American Legion Emblem

Policy Book

 
 
 
 
 
Department of Iowa Policies 2015
-
2016
Page
13
4.
Prior to Girls State, the Director shall, in cooperation with the Girls State Board of Directors:
a.
Make arrangements for housing, meals and room assignments.
b.
Choose the staff members, the Dean of Government and the Assistant Director
1)
The Girls State Governor, who was elected the preceding year, is asked to return as
a staff member and to preside until the new Governor is elected.
2)
Preference shall be given to Auxiliary members or former Girls State citizens.
3)
If the Dean of Government
or the Assistant Director is not a member of the board,
they may be invited to any board meetings at the discretion of the Director at their
own expense. They will not be voting members.
c.
Select speakers, program material and any other printed material whi
ch will enhance
the program.
d.
Request
the
Department Executive Director
to provide materials relating to the
operation of Girls State, including badges, pins, certificates and other materials.
Purchase Orders must be authorized by the Director for
all ite
ms which are charged to
the Girls State budget.
5.
Girls State pins or lugs shall be presented only to staff members and Girls State Citizens.
6.
GIRLS STATE MERIT AWARDS: Merit Award
s given at Girls State shall
be paid in
accordance with the Department Merit
Awards Guidelines.
7.
INSURANCE:
The Department
Executive Director
shall obtain insurance coverage,
including liability, health and accident.
8.
AMERICAN LEGION OF IOWA FOUNDATION SCHOLARSHIP:
Selection shall be made
by the Department President, Girls State Director and the Girls State Board.
The President
of the American Legion of Iowa Foundation shall be invited to present the scholarship at
inauguration ceremonies. He
/she
is also invited to
be a guest at the reception (if a
reception is held) preceding the inauguration.
9.
FLORENCE LONG AWARD: A certificate will be presented to the current American Legion
Auxiliary Girls State Governor and the President of her Unit at the Department Convention
.
The Unit will then present this
certificate
to the Governor
at
a formal assembly at
her
school
in the fall.
10.
GIRLS NATION SELECTION: The staff and citizens will nominate Girls Nation Senators
with the following criteria in mind: Political activeness, ou
tgoing personality, strong in
debate and parliamentary procedures and a leader among their peers. The nominees will
be interviewed and selected by the Girls State B
oard
.
11.
MEMORIALS:
M
embers
may
donate
t
oward the
Girls State
Staff Memorial Fund.
A Merit
A
ward for the amount collected will be presented at Girls State and may be designated in
memory of any
deceased
staff member(s) within that year.
 
Department of Iowa Policies 2015
-
2016
Page
14
12.
GIRLS STATE CITIZENS AUTHORIZED EXPENSES:
a.
The
Girls Nation Senators
shall be authorized to
attend Mid
-
Winter
Conference.
E
xpenses
allowed will be up to two (2) nights lodging
.
b.
The
Girls State Governor
shall be authorized to attend the Department Convention
.
E
xpenses
allowed will be up to two (2) nights lodging
.
c.
Expenses will be paid only upon receipt of a
written report to the Department Executive
Director and a copy of all receipts
.
JUNIOR ACTIVITIES
JUNIOR ACTIVITIES FUND
RAISING
There shall be no fund
raising by Junior members for election campaigns or related activities
benefiting a Junior officer o
r candidate.
JUNIOR ACTIVITIES CHAIRMAN
1.
The Junior Activities Chairman shall:
a.
Serve as a member of the Junior Camp Board.
b.
Send all material received from National to each District Junior Activities Chairman
immediately after it is received.
c.
Compile a
complete list of Junior contests and distribute to the District Junior Activities
Chairmen, District Presidents, Department President and Department Executive
Director.
d.
Work closely with the Department Junior President during the administrative year.
e.
Purch
ase two (2) binders for the Department Junior Historian to use when compiling the
Junior Scrapbook and Junior History Book.
f.
Assist the Department Junior President in planning and conducting the Department
Junior Convention.
g.
Submit a Department Junior Conve
ntion program to the Department Executive Director
for printing.
h.
Update the Department Junior Convention script for Junior Officers as needed.
i.
Ensure that a copy of the minutes of the Department Junior Convention is submitted to
the Department Executive Di
rector within two (2) weeks after the Convention.
2.
EXPENSES FOR JUNIOR ACTIVITIES CHAIRMAN.
a.
Authorized expenses
for the Department Junior Activities Chairman for attendance at
the Department Junior Convention shall be mileage according to
MapQuest
or simi
lar
computer mapping program.
b.
Should a District invite the Department Junior Activities Chairman to attend the District
Junior Conference, mileage will be allowed according to
MapQuest
or similar computer
mapping program.
 
