Constitution and By-Laws
Hilliard Memorial Post No #4931
Veterans of Foreign Wars of the United States
PREAMBLE
The objects of the Veterans of Foreign Wars of the United States are fraternal, patriotic, historical and educational; to preserve and strengthen comradeship among its members; to assist worthy comrades; to perpetuate the memory and history of our dead, and to assist their widows and children; to maintain true allegiance to the government of the United States of America, and fidelity to its Constitution and laws; to foster true patriotism; to maintain and extend the institutions of American freedom; and to preserve and defend the United States from all her enemies whomsoever.
ARTICLE I
Name and Location
Sec 1 By virtue of charter granted, this Post shall be known as the Hilliard Memorial Post #4931 Veterans’ of Foreign Wars of the United States.
Sec 2 The location of this Post shall be in the City of Columbus, County of Franklin, and State of Ohio.
ARTICLE II
Subordination
Sec 1 The supreme power of this association is vested in the National Convention and this Post shall be at all times governed by the Congressional Charter and By-Laws of the Veterans of Foreign Wars of the United States, the By-Laws of the Department of Ohio, orders issued by authority of the National Convention, National Council of Administration, the Commander-in-Chief, the Department Convention, Department Council of Administration and the Commander of the Department of Ohio. For the purposes of this Article and Section, Resolutions adopted by the National Convention are held to be lawful orders.
ARTICLE III
Meetings
Sec 1 Place: The regular meeting place of this Post shall be at 2436 Walcutt Road, Columbus, Ohio, 43228. The Post may change its meeting place in accordance with the provisions of Section 206 of the National By-Laws and Manual of Procedure.
Sec 2 Time: The regular meetings of the Post shall be held on the fourth Thursday of each month, to be called to order at 7:00 p.m. The appointed day and time of regular meetings may be changed by a two-thirds vote of the members present at any regular meeting. The Post members and the Department Commander shall be notified of any change of the appointed day and/or time of the regular meeting.
Sec 3 Special meetings may be called in accordance with the provisions of the National By-Laws.
Sec 4 Quorum: 5 members in good standing shall constitute a quorum for the transaction of business at a regular Post meeting.
ARTICLE IV
Membership
Sec 1 Membership in this Post, eligibility to, application for, acquiring and maintenance of, loss of and discipline shall be in accordance with the provisions of the National By-Laws.
Sec 2 The admission fee of this Post shall be $1.00 annually, payable in accordance with the National By-Laws. This fee will be paid by Post to ensure that the Annual Members fee remains consistent.
Sec 3 The dues of this Post shall never be less than the amount required to cover Department and National Dues.
ARTICLE V
Officers
Sec 1 Eligibility to, nomination, election or appointment, installation and term of office shall be in accordance with the provisions of the National By-Laws.
Sec 2 The duties of all officers shall be those prescribed by National and Department By-Laws, lawful orders as the Post may direct and as these By-Laws provide in the following Sections.
Sec 3 COMMANDER: Among the duties of Commander he/she shall:
a) Preside at all meetings of the Post, conducting such meetings in accordance with Article X of the By-Laws and Manual of Procedure and other applicable parliamentary rules.
b) Enforce strict observance of the laws and usages of this organization including Post, County Council, District and Department By-Laws and the Congressional Charter, National By-Laws, Ritual and Manual of Procedure, and all lawful orders from proper authority.
c) Insist that the Post business and activities be conducted in such a manner that they do not violate any applicable governmental law ordinance or regulation nor bring or tend to bring opprobrium or embarrassment upon the Post, subject to appeal pursuant to the By-Laws.
d) Decide all questions of law and usage in the Post, subject to appeal pursuant to the By-Laws.
e) Appoint officers, committee chairs, and committees not otherwise provided for in the Congressional Charter and By-Laws. He/She may remove such appointed officers, committee chairs, and committees at his pleasure. He/She shall, by virtue of his office, be a member of all committees.
f) Approve all orders drawn upon the Quartermaster for the disbursement of money by motion made and passed at a meeting of the Post and countersign all checks for the disbursement of Post funds.
g) Assure that the office of Quartermaster is bonded according to Section 703 of the By-laws.
h) Assure that all dues and other monies due the National Headquarters and Department are forwarded promptly together with accurate reports and returns pertaining thereto.
i) Assure that all reports are correctly prepared and promptly forwarded, that all the business of the Post is handled with dispatch, and that all necessary licenses and permits are obtained for proper operations.
j) Assure that eligible members are encouraged to join and maintain membership.
k) Comply with and perform all of the duties required by the laws and usages of this organization, the provision of these By-Laws, the Ritual and Manual of Procedure and Department, District Count Council or Post By-Laws pertaining to the duties and obligations of a Post Commander and lawful orders from proper authority and perform such other duties as are usually incident to the office.
Sec 4 SENIOR VICE COMMANDER The Post Senior Vice Commander shall assist the Commander in preserving order, preside in the absence of the Commander, provide such advice or assistance as may be required and perform such other duties as are usually incident of such office or may from time to time be required by the laws and usages of the organization or lawful orders from proper authority.
