes from the Chairmen and District Presidents meeting during the recess. In attendance: Marilyn Bott, Holly Eslinger, Bev Wolff, Sheri Ormonde, Lynn Tomlinson, Diane Kraemer, Marlene Boyer, Gigi Moore, Barbara Stedman, Shauna Dubuque, Joan Buske, LaVonne Matthews, Minnie Flynn, Katie Pulley, Janie Pflaum, Sandy Smith, Mavis Goodroad, Betty Malkowski, Linda Juntunen, Charlotte Lassonde, Arla Roth, Catherine Olson, Dana Thoreson The meeting was called to order. Mavis Goodroad gave the Department President s meeting report. See Addendum D. Marlene Boyer gave Chairmen report. The chairmen exchanged ideas on what they have been doing so far. LaVonne gave the financial report. As of June 30 th, 2014, there is $108, in the general account. Royal savings account has $86, The Department CD is $16, The Girls State account has $22,339. The two CDs for Girls state are $1, and $6, (The latter is the one with Minnie s name on it.) The CDs were transferred from the Bank of Hazelton to Gate City Bank and come due on April Finance Board Chairman Charlotte read the proposed Recommendations. Amendments were made as the recommendations were read. The proposed Standing Rules were presented and amended while read. The proposed Standing Rules will be treated as recommendations at this time, and will be presented to Department Convention so they may be voted on as Standing Rules. Charlotte moved to accept the Recommendations as amended. Diane Kraemer seconded the motion. The motion passed and the recommendations were accepted. See Addendum E. Charlotte moved to accept the proposed standing rules which will be read at Winter Conference and voted upon at Department Convention. Holly Eslinger seconded the motion. The motion carried. See Addendum F. 7 Organizational minutes 2014

8 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA The meeting briefly recessed. The budget was presented. Charlotte moved to adopt the budget. Sandy seconded the motion. There was discussion. Marilyn moved to amend the budget by changing the budget item regarding District Presidents allotment to be an annual amount, with no amount carrying over from one year to the next. Mavis Goodroad seconded the motion. The Amendment to the budget passed. The motion on the floor was to adopt the budget as amended. The motion passed and the budget was approved. See Addendum G Holly Eslinger moved to revise the Recommendations, number 10 to read, We recommend that the District President allotment be applied each year with no carry over. The motion was seconded by Marilyn Bott. The motion passed and the Recommendation was amended. Dana gave the Girls State report and presented rough budget comparing registration costs and expenses per member. She reviewed their recommendations. Janie Pflaum suggested contacting Grand Forks businesses for donations since the event brings income to the city. LaVonne Matthews moved to accept the Girls State recommendations. The motion was seconded and passed. Bev led the group in prayer. Arla asked the group to provide ideas for things to learn at District meeting. The meeting was adjourned. Respectfully Submitted, Catherine Olson, Department Secretary Addendum A Beverly Wolff letter from 2002 finance board Addendum B Dates and Deadlines Addendum C Monthly Programs Addendum D District Presidents report Addendum E Approved Recommendations Addendum F Approved Proposed Standing Rules Addendum G Approved Budget Addendum H Notes from Chairman and District Presidents. 8 Organizational minutes 2014

9 AMERICAN LEC}ION AIJX ILI ARY October 4,20A2 To: Beverly Woltr Arlene Davis Tammy Ryberg Greetings: The Finance Board met and discussed Beverly's Scholarship Money and the Deparbnent Award Bonds. We recommend that the Deparfinent drop the presenting of Savings Bonds and that only a check be given by the money Beverly Wolffhas set aside for scholarships. This way they will all be receiving a check, to be used as they desire, and no duplication. We also recommend that because the non fraditional winners receive payment from the Education Fund, that they do not receive the scholarship firnds from Beverly's project money. The scholarship firnds should be used for Spirit of Youth, National Presidents and Girl Scout Achievement Awards only If you have any questions, please call any of the Finance Board members and we'il see what can be done or if you have other ideas we can discuss it at Winter Conference. Sincerely, ',I",-ohu-&*1e- Tootie Fueller, Finance Board Chairman,r.'J I / \l 1::*._. ),l-*t"vzt-'ti-.*i { -.\o*-' Donna Rice, Finance Board Member t-'*fu Carol Thoreson, Finance Board Member

