VETERANS OF FOREIGN WARS OF THE UNITED STATES OF AMERICA AUXILIARY DEPARTMENT OF CALIFORNIA 2018/2019 PROGRAM BOOK ELEANOR "ELLIE" MELLO DEPT.

Transcription

1 VETERANS OF FOREIGN WARS OF THE UNITED STATES OF AMERICA AUXILIARY DEPARTMENT OF CALIFORNIA 2018/2019 PROGRAM BOOK ELEANOR "ELLIE" MELLO DEPT. PRESIDENT

2 MEET YOUR OFFICERS VFW AUXILIARY DEPT. OF CALIFORNIA 2018/2019 Eleanor "Ellie" Mello Dept. President, 2018/2019 Mary Ryser Marilyn Peck Robyn Kuznik Dept. Sr. Vice Pres. Dept. Secy/Treas Dept. Jr. Vice Pres. Kathy Smith Mary Kreutz Sheri Carrington Dept. Chaplain Dept. Conductress Dept. Chief of Staff

3 TABLE OF CONTENTS PAGES Quick reference guide for mailing donations 1-2 Treasurer's guide for auxiliary checks / 3-6 Contact information Department President's Biography 7 Department President's Special Project Department Sr. Vice President 8 Motivational Fund (Deficit Reduction) 8a Department Jr. Vice President 9 Outstanding Aux. & Dist. President Criteria/Application 10 Department Chaplain Department Chaplain Report of Deceased Department Conductress 28 Chief of Staff / Extension (Including Family Freedom Festival) Legacy Awards Americanism Patriotic Instructor / Traditions Buddy Poppy / National Home Historian Hospital (Credit Sheet/Evaluation) Legislative Program Membership Scholarships Veterans and Family Support Youth Activities Secretary Treasurer Trustees' Report of Audit Audit Report Form 136 Basic Protocol How to Report (including Report Form) Ways & Means 155

4 QUICK REFERENCE GUIDE FOR MAILING DONATIONS Health & Happiness Christmas Cheer Donations Life Membership ($35) Endowment Fund ($100) Brocks ($100) Sunshine Fund EARMARK SUNSHINE FUND Marie Klugow Scholarship Earmark Marie Klugow Scholarship Patriotic Art Earmark Patriotic Art Any amount Any amount NATIONAL HOME VFW Auxiliary VFW National Home for Children VFW National Home for Children VFW National Home for Children VFW Aux. Dept. of CA SCHOLARSIPS Any amount Any amount 406 West 34th Street 10th floor Kansas City, MO Waverly Road Eaton Rapids, MI Waverly Road Eaton Rapids, MI Waverly Road Eaton Rapids, MI Elk Grove Blvd. #101 Elk Grove, CA VFW Auxiliary Dept. Headquarters 9136 Elk Grove Bl. #101 Elk Grove, CA VFW Auxiliary Dept. Headquarters 9136 Elk Grove Bl. #101 Elk Grove, CA MILITARY VETERANS SERVICES Operation Uplink Internet Cafe MAP UNMET Needs VFW Auxiliary 406 West 34th St., 10th Floor Kansas City, MO NATIONAL VETERANS SERVICES Earmark NATIONAL VETERANS SERV. VFW National Headquarters 406 West 34th Street Kansas City, MO *All other donations to Department Office: 9136 Elk Grove Blvd., Suite 101, Elk Grove, CA 95624

5 VFW / AUX CONTACT INFORMATION VFW AUX HEADQUARTERS VFW DEPT HEADQUARTERS 9136 Elk Grove Blvd. # Elk Grove Blvd. #100 Elk Grove, CA Elk Grove, CA (916) (Office) (916) (Office) (916) (FAX) (916) (FAX) E Mail: mpeck@vfwauxca.org E Mail: info@vfwca.org Website: Website: NATIONAL AUX. HEADQUARTERS NAT L VFW HEADQUARTERS 406 W. 34 th St. 10 th Floor 406 W. 34 th St. Kansas City, MO Kansas City, MO (816) (Office) (816) (Office) (816) (FAX) (816) (FAX) Website: Website: Malta.vfwauxiliary.org NATIONAL SUPPLY (FOR VFW AND AUXILIARY) VFW Store 406 W. 34 th St. Kansas City, MO Order: (816) Website: VFW NAT L HOME FOR CHILDREN VFW WASHINGTON OFFICE 3573 S. Waverly Rd. VFW Memorial Bldg. Eaton Rapids, MI Maryland Ave. Northeast (517) (Office) Washington DC (517) (FAX) (202) (Office) Website: (202) REFERRAL/CRISIS LINE: (800)

6 TREASURER S GUIDE FOR AUXILIARY CHECKS Membership Dues: Pay through Malta or send application and list of annual members being paid with check for dues of $12.00 each per new, rejoin and annual members. Quotas and Donations sent to Department Cancer Grant Fund (Quota) WHAT IS THIS FOR? Helps Continue Cancer Grants (2 cancer grants available during your lifetime if you remain a member in good standing and there is not a gap in your membership). Donations should be reported Veterans and Family Support Hospital Fund / Medical Assistance Fund WHAT IS THIS FOR? ASSISTANCE FUND - 25 of $1.00 quota goes into a special account (grant) to help California Auxiliary Members with unexpected medical costs. Members MUST apply for this grant (see form in book). HOSPITAL FUND - 75 of $1.00 quota goes into a special account and is given to VA Hospitals at the discretion of the Dept. President. These checks are usually presented at the Official Visit. Donations should be reported under Hospital. This is a required QUOTA at the Department Level VAVS (Veterans Administration Voluntary Services) WHAT IS THIS FOR? When an Auxiliary wishes to support special activities at a VA Hospital, they donate any amount voted and earmark it for VA hospital. They may indicate a specific VA Hospital and may also indicate which activity they would like to support. Those monies are then sent to the VAVS Representative as and when she requests funds for those activities. Donations should be reported under Hospital. $2.00/member $1.00/member Any amount

7 Marie Klugow Memorial Scholarship Fund WHAT IS THIS FOR? Each year three (3) $2,000 scholarships are given to high school, continuing education and nursing students. This is in memory of Past Nat'l/Pres. Marie Klugow. It is strictly a CALIFORNIA PROGRAM Donations should be reported under Youth Activities. National Home Sunshine Fund WHAT IS THIS FOR? Upkeep on the California Homes at National Home in Eaton Rapids, MI. Donations should be reported under Buddy Poppy / National Home. Safety/Drug Abuse WHAT IS THIS FOR? The monies that are collected from Auxiliaries are evenly distributed to each VA hospital at the end of the year to help alcohol and drug abuse for our veterans. Donations should be reported under Veterans and Family Support Service Officer Fund WHAT IS THIS FOR: The monies that are collected each year from Auxiliaries are presented to the VFW to help run their Service Dept. which aids and assists veterans. Donations should be reported under Veterans and Family Support Emergency/Assistance/Disaster Fund WHAT IS THIS FOR? This is strictly a California program. Monies that are donated by the Auxiliaries are used to help sisters and brothers of our California Auxiliary should a flood, fire or other catastrophe hit. Donations should be reported under Veterans and Family Support POW/MIA & MAP WHAT IS THIS FOR? The funds are used at the discretion of the Dept. Pres. to help veterans and/or their families on a temporary basis. Donations should be reported under Veterans and Family Support Any amount Any amount Any amount Any amount Any amount Any amount

8 Voice of Democracy WHAT IS THIS FOR? This is a VFW program which the Auxiliary helps promote. With the monies collected from the Auxiliaries throughout the year, the Auxiliary is able to help the VFW put on the student banquet and weekend functions in Sacramento each year. Donations should be reported under Scholarships. Veterans Games WHAT IS THIS FOR? With the Auxiliary donations received each year, a check is given to the VFW to help defray the cost of veterans to attend Wheelchair and Golden Age Games. Donations should be reported under Veterans and Family Support Patriotic Art WHAT IS THIS FOR? This is a VFW Auxiliary NATIONAL program. The monies donated annually are used for awards to students in California for artwork. Donations should be reported under Scholarships. President s Special Project WHAT IS THIS FOR? Each year the Dept. President picks a "special project". This year Dept. President Ellie has chosen the VFW National Home Safety & Security Fund which will help replace old communication equipment at the National Home. All monies donated should be reported under Buddy Poppy / National Home. $25.00 Any amount Any amount Any amount

9 Send list of donations to Department with check payable to: VFW Auxiliary 9136 Elk Grove Blvd., Suite 101 Elk Grove, CA Other Donations and Ordering of Supplies: Buddy Poppies Order from Department if less than 300. Otherwise order from VFW Department Supplies from National VFW Store with order form Donations to be made through Malta or via checks sent directly to National VFW Auxiliary Headquarters (406 West 34th St. 10th Floor, Kansas City, MO 64111) Health & Happiness/Christmas Cheer Fund for National Home 10 per member Treasurer/President Bond $30.00 (for $10,000 coverage) Checks made payable to Veterans and Military Support Programs and sent to National Headquarters (406 West 34th Street, Kansas City, MO 64111) will be used for Operation Uplink, Military Assistance Program (MAP), UNMET Needs and Internet Cafes overseas (see Veteran and Military Support Programs Section of the Program Book.) Donations to be sent directly to National VFW Headquarters National Veterans Services Any amount Donations to National Home National Home Life Membership $35.00 Endowment Fund Any amount Home Seals Any amount Children's Activity Fund Any amount Brick $100 - sent with form Make checks payable to: VFW National Home for Children and send to 3573 S. Waverly Road, Eaton Rapids, MI

10 DEPARTMENT PRESIDENT'S BIOGRAPHY ELEANOR "ELLIE" MELLO 1070 Los Pinos Court, Chula Vista, CA (619) , E Mail: Ellie@EllieMello.com Eleanor A Mello was born in Newport, Rhode Island to Arthur and Elizabeth Mello and is very proud of her Portuguese heritage. She had 1 sister and 2 brothers all of whom have gone to their heavenly home. A trip to the Azores, a Portugal island, reinforced and gave rich understanding to artifacts, food and words she knew as a child. In her formative years Ellie had a Roman Catholic education and graduated from St Catherine Academy in Today she is the Broker/ Owner of Compass Real Estate & Property Management, a career that spans more than 4 decades. Ellie has 3 children. Twin boys: Keith and Brian, and 1 daughter Samantha. All three are life members of Auxiliary Ellie also has 5 grandchildren. Casey 6, Hayley 3, Caitlin 6, Candice 5 and Bexley who is no long with us. In 1997 she joined VFW Auxiliary 2111 in District 1 under the eligibility of a former husband. She has worked all the core programs, filled all the chairs; was Auxiliary President twice and District President earning both Outstanding and All-State in her years as President. Ellie also brought home to California the coveted awards for Cancer Aid and Research and Veterans & Family Support. Currently, she is the Auxiliary Treasurer and Secretary. Ellie was elected Department Guard at the 2013/14 Convention. Each year as she advanced through the chairs, travelling to all the Districts throughout California talking with Auxiliary members; the impression that echoed time and again was how much love in their hearts volunteers have for the work they do for our veterans ~ their veteran. So, when Ellie asks you What s your Why tell her your story. Ellie s theme is 360 for our Veterans & Their Families. Her symbol is the Compass, her colors are all shades of purple and her special project is VFW National Home for Children.

11 DEPARTMENT PRESIDENT'S SPECIAL PROJECT 2018/2019 VFW NATIONAL HOME SAFETY & SECURITY FUND President Ellie's special project this year will be in keeping with her "360 Degrees For Veterans & Their Families" motto. She has chosen the VFW National Home's Safety & Security Fund. The VFW National Home has since 1925 provided a peaceful sanctuary from the insecurity of lives ravaged by post-traumatic stress, reintegration, high unemployment, divorce, suicide or domestic violence. To continue to provide safe refuge to America's military and veterans' families in this day and age, they urgently need to upgrade their Emergency Communications System. The 80 acre campus in Eaton Rapids, Michigan is a remote location and miles away from the nearest town. The 58 buildings on the campus are often beyond the reach of cell phone towers, frequently preventing them from receiving and sending text messages and phone calls in the event of an emergency. Therefore, they must be able to provide the communications needed for the safety and security of their residents and staff. Please help Dept. President Ellie make this program a success by donating to this urgently needed project. Having an event (a raffle, a dinner or any other fundraising idea you may have) can make it fun and profitable. Donations should be sent to Department Headquarters, earmarked "Dept. President's Special Project, VFW National Home's Safety & Security". Don't forget to report all donations under Veterans and Family Support,. Thank you for your participation in advance! The best promotion of this project will be recognized by certificates in each District category.

12 Motivational Fund (Reduce deficit Dept Deficit) We have established an account in the restricted funds (MOTIVATIONAL FUNDS). All donations made to this account are FROZEN. They will remain FROZEN (cannot be used for any other program, debt, line item, etc. Any Auxiliary or person who makes a $25.00 monetary donation earmarked MOTIVATIONAL FUND will receive a citation at the 2019 Convention. Any Auxiliary or person who makes a $ donation will be entered into a drawing and winner will receive a $ gift certificate for the VFW Store. This will be given out at the 2019 Convention. This is a VFW Auxiliary, Dept. of California PRIORITY and we hope you will help and review the restricted funds regularly to see the MOTIVATIONAL fund grow larger. Remember the higher it gets, the less our deficit becomes.

13 DEPARTMENT SR. VICE PRESIDENT MARY RYSER Avenida Herrera, La Quinta, CA (760) ; E Mail: vfw3699@live.com Congratulations to all Senior Vices! I am truly honored and blessed to serve as your Department Sr. Vice President. I look forward to meeting all District and Auxiliary Senior Vice's and all members of this great organization. Please come up and introduce yourself. This will be a great year working together as one team. Senior Vice's - try to visit other Auxiliaries and District meetings. It's always nice seeing how others perform their duties, have great ideas and get to know new friends. That way when you become President, you can choose members that perform a good job from other Auxiliaries. You want to choose those explaining programs, having excitement and working well with others. Then you will have a wonderful team for this organization, veterans and their families. But for now, you have a very important role in assisting the President when asked. She might need you to perform the duties in his/her place. Or perhaps he/she will want you to attend a function on his/her behalf. See the National By-Laws VIII, Section Vice President duties on all levels: When called upon, assist the President by counsel or otherwise. In absence of the President, they shall discharge the duties of their office according to seniority. Also when attending meetings, promote the VFW Store. Remind officers they should have the current By-Law Book and Demeter's Manual. They can order this through the VFW Store. Please let them know that all orders through the VFW Store will give the Department of California a percentage when purchasing with Auxiliary check. There are many new items to choose from for both men and women. If you need help, don't hesitate to call or e mail me. I look forward to assisting you in any way possible as we will have a successful year with our Department President Ellie Mello as we do "360 Degrees For Our Veterans and Their Families". "Believe - we can do it!"

14 DEPARTMENT JR. VICE PRESIDENT ROBYN KUZNIK 716 Arnold Street, Davis, CA (916) ; E Mail: rkuznik@vfwca.org Where has the time gone! It seems I was elected State Guard only yesterday!! The last three years have been a whirlwind and I am in awe of this great organization. It is truly an honor to have been elected to the high office of Junior Vice President and I thank all of you for placing your trust in me that I will carry out those duties faithfully. I am prepared to meet this responsibility with all levels of my counterparts, so please introduce yourself to me when our paths cross. It s going to be an exciting, motivating and energizing year as we use our compass 360 DEGREES FOR OUR VETERANS & THEIR FAMILIES with President Ellie Mello leading the way. As Junior Vice President it is our duty to study and know the By-Laws and Ritual especially the new changes that have taken place. As more and more men join our auxiliary we may be called upon to answer a question that perhaps has never been asked before. Never second guess. If you are unsure of the answer, let the person know you will get back to them ~ and ~ make sure you follow through. Also, this is a good time to attend meetings in other districts and get to know members who do not come to Council meetings or the Convention. Each year the Department Junior Vice President is privileged to have the responsibility of determining the presidents who will receive the Auxiliary Achievement Report Awards also known as the Outstanding Presidents Award. This award is based on the responsibilities of being President. Please study the requirements needed for this award at the beginning of your term so that you will fully be aware of all the requirements. This will be a fun and productive year as we follow our National President s theme of BELIEVE ~ WE CAN DO IT.

15 OUTSTANDING AUXILIARY PRESIDENT CRITERIA AND FORMS Auxiliary Presidents Programs reported at least quarterly Donations made in all categories Audits filed on time 990N filed by Auxiliary on time 199N filed by Auxiliary on time Inspections submitted on time Held an Officers/Program Chairman meeting Programs Include: Americanism, Buddy Poppy/National Home; Hospital / VAVS; Legislative; Veterans and Family Support; Scholarships; Youth Activities. Donations include: Cancer Quota ($2.00 per member); Hospital Quota ($1.00 per member); VA Hospital; Scholarship; Sunshine Fund; Marie Klugow Scholarship; Drug Abuse; Service Officer; Emergency; POW/MIA/MAP; VOD; Wheelchair Games; Department Presidents Special Project; Health and Happiness

16 2018/2019 AUXILIARY ACHIEVEMENT REPORT Awards for Auxiliary Presidents An Auxiliary President from each membership division will be named Outstanding Auxiliary President, as well as a Runner-Up Outstanding Auxiliary President. Citations and awards will be presented at the 2019 Department Convention. Each Auxiliary President should strive to achieve this goal. THIS AWARD IS BASED ON PERFORMANCE, LEADERSHIP AND ACCOMPLISHMENTS THROUGHOUT THE YEAR. IT IS NOT BASED ON MEMBERSHIP. This form MUST be completed by the Auxiliary President and sent to Robyn Kuznik, to be received NO LATER THAN May 10, Auxiliary # District # President s Name: President s Signature: How many Auxiliary meetings did you attend, outside your own? How many Auxiliary meetings did you preside over? How many Auxiliary audits did you attend? How many meetings with your officers did you hold? How many meetings with your chairmen did you hold? How many District meetings did you attend? How many Council of Administration meetings did you attend? How many VA Medical Centers did you visit?

17 Did you attend your District School of Instruction or Training Seminars (If offered in your District)? How did you demonstrate your leadership ability? Describe how you communicated with your members. Describe how you kept your Chairmen informed on their programs. Describe the most outstanding project conducted by your Auxiliary during the year. Attach a summary of your activities as Auxiliary President. Limit the summary to no more than one (1) page, 12 point font or larger. AWARD: A SPECIAL Award to the Outstanding Auxiliary Presidents meeting the above criteria. This report must reach me on or before May 10, 2019, in order to be considered. No scrapbooks or daily diary type write-ups will be accepted. NO EXCEPTIONS!!! Mail to: Robyn Kuznik Department Junior Vice President 716 Arnold Street, Davis, CA (916) ; E Mail: rkuznik@vfwca.org

18 OUTSTANDING DISTRICT PRESIDENT CRITERIA & FORMS /2019 An Outstanding District President and one Runner Up District President will be named in each Membership Group. Awards will be presented at the 2019 Department Convention. To qualify, these are the areas upon which you will be judged: Responsibility and Accountability; evaluation of how you followed through on all responsibilities assigned to you. Submission of your District President reports (form follows at end of article) o 1st report due (not mailed) by January 5, 2019 o 2nd report due (not mailed) by April 15, 2019 E Mail these reports to Robyn Kuznik at rkuznik@vfwca.org (auxiliary business only) OR Hard copy mail these reports to Robyn Kuznik at 716 Arnold Street, Davis, CA Meet all deadlines set forth by Department. Made sure Auxiliary Inspection Reports are completed by December 15th (or permission from Dept. President to do at a later date obtained) and submitted to Department President seven (7) days from date of inspection by mail to Department President Ellie Mello at 9136 Elk Grove Blvd. #101, Elk Grove, CA Made sure Official Visit Report was submitted to Department Historian within 15 days of Department President's visit to your District: Mail to Renee Kuznik at PO Box , Dunnigan, CA Efforts to support our National and Department programs by means of the promotions of your District Chairman to the Auxiliaries in your District.

19 Required: synopsis on what your Chairmen are doing to encourage participation and reporting. Share what your role is to ensure auxiliaries are reporting. LEADERSHIP QUALITIES Observation of Department President during his/her Official Visit and his/her observation of the District President's interaction with the members and comrades of his/her District. Ensure that District Chairmen are communicating with Department and Auxiliary Chairmen. Report from Department Staff and Department Chief of staff on logistical matters and interaction with District President Report from Department Officers, Department Chairmen and Auxiliary Presidents on District President's ability to conduct and coordinate business in his/her District. MEMBERSHIP Though there is no minimum required percentage to receive this award, final membership standings will be considered in the judging. The Department President is asking for growth of the Department with 100% plus. Special consideration will be given to those Districts that are able to achieve this goal.

