Post Commander Course Updated April 2020 Getting

slide1. Post Commander CourseUpdated April 2020<br>
slide2. Getting started
Post Commander’s roles
Post Officers
Finance
Post Management
Public Relations
Post Activities/Membership
Running Effective Meetings
Leadership
Goals
Now What? Overview<br>
slide3. To help new Post Commanders have knowledge and confidence
Provide some tools to be effective
Share ideas and suggestions of successful Post Commanders
Provide a “lifeline” of information and support during your tenure
Guide your path for future roles Why are we here?<br>
slide4. A Path To Success Successful Post Commanders become knowledgeable County Commanders
Successful County Commanders become enthusiastic District Commanders
Successful District Commanders become key leaders at Department level or beyond
We need great leaders at all levels of our organization
It all starts at the Post level<br>
slide5. There are over 12,600 AL Posts NO TWO ARE ALIKE
Differences in size, wealth, assets, history, location, member attitudes, community support, personalities
There is no one-size-fits all checklist for how to be the Commander of a particular Post Facts To Be Recognized<br>
slide6. Officer’s Guide & Manual of Ceremonies
Post Adjutant’s Guide
Public Relations Toolkit
District and County Commanders Guide
Four Pillars booklet Essential Tools<br>
slide7. Published annually
Each Department receives copies to distribute to the Posts
Post Operations
Manual of Ceremonies
The Commander’s first source for guidance Officer’s Guide and Manual of Ceremonies<br>
slide8. What is the overall health of the Post?
What (if any) goals does the Post have?
What does the community think of the Post (its reputation)?
What Legion programs does the Post support?
How well does the Post manage the programs?
Use the Post Responsibility Audit (PRA) to help assess – Officers Guide pp. 25-29 Assessing The Situation<br>
slide9. Are you prepared to lead the Post?
Do you know your Post members?
Do you understand Legion values and purposes?
How much do you know about Legion programs? Self Assessment<br>
slide10. Find/read Post Constitution and Bylaws
They set main operating policies of the Post
If no copy is on file at Department, use the template in the Officers Guide to write and approve these documents First Things To Do<br>
slide11. Read the minutes of post meetings for the previous year
Any actions still pending?
What has happened?
Review finance reports for the previous year
Communicate with District Commanders, introduce yourself First Things To Do (2)<br>
slide12. Monthly guide to programs and reporting requirements for all Legion activities
Not all will apply to you
A valuable guide to plan your month
Contains all forms for annual Legion awards and required reporting Department Administrative Manual<br>
slide13. Adjutant’s Guide
Know the adjutant’s role
District/County Commanders Guide
National publication to assist leaders above post level
Four Pillars booklet
Discusses Legion programs and how they relate to the Pillars
Good tool for explaining Legion values and purposes to both post and prospective members Other Tools<br>
slide14. The Commander’s Role What is it?
What should it be?<br>
slide15. What attributes, actions, skills do you want and expect in a Post Commander?
How can a Post Commander make up for areas in which they may be weak?
How long should someone be a Post Commander? The Ideal Commander<br>
slide16. Leadership
Positive attitude
Energy
Enthusiasm
Passion
Knowledge
Which roles can you already fill? Commander’s Role<br>
slide17. Just as in the military, a good commander takes care of their people
Recognize those who do good things
Submit people for the MANY awards at district and department levels
Use the Administrative Manual for awards opportunities
Submit the Post for awards Take Care Of The People<br>
slide18. Founded 1932 as a program of The American Legion
Eligible to all males whose parents or grandparents served in the military and became eligible to join the Legion
Department counterpart is the Detachment
Post counterpart is the Squadron
Integrate the Squadron into Post activities Sons Of The American Legion<br>
slide19. Supports The American Legion
Educates the community, mentors' youth, promotes patriotism, citizenship, peace, and security
Strong Posts almost always have a strong Auxiliary
Treat them as a partner – work together The American Legion Auxiliary<br>
slide20. Documents post activities
Combined with all posts, it tells the Legion story for the year
Covers activities in ALL programs
Online reports should be updated all year long
3-part paper report is available for use
Due to Department HQ on as determined by the Department
Data is used for Congressional and other reports Consolidated Post Report<br>
slide21. Post Officers What officers are needed?
What do they do?<br>
slide22. Post Commander.
One or more Post Adjutants/Finance Officer.
Post Service Officer.
Such other officers as the Post shall deem necessary that are contained in the Officers Guide and Manual of Ceremonies, under Post Officers.
