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DEPARTMENT
CODE
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Americanism |
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1. The allowance for the Department Americanism Chairman shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1st. 2. The Chairman shall encourage participation of the program and projects stressed by the National Americanism Chairman. 3. The Chairman shall insure that information pertaining to National awards have been forwarded to Units including rules and deadline dates. A list of materials available for promotion of the program shall be provided to the Units. 4. The Department shall sponsor an Americanism Essay Contest. Competition to be in the indicated below with prizes and citations for first and second place winners in Group I, II and IV, and first, second and third place educational grant winners in Group III. (2001)
The rules governing these contests for each group shall be made available to the Units by September 1. The prize for Group III shall be financed by voluntary contributions from the Units. Group IV are students classified as children with exceptional learning needs below those of average students. All students eligible for special classes, and not admitted because of lack of facilities, shall be identified as such at the discretion of the school. (1993) 5. The Chairman shall request in writing to the Municipal School Boards of Los Angeles and San Francisco to place the Essay Contests in those schools. When authorization is granted, she shall notify those Districts involved. (1987) 6.
7. All essays shall be judged according to the following procedures:
8. Essay titles shall be submitted by the Department Chairman and approved at Interim Board Meeting in January for the following fall semester and presentation of the same be directed to the Units in February for presentation to the school administrators or curriculum boards before the close of spring semester. The Chairman may consult prior to Interim Board with school authorities for recommendations of suitable titles for all groups. The contest rules submitted to the schools will have an imprint We welcome your suggestions for next year’s essay titles. (1992) 9. Units competing for Americanism Awards shall submit a narrative report describing activities and/or programs. (1999) 10. Contributions to the Department fund for Freedoms Foundation Americanism Youth Conference shall be forwarded to the Department Office. Contributions received after December 15th shall be held for the following year. (1989) 11. Units desiring to sponsor a teacher to Freedoms Foundation Seminar shall contact Freedoms Foundation direct for application. The Department Chairman shall include the address of Freedoms Foundation in her bulletin. (1989) 12. Awards:
1.
The allowance for the Department Chairman shall be as adopted
in the annual budget. The Chairman shall submit an end-of-year statement
of the expenses incurred and proposed recommendations affecting the
program budget for the next year to the Finance Committee by May 1st.
(1998) 1. The allowance for the Chaplain shall be budgeted by the Finance Committee. The officer shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1st, and shall include expenses relative to the Memorial Service. 2. The Chaplain will forward each month a listing of deceased members. Copies to be forwarded to the Department Office, Editor, and a courtesy copy to the Department President. 3. The Department Convention Memorial Service will be under the direction of the Chaplain. 1. The budget for the Department Children and Youth Committee will be dependent upon voluntary Unit contributions and Poppy proceeds forwarded to the Department Office and administered by the Department Chairman. Donations shall be made payable to the Department of California, American Legion Auxiliary, and earmarked for “Children and Youth.” (1989) 2. The budget shall include amounts to fulfill the obligation of temporary financial assistance, and specific medical needs. Chairman and program allowance, administrative expenses, authorized travel to the Regional Leadership Conference and such other conferences as may be authorized by the Department President. Reimbursement for authorized travel shall be upon mileage, coach fare, and per diem as allowed at the rate established by Department and approved by the Finance Committee. (2004) 3. The Chairman shall provide the Department Office with all documentation regarding finances on a quarterly basis. 4. A copy of the National Children and Youth Guide shall be forwarded to each Unit and District Chairman. The Guides shall be passed on by all Chairmen to their successors. Whenever possible, a coordinated program as suggested in the Guide is to be developed on a Unit and Post level. 5. The National Children and Youth report form shall be used by Units, Districts, and the Department Chairman for the annual report. The Department Chairman shall prepare a supplementary report form for the Department Children and Youth activities. (1989) RE: TEMPORARY FINANCIAL ASSISTANCE 6. Temporary Financial Assistance for the Children and Youth program shall follow the policies in The American Legion National Children and Youth Brochure for Temporary Financial Assistance. These funds shall be administered by the Department chairman to assist eligible children. Eligibility is as defined in the current brochure. (1989) 7. Applications for Temporary Financial Assistance shall be the responsibility of the local Unit and shall be made on the established form. The application will be forwarded to the Department Chairman for approval and final action. (2000) 8. All assistance checks shall be made payable to the Unit Chairman and she shall make all expenditures. In her absence, the Unit President will be responsible. A case number shall be assigned and reported keeping the name confidential. When unusual circumstances require additional assistance for a period over two months, the Department Chairman must have the written approval of the Department President and the Chairman of the Department Finance Committee before granting an extension. (1989) 9. The Unit when possible shall make a contribution to the family with funds and/or services, contacting community resources before applying to the Department for assistance. Department Funds shall not reimburse the Unit for money spent prior to the date of application, except as provided in the National Children and Youth Guide. When Department is requested to assume an obligation of assistance, approval shall be secured before assistance is granted. 