Department of Iowa Policies 2015
-
2016
Page
15
c.
Expenses will be paid only upon r
eceipt of a written report to the Department Executive
Director.
JUNIOR AUXILIARY ELECTION RULES
1.
Candidate must have been a member of the American Legion Auxiliary for at least three (3)
years, with current year’s dues paid. She shall not turn eighteen (18) before June 1 of the
next year. She automatically becomes a senior member at the age of 18. Any
Junior
member elected to serve as a Junior Officer must be paying dues as a Junior for the
ensuing year in which she serves.
2.
Candidates for Junior President, Vice President and Secretary must be 14 years of age.
Candidates for Chaplain, Historian, Serge
ant at Arms and Assistant Sergeant at Arms must
be at least 12 years of age to be nominated for these offices.
3.
Juniors will be seated together as a District during the meeting with only the Senior
member that is the District Junior Activities Chairman or her designee seated with them. All
other Senior members and guests must sit to the back of the room if the facil
ity can
accommodate them.
4.
Any District may nominate as many candidates as they wish, however, if a candidate is
elected to any office the other nominees from that District are automatically
disqualified
providing there are candidates from the other Distr
icts for the office. No Junior may hold the
same elected office for a second term, but she may run for another office.
5.
Nomination speeches shall not exceed one and one half minutes and shall include the
qualification of the candidate. Speeches by the cand
idates shall not exceed two minutes
and shall be given after the nomination speech for each candidate.
6.
Candidates must be present.
7.
Each Junior present shall have one vote.
8.
The
Department
Junior President shall appoint an election committee of two (2)
Junior
members and one (1) adult to tally the District votes. When called upon, the District Junior
President
or designee
shall report the results of the voting
in her District
.
9.
The officers of President, Vice President, Secretary, Chaplain, Historian, S
ergeant
-
At
-
Arms, and Assistant Sergeant
-
At
-
Arms shall assume their office at the close of the
Department Junior Convention at which they are elected.
10.
If elected to office,
Junior Department Officers
are expected to attend Department Junior
Convention the
following year.
 
Department of Iowa Policies 2015
-
2016
Page
16
JUNIOR DEPARTMENT OFFICERS DUTIES
JUNIOR PRESIDENT:
1.
After receiving correspondence from the
Department Executive Director
, attend the Senior
Department Convention to bring greetings as the newly elected Department Junior
President.
2.
Attend the National Junior Convention as the official Department delegate.
3.
The Department Junior President shall promote Junior Membership, Junior Activities,
attendance at Junior Camp, attendance at Junior District Conferences, and attendance at
the Dep
artment Junior Convention. She is also encouraged to promote the American
Legion Auxiliary, the Senior Department President’s projects, and the programs of The
American Legion
.
4.
The Department Junior President desiring a project shall present her plans by
July 1 to the
Department Executive Director for approval by the Department Executive Committee.
Announcement of such project may not be made until the project is approved. The
Department Junior President shall not have a monetary fund raiser
.
5.
Prepare
a page for the Plan of Action that is due by July 1.
6.
Plan to attend the Mid
-
Winter Conference with
responsibilities as outlined by the
Department Executive Director
.
7.
Attend as many District Junior Conferences as possible.
I
f unable to attend
a report s
hall
be sent to be read in her absence
.
8.
Department Junior Convention
. In consultation with the Department Junior Activities
Chairman
she shall
:
a.
Develop and help plan the program.
b.
Invite District Junior Officers and
distinguished guests
,
explaining their responsibilities.
c.
Appoint a Senior member as Parliamentarian
who k
now
s
Parliamentary Procedures
using Robert’s Rules of Order, Newly Revised Edition.
d.
Write a report for the Department Annu
al Book of Reports covering her
year and submit
it to the Department
Executive Director
by June 30.
e.
Write a report with the Department Junior Activities Ch
airman to submit to National by
the published National deadline.
9.
Attend the Department Senior Convention at the close of her year
with
responsibilities as
outlined by the Department Executive Director
.
 
Department of Iowa Policies 2015
-
2016
Page
17
10.
EXPENSES FOR DEPARTMENT JUNIOR PRESIDENT.
a.
The Department Junior President shall be a
uthorized
to attend
the Department Junior
Convention
. Expenses allowed will be
mileage according to
MapQuest
or similar
computer mapping program
, registration and lunch.
b.
The Department Junior President shall be authorized to
attend Mid
-
Winter Conference.
E
xpenses
allowed will be up to two (2) nights lodging
. She may attend other
Department meetings at
her own expense.
c.
The Department Junior President and the retiring Department Junior President shall be
authorized to attend the Department Convention
. E
xpenses
allowed will be up to two
(2) nights lodging
. They may attend other Department meetings at
their own expense
.
d.
Should a District invite the Department Junior
President
to attend the District Junior
Conference,
expenses allowed will be registration, lunch and
mileage
according to
MapQuest
or similar computer mapping program.
e.
The Department Junior
President and her chaperone shall be allowed three (3) nights
lodging for one (1) room and transportation costs as recommended by the Finance
Committee and approved by the Department Executive Committee for attendance at the
National Convention.
f.
If the Dep
artment Junior President is unable to preside over the Junior Department
Convention, the Department Junior Vice President shall preside in her place. She shall
receive reimbursement of expenses accordingly as if she were the Department Junior
President.
g.
I
f the Department Junior President cannot attend the
other
meetings listed above, no
one shall be
reimbursed
to take her place.
h.
Expenses will be paid only upon receipt of a written report to the Department Executive
Director and a copy of all receipts.
JUN
IOR VICE PRESIDENT:
1.
Help the Junior President meet her responsibilities and represent her when asked.
2.
B
e prepared to assume the duties of her office
in the absence of the Department Junior
President
.
JUNIOR SECRETARY:
1.
Take minutes using facts only.
Send a copy of the minutes to the Department Executive
Director within two (2) weeks of the Department Junior Convention.
2.
Help with the election roll call of Districts.
JUNIOR CHAPLAIN:
1.
Have prayers available for opening
and closing meetings and at meal
times.
2.
Present
a memorial service
at the
Department Junior Convention.
 
