Women s Army Corps Veterans Association Annual Convention Forms & Quick Reference Information Contents Index

Transcription

1 Women s Army Corps Veterans Association Annual Convention Forms & Quick Reference Information For complete EXAMPLES and explanations please see the WACVA Convention Planning Handbook Contents Candidate Profile...13 Chapter by Number...26 Chapter by State...27 Checklist (Is every detail ready?)...23 Credentials Report... 5 Delegates Form... 3 Elections & Tellers Committee Instructions...17 Proxy Form... 4 Registration Form... 2 Request for Payment...14 Rules of Convention...15 Task List (Helpful in finding a hotel, etc)...18 Timekeepers Instructions...16 Index Registration Form... 2 Delegates Form... 3 Proxy Form... 4 Credentials Report... 5 Candidate Profile...13 Request for Payment...14 Rules of Convention...15 Timekeepers Instructions...16 Elections & Tellers Committee Instructions...17 Task List...18 Checklist...23 Chapter by Number...26 Chapter by State...27 EXAMPLES and explanations are in the WACVA Convention Planning Handbook 1

2 WACVA Convention Registration Form Name: Name in Service: Address: Street City State & Zip address: Phone No. Provide Chapter # : or specify MAL: I will be participating as a member of the Honor Guard Check only ONE of the following: I am attending the 2005 Convention as a: National Officer:... Natl. Standing Committee Chair:. Past National President... Captain of the Honor Guard:... Chapter President:... Chapter Delegate:... Chapter Alternate:... Member-at-Large Delegate:... Member-at-Large Alternate:... Title: Committee Name: If Chapter President s Representative check here: If this is a PROXY VOTE check here: Chapter Member: If Chairperson of MAL delegation check here: NOTES: If you hold two offices, i.e., Chapter President and National Standing Committee Chairperson, you are entitled to ONLY ONE VOTE and should check ONLY the box for the position in which you will be voting. Temporary Chapter President & Delegates do vote. Ten dollars ($15.00) Registration fee must accompany this form. Please write only one check for the registration fee and social events. Eight dollars ($8.00) Fee for PROXY VOTE must accompany this form and be included with the registration fee and cost of social events. Proxies can be held by National Officers, Standing Committee Chairperson, Chapter President, or Chapter Delegate. Make checks for total amount payable to: WACVA 2005 CONVENTION FUND Mail check with Registration Form, Social Events Reservation Form and Emergency Information Form to: Convention Registration Chairperson: REGISTRATION FORMS WILL NOT BE PROCESSED WITHOUT REGISTRATION FEE. DEADLINE FOR RECEIPT OF REGISTRATION & SOCIAL EVENT RESERVATIONS IS: 1 JULY 2005 Cancellation policy: Deadline for cancellation to obtain full refund is 20 July Please mail your Registration and Social Events Reservations as early as possible. Don t forget to complete and enclose your Emergency Information Form. Delegate information from Chapter President or 2 nd Vice President Number of authorized Delegates based on Chapter Membership: Number of delegates attending: Number of proxy votes carried by delegates: Signature of Chapter President or 2 nd Vice President If you are entitled to reimbursement from National as a National Officer; Standing Committee Chair; or participating Honor Guard member submit request through proper channels to the National treasurer. If you are Chapter member entitled to reimbursement by your Chapter, submit your request to your Chapter. 2

3 Women s Army Corps Veterans Association Inter Organizational Memorandum FROM: Chapter (Name & No.) Date: TO: National Credentials Chairperson National Treasurer National Corresponding Secretary SUBJECT: Chapter Delegates to Annual Convention Delegates to Annual Convention Name of Chapter President (for current year ending 30 June): Chapter President WILL: WILL NOT: attend in her capacity as a National Officer or Standing Committee Chairperson. If the Chapter President will not attend the convention, or will be attending in her capacity as a National Officer or Standing Committee Chairperson, the following Chapter member is named as Chapter President Representative: CHAPTER DELEGATES CHAPTER ALTERNATES Note: INDICATE IF THE DELEGATE OR ALTERNATE IS TO HAVE A PROXY VOTE. Signed Chapter President or Secretary (specify which): WACVA-CHAP-15 Previous editions of this form are obsolete. This form may be photocopied or duplicated. 3