10. Unit Chairmen shall cooperate with established agencies and be aware of policies of public and private agencies so permanent assistance may be obtained as quickly as possible. (2000) 11. Consideration for additional assistance shall not be given unless the receipt form and receipts for the issued check and expenditures and the monthly review form have been received and approved by the Department Chairman. The receipt form shall be completed and signed by an adult member of the family receiving aid as soon as the funds have been administered or with thirty (30) days after receipt of the funds. Funds provided to a Unit for family aid must be used exclusively for that family. All funds not expended must be returned to the Department Chairman. (2000) RE: SPECIFIC MEDICAL NEEDS 12. As specified in the Children and Youth Guide, consideration shall be given to urgent Specific Medical Needs (including dental and optical). 13. Medical assistance shall be provided when other resources are not available. 14. Application for Specific Medical Needs shall be made on the Department application form for Child Welfare Aid. The application shall be completed in the same format as other Department Aid and shall include a statement of what portion of the cost if any can be assumed by the Unit, insurance, other sources, or the parent. Attached to the application must be a statement from a doctor, hospital, or clinic that will perform the service, stating the nature of the illness or disability, the service required, and the estimated cost. 15. Approval of the requested assistance and approval from Department for specific medical needs must be obtained before any service is performed. Debts already incurred are not reimbursable from Department funds. Unit Chairmen are responsible for the disbursement of funds and must meet the reporting criteria prescribed in Paragraph 11 of this code. The Department shall not obligate itself for long-term care. (2000) 1. The allowance for the Department Community Service Chairman shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1st. 2. The Chairman shall encourage Units and Districts to sponsor community projects and activities within their local area and to work in cooperation with other local agencies. When a natural disaster occurs affecting the area of local Units, those Units are encouraged to initiate, endorse, and participate in any fund raising to alleviate the pain and suffering of their community. (1998) 3. In 1989, the Department of California established the California Disaster Fund to assist members who sustain damage to their homes or great personal loss due to earthquakes and other natural disasters or any unfortunate event causing wide-spread damage. (1998)
4. The Chairman shall encourage Units and Districts to participate in those special projects and programs stressed by the National Organization. 5. The Department of California shall not endorse any special fund raising activities other than those endorsed by the National Organization and then only on a voluntary basis. 1. The allowance for the Constitution and Bylaws Chairman shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. 2. When necessary, a supply of Department Constitution and Bylaws shall be printed every five years. 3. Between the printing period, the adopted changes in Department and National Constitution and Bylaws shall be forwarded annually from the Department Office as soon as they are received after the National Convention. Every Unit, District, Department Chairman and Officer, and Past Department President shall receive a free set to attach to their existing copy. A charge will be made for additional sets. (1990) 4. The Department Chairman shall provide a copy of the Constitution and Bylaws Code to each District Chairman at a workshop or as soon possible. (2004) 5. All Unit and District Bylaws must be rewritten at least every ten (10) years. Amendments to the bylaws do not constitute a rewrite. Units not complying with this Department Policy shall have the sanction implied in Article XI, Section 2, of the Department Constitution & Bylaws applied. (2004)
6. All Units and Districts must use the Model for Unit/District Bylaws provided by the Department Office. The Xeroxed set of Bylaws with open spaces for Unit/District name, number, per capita dues, date, and place of meeting, etc. with the information and instruction sheet included, shall be available at no cost from the Department Chairman. Signature page for Unit or District forms are included. (2004)
7. When the Department Constitution and Bylaws need to be completely rewritten, the Department President is empowered to appoint a committee of three (3) which will include the Department Constitution and Bylaws Chairman. 8. The retiring Chairman of Constitution and Bylaws shall be authorized
to re-number, re-letter, and proof-read changes in the Department
Constitution and Bylaws presented to the Committee and approved by
the Department Convention prior to the final printing. (1989) 1. The allowance for the
Department Chairman shall be as adopted in the annual budget. The
Chairman shall submit an end-of-year statement of the expenses incurred
and proposed recommendations affecting the program budget for the
next year to the Finance Committee by May 1st. The Department Chairman
shall request the checks to be sent by the Department Office. (1989)
12. Students applying for Department scholarships shall fill out one application per category per Code #11. Each category will be judged and scored by individuals chosen by the Department Chairman. Once scored, the Department Chairman shall numerically rank each category with the highest scored application as #1 the next highest #2 and son and so forth until all applications have been numerically ranked. Once each category is ranked, the Department Chairman will assign the highest scored application the largest scholarship and continue assigning all available scholarships descending in dollar amount and numerical ranking until all scholarships in that category have been awarded. (2006) 13. In June 1991, the Ganey Family presented the Department of California a gift of $5,000 to establish a Memorial Scholarship in honor of their mother, Past Department President Lucille Ganey. The Ganey Family specified that the scholarship be granted to a California student attending Stephens College in Missouri or a California student already attending Stephens College. One (1) $500 scholarship to be awarded annually. Since the Ganey Family did not specify the scholarship to be awarded to a veteran’s child, grandchild or great-grandchild, donations to this scholarship cannot be made from Poppy Funds. Any donations to the Lucille Ganey Memorial Scholarship must be made from the General Fund and should be earmarked specifically for the scholarship. (2003) 14. The scholarship applicant
has only two (2) years to initiate use of the funds awarded. If a
scholarship is not claimed by the university/college on behalf of
the applicant within that two (2) year period, the Department Office
will inquire in writing as to why these funds have not been used.