A Post Executive Committee composed of such odd number of members as is provided in the Constitution and Bylaws adopted by such Post, and in addition thereto the Post Commander and Post Adjutant, who shall be ex-officio members of said Committee. Required<br>
slide23. Commander – leader, mentor, guide
Adjutant – secretary/record keeper combination
First Vice Cmdr – usually elected, with membership as the primary duty
Second Vice Cmdr – oversee programs, run special activities, sometimes public relations Post Officers<br>
slide24. Finance Officer – integrity and financial savvy (must be bonded)
Service Officer – helps those needing assistance; gets them in contact with the right people
Chaplain – moral and intellectual leadership
Sergeant At Arms – meeting room arrangement and control; expert on flag etiquette Post Officers (2)<br>
slide25. Historian – useful to have someone fill the role for a number of years
Judge Advocate – expert on post constitution and bylaws, and parliamentary procedure
Executive Committee – overall governance and management of the post Post Officers (3)<br>
slide26. Officers are elected or appointed by the commander as specified in the post’s constitution and bylaws
Bylaws should also specify how to replace officers if they leave office early Post Officer Selection<br>
slide27. Post Finances How are finances handled?
How SHOULD it be handled?<br>
slide28. All posts are chartered and have financial reporting obligations to the IRS
IRS reporting varies depending on how much money the post handles in a year
Finance officers must be bonded for legal and security reasons
No matter how large or small the assets, post finances require accurate and honest reporting Post Finances<br>
slide29. All posts, regardless of size, should develop and monitor a written budget each year
Most only track income and expenses with no planned budget
A budget forces the Post to look to the future and plan their activities Budgets<br>
slide30. The post’s methods of handling and reporting finances should be consistent and available for all members to see and understand Financial Accounting<br>
slide31. Finance Officers must understand the need for openness and visibility
Finance officers must be bonded as outlined in the Offers Guide and Manual of Ceremonies
Problems with finance are legal problems, not necessarily Legion problems
Trust, but verify Finance Officer<br>
slide32. Varies depending on a variety of issue
Post assets, finance officer experience, size of the Post and its programs, past history of the Post
Commander’s main role - ensure the integrity of Post financial management
Visibility to the membership is vital
Members deserve to know how Post money is managed and spent Commander’s Role In Finances<br>
slide33. Post Management How to manage a Post home?
What tools are available to help?<br>
slide34. Post Homes Many Posts do not own a building or facility
Almost all Posts have a defined meeting place they can call home
They need a defined home that the community recognizes
Wherever the home, it must create an accurate and positive image of the Legion<br>
slide35. Public Relations What is it?
Why worry about it?
What is the Commander’s role?<br>
slide36. What Is The Image Of The American Legion In The Community?<br>
slide37. The Image Of The Post Is What The COMMUNITY Thinks It Is, Not What YOU Think It Is<br>
slide38. Talk to local leaders and business owners
Talk to school leaders
Talk to community members at local events
Find out:
What they know about the Post
What they think about the Post
How the post can better serve them and the community Determine Your Image<br>
slide39. Guide to public relations in the Post
Will answer most questions
Examples of press releases, marketing materials, event planning, using photos and videos, working with local media
Full of ideas and examples
USE it! Public Relations Toolkit<br>
slide40. The Post Commander should be the voice and the face of The American Legion in the community
A Vice Commander, serves as public relations officer, and handles marketing and advertising for the post
DO great things in and for the community
Make sure these things are PUBLICIZED and COMMUNICATED to the community Commander’s Role<br>
slide41. Post Activities And Membership Why are these two topics combined?
Why the constant emphasis on membership?What is the Commander’s role?<br>
slide42. Active, innovative Posts retain their members and draw new members
Meaningful activities based around Legion values help create a positive reputation in the community
A Post should be proud of its community, and a community should be proud of its Post
Every Post activity is a membership activity – Why? The Post and Membership<br>
slide43. Importance of Membership The Legion’s great programs need funding and manpower to be effective
Membership provides both
The Big Picture – the larger our organization, the more political influence we have at all levels
Each Post’s goal should be growth, even modest growth<br>
slide44. Dues And Membership Dues are set by the Post
$31.00 must be submitted annually for each member (excluding PUFL)
$18.50 goes to National
$12.50 goes to Department
Dues range from $31 to $60+
Importance of fundraising – internal and external<br>
slide45. Assess The Post’s Membership Attitude Why should someone join the Post?
Why should a new member renew and stay in the Post? (put yourself in their shoes and life situation)
Why should new members get actively involved in Post activities?
