· web viewthe department chaplain will be allowed expenses to purchase ribbons and/or citations...

DEPARTMENT POLICIESAS ACCEPTED BY THE EXECUTIVE COMMITTEE

1972-1979: A Policy Committee was appointed in 1972 consisting of Past Department Presidents Miriam Hauge, Helen Vlasak & Hazel Helland. They finalized their work at the Department Convention, June 1979 and policies presented were formally adopted by the Executive Committee at that time.

1996: At the MidWinter Conference in Huron, SD, February 2, 1996, a Policy Committee was appointed by President Kim Anderson, consisting of Marilyn Hobbs, District 1 President; Violet Wicks, District 3 President; Laraine Kahre, District 5 President; Cindy Hansen, District 12 President; Marguerite Tesch, District 13 President and Margaret Demery, Past Department President.

1997: In addition to those listed above, appointments by Department President Kathryn Young were: Elda Hoffer, Department First Vice President; Pat Coyle, Department Secretary; Dorothy Littau, Department Parliamentarian and Past Department President and Valois Danekas, Past Department President.

1998: Department President Elda Hoffer made the following appointments to the Policy Committee for the 1997-98 year: Parliamentarian and Past Department President, Margaret Demery; Past Department Presidents, Valois Danekas and Kim Anderson; First Vice President, Kathryn Thompson; District 12 President, Cindy Hansen; District 13 President, Marguerite Tesch;and Department Secretary, Pat Coyle. The Committee met on October 24th and 25th, 1997 in Huron, SD. Changes in policies considered and recommended at that meeting were identified by.

1998: Executive Board Meeting was held at MidWinter Conference at the Crossroads Hotel and Convention Center in Huron, on Saturday, January 31,1998, with President Elda Hoffer presiding. The revised policies were approved as written. Copies were sent to Past Department Presidents, Unit Presidents, Department Officers, District Presidents, Department Chairmen, Hospital Representatives, Deputy Hospital Representatives, Christmas Party Chairmen and Gift Shop Chairmen.

2001: Department Executive Board Meeting , held at Cedar Shores Resort in Chamberlain, SD, Friday,February 9, 2001, Department President Marilyn Hobbs presiding. The policies were approved as written. (R2001 denotes changes, N2001 denotes new).

2001: Pre-Convention Executive Board Meeting, held at the Ramkota Hotel in Aberdeen, SD, Friday, June 15, 2001, President Marilyn Hobbs presiding. The policies were approved as written.

2002: At Post-Convention Executive Board Meeting, held at the Ramkota Hotel in Rapid City, SD on Sunday, June 16, 2002, President Marcella Ann Lepp presiding. The policies were approved as written.

2003: Executive Board Meeting, Ramkota Hotel, Pierre, SD, Friday, January 24, 2003, President Marcella Ann Lepp presiding. Units and Department personnel notified via of bulletins, letters, to change poppy wages to the veterans f r o m 4c to Be per poppy.

1UPDATE OCTOBER 2016 BY Cindy Hansen, District One President

2003: Post-Convention Executive Board Meeting, Holiday Inn and Convention Center, Spearfish, SD,President Irene C. Sears, presiding. Wages to veteran poppy makers reduced from 8c to 5c per poppy.Policies were sent to Unit Presidents, Department Officers, Department Chairmen, District Presidents, and Past Dept. Presidents; August, 2003.

2004: Pre-Convention Executive Board Meeting, Ramkota Hotel, Pierre, President Irene C. Sears, presiding. Change of PPP gift to National guest from $10.00 to $25.00. Sent to District Presidents April 2005.

2005: Department President Susie Clyde appointed a policy committee at a special Executive Board meeting at Mid-Winter Conference, Cedar Shore, Oacoma, February 11, 2005; Past Department Presidents Marcella Ann Lepp, Shirley Baker; District Presidents, Marla Mosiman, Roberta Olsen;2005 President Susie Clyde; First Vice President Marsha Boyd; Second Vice President Doris Ann Werlinger and Secretary Pat Coyle.

2006: The Executive Committee approved the following policy committee appointments made byDepartment President Marsha Boyd at Executive Committee meeting at Mid-Winter Conference, Holiday Inn, Mitchell, January 21, 2006; Pres. Marsha Boyd, Chairman, 1 year; PDP Shirley Baker, 1 year; Pres. Jane Benzel, 1 year; First VP Doris Ann Werlinger, 2 years; Dist. Pres. Arlis Hentges, 2 years; Dist. Pres. Violet Wicks, 2 years; Second VP Lila Speckels,, 3 years; Dept. Sec. Pat Coyle, recording secretary. Copies provided (B/2006) to Units, Department officers, District Presidents, Department Chairmen,Past Department Presidents, Hospital Representatives, Deputy Hospital Representatives, Christmas Party and Gift Shop Chairmen.