If use of funds is not initiated within that time frame, they are
to be reverted back to the funds from which they were originated.
If the circumstances of non-use are of a medical nature, it is by
the discretion of the Department President, Secretary/Treasurer, and
the Chairman to extend the claim for an additional time period not
to exceed 18 months, before funds are reverted back to where they
were originated. (1994) 1. The allowance for the Finance Committee shall be as adopted in the annual budget. The committee shall be called to attend the annual Budget Meeting prior to convention and Executive Board and is authorized travel and per diem. Travel and expenses incurred for special meetings must be authorized by the Department President prior to the meeting and approved before reimbursement for expenses. 2. The committee shall ensure that an administrative charge of twenty-five percent (25%) of the annual gross donated income from the programs of Americanism, Children and Youth, Education, Past Presidents’ Parley Nursing Scholarship, and Veterans Affairs & Rehabilitation, not including gift shop donations, are made and transferred to the General Funds. (2002) 3. The General Ledger and the office bookkeeper shall be available to the Finance Committee as requested. 4. The annual audit shall appear in the Book of Proceedings, and one copy of the audit shall be mailed to each District. (1996) 5. Check vouchers shall be reviewed by the committee semi-annually. (1996) 6. An administrative fee of ten percent (10%) shall be transferred to the General Fund from the cost of the Poppies purchased by the Units. (1988) 7. A fee of $2.00 per Girls State Citizen from the Girls State Fund shall be transferred to the General Fund. (1988) THE DEPARTMENT BUDGET 1. An amount sufficient to provide a training program for the District Presidents, Department Officers, and Chairmen shall be included in the annual budget. (2001) 2. Department Officers and Chairmen shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting their program budget for the next year to the Finance Committee by May 1. 3. Proposed Finance recommendations for presentation at Department Convention by a Department Chairman must have the signed approval of the Finance Chairman. The Chairman shall provide forms which will have space to indicate approved and disapproved to attach to each Chairman’s report. There shall be three (3) copies, one for the Department President, Department Chairman, and Finance Chairman. 4. When the Department President and the Finance Committee have approved an expense above the regular budgeted allowance by a Department Officer, Chairman, and/or Department President, payment shall be made upon presentation of the bill. 5. Unit donations to the Welfare Funds of ten percent (10%) of the Poppy proceeds shall be used for Children & Youth, Education, Poppy and Veterans Affairs & Rehabilitation budgets. The balance from the previous year may be used and the proposed budget should clearly reflect the use of the previous year’s balance. (2003) 6. Transfer of funds from surplus cash accounts may be made when necessary. 7. The Junior Conference Chairman shall provide an estimated budget for Junior Conference to the Finance Committee by May 1st for review and approval. (1995) ALLOWANCES AND EXPENSES 1. Specific instructions shall be given by the Chairman to Department Officers, Chairmen, and District Presidents regarding the use of Department funds. 2. Department Officers and Chairmen shall file expense sheets semi-annually. The Department Office shall forward the first allowance soon after convention and upon receipt of the first expense sheet shall forward the second allowance. Any Chairman or Officer whose allowance is under $100 shall be paid once, at the beginning of the year. Final estimated accounting shall be forwarded to the Department Office sixty (60) days prior to convention. (2001) 3. Allowances for District Presidents shall be determined by the Finance Committee. District Presidents shall file expense sheets semi-annually indicating they are complying with the provisions and are fulfilling the duties of their office as defined in the Department Bylaws, Article I, Section 10. The Department Office shall forward the first allowance soon after convention and upon receipt of the first expense sheet, shall forward the second allowance. Final estimated accounting shall be forwarded to the Department Office sixty (60) days prior to convention. (2001) 4. The Finance Code shall be included with all other codes. 5. All expenditures shall be supported by vouchers, original bills or a signed and itemized statement for officers, chairmen, and District Presidents. 6. Members responsible for Department Funds shall be bonded under the Blanket Bond of the National Organization. 7. Members of the Official Family called to the Executive Board Meeting and Convention shall receive mileage of twenty cents (20¢) per mile en route, provided they have filed their expense sheet with the Department Office. (2006) 8. Authorized travel for meetings and conferences held outside the State of California not covered in the Department Constitution and Bylaws, shall be based on the rate established by the Department Finance Committee, subject to approval by the Department President and the Finance Chairman. $800 will be budgeted annually and placed into the General Fund Convention Expense, line item #G624 by the Finance Committee to cover a maximum of $400 each for the Department President/Jr. Past Department President plus plane fare (economy, if possible) while serving as delegates and attending National Convention. (2006) 9. The American Legion, depending on the number of rooms reserved by Auxiliary members, shall be requested by the Department Secretary/Treasurer to