Would a woman/minority/young vet feel welcome at the Post?
Would a woman/minority/young vet want to stay a member of the Post?<br>
slide46. Relevant Post Activities The Post should have activities relevant to all members
Members are different ages and lifestyles
Does the post have:
Veteran-oriented events
Family-oriented events
Children-oriented events
Community-oriented events
Regularly scheduled vs. special events<br>
slide47. Post Activity Locations Get the community members into the Post
Ideas?
Get members out into the community
Ideas?<br>
slide48. Post Membership Team Successful Posts have a membership team – some focused-on recruiting, some on retention, some on mentoring.
One person cannot do it all
Usually the 1st Vice Commander leads the team
Membership must be a constant program, NOT just an annual struggle to meet a membership goal<br>
slide49. Membership Goals The annual membership goal is based on the history and veteran population
Reaching that goal - focus on two things
Retention
Recruiting
Be creative with membership
Who has some ideas for getting members to renew more willingly?<br>
slide50. Set A Recruiting Goal Have a specific goal for recruiting members
If the post has 200 members, set a goal of at least 16-20
Make sure everyone knows the goal
Track it AND make it visible to everyone
Poster on the wall
This will show everyone how important recruiting is to the Post<br>
slide51. Build A Lead Database Build and maintain a database of leads
Use info/lead cards at all post events
Remember – leads can lead to other leads
First communicate and inform
Recruit when it’s the right time
Be patient, but not complacent
Be positive and open, but not pushy
Collect names – never throw them away except for deaths<br>
slide52. The Commander’s Role Be positive in all recruiting and retention activities
Be a proud Legionnaire – show it – set the example
Think of membership as a continuing program – not an annual program
Focus the efforts of your membership program
Dare to be different – try new things<br>
slide53. Running Effective Meetings Why is this important?
What tool are available?<br>
slide54. Parliamentary Procedures Keep an orderly process
Expedite business
Keep the organization focused on its goals and values
Understand the basics – get the Robert’s Rules of Order pamphlet or a book<br>
slide55. Preparing For The Meeting If possible, publish the agenda prior to the meeting
Website
Email to membership, depending on size of Post
Post a paper copy at the meeting site for review prior to the meeting
Minutes from the prior meeting can also be posted prior to the next meeting<br>
slide56. The Meeting Agenda Most posts have a standard meeting agenda
Start with that – alter as needed
Have a prescribed order of business so members know what to expect from meeting to meeting
Let the agenda help you keep on track when members want to stray into new topics
Save new topics for the end<br>
slide57. Opening Ceremony Salute the colors
Prayer
POW/MIA remembrance
Pledge of Allegiance
Recite the Preamble to the Legion Constitution
These should always be done – in this order
Possible deviations for education or training<br>
slide58. Order Of Business Call to order
Opening, roll call, minutes
Finance report – discussion/corrections?
Auditing procedures in the by-laws
Exec Committee report/minutes
Exec Committee powers should be defined in By-Laws
Communications<br>
slide59. Order Of Business (2) Standing Committee reports
Special Committee reports
Unfinished business
Postponed from previous meeting, matters not completed
New business
The Program – consider short training items
For the Good of the Legion
Adjournment<br>
slide60. Commander’s Role As Meeting Chairperson Take charge and stay in charge
Ensure everyone is allowed to speak
Keep the discussions on track
Save new or unrelated issues for the final part of the meeting – For the Good of the Legion
The goal is to conduct the required business in the most effective time frame
NOT “get done as fast as possible”<br>
slide61. Leadership What’s so special and different about leading Legionnaires?
What is the Post Commander’s role?<br>
slide62. Organizations in many ways portray the values and attitudes of their leaders
In the military, units very often assume the personality and style of their commander
Sun Tzu, author of The Art of War, stated “I would rather face an army of lions led by a sheep than an army of sheep led by a lion.”
Leadership counts! How Important Is Good Leadership?<br>
slide63. We are a volunteer organization
Leading volunteers differs somewhat from leading in for-profit organizations
Motivation does not come from pay and benefits
People volunteer for many different reasons
Beliefs, networking, resume building, relationships Leading Volunteers<br>
slide64. The goal of leadership is to influence people – to influence, you need power
Legitimate or position power
Reward power
Coercive power
Expert power
Informational power
Referent power Leadership, Influence, And Power<br>
slide65. Be honest
Be ambitious
Be enthusiastic
Be curious
Be poised
Be self-confident
Know the programs
Look the part; act the part To Be A Successful Commander<br>
slide66. You can’t do it all
No one is indispensable
We are all volunteering time and talents
Everyone in the group must be involved
Encourage, teach, mentor, and develop
Believe in yourself
Delegate and empower The Realities Of Being A Post Commander<br>
slide67. Be willing to take chances
Constantly read and improve yourself
Speaking and writing
Presenting
Appearance (Look the part)
Self assessment – know who you are
Enthusiasm, integrity, and spirit can make up for experience and refined skills Be The Commander The Post Needs<br>
slide68. Goals Why set goals for the Post?