2008: The Executive Committee approved the following Policy Committee appointments made byDepartment Lila Speckels at Mid-Winter Conference at Cedar Shore, Oacoma, February B, 200B; President Lila Speckels, Chairman, First Vice President Sherry Woltjer; Second Vice President Joan Spears; Constitution and Bylaws Chairman Marsha Boyd; District 1 President Marilyn Hobbs. Policy changes were approved at the Pre-Convention Executive Committee meeting on June 1 3, 2008 at Watertown, SD

2009: The Executive Committee approved changes on page 6 and 10 (N2009) at the pre-convention meeting on June 26, 2009 in Huron, SD.

2010: The Executive Committee, at pre-convention meeting June 18, 2010, Spearfish, SD approved a new policy on page 4, regarding yearly attendance/expenses for the 2nd VP at the C&Y Conference.

2011: Pre-Convention Executive Committee Meeting June 24, 2011, Cedar Shore Resort, Oacoma, SD; adjustment of expenses: A flat fee was established for district presidents, authorized department chairmen and hospital representatives at in-state conferences, and for authorized district presidents at national convention.

2012: A flat fee was established for deputy hospital representatives, gift shop chairmen and Christmas chairmen for attendance at department convention.

2013: The Executive Committee approved a change on page 7 and 10 at the pre-convention


2014: At the Post –Convention Executive Board Meeting, held at the Ramkota Hotel in Pierre, SD on Sunday, June 22, 2014, President Carol Edwards appointed two committees.

2013: Constitution and Bylaw and Policy Committee will consist of Cindy Hansen, Constitution & Bylaws Chairman; Past Department Presidents Regina Whipple, Susie Clyde and Sue Christensen; District President Jeannine Loesch and District Vice President DeLores Royal; 1st Vice President Becky Hawkins, 2nd Vice President Melanie Martens and Department President.

2013: Appointed to the Strategic Planning Committee were NEC Janet Hurlbert, Department President Carol Edwards, 1st Vice President Becky Hawkins, 2nd Vice President Melanie Martens, PDP Kim Anderson, District President Jacqueline Omland and member at large Micheline Nelson. Policy changes were also approved at the Post Executive Convention Committee meeting.

2015 – The Mandatory Obligation of DIMES would be raised to 25 cents per member for VA & R.

2015 - The Girl State Corporation is to utilize the American Legion Auxiliary current CPA.

2015 - Kim Anderson gave an update on the Permanent Membership loan. It is coming up for renewal and will need two new signers. Motion made by Joanann Goeringer and seconded by Janet Hurlbert to renew the loan and have Jane Benzel and Melanie Martens as signers on the loan. Motion Carried.

2015 - Motion by Joanann Goeringer and 2nd by Janet Hurlbert to give authorization for Department Treasurer Regina Whipple to be a co-signer on the Girl State Account. Motion Carried

2015 - Motion by Melanie Martens and 2nd by Joanann Goeringer to have the Auxiliary purchase the projector screen from Carol Edwards in the amount of $100.00. Motion Carried.

2015 - Committee to conduct the 6 month evaluation of the Department Secretary and Department Treasure will be: President, 1st Vice President, 2nd Vice President, two District Presidents Judy Winegar and Cindy Hansen. The Finance Chairman would also serve on the committeeNote***Changes to the constitution and bylaws were approved by the convention at departmentconvention June 17, 2012, Watertown, SD to reflect the recommendations of the ExecutiveCommittee. Changes to the constitution are published in the 2012 official proceedings book.

2015: The Executive Committee approved the following policy committee appointment made by Department President Jane Benzel at Post Executive Committee meeting at Department Convention, Crossroads Convention Center, Huron, June 2015. Constitution and Bylaws Chairman Cindy Hansen, District 3 President Jeannine Loesch, PDP Sue Christensen, PDP Joan Spears, Department President Jane, Benzel, Department 1st Vice President Melanie Martens, Department 2nd Vice President Elvira Moen

2016: The Executive Committee approve the following policy committee appointment made by Department President Melanie Martens at Post Executive Committee meeting at Department Convention Ramkota in Watertown, June 2016 Constitution and Bylaw Chairman Theresa Maeschen, PDP Sue Christensen, PDP Joan Spears, District 1 President Cindy Hansen, Department President Melanie Martens, and Department 1st Vice President Elvira Moen.


DEPARTMENT OF SOUTH DAKOTA DEPARTMENT POLICIES

Code: R means REVISED U means UNCHANGED N means NEW

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APPLICABLE TO DEPARTMENT OFFICERS/CHAIRMEN, DISTRICT PRESIDENTS

R2011 -Mileage allowance shall be 30 cents per mile. The Department President and Department Secretary receive mileage for all business trips. Mileage will be paid to District Presidents only for District business; unit visits, district meetings and Girls State Orientation meetings.