Department of Iowa Policies 2015
-
2016
Page
18
JUNIOR HISTORIAN:
1.
Complete a scrapbook for the Department Junior President.
The Department Junior
Activities Chairman will provide the book to be
used.
2.
Compile a Junior Department History book according to the rules in the National Plan of
Action. The Department Junior Activities Chairman will provide the book to be used.
Submit itemized expenses to the Department Executive Director.
JUNIOR SE
RGEANT
-
AT
-
ARMS AND ASSISTANT:
1.
Advance and retire the Junior colors at the Department Junior Convention.
2.
Escort guests when the Junior President instructs for the meetings.
JUNIOR CAMP
1.
The Junior Camp Board will meet prior to the Fall District
Conferences, and at the Mid
-
Winter Conference
.
The Director shall prepare the agenda for all Junior Camp Board
meetings.
2.
The incoming Junior Camp Board shall recommend the following by June 15
th
for approval
by the Department Executive Committee:
a.
Camp s
ite
b.
Camp dates (preferably June or July)
c.
Camp fees
d.
Proposed budget.
3.
The
Junior Camp Director shall, in cooperation with the Junior
Camp
Board,
plan the Camp
program including:
a.
At the Mid
-
Winter Junior Camp Board meeting, select t
-
shirt design and recommen
d
vendor to the Department Executive Director. The Department Junior President may be
consulted regarding the t
-
shirt design.
b.
Choose the staff and arrange an orientation for the first day of camp.
c.
Select speakers and program materials
d.
Submit all
correspondence to the Department Executive Director for review and final
dissemination.
e.
Make cabin assignments.
f.
Request
the
Department Executive Director
to
provide
materials relating to the
operation of Junior Camp. Purchase Orders must be
authorized
by
the Director for all
items which are charged to the Junior Camp budget.
g.
Submit a complete schedule of events to the Department Executive Director three (3)
weeks prior to Junior Camp, for printing and distribution to each staff member and
camper.
 
Department of Iowa Policies 2015
-
2016
Page
19
4.
The Juni
or Camp Director shall
submit a
Junior Camp
Inventory
including location of items
to the Department Executive Director
by June 30.
5.
The Department
Executive Director
shall obtain insurance, including liability, health and
accident
for staff and campers
.
LEGISLATION
CHAIRMAN
1.
The Legislation
Chairman shall assist Auxiliary members in advocating at the local, state
and national levels for The American Legion’s legislative priorities. She shall use National
Publications such as the American Legion Auxiliary Advocacy Guide and online
subscripti
ons to the
Weekly Legislative Update and Dispatch
.
2.
She shall communicate with The American Legion department legislative chairman and
request that the American Legion Auxiliary be included in legislative briefings and other
function
s
such as Legislative D
ay at the Capitol.
3.
She shall keep members informed of critical issues and votes by using the
ALA
Communique
, the Iowa American Legion Auxiliary website, and the Iowa American Legion
Auxiliary Facebook page.
MEMBERSHIP
ME
MBERSHIP COMMITTEE
1.
The incoming
Membership Committee shall attend the National Department Leadership
Workshop in the spring.
2.
In consultation with the Department President, the Membership Committee shall:
a.
Working with the President’s theme, plan target dates and awards
b.
Agree on geographi
cal areas of responsibility
c.
Report at assigned District Conferences
d.
Attend the Membership Rally
3.
The Chairman shall assign areas of emphasis to the other committee members. Duties
shall consist of:
a.
Serving as a membership mentor and liaison for Districts.
b.
Working on development or revitalization for Units that need help.
c.
Anything that is needed to ensure strong membership within the Department.
4.
Committee members shall share membership activities,
reports and correspondence with
other members and the Department President and Department Executive Director.
 
Department of Iowa Policies 2015
-
2016
Page
20
HEADQUARTERS UNIT MEMBERSHIP
Headquarters Unit is a membership Unit on its own. Members are not credited to any Unit,
County or District.
The goal of Headquarters Unit is to disperse members to a Unit. Members
are notified, as are surrounding Units as to their membership in Headquarters Unit. Some
members prefer keeping their membership in the Headquarters Unit.
DISBANDING UNITS
See also B
lue Book
Standing Rules
-
Unit Suspension, Revocation and Cancellation.
1.
When the Department is notified that a Unit is considering disbanding:
a.
The Unit will be sent a letter explaining the procedure.
b.
Copies will be sent to the Department President, District President, County President,
the Department Membership Chairman and Committee.
c.
Contact should be made within 5 days of notification by a Membership Committee
member.
d.
Membership Committee should de
cide who is best suited to make a visit and work with
the Unit. A charter should not be accepted until a visit is made.
2.
When the Department receives the charter, if one is available:
a.
Transfer forms and letters are given to each of the Unit members, info
rming them they
may continue their membership by:
1)
Transferring to a nearby Unit.
a)
Members that do not transfer will automatically be placed in the Headquarters
Unit by the National organization.
2)
Paying dues of $25.00 to the Department Headquarters Unit effective with 2013
-
2014 membership year.
PARLIAMENTARIAN
1.
She shall have a thorough working knowledge of the American Legion Auxiliary’s National
and Department Governing Documents, and Robert’s
Rules of Order, Revised (current
edition)
.
2.
She shall be seated near the President and advise the President on any matters regarding
Parliamentary Procedure and Governing Documents questions.
3.
She shall receive and evaluate proposed governing document cha
nges from Units,
Counties and Districts. She shall approve or suggest changes to those
governing
documents and return them to the sender
within six (6) weeks or less.
4.
Should the Department Parliamentarian deem it necessary, she may call upon the
Governin
g Documents Chairman for assistance.
 