4 Women s Army Corps Veterans Association Inter Organizational Memorandum FROM: Chapter (Name & No.) Date: TO: National Credentials Chairperson, Annual Convention, WACVA SUBJECT: Proxy Authorization Proxy Please be advised that I,, Delegate From Chapter (number and name): In (City and State): to the Annual Convention of the Women s Army Corps Veterans Association scheduled to be held at the (name of hotel): in (name of City and State): hereby appoint the following as my Proxy, to vote and act in my name at all meetings and on all matters where authorized by the National Bylaws, with the same effect as if I were personally present. Appointed member holding Proxy: Status of Proxy Holder: Chapter Delegate: Chapter President or her Representative: National Officer or National Standing Committee Chairperson from my Chapter: _ I hereby revoke any Proxy or Proxies heretofore given by me to any person. Signed: Date: Place: WACVA-CHAP-16 Previous editions of this form are obsolete. This form may be photocopied or duplicated. 4

5 Credential Report National Officers National Officers Name Board Thur. Bus Fri. Sat. Sun. Reg. Paid President 1 st Vice Pres. 2 nd Vice Pres. Rec. Secretary Corr. Secretary Treasurer Chaplain Sergeant-at-Arms TOTAL Immediate PNP TOTAL National Standing Committee Chair Const.& Bylaws Parliamentarian Community Projects The Channel Editor Finance & Invest. Hospital VAVS Historian/ Publicity Svc Inform. Officer Webmaster Previous Convention Chair TOTAL MAL Chairperson Captain, Natl. HG TOTAL ALL CATEGORIES TOTAL THIS PAGE National Officers Page of 5

6 Credential Report Past National Presidents Past National President (PNP) Name Board Thur. Fri. Sat. Sun. Reg. Paid Lenora Fine Miriam Seltzer Veronica Mazurek Leota (Susie) J. Banks Audrey Sewell Martha J. McBroom Martha A. LaMort Mary (Cathy) Aleshire Patrice Patti Doeltz Eldora M. Engebretson Lizette Rhone Ann E. Tyler PNP TOTAL ATTENDING Past National Presidents Page of 6

7 Credential Report Chapter Presidents Chapter) President Board Thur. Fri. Sat. Sun. Reg. Paid 1 Chicago, IL 3 Columbus, OH 10 Los Angeles 13 Miami, FL 14 Boston, MD 15 Southfield, MI 20 Minneapolis, MN 25 New Orleans, LA 27 Kansas City, MO 33 Northern Virginia 48 St Louis, MO 50 San Diego, CA 52 Menlo Park, NJ 56 Jacksonville, FL 57 Long Beach, CA 61 Dallas, TX 62 Anniston, AL 63 Tacoma, WA 64 Melbourne, FL 66 Toms River, NJ 67 Detroit, MI 68 Phoenix, AZ 69 St Petersburg, FL 70 Bel Air, MD 71 Ocala, FL 73 Orlando, FL 74 Clinton, NY 75 Col Springs, CO 76 Denver, CO Chapter Presidents TOTAL THIS PAGE Chapter Presidents Page of 7

8 Credential Report Chapter Presidents Chapter President Board Thur. 8/15 Fri. 8/16 Sat. 8/17 Sun. 8/18 Reg. Paid 80 Las Cruces, NM 81 Apache Jun., AZ 82 Venice, FL 84 Ft Lauderdale, FK 87 Tucson, AZ 88 Tampa, FL 91 Daytona Beach, FL 94 Killeen, TX 95 Sierra Vista, AZ 96 Sacramento, CA 97 Spring Hill, FL 98 Waterloo, IA 100 Brandon, VT 108 Reno, NV 109 Mt Dora, FL 111 Redding, CA. 112 Ft Myers, FL 113 Texarkana, TX 116 Lawton, OK 117 Omaha, NE Chapter Presidents TOTAL THIS PAGE TOTAL ATTENDING Chapter Presidents Page of 8

9 Credential Report Chapter Presidents Chapter President Board Thur. 8/15 Fri. 8/16 Sat. 8/17 Sun. 8/18 Reg. Paid Chapter Presidents TOTAL THIS PAGE TOTAL ATTENDING Chapter Presidents Page of 9

10 Credential Report Chapter Authorized Delegates & Alternates Chapter Delegate & Alternate Name Fri. 8/16 Sat. 8/17 Sun. 8/18 Reg. Paid 1 Chicago Delegates # Alternates # Delegates Total this page Total Delegates Chapter Delegates Page of 10

11 Credential Report Chapter Authorized Delegates & Alternates Chapter Delegate & Alternate Name Fri. 8/16 Sat. 8/17 Sun. 8/18 Reg. Paid Delegates Total this page Total Delegates Chapter Delegates Page of 11

12 Chapter Authorized Delegates & Alternates Chapter Delegate & Alternate Name Fri. 8/16 Sat. 8/17 Sun. 8/18 Reg. Paid Delegates # Alternates # Delegates Total this page Total Delegates Chapter Delegates Page of 12

