PREAMBLE TO THE CONSTITUTION
For God and Country we associate ourselves together for the following
purposes:
To uphold and defend the constitution of the United States of America;
To maintain law and order;
To foster and perpetuate a 100% Americanism;
To preserve the memories and incidents of our associations during the Great
Wars;
To inculcate a sense of individual obligation to the community, state and
nation;
To combat the autocracy of both the classes & the masses;
To make right the master of might;
To promote peace and good will on earth;
To safeguard and transmit to posterity the principles of Justice, Freedom &
Democracy;
To participate in and contribute to the accomplishment of the aims and purposes
of The American Legion;
To consecrate and sanctify our association by our devotion to mutual
helpfulness.
OBJECTIVES
The objectives of this organization shall be the same as those of The
American Legion.
UNIT CONSTITUTION
The Marion Unit #298 American Legion Auxiliary Constitution is as printed in
the most current copy of the Blue Book, American Legion Auxiliary, Department of
Iowa.
UNIT BYLAWS
ARTICLE I
Appointments
Section 1. The Unit President shall appoint a Parliamentarian and the following committees: Americanism, Auditing, Budget, Bylaws, Cards, Community Service, Courtesy, Education and Scholarship, Field/Home Service, Girls State, Gold Star Mothers, Legislation and National Security, Membership, Publicity, VA & R, Ways and Means, and create such other committees and appoint members thereof as authorized by the Unit, or, as she deems advisable. The Membership Chairman is to provide a membership list with names, address and telephone numbers to the officers and chairpersons.
The Budget Committee composed of the Secretary, Treasurer, and one other member appointed by the President, shall review year-end receipts and expenditures in early June, then submit a proposed budget for general membership review at the June meeting. The proposed budget is to be reviewed for final approval during new business at the regular July meeting.
The Bylaws Committee shall consist of an odd number (i.e. 3, 5, 7). This committee cannot consist of an even number. The Bylaws Committee shall include no less than one Past President. The Bylaws shall be reviewed annually, and updated for Unit and Department approval.
Education and Scholarship shall be a three-member, rotating committee. One member shall serve for one year as Chairman; one member shall serve for two years, and one member for three years. Thereafter one appointment shall be made each year for a three-year term.
All appointed committees should serve for one year except Education and Scholarship.
ARTICLE II
Meetings
Section 1. The regular meeting shall be held on the third Monday of each month and shall be called to order at 7:00 p.m. A quorum of 12 of the senior membership shall be present to conduct a meeting.
Section 2. A Special Meeting may be called by the President of the Unit or on written notice of at least five members of the Executive Board.
Section 3. The Unit Executive Board shall meet one-half hour prior to each regular meeting and at other time if the President deems it necessary, for the purpose of planning activities of the Unit according to the National and Department programs. The proceedings of the Unit Executive Board meetings shall be brought before the Unit at the regular meeting for consideration and final action, except in case of emergency when the Executive Board is empowered to act. Six members or a majority of the entire Board shall constitute a quorum of the Executive Board for the transaction of business.
ARTICLE III
Revenue
Section 1. The revenue of this Unit shall be derived from annual membership dues of $14.00 for seniors and $4.00 for juniors, payable the 20th day of September each year for the next membership year and from such other sources as may be approved by the members of the Unit.
ARTICLE IV
Conferences and Conventions
Section 1. County Conference
a) Each Unit shall be entitled to elect for County meetings: three delegates and one additional delegate for each twenty-five members or major fraction thereof; plus all incumbent District and County Officers past and present Department Officers (which shall include past and present District Presidents and past County Presidents) whose membership is maintained in the county in which she served. These are delegates-at-large. Any member may have the privilege of the floor, but only delegates have the right to vote. Unit shall pay registration for all delegates in attendance.Section 2. Second District Conference
a) The Unit shall pay for registration and banquet tickets for the President and the Secretary. The Unit shall pay the registration for all Unit delegates in attendance.
b) Each Unit, irrespective of size, shall be entitled to elect one delegate for the Fall Conference and shall be entitled to elect one additional delegate for each twenty-five members or major fraction thereof, based on the member of the Unit at the time of the Department Convention.
c) Each Unit, irrespective of size, shall be entitled to elect one delegate for the Spring Conference and shall be entitled to elect one additional delegate for each twenty-five members or major fraction thereof, based on the membership dues received in the Department Headquarters by April 1, and whose District dues are paid.Section 3. Mid-Year Conference
a) The Unit shall pay transportation (total of $0.30 per mile round trip for one vehicle only), one hotel room for one night, and registration fees for the President and the Secretary; there are no delegates to this Conference. Should the President or Secretary be unable to attend, another member may go in her place, Vice Presidents being given priority.Section 4. Department Convention
a) Delegates and Alternates to the Department Convention shall be elected at the regular meeting of the Unit, to be held at least twenty days prior to the date of such Convention. Alternates shall have priority in the order of their election.