Department of Iowa Policies 2015
-
2016
Page
21
VETERANS AFF
AIRS AND REHABILITATION
VETERANS AFFAIRS AND REHABILITATION COMMITTEE
1.
Committee members, Veterans Affairs and Rehabilitation Coordinator and Facility
Representative
(s)
shall attend the following meetings when authorized by the Department
President with expenses charged to the respective budget items: Mid
-
Winter Conference,
Department Convention or any called comm
ittee meetings.
2.
The Veterans Affairs and Rehabilitation
Committee shall make an annual tour of facili
ties
early in the Auxiliary year.
3.
The Veterans Affairs and Rehabilitation Chairman shall be consulted and kept informed on
all phases of VAMC facility volunteer work.
The
Service
to Veterans
Chairman shall be
consulted and kept informed on all phases of Service
to Veterans
Volunteer work.
4.
All Ve
terans Administration bulletins
pertinent to the committee’s activities in the
Veterans
Administration Medical Centers
shall be
shared among
the members of the Veterans
Affairs and Rehabilitation Committee
by the person receiving the bulletin
.
5.
Volunteer hours are recorded and recognized as listed in the National Veterans Affairs and
Rehabilitation Guide for Volunteers. These presentations will be made at the Department
Convention Caucuses.
6.
All monetary contributions are to be sent to the Department Office. Units are encouraged to
earmark the facility but not specific
purpose. Units should notify the facility of their
contribution.
7.
Only new articles shall be sent to
the facilities. The valuation of these donations shall be
made by the Unit and shall be enclosed with each package.
8.
Unit, Count
y
or District Presidents desiring to sponsor a project for the benefit of veterans,
shall present their project plan to the VA
Medical Center or the Iowa Veterans Home for
approval prior to starting such a project.
9.
The Christmas Gift Shop Program
may
be carried out at any Veterans Affairs facilities with
permanent residents.
VETERANS AFFAIRS AND REH
ABILITATION COORDINATOR
1.
The Veterans Affairs and Rehabilitation Coordinator is ultimately responsible for the
following. However, if there is a certified Representative or Associate at a particular facility,
the Representative or Associate may be requested to assist.
 
Department of Iowa Policies 2015
-
2016
Page
22
a.
Attend at
least three (3) of the four (4) Veterans Affairs Voluntary Service (VAVS)
meetings,
unless
there is a Certified Iowa Representative attending
.
These meetings
are held
at the Veterans Affairs Medical Centers in Des Moines, Iowa City, Omaha, and
Sioux Fall
s, and at the Iowa Veterans Home.
b.
Attend the annual facilities tour at each of the above named facilities.
c.
Secure a schedule of major activities from each of the above named facilities. This list
shall be forwarded to the Veterans Affairs and Rehabilitati
on Committee, the
Department President and the Department Executive Director.
d.
Secure a needs list from each of the above named facilities early in the year to be
placed on the Iowa Department website. Ensure that the needs lists are always current.
e.
Cont
act all of the facilities by January 15
th
to ascertain major needs and projects.
Forward these requests to the Finance Committee Chairman for recommendation and
action
by the Department Executive Committee
at the Mid
-
Winter Conference
.
f.
Attend Mid
-
Winter Conference, Department Convention, and any called Veterans Affairs
and Rehabilitation Committee meetings.
g.
Compile monthly reports from facility representative
s and associate representatives
.
Forward a summary to the Department President
and
Department Executive Director
.
The Department Executive Director will forward a copy of the summary report to the
Veterans Affairs and Rehabilitation Committee members, all Hospital Representatives,
Associate Hospital Representatives, and the Finance C
ommittee.
h.
Compile reports of facility volunteer hours. Submit to Department Executive Director for
action.
2.
After ratification of this appointment by the Department Executive Committee, the
Department Executive Director will certify this appointment to th
e National American Legion
Auxiliary.
3.
Authorized expense
for the above meetings, tours and events
shall be round
trip mileage
according to
MapQuest
or similar computer mapping program.
4.
Expenses will be paid only upon receipt of a written report to the De
partment Executive
Director.
VETERANS AFFAIRS AND REHABILI
TATION
FACILITY
REPRESENTATIVES
AND
ASSOCIATE REPRESENTATIVES
1.
The Veterans Affairs and Rehabilitation Representative
or Associate Representative
is our
liaison between the American Legion Auxiliary and the Veterans Affairs Medical Centers
and the Iowa Veterans Home.
She shall attend at least three (3) of the four (4) Veterans
Affairs Voluntary Service (VAVS) meetings at the facility where she is t
he Representative or
Associate Representative.
2.
Veterans Affairs and Rehabilitation Representatives
and Associate Representatives
shall
send
a list of itemized expenses, and their receipts monthly
to the Department
Executive
Director
for reimbursement.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
Department of Iowa Policies 2015
-
2016
Page
12
b.
The Finance Committee may attend other meetings as authorized by the Department
President and approved by the Department Executive Committee.
c.
The incoming Finance Committee
member shall be authorized to attend the Budget
meeting and the Pre
-
Convention Finance Meeting.
GOVERNING DOCUMENTS
CHAIRMAN
1.
She should have a working knowledge of the American Legion Auxiliary’s Constitution,
By
l
aws, Standing Rules and Policies.
2.
She shall receive changes to the Department Governing Documents
on forms provided and
prepare those changes for presentation to the Governing Documents Committee,
Department Executive Committee, and the general membership for their vote at the
Department C
onvention.
IOWA GIRLS STATE
The Articles of Incorporation, adopted by Department Convention in 1946, are in the Blue
Book.
The Girls State fees shall be paid to the Department Office and administered through that
office. The fee charged per girl for
Girls State shall be based on actual cost, as nearly as can
be estimated. Insurance shall be carried on all girls in attendance.
1.
The
Girls State
Board shall
meet prior to the Fall District Conferences and at the
Mid
-
Winter Conference.
The Girls State Boa
rd meeting shall be held at the call of the
Department President.
2.
The Director of Iowa Girls State shall be appointed by the Department President from the
membership of the American Legion Auxiliary. The Director may or may not be a member
of the Girls St
ate Board.
a.
If selected from outside the Board membership, said Director shall have voice and vote
on all matters coming before the Board as if she were a member of the Board.
3.
D
uties and responsibilities of the Girls State Director:
a.
Director shall have administrative authority in carrying out the
Girls State program
with
the approval of the Girls State Board.
b.
She shall submit a budget, recommend programs and propose procedures to the Girls
State Board of Directors for approval.
c.
She
shall preside at all staff meetings.
d.
She shall be in charge of disciplinary and control measures at Iowa Girls State.
e.
She shall submit a Girls State
Store
Inventory
and a Girls State Asset Inventory and
their locations to the Department Executive Directo
r
by June 30.
 