The Hilliard Memorial Post #4931 has assigned the responsibility for maintaining current members and recruiting new members to the Senior Vice-Commander. The Senior Vice-Commander shall keep an account with each member and notify all members in arrears.
The Senior Vice-Commander by the virtue of his/her elected Post position shall be the Chairman of the House Committee organized in accordance with the By-Laws to ensure the operations of the Post Canteen.
The Senior Vice-Commander shall recommend four additional Post Members be appointed to the House Finance Committee. The Commander will make final appointments of the House Finance Committee.
Sec 5 JUNIOR VICE COMMANDER The Post Junior Vice Commander shall assist the Commander in preserving order, preside in the absence of the Commander and Senior Vice Commander, provide such advice or assistance as may be required and perform such other duties as are usually incident to such office or may from time to time perform such other duties as are usually incident of such office or may from time to time be required by the laws and usages of the organization or lawful orders from proper authority.
The Hilliard VFW Post 4931 has assigned the responsibility (ies) for fund raising and the Annual Anniversary Dinner to the Junior Vice-Commander.
The Junior Vice-Commander shall also serve as the Chairman of the Hilliard Memorial VFW Post #4931 Corn Roast Committee and any additional Committee(s) required by the Congressional and Post Charter and By-Laws.
Sec 6 COMMANDER PRO TEMPORE In the event that the Commander, Senior Vice- Commander, or Junior Vice- Commander are not present, the Officers in descending order will preside at the meeting of the Post.
Sec 7 QUARTERMASTER Among the duties of a Post Quartermaster, He/She shall:
a) Receive and hold all monies, securities, vouchers, and other personal property of the Post as may pertain to his office.
b) Pay out or expend monies only after the Post has authorized payment by motion made and passed at a meeting of the Post. All checks for the expenditures of Post funds shall be numbered in sequence, the number of each check to correspond with the voucher authorizing the same, and in addition to the signature of the Quartermaster, shall be countersigned by the Post Commander.
c) Before entering upon his duties and for the faithful performance thereof, He/She shall qualify by good and sufficient bond, in accordance with Section 703, in a sum at least equal to the amount of the liquid assets for which he/she may be accountable, the cost of which shall be paid from Post funds.
d) Collect all monies due the Post, giving receipt therefore.
f) Collect the annual membership dues and credit the dues fund with a sum equal to the annual National, Department, District, and County Council dues.
g) At least once each month, transmit to the Department Quartermaster the Department and National dues payable from the annual dues collected from each member during the preceding month, such payment to be accompanied by transmittal forms provided by the National Headquarters. The Quartermaster will be responsible for prompt payment of dues when due to the proper authority.
h) Refrain from issuing official membership dues receipts to new members until he/she has received the required admission fee and the required dues, unless the same shall have been remitted by the Post. He/She shall collect the admission fee and dues prior to the election of the new member and immediately thereafter will credit one dollar ($1.00) to the Department in which the Post is located, the same to be forwarded to the Department Quartermaster.
i) Maintain a dues reserve fund to which shall be credited not less than one-half of the Post's part of the current year's dues paid by each member prior to July 1, including Life Membership per capita taxes received from the National Organization on account of life members. (This shall not apply to dues remitted by the Post) He/She shall not disburse nor shall an obligation be incurred against this fund until after July 1, at which time it shall be transferred to the Post's general fund and be available for expenditures.
j) Expend any and all dues paid by the Post on members whose dues have been remitted from the general fund of the Post. Keep an account with each member.
j) Maintain a relief fund, which shall be credited with the net proceeds of all sales of Buddy Poppies and such other monies as may be solicited or donated for veterans relief purposes. Expenditures from the relief fund shall only be made for the purpose as outlined in Section 704 of the Manual of Procedure.
k) Maintain the financial books and records at all times in a neat and efficient manner. The books and records of the Quartermaster shall be uniform and shall be those prescribed by National Headquarters; provided, however, that computer record keeping systems may be used, so long as the records contain the same data as required on forms prescribed by National Headquarters. Books and records shall be available for inspection by authorized officers’ at all reasonable times. Unless authorized by the Post to remove such books and records from its facilities, all such books, and records shall be kept at the Post facilities.
l) Deliver to his successor in office or to anyone designated by the Post or higher authority, all books, records, vouchers, monies, securities, and other property of the Post in his possession or under his control.
m) Serve as Treasurer of all Post committees handling funds.
n) Comply with, and perform all duties required of him by the laws and usages of this organization, applicable By-Laws, and order's from lawful authority and perform such other duties as are usually incident to such office.
o) The Quartermaster shall establish the Fiscal year for IRS and licensing purposes as running from January 1 to December 31. The budget process for the Post Committees shall run from June 1 to May 31.