b) Each Unit shall be entitled to elect one delegate and one alternate, and one additional delegate for each fifty members or major fraction thereof.
c) The Unit shall pay transportation (total of $0.30 per mile round trip for one vehicle only), one hotel room for one night, and registration fees for the President and the Secretary. Should the President or Secretary be unable to attend, another member may go in her place, Vice Presidents being given priority.
d) The Unit shall pay registration fees for all Unit delegates in attendance.Section 5. National Convention
a) The Unit shall pay registration fees for all Unit delegates in attendance.
ARTICLE V
Obligations
Section 1. Obligations
a) This Unit cannot incur obligation or liabilities of any kind, which shall subject to liability any other Auxiliary Unit, Post Subdivision, Department Organization, Committee or group of members of the American Legion Auxiliary or the American Legion.
b) Any requests for non-budgeted items must be recommended to the Budget Committee for review. The Budget Committee shall retain all recommendations. After studying year-end receipts and expenditures, the Budget Committee will compile an updated proposed budget for the ensuing year and present a proposed budget for review by Unit members at the regular meeting in June.
c) No fund-raiser should be designated for a specific project for an indefinite period. All expenditures must be review at the time of the 12-Month Budget Review.
d) There shall be no less than $1000 balance in the General Fund at the close of any given month. There shall be no less than $3000 in the General Fund at the time the books are closed, in order to meet yearly obligations at the beginning of the new year (mid-July).
e) In the absence of the Treasurer, the President is authorized to sign checks.
ARTICLE VI
Rules
Section 1. The rules of procedure at meetings of the Unit shall be those set forth in Robert's Rules of Order, Revised, unless otherwise provided in this Unit's Constitution and Bylaws.
ARTICLE VII
Amendments
Section 1. These Bylaws may be amended by two-thirds of the votes cast at a regular Unit meeting with final approval of the Department Parliamentarian.
ARTICLE VIII
Circularization
Section 1. Per Department of Iowa Standing Rules, no Unit or any member thereof shall circularize any other Unit, or any other member thereof, without consent of the Department. (Circularize defined: (a) to send circulars to / to poll by questionnaire, and (b) publicize.
STANDING RULES
1. The installing officer for the installation of Unit officers may be a past or present County President, a past Unit President, past or present Department Officer. (A District President is a Department Officer.)
2. If members expire during the year, the Chaplain shall conduct a Memorial Service at the May meeting.
3. It shall be the duty of the Sergeant-at-Arms to arrange the meeting room.
4. Per capita
(a) The Unit shall pay to Department Headquarters by October 20th, per
capita contribution of sixty cents ($.60) per member, based on the previous
year's membership at the close of the National books (not membership as listed
in the annual). Fifteen cents ($.15) per member may be paid from the Welfare
Fund and forty-five cents ($.45) per member from the General Fund, or the entire
amount may be taken from the General Fund.
(b) Additionally the Unit shall pay per capita of thirty cents ($.30) to Second
District prior to the Fall District Conference and twenty-five cents ($.25) to
Linn County prior to the Fall County meeting.
5. Hall and Kitchen - The Commander, or his appointee, maintains a
calendar listing of dates and time the hall and kitchen are used, therefore it
is necessary that requests for use of either be routed through him.
6. Ways and Means - Charges for all moneymaking events shall be set by
the Ways and Means Chairman.
7. Americanism - The Unit Americanism Chairman should keep the Unit
informed throughout the year. The Chairman or a representative should attend all
Naturalization Ceremonies in Cedar Rapids.
8. Cards
(a) Cards are to be sent to hospitalized members and new mothers. A
ten-dollar ($10) memorial will be given in memory of a deceased member.
(b) A sympathy card shall be sent to an Auxiliary member upon the death of an
immediate family member. A sympathy card shall also be sent to the family upon
the death of an Auxiliary or Legion member of Post 298.
(c) Legion members shall be sent a card when hospitalized.
9. Education and Scholarship
(a) The Education and Scholarship Committee (including the Gerald Senninger
and Unit Scholarships) shall be a rotating committee of three members. Each
member shall serve three consecutive terms. At the beginning of each Auxiliary
year, the President of the Unit shall appoint a third member to the committee.
The third member from the previous year shall automatically become the second
member of the committee and the second member from the previous year shall
automatically become the first member (Chairman) of the committee. The Chairman
shall retire at the end of her year.