Department of Iowa Policies 2015
-
2016
Page
13
4.
Prior to Girls State, the Director shall, in cooperation with the Girls State Board of Directors:
a.
Make arrangements for housing, meals and room assignments.
b.
Choose the staff members, the Dean of Government and the Assistant Director
1)
The Girls State Governor, who was elected the preceding year, is asked to return as
a staff member and to preside until the new Governor is elected.
2)
Preference shall be given to Auxiliary members or former Girls State citizens.
3)
If the Dean of Government
or the Assistant Director is not a member of the board,
they may be invited to any board meetings at the discretion of the Director at their
own expense. They will not be voting members.
c.
Select speakers, program material and any other printed material whi
ch will enhance
the program.
d.
Request
the
Department Executive Director
to provide materials relating to the
operation of Girls State, including badges, pins, certificates and other materials.
Purchase Orders must be authorized by the Director for
all ite
ms which are charged to
the Girls State budget.
5.
Girls State pins or lugs shall be presented only to staff members and Girls State Citizens.
6.
GIRLS STATE MERIT AWARDS: Merit Award
s given at Girls State shall
be paid in
accordance with the Department Merit
Awards Guidelines.
7.
INSURANCE:
The Department
Executive Director
shall obtain insurance coverage,
including liability, health and accident.
8.
AMERICAN LEGION OF IOWA FOUNDATION SCHOLARSHIP:
Selection shall be made
by the Department President, Girls State Director and the Girls State Board.
The President
of the American Legion of Iowa Foundation shall be invited to present the scholarship at
inauguration ceremonies. He
/she
is also invited to
be a guest at the reception (if a
reception is held) preceding the inauguration.
9.
FLORENCE LONG AWARD: A certificate will be presented to the current American Legion
Auxiliary Girls State Governor and the President of her Unit at the Department Convention
.
The Unit will then present this
certificate
to the Governor
at
a formal assembly at
her
school
in the fall.
10.
GIRLS NATION SELECTION: The staff and citizens will nominate Girls Nation Senators
with the following criteria in mind: Political activeness, ou
tgoing personality, strong in
debate and parliamentary procedures and a leader among their peers. The nominees will
be interviewed and selected by the Girls State B
oard
.
11.
MEMORIALS:
M
embers
may
donate
t
oward the
Girls State
Staff Memorial Fund.
A Merit
A
ward for the amount collected will be presented at Girls State and may be designated in
memory of any
deceased
staff member(s) within that year.
 