offer a complimentary room for the Junior Past Department President when attending National Convention. (2002) 10. Department Officers, Chairmen, District Presidents, and Medical Center Representatives shall calculate travel expenses at fifteen cents (15¢) a mile en route, or coach fare, plus cost of meals and lodging when necessary. This shall apply to called meetings or conferences within the State of California. (1996) 11. The Department of California will pay for one meal for each of the National Representatives during the annual visit of the National President. The cost of the meals to come from the Distinguished Guests budget. (2000) MISCELLANEOUS 1. An amount not to exceed ten thousand dollars ($10,000.00) Welfare Funds be released and expended under the supervision of the Department President, Secretary/Treasurer, and the Finance Chairman in the event of a major disaster. Those eligible for assistance shall be members and dependents of the American Legion Auxiliary and or The American Legion. 2. If there is a deficit in the operation of the Girls State program in any operating period, the amount of the deficit shall be transferred from the General Fund reserve with written approval of the Department President and the Finance Chairman. 1. The Department Chairman’s expenses shall be as adopted in the annual budget. (1993) 2. The Girls State funds shall be administered by the Department Secretary/Treasurer. (1993) 3. Upon completion of the budget by the Girls State Committee for the ensuing year, said budget shall be sent to the Department Secretary/Treasurer and Finance Committee for review and approval of the Finance Committee not later than January 10. The budget shall be recorded on the form provided by the Finance Committee. (2004) 4. Authorization for purchases shall be requested by the Girls State Director through the use of “Voucher Requests for Purchases.” The request shall be sent to the Department Secretary/Treasurer for approval of available funds. If funds are available, the Secretary/Treasurer shall approve the request and purchase may be made by the director. (2000) 5. Itemized bills and receipts shall be submitted to the Director and then sent to the Department Secretary/Treasurer for payment. (2005) 6. A fee of $2.00 per Girls State Citizen shall be transferred by the Department Office to the General Fund. This administrative expense rendered by the Department Office for the program shall be paid from the established fund when authorized by the Department Secretary/Treasurer and upon prior notification of the Director. (2000) 7. Every effort is to be made by the Director and Chairman to have all receipts filed in the Department Office so that bills can be paid prior to the annual audit. All expenses for the current year shall be submitted within forty-five (45) days following the close of the current session. Inventory must be submitted at this time. (1993) 8. All accrued funds with balances shall remain in the funds account. The Chairman’s allowance is a direct charge against the Girls State account. (1993) 9. The Department President, in consultation with the Girls State Chairman, shall call a meeting of the Girls State Committee to be held as soon as possible but no later than October 1. The Secretary/Treasurer shall attend the Girls State Committee Meeting. The Girls State registration fee shall be set annually by the Girls State Committee at this time for the following administrative year and ratified by the Department Executive Committee meeting. (2003) 10. The Girls State Session shall be held on a college campus or other suitable facility. The dates of the session are to be set for a period of two years (starting with the meeting of the Girls State Committee in 1993) and tentative reservations established with the facility at that time. The dates established shall be such as to allow time for the Department President to attend the Girls State Session, if possible. (1997) 11. Any changes of the eligibility requirements for the Girls State Citizenship made by the National Organization shall automatically amend the Department requirements unless it conflicts with State or Federal Law. (1999) 12. Due to limited facilities for future sessions of Girls State, registration shall be limited to five hundred forty (540) citizens. The privilege of sponsorship shall be given to Units who sponsored the previous year. Units shall be given the opportunity to sponsor the same number of citizens and the choice of the schools. Schools sponsored by surrendered Units may be picked up by another Unit without being on a waiting list. (2003) 13. Reservation forms for Girls State will be mailed by the Department Office by September 1. Units shall file a reservation with the Department Chairman annually, naming the school or schools they desire to sponsor for the next session of Girls State. Deadline date for reservations to the Department Chairman is October 1. Failure to file a reservation form by deadline date will indicate the school is being dropped and thus creating a numerical vacancy. The Department Chairman shall fill such vacancies by advising Units who have letters on file requesting an opening in their area. The applications, etc. shall be mailed by the Department Office the first week of November. After November 30 the cost of duplicate mailing of packets will be five dollars ($5.00). (2004) 14. Copies of bulletins, instructions, and all other material forwarded to Units and candidates shall be sent to the Director, Members of the Committee, Department, and District Chairmen with a complete set forwarded to the Department Office. 15. Eligibility Requirements:
16. Faculty Guidelines: As a guide to the faculty the following information shall be provided for use in selecting the most qualified candidate.