20 WHAT IS EXPECTED FROM OUR DISTRICT PRESIDENTS THAT WOULD ASSIST THEM IN THEIR QUEST TO BE NAMED OUTSTANDING / RUNNER UP PRESIDENTS. RESPONSIBILITY AND ACCOUNTABILITY REQUIRED Hold a School of Instruction that includes duties of officers and the importance of participation and reporting of all Programs. REQUIRED To attend all Department Meetings. REQUIRED To urge District Chairmen to visit auxiliaries and to promote updated information from National Ambassador Blogs; Department Chairmen Communication and Donation sheets from Department headquarters. REQUIRED Bond for District President and District Treasurer no later than July 31st. REQUIRED District filing of 990N and copy to Department Office by August 1, REQUIRED District filing of 199N and copy made to Department Office by August 1, 2018 REQUIRED Submit District Inspection Notice to Department Office by July 15th - distributed at Incoming Presidents' Training. Questions please e mail Robyn Kuznik at rkuznik@vfwca.org. Department President to be notified by e mail or in writing when inspection date is changed and the reason for the change. REQUIRED Inspections of all auxiliaries are to be completed by December 15, 2018 (or proof of extension granted from Dept. president). REQUIRED Inspection reports are to be completed and sent to Department office 7 days from date of inspection. REQUIRED Submission of District President report (please do not send photos, do not send in a daily log in format).

21 o 1st report due (not mailed by) January 5, includes all activities from date of Department Installation to December 31, 2018; o 2nd report due (not mailed by) April 15, includes all activities from January 1, 2019 through April 10, REQUIRED 100% participation and reporting Americanism; Buddy Poppy & National Home; Hospital; Legislative; Scholarships; Veterans and Family Support/National Veterans Services, Youth Activities by April 15, 2019.

22 DECEMBER 31, 2018 DISTRICT PRESIDENT REPORT District President, please complete this form for period June, 2018 through December 31, 2018 and mail as follows: ROBYN KUZNIK DEPT JR. VICE PRESIDENT 716 Arnold Street Davis, CA Deadline if January 5, Must reach Robyn by this date. Scrap books or daily log type of report will not be accepted DISTRICT: PRESIDENT (must print) SIGNATURE 1. Fill in number of each in your District attended since January 1, 2018 to April 15, a. # of Auxiliaries inspected or visited b. #VA Medical Facilities. How many have you visited. How many have you volunteered at c. How many Council of Administration Meetings have you attended d. How many Schools of Instructions have you held e. Have you hosted an Educational and Training program that Department offers f. # of meetings with your Line Officers # of meetings with your District Chairmen # of meetings with your Auxiliary Presidents only

23 g. Has your District hosted a recruiting event How many of your auxiliaries have hosted a recruiting event How many did you attend 2. Using 1 sheet of paper and 12 pt. font, describe what great things your Auxiliary members did in the above mentioned facilities and meetings. 3a Regarding Programs: (Americanism, Buddy Poppy & National Home, Hospital, Legislative, Scholarships, Veterans and Family Support and Youth Activities, describe what your chairmen did to increase participation in these programs in the auxiliaries in your District. 3b How was this information passed on to the Auxiliary level (i.e. what chairmen attended auxiliary meetings and how many auxiliaries die they visit?) 4. Membership: Describe the promotion of this program and what percentage of increase your District achieved over last year's total. Did your District or Auxiliaries utilize any special promotions offered in this program? 5. Explain how you encouraged and promoted recruiter training. 6. Explain your role in working with membership program.

24 7. How have your auxiliaries worked the President's special project? 8. List any Auxiliary/District problems you have encountered during this period and how they were resolved. Is there anything our Department Headquarters, Department President or Department Chief of Staff need to address? 9. As the leader of this District, what would you like Department to know about your District?

25 APRIL 15, 2019 DISTRICT PRESIDENT REPORT District President, please complete this form for period January 1, 2019 through April 5, 2019 and mail as follows: ROBYN KUZNIK DEPT JR. VICE PRESIDENT 716 Arnold Street Davis, CA Deadline is April 5, Must reach Robyn by this date. Scrap books or daily log type of report will not be accepted DISTRICT PRESIDENT (must print) SIGNATURE 1. Fill in number of each in your District attended since January 1, 2018 to April 15, a. # of Auxiliaries inspected or visited b. #VA Medical Facilities. How many have you visited. How many have you volunteered at c. How many Council of Administration Meetings have you attended d. How many Schools of Instructions have you held e. Have you hosted an Educational and Training program that Department offers f. # of meetings with your Line Officers # of meetings with your District Chairmen # of meetings with your Auxiliary Presidents only

26 g. Has your District hosted a recruiting event How many of your auxiliaries have hosted a recruiting event How many did you attend 2. Using 1 sheet of paper and 12 pt. font, describe what great things your Auxiliary members did in the above mentioned facilities and meetings. 3a Regarding Programs: (Americanism, Buddy Poppy & National Home, Hospital, Legislative, Scholarships, Veterans and Family Support and Youth Activities, describe what your chairmen did to increase participation in these programs in the auxiliaries in your District. 3b How was this information passed on to the Auxiliary level (i.e. what chairmen attended auxiliary meetings and how many auxiliaries die they visit?) 4. Membership: Describe the promotion of this program and what percentage of increase your District achieved over last year's total. Did your District or Auxiliaries utilize any special promotions offered in this program? 5. Explain how you encouraged and promoted recruiter training. 6. Explain your role in working with membership program. 7. How have your auxiliaries worked the President's special project?

27 8. List any Auxiliary/District problems you have encountered during this period and how they were resolved. Is there anything our Department Headquarters, Department President or Department Chief of Staff need to address? 9. As the leader of this District, what would you like Department to know about your District?

28 DEPARTMENT CHAPLAIN KATHY SMITH 9398 Central Ave., Orangevale, CA (916) ; E Mail: ckat4re@sbcglobal.net It is an honor to serve as your Department Chaplain this year. To all the Chaplains elected for this year, I know that you recognize the honor and responsibility of your position. Our National President Sandi Kriebel's theme is Believe ~ We can do it! which says it all as we work 360 Degrees for Our Veterans & Their Families our Department President Ellie s theme. The Chaplain has many duties as outlined in our ritual, including obligating members, draping the Charter and presiding over Memorial Services. We serve as an inspiration and comfort to our members and their families. Inspiration is something that comes from the heart, which encourages compassion. The best way to inspire is through prayer. If you are reading a prayer from the ritual or writing a prayer from your heart, give some thought so that you may inspire your audience to make it with true meaning and those who listen will hear and feel the message. There will be many times when we will be asked to give a prayer. At our Auxiliary meetings or other events outlined in the ritual, it is appropriate to use the prayers printed in the ritual. At other times, we will have to be more creative. It is helpful to build a small stockpile of prayers ~ either from published sources or your own heart ~ so that we are prepared when we are asked. I know that you recognize the honor and responsibility of your position. The duties of Chaplain are a solemn duty. Please keep in mind the following as we carry out our duties: When asked to give a prayer, remember that the prayer comes before the Pledge of Allegiance to the Flag (God before Country). When contacting the family to offer condolences, always offer to perform a Memorial Service for the deceased Brother or Sister. Thinking of you, Get Well and Sympathy cards should be sent to members as outlined in the Standing Rules or as determined by our President. Sending cards is an important and inspirational act and is an important part (not the primary focus) of our position. Deceased members must be reported promptly to the District Chaplain, Department Chaplain and the Department Office. It is our responsibility to submit these reports. If you would like me to send cards of condolence or cheer, please let me know the member s name and address and I will do my best to get a card sent.

29 Included in this program book is a three-part form for reporting your deceased members. Please complete the information and send one part to the District Chaplain, one part to the Department Chaplain and one part to the Department office. Please discard all old forms from prior years and make sure the writing is legible and with correct spelling.

30 CHAPLAIN S REPORT OF DECEASED MEMBERS 2018/2019 It is with deep regret that I inform you of the death of Member who went to her/his heavenly home on Member ID Auxiliary Name Number District Submitted by Title Phone Number Mail to: Kathy Smith, Dept. Chaplain 9398 Central Ave., Orangevale, CA (Please list family contact information on reverse if you wish a card to be sent) *********************************************************** CHAPLAIN S REPORT OF DECEASED MEMBERS 2018/2019 It is with deep regret that I inform you of the death of Member who went to her/his heavenly home on Member ID Auxiliary Name Number District Submitted by Title Phone Number Mail to: VFW Auxiliary Dept. of California 9136 Elk Grove Blvd, Suite 101 Elk Grove, CA *********************************************************** CHAPLAIN S REPORT OF DECEASED MEMBERS 2018/2019 It is with deep regret that I inform you of the death of Member who went to her/his heavenly home on Member ID Auxiliary Name Number District Submitted by Title Phone Number Mail to: YOUR - District Chaplain

31 DEPARTMENT CONDUCTRESS 2018/2019 MARY ANNE KREUTZ Vintage Street, Northridge, CA (818) ; E Mail: mamakreutz@sbcglobal.net The Guard announces: Madam/Mister President, the Conductress/Conductor with the Colors. As the colors enter the room, it is a sight that is always breathtaking and beautiful as everyone in the room stands at attention with the proper hand salute honoring our Flag, our Country and our Veterans. The National President Sandi Kriebel's theme is BELIEVE-WE CAN DO IT, our Department President Ellie Mello s theme is 360 DEGREES FOR OUR VETERANS & THEIR FAMILIES! Thank you for assuming the position of Conductress/Conductor or Assistant Conductress/Conductor for your District or Auxiliary. No matter what level you are on, the responsibilities are the same. It is most important that you read and study the ritual and be familiar with your duties. Practice makes perfect so practice with your team and help them to become familiar with the floor work. Get your floor team together to practice before the Official Visit, Convention, and other meetings. If mistakes happen - and they will - do not draw attention to it. Just carry on and continue to be proud of the team and their floor work. The Contemporary Meeting on page 10 of the Podium edition has instructions for meetings without floor work. As Conductress/Conductor you are the first to arrive at the meeting as it is your duty to arrange the room, see that the Charter, gavel, Altar cloth, Bible and flag stands are placed properly, and you are to assist the President in preparation for the meeting. You (and Assistant Conductress/Conductor) will be checking the members for their current dues card and don t forget we accept electronic card downloaded from M.A.L.T.A. Those found without possession of the official Auxiliary membership card for the current calendar year should remain standing until vouched for by the Treasurer or a member of his/her Auxiliary or District. It shall be your responsibility to prepare the Altar for the Draping of the Charter and the Memorial Services. This is one of the last things you do for our deceased sisters and brothers and we want it to be a ceremony of dignity and respect. Be ever mindful of what is going on in the meeting room. Conduct your duties in a quiet manner. You do not want to take attention away from the podium; nor do you want to engage in loud conversation while assisting any member who may need your attention. I am looking forward to an exciting year working together as a team! If you have any questions, please don t hesitate to contact me at any time.

32 CHIEF OF STAFF / EXTENSION SHERI CARRINGTON Los Coches Rd. E #6, El Cajon, CA (619) ; E Mail: flamingogirl1950@att.net "If you have only one smile in you, give it to the people you love." Maya Angelou As Department Chief of Staff I believe my responsibility is to assist the Deputy Chiefs of Staff with their duties and responsibilities, primarily how to mentor and work with all Auxiliaries. I want to provide to the Auxiliaries all the tools they need, train and recruit new members and retain members. I am available at any time and look forward to an amazing year for the Department of California! PROGRAM GOALS Maintain Current Auxiliaries Establish New Auxiliaries Mentoring Maintaining Current Auxiliaries In 2012, this program launched the Healthy Auxiliary Tool Kit. Recognizing that Auxiliaries experience common problems, the National organization pulled together a group of resources to assist Auxiliaries in identifying and solving issues that stifle productivity and threaten Auxiliaries existence. The tools available: RU Healthy Auxiliary Checklist This is a simple list of business items that an Auxiliary should achieve every year. On this list are the 5 Essentials of an Auxiliary: o o 1. Auxiliaries should have at least 10 business meetings per year. (Sec.210) Five (5) members in good standing (of that Auxiliary) shall constitute a quorum for the transaction of business. (Sec. 212) 2. Dues should be paid on at least 10 members on or before February 1 of the current year. (Sec. 207) o 3. Quarterly audits by Trustees must be submitted. (Sec. 814) o o 4. Officers elected and installed and reported to National Headquarters no later than June 30. This generates the bond application via . (Sec. 804A and 806A) 5. The offices of President and Treasurer MUST be bonded by August 31. Suspensions, Cancellations and Consolidations

33 Should an Auxiliary be unable to meet the 5 Essentials, it is in danger of losing its Charter. Suspensions are used in certain cases to give Auxiliary members a chance to fulfill their duties and continue with their mission of serving veterans and their families. Cancellations can only be done by the National President, with or without the recommendation of the Department President. If a VFW Post closes or consolidates, Auxiliary National Headquarters will be notified. Only after this notification can the process for closing or consolidating begin. Please be sure to wait for direction from National Headquarters before taking any action at all. Every Auxiliary s goal should be to meet the 5 Essentials so that the members can begin serving veterans and families in all the unique and wonderful ways they can. Healthy Auxiliary Member Questionnaire This anonymous survey can help an Auxiliary bring to light issues that members may not talk about in a group setting. Results from the questionnaire might reveal that the meetings are not productive or not at a convenient time for many members. Gathering, listening to and acting on the results of this questionnaire can lead to more participation in every part of the Auxiliary. Auxiliary Meeting Clinic This problem/solution format helps you to quickly find ideas to solve issues at meetings, whether it is meeting length, format or lack of interest. It also includes a handy meeting checklist for the President and Secretary to make sure they have everything they might need. Healthy Communication Phone/Text Tree Communication is a common issue every Auxiliary faces. Depending on the number of members you need to reach, it could get even trickier. This phone/text tree helps break down who needs to contact who to get news out quickly and effectively. While and mail are helpul tools, the personal touch of a phone call will be appreciated by many. Good Job Certificate/Card A key part of any volunteer organization is saying Thank You. Use this certificate to thank any member (or nonmember) for their help, participation or support of an event or program. Consider presenting a few of these at every meeting. Healthy Certificate Chiefs of Staff can hand this out to Auxiliaries that have shown they are healthy and have the tools above. Reward their efforts to maintain a healthy Auxiliary for the benefit of their Post, their community, and most importantly, for veterans. Mentoring Resources Find the VFW Auxiliary Mentoring Guide on the National website at The guide will help you think about how your Auxiliary can mentor its members. Establishing New Auxiliaries

34 Whether a VFW Post decides on its own that it wants an Auxiliary or whether an Auxiliary member or non-member sees the potential for a new one, the steps for creating an Auxiliary are the same. 1. A VFW Post must vote by 2/3 majority to have an Auxiliary (An Auxiliary can never exist on it s own without a Post and can never be started without that Post s permission.) 2. The Department President appoints the official organizer of that Auxiliary, and he/she must be a member of the Auxiliary. 3. A minimum of 15 eligible applicants must be on the application for the Charter (transfers are not eligible). From there, it s a matter of securing and filling out the proper paperwork provided by Auxiliary National Headquarters. Every Department President, Secretary and Chief of Staff have access to these forms. For more on this topic, see Article II of the National Bylaws. Mentoring Makes All the Difference We need to educate and understand Mentoring it is the best way to enhance the chances of maintaining a stronger membership on every level of our organization. When appointing the right mentor for the job, there are three key words: patience, knowledge and time. A mentor should have a gentle voice, be a knowledgeable and patient person with a continued focus on building on the Auxiliary or District. Mentoring and its effect can make such a positive difference for both new and seasoned Auxiliary members, chairmen and officers. GREAT NEW IDEAS FOR YOUR AUXILIARIES: Use of Media in Revitalizing An Auxiliary There are many media outlets available to you. Use your community newspaper, radio station, social media etc. The gained exposure for your Auxiliary just may lead to an increased interest from inactive members as well as recruit new members. Think Outside the Box Our National Ambassador, Carole Betro, is introducing a new type of Welcome Bag to be given to every new Auxiliary member. This bag would include educational information that tells our story. Also, contact information for Auxiliary leadership and your Mentor. As an addition from President Ellie, the new member will receive a personal welcome from her to add to their Welcome Bag. Three Ways to Promote This Program at a Family Freedom Festival 1. Set up an interactive display/booth, which would highlight all of our programs and benefits that are available to all members of the family.

35 2. Utilize your past winners of various scholarships and essay contests. Have them explain how being a part of our scholarship opportunities has enhanced their academic and community involvement. 3. Include your Department or Post Service Officers. Include membership applications and all the resources that National Headquarters provides. DEPARTMENT AWARDS FOR MEMBERS: 1. $25.00 to the member with the best promotion of mentoring. 2. $25.00 to each member who organizes a new Auxiliary with the approval of the Department President Between July 1, 2018 and March 31, 2019, provided transmittal and proper paperwork is received at Department Headquarters by April 15, $25.00 and a plaque will be presented to the Outstanding Deputy Chief of Staff in the Department. Judging will be based on reports submitted to the Chief of Staff and verified by the District President. FOR AUXILIARIES 1. $25.00 to the Auxiliary with the best promotion of the Family Freedom Festival. 2. $25.00 to the Auxiliary with the best promotion of use of the media. FOR DISTRICTS 1. $25.00 to each District for each new Auxiliary instituted between July 1, 2018 and March 31, 2019, provided transmittal and proper paperwork is received at Department Headquarters by April 15, 2019.

36 NATIONAL AWARDS FOR MEMBERS: 1. $50.00, a citation and We Believed You Could coin to the best mentor in each Program Division. (Any member on any level of the organization can be nominated by the mentee. Nomination forms go to the Department Chief of Staff, who will send three nominations to the National Chief of Staff to choose one per Program Division.) Nomination forms available at FOR AUXILIARIES: 1. Citation to one Auxiliary in each Department best use of media in the revitalization of its Auxiliary. FOR DEPARTMENTS AND DEPARTMENT CHAIRMEN: 1. Citation to each Department Chief of Staff for participation in this program. 2. Believe We Can Do It VFW Store Gift Certificate to one Department Chief of Staff in each Program Division for the best promotion of mentoring. 3. Believe We Can Do It Citation to one Department Chief of Staff in each Program Division for the best use of media in revitalizing an Auxiliary. 4. Outstanding Performance Award in each Program Division based on criteria listed on Page 2 and for the promotion of the Program Goals.

37 FAMILY FREEDOM FESTIVAL CHAIRMAN: SHERI CARRINGTON Los Coches Road East #6 El Cajon, CA (619) ; E Mail: flamingogirl1950@att.net FAMILY FREEDOM FESTIVAL A family, friendly opportunity to: Introduce the community to the Post/Auxiliary and what the organization has to offer; how the organization impacts the community positively; Promote Patriotism within the community; Connect families of veterans and active duty with the Auxiliaries for prospective members'; Create awareness of and support for legislative initiatives Increase membership; Increase volunteers at posts, medical facilities, special events and projects; Provide youth with scholarship and volunteer opportunities; Help spread knowledge about VFW/VFW Auxiliary National Programs. How to participate in the Family Freedom Festival Program More information on the Family Freedom Festival Program and Tool Kit will be available behind member login under Program and Publicity" on June 30, 2018 at See Department and National Awards Under Chief of Staff Article

38 LEGACY AWARDS 2018/2019 Legacy Awards are not determined by division. The selection is made from the entire state. Each award will include the Past Dept. Presidents' (PDP) name in conjunction with a National Program. After the usual 1st, 2nd and 3rd place awards are given for each program, there will be an award for the Outstanding Auxiliary Chairman of the year in each program. If one of the Past Department Presidents should pass the next PDP in seniority would be inserted for the Legacy Award.

39 CALIFOLRNIA PAST DEPARTMENT PRESIDENT LEGACY AWARD LIST AMERICANISM CATEGORY Americanism Overall Program PDP Renee Fulk POW/MIA PDP Kathy Walery Loyalty Day PDP Erma "Tootsie" Dougherty HOSPITAL CATEGORY Hospital/VAVS Overall Program PDP Bonnie Gladden Fisher House PDP Fran Swanson Veterans Games PDP Marilyn Leisure Military Suicide Awareness PDP Joyce Bilyeu LEGISLATIVE CATEGORY Legislative Program Tools PDP Marilyn Peck Student Education on Legislative PDP Judy Jones Process MEMBERSHIP CATEGORY Membership Overall Program PDP Dorothy Fisher SCHOLARSHIP CATEGORY Voice of Democracy PDP Pat Whitley VFW Aux. Continuing Education PDP Darlene Kidd Scholarship Patriot's Pen PDP Gloria Palmer Young American Patriotic Art PDP Kay Fuller VETERANS AND FAMILY SUPPORT CATEGORY National Veterans Service PDP Judy Jones Buddy Poppy PDP Mary B. Bellon Adopt A Unit PDP Emma T. Lopez Operation Uplink PDP Sherl A. Daverio Unmet Needs PDP Phyllis White National Military Services PDP Gwen Rankin Military Assistance Program (MAP) PDP Stephanie Martin Veterans and Military Support PDP Reta Butler California Service Department PDP Sue Wells National Home PDP Shirley Calvert YOUTH ACTIVITIES CATEGORY Youth Activities Overall Program PDP Julie Williamson Youth Groups PDP Debbie Jacobs Youth Supporting our Veterans PDP Jane Maxwell Some people inspire themselves; Amazing people inspire others.