The Quartermaster shall be an advisory member and Treasurer of all Standing Committees handling Post Funds under the Post Constitution and By-Laws. This is a non-voting membership. The Quartermasters’ membership in all standing committees handling Post Funds is to advise of the appropriate methods of tracking funds and ensuring that all funds raised through the committee are delivered to the Quartermaster for deposit in the appropriate Hilliard Memorial VFW Post #4931 Accounts (i.e. Voice of Democracy, Buddy Poppy Fund, and Charitable Bingo Fund).
The Quartermaster shall advise the Ways and Means Committee and all employees of the Post of changes in Accounting Procedures, IRS and State Regulatory changes. The Quartermaster shall make recommendations when amendments in the Post By-Laws may be necessary to ensure Post compliance with Federal, State, and Local processes.
Sec 7 ADJUTANT
Among the duties of the Post Adjutant, He/She shall:
a) Under the direction of the Commander, prepare all reports and returns required of him.
b) Attest by his signature and the seal of the Post all official actions of the Post.
c) Keep in books or files properly prepared the following:
1) Current By-Laws, Ritual and Manual of Procedure of the Veterans of Foreign Wars of the United States and copies of the By-Laws of the Post, Department, District, and County Council.
2) In a proper file, the original application of every member admitted to the Post.
3) A record of all the proceedings of each meeting of the Post after the same shall have been corrected and approved.
4) An order file in which shall be kept all orders or circulars issued by the Commander-in-Chief, the National Council of Administration, the Department Commander, the District and/or County Council Commander of the Post Commander.
5) A letter or correspondence file.
6) A file containing a copy of the proof of eligibility submitted by officers pursuant to Section 216(c).
7) A roll of departed comrades.
8) Reduce documents/reports/files to digital form to be stored, along with the original documents, at the Post and provide digital copies on compact disk to the Commander and Quartermaster for off-site back-up.
d) Transfer to his successor, without delay, all books, papers, records, monies and other records and property of the Post in his possession or under his control.
e) Comply with and perform all duties required of him by the laws and usages of this organization, applicable By-Laws and orders from lawful authority and perform such other duties are usually incident to such office.
f) All original books and records books shall be kept at the Post facilities unless authorized by the Post to remove the books and records from its facilities.
Sec 8 JUDGE ADVOCATE The Post Judge Advocate shall give the Post Commander:
a) Such legal assistance, incident to his/her office, as the Commander may request;
b) Provide each Officer a Copy of the Post By-Laws and explain the various requirements of the Post Officers as directed by the By-Laws;
c) Perform such other duties as may be usually incident to the office or as may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 9 SURGEON The Post Surgeon shall promote and put into effect health, safety, and employment programs for the benefit of the Post and community. The Surgeon shall:
a) Be the Chairman of the Health and Employment Committee;
b) The Surgeon shall perform such other duties as are usually incident to the office or as may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 10 THE OFFICER OF THE DAY Among the duties of the Officer of the Day, He/She shall:
a) Be the custodian of the Post Colors, altar flag, Bible, ballot box, gavel, and such other Post property as incident to a Post meeting.
b) At the beginning of every meeting, cause the official membership dues receipt card or life membership card of every member present to be inspected. He/She shall instruct comrades who may not have paid dues for the current calendar year and, as a result, do not possess an official membership receipt card, to immediately pay the required dues to the Quartermaster. In the event the member does not have an official dues card receipt or life membership card in his possession, but claims that his dues are paid, or were remitted, the Officer of the Day will ascertain the membership status of the comrade from the Post Quartermaster. Unless dues have been properly remitted in accordance with the By-Laws or Manual of Procedure, delinquent members will immediately pay dues to the end of the current calendar year or leave the meeting room. The Officer of the Day must not permit a member whose dues have not been paid or remitted to the end of the current calendar year to remain at a Post meeting.
c) Prior to a meeting, have the Post colors in position to be properly presented, the altar properly decorated with flag and Bible and all officers' stations in proper position and in order. He/She shall, with the assistance of the Color Bearers, present and retire the National Flag and Post Colors and properly present and introduce distinguished guests.
d) Assure that all Post property under his control is properly and safely taken care of at the close of the all meetings.
e) At the direction of the Post Commander, prepare the ballots, permit only those to cast their ballots that are qualified and observe that the balloting is done in secret and proper manner.
f) To the best of his ability, carry out the orders of the Commander and the Post and perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of the organization or lawful orders from proper authority.
Sec 11 TRUSTEES: Among the duties of the three (3) elected Post trustees, they shall:
a) Not later than the end of the month following the last day of each quarterly period, properly audit the books and records of the Post Quartermaster, Post Adjutant, and any activity, canteen, holding company or unit sponsored, conducted or operated by, for or on behalf of the Post, and submit a detailed statement of such audits to the Post.
b) Perform an audit of all checking accounts of the Post, all profit loss statements required by the By-Laws and submit a signed detailed statement of such audit for each entity. Audits shall be conducted on the Canteen Check-Book; VFW Post 4931 Bingo Fund, and VFW Post 4931 General Relief Fund check-books along with the various Certificates of Deposit held by the Post.