R2015 - NEC, Department President, Department 1st and 2nd Vice President, Department Secretary, Department Treasurer, Department Chaplain and Department Historian. Shall be allowed mileage, meal allowance, and room allowance for attendance at the Department Convention and Mid-winter Conference.

N2016 - District Presidents, District Presidents elect $250 flat fee for attendance at the Department Convention.

R2015 - Parliamentarian, Sergeant-at-arms, Assistant Sergeant-at-arms, Department Chairmen, Hospital Representatives, Deputy Hospital Representatives, Gift shop Chairman, and Christmas Party Chairman will receive $175 flat fee for attendance at the Department Convention.

N2016 - District Presidents, will receive $250 flat fee for attendance at the Mid-Winter Conference.

R2016 - Parliamentarian, Sergeant-at-arms, Assistant Sergeant-at-arms, participating Department Chairmen, and Hospital Representatives, will receive $175 flat fee for attendance at the Mid-Winter Conference. If the Hospital Representative cannot attend, the Deputy Hospital Representatives may attend with the same flat fee.

R2016- Expenses allowed for District Presidents authorized to attend the National Convention shall be $750.00 and, if requested, may be paid in advance. The newly elected NEC would receive same expenses to attend the National Convention she will be installed at.

N2016- Up to five Juniors would have their registration fee paid and receive $25 spending money for the Mission Training Conference.

R2011 -Meal reimbursement to authorized representatives will be $10.00 Per Diem when traveling in-state on Auxiliary business, and $25.00 Per Diem out-of-state.


N2001 -Per Diem is defined as a flat daily rate paid to cover the cost of travel expenses consisting of room allowance, meal allowance, mileage, and taxi, for members authorized by policy or constitution and bylaws to receive per diem. Members receiving per diem will not be allowed additional room allowance, meal allowance, mileage or taxi, as covered in other policy provisions.

R2011 - Room allowance to authorized representatives will be the amount divided by the number sharing the room, not to exceed 1/2 the room rate. Exception: when said authorized officer is traveling by herself, the room will be paid at the single room rate. The President may make exceptions for verified medical reasons, or other valid reasons.

R2006 -Officers, Chairmen, District Presidents, Hospital Representatives, and others when authorized by the Executive Committee, for Auxiliary business, to receive mileage are expected to share rides whenever possible to attend functions within the Department. Only one eligible person per vehicle will receive mileage.

R2006- District Presidents, Department Chairmen /officers are to send year-end reports to Department President, Department Secretary and Department Historian by May 1Oth. Department Chairmen/officers are to send a copy of their national questionnaire with their report to the President.

R2008 -Out-going District Presidents and Department Chairmen/officers are to give all pertinent materials, notebooks, journals, and information pertaining to the operation of her Chairmanship to the incoming Department Chairman for that program. With the exception of the Department Historian, who shall do so at a later date, this should be done at, or before, the Department Convention? An out-going Department Chairman who does not give these materials to her successor, or has not turned in her yearend report to Department President, Department Secretary and Department Historian, will not be paid her Department Convention expenses until she complies with this directive.

R2006- Department officers, District Presidents and Department Chairmen desiring to exchange Christmas cards/greetings with other State Auxiliaries, officers, chairmen, and members, will do so at their own expense.

R2006- Expenses, as established by Executive Committee policy, will be allowed for only six Chairmen,including the VA&R and Children and Youth Chairmen, to be presenters at the Mid-Winter Conference; these chairmen to be chosen by the President.

R2008 -All business regarding finances are to be presented to the Finance Committee for theirrecommendation before being presented to the Executive Committee.

N2015 – Expenses for Mid-Winter Conference and Department Convention expenses reports must be received with 60 days of the event. If the information is not received expenses will not be paid.

N2015 – Department will pay round trip airfare to Indianapolis, ½ of the single room rate and $25.00 per diem per day for meal for the Girl State Director to attend the Girl State Conference.


NATIONAL EXECUTIVE COMMITTEEWOMAN

R2016- Junior Past President shall be responsible for activities and wreath laying for our American Legion Auxiliary Department at the Black Hills National Cemetery annually, working with local committees. The Junior Past President shall arrange for the Alternate NEC, to attend the ceremony if the Junior Past President cannot be present.

R2016- Junior Past President shall be responsible for the wreath. A new poppy wreath is to be made, or purchased, when the condition warrants replacement, for presentation at the National Cemetery.

R2016- Junior Past President is to pick up the Auxiliary wreath laid at the NationalCemetery & pass it on to the future Junior Past President at Department Convention.