40 AMERICANISM CHAIRMAN: LAURA ASHLEY P.O. Box 262 Pine Valley, CA (619) ; E Mail: LAshley5255@gmail.com PROGRAM GOALS Safety In America - Disaster Preparedness Flags Across America Flag Education Promote Patriotism POW/MIA Recognition Smart/Maher National Citizenship Education Teacher Award The definition of Americanism was originated by the Commanderin-Chief of the Grand Army of the Republic, United Spanish War Veterans, Veterans of Foreign Wars of the United States, the National Commander of the American Legion and the Disabled American Veterans of the World War at a conference held in Washington, in February Americanism is an unfailing love of country; loyalty to its institutions and ideals; eagerness to defend it against all enemies; undivided allegiance to the flag; and a desire to secure the blessings of liberty to ourselves and posterity. Patriotic pride and the American spirit allows us to maintain true allegiance to the principles that created our great organization. As members of the Auxiliary to the VFW, we are obligated to teach our youth and educate the public about patriotism. We can be assured that everyone salutes the Flag and pays honor to this great country and our Military Heroes, past, present and future, as we share the sacrifices made by our veterans to preserve our freedoms. Our specific goals this year will include, but not limited to the following major areas, and your reports will be judged on the following: U.S. FLAG EDUCATION Number of American Flags Presented (at least 2 X 3 or larger) Flag Education in schools Recognition of Outstanding Flag Display Flag Retirement Ceremonies PROMOTE PATRIOTISM Celebrating Patriotic Holidays

41 POW/MIA RECOGNITION SMART/MAHER NATIONAL CITIZENSHIP EDUCATION TEACHER AWARD U.S. Flag Education Respect of the flag on how to properly handle and care for the flag exhibits Americanism and demonstrates true Patriotism. The VFW Auxiliary can ensure that Flag Etiquette is distributed and taught to the nation. Flag Etiquette also teaches proper conduct when the flag is present. Flag etiquette information, U.S Flag Code and the history of the flag can be found at Educate the Community and our youth on Flag education in schools, community activities and patriotic holidays. Volunteer in schools and teach our youth the importance of respecting the flag. For more information: Recognize an Outstanding Flag Display. When community members take the time to show Patriotism by displaying the U.S. flag, honor them with a token of appreciation, such as a certificate from your Auxiliary. Flag retirement ceremonies are a great way to involve the family of VFW and VFW Auxiliary members or serve as an event for the community. Flag retirement ceremonies honor our flag and serves as a great form of respect for our country. Promote Patriotism Celebrate the Patriotic Holidays throughout the year and involve the family and community in fun events, parade and youth activities which is an excellent way to educate and encourage prospective members to join. Celebrating Patriotic holidays give Auxiliaries ways to promote Patriotism to honor and celebrate our veterans, their families and active duty. Patriotic Holidays Loyalty Day May 1st Armed Forces Day 3rd Saturday in May Flag Day June 14 Independence Day July 4 Patriot Day September 11 POW/MIA Recognition Day 3rd Friday in September (Missing Man Table Ceremony) Gold Star Mother s and Family Day Last Sunday in September Veteran s Day November 11 Pearl Harbor Day December 7 POW/MIA RECOGNITION CEREMONY Upon entering many VFW Posts, members see a single table set appropriately for a meal but is never used. This special Missing Man Table

42 scene honors those who cannot join us - Prisoners of War or those missing in action. Please reflect when you pass this table and remember those who it is set for. We honor and remember our missing the 3 rd Friday in September designated National POW/MIA Recognition Day. I encourage you to have a recognition ceremony and include The Missing Man Table. Smart/Maher VFW National Citizenship Education Teacher Award Annually the VFW honors teachers from the top elementary, middle school and high school classrooms. Those teachers that promote Patriotism by teaching citizenship education, teaching America s history, including traditions, are perfect candidates for the award. How the contest works is VFW Posts and Auxiliaries will recognize one (1) outstanding teacher from grades K-5, 6-8 and Posts will submit winning entry to their District for judging, the District winners are sent to Department and then sent to VFW National Headquarters for the National Contest. For more information, visit RESOURCES National Home Hotline VFW & Auxiliary Members are a great resource VFW Website Auxiliary Website State Website: Veterans Crisis Hotline Press 1; National Suicide Prevention Lifeline Department of Veterans Affairs Mental Health Domestic Violence Prevention Enhancement and Leadership Through Alliances (DELTA) Degrees For Our Veterans & Their Families BELIEVE We Can Do It! AWARDS Legacy Awards are the awards that honor our Past Department Presidents. At the 2019 Department Convention, I will present the awards to the one Auxiliary Chairman who best promotes the named award in the 2018/2019 Auxiliary year.

43 In honor of Past State President Renee Fulk for Outstanding Work - Americanism Program In honor of Past State President Kathy Walery for Outstanding Wrk POW/MIA Program In honor of Past State President Erma Tootsie Dougherty for Outstanding Work Loyalty Day Program A citation will be given to each Auxiliary in the Department that conducts a POW/MIA ceremony. This is to include the Missing Man Table. Reports need to be received to me no later than October 15 th in order for the Auxiliary to receive the citation. A citation to each Division winner for the Best Promotion of Flag Education in the Classroom. A citation to each Division winner for the Best Flag Retirement Ceremony. A citation to each Division winner for the Best Public Education on the Bataan Death March in communities and in schools. (Elementary, high school and college) An award to the most Outstanding District and Auxiliary Chairman for the promotion of Americanism.

44 PATRIOTIC INSTRUCTOR LAURA ASHLEY P.O. Box 262 Pine Valley, CA (619) ; E Mail: LAshley5255@gmail.com As a Patriotic Instructor, it is our responsibly to promote, teach and foster Patriotism. All members should make themselves familiar with Flag etiquette and review Auxiliary Traditions. The Patriotic Instructor provides instruction on how to promote patriotism among members and the community. Patriotic Instructors should ensure that the auxiliary room, during meetings, is keeping in line with the Ritual. Auxiliaries should participate in all Patriotic Holidays and ceremonies. Auxiliaries should be participating in schools, teaching our youth about patriotism and how to promote it. The Patriotic Instructor will teach auxiliary members proper auxiliary protocol, auxiliary traditions and flag etiquette, as well as Patriotic Holidays to observe. Patriotic Instructors ensure all are knowledgeable about Americanism and promotion of Patriotism. PATRIOTIC HOLIDAYS Patriot Day - September 11: Patriot Day is a day to honor the memory of those who lost their lives in the attack on America this date in National POW/MIA Recognition Day: Is observed on the 3rd Friday in September each year. Educate members and the community by talking about the brave men and women; perform Missing Man Table Ceremonies. Veterans Day, November 11: Veterans Day (originally called Armistice Day) is the day we honor those living veterans who served this country. Pearl Harbor Day, December 7: A day to remember and honor all those who died in the surprise attack on Pearl Harbor on this day in 1941 Loyalty Day, May 1: Is the day we show our devotion to our country and our flag Memorial Day, May 30: The day we honor all those men and women who gave the ultimate sacrifice for our country and our freedom Flag Day, June 14: The day we celebrate the anniversary of the adoption of the Stars and Stripes as our official National Flag Independence Day, July 4: The day we celebrate our adoption of the Declaration of Independence and the birth of democracy

45 UNDERSTANDING AUXILIARY TRADITIONS WELCOME! This guide is to help you learn about our Ritual and the unique things we do at our meetings. Be sure to ask a fellow member if you have any questions! Entering a Meeting - at a local Auxiliary meeting, you will enter the meeting room and once the doors are closed, all members must show a current dues card. At Department and National meetings, your card will be asked for at the door. One rap 1 = Attention Two raps = Rise Three raps = Be seated RAPS OF THE GAVEL Attention and Parade Rest Attention in the VFW Auxiliary means hands at side, head up with eyes looking straight forward. Parade Rest means the left foot is moved slightly to the side while bringing the arms to the small of the back. Clasp the left thumb in the right hand. The head is bowed slightly during prayer. Showing Proper Respect to the Flag During our Ritualistic meeting, the President will say Salute when the flags enter and leave the room, as well as when we say the Pledge of Allegiance and sing the national anthem. Salute the Flag by placing the palm of the right hand flat over the heart. During Auxiliary meetings, the heart salute shall be used always where the salute is used. A member who is also a veteran may use the military salute. When the Flag is displayed AND the national anthem is played and/or sung, all present should face the Flag and salute. When the Flag is NOT displayed and the national anthem is played and/or sung, all present should face the music and salute. Members should stand when the flags are moving.

46 Showing Proper Respect for the Altar and Bible Members will remain seated while the Chaplain opens and closes the Bible, provided the Colors are not at the Altar. Whenever the Chaplain is opening and closing the Bible, everyone should stop all movement and talking. Members will not cross between the President s station and the Altar, as this is considered sacred ground symbolizing where our Comrades who have answered the final roll call are at rest. However, when the Bible is closed, members may pass through this area. Addressing the President and Making a Motion All remarks must be addressed to the President and not by one member to another. A member wishing to address the President will rise and say, Mister/Madam President, but shall not speak further until he or she has been recognized by the President. Making motions is your right as a member. To make a motion, you should stand and be recognized by the President and then proceed. Other Traditions The Color Bearers Flags shall be held at attention with the right hand above on the flagstaff, left hand on a level with the right elbow with left arm across the waist. The Color Bearers carrying the flags do not sing or recite the Pledge to the Flag. They always place the Flags in stands before sitting down. Stands must be placed at the right of the Color Bearer s chairs. When Officers (including Color Bearers, Flag Bearer and Banner Bearer vacate their stations, but remain in the room), the chair does not have to be filled by another member. When the Chaplain opens, and closes the Bible, the members should STOP all movement and talking and remain seated or stationery during the time. An Auxiliary may offer to hold Memorial Services for a deceased member by contacting the family without waiting for a request from the family. Any part of the service that may conflict with any religious belief may be omitted or changed. Officers should not read aloud the notes in the lightface type. The Patriotic Instructor s Flag shall be placed on the floor level always to the RIGHT of the presiding Officer, between the President s and Secretary s stations.

47 On entering the meeting room after the Auxiliary is in session, members will show their membership card to the Guard and proceed directly to a seat. The Guard never leaves his/her position at the door while the Auxiliary is in session, unless relieved by someone appointed by the presiding Officer to fill his/her station. All remarks must be addressed to the President and not by one member to another. A member, wishing to address the President, will rise and say Mister/Madam President but shall speak further until he/she has been recognized by the President. Making motions is your right as a member. To make a motion, you should stand and be recognized, then proceed with I move ; not I make a motion. When the Secretary calls the rolls, the Officers will stand when their name is called and remain standing until roll call is completed. The POW/MIA flag may be posted prior to the meeting. If posted, this flag is placed to the immediate left of the Banner. The President may ask someone to bring in the POW/MIA flag before the opening ceremonies take place. If this is done all should rise. TRADITIONS TRADITIONS TRADITIONS TRADITIONS TRADITIONS TRADITIONS NEVER FORGET TRADITIONS

48 BUDDY POPPY & NATIONAL HOME CHAIRMAN: LAURA CHERMAK Acacia St., Fountain Valley, CA (714) ; E Mail: Boblaura728@hotmail.com Buddy Poppy Nothing symbolizes the VFW s pledge to Honor the Dead by Helping the Living Like the Buddy Poppy The Flower of Remembrance PROGRAM GOALS Buddy Poppy National Display Buddy Poppy Education VFW National Home Education and Community Outreach Since 1922, The Buddy Poppy is the VFW official memorial flower, representing the blood shed by American service members. Inspiration for the Buddy Poppy came from the poem by Col. John McCrae In Flanders Field Wear a Buddy Poppy every day to educate, promote and communicate to the public the importance of the Buddy Poppy. Educate schools, youth organizations by supplying them with the Buddy Poppy brochures Auxiliaries are encouraged to work closely with their post to promote their campaign. Of course the auxiliary can do their own campaign. Our goal is to Honor the Dead by Helping the Living. For Publicity write a short article on the Buddy Poppy and explain what the funds are used for. Contact your community calendar and list your Buddy Poppy distribution on the calendar. You can also contact your city for a Buddy Poppy Proclamation. REMEMBER You are not selling. You are distributing. NEVER REFUSE someone a poppy because they are unable to contribute. A Poppy worn honors all veterans. Reach out to youth groups, scouts and community groups and churches to have them volunteer for your distribution and then be sure to recognize them for this help and support. It goes a long way. Wear some VFW Auxiliary apparel or patriotic clothing to identify you as a VFW Auxiliary member and SMILE and say Thank You. Let them know their donations are placed in the Relief Fund for the welfare of our disabled, hospitalized and needy veterans, their families and the VFW National Home for Children.

49 1.5 cents supports our Department Service Fund 1 cent supports National Service Fund 1 cent supports the VFW National Home for Children. Make sure everyone knows the dates, time and place of your distribution. You are permitted to distribute anytime not just Memorial Day and Veterans Day. EVERY DAY IS BUDDY POPPY DAY. Use your poppies from last campaign to make corsages, table decorations etc. You can give them to hospitalized veterans and receive credit for Buddy Poppy and Hospital. Buddy Poppy Displays: Every time you display the Buddy Poppy you tell the story of the sacrifices made by military veterans and make our communities more aware of the cost of freedom and the reason for conducting a Buddy Poppy campaign. For rules, deadlines, judging and awards for the Buddy Poppy Display Contest visit 1. Public Promotion 2 Memorial or Inspirational Displays. 3. Artistic or decorate use of poppies. One poppy must be in original form for each category. Our communities (especially our youth) need to be educated as to how these red flowers came about. They need to recognize the sacrifices made by our veterans. Order from the VFW Department Headquarters or share expenses and get them from your post or visit the VFW Store for supplies. Promote the program in your Family Freedom Festival with Buddy Poppies stories, bookmarks and other items from the VFW Store to benefit your post and auxiliary. Believe - We Can Do It". "360 degrees for our veterans and their families". REPORT all activities involving Buddy Poppy and VFW National Home. One copy to me, 1 copy to District Chairman and one copy for the auxiliary. Send to Laura Chermak, Acacia Street, Fountain Valley, CA Educate yourself on the history of the Buddy Poppy at For the Chairman s Guide see auxiliary.org/resources. VFW National Home for Children The VFW National Home for Children, founded in 1925 and for more than 90 years has served as a living memorial to Military Families of active-duty military,, veterans and his or her family in difficult times and

50 families of VFW and auxiliary descendants. They must be motivated, ready for change and willing to work hard. The Veterans & Family Helpline, staffed by professionals help callers with their needs or Make use of the Military & Veteran Family Helpline for veterans and/or families in need. Enter this number in your cell phone for easy reference. There are 42 single family homes on 629 acres of which California supports the California home and California/Nevada home by donating $.10 cents per member based on the membership on June 30, 2018.You can donate online in Malta. See National Program Book, page 9 for directions or donate by mail by mailing a check earmarked Health & Happiness Fund to VFW National Headquarters, Attn: Health & Happiness Fund, 406 W. 34 th Street, Kansas City, Mo For the upkeep of California and California/Nevada homes (Sunshine Fund) send donations to Department of CA. Health & Happiness Funds are used for Christmas, Birthdays, Graduation and supports 5 buildings that the VFW auxiliary supports. Mainly the Chapel, Nursery, Guest Lodge, Health & Happiness Building and the Community Center, Life Membership is the oldest fund raising program for the home. The money is placed in the Endowment Fund and only the interest is used to support the operating budget. Donations of $ for the Endowment Fund are sent to: National Headquarters, 406 W. 34 th Street, 10 Floor Kansas City, MO The National Home also sells t-shirts, sweatshirts, pins, and pens. Whatever we do for them does make a difference. If you are interested in having our National Home Trustee (Renee Fulk) visit a department meeting or conference to help promote the National Home let her know. She can provide brochures and also give a power-point presentation. You are invited to visit at any time, just call and let them know when you plan to visit. They have a Guest Lodge where you would be able to stay. For more information visit the National Home website Educate your community, your members and yourself. Please don t hesitate to contact me if there is anything I can do to assist you in this program or have questions. My number is 714/ If I do not answer, please leave a message and I will return your call. Or boblaura728@hotmail.com

51 Believe - We Can Do It", "360 degrees for our veterans and their families". REPORT all your activities involving Buddy Poppy and VFW National Home. One copy to me, 1 copy to District Chairman and One copy for your auxiliary Send to Laura Chermak Acacia Street Fountain Valley, CA RESOURCES History of the Buddy Poppy VFW Store or call Promotion: Order bookmarks from VFW Store Make corsages, boutonniere for guests at ceremonies Add to Holiday Gift bags Add to candy canes at Christmas gatherings. Add to Get Well and Thinking of You cards Wear a Buddy Poppy every day to promote the program. Publicize your distribution by submitting a press release to your local newspaper Add to post/auxiliary website, Facebook, Instagram etc. Publicity: Take posters to local stores and ask permission to post them. Ask your city for a Proclamation Education: Hand out the VFW Buddy Poppy Story at your distribution Wrap or tie a poppy to a pen or pencil to share with students. Chairman s Guide VFW National Home for Children Military & Veterans Family Helpline

52 or call

53 "BUDDY" POPPY / VFW NATIONAL HOME FOR CHILDREN 2018/19 YEAR END REPORT Submit to Dept. Chairman no later than May 1, 2019 District # of Auxiliaries Participating *Please note that participation is not considered for any awards but it must still be tracked. Buddy Poppy 1. Number of Auxiliaries that promoted the "Buddy" Poppy throughout the year through distribution, education and/or publicity Within the Post/Aux In the community (community outreach) 2. Number of "Buddy" Poppy drives that were hosted: With the Post Without the Post 3. Number of Auxiliaries that participated (submitted an entry?) in a Department Buddy Poppy Contest VFW National Home for Children 4. Number of Auxiliaries that promoted the VFW National Home for Children: 5. Number of Auxiliaries that made donations to the VFW National Home (NOT including Health and Happiness donation): 6. Number of Auxiliaries that promoted the VFW National Home's Military & Veteran Family Helpline Signed District Chairman Address City Zip Telephone Send to Dept. Buddy Poppy / National Home Chairman Laura Chermak Acacia St., Fountain Valley, CA

54 HISTORIAN CHAIRMAN: RENEE KUZNIK P.O. Box , Dunnigan, CA (530) E Mail: rmkuznik@sbcglobal.net PROGRAM GOALS Historian Duties Media Relations It is a honor to be appointed by our Incoming Department President Ellie Mello for the 2018/2019 as Historian. Our new term of office for 2018/2019 will commence with the Installation of Elected and Appointed Officers and Chairmen at the conclusion of our June Convention in Bakersfield. Thank you Ellie for appointing me as your Historian and I look forward to serving you. Ellie s theme for 2018/2019 is 360 Degrees For Our Veterans & Their Families. Her symbol is a Compass, and her colors are All Shades of Purple. National President for 2018/2019 is Sandi Kreibel. Sandi is from the Department of Maryland. Her theme is Believe ~ We Can Do It! Her colors are Red, White & Blue and symbol is Uncle Sam & Rosie the Riveter. References wwwvfwauxiliary.org/resources VFW Auxiliary Publicity Guide VFW Auxiliary Elevator Speech / What We Do Website and Social Media Information 2018/2019 National Program Book (Historian / Media Relations) 2018/2019 Department President Program Book (Historian) The historian is a record keeper who keeps the written history of the President and the activities he/she attends and the places he/she visits, Historical data of the Department or District or Auxiliary. Congratulations to all the new historians and welcome aboard to all the returning historians. Your job is of record keeping and capturing the history of your Auxiliary or District and my job is at the Department level. One of your functions is to report on your District Official Visit within the time frame requested. Your job is to create a book which contains the following the beginning is the installation of the 2018/2019 Officers, Auxiliary/District meetings, Hospital

55 visits, fund raisers, official visits etc. whatever is scheduled by the auxiliary/districts. You may also include visits to other districts or their functions and the Department Council of Administrations; the Voice of Democracy Banquet held in Sacramento that the District or Auxiliary Commander and President attended. Included in the job description is picture taking to support the history. However, you do not need to take the pictures; you may select someone else to assist you. These are just a few suggestions. This will provide your President with great memories of his/her year and he/she can look back on what was accomplished. When preparing the pictorial history book for your President remember to title the event and keep them in chronological order. Remember the five (5) W s: Who, What, When, Where and Why. These are important factors if anyone is browsing the book, it gives them information that will keep them interested in looking through the book and you may be able to get additional members if shown to a non-member. A copy of the written history of the year s events will need to be sent to me to incorporate into Ellie's book to show her how her District Presidents did throughout the year. This can be in an outline format. Please do not hesitate to contact me if you have questions or concerns on the Historian Program.