13 Women s Army Corps Veterans Association Inter Organizational Memorandum FROM: Chapter (Name & No.): Date: or Member-at-Large: TO: National Nominating Committee Chairperson SUBJECT: Candidate Profile Profile Form - Candidate for National Office Name of Candidate: Address of Candidate: STREET CITY STATE ZIP CODE Phone Number of Candidate: ( ) The name of: is submitted as a candidate for the office of in the Wom 1. Service at the National Level: 2. Service at the Local Level: 3. Other pertinent information: (This may include other veterans work, service in the Army, employment, education, and membership in other organizations.) Signature of Sponsor: This form must be submitted in duplicate. 13

14 Women s Army Corps Veterans Association Inter Organizational Memorandum FROM: Name: Date: TO: National President SUBJECT: Request for Payment Make check payable to: Send to: Reimbursement requested for the following items: CHARGE TO POSTAGE, SUPPLIES, TRAVEL, ETC. AMOUNT TOTAL Each item for which payment is requested must be accompanied by a valid receipt or invoice attached to this Request for Payment. Requested by: Approved by (National President: Date Approved: 14

15 Rules of Convention 1. All members may participate in debate or discussion on all convention business, but only accredited delegates may make motions or vote. Accredited delegates include national officers, national standing committee chairpersons, past national presidents, chapter presidents or their representatives, chapter delegates, members-at-large delegates and the Captain of the Honor Guard. 2. A person wishing to speak must first obtain recognition from the presiding officer, then state her name, give her national title, chapter name, or member-at-large. She shall state whether she is speaking for or against the motion under discussion, and her comments shall be limited to two (2) minutes. She may not speak on the same motion again until all members wishing to speak have done so, and then only by majority vote of the convention body. Total debate on any one subject shall be limited to ten (10) minutes. 3. All motions, including those contained in National Officer and Committee Chairperson reports, must be accompanied by a written copy of the proposed motions. These requests must be presented to the National President or National Parliamentarian prior to making any motion effecting possible change to the National bylaws (Article XXII, Section 1c). 4. Regardless of the number of positions held, each individual shall have only one vote, except when proxy voting has been authorized and is in order. 5. Proxy voting shall be in accordance with Article XV, Section 8, of the bylaws and is in order only during election of national officers and when voting on resolutions or amendments to the national bylaws. A. For voice vote, the corresponding secretary shall poll all the chapters entitled to proxy votes. Each voting member of such chapters shall state the total number of votes she will cast. This will include her own vote and any proxy vote(s) she may be casting for named absentee delegate(s) of her chapter. B. For voting by ballot, check in at the credentials table, state your chapter number and the number of proxies that you carry. You will receive the proper number of ballots, one for yourself and one for each proxy (ballots will be initialed to make them official). Mark your ballots, cast your vote(s), and fold in half with the initial on top and drop into the ballot box. after voting for yourself and any proxies that you may have, return to your seat. 6. If delegates withdraw, leaving less than a quorum, the remaining delegates may continue to transact business, provided action taken is approved by a majority of the remaining delegates. 7. Information shall not be released to the media unless approved by the presiding officer. National Parliamentarian 15

16 INSTRUCTIONS FOR CONVENTION TIMEKEEPERS Timekeepers will function during the Saturday and Sunday morning business sessions. The Rules of the Convention stipulates that debate on a motion is limited to two (2) minutes per SPEAKER and ten (10) minutes per SUBJECT/MOTION. TIMEKEEPER #1 will time the SPEAKER. If the speaker reaches the two-minute limit, the timekeeper should announce loudly enough for the assembly and presiding officer to hear: TIME ON SPEAKER. RESET STOP WATCH FOR TIMING ON THE NEXT SPEAKER. DO NOT FORGET TO RESET AFTER EACH SPEAKER WHO DOES NOT RUN THE TWO-MINUTE LIMIT. TIMEKEEPER #2 will time the SUBJECT. When a total of ten (10) minutes of debate has elapsed the timekeeper should announce loudly enough for the assembly and presiding officer to hear: TIME ON SUBJECT. RESET STOP WATCH FOR TIMING OF THE NEXT SUBJECT. DO NOT FORGET TO RESET AFTER EACH SUBJECT THAT DOES NOT RUN THE TEN-MINUTE LIMIT. Timing on the SUBJECT should start with the first speaker (after a motion has been made and seconded). Since speakers normally follow one another with little break in discussion, timing on the subject can be continuous with the exception STOP timing when a member asks for a point of information or clarification on the subject being debated START timing again when debate again commences. AT THE CLOSE OF THE SUNDAY MORNING BUSINESS SESSION, RETURN THE STOPWATCHES TO THE NATIONAL PRESIDENT. 16