R2016- Junior Past President is to receive room allowance, $10.00 for meals, and round trip mileage as established by Executive Committee policy to go to the National Cemetery on Memorial Day to lay the wreath.

R2006- The National Security Chairman Junior Past President shall serve as hostess/companion to the National Auxiliary visitor at the MidWinter Conference and Department Convention with expenses as established by Executive Committee policy.

R2016- The National Executive Committeewoman will receive two days of reimbursement would be equal to what National’s reimbursement is. The National organization pays additional expenses.

R2016- Room allowance for the Junior Past President at the National Convention shall be paid at the single room rate.

R2016 -The National Executive Committeewoman and Junior Past President will receive complimentary tickets for joint banquets, auxiliary banquets and luncheons at MidWinter and Department Convention. At the National Convention, she will receive a complimentary ticket for herself for the States Dinner.

PRESIDENTN2006- In the event of death of a Past Department President or current Department officer, the President will represent the Department with mileage, meal allowance and room allowance as established by Executive Committee Policy. If the President is unable to attend, she will appoint a representative, in the following order: First Vice President, Second Vice President, and Secretary, to represent Department, effective July 1, 2006.

R2008- When a member is asked to serve as a Department Officer or Chairman by the First Vice President or the President, they must understand that they are not approved and will not serve until they are approved at the Post Executive Committee Meeting or by vote of the Executive Committee.


R2006- If a Department Officer or Chairman desires a new contest or award, or if there is a National Contest they wish to incorporate in the Department program, they must present the proposal to the Department President. She will present the proposal to the Finance Committee for their recommendation, and to the Executive Committee for their approval, before the Officer or Chairman is permitted to notify Units of the contest or award.

R1979- The donations for the Presidents Project shall be closed for each President's spending on April 30th. Any money received after this date shall be used for next year's project unless specifically designated by the donating Unit.

R1979- On the Christmas Tour, the Department President and the VA&R Chairman shall be the ones to present gifts, etc., to veterans with the assistance of any others the President designates to help.

R2006- The President will be allowed mileage, meal allowance, and room allowance, as established by Executive Committee policy, to present the American Legion Auxiliary's contribution at the State Special Olympics contest.

N1996 - The President will be reimbursed for the American Legion Auxiliary related long distance telephone calls, postage, and miscellaneous supplies necessary for the proper conduct of her office. Receipts required.

R2006- The President will receive mileage, meal allowance, and room allowance, as established by Executive Committee policy, when attending American Legion Auxiliary functions at the invitation of Units or Posts within the Department.

R2008- The President will receive mileage, meal allowance, and room allowance, as established by Executive Committee policy, for Fall and Spring District meetings and Commander's/Presidents Call.

R2008- Room allowance for the President shall be the single room rate when traveling on Fall District Tour and/or/Commander's/President's Call and Spring District Tour, in-state Auxiliary business, Mid-Winter Conference and Department Convention and when traveling to National Convention.

R2015- The President-elect will receive round trip mileage to the airport, round trip air fare, meal allowance, registration fees, and room allowance, as established by Executive Committee policy, over and above any expenses paid by National for attendance at the National Leadership Conference.

R2015 - Reimbursement from National for attendance of the Department's Secretary, President-elect, and Incoming Membership Chairman at the National Leadership Conference will be used to offset Department expense for this trip.

N2016 - The President, in addition to her airfare, shall be allowed a per diem for 5 days as paid by theNational Organization when she attends the Washington, DC Conference as established by Article 3, Section VIII in Bylaws.

N2015- Department of South Dakota will donate $200.00 the National President Project. The Department President will present this during the Parade of Checks at the DC Conference. National


President Project will be added to the obligation form.

R2006- The President will be allowed mileage, meal allowance, and room allowance, as established by Executive Committee policy, to attend the VA&R Christmas Gift Shops, VA&R Christmas Parties, (VA&R funds) and the American Legion's Legislative Reception in Pierre (General funds).

R2001 -The President will receive complimentary tickets for banquets and luncheons at MidWinterConference and Department Convention. As junior Past Department President at the National Convention, she will receive a complimentary ticket for herself for the States Dinner.

N2015 – Department President will have an allowance of $5000.00 annually for the following items:*Meeting with Legion/hotels in preparation for Mid-Winter Conference and Department Convention*Mileage and room for:*VAVS meetings*Invitations to speak or participate in outside events (Parades or Veterans speech at school, etc.)*Invitations from Post or Units*Funerals for Past Department Presidents*Military Funerals*Special Olympics Opening*Legislative Session in Pierre* Mileage only for Girl State*Auxiliary related long distance phone*Postage*President Pins*Miscellaneous supplies

FIRST VICE PRESIDENT

N1997- The First Vice President will have the appointment of VA&R Chairman.