56 Auxiliary Pictorial History Book (Record Book) Contest Rules If you plan on submitting a History Book for 2018/2019, and will be submitting for District competition for judging you must follow the guidelines set forth. There are several requirements: 1. The Cover of the History Book is to include the following: (These are a must) Auxiliary Logo Name of the President & Auxiliary Location of the Auxiliary Year 2018/2019 District Historians substitute President s information with Districts: Auxiliary Logo District Number & Location Name of District Pres. Year 2018/2019 (Note: Optional you may use embellishments on the cover for both Auxiliary and District.) Book size: We prefer an album of 12 x 12 in size but any size will do. Do not get them too large or too small. Jo Ann s or Michael s Craft Stores carry a large selection of albums. 2. The period to be included in your book is: Installation 2018/2019 officers to Installation of 2019/2020 officers. Please pay attention to this rule. Do not include previous year's information or pictures. 3. The 1 st page of the Auxiliary Book (1 st page front page) must include the President s Picture, His/Her Name, Auxiliary Name and Number as well as the Location and the following statement: This History Book has been compiled by Auxiliary Historian Jane Doe, Auxiliary Historian 2018/2019) Please note the above information set forth must be included and you may also embellish her symbol, colors and theme on this page. Example Picture of the President Name of the President Auxiliary Name, Number and Location This History Book has been compiled by Auxiliary Historian Jane Doe Auxiliary Historian 2018/2019 District Historian: 1 st page: Picture of the District President, Name of the President District, Number and Location and the statement: This History Book has been compiled By District Historian Jane Smith 2018/2019

57 Historian from Auxiliary 1234 Somewhere Auxiliary The 2 nd page (back of the 1 st page) must include the Auxiliary Historian s Picture, and information box follows with his/her name Auxiliary Name and Number and location. You may add embellishment to this page. District Historian: 2 nd page: Picture of District Historian, with the statement This History Book has been compiled by Name of the Historian, her Auxiliary name and number with location and year. 5. The 3 rd page of the Auxiliary Book (3 rd page is the front of the 2 nd page of your history book) must include the District President picture, his/her name symbol and theme and colors. District Historian: 3 rd page of District Book must include the Department President s Picture, her name, Department President for the ensuing year of 2018/2019. Her Symbol, Theme and colors. 6. The 4 th page of the Auxiliary Book (4 th page is the back of the 2 nd page of your history book.) Department President s Picture, her name, Department President for the ensuing year of 2018/2019, her symbol, theme and colors. District Historian: This is an optional page for you. Picture of the National President, her Name, National President for the 2018/2019 ensuing year, her symbol, theme and colors. 7. The book must not exceed 75 pages. (Two sided becomes 150 pages maximum.) Select pages to be removed if you are over the maximum and insert them back after competition. 8. Book must be in chronological order, starting with the installation of the 2018/2019 Officers to the installation of the 2019/2020 officers. 9. Book must use the Department Symbol, theme and colors should be used somewhere within your book. Also, but optional is the National President s Symbol, theme and colors. 10.Pictures should be labeled and should include the names and their titles of the individuals. However, if you have a picture of your President attending a public function, and there are many individuals in the photo and you do not know them, just identify the function and tell the story of what happened. Remember the WHO, WHAT, WHEN, WHERE AND WHY. Also, the printing in your book must be consistent: Either handwritten or typed. 11. The written historian journal of the events of the auxiliary or district should be included in your book. It may be located in the back pages of your history book. Due dates:

58 Auxiliary History Books must be presented for competition at your final district meeting for judging and the winner is to be brought to the June Department Convention for judging. Winners will receive a plaque. District History Books must be presented at the Department Conventions final C of A for judging at the Department level. Winner to receive a plaque. There can only be one winner at both the Auxiliary and District levels but a 2 nd place winner will also be announced. The winning auxiliary books must be presented to the Department Historian at the close of the final C of A of the outgoing Dept. President for 2018/2019. The winners and runners up will be announced during the Historian s report at the Department Convention. Special Note: At the 1 st C of A for the 2018/2019 a packet will be prepared for the District Historian which will include the judging sheets for your history books.

59 SPECIAL MEMORIES: Eleanor "Ellie" Mello President 2018/2019 Name: Aux. # District Office held this year (if applicable) All members are welcome to send a Special Memory. Special Memories I would like to share with President Ellie: MAIL TO: RENEE KUZNIK P.O. Box Dunnigan, CA Use a second sheet if needed and be sure to send some pictures. AUXILIARIES: 1st Place History Book, plaque Runner Up History Book, citation DISTRICTS 1st Place History Book, plaque Runner Up History Book, citation AWARDS

60 HOSPITAL CHAIRMAN: CHRIS SCHMALTZ Belmar Circle Huntington Beach, CA (714) ; E Mail: Chris@thegunnys.us PROGRAM GOALS Volunteer Service in Medical Facilities Volunteer Recruitmen, Recognition and Support Veterans Voices Writing Project Veteran & Military Suicide Awareness and Prevention VFW Auxiliary members have been volunteering in hospitals since this organization was founded in In 1928, the Hospital & VAVS Program became the second National Program adopted by the VFW Auxiliary. Since the beginning, the VFW Auxiliary has pledged their unwavering support to help our Country s heroes. Too many veteran patients have no family to support and comfort them when they need it the most. When we make our bedside visits, host a bingo, serve lunches, etc., etc., we really do make a difference. The theme of our National President Sandi Kreibel is BELIEVE ~ WE CAN DO IT - Her Symbol is Uncle Sam & Rosie the Riveter Our Department President Ellie has chosen the Compass as her symbol. Her Theme: 360 Degrees for our Veterans & Their Families. So, let s get our bearings and navigate our way through this program. Where can we serve? Local hospitals Veteran s homes Nursing homes Domiciliary VA & non-va medical centers and clinics Who can serve? Members Non-members Youth Families

61 What can we do? Every facility has different needs. Some facilities have a volunteer program in place with specific jobs, events & needs. Contact the Voluntary Service Office and ask how you can help. What can we earn? Members can earn Hospital Volunteer Pins from National and Department Headquarters for their volunteer hours. Members can also be eligible for several awards. Additional information and forms are included at the back of the program. Volunteer Recruitment The need for hospital volunteers is greater than ever. Volunteers help free up millions of dollars in health care expenses that can be used for critical services needed for our veterans. Volunteers bring comfort and friendship to patients in hospitals and nursing homes. Our Nation s heroes more than deserve a few hours a month of our time. The next time you make a hospital visit, bring a friend with you. Find what interests and skill sets your friends have and then try to navigate them in a direction that will benefit them, our veterans and our organization. Let them reap the rewards of volunteering for our heroes. Then keep them motivated and show them that you care. Always Thank them. A little goes a long way. Community Volunteer Recruitment Week is set for November 5-11, 2018 and April 7-13, A Hospital Volunteer Recruitment kit is available from the National website at This kit includes posters, public service announcements, reporting and award guidelines. Veterans Voices Writing Project The Veterans Voices Writing Project (VVWP) was created in It is a writing program that helps veterans express themselves and communicate in a creative way. VVWP publishes Veterans Voices a magazine that prints a selection of submissions. The project accepts stories of personal experiences, fiction, poems and artwork from veterans. Some veterans choose to write their stories using humor. Some write about the horrors they experienced during combat. Using writing as a

62 creative expression allows many veterans to heal and gain self-esteem. Members can become involved with a local VVWP representative and assist veterans in writing, recording or typing. Training and resources are provided. For more information and to get involved, visit veteransvoices.org., call or It is our mission to enable military veterans to experience solace and satisfaction through our writing program. Our vision is a world where people appreciate that writing can both heal and entertain. -VVWP Website Veteran & Military Suicide Awareness We may never understand the struggles and challenges of a veteran who has seen war. The physical and mental wounds they have endured leave many in dire circumstances. WE can make a difference by educating ourselves and others about the warning signs of suicide. We can help veterans and their loved ones by sending them in the right direction for help. Veterans Crisis Line can be their life line. For more information go to The Veterans Crisis Line connects Veterans in crisis and their families and friends with qualified, caring Department of Veterans Affairs responders through a confidential toll-free hotline, online chat, or text. Veterans and their loved ones can call and Press 1, chat online, or send a text message to to receive confidential support 24 hours a day, 7 days a week, 365 days a year. Support for deaf and hearing impaired individuals is available. The Veteran & Military Suicide Awareness Blue Teardrop sticker is the VFW Auxiliary symbol to bring attention to the issue of Military suicide. Wear this teardrop to open the conversation. Printable sheet can be found online at

63 Hospital Donation should be sent to Department By December 31, 2018 A suggested donation of $1.00 per member is requested from each Auxiliary. The amount is based on your membership as of June 30, These funds are presented to medical facilities by the Department President when he/she visits. *All auxiliaries are encouraged to also donate to the VA Hospital Fund. This is a separate fund from the Hospital Fund. The VA Hospital fund is intended to be used at specific facilities and funds must be requested by the VAVS Representative of that particular medical facility. These donations should also be sent to the Department Office and earmarked, for example, Hospital donation for Tibor Rubin VAMC. Do NOT send this donation to the medical facility. *Also, please donate to National Veterans Wheelchair Games and Golden Age Games. DEPARTMENT OF CALIFORNIA MEDICAL ASSISTANCE This special assistance is available to all Auxiliary Members who find themselves in need of help with their hospital bills. $.25 of your $1.00 per member Hospital Quota goes to fund this special assistance. This is a another important reason to send your Hospital Quota. Not only does this fund help our VA Medical Centers, but it helps our Auxiliary Brothers and Sisters as well. DEPARTMENT HOSPITAL VOLUNTEER PIN President Ellie has designed a Hospital Pin that she wants all hospital volunteers to receive. To earn this pin, members & non-members need a minimum of 10 volunteer hours at VA and/or non-va Medical Centers. Please see the enclosed form for ordering pins. FISHER HOUSE The Fisher Houses are a network of comfort homes where military and veteran families can stay, at no cost, while a loved one is receiving treatment. They are located at major military and VA medical centers nation-wide, close to the medical center or hospital they serve. The Fisher House Foundation also operates the Hero Miles program, using donated frequent flyer miles to bring family members to the bedside of injured service members. For more information go to The Hospital Program & VAVS Guide is your greatest resource for the Hospital program. You can find the Guide on the Department website under

64 Hospital Program or the National VFW Auxiliary Website: WHAT ABOUT VAVS? For more information on the VFW Auxiliary s participation in Veterans Affairs Voluntary Service (VAVS) Program, please see that section in the Hospital Program Guide or contact the Department Hospital Chairman. The Diagram below illustrates how the VFW Auxiliary Hospital Program overlaps with and supports the Veterans Affairs Voluntary Service (VAVS) Program. The VFW Auxiliary provides volunteers and resources to VA Facilities across the country, saving Veterans Affairs more the $60 million a year in expenses. To help you stay on course The 2018/2019 Hospital Team Hospital Co-Chair Hospital North & VAVS Hospital South Marlene Raffety PDP Kathy Walery Joyce Daniels 1711 E. Solar Ave Rd 7432 Walnut Rd McGalliard Rd Fresno, CA Fair Oaks, CA Sun City, CA miraffety@comcast.net chefwalery@aol.com joycedaniels@hotmail.com DEPARTMENT AWARDS FOR DISTRICT CHAIRMEN: 1. Citation to each District Chairman for participation in the

65 program. 2. $25.00 to one District Chairman for the Best Promotion of Veterans Voices Writing Project (VVWP) 3. Plaque to the District Chairman with Best Promotion of the program goals DEPARTMENT AWARDS FOR AUXILIARY: Citation to the Auxiliary in each membership group with the Best Volunteer Recognition event. Citation to the Auxiliary in each membership group with the most New Volunteers signed up. California hospital pin to every volunteer who serves a minimum of 10 hours, or donates $25.00 in cash or goods to the hospital program. LEGACY AWARD for Best Overall Hospital Program in Honor of PDP Bonnie Gladden. LEGACY AWARD for Best Overall Fisher House Program in Honor of PDP Fran Swanson. LEGACY AWARD for Best Overall Veterans Games in Honor of PDP Marilyn Vernon-Leisure. LEGACY AWARD for Best Overall Military Suicide Awareness in Honor of PDP Joyce Bilyeu. NATIONAL AWARDS AWARDS FOR MEMBERS: 1. Award to one member with the most VA volunteers recruited. Form required. 2. Award to one member with the most sponsored non-member volunteers recruited. Form required. 3. Award to one member with the most non-va volunteers recruited. Form required. 4. Award to one member with the most total recruits from all categories. Form required. In addition to these special awards, Hospital Volunteer Service Pins are also always available. In addition to these special awards, Hospital Volunteer Pins are also always available

66 1. Award to one member with the most VA volunteers recruited. Form Required 2. Award to one member with the most sponsored non-member volunteers recruited. Form Required 3. Award to one member with the most non-va volunteers recruited. Form required 4. Award to one member with the most total recruits from all categories. Form required

67 DEPARTMENT VOLUNTEER PIN REQUEST FORMS ALL PINS WILL BE MAILED TO THE AUXILARY TREASURER FOR PRESENTATION AT AN AUXILARY MEETING AUXILIARY DISTRICT HOSPITAL VOLUNTEER PIN REQUIRED VOLUNTEERING Volunteers with a minimum of ten (10) hours in any hospital, rehabilitation center, rest home, hospice and/or working at home cooking, baking, sewing, crocheting, knitting, delivering or helping with parties. VFW members and non-members are eligible if sponsored by an Auxiliary for these pins. Make accumulated cash donations of $25.00 or more. Request must be made on this form. Names of Volunteers (Use additional paper if necessary) Signature of Auxiliary Hospital Chairman or Auxiliary Treasurer (required): Mailing Address: MAIL COMPLETED FORM TO: Marlene Raffety 1711 E. Solar Ave. Fresno, CA (559) ; E Mail: mlraffety@comcast.net

68 VFW HOSPITAL HOSPITAL CREDIT SHEET 1. Magazines and books, games and puzzles Value $ 2. Comfort items purchased Value $ 3. Cakes, cookies, candy, jelly, etc. purchased Value $ (Store bought/licensed Kitchen only) 4. Coffee, sugar, creamers, napkins, paper cups purchased Value $ 5. Materials for sewing, knitting or other handmade items Value $ Total working at home Members Hours # of Items Non Members Hours # of Items Student Volunteer Hours # of Items 6. Total members traveling to/from hospital 7. Total non-members traveling to/from hospital 8. Total Hours served in Hospital Members Hours Non Members Hours Student Volunteer Hours 9. Entertainers Hours Value $ Total 14 per mile Value $ GRAND TOTAL $ PRESENTATION OF ABOVE GIFTS ACKNOWLEDGED BY: Hosp. Official Aux. Chairman Name of Hospital Aux/District Date Date ATTACH SIGNED CREDIT SHEET TO DEPARTMENT REPORT FORM One copy District Chairman One copy Dept. Chairman One copy for file

69 HOSPITAL EVALUATION GUIDE FOR DONATIONS TO HOSPITAL PROGRAM The following guide has been set up for evaluating donations to the hospital program, giving us a uniform and accurate method of reporting. Please use these figures in making up all reports and compiling all records, including your monthly reports. BOOKS AND MAGAZINES New Books Paperback and Hardback Purchase Price Used Books Paperback in good condition $1.00 Used hardback goods in good condition $2.50 National Geographic, used in good condition $2.50 COMFORT ARTICLES New T shirts, white socks, shaving cream, combs Purchase Price Lap robes (knitted or crocheted) valued $35 each Credit 15 hours ea Robes (machine made) valued $25 each Credit 5 hours ea FOOD (HOMEMADE IN LICENSED KITCHENS) Cakes, Pies $6.00 each Cookies $4.50/dozen Cupcakes and Tarts $6.00/dozen Store bought items Purchase price Candy $5.00/lb Sandwiches $2.00 each Coffee Purchase price Fruit Purchase price Meals being served to patients at picnics, etc. Purchase price NOTE: No food with nuts or seeds should be donated to the VA Hospital MISCELLANEOUS ARTICLES New Playing cards, puzzles Purchase Price Flowers or plants Purchase Price Prizes or other gifts for parties Purchase Price Refreshments for Parties Purchase Price CREDIT FOR HOURS SERVED Preparing Food Actual preparation time Serving in Hospital, picnics, bingo, Visits NOTE: Hours are to be reported only for time spent at the Hospital. Remember to report miles, both to and from hospital for each vehicle driven.

70 Should you have questions, contact your District and/or Department Hospital Chairman

71 HOSPITAL SERVICE PINS AND RECOGNITION AWARDS Q: Who orders VFW Auxiliary hospital service pins? A: The local VFW Auxiliary Hospital Chairman orders pins for ALL members Pins bearing the VFW Auxiliary emblem and designating the number of hours a volunteer has devoted to hospital work, will be awarded to members meeting the eligibility requirements noted below. Pins earned in all non-va facilities must be ordered by the local VFW Auxiliary Hospital Chairman. Forms for ordering pins and recognition awards are available on the VFW Auxiliary website, or by contacting the VFW Auxiliary National Headquarters Programs Department. Volunteer hours at a VA and non-va facility may be combined for award purposes. EXAMPLE: Member Linda is a regularly scheduled volunteer in a VA facility, where he/she volunteers 75 hours. He/she then volunteers at a non-va hospital with another 75 hours. He/she may combine those hours for the 150 Hour VFW Auxiliary Pin in addition to any awards offered by the VAVS program. Eligibility: A VFW Auxiliary member in good standing who has volunteered a minimum of 150 hours under the VFW Auxiliary sponsorship in any hospital is eligible to receive a pin as a gift from the VFW National organization. ONLY the pin, or bar indicating the highest number of accumulated hours, per request will be awarded and should be worn. Nonmembers serving under the VFW Auxiliary sponsorship are not eligible for this pin. There is a special Sponsored Hospital Volunteer Award available for these volunteers. Pins are available for volunteers who have served: Pins are available for volunteers who have served: 150 hours 300 hours ALLOW 4 WEEKS FOR 500 hours DELIVERY OF PINS FROM 1,000 hours THE DATE THE REQUEST 1,500 hours IS MADE. DO NOT WAIT 2,000 hours UNTIL THE END OF THE 2,500 hours YEAR TO REQUEST THESE 3,000 hours PINS. REQUEST THEM AS 4,000 hours THEY ARE EARNED A 5,000 hour pin is triangular

72 Between 6,000 and 9,000 hours are triangular with an additional pearl for each 1,000 hours earned. A bar guard signifying 10,000 hours may be attached to this pin and this hereafter, bar guards are available for each additional 1,000 hours. If pins are to be presented on some special occasion, be sure to allow enough time for the request to be processed and the pins shipped.