(b) Scholarship recipients must provide the name and address of the College they
will attend. The Unit will send a check to the college, earmarked with the name
of the student, before the school year starts.
10. Gifts and Courtesies
(a) The Unit shall present each retiring President a Past President's Pin
without Pearls unless the retiring President is a prior year's Past President.
In that case, the retiring President shall be presented with a gift of like
value; or the retiring President may elect to donate the cost of the gift to a
project of her choice.
(b) Ordering the Past President's Pin shall be taken care of by the Unit
Treasurer. Presentation of the Past President's Pin shall be by the installing
officer.
(c) The Unit President shall extend an invitation to the officers of the County,
the 2nd District, and Department to attend one regular meeting or social
function during the year.
(d) At the time of visitation by distinguished Auxiliary guests, the Courtesy
Chairman shall present the guests with a poppy corsage.
(e) The Courtesy Chairman shall perform other such duties as requested by the
President.
(f) In December, the Unit will give $200 to the Memorial Fund in honor of those
veterans residing in care centers.
11. Gold Star Mothers
(a) The Unit shall remit gold Star Mothers membership dues.
(b) The Gold Star Mothers Chairman shall send holiday cards.
12. Initiation of New Members
(a) Each new member, upon attendance at a regular meeting, will be presented
with an Auxiliary pin, a poppy, a poppy bookmark, and a copy of the Unit Bylaws.
13. Keys - The Unit shall maintain the following sets of keys:
(a) President shall retain key to office, lock box and armory
(b) Second Vice President shall retain key to storage cabinet in the kitchen
pantry
(c) Secretary shall retain key to office and armory
(d) Sergeant-at-Arms shall retain key to Armory
(e) Ways & Means Chairman shall retain key to outside kitchen door &
pantry storage cabinet
(f) Treasurer shall retain key to lock box
(g) First Vice President shall retain key to office and armory
(h) The new President and Treasurer who shall sign their names shall retain Two
(2) keys to Farmers State Bank Lock Box. The President and Treasurer shall
inventory contents and provide a year-end report (inventory) to the Unit prior
to leaving office. This inventory shall be placed with the July minutes. A copy
of the inventory shall also be placed in the lock box and the old lock box copy
shall be destroyed.
14. Duties of Unit Officers:
(a) President: The President must represent the Auxiliary in her community;
be familiar with all aspects of the Auxiliary and it's officers; and ensure that
all officers and appointed chairmen receive all information from Linn County,
2nd District, Department of Iowa and National to best carry out their duties.
The President shall preside at all meetings of the Unit and the Unit Executive
Board. She shall appoint chairmen of standing committees and create such other
committees as deemed necessary. The President is ultimately responsible for the
filing of all annual reports with the Department.
(b) 1st Vice President: The 1st VP works with the Unit President to develop the
Unit Programs. She should be prepared to preside at meetings in the absence of
the President.
(c) 2nd Vice President: The 2nd VP is responsible for the stocking of the
kitchen supplies with the help of the Ways and Means Chairman. She should also
be prepared to preside at meetings in the absence of the Unit President and 1st
Vice President.
(d) Secretary: The Secretary should be well informed on all phases of the Unit,
County, Department and National activities. She shall write a report of all
business transacted at each meeting. In the absence of the Unit President and
both Vice Presidents, the Secretary shall call the meeting to order and
entertain a motion for a temporary chairman to conduct the meeting.
(e) Treasurer: The Treasurer shall handle all Unit funds and present a report to
the Unit at each meeting. She and the Secretary shall work together to make sure
all bills are paid in a timely manner. The Treasurer and the Membership Chairman
shall work together to establish correct records of membership and submit all
monies to Department.
(f) Chaplain: The Chaplain will present the invocation and benediction at
Auxiliary meetings and any other activities as deemed necessary by the
President. She should conduct the memorial service at the May meeting. The
Chaplain will be responsible for submitting an inspiration message (prayer,
poem, etc) to the editor of the monthly newsletter. She will also be responsible
for submitting an annual report according to Department standards.
(g) Historian: The Historian is responsible for the recoding of the activities
and accomplishments of the Unit. She will also be responsible for submitting an
annual report according to Department standards.
(h) Sergeant-at-Arms: The Sergeant-At-Arms is responsible for the preparation of
the Unit meeting room before each meeting. This includes equipping the head
table with the necessary items and arranging adequate seating for the membership
in attendance. The Sergeant-At-Arms is also charged with advancing and retiring
of the Unit colors and their proper care; keeping order at Unit meetings; and
escorting guests during the meeting.
(i) Executive Board Member-at-Large: These three members are considered a vital
part of the Executive Board. They, along with the other Board Members, have the
responsibility of managing and governing the Unit between meetings or at the
call of the President.