R2008- When a member is asked to serve as a Department Officer or Chairman by the First Vice President or the President, they must understand they are not approved and will not serve until they are approved at the Post Executive Committee Meeting or by vote of the Executive Committee.

R1982- Expenses for the Veterans Affairs & Rehabilitation Chairman and the Hospital Representatives are to be taken from the VA&R fund.

R1982- Department is to pay for Home Service pins for volunteers from VA&R funds.

R1983- The Field Service and Veterans Affairs & Rehabilitation Chairmanships are to be incorporated as one Chairmanship.

R1984- Hospital Representatives are to send a list to headquarters by July 1, of their shower needs for


the ensuing year to have it printed in the Yearly Guide.

R2015- Rehabilitation Quarters Donation is 25 cents per member. Quarters Showers is a mandatory obligation and is listed on the progress chart.

N1996- The VA&R Chairman will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required.

R2014 - The VA&R Chairman will be allowed mileage, meal allowance, and room allowance as established by Executive Committee policy to attend the VA&R Christmas Gift Shops, VA&R Christmas Party; and for Fall Orientations to meet with staff at the VA facilities, State Home, and Human Service Center to understand the unique inner workings of each veteran’s facility. Fall Orientations are limited to one visits per facility and are to be completed before October 1. Receipts required. (Passed 1/26/14 at Special Executive Committee Meeting at Mid-winter

SECOND VICE PRESIDENT

R1969- Children & Youth and Education Chairmanships are to be two separate chairmanships.

R1982- Second Vice President will have the appointment of Children & Youth Chairman.

R1982- Expenses for the Children & Youth Chairman and the Education Chairman shall be taken from the Children & Youth Fund.

N1996- The Children & Youth Chairman will be reimbursed for American Legion Auxiliary related longdistance phone calls and postage. Receipts required.

N2010- The Children & Youth Chairman shall be allowed to attend the Children and Youth Conferenceannually with expenses paid as established by Executive Committee policy; registration, airfare, mileage to and from the airport, out of state meal allowance and room allowance

DISTRICT PRESIDENTS

R 2013- Copies of the District Presidents' monthly letters and/or charts will be done at the expense of theDepartment at no more than 20 cents per copy and up to three (3) pages.

R1996- All postage and long distance telephone calls pertaining to District business will be paid byDepartment. Thank You’s are included.

N1996- Mileage to District Meetings and only one visit to each Unit will be paid to the District President by the Department. Expenses for subsequent visits must be approved by the Department


President.

R2015- The District President Orientation, will be held at the Department Convention with the Department First Vice President in charge of all arrangements.

R2001 - All District Presidents are to send UNIT year-end reports and tabulations to Department Chairmen by May 1st. DISTRICT year-end reports are to be sent to Department President, Department Secretary, and Department Historian by May 1Oth.

N2006 -District Presidents will be responsible for sending copies of all Executive Committee minutes to units in their district with the next monthly letter sent following receipt of the minutes.

N2015 – District President expenses for travel and other allowable items must be submitted within 30 days of the event.

HOSPITAL REPRESENTATIVES, GIFT SHOP & CHRISTMAS PARTY CHAIRMEN

R1982- Department is to pay for Home Service pins for volunteers from VA&R funds.

R1983 -The Field Service and Veterans Affairs & Rehabilitation Chairmanships are to be incorporated as one Chairmanship.

R1984- Hospital Representatives are to send a list to headquarters by July 1 of their needs for the ensuing year to have it printed in the Guide.

R1984- Hospital Representatives at Hot Springs, Ft. Meade, Sioux Falls VA's and State Veterans Home will receive $400.00 per annum and the Deputy Hospital Representatives at these facilities receive $300.00 per annum.

R1991 -Gift Shop Chairmen at the Sioux Falls VA, Hot Springs VA, Fort Meade VA and SD State Veterans Home will receive $125.00 each and the Chairman at the Human Services in Yankton will receive $35.00 per year.

R1992 - An allowance will be made in the amount of $35.00 annually as honorarium for Christmas Party Chairmen.

R2011 -Hospital Representatives will receive a flat fee of $175.00 when attending Department Convention. Hospital Representatives will, only if asked by the department president to participate in the Mid-Winter Conference program, receive a flat fee for Mid-Winter Conference.

R2012- Deputy Hospital Representatives, Gift Shop Chairmen, and Christmas Party Chairmen will receive a flat fee of $175.00 when attending Department Convention.

N1996 - The Hospital Representatives will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required.


N2015 - Funds left over from the VA gift shops be returned to Department Headquarters by March 1st and not held in a separate checkbook. A credit will be reported from the receiving VA facility and returned to that facility for the next year’s gift shop. Each chairman that have funds to return will retain $100.00 to purchase items and if there is still money left in reserve the chairman can request another $100.00 when receipts are sent in with the request for additional funds. The chairman cannot request more than what is available in the left over funds.

