Post Commander Training Program AMVETS Department of Florida

Post Commander Training Program AMVETS Department of Florida March 2017

POST COMMANDER • The Commander, as the Senior Executive Officer of the Post, shall: Ø Preside at all meetings of the post and executive committee. Ø Is an ex officio member of all committees. Ø Directs and supervises the activities of all elected and appointed officers and committees. Ø Together with the adjutant and finance officer, is responsible for all monies received by the post. Ø Ensures that the post meets regularly on the designated time and date. Ø Disseminates all pertinent information. Ø Carries out the wishes of the membership.

Discussion Items l Introduction l Managing the Business l Meetings l Constitution and Bylaws l Membership l Programs l Discipline l Subordinate Organizations

Introduction • Organizational Structure Ø 1 AMVETS National Headquarters Ø 6 AMVETS National Districts ü We are in National District III Ø 41 Departments Ø 16 Department Districts (only 10 active) Ø 81 Posts in Department of Florida

Managing the Business • Articles of Incorporation Ø Expires every year December 31 st (Canteen Operators Ø Can be done online • IRS 990 (Taxes) Ø IRS Form 990 N – Gross receipts < $50 K Ø IRS Form 990 EZ – Gross Receipts < $200 K Ø IRS Form 990 – Gross Receipts exceed $200 K and total assets are $500 K or more ü Filings due 15 th day of the 5 th month after close of financial year ü Reference IRS Publication 3386 Tax Guide – Veterans Organization (google IRS Pub 3386)

Managing the Business • Insurance Reporting Ø Posts without canteens single limit coverage of $300 K Ø Posts operating canteens must carry workman’s compensation, public liability, product liability, liquor liability and personal injury with max single limit of $500 K Ø Acord 25 must have statement “AMVETS National Headquarters and Department of Florida are additional insured” ü Acord 25 due every time insurance is renewed

Managing the Business Insurance Acord 25 Very Important

Managing the Business • Revalidation Ø Annual meeting held May 1 st – May 14 th Ø Paperwork due Department 7 days after meeting Ø District Commanders ensure posts submit paperwork on time

Managing the Business • Canteen Operations Ø Trustees Responsible for activities, operation and finances Ø SOP can make operation easier Ø Training Bartenders (Training for Intervention Procedures – TIPS) Ø Relationship between Bartenders, Bar Manager, Chairman of the Trustees, Executive Board and Commander Ø Internal Controls

Managing the Business • Gaming Ø IRS Publication 3079 Tax Exempt Organizations and Gaming Ø Gambling machines, pull tabs, raffles, bingo regulations from IRS, ABT, Ordinances, State Statutes, Department of Agriculture Ø Accountability – Internal Controls

Managing the Business • Dining Facility Operations Ø SOP will make operation more manageable Ø State Food License Ø EEOC required postings Ø Trained workers ü Food Manger’s Certification ü Food Handler’s Certification

Managing the Business • Entertainment Ø Who hires Ø Are they officers of the Post Ø IRS forms W-9 and IRS 1099

Managing the Business • Finances Ø Commander and Finance Officer equally responsible Ø Bonded if handling over $5 K Ø 2 Signatures on each check Ø Finance Committee Responsibilities Ø GAAP Ø Tracking of licence and permits Ø Internal controls

Meetings • Commander’s job is to get information to the membership and carry out the wishes of the membership • Did you prepare an Agenda prior to the meeting (Sample on next slide) • Is your staff is in uniform • Do you have a quorum • Does the Judge Advocate have a copy of the CBL and Roberts Rules of Order • Executive Board handles business between meetings. If the issue can wait for the membership to decide – It Should! • Meeting should not last more than 1 hour

Meetings • Agenda Ø Posting the colors & Pledge of Allegiance Ø Invocation Ø Preamble to the AMVETS Constitution Ø Roll Call of Officers Ø Minutes of the Previous Meeting and the Executive Committee Meeting Ø Bills and Communication Ø Introduction of Guests Ø Reports of Officers Ø Unfinished Business Ø New Business Ø Good & Welfare Ø Benediction Ø Retiring the colors Ø Adjournment

Constitution & Bylaws • Discipline Guide for Commanders and Judge Advocates Ø Guide only – cannot be used as a reference in a hearing Ø Is not all inclusive • Replacing Elected Officers Ø Unexcused absence for two consecutive regular meetings without prior consent shall be removed without any further action Ø Commander appoints member to a vacated officer position Ø Eboard recommends approval of membership at their next meeting Ø Membership approves at next regular meeting

Constitution & Bylaws • Discipline Ø Category A (Conduct Unbecoming) Ø Category B (Violation of house rules) ü Notarized complaint received ü Hearing notice in 5 days ü Hearing no sooner than 30 days from mailing date ü Executive Board hears Category A, (if complaint is against CDR it goes to Department Commander). Commander appoints grievance committee for Category B. ü Always try arbitration in lieu of hearing

Managing the Business • Discipline Continued Ø Appeal within 15 days of hearing ü Cat B to Executive Board, Cat A to Department ü Decision is final Ø Criminal Action ü Do not set hearing date until local authorities are done with their action Ø Charges against a LAUX or Sons member ü Cat A goes to Department CDR, Cat B handled locally.

Membership • Processing membership online • Make sure 1 st Vice Reports • Post Roster versus Department Roster versus National Roster • Recruiting & Retention • Using the newspaper and radio stations • Open houses • When a member joins • Copy of CBL, Newsletter, Activity Calendar, Menu, Date and time of next meeting

Programs • Programs is what we are all about Ø Make it easy for the member to record them Ø Ensure 2 nd Vice Commander reports $ amount Ø Keep local media informed

Subordinate Organizations • Make them feel that they are a part of the organization -- THEY ARE! • Have joint meetings to plan activities and keep them informed on what AMVETS are doing • Stay in your own lane

Succession Planning • Train your replacement • Mentor your replacement • Support your replacement • Coach your staff • Plan your next position • Volunteer for Department Committees

Thumb Drive • • National, Department & Generic Post CBL Generic Canteen & Kitchen SOP Disciplinary Guide for Commanders & J. A. Membership & Program Manual Post Commander’s Training Post Commander’s Presentation IRS Ø Ø Ø Tax Guide Veterans’ Organization Tax Exempt Organization and Gaming Form 2024 Form 8718 Form 2014 -11

The End Any Questions? Commanders believe the weight of the post is on their shoulders