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Updated October 31, 2012

 

AMERICAN LEGION AUXILIARY POST #40

STANDING RULES

 

TABLE OF CONTENTS

 

Topic

 

Section ID

Page No.

Meetings

 

A

2

 

Date

A-1

2

 

Meeting Protocol

A-2

2

 

Quorum

A-3

2

 

Executive Comm. Meetings

A-4

2

 

 

 

 

Officers, Elections,

 

 

Executive Committee

B

2

 

Nominating Committee

B-1

2

 

Eligibility

B-2

2

 

Date/Slate of candidates

B-3

2

 

Date of elections

B-4

2

 

Installation/terms

B-5

2

 

Executive Comm. Members

B-6

3

 

Presidentís appointees

B-7

3

 

 

 

 

Standing Committees

C

3

 

Presidentís appointees

C-1

3

 

List of Standing Comm.

C-2

3

 

Chair responsibilities

C-3

4

 

 

 

 

Administration of Unit

D

4

 

Monthly program

D-1

4

 

Historian

D-2

4

 

Annual report

D-3

4

 

Standing Rules Review

D-4

4

 

 

 

 

Finance

 

E

4

 

Finance Committee

E-1

4

 

Audit Committee

E-2

4

 

Presís Discretionary $

E-3

5

 

Gifts for Guests

E-4

5

 

 

 

 

Memorials

 

F

5

 

Memberís responsibility

F-1

5

 

Memorial Chair

F-2

5

 

Gold Star Mothersí dues

F-3

5

 

Funeral meal

F-4

5

 

Memorial to ALA Hosp.

F-5

5

 

Memorial to library

F-6

5

 

Poppies on graves

F-7

5

 

 

 

 

Other Programs

G

6

 

Girl Scouts

G-1

6

 

Doug Erickson Scholarship

G-2

6

 

Girlsí State

G-3

6

 

Legion birthday potluck

G-4

6

 

Veteransí Day potluck

G-5

6

 

Lunch at meetings

G-6

6

 

 

AMERICAN LEGION POST #40 AUXILIARY STANDING RULES

 

 A. MEETINGS

1. The regular meetings of this Unit will be the second Tuesday of September, November, January, March and May starting at 7:00 p.m.  No regular meetings will be held during October, December, February, April, June, July or August.  The meeting time may be changed by the executive committee and Auxiliary President.  Members will be notified by the calling tree of meetings and times.

2. Unit meetings will be conducted using the appropriate protocol as described in the Manual of Ceremonies of The American Legion Auxiliary.

3. The quorum for a regular meeting is five (5).

4. The Executive Committee will meet at least twice each year, one meeting between the May election and the first meeting of the Presidentís term in September, the exact date and time to be set by the incoming President. The date of the second meeting will be at the discretion of the President. The quorum for the Executive Committee is four (4).

 

B. OFFICERS, ELECTIONS, AND EXECUTIVE COMMITTEE

1. At the January meeting, the President will appoint two members to a nominating committee, and a third member will be selected from the floor. One of these members must be one of the last three presidents.

2. The Auxiliary Constitution and Bylaws require that to be eligible to hold an Auxiliary office, the person must be a member in good standing. Good standing at Post #40 Unit is defined as a person who has been a member for at least the previous two years and has attended half of the regular meetings during those two years, or is able to give a good and sufficient reason for her absence, and have been active in support of the Auxiliaryís goals.

3. After contacting each potential officer, at the April meeting the Nominating Committee will present its slate of candidates for the following positions: President, First Vice, Second Vice, Treasurer, Sergeant-at-arms, Chaplain, and two members for the Executive Committee (see #6 below for the makeup of the Executive Committee).

4. Election of officers will be held at the May meeting. If the slate includes more than one candidate for any position, voting for that position must be by ballot. If voting by ballot, the president will appoint two clerks and one judge to count ballots at a point removed from the immediate area of the meeting.

5. Installation of new officers will be at the May meeting. The term of the new officers will begin after the Department convention.

6. Per the Unit Constitution, the Executive Committee consists of seven persons, two of whom are elected at the annual meeting, along with the President, First Vice, Second Vice, Treasurer, and retiring President. The Secretary is an ex-officio member without vote.

7. Following the annual election (May) and the Department convention (July) and before the September regular Unit meeting, the President-elect will appoint a person for each of the following tasks:

            Secretary

            Auditors (See Section E.2.)

            Calling Lists/Backups

            Funerals

            Historian

            Marching

            Membership

            Memorials

            MOW

            Music

            Parliamentarian

            Publicity/Public Relations

and both the chairs and members of all standing committees including but not limited to those listed in C.2. below.

Said appointments will be approved by the members-elect of the Executive Committee and may be installed at the September meeting.

 

C. STANDING COMMITTEES

1. As per B.7. above, the President-elect appoints both chairs and members of all standing committees.

2. Standing committees and sub-committees of this unit are as follows and include the sub-topics listed:

            a. Americanism

            1. Flag

            b. Children and youth

            c. Community Service

            1. Auxiliary Emergency Fund

            2. Halloween

            d. Education and Scholarships

            e. Finance (see Section E.)

            f. Fish Fry

            g. Girlsí State

            h. Legislation

            i. National Security

            j. Poppy Project

            k. Veteransí Affairs & Rehabilitation

            1. Honor Flight

            2. Veteransí home visitors

3. Acceptance of the position of chair of a standing committee indicates acceptance of and willingness to:

            a. fulfill the responsibilities attached to that committee as outlined in the annual Unit Handbook provided each year by the Department, and

            b. plan the program for the Unit meeting of the month to which it is assigned.