SECRETARY

R2006 -The Department Secretary will send minutes of all Executive Committee meetings to the Executive Committee members with the next mailing following an Executive Committee meeting. Effective July 1, 2006.

R2014 – Membership Chairman separated from the Department Secretary

U1994- The Department Secretary is responsible for determining the cost of poppies out of state/ in state.

R2016 - The Secretary will receive mileage, meal allowance, and room allowance, as established by Executive Committee policy, for Fall and Spring District/Commander's/ President's Call meetings.

R2016 -The Secretary will receive round trip mileage to the airport, round trip airfare, meal allowance, registration fees, and room allowance, as established by Executive Committee policy, for attendance at the National Leadership Conference.

N2016 - Reimbursement from National for the attendance of the Department's Secretary, President-elect, and in-coming Membership Chairman at the National Leadership Conference will be used to offset Department expense for this trip.

N1996 -T he Secretary will receive mileage for trips necessary to the operation of the American Legion Auxiliary business and affairs.

R2001 -The Secretary will receive complimentary tickets for joint banquets and luncheons at Mid-Winter and Department Convention. Exception: Auxiliary banquet held at Department Convention. At the National Convention, she will receive complimentary tickets for herself for the States Dinner.

N2001- The credit card issued to the American Legion Auxiliary, Department of South Dakota, will be used only by the Department Secretary for the following purposes only: to purchase plane tickets as prescribed by Executive Committee policy for only those members eligible for such expense; to guarantee motel/hotel room reservations, and pay for these rooms, for only those members eligible for such expense as prescribed by Executive Committee policy; to pay for necessary postage, office supplies, and office equipment repairs needed for the proper function of the Secretary's office.


N2010- A credit card was established for the purpose of transmitting membership to the ALAMIS system, only, as required by National Headquarters at the inception of the ALAMIS system.

N2001 -The minutes of the Finance Committee shall be recorded by the Department Secretary and shall be printed in the official convention proceedings.

TREASURER

N1996- The Treasurer will receive mileage, meal allowance and room allowance, as established by policy, for attending the Mid-Winter Conference and the State Convention.

N1996- The Treasurer will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required.

N1996- The Treasurer will receive mileage for trips necessary to the operation of the American LegionAuxiliary business and affairs.

R2015- The Treasurer will receive an annual honorarium of $7500 as recommended by the finance board with the approval of the Executive Committee, effective June, 2015.

N2009 - The Department Treasurer's checking account program is to be put on a Quicken program byAugust 2010 to bring our accounting process up to the 21st century.

OTHER OFFICERS AND CHAIRMEN

N1997 - The Department will reimburse expenses for only 6 Chairmen to participate in the Mid-Winter Conference; these Chairmen to be chosen by the President; this number includes VA&R and C&Y who are automatically a part of the program.

U1977- The Department Chaplain will be allowed expenses to purchase ribbons and/or citations for Prayer Book entries.

N1996- The Department Chaplain will be reimbursed for American Legion Auxiliary related longdistance phone calls and postage. Receipts required.

N1996- The Department Historian will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required.

N1996- The Department Parliamentarian will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required


N1996- The Department Chairmen will be reimbursed for American Legion Auxiliary related long distance phone calls and postage. Receipts required.

R2008- The Department Membership Chairman will receive mileage, meal allowance and room allowance, as established by Executive Committee policy, for Fall District Meeting/ and Commander's/President's Call attendance. Receipts required.

R2006- The In-coming Department Membership Chairman will receive round trip mileage to the airport, round trip airfare, meal allowance, registration fees and room allowance as established by Executive Committee policy, for attendance at the National Leadership Conference. Receipts require

PAST PRESIDENT'S PARLEY

N2005 - A memorial in the amount of $25.00 upon the death of a Past Department President shall be sent to the family of the deceased. (Per PPP meeting 2/05)

N2005 -A memorial, in the amount of $10.00, shall be sent to the Past Department President upon the death of her husband. (Per PPP meeting 2/05)

R2005 - Past Presidents' Parley will present the visiting National President and Northwestern DivisionNational Vice President with a $25.00 cash gift, with expenses paid to the Past President presenter asestablished by Executive Committee policy.

N2004- Future mailings from Department Headquarters are to be sent to Past Department Presidents, if requested, with expenses paid by Past President's Parley fund.

R2008- Dorothy Littau, Past Department President, presented a Traveling Gavel to the Department that is to be awarded to the first newly organized Past Presidents' Parley annually. The gavel is to be presented to the eligible Parley by the Past President Parley Chairman at Department Convention. The property of the gavel is in the hands of the Department.

R2008- Past Presidents Parley will be responsible for honoring all Past Department Presidents of 25 years on their anniversary at the Auxiliary banquet held at Department Convention.