17 INSTRUCTIONS FOR ELECTIONS & TELLERS COMMITTEE Prepare ballots for election of National Officers. 1. Ballot for voting must be prepared for all officers not elected by acclamation, (two or more candidates for an office). 2. Ballot can be prepared after nominations from the floor on Saturday morning which must come before 11:00 AM 3. Coordinate with Convention Chairman for typing and reproduction of ballots. (Sample ballots attached for reference/guidance). 4. Number of ballots necessary will be based on Saturday morning credentials report. It is suggested that you prepare double the number of ballots required for the election just in case there should be a tie vote and it becomes necessary to vote a second time. Election of Officers is the first business of the day Sunday morning. Convention Chairman provides facilities for voting. There should be three tables, chairs, ballot box and pens or pencils. These facilities should be located at the rear of the meeting room. One member of the committee should be seated at the first table and use the credentials roster to check off each voting member. The second member seated at the first table, should: INITIAL BALLOT(s) ON REVERSE SIDE and hand ballot(s) to delegate after she is checked off. A ballot, one (1) for each voting member and a proxy ballot(s) (if eligible), will be handed to the delegate as she checks in with the Election and Tellers Committee. The voting member monitors ballot box at the third table. She should suggest that ballot be folded only once (in half). This is for ease of processing and tabulating by the committee. When all have voted and polls have closed, the Tellers tabulate the votes and record the number of votes of each candidate. (This information should be available, if requested). Be sure to compare the number of ballots cast against the Credentials Report. THE ELECTIONS COMMITTEE CHAIRMAN gives the written results, including total number of votes cast, to the President, who will announce the results. 17

18 Task List Item Yes No Cost or Remarks Hotel Cost effective? Is it secure & safe? Is there onsite security? Easy to reach from airport or car? Clean? Well run, e.g., staff seems competent and responsive Laid out in a functional way? Able to provide necessary meeting rooms? Able to provide necessary banquet rooms? Able to provide separate room for Memorial Service? Able to provide necessary sleeping rooms? Handicapped accessible? Obtain information in writing How many days before or after convention at same rate? Luggage storage on Sunday? Parking Is it adequate? Is it secure & safe? Is the cost separate? How close to the facility is it? Sleeping rooms Room reservation made by hotel? What are registration rules? What are departure rules? 18

19 Task List Item Yes No Cost or Remarks Extra Rooms or Suites Gift Shop? Emblem Sales? Hospitality Room? President s Suite? Meeting Rooms Is appropriate space available? What costs are involved? What set-up costs are included? Is needed equipment available? Microphones? Equalizer? Audio/Visual equipment? Copiers? Data Ports? Bulletin board? Whyte or chalk board? Computers? Phones? Electrical outlets? Are there manually controlled thermostats? Are room s handicapped accessible? Are rooms designated for duration of convention? Are there columns that can block views? Are there windows? Can the room be darkened? Does the hotel want meeting schedules & room layouts in writing prior to convention? Can the rooms be entered the evening before for early set-up? 19

20 Task List Item Yes No Cost or Remarks Will the hotel arrange for room set-up if given directions? Meals Is appropriate space available? What costs are involved? What set-up costs are included? Is needed equipment available? Microphones? Have all dietary issues been considered? Diabetic? Religious? Vegetarian? Menu selections? Beef? Chicken? Fish? Pork? Salad? Cost of meals (no more than $3.00 over)? Gratuities are included Special rates or incentive Table decorations? Volunteers make decorations Volunteers to decorate tables Menu and program printing? Door prizes? Raffle/drawing? Breaks & Refreshments Hospitality Room Chair selected? Complimentary Suite available? Volunteers signed up? Donations requested? 20

21 Task List Item Yes No Cost or Remarks Menu planned? Decided on hours to be open? Coffee/tea outside meeting room? Cost? Honor Guard coffee & rolls early Sunday morning? Travel: Special rates or incentive negotiated with Airline? Bus Car Train Are connections to hotel from airport, train station, etc available? Bus Courtesy Van Shuttle Other Information sent to The Channel Tours: Pre-convention (optional)? Bus One-day tour (Wed. optional)? Bus Walking Post convention tour (optional)? Bus Accommodate disabled? Inform agency of average age and gender of the group. Tour Chair to handle reservations? Agency to handle reservations? Local attractions? Group prices? 21

22 Task List Item Yes No Cost or Remarks Gift Shop & Emblem Sales Chairperson selected? Complimentary room available? Volunteers signed up? Donations requested? Items priced? Decided on hours to be open? Raffle items donated? Raffle tickets available? Tables & chairs available? Area for Emblem Sales included? 22