15. Duties of Committee Chairmen:
(a) Americanism & Naturalization: The Americanism & Naturalization
chairman is responsible for all matters pertaining to the flag and patriotic
education. The chairman (or her designee) shall attend the Naturalization
Ceremony and present to each new citizen a token or remembrance of the occasion.
This token should be in the form of some type of patriotic memorabilia. The
Chairman will also be responsible for submitting an annual report according to
Department standards.
(b) Auditing: The Chairman and her committee shall audit the Treasurer's records
along with the checking account, receipts and minutes of the years meetings and
transactions of the Unit. She makes any recommendations in the record keeping
and reports to the Unit on the condition of the records.
(c) Budget: The Treasurer is automatically Chairman of the three-member Budget
Committee. The second member is the Secretary and the Unit President appoints
the third member. The Committee shall review year-end receipts and expenditures
in early June, then submit a proposed budget at the June Unit Meeting. The
budget will be presented for final approval at the July meeting.
(d) Cards: The Cards Chairman is responsible for sending suitable cards to
Auxiliary and Legion members (or their family) upon illness, death, or other
suitable occasion.
(e) Community Service: It is the duty of this committee to study community
needs, recommend projects to the Unit and then lead them in the accomplishment
of those projects if adopted. She will also be responsible for submitting an
annual report according to Department standards.
(f) Constitution & Bylaws: This committee shall review the Bylaws annually
and update them for Unit and Department approval. This committee should always
contain an uneven number of members (3 or 5).
(g) Courtesy: The Courtesy Chairman will present a poppy corsage to each
visiting Auxiliary dignitary. This committee is also responsible for arranging
decoration of the hall as needed.
(h) Education & Scholarship: This three-member committee shall educate the
community's children about scholarship opportunities. This may be done by
availing them of the pamphlet "Need a Lift" and personally contacting
the schools in the area to visit with the schools administrators and counselors.
The committee members should prepare an application for the Unit's scholarship
(in cooperation with the high schools) and make them readily available to any
qualified. This information should be publicized in the Post Newsletter and the
High School's Counselors Offices. The committee should then select the winners
of the scholarships and notify them of their selection. The Chairman is also
responsible for submitting an annual report according to Department standards.
(i) Field/Home Service: The Chairman of Field/Home Service searches for and
supervises projects to help veterans and/or their families. She will also be
responsible for submitting an annual report according to Department standards.
(j) Girls State: The Chairman of this committee works with the high schools to
select candidates for Girls State. The Unit then selects one or more applicants
to attend (at the Unit's expense). The Chairman will also be responsible for
submitting an annual report according to Department standards.
(k) Gold Star Mothers: This Chairman sends appropriate greetings at special
times to our Gold Star Mothers.
(l) Juniors: This Chairman is in charge of Junior activities, which will give
them training in the work of the Auxiliary and its ideals. Junior membership is
the training ground for active Auxiliary membership. The Chairman will also be
responsible for submitting an annual report according to Department standards.
(m) Legislation & National Security: This Committee informs the Unit as to
the legislative programs being discussed in government bodies and how they
affect the Veterans and their families. The Chairman will also be responsible
for submitting an annual report according to Department standards.
(n) Membership: The Membership Chairman is directly responsible for the
recruitment and signing up of all previous and new members. All present members
are her assistants in the recruitment of members. The Membership Chairman works
closely with the Treasurer to keep the memberships correct and corresponding
with Department records. The Membership Chairman is also responsible for keeping
the Post Newsletter Database up-to-date for Auxiliary members.
(o) Poppies: The Poppy Chairman supervises the distribution of Poppies during
Poppy Days. This is vitally important since these funds are used in the Unit's
Veteran Affairs and Rehabilitation programs. These funds make up our Welfare
Funds and can be used only for the needs of Veterans and their families. The
Chairman will also be responsible for submitting an annual report according to
Department standards.
(p) Public Relations: The Chairman is responsible for letting the community know
about the value and good works of the American Legion Auxiliary. She will also
be responsible for submitting an annual report according to Department
standards.
(q) Ways and Means: This Committee takes care of all moneymaking projects of the
Unit. These funds are used to finance the many community and veteran projects
sponsored by the Unit.
(r) Veteran Affairs & Rehabilitation: The work of this committee includes
bring physical comfort and mental cheer to veterans in hospitals; aiding the
disabled to earn money for the support of themselves and their families; and
helping them to re-establish themselves in life. The Chairman will also be
responsible for submitting an annual report according to Department standards.
16. Revised Bylaws - A copy is to be sent to Department and to the Department Parliamentarian. This should be done early in each fiscal year, and when/if they have been changed.
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