R1992 - Past Presidents Parley will not present any gifts to Past Department Presidents.

R2014 -The name of the Auxiliary Banquet shall be changed to Auxiliary Banquet. All members are invited/eligible to attend the banquet

R2008 -Complimentary tickets for the Auxiliary Banquet at the Department Convention will be presented to the 25 year Past Department President honored guest and National guests. These tickets are at the expense of the Department Past Presidents' Parley. All others in attendance are to pay for their tickets. (Effective 2009).

R2010- The Department Past Presidents Parley Chairman is in complete charge of all arrangements for


the Auxiliary Banquet at the State Convention, including menu, costs of banquet, price of tickets, decorations and entertainment.

JUNIOR ACTIVITIES

R2007- The Department junior Activities Chairman shall be allowed expenses, a flat fee of $175, asestablished by Executive Committee policy, to attend her junior meeting.

U1977- The first junior group organized each year is eligible for the junior Past Department President's flag, set, but will receive the flags only if they have not received them previously.

R1985 - Junior Activities contributions shall be noted on the progress chart.

R2008- Junior Activities Scrapbook will honor four classes at $5. each.

N2016- Up to five Juniors would have their registration fee paid and receive $25 spending money for the Mission Training Conference.

N2015 – Donations received for Juniors through “Obligations” is to be set aside for the Units to request from the Department President and Junior’s Department Chairman to be used towards projects for their Juniors. The Finance Chairman will also sign off on the request.

AUDIT / FINANCE POLICIES

N2015 – Policies adopted for the Finance1. Internally prepared financial statements, to include Income and Expense Statements (Statement ofReceipts and Reimbursements) and Balance Sheet (Statement of Financial Position) for ALL funds, willbe sent either by mail or electronically to the Department President and Finance Committee by the 15th day of the subsequent month.2. The Department President and Chairman of the Finance Committee will also receive a copy of thereconcile check register and credit card statements by the 15th day of the subsequent month either bymail or electronically.3. Internally prepared comparative financial statements, to include Income and Expense Statements(Statement of Receipts and Reimbursements) and Balance Sheet (Statement of Financial Position) forthe General fund, will be sent either by mail or electronically to the Department President, FinanceCommittee and Executive Committee quarterly by the 15th day after the end of the quarter.“Comparative Statement” means a comparison will be done to current budget and the previous year’sfinancial for the same time frame.4. The Finance committee will meet within 45 days of the close of the financial year (April 30) to review the Unaudited Finance Statements of the SD ALA and to establish a written budget for the next year. This budget will be distributed to the Executive Committee prior to the state convention.5. Printed copies of this budget and year end financials will also be made available to the membership at


the State Convention when the Finance Committee present this budget and the yearend financials at the Finance Committee meeting.6. The yearend financials and budget will be posted on the South Dakota American Legion Auxiliarywebsite following the close of the State Convention and will be password protected with access bymembers only.7. Copies of the yearend financials and budget will be made available to members upon written request, either letter or email, to the Department Headquarters. The member may be asked to pay the cost of copies and mailing.8. Members of the Finance Committee will conduct a quarterly audit. This audit will be conducted by aminimum of two members; no two members will ever conduct the audit together more than once.The schedule will be established by the Finance Chairman. The Audit will consist of, but not be limitedto, a review of deposits and bank statements, warrants, distributions, invoices and all other accountingprocedures. (It is understood that “Internally” prepared financials are UNAUDITED and are subject to change.)

N2015 – Finance Committee members (Non Officers) will received $200.00 annually based on attendance.

POPPIES

U1994 -T he Department Secretary is responsible for determining the cost of poppies both in state and out of state.

R2013- A total of 10c cents per poppy will be paid to veterans making poppies.

R2016- Poppy Chairman's allowance shall be $1000.00 annually.

R1990- President's Poppy Contest (i.e. centerpiece, display, corsage, arrangement) at Department Convention are to be paid by Department General Fund.

R1990 - Poppy Poster awards, paid with Poppy Funds are: First Place- $15.00 and Second Place- $10.00

SCHOLARSHIPS

R1977 -Only one scholarship in one given year can be received by an applicant. If a Department winner wins the National Scholarship, she must relinquish the Department scholarship to the alternate.

R2012- Four $500.00 scholarships are to be presented yearly: two academic and two vocational. $300.00 is funded by Child Welfare; $200.00 is funded by Scholarship Funds. Scholarships are paid to universities in behalf of the student semi- annually; one half for the first semester and one half for the second semester.

R2012 -Thelma Foster Scholarship for junior and Senior members be made permanent with scholarships derived from interest from Foster legacy. $300.00 per year shall be paid to universities on behalf of the student; one half for the first semester and one half for the second semester.


