POST ADMINISTRATION (ADJUTANT) COURSE UPDATED NOV.
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POST ADMINISTRATION (ADJUTANT) COURSE UPDATED NOV. 4, 2020 RUSSELL MYERS, DEPARTMENT OF MARYLAND ADJUTANT Disclaimer I am the Department Adjutant for Maryland This course is being conducted across the nation and possibly internationally Any
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01
POST ADMINISTRATION (ADJUTANT) COURSE UPDATED NOV. 4, 2020 RUSSELL MYERS, DEPARTMENT OF MARYLAND ADJUTANT<br>
02
Disclaimer I am the Department Adjutant for Maryland
This course is being conducted across the nation and possibly internationally
Any views expressed do not necessarily represent those of The American Legion or National Headquarters; they are mine alone
Efforts have been made to make this presentation generic enough to hold value for all participants. However, posts are encouraged to follow up with their department staffs and with legal or accounting professionals for specific situations<br>
This course is being conducted across the nation and possibly internationally
Any views expressed do not necessarily represent those of The American Legion or National Headquarters; they are mine alone
Efforts have been made to make this presentation generic enough to hold value for all participants. However, posts are encouraged to follow up with their department staffs and with legal or accounting professionals for specific situations<br>
03
Overview Course objectives
Getting started
Post Adjutant tools
Post Adjutant’s Manual
Meeting minutes
myLegion.org<br>
Getting started
Post Adjutant tools
Post Adjutant’s Manual
Meeting minutes
myLegion.org<br>
04
Course Objectives Understand the importance of reports/reporting
Understand the information available in manuals and other important tools
Understand the purposes and uses of myLegion.org<br>
Understand the information available in manuals and other important tools
Understand the purposes and uses of myLegion.org<br>
05
Adjutant “My comrade, you have chosen to assist your Commander in the wise and effective administration of that office and to serve not only your fellow Legionnaires, but also those whose relationship to the organization has led them to look for us for guidance and relief. You will find the duties many, varied, and at times taxing of your crowded hours and resources. The successful accomplishment of our programs depends, to a great extent, upon you and your performance of the duties of your office.”
– Charge from the installation ceremony<br>
– Charge from the installation ceremony<br>
06
Why are we here?<br>
07
Developing Legion Leaders An important goal of The American Legion is to motivate and develop leaders to take us into the future.
Tale of woe from the past – “I walked into an office with stacks of papers and no guidance or place to turn.”
Tale of success from the future – “I felt confident and prepared to become the Post Adjutant.”<br>
Tale of woe from the past – “I walked into an office with stacks of papers and no guidance or place to turn.”
Tale of success from the future – “I felt confident and prepared to become the Post Adjutant.”<br>
08
The Path To Success
Start with First Steps Successful post adjutants become successful and knowledgeable county adjutants
Successful county adjutants become successful and enthusiastic district adjutants
Successful district adjutants become key leaders at department or beyond
We need great leaders in all parts of our organization
It all starts at the post<br>
Start with First Steps Successful post adjutants become successful and knowledgeable county adjutants
Successful county adjutants become successful and enthusiastic district adjutants
Successful district adjutants become key leaders at department or beyond
We need great leaders in all parts of our organization
It all starts at the post<br>
09
Getting Started<br>
10
The Ideal Adjutant?<br>
11
Suggestions for the Adjutant The only indispensable qualifications are honesty and willingness.