17. Director’s Responsibilities:
18. Unit Procedures for Selecting of Candidates: All materials and necessary information relative to the qualifications and methods of selection shall be presented to the school representative by the Unit Chairman or her substitute. The recommendation of candidates and alternates shall be made by the school faculty and provided to the sponsoring Unit. Only the Unit shall have final approval of the recommendations, subject to acceptance by the Department Chairman. Last year’s Girls State Citizen may provide guidance in selection of the current candidate and may be included as part of the committee when interviews are scheduled. When the Unit has chosen the candidate, the fee and supporting papers shall be forwarded not later than March 12 as provided in the instructions. Publicity may be released indicating that the candidate has been chosen. If selected delegate and alternate, due to circumstances beyond control, cannot attend the Girls State Session, a second alternate selected in the same manner shall attend to prevent forfeit of the Unit fee. (2004) 19. Each application must be signed by the candidate, the Unit Chairman, and the school representative. When two or more Units sponsor one candidate, only one application form shall be forwarded. The Unit responsible for processing the application, shall sign the forms, and the co-sponsoring Unit or Units shall attach their name, number, and signature on a separate sheet so that proper recognition may be given. 20. Each candidate must understand that she will remain for the entire session of Girls State (excepting emergencies) and that she shall not be excused for personal reasons. The parent’s signed release form affirms that the candidate is aware of this requirement. If a candidate leaves before the end of the session a refund will not be granted to the Unit. 21. Units/Sponsors must adhere to the following instructions:
22. After arrival at the session if the delegate is not willing to comply with the rules and requirements previously agreed upon, or if a situation arises which would be counter-productive to the sessions, the Director at her discretion shall have the right to return the delegate to her home immediately. The Director shall be required to notify the Unit of a returned delegate in writing within ten days after the close of sessions, providing complete details of the above situation. (1995) 23. Should a Unit withdraw from sponsorship of a Citizen to Girls State, it shall be the responsibility of the District President and Chairman to list the school as available and notify the Department Chairman in writing. 24. Permission is granted for Units and/or Districts to sponsor Alumnae activities at their discretion. 25. Final selection of representatives to Girls Nation will be made by the Girls State Committee upon recommendations of the Counselors and Staff members. All Citizens to be considered. Representatives to Girls Nation will submit a written report to the Girls State Director. (1995) 26. In the event there is a deficit in the operation period, the amount of the deficit be transferred from the General Fund until the time funds are available from the Girls State Reserve Funds to repay General Fund with written approval of the Department President, the Department Secretary/Treasurer, and the Finance Committee. (2000) 27. Applications must be submitted from the Units to the Department Chairman by deadline date of March 12. All fees to be sent to the Department Office. (2004) 28. A thirty dollar ($30) registration fee shall be required from each delegate attending Girls State. This fee to be paid by the delegate, her parents, or guardian. MISCELLANEOUS 1. In case of hardship, the fee can be paid by the Unit, District, school and/or outside source, but must be paid no later than the deadline date when the fees are due from the Unit to the Department. (2002) 1. The Department Historian’s
allowance shall be as adopted in the annual budget. The Officer shall
submit an end-of-year statement of the expenses incurred and proposed
recommendations affecting the office budget for the next year to the
Finance Committee by May first.
8. District entries will be judged at Department Convention by three judges, appointed by the Department Historian, awards shall be first, second, and third. 1. The Department Chairman’s allowance shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee for review and approval by May 1st. (1997) 2. The Department endorses the formation of Junior groups statewide and promotes the use of the Junior Activity Handbook as a necessary guide for the development and participation of Junior members. 3. The Department Chairman shall encourage Junior membership and each month the Department Office shall forward the current membership standings of Junior enrollments by Unit and District totals to the Department Chairman. 4. Junior members are encouraged to participate in all contests sponsored by the National Organization, following all rules pertaining to these contests. The Department Chairman shall advise the Units of contests, rules, and deadline dates. 5. Contests on District level shall be under the direction of the District Chairman. There shall be only one entry in each classification forwarded to the Department Chairman for judging. Department awards for each class shall be First, Second, and Third. The Department assumes NO responsibility for returning entries. 6. There shall be a Department award for the Junior Group submitting the most outstanding Junior Activities Report; an award will also be presented for the Junior Group with the most outstanding Junior Community Service program. 7. Junior members when requested by the VA Medical Centers, Childrens’ Hospitals, etc., shall be encouraged to participate in providing tray favors, scrapbooks, poppy corsages or arrangements and other handicraft items. 8. The Department Chairman shall be responsible for the promotion of the Junior Conference and all fund raising efforts in support of the Conference. All funds and ticket stubs will be sent to the Junior Activities Chairman, earmarked Junior Conference and made payable to the Department of California A.L.A. The Department Chairman will keep an account of all funds and Junior Conference Tickets. The Department Chairman shall forward to the Department Secretary/Treasurer all funds promptly. (1998) 9. The Department Chairman shall attend the Junior Conference and assist the Conference Committee. Cooperation between the Department Chairman and the Conference Committee will enhance the success of the Junior Conference. 10. The Junior Conference Committee meeting at convention shall be combined with the Junior Activities Committee meeting. 