 

D. ADMINISTRATION OF UNIT

1. The President-elect, with the assistance of the Unit Secretary, will assign a monthly meeting to each standing committee chair prior to the September meeting each year. (See C.2. above.)

2. The Historian will provide for the safekeeping of unit records and properties including records, trophies, awards, and newspaper/publicity items.

3. The outgoing President, at the end of the fiscal year, will submit an annual report to the membership, including a review of accomplishments, meetings, special events, and an annual financial report. Said annual report will be distributed when possible via email; if email addresses are not available, the report will be printed and distributed at Unit expense.

4. Once every five years, the President will appoint an ad hoc committee of three to review and propose any necessary updates and/or changes to the Standing Rules.

 

E. FINANCE

1. The President-elect will appoint a Finance Committee with the following responsibilities:

            a. Prepare and present a budget for the upcoming year, said budget to be approved by the Unit at the September meeting.

            b. Include in the budget the programs needing the Unitís financial support; said programs are listed in the September Legionnaire and also included in the Unit Handbook.

            c. Ensure the separation of specific funds from the General Fund:

             1. As per the Unit Handbook, the Poppy Fund must be kept separate from the General Fund, and distributions from the Poppy Fund are limited to the list provided in the Unit Handbook.

             2. At the discretion of the Finance Committee, other monies may be kept separate from the General Fund (for example Honor Flight funds).

            d. Oversee the annual audit of the Unitís finances.

2. The President-elect will appoint an Auditing Committee consisting of one member-at-large and one past Secretary or Treasurer, who will complete an audit of the yearís financial records prior to the start of the next fiscal year. The Audit Committee will report the results of the audit to the membership at the September meeting.

3. The President has discretionary spending authority up to $50. Single expenditures over that limit and up to $200 must be approved by the Executive Committee. Single expenditures over $200 must be approved by majority vote at a regular meeting, or at a meeting of the membership specially called for that purpose.

4. The President is authorized to purchase a gift valued up to $15 for a visiting distinguished guest.

5. The Membership Chairperson is authorized to receive signed checks from the Treasurer for the payment of Membership dues to the State Office.  The Payee shall be entered on the check by the Treasurer.

 

F. MEMORIALS

1. All Auxiliary members are responsible for notifying the Memorial Chair of any illnesses.

2. The Memorial Chair will receive $50 at the beginning of each fiscal year for cards to be sent:

            a. at the time of illness or death of Auxiliary members.

            b. at the time of the death of a parent, child, husband, or wife of a Legion or Auxiliary member.

            c. to any Legion member hospitalized or ill at home.

            d. to Gold Star mothers at Christmas, Easter, Motherís Day, and Gold Star Motherís Day which is the first Sunday in September.

            e. at Christmas to all Lanesboro vicinity veterans confined to their homes, a care center, or hospital.

            f. at Christmas and if hospitalized, to all area sons and daughters in active military service.

3. Dues of Gold Star Mothers are paid by the Unit.

4. On the death of a Legion, Sons, or Auxiliary member, the Chaplain or the President will contact the family to offer a meal to be furnished by the Auxiliary to be served to the immediate family on the day of and prior to the funeral/memorial service. If accepted, the Funeral Committee will arrange the details.

            a. Incoming presidents will notify area funeral directors of the new Auxiliary contact.

5. Annually, a memorial gift of $10 will be sent to the American Legion Auxiliary Hospital Association in memory of each Legion and Auxiliary member who died during that year.

6. Annually, a donation of up to $30.00 will be made to the Lanesboro Public Library, in memory of members who died during that year, to be used towards the purchase of a book.

7. Prior to Memorial Day, large poppies will be placed on the graves of deceased Auxiliary members. The Unit Secretary will keep the list of names and grave locations and update it as appropriate.

 

G. OTHER PROGRAMS

1. The Unit sponsors the local Girl Scouts, including use of the meeting rooms, paying for registration dues, the Girl Scout Leaderís dues, and other items agreed upon by the Girl Scout Leaders and the Unitís Executive Committee.

2. A $100 scholarship titled the ďDoug Erickson ScholarshipĒ is given to the sons and daughters of Lanesboro area veterans, if the recipients graduate from Lanesboro High School and attend college or technical school. The monies are to be paid to the school during the second consecutive term of enrollment; there is no time limit beyond high school for eligibility for this scholarship. The record of prior recipients and payments is maintained as part of the Scholarship Chairís records and are kept in the Unitís file cabinet in the second-floor dining hall of the American Legion building.

3. The Unit will sponsor up to two girls to attend Girlsí State, paying registration and transportation. Approval of attendees will be by membership vote at the Unitís April meeting.

            a. The attendee(s) pay for the required physical exams.

            b. At the discretion of the Girlsí State chair, she may convene an ad hoc committee to review applications and/or interview applicants.

4. The Unit will honor all Legionnaires at a potluck on the regular meeting night in March to celebrate the Legionís birthday. Cake will be furnished by the Auxiliary. Servers will be responsible for ordering the cake, for set-up, and for furnishing salad or hotdish.

5. The Unit will arrange a potluck dinner with the Legion for the regular meeting closest to the Veteransí Day holiday.  Servers will be responsible for ordering the cake, for set-up, and for furnishing salad or hotdish.

6. Lunch will be provided at all other regular meetings at the discretion of the members. Free will donation basket is optional.

 

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