73 Lost hospital service pins may be replaced. Request for replacement pins must go directly to the National Headquarters, Attn: Programs Department. Include name, address, Auxiliary # and Membership ID number of the member desiring replacement. DO NOT send the request to the National Ambassador. OUTSTANDING HOSPITAL VOLUNTEER OF THE YEAR AWARD VFW Auxiliary members who volunteer in both VA and non-va facilities are eligible to be nominated as an Outstanding Hospital Volunteer of the Year in their Membership Group. SPONSORED HOSPITAL VOLUNTEER/STUDENT VOLUNTEER AWARD The sponsored hospital volunteer/student volunteer, who volunteers a minimum of 100 hours under the VFW Auxiliary sponsorship facility, is eligible to receive a special award from the VFW Auxiliary National Headquarters. The award must be requested through the VFW Auxiliary Chairman. Application forms are available on the VFW Auxiliary website: or by contacting VFW Auxiliary National Headquarters, Attn: Programs Department. Only one award may be ordered for each sponsored volunteer, per lifetime. RECRUITER AWARDS FOR VFW AUXILARY MEMBERS AND STUDENT VOLUNTEERS A charm from the VFW Auxiliary National Headquarters will be awarded to each member recruiting one or more volunteers between June 1 and May 15. These awards are available for VFW Auxiliary members and Student Volunteers. Application forms are available on the VFW Auxiliary website: or by contacting the VFW Auxiliary National Headquarters, Attn: Programs Department.,

74 APPLICATON FOR VFW AUXILIARY HOSPITAL RECRUITING AWARDS To be filled out in triplicate: one (1) copy must be retained by the VAVS Representative or VFW Auxiliary Hospital Chairman, one copy to the Department Hospital Chairman, and send the ORIGNIAL to the VFW Auxiliary National Headquarters, Attention: Administrator of Programs, 406 W. 34 th St,. 10 th Floor, Kansas City MO Submitted by: Name/Title (VAVS Rep or Aux. Hospital Chairman) Mailing Address: City State Zip Phone ( ) Signature: Charm to each VFW Auxiliary member Recruiting one or more hospital volunteers between July 1, 2018 and March 31, Be sure all information below is complete Member Recruiting Member ID # Aux. # Number Recruited Date Recruited SIGNED: DATE: Voluntary Service Prog. Mgr./Supervisor of other hospital Must be received by March 15, 2019 Send to: Vickie Rosse, National Hospital Ambassador

75 OUTSTANDING HOSPITAL VOLUNTEER NATIONAL AWARD IN EACH Program Division The Department Hospital Chairman should select ONE Outstanding Hospital Volunteer from the Department, complete this form and return it to the National Ambassador so it is received by March 15, The Hospital Volunteer may be any VFW Auxiliary member who serves as a VFW Auxiliary Hospital Volunteer in any medical facility in your Department (VAMC, military, community, children s hospital, nursing home, therapy center or clinic). VAVS Representatives and Deputies are also eligible to be considered as Outstanding Hospital Volunteer. Volunteer hours at VA and non-va facilities may be combined for award purposes. THE VOLUNTEER MUST SERVE FROM March 1, 2018 THROUGH February 28, NAME OF OUTSTANDING HOSPITAL VOLUNTEER: ADDRESS: CITY STATE ZIP VFW AUXILIARY NAME & NUMBER: (WHERE MEMBERSHIP IS HELD) MEDICAL FACILITY WHERE MEMBER SERVES: 1. How long has he/she been a VFW Auxiliary Hospital Volunteer? 2. Number of hours served from 3/1/18 to 2/28/19? 3. Total hours served as Hospital Volunteer (lifetime hours)? 4. What weekly or monthly Hospital programs has the member participated in?

76 5. What are his/her volunteer assignments? PLEASE ATTACH A SEPARATE SHEET WITH DETAILED INFORMATION ON WHY THIS VFW AUXILIARY MEMBER IS AN OUTSTANDING HOSPITAL VOLUNTEER. SIGNED: DEPARTMENT OF Program Division: (DEPT. HOSPITAL CHAIRMAN) RECEIVED BY NATIONAL AMBASSADOR DATE

77 APPLICATION FOR MEDICAL ASSISTANCE GRANT VFW Auxiliary - Department of California Complete and mail one (1) copy directly to the Department President, Ellie Mello, c/o CA Dept. Office, 9136 Elk Grove Blvd., Suite 101, Elk Grove, CA AUXILIARY NAME # DISTRICT NAME OF AUXILIARY MEMBER Date joined auxiliary Date previous year's dues paid Date current year's dues paid Marital Status Does Member (or Spouse) have hospitalization insurance? Medicare? Percentage of Hospital bills paid by insurance Member has has not received a previous hospital grant (if so, give date) Please advise (in detail) why you feel this Member needs assistance. Approved by Auxiliary Treasurer Date Address: Zip *************************************************

78 PHYSICIAN'S STATEMENT Name and location of Hospital (if hospitalized) Date confined from to Diagnosis: Prognosis: Signed Physician s Signature Physician s Address Application Granted [ ] Denied [ ] Date Amount $ If Grant was denied, reason for denial:

79 LEGISLATION CHAIRMAN: MADDIE CUNNINGHAM COLSTON 7906 Kittyhawk Ave., Los Angeles, CA Home (310) ; Cell: 310/ E Mail: maddiec2@att.net We are, fundamentally, a nation of laws. The Legislative Program celebrates this foundational element by helping the Auxiliary to be advocates for legislation that promotes and elevates veterans affairs. Our veterans, active service members, and their families have sacrificed so much to protect America s legislative system they should get the best it has to give back to them. We can help make that happen. All 435 seats in the House of Representatives are up for election this year. Of the 100 U.S. Senate seats, 35 are up for grabs and governors will be chosen in 36 states. Thousands of state-level senators and representatives will be voted in, or out, of office, as well. The candidates are listening: you can make your voice heard and tell our legislators that you care about veterans issues and you expect them to do the same. Ideas for activities: Connect with your Hospital Program volunteers to help distribute voteby-mail applications to hospitalized veterans and/or other limitedmobility citizens Pass out I Vote In Honor of A United States Veteran stickers Host a candidate forum and invite candidates to speak and respond to questions relating to veterans affairs consider combining this with a Family Freedom Festival gathering. We have some excellent tools at hand to help us articulate our message: the VFW Priority Goals and the VFW Action Corps Weekly. Each year, the VFW defines the main legislative goals for us to support, broken into eight main areas of concern: Budget Education, Employment and Workforce Development and Transition Assistance Accountability Defense and Homeland Security Healthcare Military Quality of Life Compensation and Benefits POW/MIA The Priority Goals outline the principal legislative initiatives we promote, such as allocating proper funding to ensure an adequate VA system for all veterans and reducing the claims backlogs, addressing veteran

80 homelessness and suicide, and promoting education and employment opportunities to assist service members and their families when transitioning back to civilian life. Released every January, it is posted on the national website at -- select What We Do and then Legislative. Every candidate for the House and Senate should be given a copy of this one-page document. The VFW Action Corps Weekly is a free, short newsletter, in which the VFW s Washington Office summarizes (in plain English) all legislative activity affecting veterans, active service members and their families. This is one of the best tools we have to educate our members about veterans concerns, and about where we want our legislators to focus their attention and support. Note: When the Action Corps Weekly sends you an Action Alert, it s a call to action to tell our legislators by letter / / fax / phone call of the position we want them to take on a particular bill in Congress. As our elected representatives, we can and should hold them accountable if they do not share our views. The Action Corps website has a wonderfully simple tool that has short notes already drafted to send your legislators (based on your Zip Code) about pressing issues. You can edit it as you wish, and send it electronically in seconds, or you can print out the notes for mailing to share with those who do not have Internet connectivity. In whatever way you choose, you can make your voice be heard and be counted, and thereby make a difference. The focus of the Legislative Program is on engagement: become involved both individually AND collectively with your Auxiliary, your schools and your community. We can fill an important role by contacting schools and providing a brief program on the legislative process and citizen advocacy, using the Auxiliary s Guide to the Legislative Process and the Guide on Contacting Your Legislators as well as other materials from the national website to help students learn more about veterans and their needs. In doing so, you can help students to find their voices, and use them to promote citizen advocacy effectively. Ideas for activities: Contact a high school, junior college or adult education civics class and ask to give a short talk on the legislative process and how it can affect our service members and their families, and then pass out Action Corps Weekly, the Priority Goals and copies of any Action Alert letters

81 Team up with your Auxiliary s Scholarships and/or Youth Activities Program Sisters and Brothers to make it a joint event, reaching out to Scout Troops, youth sports teams and kids church groups Prominently feature copies of the Priority Goals and Action Corps Weekly at the Legislative booth in your Family Freedom Festival you can create a simple game, quiz or coloring sheet that steps through the legislative process and then offer a Random Act of Patriotism (RAP) card or coin, or a piece of wrapped candy, for children s entries. RESOURCES and WEBSITES: VFW Priority Goals VFW Action Corps Weekly Guide to the Legislative Process Guide to Contacting Your Legislators VFW Auxiliary Involvement in Elections and Political Activities

82 AWARDS: There will be awards for the Outstanding District Chairman and Outstanding Auxiliary Chairman. All awards will be based on the best promotion of the Legislative Program, using the criteria set forth by the National Legislative Ambassador: 1. How did your Auxiliary/District promote the VFW Priority Goals? 2. How did you educate youth on the legislative process? 3. How did your Auxiliary/District encourage members to communicate with legislators on veterans issues? 4. How many members signed up for the Action Corps Weekly? 5. How did your Auxiliary/District communicate pending legislations and special legislative alerts? 6. How did you use the tools outlined in the Guide to Contacting Your Legislators? The Legacy Awards, honoring our Past Department Presidents, go to the Auxiliary Chairman in the state who best promotes the following: Legacy Award in Honor of Past Department President Marilyn Peck Best Creative Promotion of the Legislative Program Tools (Priority Goals, Action Corps Weekly, Guides noted above, etc.) Legacy Award in Honor of Past Department President Judy Jones Best Promotion of Student Education on the Legislative Process.

83 MEMBERSHIP CHAIRMAN: KELLI LEE 5322 Colodny Dr. #5, Agoura Hills, CA (310) ; E Mail: Ktazlee@me.com California Dreamin' of 100% Membership The VFW Auxiliary started with a small group of women who wanted to serve veterans, and it has grown exponentially and now includes both males and females as members. There is only one way to add members: ask someone to join! And once they join, ask them to participate. PROGRAM GOALS Recruit New Members Retain Current Members Grow the Organization Department President Ellie Mello s theme is 360 Support For Our Veterans And Their Families. In order to complete that mission, membership is needed. Increasing our amount of members means a larger team of educators and volunteers working for the betterment our Veterans lives and healthcare. California Dreamin' of 100% Membership. It is not just a dream. We can do it! But, it is going to take the excitement and effort of all members and Auxiliaries to achieve our goal of 100%. Let s surf through our community events and make opportunities to recruit new members. Every Auxiliary should have a Membership Plan. Organize a membership team to set up recruiting events.

84 HAVE A PLAN: This plan should include: Contact current members Outreach to former members Plan recruiting events for new members Before a membership year begins, set your calendar for when you plan to do each of these: Make it easy for members to renew their dues. Show members how to renew online in MALTA. Plan at least four recruiting events in your community each year. ASK SOMEONE TO JOIN: There are numerous places and times to ask someone if they want to join the VFW Auxiliary. Your approach will look different depending on who your audience is. In all cases, the potential member should have some knowledge of what the VFW Auxiliary is and what we do before they ever receive an application. Important Tools: Fact Sheet, available free from National Headquarters Business card with contact information (Order yours from the VFW Store, Know the National website, and the CA Auxiliary website, Follow the Department Facebook page.(vfw Auxiliary Department of California.)

85 RECRUITING TIPS 1. Let a potential member know: It is an honor to have a veteran in your family who makes you eligible for the VFW Auxiliary. Not everyone can join, and your veteran s service and sacrifice can be honored through your membership. 2. Members who are informed know the Auxiliary understands the importance of family and attending family events. An adult who still has children in the home will want opportunities to do things with his or her family. If he or she can t bring his or her children and spouse to at least some of the events, he or she will be less likely to join or to continue his or her membership. Be sure that you plan at least one family f iendl e ent e e th ee months o once pe FOLLOW UP! Most likely, the first time you talk to someone new about the organization, that person will not be ready to commit. It is important to ask for their contact information and then follow up within a week. Retaining Members:

86 The key to keeping members is getting them involved. ASK THEM TO PARTICIPATE. Call or a new member within a week with the next meeting date and time, or the next possible event or project. Offer to pick him/her up, or invite them to get coffee before or after the meeting or event. Put a team of members in charge of contacting new members or members who haven t been to a meeting recently. These members should be friendly and knowledgeable about the Auxiliary. Remember to respect and show kindness to ALL members. Additionally, if members do not feel welcome, they will most likely not go meetings, volunteer or renew their membership. Monthly signup sheet for regular events If they say No to invitation to volunteer, be sure to ask again! s and phone calls for special events Have another member stay with them for entire length of event Ways to encourage participation Public recognition of current volunteers. Posters that spotlight volunteers Find out if members prefer contact by phone, , text or Facebook Be specific about volunteering duties & time commitment

87 Retaining and Rejoining Members We as a team feel that promoting membership, recruiting, and retaining and rejoining members plays a huge role with this organization. We need new members to continue to grow and have fresh ideas, retain members to keep the organization going and rejoin the members from the past to show them that the organization is trying to grow with society, as well as maintain the principles and traditions from our history. Interact, Inspire and Support Our Veteran, Military & Their Families We need to spark an interest in a potential new member. Explain that Auxiliary members visit hospitalized veterans, attend homecomings, volunteer within our community, work our Programs (not only benefit the Veterans, but their families also). To see that spark of enthusiasm in new members helps those who have been doing it for so long gain a new outlook on the Auxiliary. We love to share all the good that we do as an Auxiliary and what we have to offer them as a member, along with their family. Get new members excited to participate in dinners, fundraisers, hospital activities, Buddy Poppy drives, contact legislators, support youth groups, bring our scholarship programs into the schools, teach and spread patriotism. A Stars & Stripes Event The National Membership and Recruitment Believe Team are excited to try something new. At the 2019 National Convention in Orlando, Florida, will honor the top Department in each Program Division. All members attending the National Convention from the top Department Division will receive a special badge and sit under their Department s special sign. In addition, members who pre-register from that Department will receive special treats at their seats in the Auxiliary meeting room on June 22, 23 and 24, Their goal is to honor all that helped achieve the top goal in Membership, not just the President of that Department. Department must have the highest percentage of continuous paid members in our Division from July 1, 2018 to May 31, 2019, based on June 30, 2018, total membership numbers. Help National with Training and Promoting and Win Money! Auxiliary Membership Chairman this is your chance to win a National Award. To participate you need to send to your Department Membership Chairman, Kelli Lee by December 31, 2018 exact information on how you trained your Auxiliary Members in the art of recruitment (training materials, power points, handouts etc.). The Department Membership Chairman will then forward one winner on to National by January 31, 2019, so the award can be announced at the 2019 National Mid-Year Conference.

88 Create A Fact Sheet or Brochure and Help Fellow Members! A 2nd possibility of obtaining a National Award with the same December 31, 2019 deadline to your Department Membership Chairman is, a Fact Sheet or Brochure that you/or your members created to pass out to potential or new members. When creating these fact sheets or brochures be sure to include information you would have loved to have received yourself as a brand new member. The same timeline by the Department Membership Chairman as outlined above. Winner will be named at the 2019 Mid-Year Conference. Membership & Recruitment Resources The most important resource every member needs to have and understand is the VFW Auxiliary Podium Edition of the National Bylaws, Booklet of Instructions and Ritual. Also, the National website, is the key resource that allows all members to explore ideas and learn how to recruit and engage members. Follow the National organization on Facebook. Community Engagement If your Auxiliary participates in all community events, this will bring awareness to our organization. Awareness will bring interest, interest will bring new members. An Accepting New Member ad can be put in local newspapers or contact local radio talk show and ask to speak on the show. Our best recruiting tool is to be seen in and working with our community!

89 MEMBERSHIP DIVISIONS District Groups Group Districts I 2, 10 and 14 II 9 and 12 III 6, 7 and 16 IV 5 and 15 V 4 and 13 VI 1, 3 and 17 District medallion winners are the Districts in each Group with the highest percentage of paid annual and life members at the time of each Council of Administration meeting. The medallion winners at the Department Convention in June, 2019 are welcome to keep their medallion as a memento of their District s accomplishment. AUXILIARY DIVISIONS Based on the Membership as of June 30, 2018 Division Number of Members

90 5 NEW OR REJOINED MEMBERSHIP AWARDS 2018/2019 Report Form Sign up 5 new or rejoined members: Receive the California Dreamin' Bus membership pin. You must fill out the Membership Award Form Member requesting award: Address: Auxiliary # District# 1 Name of New / Rejoined Member Aux # Date of Transmittal Auxiliary Treasurer: Phone: Complete 3 copies: - Keep one for Auxiliary File; send one copy to the Department Membership Co-Chairman, Sharonda Lewis, Western Ave. #238 Lomita, CA 90717, (310) sharondalewis72@gmail.com - give one copy to the member who recruited the new member. Form must be received by April 30, 2019 to be eligible for the drawing.

91 AIDE-DE-CAMP REPORT FORM Auxiliary members who collect the dues of 20 new members will be appointed as an Aide- De-Camp to the Department President. They will receive Special Recognition at the Night of Celebration, and the Department Presidents Special award. Deadline for this award is March 31, Member requesting the award Auxiliary # District # Name of Member Aux # Dist # Date of Transmittal Complete 3 copies: Keep one copy for the Auxiliary file; Send one copy to the DEPARTMENT MEMBERSHIP CHAIRMAN Kelli Lee, 5322 Colodny Dr. #5 Agoura Hills, CA and give one copy to the member who collected the dues. Auxiliary Treasurer Phone # If this award is for the Auxiliary Treasurer, the Auxiliary President must sign the verification. Department Treasurer Date of Verification

92 MOST NEW MEMBERS AWARD FORM Department Presidents Special Award 2018/2019 Report Form There will be one (1) award presented by the Department President to the auxiliary member who signs up the most NEW members by May 31, Award will be presented at the Department Convention in June You must fill out the Most New Members Award Form and the form must be received in the Department office no later than May 30 th. Member requesting award: Address: Auxiliary # District# Name of New Member Aux # Date of Transmittal Auxiliary Treasurer: Phone: Complete 3 copies: - Keep one for Auxiliary File, send one copy to the Department Membership Co-Chairman, Sharonda Lewis, Western Ave. #238 Lomita, CA 90717, (310) sharondalewis72@gmail.com - give one copy to the member who recruited the new member. Form must be received by April 30, 2019 to be eligible for the drawing.

93 MOST REJOIN MEMBERS AWARD FORM 2018/2019 Report Form For the Auxiliary that signs up the Most Rejoin members will receive a special award presented to that Auxiliary at the Department Convention in June You must fill out the Most Rejoin Memberships Award Form and the form must be received in the Department office no later than May 30 th. Auxiliary Requesting Award: Address: Auxiliary # District# Name of New Male Member Aux # Date of Transmittal Auxiliary Treasurer: Phone: Complete 2 copies: - Keep one for Auxiliary File, send one copy to the Department Membership Chairman, Kelli Lee, 5322 Colodny Dr. #5 Agoura Hills, CA 93101, ( ) ktazlee@me.com - Form must be received by April 30, 2019 to be eligible for the drawing.

94 Even though we no longer have National Recruiter Trainers, we urge each and every District and Auxiliary to continue to Recruit, Recruit, Recruit. There is no other way for our organization to "grow". If you sign up three (3) new members (or rejoin), you are entitled to a beautiful National Recruiter pin. Just fill out this form and return to Dept. Membership Chairman Kelli Lee. RECRUITING AWARD FOR SIGNING THREE (3) NEW MEMBERS VFW Aux. Dept of California Recruiting Award for Signing Up Three (3) New Members PLEASE TYPE OR PRINT ALL INFORMATION RecruiterName MemberID Aux # Recruiter's Address Street City State Zip Number Auxiliary Number Member Name New Member Recruited Date Accepted Send completed form to Kelli Lee, Dept. Membership Chairman 5322 Colodny Dr. #5 Agoura Hills, CA 93101, ( ) ktazlee@me.com -

95 VFW Auxiliary Member Award NATIONAL MEMBERSHIP ACHIEVEMENT AWARD: Each Auxiliary or VFW Post member who secures 20 new members from July 1, 2018, to April 30, 2019, with the official form received at National Headquarters no later than May 31, 2018, will be honored with a National Membership Achievement Award. PLEASE TYPE OR PRINT ALL INFORMATION Recruiter s Name Member ID# Aux. No. Recruiter s Address Street Address City State Zip Code Recruiter s address NUMBER AUXILIARY NUMBER MEMBER NAME DATE ACCEPTED Completed form must be received by National Headquarters by May 31, Mail form to: VFW Auxiliary ATTN: Membership Awards 406 West 34th Street, 10th Floor Kansas City MO Or to info@vfwauxiliary.org

96 Member Recruiter Award Uncle Sam Hat Member Recruiter Award: Each VFW and VFW Auxiliary member who recruits (5) new and/or rejoined Auxiliary members from July 1, 2018, through April 30, 2019 official form received at National Headquarters no later than May 31, 2019, will be honored with an Uncle Sam Hat Member Recruiter pin. Patriotic Vest Member Recruiter Award: Each VFW or VFW Auxiliary member who secures 10 new members and/or rejoined members from July 1, 2018, to April 30, 2019 with the official form received at National Headquarters no later than May 31, 2019, will be honored with a Patriotic Vest Member Recruiter pin. Recruiter s Name Member ID# Aux. No. Recruiter s Address Street Address City State Zip Code Recruiter s Address NUMBER AUXILIARY NUMBER MEMBER NAME DATE ACCEPTED Completed form must be received by National Headquarters by May 31, 201. Mail form to: VFW Auxiliary ATTN: Membership Awards 406 West 34th Street, 10th Floor Kansas City MO 64111

97 Member Awards: DEPARTMENT AWARDS 1. 5 Members: For signing up five (5) NEW or REJOINED members you will receive the membership pin. You must fill out the Membership Award Form to be entered into the drawing Members: For signing up twenty (20) NEW members by March 31, 2019you will be appointed as Aide-de-Camp to the Department President. Aide-de-Camps will be invited to attend the Department Present s Night of Celebration at the Department Convention in June 2019 At which time you will not only receive special recognition and a certificate, but earn the satisfaction of knowing you have done your part in growing our organization to better serve veterans. NOTE: The auxiliary treasurer must sign and submit the request form titled Department Aide-de-Camp Award and the form must be received in the Department office no later than April 15, Department Presidents Special Award : There will be one (1) award presented by the Department President to the auxiliary member who signs up the most NEW members by May 31, Award will be presented at the Department Convention in June 2019 You must fill out the Most New Members Award Form and the form must be received in the Department office no later than May 30 th. 4. Recruiter Pins: Anyone who signes up at least three (3) new or rejoin members will receive a Recruiter Pin. You must fill out the form. (VFW MEMBERS ARE ELIGIBLE FOR THE ABOVE AWARDS) Auxiliary Awards: 1. Legacy Award: Past Department President, Dorothy Fisher Membership Legacy Award will be presented to the Outstanding Auxiliary Membership Chairman, for the most effective membership program in the Department. A written description of activities used to recruit new members and retain current members must be received by the Department Membership Chairman, no later than April 15, The winner will receive the Department Presidents Special Award.