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11 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA PO Box 13986, Grand Forks, ND Dates and Deadlines August 18, 2014 August 15, 2014 August 23-28, 2014 August, 2014 September 1, 2014 September 2, 2014 September 15ish, 2014 September 22, 2014 September 22-26, 2014 October 6-10, 2014 October 11, 2014 October 27, 2014 October 31, 2014 November 11, 2014 November, 2014 November 19, 2014 December 1, 2014 December 3, 2014 December 4, 2014 December 10, 2014 December 17, 2014 Estimated date that data is pulled for first renewal reminders Deadline to submit items for the monthly mailing National Convention in Charlotte, NC Message Articles Due to Department office Fall District meeting information sheet due to Department office 2015 new members can be entered into ALAMIS First Renewal Notice mailed by National Headquarters Deadline to submit items for the monthly mailing Fall District Meetings Fall District Meetings Commander and President s Homecoming Deadline to submit items for the monthly mailing Unit Mandatory fees due 60% Renew/Rejoin Achievement Message Articles Due to Department office Deadline to submit items for the monthly mailing Estimated date that data is pulled for second renewal reminders Fargo Gift Shop Lisbon Gift Shop Deadline for units to submit mid-year reports Deadline to submit items for the monthly mailing 7/23/2014

12 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA January 2, 2015 January 15ish, 2015 January 30- February 2, 2015 February 2, 2015 February 14, 2015 February, 2015 February 23, 2015 March 23, 2015 April 15, 2015 April 27, 2015 May 15, 2015 May, 2015 May 18, 2015 Department Mid-year report due to Divisional chairmen Second Renewal Notice mailed by National Headquarters Winter Conference at Bismarck Ramkota Deadline to submit items for the monthly mailing Close of the 2014 year. Members who have not paid their 2014 dues are now considered expired 85% Renew/Rejoin Achievement Message Articles Due to Department office Deadline to submit items for the monthly mailing Spring District meeting information sheet due to Department office Spring District Meetings Deadline to submit items for the monthly mailing Deadline for units to submit year-end reports Deadline to submit items for the monthly mailing Department Year-End reports due to Divisional chairmen Message Articles Due to Department office Deadline to submit items for the monthly mailing 30 days before Dept Convention Unit delegate numbers are determined based on membership June 7-12, 2015 June 26-28, 2015 Girls State at UND Department Convention at Grand Forks Alerus Center 30 days before Nat Convention 95% Renew/Rejoin Achievement August 28- September 3, 2015 National Convention in Baltimore, MD 7/23/2014

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14 Addendum D District Presidents Report July 26, 2014 Our meeting was called to order by Chairperson Sandra Smith around 2:15. We discussed and made decision on the following items that should be in our District Presidents Handbook. First we now all have the first edition of the District Presidents Handbook dated 2008 in all books. Next we all need to have Unit officers list for Judy Twete, Membership executive is going to e mail all District Presidents each month to report what our units in our District have for member numbers. That will be on the 13 th of the month and we have til the 15 th to report to her. We are to have all the new officers, District Presidents, Chairman and finance committee list in our book. We need the Department Constitution and the District Constitution in the book. We need a sample of how to hold District meetings, a form listing all newspapers which Cat is providing, a sample of a press release which Cat is providing, and helpful hints list. We need to have all the minutes from all meetings and have a statement showing what we have spent out of our funds and how much was deposited from meetings. This would include receipts from what is spent. A new President (District) asked how do these funds develop and ideas were given plus dues from the meetings. We are wanting to raise the dues for the meetings from $2.50 to $4.00. To do this we need to make a standing rule and have the Department Executive Committee approval, then write a letter to all our units to have them approve it and then have it voted on at the spring meeting. There has to be a two thirds vote of those attending. This is stated in the District Constitution Article V and VII. In the finance board recommendations of July 2013 number 36 which reads: We recommend the District President of the Department President s home District will be co chairman with the host convention chairman to plan the Department Presidents reception. We recommend that each District pay $10.00 to help finance the reception and that each Unit of the home District pay the remainder of the cost of the reception which will be held at the Winter event or the Department Convention in June. The District Presidents will be hostesses for this reception. We approve it this way. Have all Parliamentary information in book. We should have all correspondence from the Department President kept in our books. Vice Presidents need same. The meeting was adjourned at 4:15pm. Mavis Goodroad District One President