Department of Iowa Policies 2015
-
2016
Page
14
12.
GIRLS STATE CITIZENS AUTHORIZED EXPENSES:
a.
The
Girls Nation Senators
shall be authorized to
attend Mid
-
Winter
Conference.
E
xpenses
allowed will be up to two (2) nights lodging
.
b.
The
Girls State Governor
shall be authorized to attend the Department Convention
.
E
xpenses
allowed will be up to two (2) nights lodging
.
c.
Expenses will be paid only upon receipt of a
written report to the Department Executive
Director and a copy of all receipts
.
JUNIOR ACTIVITIES
JUNIOR ACTIVITIES FUND
RAISING
There shall be no fund
raising by Junior members for election campaigns or related activities
benefiting a Junior officer o
r candidate.
JUNIOR ACTIVITIES CHAIRMAN
1.
The Junior Activities Chairman shall:
a.
Serve as a member of the Junior Camp Board.
b.
Send all material received from National to each District Junior Activities Chairman
immediately after it is received.
c.
Compile a
complete list of Junior contests and distribute to the District Junior Activities
Chairmen, District Presidents, Department President and Department Executive
Director.
d.
Work closely with the Department Junior President during the administrative year.
e.
Purch
ase two (2) binders for the Department Junior Historian to use when compiling the
Junior Scrapbook and Junior History Book.
f.
Assist the Department Junior President in planning and conducting the Department
Junior Convention.
g.
Submit a Department Junior Conve
ntion program to the Department Executive Director
for printing.
h.
Update the Department Junior Convention script for Junior Officers as needed.
i.
Ensure that a copy of the minutes of the Department Junior Convention is submitted to
the Department Executive Di
rector within two (2) weeks after the Convention.
2.
EXPENSES FOR JUNIOR ACTIVITIES CHAIRMAN.
a.
Authorized expenses
for the Department Junior Activities Chairman for attendance at
the Department Junior Convention shall be mileage according to
MapQuest
or simi
lar
computer mapping program.
b.
Should a District invite the Department Junior Activities Chairman to attend the District
Junior Conference, mileage will be allowed according to
MapQuest
or similar computer
mapping program.
 
Department of Iowa Policies 2015
-
2016
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15
c.
Expenses will be paid only upon r
eceipt of a written report to the Department Executive
Director.
JUNIOR AUXILIARY ELECTION RULES
1.
Candidate must have been a member of the American Legion Auxiliary for at least three (3)
years, with current year’s dues paid. She shall not turn eighteen (18) before June 1 of the
next year. She automatically becomes a senior member at the age of 18. Any
Junior
member elected to serve as a Junior Officer must be paying dues as a Junior for the
ensuing year in which she serves.
2.
Candidates for Junior President, Vice President and Secretary must be 14 years of age.
Candidates for Chaplain, Historian, Serge
ant at Arms and Assistant Sergeant at Arms must
be at least 12 years of age to be nominated for these offices.
3.
Juniors will be seated together as a District during the meeting with only the Senior
member that is the District Junior Activities Chairman or her designee seated with them. All
other Senior members and guests must sit to the back of the room if the facil
ity can
accommodate them.
4.
Any District may nominate as many candidates as they wish, however, if a candidate is
elected to any office the other nominees from that District are automatically
disqualified
providing there are candidates from the other Distr
icts for the office. No Junior may hold the
same elected office for a second term, but she may run for another office.
5.
Nomination speeches shall not exceed one and one half minutes and shall include the
qualification of the candidate. Speeches by the cand
idates shall not exceed two minutes
and shall be given after the nomination speech for each candidate.
6.
Candidates must be present.
7.
Each Junior present shall have one vote.
8.
The
Department
Junior President shall appoint an election committee of two (2)
Junior
members and one (1) adult to tally the District votes. When called upon, the District Junior
President
or designee
shall report the results of the voting
in her District
.
9.
The officers of President, Vice President, Secretary, Chaplain, Historian, S
ergeant
-
At
-
Arms, and Assistant Sergeant
-
At
-
Arms shall assume their office at the close of the
Department Junior Convention at which they are elected.
10.
If elected to office,
Junior Department Officers
are expected to attend Department Junior
Convention the
following year.
 
Department of Iowa Policies 2015
-
2016
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16
JUNIOR DEPARTMENT OFFICERS DUTIES
JUNIOR PRESIDENT:
1.
After receiving correspondence from the
Department Executive Director
, attend the Senior
Department Convention to bring greetings as the newly elected Department Junior
President.
2.
Attend the National Junior Convention as the official Department delegate.
3.
The Department Junior President shall promote Junior Membership, Junior Activities,
attendance at Junior Camp, attendance at Junior District Conferences, and attendance at
the Dep
artment Junior Convention. She is also encouraged to promote the American
Legion Auxiliary, the Senior Department President’s projects, and the programs of The
American Legion
.
4.
The Department Junior President desiring a project shall present her plans by
July 1 to the
Department Executive Director for approval by the Department Executive Committee.
Announcement of such project may not be made until the project is approved. The
Department Junior President shall not have a monetary fund raiser
.
5.
Prepare
a page for the Plan of Action that is due by July 1.
6.
Plan to attend the Mid
-
Winter Conference with
responsibilities as outlined by the
Department Executive Director
.
7.
Attend as many District Junior Conferences as possible.
I
f unable to attend
a report s
hall
be sent to be read in her absence
.
8.
Department Junior Convention
. In consultation with the Department Junior Activities
Chairman
she shall
:
a.
Develop and help plan the program.
b.
Invite District Junior Officers and
distinguished guests
,
explaining their responsibilities.
c.
Appoint a Senior member as Parliamentarian
who k
now
s
Parliamentary Procedures
using Robert’s Rules of Order, Newly Revised Edition.
d.
Write a report for the Department Annu
al Book of Reports covering her
year and submit
it to the Department
Executive Director
by June 30.
e.
Write a report with the Department Junior Activities Ch
airman to submit to National by
the published National deadline.
9.
Attend the Department Senior Convention at the close of her year
with
responsibilities as
outlined by the Department Executive Director
.
 