98 2. Auxiliary Awards: The following Auxiliary awards are based on June 30, 2018 membership totals, including new, continuous and life members: Auxiliaries who reach 100% by December 31, 2018 will receive the President s Special Award. Auxiliaries who reach 100%+ by December 31, 2018 will be entered into a drawing for three (3) $100 CHECKS. Auxiliaries who reach 100% by May 31, 2019 will receive $25 from Department. 3. Most Rejoin Members Award: For the Auxiliary that signs up the most REJOIN members will receive a special award presented to that Auxiliary at the Department Convention in June You must fill out the Most New Rejoin Memberships Award Form and the form must be received in the Department office no later than May 30 th. 4. Treasurers Award: Department President Ellie Mello wants to acknowledge the challenging work that Treasurers do to help Auxiliaries reach all the membership goals. Therefore, there will be a special drawing at the Department Convention in June 2019, just for Auxiliary Treasurers whose Auxiliary reached 100% by May 31, District Awards: 1. District Auxiliary Awards: The following Auxiliary awards are based on June 30, 2018 membership totals, including new, continuous and Life members: District Auxiliaries who reach 100% by December 31, 2018 will receive the Department Presidents Special Award. District Auxiliaries who reach 100%+ by May 31, 2019 will be entered into a drawing for three (3) $100 CHECKS. District Membership Chairman Award: Districts that reach 100% by May 31, 2019 will be entered into one (1) special drawing for $150 to be given to the District Membership Chairman whose District reached 100% by May 31, Night of Celebration:

99 District Presidents who attain 93% membership by December 31, 2018will receive Special Recognition and a Special Award by the Department President (in front of all their peers). Everyone will be invited to attend. So, let s help your President receive this milestone.

100 Membership and Leadership Awards AWARDS FROM NATIONAL 1. One Uncle Sam Hat Pin to each VFW and VFW Auxiliary member who recruits five new and/or rejoined Auxiliary members from July 1, 2018, through April 30, OFFICAL FORM REQUIRED. Due to National Headquarters by May 31, Pins will be mailed directly to the member. 2. One Patriotic Vest Pin Each VFW or VFW Auxiliary member who recruits 10 new members and/or rejoined members from July 1, 2018, to April 30, OFFICAL FORM REQUIRED. Due to National Headquarters by May 31, Pin will be mailed directly to the member. 3. National Membership Achievement Award VFW or VFW Auxiliary member who secures 20 new and or rejoined members from July 1,2018 through April 30, 2019, with the Official form received at National Headquarters by May 31, 2019, will be awarded with the National Membership Achievement Award. AWARDS FOR AUXILIARIES: 1. $50 to one Auxiliary in each Program Division and a We Believed You Could Coin to the Auxiliary Membership Chairman with the most outstanding training and promotion of the Membership/Recruiting Program. One entry from each Department will be judged by the criteria on the guide sheet. Due to the National Membership Ambassador by Dec, 31, $50 to one Auxiliary in each Program Division with the most outstanding fact sheet or brochure used as a membership recruitment tool. One entry from each Department will be judged by the criteria o the guide sheet. Due to the National Membership Ambassador by December 31, $25 to each Auxiliary when it reaches 100% Plus by June 30, 2019, based on June 30, 2018, total membership numbers. 100% Plus is any amount over %.

101 AWARDS FOR DEPARTMENT MEMBERSHIP CHAIRMEN 1. Citation to each Department Chairman for participation in this Program. 2. Believe We Can Do It VFW Store Gift Certificate to one Department Chairman in each Program Division for the best promotion of training and promotion of the Membership & Recruiting Program. 3. Outstanding Performance Award in each Program Division based on criteria listed on Page 2 and for the promotion of the Program Goals on Page $75 and a We Believed You Could Coin to one Department Chairman in each Program Division with the most outstanding training and promotion of the Membership & Recruiting Program done during a Department function put on by the Department Chairman. One entry from each Department will be judged by the criteria on the guide sheet available at Entries due to the National Ambassador by May 31, AWARDS FOR DEPARTMENTS: 1. Quarterly Awards: Goals for new and rejoin members will be individualized for each Department and be given to each Department at the start of 2018/2019 year. a. Quarter 1 by October 31 - $100 b. Quarter 2 by January 31 - $200 c. Quarter 3 by April 30 - $300 d. Quarter 4 by June 30 - $ Stars & Striped Award: One Department in each Program Division will receive this award for presentation at National Convention 2019 for total membership from July 1, 2018 through May 31, 2019, based on June 30, 2018 membership numbers. Special gifts and awards to be presented at 2019 National Convention, as well as gifts for any member from the winning Departments who pre-register for the 2019 National Convention and attends. 3. Conference Vs. Conference a. The Conference with the highest total percentage by December will earn $50 to go to each Department in that Conference, b. The Conference with the highest total percentage by June 30, 2019 will earn $50 to go to each Department in that Conference.

102 AWARDS FOR NATIONAL CONFERENCE COACHES 1. We Believed You Could Keepsake to each Conference Coach for their hard work in this program.

103 ALL-STATE AUXILIARY PRESIDENT CRITERIA To qualify for All-State Auxiliary President Award, the following criteria must be met. 1. The Auxiliary must be 100% in Membership by March 31, The Auxiliary must be represented by at least the Auxiliary President, Senior Vice President or Junior Vice President at all District meetings and Schools of Instruction. It is recommended that your program chairman attend these meetings as often as possible. 3. All Auxiliary audits must be current. 4. The Auxiliary must have 100% participation and reporting in Americanism, Hospital, Legislative, Scholarships, Veterans & Family Support and Youth Activities. 5. The Auxiliary must hold at least 10 business meetings per year. Monthly business meetings are encouraged. A quorum of five members is required at each meeting. (Section 210 and 212 in the National By-Laws. 6. All quotas must be paid by December 31, Your application for All-State Auxiliary President must be received by the Department Membership Chairman by April 15, ALL-STATE DISTRICT PRESIDENT CRITERIA To qualify for All-State District President award, the following criteria must be met. 1. District must be 100% in Membership by March 31, The District President must attend at least two (2) Council of Administration meetings. 3. The District must attain 100% participation in all National Programs. 4. All Auxiliary and District audits must be current.

104 5. All inspections of Auxiliaries in your District must be completed and reported to the Department office by January 10, You must hold at least (2) District Meetings in the 2018/2019 year. (See section 504 of the National By-Laws). 7. The District President s report must be received by the Department Membership Chairman by April 15, All-State Auxiliary and All-State District Presidents will receive a citation of accomplishment and a name badge which identifies the individual as an All- State President. Application for Auxiliary All-State President Auxiliary Name # District # Auxiliary President s Name (Please print) 1. When did your Auxiliary reach 100% in membership? 2. The Auxiliary was represented by the (circle one or more) President, Senior Vice President, Junior Vice President at all District Meetings and Schools of Instructions. Signature of District President to verify Date 3. Did your Auxiliary participate and report in all National Programs? Please enter the month at least one report was sent from your Auxiliary to the Department chairman in the following programs: Americanism: Buddy Poppy/National Home Hospital: Legislative

105 Veterans & Family Support: Scholarships Youth Activities: 4. Were all audits up to date as of the date of this report? Yes No 5. List the dates of all Auxiliary meetings held (with a quorum): 6. Were all quotas paid by December 31, 2018? Yes No Your application must be received by the Department Membership Chairman by April 15, All information will be verified by Department records. Auxiliary President Signature: Date: Address:

106 Application for District All-State President District # District President s Name:(Please Print) 1. When did your district reach 100%? 2. Did you attend at least two (2) Council of Administration meetings? Please list dates. 3. Did your District attain 100% participation and reporting in all National Programs? 4. Were all Auxiliary and District audits up to date, as of the date of this report? Yes No 5. Were all Auxiliaries inspected and reported to the Department Office by January 10, 2019? Yes No 6. Did you hold at least two (2) District Meetings in the 2018/2019 year? Please list dates Your application must be received by the Department Membership Chairman by April 15, All information will be verified by Department Records. Date: District President s Signature: Address: 2018/2019

107 Department Membership Team Kelli Lee, Chairman Sharonda Lewis, Co-Chairman 5322 Colodny Dr. # Western Ave. #238 Agoura Hills, CA Lomita, CA (916) (310)

108 District Membership and Leadership 2018/2019 YEAR-END REPORT *REQUIRED BY ALL DISTRICT PRESIDENTS: PLEASE SUBMIT TO THE DEPARTMENT MEMBERSHIP CHAIRMAN BY APRIL 15, 2019 AT: Kelli Lee 5322 Colodny Dr. #5 Agoura Hills, CA District Chairman No. of Auxiliaries Participating District # *Please note that participation is not considered for any awards but it must still be tracked. 1. How many Auxiliaries planned recruiting events? 2. Total number of recruiting events for all Auxiliaries: 3. How many Auxiliaries used the following methods to collect annual dues? Phone Calls: s: Letters/postcards: Face to face conversations: 4. How many Auxiliaries offered incentives to their members for renewing early? 5. How many Auxiliaries sent dues reminders/notices? 6. If your Department has a National certified Recruiter Trainer (NCRT), how may training sessions die he/she give at Department events? 7. How many times did your Department send dues notices/reminders during the year? 8. Did your Department offer any incentives to Auxiliaries for collecting dues early? If so, please describe: 9. Does your Department offer a program for Auxiliaries similar to the Circle of Excellence, such as Outstanding Auxiliary or All American? District Chairman: Date: Signature

109 SCHOLARSHIPS CHAIRMAN: DIANA RUDE KULHANEK 8733 Via Diego Ct., Lakeside, CA (619) ; E Mail: dirude@yahoo.com PROGRAM GOALS Student Participation Recipient Recognition Community Awareness Increasing Award I am so honored to help serve President Ellie as your Scholarships Chairman for the year! I look forward to helping you reach out to the students in our communities and connect aspiring scholars to our scholarship opportunities. Each of our scholarships encourage patriotism, assist students in attaining an education and help students reach their full potential. This increases VFW and Auxiliary recognition while supporting our communities, students and members. Our scholarships help their dreams come true! The Scholarships Program is such an important asset to the Auxiliary members. A scholarship is a sum of money or grant given to a student to provide financial assistance to pursue his or her education on the basis of academic merit or achievement. Together we can make dreams come true! There are four contests available: Continuing Education Scholarship Voice of Democracy Patriot s Pen Young American Creative Patriot Art It is our responsibility as an Auxiliary member to do everything in our power to get students involved! GET THE WORD OUT! The first step is to identify likely individuals with whom you can discuss scholarship opportunities. Here are a few suggestions of groups who might be interested in what you have to say: Schools including Charters and Home schooled students Scholarship Counselors JROTC Units

110 Churches and/or Youth groups Student-focused organizations (Big Brothers, Big Sisters, Boy Scouts, Girl Scouts, Camp Fire Girls, etc.) Parent Teacher Associations (PTA) Students' sports teams (Coaches, mentors, advisors) Your grandchildren, nephews, nieces, and your neighbor s children Home school associations Once you get an entry, please check the rules and instructions for each contest. We would not want an entry to be disqualified at any level. Recognize every participant. Award them with a Certificate of Participation, monetary award, gift card to a bookstore, etc. Please take a picture of the winners and submit it with a description of the contest(s) to your local newspaper. This is free advertising!! What a wonderful way to have people in the community see what great things we are doing with our students. The Scholarships Program can alter the lives of our students. Our students gain so much from the experience by meeting our members, our veterans, and other students. Our students are the future of today and tomorrow in leading our great country, and we can play a major role in helping to shape their future. Each year, there are opportunities for our students to obtain scholarship money through our four scholarships! Our Scholarships Program increases the VFW and Auxiliary recognition while supporting our communities, students and members. The VFW and Auxiliary can play a vital role with our students by fostering better awareness and display of love, pride and respect by providing them the opportunity and encouragement to apply for all four scholarships. Get the Word Out by spreading the Word and being knowledgeable of the different scholarships! For those students who wish to further their education, this will give them the opportunity to move forward to their future and obtain their long-term goals. A student s ability to reach an obtainable goal is never impossible, even though it may be challenging. As long as the students keep dreaming, their goals are possible and obtainable. The opportunities offered in our Scholarships Program range from those in middle schools to adults. Our Auxiliary members should promote all four Scholarship Programs; not just one program. Our Scholarships Program is a chance to encourage pride, education and patriotism in all age groups. Let s face it, if we want to reach as many young people as possible with our great Scholarship contests, we should meet them on their playing field. After all, we are in the technological world. At times, it may be difficult but also challenging to get the Word Out about our great Scholarships Program to the local schools so we can distribute our brochures. So let s have more interaction with the

111 21st-century students by reaching them through social media. As you know, Social Media has teaching and informational tools with natural collaborative elements allowing our students to view and comment on each other s activities. So let us jump on board and use it to our advantage. Continuing Education Scholarship For the 2018/2019 Auxiliary year, we would like every Auxiliary to reach out to its members and encourage those eligible to apply for the Continuing Education Scholarship. This scholarship is to assist members who wish to further their education by pursuing a college degree or a career direction at a vocational/technical school. The spouse, son and daughter of a member are also eligible to apply. Applicant must be 18 years of age or older. Qualifying member must be a current VFW Auxiliary member and must have been a member of the VFW Auxiliary for one (1) year prior to submission of their entry. An entrant must complete an application and submit an essay of 300 words or less. The completed application and essay must be received at National Headquarters by February 15, 2019 by either US Postal Service or . Previous National Continuing Education Scholarship winners are not eligible. Administrator of Programs VFW Auxiliary National Headquarters 406 W. 34 th St., 10 th Floor Kansas City, MO or the application and essay to info@vfwauxiliary.org with the following Subject line: Continuing Education Scholarship Application One $1,000 scholarship will be awarded to an applicant in each of the four (4) VFW Auxiliary Conferences. The $1,000 scholarship shall be used in the academic year following completion of the contest. In addition each top winner will receive a plaque. The scholarship will be paid directly to the American college/university or vocational/technical school of the awardee s choice. An application is available either from the Department Scholarships Chairman or on the website. Young American Creative Patriotic Art Contest

112 Open to all students, including home-schooled students in grades No digital art will be accepted, and artwork must be on canvas or paper. It will be judged on patriotic theme and technique. One Department winner will be forwarded to VFW Auxiliary National Headquarters. Please see the student s brochure at For more details on requirements. Students must attend the school in the state of the sponsoring Auxiliary. The Department winners will receive $500-1 st place and a plaque, $300-2 nd place - $200-3 rd. Deadlines: Entries received by local Auxiliary March 31 Entries received by Department April 15 Entries received by National Headquarters May 5 National Awards: First Place $10,000 scholarship Second Place $5,000 scholarship Third Place $2,500 scholarship Fourth Place $1,500 scholarship Fifth through Eighth Place $500 scholarship

113 Voice of Democracy National Scholarships Voice of Democracy Audio Essay Contest Theme: Why My Vote Matters This contest is open to all students, including home-schooled students in grades 9-12 (submitted by the new deadline date of October 31). Students must be a resident of the state where entered. District winners will receive an expense paid trip to Sacramento for the Department Voice of Democracy Banquet in January. Four District winners will be awarded $1,000 each from Department, and the Department winner will receive $2,000 and a free all-expense paid trip to Washington, DC where their essay competes in the final competition. The remaining District winners will receive $500. The First Place winner Award for the National Voice of Democracy is $30,000. Deadlines: Deadlines! Entries to VFW Post Midnight, October 31 Completion of Post Judging November 15 Completion of District Judging December 15 Completion of Department Judging January 10 Department Winner to VFW National Headquarters January 15 NATIONAL AWARDS First Place $30,000 scholarship Second Place $16,000 scholarship Third Place $10,000 scholarship Fourth through 36 th Place $7,000 to $1,500 scholarship 37 th 54 th Place - $1,000 scholarship

114 Patriot s Pen Patriot s Pen Essay Contest Theme: Why I Honor the Flag This contest is open to all students, including home-schooled students, in grades 6-8 (submitted by the new deadline date of October 31). Students must be a resident of the state where entered. The Department 2 nd place winner will receive $750 and the 3 rd place winner will receive $500. The 1 st place winner will receive $1,000 and an all-expense paid trip to Sacramento and also to Washington, DC where their essay competes in the final competition. The First Place winner Award for the National Patriot s Pen is $5,000. DEADLINE Dates! Deadlines: Entries to VFW Post Midnight, October 31 Completion of Post Judging November 15 Completion of District Judging - December 15 Completion of Department Judging - January 10 Department Winner to VFW National Hdqtrs - January 15 National Awards: First Place $5,000 Second Place $4,000 Third Place $3,500 Fourth through 46 th Place $2,750 to $500

115 Scholarship and Contest Resources Complete list of all contest rules can be found in the following resources: VFW website: VFW Auxiliary website: Promotions from National Ambassador VFW Store: or Tips for submitting winning applications - Follow ALL scholarship and contest guidelines. It s important! Consider these tips: Read all guidelines ahead of time. Make sure you are eligible before you begin. Pay close attention to deadlines. Include your contact information in the designated space. Answer all the questions. Properly display artwork. Stay within word count limits. Be conscious of proper spelling and grammar. Choose good references when requested. Follow instructions for following up on your application s status. Remember, it is okay to ask questions! RECOGNITION IS KEY It is important that scholarship and contest winners receive recognition at every level. Ways to recognize winners: Present a certificate and/or gift. Ask the winner to give a speech or lead the Pledge of Allegiance at an Auxiliary event. Host an awards ceremony. Contact local media to feature winners in the news. Sample press releases available online. Invite winners to participate in a conference. Do not forget to recognize the parents!

116 By providing the opportunity for our students to participate in one or more of our Scholarships Program (Continuing Education Scholarship, Young American Creative Patriotic Art Contest, Voice of Democracy and Patriot s Pen), at an early age they learn what it means to support our veterans, their families and our communities. Together we can make dreams come true! Don t forget to Report! Report! Report! Please make three copies and send one each to the Department and District Scholarship Chairmen, and keep one for your records. If you have any questions or concerns, please do not hesitate to contact me. I look forward to working with you!