N1996- All Hobby Shop money will be renamed as Scholarship Fund. Interest derived from this account shall be distributed as follows: $400.00 to a Senior Member Scholarship for Vocational/Academic education. The balance of the interest will be used to fund the current two academic and two vocational scholarships.

CONTESTS

R2006 -To initiate a new Department or National contest, a Department Officer or Chairman must contact the Department President, who then will contact the Finance Committee and Executive Committee for their approval. Then, and only then, can they notify Units of the awards and contest.

U1977- The Department Chaplain will be allowed to purchase ribbons and/or citations for all Prayer Book entries.

U1979- Americanism Essay Contest rules allow each Unit with more than one high school in their town to select a winning essay from each high school and then be allowed to submit the winning essays to the District President.

U1979 -Each Unit has the privilege of submitting an essay even though they do not have a high school in their town.

R1988 - There will be two winning essays, in each category from each District, admitted to the Americanism Essay Award contest on the Department level. The first place winner on the Department level will receive $30.00 and the second place winner will receive $10.00.

R1988 - Americanism Poem Contest - Classes I, II, Ill, IV, and V first place winners will receive $10. and second place winners will receive $5.00.

R1988- Junior Activities Scrapbook will honor three classes at $5.00 each.

R2010- President's Poppy Contest, i.e. centerpiece, display, corsage, arrangement, junior entries at the Department junior Meeting will be funded by Department with each award to be $10.00 for first and $5.00 for second. Senior poppy contests/awards may deviate, and may be held instead at Mid-Winter Conference at the discretion of the department president.

R1990 - Poppy Poster awards shall be: First Place- $15.00; Second Place- $10.00

GIFTSR1979- Pheasant pins are to be purchased by the Department for the NEC to be used as gifts for other Departments' NEC at National Convention.

U1979- Courtesy luncheon tickets shall be presented to speakers engaged by Department Officers and Chairmen for the Mid-Winter Conference. These tickets will be honored at the Conference luncheon.


N1996 - The Department Secretary may purchase a novelty item for the Department of South Dakota and may give these to other Department's Secretary at National Convention. Other members or Units may purchase this item.

MISCELLANEOUS

U1976 -No registration fee is to be charged the alternates in attendance at Department Convention.

U1976- Department need not send receipts when checks are received unless they are requested.

U1979- Bowling Tournament Site Selection: Each Unit in attendance at the Bowling Tournament &participating has one vote on the next Bowling Tournament site.

N2009- The rules of tournament bowling shall allow a four person team to consist of a minimum ofTwo Auxiliary members, with the other members of the team non-members.

LEGIONETIE OF THE YEAR is the permanent name of the outstanding Auxiliary member of the year contest.

R2006- The Department Legionette of the Year will receive 4 days meal allowance and 3 days room allowance as established by Executive Committee policy in addition to her round trip plane fare, round trip mileage to and from the airport and registration fees to attend the National Convention.

U1983- All resolutions are to be sent to the Executive Secretary and shall be presented by April 1 and sent to Units and also may be presented to convention with a two-thirds vote of the assembly body. Department Secretary is to mail a copy of resolutions to each Unit at the time the delegate credentials are mailed.

R2010 - South Dakota Auxiliary Headquarters Unit #500 Senior Membership Fee: $25.00, effective for 2011 Dues; junior Membership Fee: $5.00. Minimum ten member rule in the Constitution & Bylaws for the purpose of Unit# 500 is waived.

R2004- Allowance through Constitution & Bylaws change to allow Hostess Unit $1,000.00 for Department Convention (Approved by convention delegates, June 2004)

N2016- Mid-Winter Conference Host Unit would receive $500

R2005 - During the candidacy of a South Dakota member for, and while holding the office of Northwestern Division National Vice President, the Department shall pay for the following expenses: room, meals, and local transportation (if needed) when she visits the Department; printing costs and postage of announcements of candidacy; cost of printing programs for the Northwestern Division Caucus held at the National Convention, and $1,200.00 in addition to the items listed.

R2015 - The Legionette is to be set to accept and start an email list to sell email Legionettes for a $2.00


subscription and $5.00 for hard copy subscriptions by August 2010. Subscriptions by email and hard copy to go into effect January 2011.

N2014 - The minutes that are to be read at a meeting (Unit, District or Department) are the minutes from the previous meeting held. (Passed at Post Executive Committee Meeting June 2014)

N2014- Minutes should ALWAYS be read; dispensing with the reading of minutes is not recommended or supported by the Executive Committee. (Passed at Post Executive Committee Meeting June 2014)

N2016 – The Department President obtain the signatures of the Department Officers related to the Code of Ethics and Confidentiality statement.


· web viewthe department chaplain will be allowed expenses to purchase ribbons and/or citations...

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