The Post Adjutant’s Manual, page 3<br>
The Post Adjutant’s Manual, page 3<br>
12
Post Adjutant Tools Post Adjutant’s Manual
Officer’s Guide and Manual of Ceremonies
Public Relations Toolkit
District and County Commanders Guide
Four Pillars booklet
Robert’s Rules of Order
Robert’s Rules of Order in Brief<br>
Officer’s Guide and Manual of Ceremonies
Public Relations Toolkit
District and County Commanders Guide
Four Pillars booklet
Robert’s Rules of Order
Robert’s Rules of Order in Brief<br>
13
Post Adjutant’s Manual The adjutant’s job
Like the first sergeant of the company
Typically retained for several years
Provides continuity
Personnel officer
Keeps records and minutes of meetings
Provides direction to new officers and committees<br>
Like the first sergeant of the company
Typically retained for several years
Provides continuity
Personnel officer
Keeps records and minutes of meetings
Provides direction to new officers and committees<br>
14
Past post records will give insight into the post’s policies and traditions
Department headquarters and staff can be most useful tools
Retain documents in a way that is useful to everyone
Written
Digital
Posted on website Post Adjutant’s Manual<br>
Department headquarters and staff can be most useful tools
Retain documents in a way that is useful to everyone
Written
Digital
Posted on website Post Adjutant’s Manual<br>
15
Facts to be recognized There are over 12,000 AL Posts and NO TWO ARE ALIKE
Differences in size, wealth, assets, history, location, member attitudes, community support, personalities
Being Post Adjutant is similar no matter what Post it is with the only difference being that in some Posts the Adjutant and Finance Officer are combined
Duties assigned to the Adjutant vary from Post to Post, but the basic functions are similar in most Posts.<br>
Differences in size, wealth, assets, history, location, member attitudes, community support, personalities
Being Post Adjutant is similar no matter what Post it is with the only difference being that in some Posts the Adjutant and Finance Officer are combined
Duties assigned to the Adjutant vary from Post to Post, but the basic functions are similar in most Posts.<br>
16
Post Charters<br>
17
Post Charters (pp. 4-5) Naming a post
Change of post name
Location change
Temporary and permanent charters
Supplemental charters
Tax-exempt status<br>
Change of post name
Location change
Temporary and permanent charters
Supplemental charters
Tax-exempt status<br>
18
Reports<br>
19
Consolidated Post Report (p.6) Established in 1975 to help departments document activities posts have done during the 12-month reporting period
Paper copy may be sent to each post from department headquarters
Can be filed electronically on myLegion.org
May also be downloaded under “Membership Services” at www.legion.org/publications<br>
Paper copy may be sent to each post from department headquarters
Can be filed electronically on myLegion.org
May also be downloaded under “Membership Services” at www.legion.org/publications<br>
20
Annual Post Data Report (p.6) Mailed in February to department headquarters for distribution to posts
Pre-printed with current contact information in the national data system
Contact information must be relayed to department headquarters in order for the national data system to be correct<br>
Pre-printed with current contact information in the national data system
Contact information must be relayed to department headquarters in order for the national data system to be correct<br>
21
Post Officer Certification (p.6) It is critical for the post adjutant to report all post officers to department headquarters immediately after elections.
If this is not communicated, vital information may go to officers who are no longer in office, have moved or are in Post Everlasting.
With the new MyLegion portal going active in December 2020, access is contingent on member records reflecting positions correctly
In addition the National form Notification of Post/Squadron Commander & Adj may be required by the Dept (Critical for updating Squadron Commander & Adjutant)<br>
If this is not communicated, vital information may go to officers who are no longer in office, have moved or are in Post Everlasting.
With the new MyLegion portal going active in December 2020, access is contingent on member records reflecting positions correctly
In addition the National form Notification of Post/Squadron Commander & Adj may be required by the Dept (Critical for updating Squadron Commander & Adjutant)<br>
22
Department Specific Reports Department convention delegate registration
Post awards submissions<br>
Post awards submissions<br>
23
Membership<br>
24
Eligibility (p7) WWI
On or after Dec. 7, 1941, until the cessation of hostilities<br>
On or after Dec. 7, 1941, until the cessation of hostilities<br>
25
Section 1 – Any person who served at least one day honorably during the dates is eligible for membership.
Section 2 – There shall be no form or class of membership except an active membership and dues shall be paid annually or for life.
Section 3 – No person may be a member of more than one post at any given time.
Section 4 – No person who has been expelled by a post shall be admitted to membership in another post without approval of the expelling post.
Other sources: 2020 Officers Guide pp. 104-111 (Chart pp. 106-107) Eligibility (p.7)<br>
Section 2 – There shall be no form or class of membership except an active membership and dues shall be paid annually or for life.
Section 3 – No person may be a member of more than one post at any given time.
Section 4 – No person who has been expelled by a post shall be admitted to membership in another post without approval of the expelling post.