117 DEPARTMENT AWARDS District Auxiliary Chairmen Awards: Department Citation for District Auxiliary Chairmen with 100% reported participation in all four areas: Continuing Education Scholarship, Young American Creative Patriotic Art Contest, Voice of Democracy and Patriot s Pen and is received by December 31, Department Citation for the District Auxiliary Chairman with the Best Promotion of the Continuing Education Scholarship and is received by March 31, Department Citation for the District Auxiliary Chairman with the Best Promotion of the Young American Creative Patriotic Art Legacy Award and is received by April 15, Auxiliaries Awards: Department Citation for the Auxiliary with 100% reported participation in all four areas: Continuing Education Scholarship, Young American Creative Patriotic Art Contest, Voice of Democracy and Patriot s Pen and is received by December 31, LEGACY AWARDS A Special Recognition award honoring our Past Department Presidents will be awarded to the Auxiliary Chairman in the state who best promotes the following Scholarships Program during the 2018/2019 year: Past Department President Darlene Kidd, VFW Auxiliary Continuing Education Scholarship Legacy Award Past Department President, Kay Fuller Young American Creative Patriotic Art Legacy Award Past Department President Pat Whitley, Voice of Democracy Legacy Award Past Department President Gloria Palmer, Patriot's Pen Legacy Award NATIONAL AWARDS Citation to any Auxiliary that donates to the Young American Creative Patriotic Art Contest Escrow Fund

118 VETERANS & FAMILY SUPPORT CHAIRMAN: MARY ANNE KREUTZ Vintage St., Northridge, CA (818) ; E Mail: MamaKreutz@sbcglobal.net PROGRAM GOALS VFW National Veterans Service VFW Veterans and Military Support Programs Assisting Veterans, Military and Their Families We need to open our doors to our communities to promote the VFW National Veterans Service Programs, not only to continue to update our members but also to those veterans unaware of the programs available to them. We need to educate those who want to know how to navigate the course to apply for the VFW Veterans & Military Support Programs services. We will continue to reach out to go that extra mile to help veterans, active military and their family members. North, East, South or West just point a member in the direction where help is needed, big or small, down the road or across the hall, we are here to help! The Department President Ellie Mello s theme is, 360 Degrees for Our Veterans & their Families, with her symbol of the Compass is perfect to help point our veterans in the right direction for program services. The National President Sandi Kriebel s theme is Believe-We Can Do It, with her iconic symbol of Rosie the Riveter has all of us flexing our arms to show the strength of our organization. VFW National Veterans Service The VFW s National Veterans Service (NVS) help veterans, service members and their families obtain the benefits they deserve-at no cost. NVS provides a nationwide of nearly 300 VFW Service Officers who help veterans navigate the Veterans Affairs system. Those VFW Service Officers recover more than $1 billion annually in VA benefits for veterans and their dependents. These highly skilled professionals assist all veterans, weather they are VFW Members or not, in filling claims for: * Disability Compensation * Rehabilitation and education programs * Pension and death pension * Employment and training programs

119 National Veterans Service also works to ensure veterans receive quality, timely and accessible VA Health care including: * Hospital Care * Specialized health care for female veterans * Outpatient Care *Alcohol and drug dependency treatment * Medical evaluation for disorders associated with military service, exposure to Agent Orange, radiation or other environmental hazards. Donations to NVS can be made online at select National Veterans Service, and click Contribute. Donate by mail by sending funds to the VFW earmarked for NVS. Mail check to: VFW National Headquarters-Attn: NVS 406 W. 34 th Street, 11 th Floor Kansas City, MO VFW Veterans and Military Support Programs (Previously Known as VFW National Military Services) Veterans and Military Support contains four programs initiated by the VFW: * Military Assistance Program (MAP) * Unmet Needs * VFW Sport Clips Help A Hero Scholarship * Operation Uplink. These programs serve active-duty and recently discharged military. If you need additional information than what is provided in this book, just click on the and steer a course to obtain additional resources. Donations can be made online at select Veterans and Military Support, click Contribute. Donate by mail by sending funds to the VFW earmarked for Veterans and Military Support. Mail check to: VFW National Headquarters Attn: Veterans and Military Support 406 W. 34 th Street, 9 th Floor Kansas City, MO 64111

120 * Military Assistance Program (MAP)* The Military Assistance Program helps provide financial assistance to VFW Post and Auxiliaries to sponsor troop send-offs, homecomings and gettogethers. Post and Auxiliaries participating in Adopt-A-Unit and Family Readiness Groups can also receive assistance. MAP keeps care packages circulating by covering postage cost. The VFW has updated the enclosed forms for the MAP Grant Guidelines, the FAQ, the Application, the Instruction & the Grant Report as of January 8, If you have any additional questions to apply for MAP funds, contact the VFW NMS office 1/816/ * Unmet Needs Can Help in a Crisis * Unmet Needs provides grants (not loans) and referrals to other organizations to active duty service members, veterans and their immediate families to assist with basic life needs. For example, if a soldier is serving on foreign soil, but the rent is due back home or if the family car needs a new radiator at a cost the family cannot afford and needs help. The Unmet Needs Eligibility Criteria sheet, along with the Unmet Needs Program FAQ is here in the book with information of how to apply. Grants of up to $1,500 payable to a creditor can bridge the gap to make a mortgage or rent payment or to fund home and auto repairs, insurance, and utility costs, food and clothing. To learn more, visit to apply online. * VFW Sports Clips Help A Hero Scholarship Program * The VFW and Sport Clips are giving the gift of scholarships to our nation s heroes as a way of thanking them for their dedicated service to our nation. The VFW Sports Clips Help A Hero Scholarship awards scholarships of up to $5,000 to qualifying veterans and service members to help them complete their educational goals without incurring excessive student loan debt. Support those who support us and visit your local Sports Clips today! To learn more, visit * Operation Uplink * Operation Uplink is much appreciated by active-duty military and their spouses and children - a welcome way to stay connected. Now they have Virtual Pins instead of a physical card to stay in touch with their loved ones. Plenty of virtual PIN's for free call time are also still available for distributions for the VFW. Request them for hospitalized veterans to give them another way to talk to family and friends. The enclosed form for Virtual PIN request has been updated. Contact information for Operation Uplink, by UPLINK@VFW.ORG or call 1(816)

121 RESOURCES TO PROMOTE THIS PROGRAM The Veterans & Family Support Resource Rack Card is a very valuable tool to use when promoting this program. This one tool provides veterans, active-duty military and their families a list of 20 organizations and agencies that offer them support and assistance when needed. Placing this information in the hands of our nation s heroes provides them with a place to go when help is needed. The tool can be downloaded from the website at and copied so that it can be distributed, placed in locations of information in your community or posted where it can be seen and used by others. There are VFW Auxiliary Thank You Coins available for purchase from the VFW Store at or by calling 1/800/ These coins could be presented to veterans and/or active military to thank them for their service. Give these coins to our veterans as an act of honor and is appreciated by those who receive them. The Resource Pack that has 20 organizations and agencies that offer them support and assistance when needed. THREE WAYS TO PROMOTE THIS PROGRAM AT A FAMILY FREEDOM FESTIVAL 1. Provide information about VFW National Veterans Service (NVS). 2. Provide information about VFW s Veterans and Military Support Programs (Military Assistance Program (MAP), Unmet Needs, VFW Sport Clips Help A Hero Scholarship, and Operation Uplink.) 3. Hand out the Resource Rack Card.

122 VETERANS AND FAMILY SUPPORT DEPARTMENT AWARDS Certificate to the Auxiliary with the Best Promotion of VFW National Veterans Services. Certificate to the District Chairman in each Membership Group with the Best Promotion of VFW National Veterans Services. Based on the National Program Goals a Certificate to one Auxiliary in each membership division for Outstanding Performance in the following: National Veterans Services & National Military Services Department Legacy Awards National Veterans Service PDP Judy Jones Adopt A Unit PDP Emma T. Lopez Operation Uplink PDP Sherl Ann Daverio Unmet Needs PDP Phyllis White National Military Services PDP Gwendolyn Rankin Military Assistance PDP Stephanie Martin Veterans and Military Support PDP Reta Butler California VFW Service PDP Sue Wells VETERANS AND FAMILY SUPPORT-NATIONAL AWARDS Awards For Auxiliaries: 1. Citation to one Auxiliary in each Department with best project that supports and/or serves a veteran and his/her family. 2. Citation to one Auxiliary in each Department that distributes the most VFW Auxiliary Thank You Coins. 3. Citation to one Auxiliary in each Department that distributes the most VFW Auxiliary Resource Rack Cards. YOUTH ACTIVITIES

123 CHAIRMAN: RHONDA MONTOMERY 4812 Brookstone Ave., Stockton, CA (209) ; E Mail: rmontgo5213@aol.com PROGRAM GOALS Youth Groups Supporting Our Veterans National Citations Sponsoring and Working with Youth Groups Random Acts of Patriotism (R.A.P.) Marie Klugow Memorial Scholarship/VFW Auxiliary California Create a Contest for Students in Grades K-5 It s time for the VFW Auxiliary Membership to introduce to youth/youth groups why we volunteer and which programs we offer to support all veterans and their families. We have a number of programs that everyone can reach out to volunteer at all ages to make a difference in a veteran s life and there are, Americanism, Hospital, Legislative, Membership, Scholarship, Veterans & Family Services and Youth Activities. Now is the time to act as our National President Dee Guillory expresses in her theme, Catch the Dream for Our Veterans and our Department President Eleanor Ellie Mello s theme, 360 For Our Veterans and their Families This Youth Activities Program is geared to give youth/youth groups an opportunity to develop a deeper appreciation for our veterans and our freedoms. Thank you veterans for your service to our country! Wanted: Today s youth/youth groups who want to learn from those who served in one of the military branches for this great nation and the sacrifices that they made for all of us. Learn from those who were there defending our rights and know why it s not just another day off of school/work to observe a Patriotic Holiday. We need to open our doors to all Youth/Youth Groups for them to talk directly to veterans or Auxiliary members who are willing to share their life s experiences waiting for loved ones to come home from service. 1. Youth Groups Supporting Our Veterans National Citations Show support by recognizing these proud hard-working young groups that have given their time to go that extra mile to do numerous projects to honor our veterans. For example, visiting and volunteering in a VA facility, marching in patriotic holiday parades, collecting items to send to our troops or helping at the Post serving meals. They need to know that the VFW Auxiliary appreciates the endless hours of volunteering helping veterans and that we are One Team, One Heartbeat working together as a team.

124 Please take the time to apply for this award, plan on attending the schools assembly/ceremony to personally present the National VFW Auxiliary Citation to the Youth Group in front of their peers. The Youth Groups Supporting Our Veterans National Citations has a Citation Request Form that can be found on the just login and go under Program & Publicity Resources, Youth Activities. YOUTH GROUPS After school programs Youth focused organizations School clubs Youth focused organizations Non-profit organization youth advisory councils Service learning and civic engagement departments in high school and colleges, scouts, other youth groups 2. Sponsoring and Working with Youth Groups Under the Auxiliary Youth Activities Program, an Auxiliary can sponsor a youth group and engage youth in any one of our programs. Youth Groups/Parents are looking for a local organization to help complete a school requirement/project such as volunteer hours, special projects or service badges for clubs in a safe environment. Ask members at the next meeting to see who knows of a youth group that can use our help and in turn, we can teach them about the 13 Folds of the American Flag or the Pledge of Alliance or have them write letter/cards to our troops. Ask your VAVS Hospital Representative to help support/sponsor a youth group to volunteer at the local VA/non- VA facilities and don t forget to do a report! Project Examples Visiting & Volunteering in VA/non-VA facilities Raising funds for a community veterans memorial Marching in patriotic holidays parades Volunteering to help veterans and active-duty military and their families with yard work or household repairs Sending cards or small gifts to the National Home to support families Planning a card and letter writing campaign in local schools to send mail to our troops overseas or our veterans in VA facilities

125 Organizing assembly, collection and delivery of care packages for troops Teaching veterans computer skills 3. Random Acts of Patriotism (R.A.P.) For those of us who volunteer at the local schools, involved with the PTA, troop leaders or coach youth sport teams, these items are a must to carry in your bag to promote R.A.P. Encourage and reward patriotism through R.A.P. If a child is seen thanking a veteran, properly placing their hand on their heart during the Pledge of Allegiance or involved in some other activity that promotes patriotism, we suggest giving them a R.A.P. card and or coin. When you see youth showing patriotism say, Hey! Nice R.A.P. You have been caught displaying a Random Act of Patriotism. The R.A.P. coins can be purchased at the VFW Store product code #01916 and the R.A.P. cards can be printed off from the VFW National Auxiliary website. 4. MARIE KLUGOW MEMORIAL SCHOLARSHIP The Marie Klugow Memorial Scholarship was established to encourage the family of our members to attend 4-year colleges. In addition to a scholarship for a beginning college student and one for a continuing student, a scholarship specific to a new or continuing nursing student was created in response to the shortage of certified nurses in the VA Hospitals. All members of the Auxiliary and/or Post and their children and grandchildren are eligible to apply for these scholarships. The Veterans of Foreign Wars Auxiliary, Department of California offers three scholarships: One to a graduating high school senior One to a junior college or continuing university student One to a nursing applicant

126 Application Criteria/Forms are available at or by contacting Department Youth Activities Chairman, or by calling the Department office. 5. Create a Contest for Students in Grades K-5 VFW and Auxiliary National Headquarters sponsor contest for students in grades 6-8, 9-12 however there is no national contest for this age group. That s a for students in grades K-5. Perhaps your Auxiliary and/or Department already sponsor a contest for this age group. That s wonderful and I am so happy to hear that! However, if your Auxiliary and/or Department does not currently sponsor a contest for students in Grades K-5 (or even if it does) create one! Contests can be created at both the Auxiliary and Department levels. The contest could involve coloring or painting. Writing an essay or poetry, photography or video, etc. You can split the grades as you see fit. For example Have a winner for grades K-2 and a winner for grades 3-5, Or one winner for all submissions-it s up to you. Popular Social Media Networks Facebook / Twitter / Linkedin / YouTube / Pinterest / Instagram. It has never been so easy to communicate your cause and events to youth/youth groups. If you don t know what any of this social media is all about, invite a youth/youth group in for a lesson.

127 DEPARTMENT AWARDS LEGACY AWARDS Honors our Past Department Presidents (PDP) to the Auxiliary Chairman in the state, under each category who best promotes the named award in the 2017/2018 Auxiliary years. PDP Julie Williamson, Youth Activities Legacy Award PDP Jane Maxwell, Youth Supporting Our Veterans Legacy Award. PDP Deborah Jacobs, Outstanding Youth Group Legacy Award DISTRICT AWARDS $25.00 to any District Chairman who sponsors and is involved with a Youth Group in the District. A citation to each District with 100% participation promoting / involved with youth/youth group. Award to the District Chairman who has the best promotional material for a Youth Group in each District. NATIONAL AWARDS Special Award: An award to one youth group in each Program division with an outstanding project submitted to the Youth Groups Supporting our Veterans Citation. Will be mailed to the sponsoring Auxiliary for presentation. NATIONAL AUXILIARY AWARDS 1. Citation to one Auxiliary in each Department for the best promotion of ways to use and/or reuse R.A.P. cards and/or coins. 2. Citation to each Auxiliary that creates, supports and/or sponsors a youth group. Form required: available at Youth Group Supporting Our Veterans Awards Youth Groups can be recognized for their efforts and service projects for our veterans, active-duty military and their families. Citations are available on the VFW Auxiliary National Headquarters - click on member login; click Program & Publicity Resources, Youth Activities. Deadlines: Work must be completed by March 15, 2019 and request submitted to the Department Youth Activities Chairman by April 6, ( Youth Groups Supporting Our Veterans Awards )

128 REPORT, REPORT, REPORT In all reporting, please describe the project itself and include how much money was spent on the project, as well as the time and mileage of persons who helped. Remember to complete all the information on the back of the report form. There are main categories under Youth Activities. Please indicate the project by number and letter. Example: 8a about Program of This report. Reports for Judging by the Department chairs will be able categorize Auxiliary reports for selection of awards.

129 SECRETARY An Auxiliary is a team and the Auxiliary Secretary is an integral part of the team. You are the assistant to the President and all member. The success of our organization relies on the quality of leadership and team work of your Auxiliary. The Secretary of the Auxiliary is authorized to use Malta to maintain member and Officer information on his/her Auxiliary. Malta is accessed at malta.vfwauxiliary.org. First time users must select Activate Account and follow the instructions. From your Secretary s Duties tab, you can view members and update their information, record deceased, print out labels for all your members, dues notices for all your members, and also enter National delegates and your installation report each year following the election. Familiarize yourself with the Ritual for the order of business, the National Bylaws for your duties and the Booklet of Instructions for suggestions and details. The following taken from Demeter s Manual may be helpful. Purpose of Minutes: Minutes are recorded and read for three (3) main reasons: 1. To refresh the memory of the members who attended the last meeting. 2. To inform those who were absent. 3. To compile a history of the organizations acts and accomplishments. Essentials of Minutes: The Secretary is not required to include in the minutes all that takes place at meetings. Generally speaking only decisions should be recorded. A record is made of what is done, not what is said. Lengthy or detailed minutes are not necessary. The following constitute the most essential points for inclusion (others are not excluded): Kind of meeting (regular, special, etc.) Name of Organization. Date and place of meeting, also presence of quorum (number of members present). Names of substitute Officers. Action taken on minutes of last meeting. Main motions and resolutions, whether adopted or lost. Name of proposer of a motion (person who seconded, if required). Brief report of Officers and Committees. All required previous notices such as notice to rescind, to reconsider, all proper points of order and appeals, and all votes taken by hand or rising, ballots, roll call.

130 Any other action or proceeding worthy of record. Social or other events of the meeting occurring before, during or after the session, including names of guest speakers therein may be included for the record. Hour of meeting and adjournment. A Secretary may tape the minutes of the meeting to supplement his/her notes. The recorder must be in full view of the members and may not be used if any member objects. The tapes may not be distributed to those who did not attend the meeting and may not be used for any purpose other than to ensure the accuracy of the minutes. Individuals may not be allowed to tape the meetings for their own personal use. (See Booklet of Instructions.) Other items of importance are as follows: See that all application forms are correct and completed in detail. Notify the Auxiliary from which a member has transferred. Update Malta or notify Department and National with the name changes and/or address changes of the Auxiliary President, Treasurer and Secretary immediately. (Changes to named Treasurer must be made by National). Ensure all bills are presented to the Trustees for determination of their action. Obtain copy of Treasurer his/her report which includes all receipts and disbursements and the breakdown of all funds and incorporate into the minutes to be read. Incorporate the quarterly audit report into the minutes. Keep all Auxiliary files updated according to the retention schedule adopted by your Auxiliary in accordance with the National Bylaws, and suggestions of Department for Committee Reports, etc. A suggested retention schedule is available from the Department Office which was compiled from National regulations and State laws. All communications are grouped under one heading (Read letters from National first, then Department letters to be followed by District communications, Post and Auxiliary communications and finally thank you notes, cards and correspondence from other organizations. (NOTE: National General Orders do not need to be read as each member receives a copy of the VFW National Auxiliary magazine.) Any General Orders from Department are official and must be read at meeting before being filed for reference. All other communications from National and Department are also official and should be read at once. If the communications require action, such action taken is to be

131 recorded in the minutes. The Secretary shall affix the seal of the Auxiliary to all communications. Should an Auxiliary have but one seal, he or she shall make it available for the use of the Treasurer. Date all communications and sign your name in ink. With each signature, give your full name, address, Auxiliary name and number. In late March or early April, you as Secretary, will receive the Warrant and Installation form authorizing installation of your newly elected Officers for the preceding year. It is the responsibility of the Auxiliary Secretary to make sure these Installation Reports are completed and entered into the National Installation Reports section in Malta or that and a copy sent to the Department office. If your officers are not entered before June 30, the Auxiliary will be suspended on July 1 and your newly elected President will not receive any correspondence from National Headquarters unless the report is entered in the system. Secretaries can be greatly assisted during the meeting if your President will ask the Chairmen to give copies of their reports to the Secretary. This will give the Secretary a break, help him or her catch up, and will be a time saver.

132 NOTIFICATION OF TRANSFER DATE To: Secretary of Auxiliary No. Sister/Brother Member ID # from your Auxiliary has requested a transfer, and has been accepted into our Auxiliary No.. Secretary, Auxiliary No. Note: As directed by National Bylaws, Section 106A ************************************************** DATE NOTIFICATION OF TRANSFER To: Secretary of Auxiliary No. Sister/Brother Member ID # from your Auxiliary has requested a transfer, and has been accepted into our Auxiliary No.. Secretary, Auxiliary No. Note: As directed by National Bylaws, Section 106A.