11. The Department shall sponsor a scholarship for Junior members completing their senior year from donated funds. Minimum awarded shall be $300.00; maximum $1,000.00 if funds permit. Applications and rules will be available through the Department Office and/or the Website prior to January and will be mailed to Units upon request. Completed applications must reach the Department Junior Activities Chairman by April 30th of the current year. Applicants shall be judged by three (3) Past Department Presidents appointed by the Junior Activities Chairman. (2005) 12. Junior Conference Tickets will be ordered by Junior Activities Chairman and recorded before disbursement. All Junior Conference Tickets, after recording, will then be distributed by the Junior Activities Chairman for the purpose of donation. (2005) 13. The Education, Junior Activities, and Past Presidents’ Parley Chairmen will coordinate with each other to assure no duplication of scholarship recipients. (2001) 14. The Department Chairman shall support the Department Leadership Chairman to encourage coordination of at least one Department Junior Leadership Workshop per administrative year. (2006) JUNIOR CONFERENCE 1. The Conference and Committee expenses shall be as recommended by the Committee and as adopted by the Finance Committee. The Conference Director in consultation with the Department Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the committee and the Junior Conference budget for the next year to the Finance Committee for review and approval by May first (1996) 2. The Junior Conference shall be self-supporting and the current income from the fund raising project and contributions shall be used for the following year’s conference. The Department Junior Activities Chairman will be responsible for the promotion of the conference and all fund raising efforts in support of the conference. (1988) 3. Facilities for the Conference must include proper beds, showers, and restrooms to accommodate the attendees. Recreational facilities are desirable. If requirements can be met for a suitable site, a rotation between Northern and Southern California would be preferred. However, the prime consideration shall be proper facilities at an affordable cost. When a semi-permanent site is located for conferences, consideration shall be given for charter transportation from the furthest part of the state. a. The dates of the Junior Conference session to be set for a period of one or more years to allow for affordable rates. (1996) 4. Funds raised for the statewide conference session shall only be used for planning and conducting the conference. There will be no exceptions. 5. Any films to be shown during Junior Conference must first be previewed and then approved by the Department President, Junior Conference Committee, and the Department Honorary Junior President. A parental consent form, including the film titles and subject matter, shall be mailed with the Junior Conference Reservation Forms. (1998) 6. The Junior Conference Committee will finalize plans for the Junior Conference at the Department Mid-Year Executive Meeting. The Junior Conference Director shall send pertinent information to the Units not later than ninety (90) days prior to the planned Junior Conference date. (1998) 7. The Conference Director is responsible for implementation of planned activities. Program plans by the Junior Conference Committee should provide an opportunity for leadership development in a creative atmosphere. The Director shall be responsible for extending invitations to the members designated as staff. The staff shall be selected by the committee with the approval of the Department President. (1995) 8. The registration fee shall be set by the Conference Committee as soon as the plans for the conference are made, based on a realistic estimate of cost and available funds raised for the conference. Units shall be encouraged to assist their Junior members financially for transportation and registration fee. 9. Chaperones who have not been assigned specific duties by the committee shall find other activities of interest off the premises. Housing may be available for chaperones only if facilities are large enough to accommodate these chaperones in a separate location on the grounds at their own expense. (1995) 10. The Department Secretary/Treasurer shall arrange for adequate camp insurance for all participants. (1995) 11. The committee shall prepare the proper release forms for signature of the parent or guardian, including permission for emergency medical treatment at the parent or guardian’s expense. The chaperone shall have duplicate release form in her possession en route to and from the conference. 12. Junior groups will be formed and housed according to age groups, combining large and small communities statewide. Assigned Senior Advisors will serve as group counselors and as chaperones on the conference grounds. 13. Junior members shall arrive at the conference under the supervision of their parents or an adult chaperone. Those arriving by public transportation shall notify the committee so arrangements may be made to meet them. 14. Eligibility for attendance at the conference shall be limited to Juniors ten (10) to eighteen (18) years of age. If a Junior member is elected to an office or serving as a chairman at any level and attains the age of eighteen (18) during her term, she may complete her year in office and attend Junior Conference. In addition to the age requirements, she shall have given at least five (5) hours during the current fiscal year to her Unit. If any Unit does not provide the opportunity for the Junior to serve the required hours, five hours of service to a community organization may be substituted. (2006) 15. Election of Junior Officers shall be conducted according to rules established by the committee. Adults are not allowed to participate in the elections except those persons assigned to counsel the current officers on the procedures. 16. Candidates may not bring gimmicks to the conference. All campaign signs, gimmicks, et cetera, will be made at the conference from materials supplied by the committee. 17. Juniors shall caucus with their Districts prior to nominations. Each District will have a Senior Advisor to counsel candidates on their responsibilities prior to nomination and elections so each will know their commitments. A District may nominate a candidate for each office if they desire. However, only two elected officers may serve on the Department level from each District. In the event more than two candidates from the Districts are elected, the rules for handling will be established by the Junior Conference Committee and printed in the Junior Conference Elections Rules. The Honorary Junior President and Honorary Junior Vice President shall be from different Districts. (1992) 18. Junior members in attendance shall abide by the rules set by the Conference Committee and serious violation of these rules shall be cause for sending the Junior home. 19. The Department President or her representative shall install the Junior Department Officers. 