Other sources: 2020 Officers Guide pp. 104-111 (Chart pp. 106-107) Eligibility (p.7)<br>
26
National Guard And Reserve (pp. 7-8) Must have served at least one day on federal active duty during the eligibility dates for The American Legion
IADT is considered federal active duty in almost all cases (do not discount Reserve service as not qualifying!! Almost all have IADT or Federal service)
Must have an honorable discharge, release from AD, or currently be serving (this can take various forms)<br>
IADT is considered federal active duty in almost all cases (do not discount Reserve service as not qualifying!! Almost all have IADT or Federal service)
Must have an honorable discharge, release from AD, or currently be serving (this can take various forms)<br>
27
Direct Membership Solicitation (DMS) (pp. 8-9) Also called the “holding” Post
Actually two different types
Encumbered – newer DMS acquisitions
Unencumbered – transferred to department after two renewals
National sends letter to veterans from purchased mailing lists
Lists of members on the list can be obtained from department or on myLegion.org
Use as a qualified lead list; but eligibility verification is still suggested<br>
Actually two different types
Encumbered – newer DMS acquisitions
Unencumbered – transferred to department after two renewals
National sends letter to veterans from purchased mailing lists
Lists of members on the list can be obtained from department or on myLegion.org
Use as a qualified lead list; but eligibility verification is still suggested<br>
28
Membership Certificates (p.11) Continuous membership certificates
Printed on the individual’s membership card
50-,60-,70-,75-,80-, or 85-year certificates
National Headquarters will send certificates to posts in February
Department gets a template that can be shared upon request<br>
Printed on the individual’s membership card
50-,60-,70-,75-,80-, or 85-year certificates
National Headquarters will send certificates to posts in February
Department gets a template that can be shared upon request<br>
29
Renewal Process (pp. 9-10) Direct renewal dues notices
In early spring, national sends notices to update information.
Post mailing address
Dues amount
Omitting members from renewal mailings
Use correct format to notify national that certain members should not be sent renewal notices.<br>
In early spring, national sends notices to update information.
Post mailing address
Dues amount
Omitting members from renewal mailings
Use correct format to notify national that certain members should not be sent renewal notices.<br>
30
Dues sent after the cutoff dates will receive another renewal notice Renewal Process (pp. 9-10)<br>
31
myLegion.org Provides electronic means of processing and managing membership
Renewals, transfers and new members
Update member info in real time
Print rosters and download to Excel for sorting
Reduces the time from post completion to national receipt and processing<br>
Renewals, transfers and new members
Update member info in real time
Print rosters and download to Excel for sorting
Reduces the time from post completion to national receipt and processing<br>
32
Membership Data Form (p.11)<br>
33
Membership Transfer (p.12) Must be a member in good standing
Will only count toward the new post’s membership numbers for the current year if they have NOT paid the current dues (unless they are DMS or holding post transfers)
If dues are current for the year, the losing post maintains credit for the individual’s membership until the next membership year<br>
Will only count toward the new post’s membership numbers for the current year if they have NOT paid the current dues (unless they are DMS or holding post transfers)
If dues are current for the year, the losing post maintains credit for the individual’s membership until the next membership year<br>
34
(MyLegion Online Post Transmittals) If dues for member are not paid for the current year and gaining post has been paid those dues, then the post may transfer that member using the online transmittal “Process Membership”
If dues are paid for the current year, transfers must be forwarded to department headquarters for processing Membership Transfer (p.12)<br>
If dues are paid for the current year, transfers must be forwarded to department headquarters for processing Membership Transfer (p.12)<br>
35
Processing Membership Stay on top of renewals!