23 Task Bid & Theme Written bid prepared for presentation Theme selected Hotel Information about hotel in writing Advised the hotel of the intent to bid Confirmed bid accepted Contract in writing Rooms: Executive meeting Honor Guard meeting Board of Directors meeting Business Meeting Memorial Service Information to hotel Required room layout Meeting schedules Equipment: Check List Riser with podium for business meetings Table and chairs for National Officers Microphones with equalizer Meeting room at least 2 Memorial Service Company Party Pallas Athene Luncheon podium President s Luncheon podium Meeting room podium Bulletin Board Whyte board or chalkboard Sleeping rooms Release un-needed rooms Complete 23

24 Task Extra Rooms or Suites Gift Shop Tables & chairs Emblem Sales Tables & chairs Hospitality Room Tables & chairs Check List Date Complete The Channel (items sent to editor): Convention Committee Members Hotel reservation information Social Events Company Party menu selections & cost Pallas Athene Luncheon menu selections & cost President s Luncheon menu selections & cost Registration form Emergency form Advertising order form Tours Pre convention tour Wednesday tour Post convention tour Form with costs for each tour Monthly Articles October/November February/March April May June/July August/September Meals Arranged Company Party Entertainment selected Menu printed 24

25 Task Check List Notification of menu selection & final count Pallas Athene Pallas Athene selected Pallas Athene speech prepared Pallas Athene costume ready Dry ice for nectar Fruit for ambrosia Guest speaker Menu printed Notification of menu selection & final count President s Luncheon Menu printed Notification of menu selection & final count Breaks and refreshments Hospitality Room Chair selected Hours of operation determined Assigned times to volunteers Donations solicited Honor Guard coffee & rolls early Sunday morning Coffee & Tea during meeting breaks (may be too costly) Travel: Available transportation: Air Bus Car Train Special rates or incentive Short Distance connections to hotel from airport, train station, etc. Shuttle Bus Special rates Special rates Information printed in The Channel Date Complete 25

26 Chapters by Number as of Aug 2006 Chicago IL 1 Columbus OH 3 Los Angeles CA 10 Miami FL 13 Boston MA 14 Southfield MI 15 Minneapolis MN 20 New Orleans LA 25 Kansas City MO 27 Arlington VA 33 St. Louis MO 48 San Diego CA 50 Menlo Park NJ 52 Jacksonville FL 56 Long Beach CA 57 Dallas TX 61 Anniston AL 62 Tacoma WA 63 Melbourne FL 64 Toms River NJ 66 Detroit MI 67 Phoenix AZ 68 St. Petersburg FL 69 Bel Air MD 70 Ocala FL 71 Orlando FL 73 Clinton NY 74 Colorado Springs CO 75 Denver CO 76 Las Cruces NM 80 Apache Junction AZ 81 Venice FL 82 Fort Lauderdale FL 84 Tucson AZ 87 Tampa FL 88 Daytona Beach FL 91 Killeen TX 94 Sierra Vista AZ 95 Sacramento CA 96 Spring Hill FL 97 Waterloo IA 98 Brandon VT 100 Reno NV 108 Mt. Dora FL 109 Redding CA 111 Fort Myers FL 112 Texarkana TX 113 Lawton OK 116 Omaha NE 117T 26

27 Chapters by State as of Aug 2006 Anniston AL 62 Apache Junction AZ 81 Phoenix AZ 68 Sierra Vista AZ 95 Tucson AZ 87 Long Beach CA 57 Los Angeles CA 10 Redding CA 111 Sacramento CA 96 San Diego CA 50 Colorado Springs CO 75 Denver CO 76 Daytona Beach FL 91 Fort Lauderdale FL 84 Fort Myers FL 112 Jacksonville FL 56 Melbourne FL 64 Miami FL 13 Mt. Dora FL 109 Ocala FL 71 Orlando FL 73 Spring Hill FL 97 St. Petersburg FL 69 Tampa FL 88 Venice FL 82 Waterloo IA 98 Chicago IL 1 New Orleans LA 25 Boston MA 14 Bel Air MD 70 Detroit MI 67 Southfield MI 15 Minneapolis MN 20 Kansas City MO 27 St. Louis MO 48 Omaha NE 117T Menlo Park NJ 52 Toms River NJ 66 Las Cruces NM 80 Reno NV 108 Clinton NY 74 Columbus OH 3 Lawton OK 116 Dallas TX 61 Killeen TX 94 Texarkana TX 113 Arlington VA 33 Brandon VT 100 Tacoma WA