20. The Honorary Junior President shall be authorized an expense allowance for visitations and other related duties during her term of office. All travel arrangements must be approved by the Department President prior to acceptance of any invitation. The Finance Committee shall budget for the allowance and review expenses before reimbursements are made. (1992) 21. Each Honorary Junior President shall be given a copy of the Junior Activities Conference Code. (1992) 22. The candidate for Honorary Junior President must be a minimum of fifteen (15) years old. (1992) 23. Future elected Honorary Junior Department Officers be prohibited from succeeding themselves. (1992) 24. Newly installed Honorary Junior President will be invited to attend convention at the discretion of the Department President. The Honorary Junior President who served with the current Department President may be invited to attend convention at the discretion of that President. (1995) 25. Junior members attending Junior Conference will be expected to report on the conference to their Unit. (1989) 26. The Department Office will send out to the Units reservation forms for Junior Conference, with the age requirements listed there-on. The completed reservation forms shall be sent to the Junior Conference Director for accounting. (1998) 27. The Junior Conference Director will provide to all Senior attendees, a Unit Meeting Agenda, complete with Election Rules, for the purpose of conducting quality leadership during Junior Conference. This will be used as a guide by all Senior members participating during Junior Unit Meetings at Junior Conference. (1998) 28. The Junior Activities Chairman, Junior Conference Director and the Committee will choose a Department Junior Delegate and Alternate to National Convention at Junior Conference. (2001) 29. Airfare, $100.00 per diem for two (2) days and the registration fee of $25.00 will be paid for
by the Department Office for the Delegate to National Convention. If the Alternate Delegate
chooses to attend National Convention she will do so at her own expense, except for the
$25.00 registration fee which will be paid for by the Department. In the event the Department
Junior Delegate is unable to attend National Convention, the allowable expenses will be given 1. The Department Leadership Chairman’s expense allowance shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. 2. The program shall be concerned with the training of all members and should be conducted at all levels (Unit, District and Department). 3. Applications and a copy of the sign in sheet shall be provided to each Unit and District with a covering bulletin at the beginning of each administrative year. Applications may be copied as necessary by Units and Districts or may be obtained from the Department Chairman. 4. Newly appointed Department Chairman will count the number of white cards remaining from the previous year. She will request additional cards to equal fifty (50). She shall request cards when her supply is low. When lists are received she will complete the cards and forward to the Department President for signature. She shall request the Department Office to order fifty (50) blue cards with new National President’s signature as soon as possible. 5. The Department Chairman shall conduct at least one workshop during the administrative year. Early in the year, she shall contact all certified instructors to ascertain who will be able to hold or participate in a workshop. She shall work with instructors to assure that workshops are held in areas where needed. 6. The program shall be concerned with the training of all members in the purpose of the Auxiliary, the basic requirements of our programs, an understanding of the Constitution and Bylaws, the rights of members, benefits available, basic protocol, and the importance of proper reporting. A copy of the Auxiliary history should be provided to each member in attendance. 7. Applicants for Certified Instructors shall have attended and or participated in a Leadership Workshop for a minimum of six (6) hours. She must complete the Application for certification and turn it in to the Instructor. The Instructor shall make her recommendation and forward the completed application with $1.00 to the Department Chairman. 8. Each member attending a Department Leadership Workshop may be assessed a fee by the Department Chairman to defray the costs of booklets, packets and other materials. Fees collected will be noted on the Department Chairman’s report to the Finance Chairman with a notation of costs incurred. 9. Proper forms must be completed by applicants for certification and recertification and recommendations made by the Certified Instructor. Blue cards will be issued to Certified Instructors after receipt by the Department Chairman of the application and $1.00. The date of expiration will be placed on the back of the card by the Department Chairman. White cards will be issued upon receipt of attendance and $1.00 each from the Certified Instructor. Leadership pins, at current cost, are also available and can be ordered from National Emblem Sales by any attendee, but they do not indicate Instructor status. Monies in full must accompany all requests for pins and cards. (2004) 10. Every member who attends a Leadership Workshop is not automatically a qualified Instructor. Only those members who are willing and qualified to initiate, prepare and instruct a workshop using instructional tools should be considered as instructors. Instructors should call upon facilitators to help assist, thereby making the workshop informative as well as a true learning experience. Podium lecturing or reading of materials by instructors shall be discouraged. 11. The current Department President shall automatically be issued a blue card for her year of service. 12. The Department Chairman shall be encouraged hold or arrange for a Department Junior Leadership Workshop each year. She shall consider where the previous year was held and move to a location in another part of the state. (2006) 13. Certified Instructors must conduct or have participated in a workshop every five (5) years to maintain their certification. All members are encouraged to complete the Auxiliary Correspondence Course. 14. The Department Chairman shall maintain a current list of names and addresses of Certified Instructors and shall provide each District with the approved list at the Department Convention. 1. The Department Legislative Chairman’s expense allowance shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. 2. The Department Chairman may attend the Awareness Assembly sponsored by the National Organization if approved by the Department President and if funds are available and adopted in the annual budget. 