Send in renewals even if there is only one
Delinquent members lose privileges, and magazines don’t get sent
Send cards out to members right away
Suppresses renewal notices and emails, reducing member complaints
Use online transmittal process to speed up processing and reduce member service issues<br>
Send in renewals even if there is only one
Delinquent members lose privileges, and magazines don’t get sent
Send cards out to members right away
Suppresses renewal notices and emails, reducing member complaints
Use online transmittal process to speed up processing and reduce member service issues<br>
36
Project Stay Active (p12) Used to notify posts of a Legionnaire moving into their community
Gives new and old address, # of continuous years and date card was printed
Contact Legionnaire to see if he or she would like to transfer into your post
Can be found on myLegion.org<br>
Gives new and old address, # of continuous years and date card was printed
Contact Legionnaire to see if he or she would like to transfer into your post
Can be found on myLegion.org<br>
37
Membership Three-Part Card (pp. 12-14) Membership Register pp. 14-15<br>
38
Handling New Members (p.16) GET ALL INFORMATION THAT YOU CAN
First name, middle initial, last name of new member
Mailing address: street, city, state, ZIP code
Phone number
Date of birth
Email address
First war era
Branch of service
Gender (check appropriate option)<br>
First name, middle initial, last name of new member
Mailing address: street, city, state, ZIP code
Phone number
Date of birth
Email address
First war era
Branch of service
Gender (check appropriate option)<br>
39
Membership Renewals/Cards (pp.16-17) Renewals
New members
Replacement cards
Need more cards?
Contact your Department Headquarters!<br>
New members
Replacement cards
Need more cards?
Contact your Department Headquarters!<br>
40
Maintain the Membership Register (p.18) Maintain your register for future reference!
Historical record of past membership and your post’s history
Binders for the register may be purchased through Emblem Sales<br>
Historical record of past membership and your post’s history
Binders for the register may be purchased through Emblem Sales<br>
41
Only One Class of Membership
(CONST Art IV, Sec 1) **ACTIVE MEMBERSHIP**
Honorary, Associate, Social membership – not permitted<br>
(CONST Art IV, Sec 1) **ACTIVE MEMBERSHIP**
Honorary, Associate, Social membership – not permitted<br>
42
Types Of Active Membership (p.20) Honorary – not permitted
Honorary life membership
Paid Up For Life (PUFL)
PUFL cost/age<br>
Honorary life membership
Paid Up For Life (PUFL)
PUFL cost/age<br>
43
National Emergency Fund (pp. 21-22) Established in 1989 for no-strings attached disaster relief
Program for “veterans helping veterans”
No premiums to pay into the program
Requirements for disbursement:
Must be a current-year paid member of TAL, ALA or SAL
Must be a member in good standing
Must have been current member prior to the date of disaster
Must be declared natural disaster by a government authority (national, state or county)
Must be temporary or permanently displaced from residence
Must be submitted within 90 days of disaster<br>
Program for “veterans helping veterans”
No premiums to pay into the program
Requirements for disbursement:
Must be a current-year paid member of TAL, ALA or SAL
Must be a member in good standing
Must have been current member prior to the date of disaster
Must be declared natural disaster by a government authority (national, state or county)
Must be temporary or permanently displaced from residence
Must be submitted within 90 days of disaster<br>
44
Apply by contacting department headquarters or national headquarters or going online
Application should include:
Copies of estimates of damage
Photographs of the damage or statements from post, district or department headquarters
Description of loss and length of displacement
Temporary housing costs such as rental, motel or hotel costs
Other supporting documentation National Emergency Fund<br>
Application should include:
Copies of estimates of damage
Photographs of the damage or statements from post, district or department headquarters
Description of loss and length of displacement
Temporary housing costs such as rental, motel or hotel costs
Other supporting documentation National Emergency Fund<br>
45
National Basic Training (p22) Online course outlining the history of The American Legion
Six modules:
History and Organization
Veterans Affairs and Rehabilitation
National Security
Americanism
Children & Youth
Wrap up course and final exam
Free for all Legion Family members<br>
Six modules:
History and Organization
Veterans Affairs and Rehabilitation
National Security
Americanism
Children & Youth
Wrap up course and final exam
Free for all Legion Family members<br>
46
Funeral Honors (p.23) Shows the nation’s deep gratitude to those who have faithfully defended our country
Law requires that, at a family’s request, an eligible veteran shall receive a military funeral honors ceremony
Includes folding and presenting the U.S. burial flag and playing of Taps
Funeral home directors can request funeral honors on behalf of the family
Honors at the national cemetery are arranged by the funeral home prior to committal service
DoD website: https://www.dmdc.osd.mil/mfh<br>
Law requires that, at a family’s request, an eligible veteran shall receive a military funeral honors ceremony
Includes folding and presenting the U.S. burial flag and playing of Taps
Funeral home directors can request funeral honors on behalf of the family
Honors at the national cemetery are arranged by the funeral home prior to committal service
DoD website: https://www.dmdc.osd.mil/mfh<br>
47
Post Service Officer (p.23) Veterans are going to look first to the local post in their community for assistance.