How do goals help?
Why should a Commander set personal goals?<br>
slide69. Goals define what you want to accomplish; they define the purpose of the Post
Goals direct attention and effort
Goals regulate effort and motivate the need to act
Goals make the organization persistent
Goals help develop teamwork and planning
People are more motivated when there are concrete, defined objectives to achieve Why Set Post Goals?<br>
slide70. Membership-based goals
Recruiting and retention
Program-based goals
Be bigger/better at what you do
New programs
Activity-based goals
New/better/different Setting Post Goals<br>
slide71. Goals must be written and they must be visible
Posted on the wall
Published in the newsletter
On the website
Talk about goal progress at meetings
Let community leaders know your goals, if appropriate Meeting The Goals<br>
slide72. Keep track of where you are
Some goals need intermediate milestones
Members must be informed on how they are doing
Hang up charts or progress reports in the Post
Newsletter Tracking Post Goals<br>
slide73. Celebrate and praise when goals are met
Give special awards and recognition to those who excelled
Focus on the positive things
Use goal achievement as a springboard to the future – more goals Celebrate Goals<br>
slide74. All leaders should have personal goals
Goals keep you focused and motivated
Performance goals
Actions and tasks, you want to complete
Actions you want to do better
Self-improvement goals – successful leaders always strive to improve their skills and knowledge Personal Goals<br>
slide75. Have short-term (monthly) and long term goals
Personal goals may change as time passes and situations change
Examples: improve speaking skills, read one leadership book a month, meet the mayor/councilman/VFW Commander/etc.
More? Personal Goals (2)<br>
slide76. Now What? The course is over; now what do I do?
Creating and executing a plan for success
Where can a new Commander get help and advice?<br>
slide77. This course provides a starting point for success
Not everything is covered for what a successful Post Commander should know
There is much more you NEED to learn
There is much more you should WANT to learn This Is The Starting Line<br>
slide78. Learn more about the Legion
Increase your expert power
Leaders are lifetime learners
Complete the American Legion Basic Training Course – legion.org/basictraining
Complete the National American Legion College (NALC) Increase Your Knowledge<br>
slide79. Attend County meetings
Get to know other Post Commanders
Learn what other posts do
Attend activities and events at other posts
“Borrow” the good ideas
Attend District conferences
Meet other Legionnaires
Learn the “bigger picture” Increase Your Knowledge (2)<br>
slide80. Secure website that requires adjutant to register
Many changes (addresses, phone, members status, etc.) can be done online
Search for current and expired members
Generate rosters
Submit the Consolidated Post Report online myLegion.org<br>
slide81. Consider volunteering for a District committee
Limited time requirement, but a great way to learn new things, meet people
Attend the Department Conference or Convention
Great training opportunities
Meet commanders from around the state Extend Your Range<br>
slide82. District Commander and other leaders
Past State or District Commanders
Other Post Commanders
District/Department officers and committee chairpersons
Get to know what they do
Get to know them as people Build Relationships<br>
slide83. Mayor, town council, administrator, etc.
Ask how the Post can better help the community
Local business owners and leaders
Join the Chamber of Commerce
Create partnerships
Maybe even find veterans along the way
Communicate the value of the Post
“State of the Post” presentation Build Local Relationships<br>
slide84. Respected members of your Post
Leaders in your Community
Leaders outside your local area
Become a constant listener Seek Trusted Advisors<br>
slide85. Understand the Four Pillars
Post activities should relate to the Pillars
Use the Pillars to explain the Legion to prospective members
Open and read all correspondence, especially Post Mailings from Department
Build strong communications with post officers Tips From Past Commanders<br>
slide86. Dialog with past commanders (Kevin Mook)
Ask what has worked in the past
Keep the past commanders engaged
Introduce past commanders
Ensure they are announced at each meeting
Ask for feedback
Ask the past commanders how they think things are going Tips From Past Commanders (2)<br>
slide87. The Gavel Is YoursUse It Wisely<br>
slide88. Questions?<br>