d) Quarterly through the Post Commander, submit a Post Trustee's Report of Audit to the Department Quartermaster for referral to the Department Inspector. The Report shall be in accordance with and upon such form as may be prescribed by the Adjutant General. The Audit shall be signed by the Post Commander and Trustees, who shall by their signatures, certify to the accuracy of the information contained therein. Trustees of Posts not under the jurisdiction of a Department shall submit the Report of Audit to the Adjutant General.
e) Verify all expenditures of the Post and certify by their signature as to the correctness of each expenditure voucher.
f) Audit the records and accounts of all committees, officers, and members having to do with the receipt and expenditure of Post funds. Trustees shall not be eligible to serve on committees or as officers whose books, records and accounts are audited by the Trustees.
g) Perform such other duties as may be usually incident to the office or may from time to time be required by the laws and usages of the organizations or lawful orders from proper authority.
h) The Trustees shall be ad hoc members of all Standing Committees which will recommend or will expend funds on behalf of the Post. These Standing Committees will be appointed by the Commander for the purpose of conducting the business of the Post and all funds expended shall be under the examination of the Quartermaster as described in the Quartermaster’s duties under the Post Constitution and By-Laws.
Sec 12 GUARD: Among the duties of the Post Guard, He/She shall:
a. Allow no one to enter the Post meeting room that does not possess a dues receipt card for the current calendar year or a life membership card. Should the person requesting admittance state that his dues were paid but that He/She does not have the official receipt card or life membership card in his possession, then the Guard shall inform the Commander who shall ascertain from the Quartermaster whether the person seeking admittance has paid dues for the current calendar year and, if so, the member shall be admitted, provided He/She is otherwise in good standing.
b. Notify the Officer of the Day of the presence of all distinguished guests who may be awaiting admittance.
c. Perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 13 SERVICE OFFICER: The Post Service Officer shall assist members of the Post, their widows and orphans and other worthy cases brought to their attention in obtaining rightful benefits from the federal and state governments, in the preparation of the proper forms ford applying for such benefits from the federal and state governments, in the preparation of the proper forms for applying for such benefits and in assembling evidence required in connection therewith. The work of a Service Officer shall be performed in accordance with the instructions contained in the VFW Guide for Post Service Officers under the general supervision of the Department Service Officer. He/She shall perform such other duties as may be usually incident to the office or as may from time to time be required of him by the laws and usages of this organization or lawful orders form proper authority.
Sec 14 ASSISTANT ADJUTANT: The Assistant Adjutant shall assist the Adjutant in his duties as requested. The Assistant Adjutant shall be appointed by the Commander and may be an Elected Officer of the Post.
Sec 15 ASSISTANT QUARTERMASTER: The Assistant Quartermaster shall assist the Quartermaster in his duties as requested. The Assistant Quartermaster shall be appointed by the Commander and may be an elected Officer of the Post.
The Assistant Quartermaster is an authorized signatory for disbursement of funds in the absence of the Quartermaster or Commander.
Sec 16 LEGISLATIVE CHAIRMAN: The Post Legislative Chairman shall inform the Post membership of all legislative information as shall be sent to him by Department of National Legislative Officers pertaining to veterans’ welfare legislation. He/She shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 17 EMPLOYMENT CHAIRMAN: The Post Employment Chairman shall diligently work for the accomplishment of the employment programs adopted by the National and Department Conventions and his Post and promote the employment of veterans. He/She shall make such records and reports as may be required and shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 18 PUBLIC RELATIONS CHAIRMAN: The Post Public Relations Chairman shall favorably publicize, as far as possible, the activities of the Post, such as banquets, meetings, the election of new officers and all other affairs, which enhance the prestige of the Post and membership. He/She shall seek the cooperation of the editors of local publications and the managers of broadcast media and, on every possible occasion, endeavor to obtain favorable publicity for the Veterans of Foreign Wars of the United States. He/She shall perform such other duties as may be required and shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
Sec 19 AMERICANISM CHAIRMAN: The Post Americanism Chairman shall diligently work for the accomplishment of the Americanism Programs adopted by the National and Department Conventions and his Post. He/She shall maintain a record of all patriotic days and shall initiate programs for their proper observance by the Post and community. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
ARTICLE VI
Committees and Duties
Sec 1 All committee members, unless otherwise provided, shall be appointed by the Commander as promptly as possible after election to office, and as such shall serve at his will and pleasure. All Officers are assigned as Chairman of specific committees by virtue of their elected position within the Post. The Post Quartermaster by virtue of his office shall be treasurer of all committees handling funds. All committees that will be required to request funds for expenditure during the year will submit a requested budget for a fiscal year running from June 1 to May 31 to be presented to and approved by the membership at the regular meeting in May of each year. A quorum of Committee members shall be present in order to conduct business on behalf of the Post. A quorum will consist of 2/3rds of the voting committee members.