133 TREASURER Auxiliary Treasurers are able to directly enter membership information, including new membership, recording dues and updating addresses To ensure you are able to take full advantage of these features, it is very important that you set up your logon to the National website (at malta.vfwauxiliary.org). Follow the instructions for a new member to activate your account. The only information you will need is your membership ID, name, and mailing zip code. From your membership number, National will know that you are the Treasurer and will allow you access to updating members. Treasurer s Responsibilities The Treasurer shall set up and accurately keep a multi-column right handed units cash book showing a General Fund, National and Department Dues, Relief Fund, and Restricted Cancer Insurance Fund (if you have a policy), and any other funds required by the Auxiliary. The money of the Auxiliary shall be in a bank checking account. Deposits shall be made after each meeting and the bills paid by check only. This is the only safe and business-like manner of handling Auxiliary funds and it is more convenient and less expensive. The signatures of both the President and Treasurer are to be registered at the bank and all checks must be signed by both. The Auxiliary may hold a bank savings account or Certificate of Deposit. It has been ruled by the National Office that an Auxiliary may have a third signature at the bank, only by permission from the National President and only for a specific period of time. The National and Department dues account shall list the names of all members paying dues and the amount paid by each. The Treasurer shall keep a strict accounting of each member in the Auxiliary in the cash book, and a dues record binder. These dues are to be entered in Malta or transmitted to the Department Treasurer as soon as possible after they are received. This account should be cleared by the end of the month. The National Bylaws state: The dues shall be paid annually in advance in accordance with the calendar year beginning July 1, for all members (annual and new). It should be the aim of the Auxiliary to have every member paid up for the coming year by December 31. Dues Record Binder: We urge each Auxiliary Treasurer to obtain one of these from National Headquarters Supply Department, if they do not already have one, and keep it updated on every member in the Auxiliary. It has been suggested that you may use the back of each page for additional information which you find necessary or helpful, such as whether or not a

134 life member has paid his/her insurance, when he/she received a continuous membership pin, etc. The Admission fee and dues of all new members shall be received with their application for membership. The application card has the obligation printed at the bottom. When the candidate reads and signs the obligation, he or she is considered obligated as soon as he/she is accepted into the Auxiliary. The admission fee is used to provide each new member with a membership pin and a copy of the current National Bylaws. It is highly recommended that the new member fee be $10.00 to cover the cost of the pin and podium edition of the most current Bylaws. Report of the Treasurer at each meeting shall include: date of meeting, balance last report, receipts and disbursements in detail, listing to whom, amount and for what purpose, total receipts and disbursements, and total this report. The Treasurer shall give a copy of this report to the Secretary to incorporate in its entirety into the minutes. Guidelines for Treasurers: 4. Applications and transmittals are to be printed or typed. 5. Instructions in the Auxiliary Treasurer s Guide booklet are to be used for reporting deceased members and name and address changes in Malta or to the Department office. Department of California forms will be used to report to the District Chaplain, Department Chaplain and Department Treasurer. 6. Each year between July 1 and November 15, a Form 990n must be filed on the Internet and a copy of the completed documents must be mailed to the Department Headquarters so it can be tracked that all auxiliaries are in compliance with the IRS law. 7. Each year between July 1 and November 15, a form 199n must be filed on the Internet and a copy of the completed document must be mailed to the Department Headquarters so it can be tracked that all auxiliaries are in compliance with the Franchise Tax Board law. When you receive your Treasurer s Guide link for the new year, review all information. If needed, print out one copy of everything on the disk and keep it in a binder for future use. Study the Auxiliary Treasurer s Guide carefully. If you still have questions, contact the Department Treasurer. Life Membership: Any person in good standing of the Auxiliary may become a Life Member by payment of the proper fee to the Auxiliary

135 Treasurer in accordance with a fee schedule set forth by the VFW Auxiliary Life Membership Committee. Any new member or rejoin member may also join as a Life Member. Please refer to the National Bylaws Section 105 for more details concerning Life Membership. Life Members cannot be excluded from any Cancer Insurance carried by the Auxiliary. Ideally, the Life Member will continue to pay his or her own insurance premium, however, if the member does not, the Auxiliary must. Application Cards All applications become a permanent record for the individual member until his or her demise and this information is most important. Have the applicant read the form thoroughly and complete it carefully. Each member of the Investigating Committee, the person recommending the candidate, and the Auxiliary Secretary shall share the responsibility to see that the card is completed in detail and the candidate is eligible for membership and shall document this information on the application. Basic eligibility requirements are listed in the National Bylaws. All applicants and transfers, except those applying under a current member of the VFW Post to whose Auxiliary they are applying. I want to stress the importance of the information on the application form. We have had requests from various Auxiliaries for information on the applications on file here in the Department Office and we were unable to assist because the information was incomplete. Incomplete forms are not acceptable. Also, the investigating committee must sign for reinstatements, transfers, life transfers and non-paying transfers, the same as with new members.

136 According to the National Bylaws (Section 813A), the original application card, signed by the member shall be retained by the Auxiliary Treasurer. The Treasurer shall maintain a permanent file of the original membership application cards for every member admitted to membership in the Auxiliary. A copy of all applications, even if entered directly into Malta, must be sent to the Department Office for their permanent retention. Cash Ledger A. In order that a proper accounting of all receipts and expenditures may be had, periodical reports compiled and rendered and audits made by your Trustees, as required, it is necessary that receipts and expenditures must - in some form - be summarized and this is accomplished by a cash and distribution ledger. B. In order to simplify your work and the keeping of your Auxiliary records so that all may quickly understand the words received and disbursed and expended are used for the entries of receipts and disbursements instead of the usual accounting phrases of debits and credits. All monies coming into the hands of the Treasurer will be entered in the proper column under the word received. All monies paid out by he/she will, naturally, be entered in the proper column under disbursements or expended. The following information must be provided in some form in the ledger.

137 Column 1 Column 2 Column 3 Columns 4/5 Columns 6/7 Columns 8/9 Columns 10/11 Columns 12/13 For dates only and must always show year, month and day of entries. Show in this column name of person from whom money was received or to whom payment was made. Show receipt number or check number. Cash & Bank, indicate the totals of all money received and expended in the proper column. Dues-credit this under received with an amount equal to the National and Department dues. Never expend from this fund except for the purpose of paying dues to and through Department and show the same as Disbursements. General Fund- All money received that is not designated for other funds must be entered in this column. Money expended for general operating expenditures is taken from this fund. Check Bylaws Section 813A. Relief Fund-is a restricted fund. All monies received intended for this fund must be credited to this column. The net proceeds from the distribution of Buddy Poppies must be credited to this fund. Money may be withdrawn from this fund only for certain specific purposes as outlined in the Booklet of Instructions in the National Bylaws. Is for that portion of your dues that is intended for the Cancer Insurance premium, and is restricted for that purpose only. No other monies should be placed in this column. SUGGESTED AUXILIARY RETENTION SCHEDULE PERMANENT - Treasurer s record books, Secretary s Minute Books, membership applications (files for active and inactive). 7 YEARS - Bank deposits and check stubs, bank statements, canceled checks and drafts, copies of deposit slips. 5 YEARS - Schedules of fire and other insurance, record of payment of premiums, amounts recovered and papers substantiating claims against companies. 3 YEARS - Audit reports (reports must be incorporated into Minutes), dues receipts. CORRESPONDENCE - It is suggested that all correspondence and records relating to all subjects, before filing, be stamped or marked Permanent, Temporary, Regular and filed accordingly: Permanent - forever; Temporary - 1 year and Regular- 2 to 5 years.

138 TRUSTEES INSTRUCTIONS FOR AUDITING AUXILIARY BOOKS Doing an audit is a simple process if the steps are followed as listed below. The duties of the Trustees are very important! Auxiliary Presidents please see that each Trustee receives a copy of this information!! Please refer to the National Bylaws, Section 814, Page 88. RECORDS NECESSARY FOR AN AUDIT: Secretary: Minute Book Treasurer: Treasurer s Book Copy of previous Audit Membership Book Malta Withdrawals & Receipts reports Receipt Book Deposit Slips All bills, cancelled checks, bank statements and checkbook. If any of the above items are not on hand at the time of the Audit, it should be canceled and done at such time as all items are on hand. The Trustee whose term of office expires at the next regular election (1 yr Trustee) serves as the Chairman of the Trustees and shall call the audit. The three (3) elected Trustees shall audit the books within thirty (30) days of the end of the quarterly period. The Secretary, Treasurer and the President should be present to assist with the audit but their presence is not mandatory. It is important to know that the Trustees do the actual work, not the Treasurer, as the Trustees are checking the Treasurer s figures. Trustees should never change any figures in the books; all such changes must be made by the Treasurer. Audit Procedure: Receipts: 8. Check the receipts (let one check the Treasurer s book and the Minute book, one check the membership record book against the names on the Malta withdrawals, and one check the receipt book). Each one

139 should check each item with a check mark in colored pencil. 9. As each receipt is checked, the amount should be written down by one Trustee on a scratch pad. Add these to get the total receipts for the period. 10. Check the deposit slips against the receipts of each meeting. All money received should be banked immediately after each meeting. Deposit slip can be checked to see if this is done. 11. Verify that receipts have gone into the correct fund. Disbursements: 12. Check the disbursements (let one read and check disbursements from the ledger and check the minute book at the same time). One Trustee checks the bills, returned checks, money order stubs or memoranda of payment. The simplest and easiest way to keep returned checks is to tape each check to its respective stub in the check book. 13. As each disbursement is checked by each of the Trustees, the amount should be written down on a scratch pad and then added to get the total disbursements for the period. 14. Check the National and Department dues account against the dues receipts, the membership book, the Membership listing and against the amount of dues sent to Department each month. 15. Verify that funds have been withdrawn from correct fund. 16. Check all reports of Chairmen handling Auxiliary funds against bills presented for correct balances. Complete Report 17. Fill out the report of Audit. You will note the Audit report form has columns for the various funds, i.e., General Fund, National and Department Dues, Relief Fund, Restricted Cancer Insurance Fund and other funds. Balance from last report is indicated in the proper column. Show total receipts in the respective columns and the grand total in the proper column; show total disbursements since last audit, deduct from the grand total and this will give you the balance on hand in each fund. Total these balances together to obtain the total of all funds. This figure should be the same as the total of all funds in the Treasurer s Cash Book. 18. Check the balance with the Secretary s Minutes Book, Treasurer s ledger and check book. Reconcile the Auxiliary records to the bank statement by adding any outstanding deposits and deducting the total of all outstanding checks from the bank balance. Any bank service charge must be shown as a disbursement in the books. If everything is correct, all books will balance. If they do not, there is an error somewhere and further checking will be necessary. 19. Each Trustee shall sign the statement of audit. At the same time of the audit, each Trustee shall sign the reverse side of the last receipt

140 stub, the reverse side of the last check stub, the Secretary s Minute Book (all pages that are pasted or taped in), the Treasurer s Ledger and the bank statement Report of Audit. 20. The Chairman of the Trustees, or some other Trustee if the Chairman is not present, shall read the report of the audit at the next regular business meeting of the Auxiliary under Committee reports and may move for the acceptance of the report. 21. Three copies of the Audit must be made, one is to be turned over to the Secretary after it has been accepted by the Auxiliary to be copied into the Minutes of the Meeting (these accepted Audit reports shall be kept in a special file by the Secretary to be used at each subsequent audit). One copy is to be retained in the file of the Chairman of the Trustees for future reference and one copy shall be sent to the Department Treasurer. After it has been accepted by the Auxiliary.. AUDIT REPORT GUIDELINES Trustees have an important role in carrying out their duties. Trustees must be present for all audits. Audits must be properly executed according to the National Bylaws. Audit reports must be completed in their entirety. Audits must be conducted by at least two (2) elected Trustees. Audits must be conducted by the Trustees; NOT THE TREASURER. Audits must be correct - if incorrect, Trustees are to find errors. Corrections must be made before submitting to the Department Office. Treasurer s books are not corrected by anyone but the Treasurer. Treasurer s work sheet should be corrected before transferring figures to the ledger. Due dates of the audit must be observed for completing the audit. If impossible, notify the Department President and request permission for a later date. If the audit is completed but cannot be approved until the next month, notify the Department Office.

141 NOTE: It is the duty of Trustee #1 to call the audit and see that the completed audit is mailed to the Department Office. He / she should also remind the Treasurer to apply for the bond for the new fiscal year for both the President and the Treasurer no later than August 15 th. If it can be done in July so that the bond is present for the Auxiliary inspection, that is all the better. If you can also remind the Treasurer that the 990N and the 199N are to be filed in July or August as soon as the audit for the period ending June 30, has been completed, this will greatly assist the Auxiliary in meeting its filing obligations in a timely manner. Copies of these filings are to be sent to the Department Office.

142 BASIC PROTOCOL (Correct Protocol Should be Observed At All Meetings) As Outlined by Marie Klugow, Past National President PROTOCOL. The Rules of Diplomatic and State Etiquette and Ceremony. A cardinal rule of protocol is to observe an order of precedence at Auxiliary functions where officers and/or their representatives are present. Properly seat officers and guests at banquets and formal functions sponsored by the VFW Auxiliary (i.e. at a banquet for an official visit, the Auxiliary should be seated to the speaker's left and the VFW should be seated to the speaker's right. Speaker is facing the audience. Escort and Introduction of Guests: The Commander In Chief or National President is escorted through Aisle of Honor alone with Bible open. The following are to be escorted and presented as follows: National Elected Officers (current ones) Past National Presidents National District Council Members; National Appointed Officers; National Ambassadors and National Conference Chairmen (current ones) Past Dept. Presidents, all visiting Department Presidents (at a Department Council Meeting or Department Convention), all visiting District Presidents (at a District Meeting) Department Officers As a Special Note: At a Department Convention, the National Representative is escorted and introduced alone before all others. At a District Official Visit, the Department President is escorted and introduced alone before all others. At an Auxiliary Inspection, the District President is escorted and introduced before all others. Introduction of Guests from the floor: VAVS Representative(s) and VAVS Deputies, Department Chairmen of standing committees; Conference President; Conference appointed officers and chairmen of a Conference (Big 10, Eastern, Southern, Western). Introductions: It is proper to introduce guests at any time during a luncheon or banquet. The mistress or master of ceremonies should have a

143 complete list of guests. Take the time to go over the list and program with him/her. To expedite the program, guests not seated at the head table can be introduced during the dinner, before the head table is introduced. In an effort to save time, introduce people by groups rather than individually (i.e., committee members, officers, past presidents, etc.) When you are introducing someone give their TITLE first, then their NAME. If you give the name first, the title will be lost in the applause. (If you are asked to sign something, it is just the opposite, give your name first and then your title.) A standard procedure for introducing the head table guests is to start at the extreme left or right end of the head table, introducing each guest, then moving to the next guest, etc. until you have introduced all guests to the left (or right) of the podium. NOTE: Skip introducing guests who will be called on to speak or receive awards later in the program. They need not be introduced twice. Save time by asking the audience to withhold applause until all guests have been introduced. Give them proper recognition at that time. After you have introduced all of the guests to your left (or right), move to the opposite end of the head table and introduce each guest by title and name, moving from the furthest guest towards the center of the table. Again, skip introduction of those who will speak or accept an award later in the program. The membership rises in recognition of the OFFICE when the NATIONAL PRESIDENT or NATIONAL COMMANDER is introduced. If you are introducing a two-tiered table, introduce the guests seated at the lower or secondary head table, before you introduce the guests at the top, or primary. You are never introducing your guest; you are PRESENTING him or her. When you are speaking to the audience NEVER use the phrase "At this time". Everyone knows that it is "at this time"; they do not need to be reminded. Plan your introductions in advance. If you are conducting a District Meeting and you have many guests attending, you should write down the names and titles of your guests, so that you have a complete list of your guests compiled for the time when introductions are appropriate. If you are busy getting ready for your meeting or event, delegate the task to one of your Line Officers, or to someone that you know will not miss anyone coming through the door. It is acceptable to ask someone, such as a Past District President, to do your introductions for you; however, it is better received and more professional to do your own introductions. Be sure you correctly pronounce names, titles and other information about your guests and speakers. If you are unsure on how to say the name, ask for the correct pronunciation.

144 Program: Generally speaking, the principal speaker should be introduced last on the program, serving as the climax and concluding feature. Occasionally, this arrangement should be changed - if several speakers are on the program or numerous awards are to be presented, etc. The Principal speaker should then be introduced at the height of audience attendance and attention. If the program does not have a principal speaker, then the guests called upon to speak should be introduced in order of protocol - from the lowest rank to the highest official present. The order of speakers may be varied to tie into the program - greetings of welcome - presentation of awards, etc. Plan the order of the program early and discuss it with the people involved. Be flexible to changing the program to meet the needs of those who will participate. The program (if any, besides the National President or National Commander's message) should be kept short and interesting. The welcome and remarks from Civic Leaders should take a maximum of 10 minutes. The National President will need approximately minutes. If these suggestions are followed, you will hold the interest of your members and audience. Reception Line: The reception line is headed by the President or Chairman, usually preceded by one host to announce each person. The Guest of Honor is next to the President with other guests following in rank. A reception line should never be too long and should be situated away from the door, in order for people to enter or leave the room. Each person in line repeats to the person at the right the name of the person just greeted. If this is not done, then those going down the reception line give their name to those in line. Invitations: Sometimes you may wish to send out invitations for your District's Official Visit, a banquet you may be planning for your homecoming, an anniversary for your District or Auxiliary, etc. Please remember to include the Department Officers in your guest list. If this is a function with the comrades, include their Department Officers. Include in your invitation what the occasion is, where it will be held, the date and time of the event, the cost of the event and whether advance payment is expected (don't forget to include an address and contact person to mail the money to) and be sure to include the mode of dress. You may want to include an RSVP phone number so you will

145 know how many are planning to attend. If you receive an invitation and it requests an RSVP, have the courtesy to reply in a timely manner. Remember, meals have to be planned, seating arrangements made, etc. Special Invitations and Other Helpful Pointers In Planning A Program. All invited guests need to be advised of the basic objective of the Veterans of Foreign Wars Auxiliary, as well as the guest(s)' participation function at this event. Give all guests a tentative outline of the program, time they are to be on the program, approximate size of audience, their particular interests, how much time is allotted for guests to speak and mode of dress. Written invitations are best and should include the date, time and exact location of where the meeting will be held. If the invitation is made by telephone, be certain to confirm by letter and obtain acceptance by letter. In your follow-up letter, enclose complimentary tickets or, by prearranged plan, have an Auxiliary member be personally responsible for guest tickets. A standard rule is to always pay for the dinner or luncheon of anyone who is asked to do something for your organization, or to whom you issue special invitations. Arrange to meet your guests. If you made motel/hotel reservations for them, be certain to follow their instructions as to type of accommodations they require. Correct Escort of Guests at District Meeting: General speaking, these are guests of the District Commander. The Auxiliary Conductress will escort the District Commander. His/Her guest of honor will be next in line (usually the Department Commander), who will walk with the next guest in line. The comrades will then walk two by two, arranging themselves according to rank. The Assistant Conductress should be the last in line with one of the comrades. Should there be an odd number of guests the single person will walk by himself/herself, immediately in front of the Assistant Conductress and his/her guest. A page may be conveniently stationed near the Guard's door to escort the one person. The escort is always done two by two. The Conductress is in charge and should not permit the VFW guests to interfere with the escort. Correction Introduction: Before you introduce the head table, greet the guests and audience. Ask the guests to remain standing until all are introduced. Ask the audience to hold their applause until all the guests at the head table are introduced. When you introduce the head table, begin on your far left. If some members are going to speak, wait until that time

146 to introduce them so that you will not be introducing them twice. Simply state: "Since other guests seated at the head table will be speaking later, I will introduce them to you at that time." Or "Our speakers will be introduced when they present their speeches." Introductions should be gracious, but brief. It is not necessary to give the entire history of the person or his or her accomplishments. Visiting the Comrades' Meeting District: The District President should ask the Department President, Dept. Chief of Staff, Spouse of the District Commander, Historian, Spouse of the Dept. Commander and whoever else he/she feels necessary to attend (for example membership chairman). Department: The Dept. President should ask the National Representative, Dept. Chief of Staff, Dept. Historian, Spouse of the Dept. Commander and any others he/she feels necessary (i.e. membership chairman, VFS Chairman (if monetary presentation is to be made), etc. Chart for Seating at the Head Table: Below, you will find a "Suggested Head Table Seating" for the Official Visit of the Department Commander and Department President. In many areas there is not room to place the Chaplin and their spouses at the head table. In that case, they should be seated in close proximity, so that they are immediately available when called upon. Other Department Officers should be seated at a Special Honor Table. Be sure to place name cards at the head table and for any seated guests at a reserved table. Have a host/hostess present to inform guests where they are to be seated. Or you may have assigned seating; in this case make sure you have numbers on the table that correspond with the number on the envelope. Anytime circumstances dictate, the number seated at the head table can be adjusted. We never want more people at the head table than we have in the audience.

147 OFFICIAL VISIT SUGGESTED OFFICIAL VISIT HEAD TABLE SEATING CHART X Spouse of the VFW Chaplain X VFW Chaplain X Spouse of Civic Leader (if none, spouse of Post Cmdr.) X Civic Leader (if none, Post Commander) X Spouse of Department Commander X Department Commander A X Spouse of District Commander X District Commander U X Spouse of VFW Chairman X VFW Chairman D PODIUM I X Auxiliary Chairman E X Spouse of Auxiliary Chairman X District President D X Spouse of District President X Department President E X Spouse of District President X Department President N X Spouse of Dept. President X Civic Leader (if none, Aux. President) C X Spouse of Civic Leader (if none, spouse of Aux. President) E X Auxiliary Chaplain X Spouse of Auxiliary Chaplain REMEMBER, PRAY FIRST, THEN PLEDGE OF ALLEGIANCE (GOD BEFORE COUNTRY)

148 HOW TO REPORT DEPARTMENT OF CALIFORNIA INSTRUCTION PAMPHLET FOR PROGRAM REPORTING