15 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA Finance Board Recommendations July Each fiscal year financial reports shall be issued monthly and quarterly by the Department Treasurer. Monthly reports shall be sent to the Department President, President Elect, Vice President, Secretary, and members of the Finance Board. Quarterly reports shall be sent to those listed above and the entire Department Executive Committee. 2. We recommend all units pay an annual $6.00 Fidelity Bond. 3. We recommend that all mandatory contributions be paid by October 31 st each year. MANDATORY CONTRIBUTIONS ARE: Department Rehabilitation, Memorial Fund, Children & Youth, Education, North Dakota State Legion Band, Poppies, Fidelity Bond, Girls State and Office Equipment. Delinquent units will be notified by the Department Treasurer by December 15 th with a copy of notification to the unit s District President, Department President, and Department Secretary. If no action is taken by the unit before the Winter Conference DEC meeting, the DEC will decide what action to take. 4. We recommend that at least one member of the Finance Board be a Past Department President. 5. We recommend the per diem to be $40.00 in State and $60.00 out of State; and mileage to be $.40 per mile round trip. The following schedule for the per diem should be used: A Department Officer or Chairman living within 20 miles of Department Convention or any other Department meeting will be allowed one day per diem; no mileage. Organizational Meeting of the Department Executive Committee 3 days for Department President, President Elect, Vice President, Secretary, Treasurer, and Finance Board (3 members), 1 day for members called in per Bylaws Article VIII, Section 5. Department Convention 3 days for Department Officers as defined in Bylaws Article VIII, Section 5; Finance Board (3 Members); Ten District Presidents; Parliamentarian; and NEC and/or Alternate; 1 day for Department Chairmen, Hospital Chairman, and Gift Shop Chairmen. Winter Conference Department Officers, District Presidents, Department Chairmen, and Finance Board will be paid mileage only, no per diem. 6. The registration fee for the Department Convention shall be no greater than $12.00 and Winter Conference no greater than $ We further recommend no room favors be given by the Department, except for National guests. 1

16 7. We recommend the Department pay registration fees for Auxiliary members who are required to attend National Workshops, Conferences, etc. 8. We recommend that the Department present to the Department President a $50.00 gift, which should be purchased by the National Executive Committeewoman and given at the Department Convention. 9. We recommend the incoming Department Chairmen and incoming District Presidents meet with the outgoing Department Chairmen and outgoing District Presidents during the convention to exchange files. These files should include three years of prior records. 10. We recommend that the District President allotment be applied each year with no carry over. 11. We recommend that all District Presidents prepare a written financial statement of District funds to be distributed to members at the Spring District meeting with a copy sent to the Department Secretary. The Department Secretary will forward the statements to the Department President and Finance Board members. 12. We recommend District Presidents send $10.00 to the Host District President for the Department President s gift to be presented at Department Convention. 13. We recommend that upon the death of a Past Department President a $25.00 memorial be given from the Department General Fund to the Past Presidents Parley fund. 14. We recommend that up to $50.00 be used from the DEC Caring Gifts Fund for any DEC member dealing with a life changing event. 15. A. We recommend Department Chairmen develop a Plan of Action based on the National Plan of Action and submit it to the Department Secretary. B. We recommend Plans of Action be sent to the units by the Department Secretary. C. We recommend units report back to Department Chairman mid year (December 10th) and end of year (April 15). D. We recommend Department Chairman submit reports as requested by the National Plan of Action. 16. We recommend the District President of the Department President s home District work with the host Conference or Convention Chairman to plan the Department President s reception. We recommend that each District pay $10.00 to help finance the reception and that each Unit in the home District help pay the remainder of the cost of the reception. 17. We recommend that the Department strictly adhere to the Bylaws, Article VI, Section 1, subsection 10, addressing the Membership Committee composition. 18. We recommend that the Department pay the registration for Department President, Department President Elect, and Department Secretary for attending the Department Conference and Convention. 19. We recommend that all requests and receipts for reimbursement of expenses be submitted to the Department Secretary no later than 60 days following the end of a qualifying event. 2

17 20. We recommend that in the event that a District President takes poppies to deliver them, and for some reason they do not get delivered and need to be mailed, the postage will be paid from either the Poppy or Department postage allocation amount upon submission of a receipt and a request for reimbursement to the Department. 21. We recommend that the Department Secretary mail out two monthly mailing packets per unit, one to the President and one to the Secretary or Treasurer, if the unit requests more than one be sent. 22. We recommend that an Audit Fund be started and monies be set aside annually in order for the Department to prepare for the potential of a full blown audit. (Note: Fees for an audit could be $10,000 $15,000) 23. We recommend, due to the increase in poppy prices, that the new purchase price to the unit be $.21 for small poppies and $.75 for the large poppies. 24. We recommend that an Executive Board be established, according to Roberts Rules, for the purpose of conducting the business of the organization between meetings of the DEC. It shall be composed of the Department President, President Elect, Vice President, Secretary, and Treasurer and Finance Chairman. Adopted 7/27/2014 at Organizational DEC meeting. 3