Sec 2 The Standing Committees of the Post shall be as follows:
a. Membership b. Buddy Poppy/Relief
c. Publicity d. Legislative
e. Youth Activities f. House
g. Americanism h. Ways and Means
i. Community Activities j. Safety
k. Bingo l. Employment
Sec 3 The Quartermaster will be responsible for all disbursement of Post and Post Committee funds collect all funds raised by the Post and Post Committees and ensure that all general accounting principles are followed. The Quartermaster will ensure that the Canteen and other Post Checking Accounts are properly maintained. The Quartermaster shall ensure that appropriate records are maintained on site to verify receipts and disbursements of Canteen funds. A House committee will assist the Quartermaster and Canteen Manager in developing appropriate checks and balances to ensure the integrity of accounting of Post Canteen Funds and all funds expended by the Canteen.
Sec 4 House Committee The Chairman of the House Committee shall be the Senior Vice-Commander. Following are the guidelines and purposes for the House Committee.
a. Certain principles are essential for good management and proper control of Post sponsored clubs and/or canteens and certain policies are mandatory to insure total compliance with the National By-Laws of the Veterans of Foreign Wars both as to incorporation and control of units and to be in keeping with the objects of the Veterans of Foreign Wars.
b. The operation, management, and control of canteens were not envisioned in the purposes of the VFW as described above both in our Congressional Charter, National By-Laws, Manual of Procedure, and Ritual. The first and foremost consideration of The Hilliard Memorial Post #4931 shall be to the objects of the VFW. VFW canteens shall be of secondary interest and concern and compatible with our stated purposes.
c. In adopting rules and regulations for the operation, management and control of canteens, the following Provisions of the National By-Laws must be adhered to:
1. Any activity, Canteen, Holding Company or Unit sponsored, conducted or operated by, for, or in behalf of the Post, incorporated separately from the Post or unincorporated, shall be at all times under the direct control of the Post and all funds derived therefrom, shall be at all times under the direction of the Post.
2. All money, property, or assets of any kind or nature as well as all books and records owned, held, or used, by any such activity, Canteen holding company, or unit sponsored, conducted, or operated for or in behalf of a Post shall be the property of the Post and must be placed in the care and custody of the Post Quartermaster.
3. No Post and no activity, Canteen, or holding company sponsored, conducted or operated by, for, or in behalf of the Post, may own any property jointly or in common with any individual, firm, partnership, association, corporation, or other business or charitable entity, including veterans organizations.
d. The House Committee will be chaired by the Senior Vice-Commander. The Committee shall consist of not less than three additional members, one each of whom shall be appointed annually for a three-year term. An elected Officer other than the Commander, Quartermaster, and Trustees may be appointed to the committee. Trustees shall not serve on the House Committee (House Committee members are not held to be The Hilliard Memorial Post #4931 Officers as set forth in Section 216 of the National By-Laws). In forming the initial Committee there shall be three members appointed one to a three year term, one to a two year term, and the final to a one year term. In addition to the above, the Hilliard Memorial Post #4931 VFW Commander and Hilliard Memorial Post #4931 VFW Quartermaster, by virtue of their offices’, shall be advisory members of the House Committee.
e. The House Committee shall employ such personnel, including Canteen Manager, as shall be necessary for the efficient operation of the Canteen and kitchen. No member of the House Committee shall serve as Canteen Manager.
f. The House Committee shall have authority to suspend all Canteen privileges of any member for misconduct on Canteen premises for whatever time shall be deemed proper subject to appeal to membership.
g. The Canteen Manager or any employee handling Canteen monies shall be bonded to the Hilliard Memorial Post #4931 VFW for twice the amount normally handled.
h. The Canteen Manager shall be responsible to the House Committee and the Hilliard Memorial Post #4931 VFW Commander for conduct of all patrons. The Canteen Manager shall deny Canteen privileges temporarily to any member or guest violating Canteen rules, state laws or these regulations. The Canteen Manager will then refer this conduct to the House Committee for further disciplinary action if necessary.
i. The Canteen Manager and House Committee shall be held responsible by the Hilliard Memorial Post #4931 VFW Commander and the Hilliard Memorial Post #4931 VFW membership for strict enforcement of Canteen regulations, local ordinances, and state laws applicable to the operating of Canteens.
j. Violations or permitting the violation, of any of these rules and regulations shall be deemed sufficient cause for discharge of the Canteen Manager. If the House Committee fails to act upon proof of such violations, the Hilliard Memorial Post #4931 VFW membership may initiate action at a Hilliard Memorial Post #4931 VFW meeting under the provisions of paragraph (i) above.
k. Appointed members of the House Committee may be removed by the Commander or, if elected may be removed by vote of the Hilliard Memorial Post #4931 VFW, upon proven charges of failure to comply or failure to enforce compliance with these rules and regulations, or for failure to attend three consecutive meetings of the House Committee, except that the validity of any action taken under this rule pertaining to the removal of the Hilliard Memorial Post #4931 VFW Commander or Hilliard Memorial Post #4931 VFW Quartermaster shall be based on full compliance with the provisions of Section 220 and other applicable provisions of the National By-Laws and Manual of Procedures.