Department of Iowa Policies 2015
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2016
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17
10.
EXPENSES FOR DEPARTMENT JUNIOR PRESIDENT.
a.
The Department Junior President shall be a
uthorized
to attend
the Department Junior
Convention
. Expenses allowed will be
mileage according to
MapQuest
or similar
computer mapping program
, registration and lunch.
b.
The Department Junior President shall be authorized to
attend Mid
-
Winter Conference.
E
xpenses
allowed will be up to two (2) nights lodging
. She may attend other
Department meetings at
her own expense.
c.
The Department Junior President and the retiring Department Junior President shall be
authorized to attend the Department Convention
. E
xpenses
allowed will be up to two
(2) nights lodging
. They may attend other Department meetings at
their own expense
.
d.
Should a District invite the Department Junior
President
to attend the District Junior
Conference,
expenses allowed will be registration, lunch and
mileage
according to
MapQuest
or similar computer mapping program.
e.
The Department Junior
President and her chaperone shall be allowed three (3) nights
lodging for one (1) room and transportation costs as recommended by the Finance
Committee and approved by the Department Executive Committee for attendance at the
National Convention.
f.
If the Dep
artment Junior President is unable to preside over the Junior Department
Convention, the Department Junior Vice President shall preside in her place. She shall
receive reimbursement of expenses accordingly as if she were the Department Junior
President.
g.
I
f the Department Junior President cannot attend the
other
meetings listed above, no
one shall be
reimbursed
to take her place.
h.
Expenses will be paid only upon receipt of a written report to the Department Executive
Director and a copy of all receipts.
JUN
IOR VICE PRESIDENT:
1.
Help the Junior President meet her responsibilities and represent her when asked.
2.
B
e prepared to assume the duties of her office
in the absence of the Department Junior
President
.
JUNIOR SECRETARY:
1.
Take minutes using facts only.
Send a copy of the minutes to the Department Executive
Director within two (2) weeks of the Department Junior Convention.
2.
Help with the election roll call of Districts.
JUNIOR CHAPLAIN:
1.
Have prayers available for opening
and closing meetings and at meal
times.
2.
Present
a memorial service
at the
Department Junior Convention.
 
Department of Iowa Policies 2015
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2016
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18
JUNIOR HISTORIAN:
1.
Complete a scrapbook for the Department Junior President.
The Department Junior
Activities Chairman will provide the book to be
used.
2.
Compile a Junior Department History book according to the rules in the National Plan of
Action. The Department Junior Activities Chairman will provide the book to be used.
Submit itemized expenses to the Department Executive Director.
JUNIOR SE
RGEANT
-
AT
-
ARMS AND ASSISTANT:
1.
Advance and retire the Junior colors at the Department Junior Convention.
2.
Escort guests when the Junior President instructs for the meetings.
JUNIOR CAMP
1.
The Junior Camp Board will meet prior to the Fall District
Conferences, and at the Mid
-
Winter Conference
.
The Director shall prepare the agenda for all Junior Camp Board
meetings.
2.
The incoming Junior Camp Board shall recommend the following by June 15
th
for approval
by the Department Executive Committee:
a.
Camp s
ite
b.
Camp dates (preferably June or July)
c.
Camp fees
d.
Proposed budget.
3.
The
Junior Camp Director shall, in cooperation with the Junior
Camp
Board,
plan the Camp
program including:
a.
At the Mid
-
Winter Junior Camp Board meeting, select t
-
shirt design and recommen
d
vendor to the Department Executive Director. The Department Junior President may be
consulted regarding the t
-
shirt design.
b.
Choose the staff and arrange an orientation for the first day of camp.
c.
Select speakers and program materials
d.
Submit all
correspondence to the Department Executive Director for review and final
dissemination.
e.
Make cabin assignments.
f.
Request
the
Department Executive Director
to
provide
materials relating to the
operation of Junior Camp. Purchase Orders must be
authorized
by
the Director for all
items which are charged to the Junior Camp budget.
g.
Submit a complete schedule of events to the Department Executive Director three (3)
weeks prior to Junior Camp, for printing and distribution to each staff member and
camper.
 
Department of Iowa Policies 2015
-
2016
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19
4.
The Juni
or Camp Director shall
submit a
Junior Camp
Inventory
including location of items
to the Department Executive Director
by June 30.
5.
The Department
Executive Director
shall obtain insurance, including liability, health and
accident
for staff and campers
.
LEGISLATION
CHAIRMAN
1.
The Legislation
Chairman shall assist Auxiliary members in advocating at the local, state
and national levels for The American Legion’s legislative priorities. She shall use National
Publications such as the American Legion Auxiliary Advocacy Guide and online
subscripti
ons to the
Weekly Legislative Update and Dispatch
.
2.
She shall communicate with The American Legion department legislative chairman and
request that the American Legion Auxiliary be included in legislative briefings and other
function
s
such as Legislative D
ay at the Capitol.
3.
She shall keep members informed of critical issues and votes by using the
ALA
Communique
, the Iowa American Legion Auxiliary website, and the Iowa American Legion
Auxiliary Facebook page.
MEMBERSHIP
ME
MBERSHIP COMMITTEE
1.
The incoming
Membership Committee shall attend the National Department Leadership
Workshop in the spring.
2.
In consultation with the Department President, the Membership Committee shall:
a.
Working with the President’s theme, plan target dates and awards
b.
Agree on geographi
cal areas of responsibility
c.
Report at assigned District Conferences
d.
Attend the Membership Rally
3.
The Chairman shall assign areas of emphasis to the other committee members. Duties
shall consist of:
a.
Serving as a membership mentor and liaison for Districts.
b.
Working on development or revitalization for Units that need help.
c.
Anything that is needed to ensure strong membership within the Department.
4.
Committee members shall share membership activities,
reports and correspondence with
other members and the Department President and Department Executive Director.
 