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19 AMERICAN LEGION AUXILIARY DEPARTMENT OF NORTH DAKOTA Proposed Standing Rules: July 2014 Once approved by DEC these will be brought before the Convention body for final approval 1. All monies, including special projects and Past President s Parley dues, shall be processed and deposited by the Department Secretary or Department Treasurer in the Department s designated financial institution. 2. Withdrawals on all funds, including Girls State and Past President s Parley, shall be signed by the Department Treasurer with a statement of funds issued and forwarded monthly to the Department President, Secretary, and Finance Board. Past President s Parley President should receive a monthly statement of PPP funds. The Girls State Chairman should receive a monthly statement of Girls State funds. 3. Withdrawals on the General fund, not included in the annual budget for the current year, for an amount over $100.00, must be approved by the Department President and the Finance Board. 4. That any legal advice needed be requested from the Department of ND American Legion Judge Advocate. 5. The Hospital Chairman shall submit quarterly financial reports to the Department Secretary. The Department Secretary will provide copies of the reports to the Department President, Treasurer, Finance Board, and VA&R Chairman. Financial records, together with receipts of expenditures, are to be mailed to the Department office one week prior to the Department Convention for auditing purposes. 6. The Gift Shop Chairmen shall submit a copy of financial reports and books, together with receipts of expenditures, to the Department Secretary no later than ten days prior to the Winter Conference. The Department Secretary will provide copies of reports to the Department President, Treasurer, Finance Board, and VA&R Chairman one week prior to Winter Conference. 7. The expense for Department Convention be paid for all Department Officers and Department Chairmen as recommended on the expense form. Chairmen s expenses are to be taken from their respective funds and Department Officers from the General Fund. 8. The Department President s allowance will be paid in quarterly installments, with the first payment made within one week following her installation. 9. In the case of a short term absence of the Department Treasurer that the Department Secretary, with the approval of the Finance Board, will write necessary checks for the proper function of this organization. Receipts of transactions are to be forwarded to the Treasurer for auditing after return to normal business. 10. The incoming Department President, Department Secretary, and Membership Chairman be allotted an allowance of up to $ each, verified with receipts, for the Department Leadership National Conference. 11. We recommend that the agenda for Winter Conference be left to the discretion of the Department President and Department Secretary.

20 12. All appointed delegates at sessions of the American Legion Auxiliary National Convention and Department Convention must attend all business sessions. Unexcused absences from all business sessions will cause forfeiture of per diem that day. 13. The incoming District Presidents will purchase a Past District President s pin for the outgoing President. This purchase is to be made from District funds and shall be presented at the fall District meeting. The pin can be ordered from the Department Secretary or Emblem Sales. 14. The Department President shall appoint a qualified Parliamentarian who is also a member of the American Legion Auxiliary. This person needs to be ratified at the next Department Executive Committee meeting, along with any new Finance Board members, and the Girls State committee. 15. The Department President or her appointed representative will extend a courtesy to the VFW, DAV, POW associations, the VVA Associates, and AMVETS at their respective Department Conventions, with a monetary contribution of $10.00 per organization. 16. In the event that either the Department Secretary or the Department Treasurer decides not to run for re election, they shall notify the Department President. All units will be notified in writing by the Department Secretary. 17. A Department Officer or Chairman shall not attend the meeting of any other organization in an official American Legion Auxiliary capacity unless authorized by the Department President prior to said meeting. 18. No special state wide projects shall be instituted without prior approval of the Department President. Adopted 7/27/2014 at Organizational DEC meeting.

21 American Legion Auxiliary Department of North Dakota General Budget July General Fund Income Senior Members $19 x 9700 $ 184,300 Junior Members $5 x 1,600 $ 8,000 VA&R Transfer $ - Education Transfer $ 75 Children & Youth Transfer $ 500 Poppy Fund Transfer $ 600 Total Income $ 193,475 $ 193,475 Expenses National Fund - Seniors $9 x 9700 $ 87,300 National Fund - Juniors $1.25 x 1600 $ 2,000 $ 89,300 Department President Allotment $ 3,000 District President Annual Allotment District District District District District District District District District District Total $ 1,690 District Meeting Traveling Companion Spring $ 300 District Meeting Traveling Companion Fall $ 300 Total Allotments $ 5,290 Conventions and Meetings National Convention Delegates $ 8,000 Washington Conference Dept. President $ 900 Department Leadership Nat'l. Conferen President $ 300 Secretary $ 300 Membership Chair $ 300 Winter Conference $ 5,400 Department Convention $ 8,000 Organizational Meetings $ 3,600 Convention / Winter Conf Planning $ 250 Total Conference Expenses $ 27,050 Total Membership and Conference Expenses $ 121,640 Secretary Salary $ 20,000 Assistant Salary $ 1,200 1