l. The overall function of the House Committee is to ensure that the physical property of the Post is maintained at code or that improvements to the property shall be ensured so that the interests of the Veterans’ of Foreign Wars of the United States are uppermost for all concerned. The Chairperson shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority.
m. The Post House Committee is to meet with the Canteen Manager on at least a monthly basis. Their task is to ensure that the appropriate receipts are available for inspection by the Quartermaster and Trustees. The Post House Committee will assist the Canteen Manger in assembling the monthly profit and loss statement. The Post House Committee is to develop rules of conduct for employees. These rules of conduct and employment will be presented to the body and adopted by a 2/3rd vote of the members at a regular Post meeting. The Post House Committee is to ensure that all accounting procedures are followed in the operations of the Post with the advise of the Quartermaster.
n. The House Committee is to ensure that appropriate guidelines are developed and provided to the Canteen Manager on handling funds. The guidelines will include how to handle cash transactions. There will be no expenditures except by check. The House Committee will devise procedures to all expenditures of Canteen Funds (which are Post Funds) are to be by Check with appropriate receipts. All original books and records books shall be kept at the Post facilities unless authorized by the Post to remove the books and records from its facilities.
o. The Committee chair shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required by the laws and usages of this organization or lawful orders from proper authority.
p. The Committee shall be responsible for the cleanliness and upkeep of the quarters and equipment.
q. The Committee shall be in charge of the sub-rental of the Post’s quarters and shall exercise such supervision over sub-renters as will insure the protection of the Post’s name and property.
r. The Committee may authorize such expenditures for minor emergency repairs and janitor supplies as may be necessary for the preservation and protection of the Post’s quarters and its equipment. The total amount so expended between any two regular meetings shall not exceed $500.00.
s. All monies received by the Post House Committee through the sub-rental of the Post’s quarters or other sources shall be deposited with the Post Quartermaster.
t. All expenditures of the Committee shall be made only by regular voucher and check drawn by the Quartermaster. All such checks shall be signed by the Quartermaster and countersigned by the Commander or by either the Quartermaster or Commander and one of two alternative authorized personnel.
u. The House Committee and Canteen Manager shall turn over to the Hilliard Memorial Post #4931 VFW Quartermaster, at least bi-weekly, all net profits and property acquired over and above a specific sum which shall be prescribed in the Canteen By-Laws, and which sum shall he retained for current Canteen expenditures.
v. The Canteen Manager shall furnish the Hilliard Memorial Post #4931 VFW Quartermaster a complete written profit and loss statement to be read to the Hilliard Memorial Post #4931 VFW membership at least once a month. The profit and loss statement will be placed in the Hilliard Memorial Post #4931 minutes. They shall, thereafter, be posted conspicuously on the Hilliard Memorial Post #4931 bulletin board. All expenditures are to be supported by bills and vouchers and paid by check.
w. The House Committee and Canteen Manager shall keep a record of all its receipts and expenditures. The House Committee Chair shall, at every meeting of the Post, report all monies received and all expenditures made since last meeting.
x. The Post may adopt such further rules and regulations governing the conduct of the canteen as do not conflict with the provisions of this Article. Such rules and regulations shall only become effective upon their approval by a majority vote of members present at a regular or special meeting called for that purpose; at least thirty (30) days notice in writing having first been given to all members.
y. The Post House Committee Chairman or other Committee member(s) shall meet with the Canteen Manager, the Lady, and Men Auxiliary (ies) to coordinate events held in the Canteen. He/She shall receive recommendations from all involved and make the recommendations to the Post Membership to ensure that the Canteen is run efficiently. The overall function of the Committee is to ensure that events are planned to avoid conflicts of scheduling and that the Post shall be ensured that the interests of the Veterans’ of Foreign Wars of the United States are uppermost for all concerned. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. The House Committee Chairman will provide appropriate reports to the Post during regular meetings on recommendations to improve the physical property of the Post. Recommendations will be provided with the appropriate cost estimates, drawings, and other supporting documentation when necessary.
z. Further Rules and Regulations for conducting business, appointing members, and Standing Code of Conduct and Rules of Operation shall be developed by the House Committee. These rules of operations and conduct may be changed at the regular post meeting when 2/3rds of the members’ present vote for approval of the changes.
Sec 4 Legislative: Chairman Service Officer The Post Legislative Chairman shall inform the Post membership of all legislative information as shall be sent to him by Department or National Legislative Officers pertaining to veterans’ welfare legislation. He/She shall perform such other duties as may be usually incident to the office or may from time to time be required of him/her by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed up to 3
Sec 5 Buddy Poppy/Relief Chairman Chaplain The Quartermaster of the Post shall be the custodian of the relief fund and shall expend monies from the fund, as directed by the Post, or the Post Committee, for the following purposes only.
(a) Aid, assistance, relief, and comfort of needy or disabled veterans or members of the Armed Forces or their dependents, and the widows and orphans of deceased veterans. In the case of an emergency situation where it is not possible for the assistance to be delayed until the next post, meeting the Buddy Poppy Committee may be convened with a quorum which may approve expenditures of emergency aid. A quorum will require 4 persons. The Quartermaster shall immediately provide the funds through a Post Check to the appropriate person in an emergency situation. The Chairman of the Committee will develop a list of known “emergencies” and will use the best advice available to determine if a situation not on the list of emergency constitutes an emergency.