The post service officer (PSO) may serve as the initial contact between The American Legion and the veteran.
The PSO, in most instances, is not a professional service officer.
It is important for the PSO to establish a working relationship with the professional American Legion DSO and local accredited veteran service representatives.<br>
The post service officer (PSO) may serve as the initial contact between The American Legion and the veteran.
The PSO, in most instances, is not a professional service officer.
It is important for the PSO to establish a working relationship with the professional American Legion DSO and local accredited veteran service representatives.<br>
48
Military Awards, Decorations, Records Standard Form 180
www.archives.gov/veterans/military-service-records
Cold War Recognition Certificate
https://www.hrc.army.mil/site/active/tagd/coldwar/default.htm
Presidential Memorial Certificate (PMC)
(800)455-7143 or (202)565-4964<br>
www.archives.gov/veterans/military-service-records
Cold War Recognition Certificate
https://www.hrc.army.mil/site/active/tagd/coldwar/default.htm
Presidential Memorial Certificate (PMC)
(800)455-7143 or (202)565-4964<br>
49
NPRC and COVID Shutdown The National Personnel Records Center is Closed Except for Emergencies
The NPRC is closed due to the COVID-19 pandemic. While we remain in this state, we will continue servicing emergency requests associated with medical treatments, burials, and homeless veterans trying to gain admittance to a homeless shelter.
Please refrain from submitting non-emergency requests such as replacement medals, administrative corrections, or records research until we return to pre-COVID staffing levels.<br>
The NPRC is closed due to the COVID-19 pandemic. While we remain in this state, we will continue servicing emergency requests associated with medical treatments, burials, and homeless veterans trying to gain admittance to a homeless shelter.
Please refrain from submitting non-emergency requests such as replacement medals, administrative corrections, or records research until we return to pre-COVID staffing levels.<br>
50
NPRC and COVID Shutdown The National Personnel Records Center is Closed Except for Emergencies
More information on NPRC's operating status
Alternative sources for modern military records
More information about the National Archives' response to coronavirus can be found at archives.gov/coronavirus.<br>
More information on NPRC's operating status
Alternative sources for modern military records
More information about the National Archives' response to coronavirus can be found at archives.gov/coronavirus.<br>
51
Resolutions Ideas that will improve the operations and services of The American Legion
Must be passed at the local post first, then district and at annual convention
Must be germane to the Legion
Writing guide available on www.legion.org/publications
General considerations:
Should contain supporting documents and intent should be clearly defined
Should be free of errors of fact and law
Should have material relevance to the aims and purposes of the Legion
Should deal with only one subject<br>
Must be passed at the local post first, then district and at annual convention
Must be germane to the Legion
Writing guide available on www.legion.org/publications
General considerations:
Should contain supporting documents and intent should be clearly defined
Should be free of errors of fact and law
Should have material relevance to the aims and purposes of the Legion
Should deal with only one subject<br>
52
Meeting Minutes Roberts Rules of Order Newly Revised 12th Edition 48:2 “…should contain mainly a record of what was done at the meeting, not what was said by the members. The minutes must never reflect the secretary’s [Adjutant’s] opinion, favorable or otherwise, on anything said or done.”