 
Department of Iowa Policies 2015
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21
VETERANS AFF
AIRS AND REHABILITATION
VETERANS AFFAIRS AND REHABILITATION COMMITTEE
1.
Committee members, Veterans Affairs and Rehabilitation Coordinator and Facility
Representative
(s)
shall attend the following meetings when authorized by the Department
President with expenses charged to the respective budget items: Mid
-
Winter Conference,
Department Convention or any called comm
ittee meetings.
2.
The Veterans Affairs and Rehabilitation
Committee shall make an annual tour of facili
ties
early in the Auxiliary year.
3.
The Veterans Affairs and Rehabilitation Chairman shall be consulted and kept informed on
all phases of VAMC facility volunteer work.
The
Service
to Veterans
Chairman shall be
consulted and kept informed on all phases of Service
to Veterans
Volunteer work.
4.
All Ve
terans Administration bulletins
pertinent to the committee’s activities in the
Veterans
Administration Medical Centers
shall be
shared among
the members of the Veterans
Affairs and Rehabilitation Committee
by the person receiving the bulletin
.
5.
Volunteer hours are recorded and recognized as listed in the National Veterans Affairs and
Rehabilitation Guide for Volunteers. These presentations will be made at the Department
Convention Caucuses.
6.
All monetary contributions are to be sent to the Department Office. Units are encouraged to
earmark the facility but not specific
purpose. Units should notify the facility of their
contribution.
7.
Only new articles shall be sent to
the facilities. The valuation of these donations shall be
made by the Unit and shall be enclosed with each package.
8.
Unit, Count
y
or District Presidents desiring to sponsor a project for the benefit of veterans,
shall present their project plan to the VA
Medical Center or the Iowa Veterans Home for
approval prior to starting such a project.
9.
The Christmas Gift Shop Program
may
be carried out at any Veterans Affairs facilities with
permanent residents.
VETERANS AFFAIRS AND REH
ABILITATION COORDINATOR
1.
The Veterans Affairs and Rehabilitation Coordinator is ultimately responsible for the
following. However, if there is a certified Representative or Associate at a particular facility,
the Representative or Associate may be requested to assist.
 
Department of Iowa Policies 2015
-
2016
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22
a.
Attend at
least three (3) of the four (4) Veterans Affairs Voluntary Service (VAVS)
meetings,
unless
there is a Certified Iowa Representative attending
.
These meetings
are held
at the Veterans Affairs Medical Centers in Des Moines, Iowa City, Omaha, and
Sioux Fall
s, and at the Iowa Veterans Home.
b.
Attend the annual facilities tour at each of the above named facilities.
c.
Secure a schedule of major activities from each of the above named facilities. This list
shall be forwarded to the Veterans Affairs and Rehabilitati
on Committee, the
Department President and the Department Executive Director.
d.
Secure a needs list from each of the above named facilities early in the year to be
placed on the Iowa Department website. Ensure that the needs lists are always current.
e.
Cont
act all of the facilities by January 15
th
to ascertain major needs and projects.
Forward these requests to the Finance Committee Chairman for recommendation and
action
by the Department Executive Committee
at the Mid
-
Winter Conference
.
f.
Attend Mid
-
Winter Conference, Department Convention, and any called Veterans Affairs
and Rehabilitation Committee meetings.
g.
Compile monthly reports from facility representative
s and associate representatives
.
Forward a summary to the Department President
and
Department Executive Director
.
The Department Executive Director will forward a copy of the summary report to the
Veterans Affairs and Rehabilitation Committee members, all Hospital Representatives,
Associate Hospital Representatives, and the Finance C
ommittee.
h.
Compile reports of facility volunteer hours. Submit to Department Executive Director for
action.
2.
After ratification of this appointment by the Department Executive Committee, the
Department Executive Director will certify this appointment to th
e National American Legion
Auxiliary.
3.
Authorized expense
for the above meetings, tours and events
shall be round
trip mileage
according to
MapQuest
or similar computer mapping program.
4.
Expenses will be paid only upon receipt of a written report to the De
partment Executive
Director.
VETERANS AFFAIRS AND REHABILI
TATION
FACILITY
REPRESENTATIVES
AND
ASSOCIATE REPRESENTATIVES
1.
The Veterans Affairs and Rehabilitation Representative
or Associate Representative
is our
liaison between the American Legion Auxiliary and the Veterans Affairs Medical Centers
and the Iowa Veterans Home.
She shall attend at least three (3) of the four (4) Veterans
Affairs Voluntary Service (VAVS) meetings at the facility where she is t
he Representative or
Associate Representative.
2.
Veterans Affairs and Rehabilitation Representatives
and Associate Representatives
shall
send
a list of itemized expenses, and their receipts monthly
to the Department
Executive
Director
for reimbursement.
 
 
 
 
 
 
 
 
 

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