(b) Maintenance and expansion of the VFW National Home and other facilities devoted exclusively to the benefit and welfare of the dependents, widows, and orphans of disabled, needy, or deceased veterans or members of the Armed Forces.
(c) Necessary expenses in providing entertainment, care, and assistance to hospitalized veterans or members of the Armed Forces.
(d) Veterans rehabilitation, welfare, and service work.
(e) To perpetuate the memory of deceased veterans and members of the Armed Forces, and to comfort their survivors.
(f) To foster true patriotism through historical and educational programs.
Relief funds may be invested in approved securities but shall not be loaned to the Post of other units, or transferred from the relief fund in any manner or under any guise, except that relief funds may be transferred to the general fund for remission of dues of sick, needy or disabled members.
All funds distributed shall require a Post Warrant being completed, signed by a majority of the members of the Post Buddy Poppy Committee, and provided to the Quartermaster. The reporting of grants/loans from this fund to individual members shall be reported at the Monthly meetings without the name of the Comrade. The report to the membership shall detail the amount of the loan/grant and the date only.
He/She shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed up to 4.
Sec 6 Employment: Chairman Surgeon The Post Employment Chairman shall diligently work for the accomplishment of the employment programs adopted by the National and Department Conventions and his Post and promotes the employment of veterans. He/She shall make such records and reports as may be required and shall perform such other duties as may be usually incident to the office persons. . He/She shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed up to 3.
Sec 7 Public Relations: Chairman Adjutant The Post Public Relations Chairman shall favorably publicize, as far as possible, the activities of the Post, such as banquets, meetings, the election of new officers, and all other affairs, which enhance the prestige of the Post and the membership. He/She shall seek the cooperation of the editors of local publications and the managers of broadcast media and, on every possible occasion, endeavor to obtain favorable publicity for the Veterans of Foreign Wars of the United States. The Chairman shall perform such other duties as may be usually incident to the office or may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed up to 3.
Sec 8 Americanism: Chairman Junior Vice-Commander The Post Americanism Chairman shall diligently work for the accomplishment of the Americanism Programs adopted by the National and Department Conventions and his Post. He/She shall maintain a record of all patriotic days and shall initiate programs for their proper observance by the Post and community. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 5.
Sec 9 Membership: Chairman Senior Vice-Commander The Post Membership Chairman shall establish a program to encourage anyone who has served honorably as an officer or enlisted person, discharged under honorable conditions whose service in the Armed Forces of the United States in any foreign war, insurrection or expedition is recognized as campaign medal service and governed by the authorization of the issuance of a campaign badge (medal) by the Government of the United States or as set forth in the Congressional Charter; and who is a citizen of the United States, subject to the provisions set forth in the Congressional Charter and By-laws. The Post Chairman shall chair a Membership recommendation committee to propose members to the Post. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 5.
Sec 10 Community Activities Chairman Post Advocate The Post Community Activity Chairman shall diligently work for the accomplishment of the Community Activity Programs adopted by the National and Department Conventions and his Post. He/She shall maintain a record of all patriotic days and shall initiate programs for their proper observance by the Post and community. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 5.
Sec 11 Safety Chairman Surgeon The Post Safety Chairman shall diligently work for the accomplishment of the Safety Activity Programs adopted by the National and Department Conventions and the Post. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 4.
Sec 12 Youth Activities Chairman Surgeon The Post Youth Activities Chairman shall diligently work for the accomplishment of the Youth Activities Programs adopted by the National and Department Conventions and his Post. . He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 5.
Sec 13 Charitable Bingo Chairman Jr. Vice Commander The Charitable Bingo Committee function is to review the Instant Bingo Process to ensure that there are safeguards available and that the funds are distributed in accordance with the Ohio Revised Code. They shall publish a quarterly accounting of the funds received, and how the charitable funds are distributed. He/She shall make reports as may be required and shall perform such other duties as may be usually incident to the office and may from time to time be required of him by the laws and usages of this organization or lawful orders from proper authority. Members to be appointed no more than 4. (Commander and Quartermaster are automatic members with the Chairman and four other Post members to be appointed by the Commander.
Sec 14 Memorial Corn Roast Committee Chairman Junior Vice-Commander The Hilliard Memorial VFW Post #4931 Memorial Corn Roast is an annual event that is held in memory of our departed Comrades. The Jr. Vice-Commander is charged with coordinating the efforts in the corn roast. The Jr. Vice-Commander will be the officer responsible to ensure that all funds expended on the Corn Roast are expended in the appropriate manner (through checks) and that all funds raised through the “White Elephant” sales and other donations are delivered to the Quartermaster for deposit in the Post General Funds. All expenditures for entertainment, food, decorations, are to be paid by Post check. The House Committee and Quartermaster will assist in developing methods to ensure that checks are available for food, equipment, and entertainment. There can be no expenditures other than by check.