If to be published, follow guidelines in RONR (12th Ed) 48:16 (published 9/1/2020)<br>
If to be published, follow guidelines in RONR (12th Ed) 48:16 (published 9/1/2020)<br>
53
Written/recorded documentation that is used to inform attendees and non-attendees about what happened during a meeting
Document the details of the meeting (type, date, time, etc.), reports given and key motions
Serves as a legal record of proceedings and a reminder of the decisions/commitments made by the assembly Meeting Minutes<br>
Document the details of the meeting (type, date, time, etc.), reports given and key motions
Serves as a legal record of proceedings and a reminder of the decisions/commitments made by the assembly Meeting Minutes<br>
54
Motions And Discussion Document the following
The names of the member(s) giving a report of a committee or making a motion
Take down word-for-word any motions, resolutions, amendments, decisions or conclusions (not discussions unless to be published)
Whether the motion was seconded (if debated the need for a second is moot after discussion begins)
Disposition of the motion
What assignments were made and to whom<br>
The names of the member(s) giving a report of a committee or making a motion
Take down word-for-word any motions, resolutions, amendments, decisions or conclusions (not discussions unless to be published)
Whether the motion was seconded (if debated the need for a second is moot after discussion begins)
Disposition of the motion
What assignments were made and to whom<br>
55
Prior To Voting Help the commander keep track of proposed amendments and processing of each.
Either the chair (commander) or adjutant should restate the motion, and any amendments, prior to a vote.
Be most careful in clarifying any point of controversy.
Adjutant should ask questions of the chair regarding the subject or discussion if he/she becomes lost or unsure.<br>
Either the chair (commander) or adjutant should restate the motion, and any amendments, prior to a vote.
Be most careful in clarifying any point of controversy.
Adjutant should ask questions of the chair regarding the subject or discussion if he/she becomes lost or unsure.<br>
56
Include in the Minutes Type of meeting
Date, time and place
List of officers and those absent
Time of call to order
Approval and/or amendments to previous meeting minutes
General matters<br>
Date, time and place
List of officers and those absent
Time of call to order
Approval and/or amendments to previous meeting minutes
General matters<br>
57
Old (no) or Unfinished (Yes) business?
New business
For the good of the Legion
Time of adjournment
Adjutant’s name and signature Include in the Minutes<br>
New business
For the good of the Legion
Time of adjournment
Adjutant’s name and signature Include in the Minutes<br>
58
Notetaking Tips Make note not only of the concerns but also of any accomplishments discussed in the meeting
Make sure you have the correct name spellings, contact email addresses and telephone numbers
Read certain parts of Robert's Rules of Order, such as the section on being a secretary<br>
Make sure you have the correct name spellings, contact email addresses and telephone numbers
Read certain parts of Robert's Rules of Order, such as the section on being a secretary<br>
59
Recording Tips Research rules for recording of minutes in your state and if, necessary, provide notice of recording
Recordings, if made, should be kept as business records of the post and may be subject to discovery in case of legal actions<br>
Recordings, if made, should be kept as business records of the post and may be subject to discovery in case of legal actions<br>
60
Importance of Minutes Remember, minutes are very important.
They are saved and might be referred to for years and years to come.
Someone's reputation and good name may depend on it.
The reputation of your post may depend on them<br>
They are saved and might be referred to for years and years to come.
Someone's reputation and good name may depend on it.
The reputation of your post may depend on them<br>
61
Meeting Agenda Helps keep track of issues to discuss
Helps follow up on necessary items
Assigns ownership to action items
Base the next meeting’s agenda from the previous month’s minutes
Can serve as a template for minutes for adjutant<br>
Helps follow up on necessary items
Assigns ownership to action items
Base the next meeting’s agenda from the previous month’s minutes
Can serve as a template for minutes for adjutant<br>
62
What To Do Now Read and use the Post Adjutant’s Manual
Review the post’s meeting minutes from the previous two years
Take the National Basic Training Course legion.org/basictraining
Ask questions and discuss any uncertainty with other leaders<br>
Review the post’s meeting minutes from the previous two years
Take the National Basic Training Course legion.org/basictraining
Ask questions and discuss any uncertainty with other leaders<br>
63
Course Wrap-up An effective adjutant can provide stability and continuity to a post
An effective adjutant must know more than the basic administrative tasks of the job
Should know the post history
Should know about county, district and department organizations, activities and resources<br>
An effective adjutant must know more than the basic administrative tasks of the job
Should know the post history
Should know about county, district and department organizations, activities and resources<br>
64
The Post Adjutant In many ways, the post adjutant is often the most important position to ensure the success of a post in implementing Legion programs<br>
65
Questions?<br>