3. The Committee shall make a positive effort to become familiar with and support all veteran legislation sponsored by The American Legion, Department and National, and the American Legion Auxiliary as requested. 4. Units and Districts working on legislation of a local nature which may be assigned to them by a Post or District of The American Legion shall secure the assignment in writing before proceeding, and a copy shall be sent to the Department Chairman. (1992) 5. The Department Chairman shall seek the cooperation of the Department Public Relations Chairman and those Chairmen directing programs which are affected by legislation for successful community coverage. 6. A copy of Legislator’s replies to letters of our members should be sent directly to: Director National Legislative Commission The American Legion 1608 K Street N.W. Washington, DC 20006 with a copy to the Department Chairman. The unit name and number shall be indicated on all replies so that California may receive credit. (1999) 7. Legislative Chairmen on all levels shall alert the membership with information and requests of The American Legion as transmitted by The Dispatch and consider these requests of legislative matters a need for Chairmen to act immediately. Legislative Chairmen shall send and urge the membership to respond with cards, letters, telegrams, and e-mails when requested. (2004) 8. Units and Districts shall be urged to subscribe to The Dispatch and Unit Chairmen or Unit Presidents share the bulletin with members particularly when purchased with Unit funds. 1. The Department Membership Chairman’s expense allowance shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. 2. To promote membership activity a fund for contests and awards shall be budgeted annually by the Finance Committee. 3. The Department membership goal will be established by the National Organization and shall be reviewed and may be revised by the Department Chairman. Each District President shall be notified of their goal and the amount of members required to attain Early Bird (based on the close of books). A District goal may equal or exceed the previous year. 4. Membership applications must be filled out completely, including all essential information before transmitting to the Department Office. 5. When a Unit transfers from one District to another, the membership of that Unit and their goal shall be counted as part of the District’s goal to which they have transferred. The District President shall be responsible for providing any assistance or information on transferring to members whose Unit Charters are being canceled. 6. There shall be three (3) membership categories for competition in the Districts:
7. The Department President, Department Chairman, Department Junior Activities Chairman, District Presidents, and District Chairmen shall be notified on the first and fifteenth of each month, beginning with October as to the status of the District membership standings by the Department Office. 8. When a District achieves goal, an appropriate notification shall be sent from the Department Office to the District President with a copy to the Department President at the discretion of the Department Membership Chairman. (1990) 9. AWARDS
1. The allowance for the Department Chairman shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. (1995) 2. Citations will be presented to the Unit and District for first, second, and third place for the Best Supplemental Report, Best Song Contest, and Best Song Book Contest. (2006). 3. The Department Chairman shall encourage the Units and Districts to follow the Monthly Music Suggestions as printed in the National News. (1994) 4. The Unit and District Chairmen are urged to observe September as the Music Month and to provide music for their respective meetings and throughout the year by using tapes, if a piano is not available, or their imagination. 1. The Department National Security Chairman’s expense allowance shall be as adopted in the annual budget. The Chairman shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1. 2. The Department National Security Chairman shall be privileged to attend the American Legion Auxiliary Awareness Assembly. She shall be reimbursed $150.00 of One (1) nights accommodations. (2006) 3. A major objective of the program shall be the encouragement to purchase U.S. Bonds. 4. The Department of California shall accept the adopted legislative program of The American Legion on National Security. The Department Chairman shall place emphasis on any special programs or projects stressed by the National Organization and encourage Units and Districts to give complete cooperation, assistance, and support when requested. 5. Chairmen shall be encouraged to cooperate with the press, radio, television, and legislative committees to better promote the program and cooperate with the Committee whose program is affected. 1. The allowance for the Editor shall be budgeted by the Finance Committee and charged as an expense to the California Auxiliary News. The Editor shall submit an end-of-year statement of the expenses incurred and proposed recommendations affecting the program budget for the next year to the Finance Committee by May 1st. 2. The California Auxiliary News may combine its paper with the California Legionnaire and shall be the official publication of the Department of California. 3. Pertinent Department Officer’s and Chairmen articles shall be published in the Auxiliary news in lieu of “other items.” Chairmen and Officers shall provide a courtesy copy to the Department President when submitting an article to the “News.” In the issue prior to the programs of the month special emphasis and additional space be allocated, if required. 4. Subsidiary organizations may be allowed reasonable space in the Auxiliary News when available. 5. The April edition shall be the last sent to delinquent members until reinstated. The edition following Convention will be discontinued. 6. The change of addresses shall be mailed by Unit Secretaries to the National News Circulation Department providing both old and new addresses. 7. The Editor may establish the deadline dates which she considers most satisfactory, provided full notification of any contemplated change in dates be given to all Department Officers an Chairmen. 8. The Editor shall make format decisions relative to the Department paper. She shall refer all contemplated changes in the present policy to the Department Executive Committee and the Department President for approval and confirmation. 9. The issue prior to Convention shall carry announcements of candidates for Department Office. If candidates desire to publish a picture they shall either pay for or furnish the cut. Candidates to submit their picture and article for publication by April 15th of each year to the Editor. (1990) 10. The “In Memorial” column | ||||||||||||||