Sec 15. Ways and Means Committee Chairman Judge Advocate This committee shall be responsible for ensuring that all fund-raising efforts (Buddy Poppy, etc.) meet the requirements of the National Charter, By-Laws. The Judge Advocate and committee are charged with ensuring that all officers are provided with the National Constitution, By-Laws, Rituals, and Manual of Procedures, the Post’s By-Laws, Rituals, and Manual of Procedures, Duties of Officers, Committees, and their individual duties. The Judge Advocate is charged with ensuring that all questions of Policy and Procedures, and Parliamentarian problems are answered. The Judge Advocate and Committee are responsible for recommending amendments to the By-Laws when necessary. This committee shall have no more than 4 appointed members. The Ways and Means Committee will develop the appropriate regulations under the By-Laws to ensure that all Hilliard Memorial VFW Post #4931 Committees shall follow the proper procedures in raising and expending Post funds for Post purposes from the advice provided by the Quartermaster.
ARTICLE VII
CONTROL OF SUBSIDIARY UNITS
Sec 1 Any activity, unit or canteens sponsored, conducted or operated by the Post, incorporated separately from the Post or unincorporated, shall be at all times under the direct control of the Post.
Sec 2 All funds derived from any of the above shall he in the custody of the Post Quartermaster.
Sec 3 All money, property and assets of every kind as well as all records in connection therewith used, held and owned by any of the above activities is the property of the Post and must be placed in the care and custody of the Post Quartermaster.
Sec 4 For purposes of this Article, the Ladies Auxiliary to the Veterans of Foreign Wars, the Military Order of the Cootie, and its Ladies Auxiliary are governed by Articles Xl and XII respectively of the National By-Laws and Manual of Procedure of the Veterans of Foreign Wars and their respective By-Laws, Rules and Regulations.
ARTICLE VIII
EXPENDITURE OF FUNDS
Sec 1 Expenditure of funds shall he made only after prior authorization by the Post and on proper voucher drawn by the Adjutant and approved by the Commander. All checks for the expenditure of Post funds shall be numbered in sequence, the number of each check to correspond with the voucher authorizing the same and in addition to the signature of the Quartermaster, shall be countersigned by the Post Commander.
Sec 2 The adoption of this Article shall constitute authorization by the Post for the payment of bills, when and as due, for monthly rental, public utility service, postage, janitor service and for janitor’s supplies and minor emergency repairs authorized by the House Committee, provided that the amounts to be paid for monthly rental and for janitor service shall have been previously established by the Post.
Sec 3 No other payment or expenditures shall be made except on the specific authorization of the Post in each and every case.
ARTICLE IX
COMPENSATION
Sec 1 No compensation shall he paid to any officer of this Post for his services as such officer, except as hereafter may be provided.
Sec 2 For services rendered, the Post may, by majority vote, pay the annual dues of the Adjutant and Quartermaster and other officers for the periods or parts of periods they serve as such, and such other compensation commensurate with their duties as may be determined and specified by vote of the Post.
ARTICLE X
FUND RAISING PROMOTIONS/SOLICITATIONS
Sec 1 The Hilliard Memorial VFW Post #4931 shall solicit funds or donations only by prior vote of the members agreeing to the proposition. It shall not solicit funds or donations or otherwise engage in fund-raising activities or projects outside the immediate geographical area or community of the Post.
Sec 2 This Post shall not enter into any agreement with a promoter for the purpose of raising funds unless the said promoter shall have first furnished a good and sufficient surety bond in a principle sum sufficient to five the Post ample protection in the particular circumstances. The said bond shall be subject to the approval of the Post Advocate, bear the endorsement of the Post Commander and be kept in the possession of the Post Quartermaster. The bond will be conditioned on the payment to the Post Quartermaster of all monies due the Post as a result of the solicitation within thirty (30) days of the close of the campaign. If the promoter has made satisfactory settlement within the thirty day period, then surety will he determined to be discharged, otherwise the bond will remain in full force and effect.
Sec 3 If the bond cannot be furnished, then all collections shall he made by the members of the Post sponsoring the campaign or entertainment and said funds shall be paid to a bonded officer of the Post who shall hold the funds in his custody pending proper pro rata distribution.
Sec 4 Fund-raising organizations or individuals conducting solicitations, activities, or projects for a profit shall not be engaged or used by the Post for such purpose unless such engagement is made by written agreement between the Post and the organization or individuals providing those services. The form of any such written agreement must be submitted to the Department Commander for review at least thirty (30) days prior to any Post entering into any such agreement.
Sec 5 Unless previously authorized by a majority vote of the Post, no solicitations or ticket sales shall be permitted in the post quarters or at socials or meetings unless such solicitations or ticket sales shall have been approved by the Post.
Sec 6 The Ways and Means Committee shall confine any such approved solicitations or ticket sales to stated meetings and socials of the Post in or around the Post quarters.
ARTICLE XI
MISCELLANEOUS
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