22 Treasurer Salary $ 7,800 Officers Bond $ 610 Workers Comp $ 250 Social Security $ 2,600 Federal and State Unemployment Tax $ 250 Membership Chair Allowance $ 200 Program Expenses ($25 per Program Chairman) $ 325 (Americanism, Emergency Fund, Junior Activities, Constitution, Legislation, National Security, Public Relations, Leadership, Community Service, Historian, Chaplain, one Finance Board, Communications) Headquarter Expenses: Storage Unit $ 744 Office Rent $ 2,400 Cell phone $ 750 Maintenance and Repair $ 250 Office Supplies $ 2,200 Computer Expenses $ 350 Equipment $ 200 New Equipment Savings $ 500 Postage (Bulk mail and permit) $ 3,000 Accountant Fees: Current $ 1,700 Accountant Fees: Audit Fund $ 1,300 National Officer Visit NW Div Pres $ 50 National Pres $ 50 Department President Gift $ 50 DEC Caring Gifts Fund $ 250 The Message $ 13,000 Donations to Other Organizations $ 50 Transfer to Education $ 500 Transfer to VA & R $ 1,850 Total General Fund Expenses $ 62,429 $ 184,069 Transfer to General Account $ 9,406 Total Expenses $ 193,475 VA & R Fund Income Unit Contributions $1.00 x 9700 $ 9,700 Transfer from General Fund $ 1,850 Gift Shop $ 5,500 Total $ 17,050 Expenses Fargo VAMC Rep Stipend $300/mo $ 3,600 VA&R Chair Dept Conv / Meetings $ 700 Events Fargo VAMC $ 1,000 Lisbon Home $ 3,100 Hospital Funds Fargo VAMC (Bingo) $75/mo $ 900 Lisbon Home (Bingo) $75/mo $ 900 Lisbon Home (personal care items) $100/mo $ 1,200 Gift Shops Lisbon Home $ 4,000 Fargo VAMC $ 1,500 2

23 VA&R Chair travel, supplies, postage $ 150 VA&R Transfer to General Fund $ - Total $ 17,050 $ - Children & Youth Income Unit Contributions $ 2,000 Transfer from Poppy Fund $ - Total $ 2,000 Expenses Chairman Projects $ 300 ALA C & Y Project $ 500 C & Y Chair Dept Conv / Meetings $ 700 Transfer to General Fund $ 300 Accountant Fees: Current $ 200 Total $ 2,000 $ - Education Income Unit Contributions $ 1,500 Transfer from General Funds $ 500 Total $ 2,000 Expenses Scholarships: NDALA $ 1,200 Education Chair Dept Conv / Meetings $ 700 Chairman Supplies & Postage $ 25 Accountant Fees: Current $ 75 Total $ 2,000 $ - Income: Restricted PPParley: Restricted $ 2,300 Bev Wolff: Restricted $ 4,095 (Spirit of Youth, National Pres. Scholarship, Girl Scouts Achievement Award) Total $ 6,395 Poppy Income Unit Contributions $ 15,300 Unit Contributions: Handling & Packing $ 845 Total $ 16,145 Expenses Poppy Expenses to Lisbon $ 4,000 Poppy Expenses for kits $ 10,000 Poppy Chair Dept Conv / Meetings $ 700 Handling / Packing $ 845 Transfer to VA&R $ - Transfer to C&Y $ - Accountant Fees: Current $ 600 Total $ 16,145 $ - 3

24 Addendum H Notes from Chairmen and District Presidents meeting during breakout sessions Sunday, July 27, 2014 Superior Unit citations In the District file there used to be criteria on what was needed to get a superior unit citation. No one could find that. It was decided the District Presidents will share their own checklists with their Districts, if they wish. Chairman If they want to give awards, they have $25 they may use for that. They cannot give out cash, however. Arla Roth said if a chairman wants to give an award for the one that did the best/most for their program), they can do that at their will. We will not establish award criteria beforehand. Judy Twete asked if we still need to print awards, etc. Some units prefer not to keep the paper awards. Sandy Smith moved to announce awards at Convention and list them in the Message, and not distribute paper awards. Seconded by Marilyn Bott. The motion passed