CHAPTER OFFICERS GUIDE
Contents
1. Date Of Birth mmi ddiyyyy Gender m OFFO Social Security Step 2 Membership Information Service Branch Date Enlisted mmidd yyyy Ch Rank Membership Eligibility Disabled Gassed _ Injured C Other C Prisoner of War C Purple Heart C Wounded Disabilities Date Discharged mmiddiyyyy i Eh I v l ClAmputee Cl Blind Hearing impaired Other Te I Receive VA Claim VA Comp VA Pension Service Retirement it of Disability Chapter Preference Department TT Sponsor Membership Donor Ves Ono Secured by thawte Slick to verity Payment Type v First Name On Card Middle Initial On Card Last name On Card Billing Address Zip 4 Amount Card Type 0 Card o 1 i 1 Exp Date mmiyy Sam Bak The menu items will allow you to navigate through the system You may also download the user manual for complete instructions and views of sample reports DISABLED AMERICAN VETERANS MEMBERSHIP SUPPLIES ORDER FORM Membership Department PO Box 145550 Cincinnati Ohio 45250 5550 Phone Toll Free at 1 888 236 8313 Fax 859 442 2088 Internet www dav org ITEM 901310 Official Transfer Form I Pad 9015562. Why You Should Join Brochure 6 X 6 amp Envelope 901557 901558 E Why You Should Join Brochure 3 X 8 2 901552 Why You Should Join in Spanish 901311 Change of Address Cards S 901312 Membership Supplies Order Form _ _ lt 901313 Chapter Officer Guide S o 404002 Death Benefits Brochure gt gt o 901304 Membership Applications Books of 25 901335 Financial Report Form Kit Annual 901306 Chapter Department Officer Report Form 404001 Legislative Goals Brochure 404000 Straight Answers Brochure _ 901551 Spanish 901315 Ld Who We Are Background Sheet 901550 Spanish 404059 DAV Fraternal Supply Catalog 901501 Return Envelopes S o 404012 Continuing Readjustments Brochure _ _ 404004 American Flag Brochure SS 404005 Vital Statistics Brochure 901300 National Constitution and Bylaws Official Ritual Now on line www dav org membership resource _ 409108 American Flag Book Marker 404096 DAV and Women Veterans Brochure PLEASE PRINT amp USE STREET ADDRESS FOR UPS DELIVERY NAME AND TITLE CHAPTER or DEPARTMENT STREET CITY STATE ZIP PHONE AREA CODE E MAIL ADDRESS ITEMS TO BE USED FOR 901312 revised 03 10 Disabled American Veterans National Headquarters PO Box 145550 Cincinnati Oh 45250 5550 Phone 888 236 8313 www dav org BUILDING BETTER LIVES FOR AMERICA S DISABLED VETERANS AND THEIR FAMILIES 9
3. DISABLED AMERICAN VETERANS CHAPTER OFFICERS GUIDE pya DISABLED AMERICAN VETERANS MEMBERSHIP DEPT P O Box 145550 Cincinnati OH 45250 5550 e PHONE 859 44 1 7300 Fax 859 442 2088 www dav org Dear DAV Leader Chapter officers have often asked National Headquarters for assistance in defining the duties they ve assumed Basically what they desire is an outline of the responsibilities of Chapter officers and an accounting system This booklet has been developed in response to these request It s more complete than anything previously prepared on the duties of various Chapter officers As such it will do a better job in orienting newly elected or appointed officers and helping them get their feet on the ground Additionally useful information can be accessed through the internet by logging onto www davmembers org Chapter leaders can more effectively target potential members and future leaders A special section has been added to this publication to assist chapter leaders with this new technology We believe this guide will assist our Chapter officers in doing a better job and focus ing development of programs of service to disabled veterans and their families Of course as the DAV leadership improves at the local level the entire Organization will reap the rewards We encourage you to read this booklet carefully Even if you have been involved in Chapter or Department leadership for many years you can benefit
4. Membership and action thereon 9 Introduction of New Members 10 Reading of Communications 11 Reports of Committees 12 Unfinished Business 13 New Business 14 Good of the Order 15 Memorial Ceremony 16 Adjournment with Closing Ceremonies OPENING PRAYER God be merciful unto us and bless us Cause The Face to shine upon us that Thy way may be known upon earth and Thy saving strength among all people Let the people be glad and sing for joy for Thou shalt judge them righteously and govern the Nations upon earth Espe cially do we pray that we may have Thy guidance to the end that we may each of us firmly uphold the great principles of this organization Amen MEMORIAL CEREMONY COMMANDER At this time One Minute of Silence will be devoted in honor of our departed Comrades Comrades you will rise and stand at Attention Raps three times By the numbers hand SALUTE DAV caps are not removed May they Rest in Peace TWO Commander raps gavel once to seat assembly Member Login To access the Membership System you need to go to the website address www davmembers org The following login screen will display EI S UME DII CMAr rCCUDALGA MAGAZINE amp a at ee 4 VAN J Disabled American Veterans F Building Better Lives for America s Disabled Veterans Your Membership 4 can be found on your DAV Membership Card The default Pa
5. motions or that otherwise arise in the course of the proceedings and to announce the results of each vote or if a motion is made that is not in order to rule it out of order 5 To expedite the business in every way compatible with the rights of members 6 To decide all questions of order subject to appeal 7 To declare the meeting adjourned when the Chapter so votes or at the time prescribed in the program 8 To maintain order of the meeting at all times It is the fiscal responsibility of the Commander 1 To ensure the safeguarding of funds properties and other assets against unauthorized loss or use 2 To ensure all disbursements of tunds are properly approved in accordance with the Chapter bylaws 3 To comply with standards established by the National Executive Committee for audits of Chapter establishments organizations programs activities and functions These standards require Chapters to be responsible for providing adequate audit coverage of their programs as an aid in determining whether funds have been applied efficiently economically effectively and consistent with program objectives and underlying agreements At each meeting the Commander should have available A copy of the Chapter Department and National bylaws A copy of Robert s Rules of Order available at local bookstore or library A list or agenda of the complete order of business A list of all committees The Commander also serves as the official
6. spokesman for the Chapter in the community and may not serve as chapter adjutant or treasurer SENIOR VICE COMMANDER The Senior Vice Commander shall perform the duties of his or her station as set forth in the Official DAV Ritual He or she shall encourage friendship among the members of this Organization discourage discord and promote harmony Subject to the direction of the Chapter he or she shall act as Chairperson of membership solicitation activities to the end that every eligible veteran may become a member With the approval of the Chapter the Senior Vice Commander may appoint one or more members to assist him or her in such membership activities DAV s membership eligibility is contained in Article 11 of the DAV National Bylaws The Senior Vice Commander may not serve as Adjutant or Treasurer JUNIOR VICE COMMANDER The Junior Vice Commander shall perform the duties of his or her station as set forth in the Official DAV Ritual He or she shall see that every member is given a reasonable opportunity to state his or her views on any subject under discussion in a meeting of the Chapter not inconsistent with the Chapter s Constitution and Bylaws or Robert s Rules of Order Newly Revised He or she shall at all times encourage loyalty to the United States of America to the DAV and to the members of the Chapter Subject to the direction of the Chapter he or she shall act as Chairperson of the Americanism activities of the Chapter and wit
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8. 913505 New 07 02 2008 Membership Part Life Active Claimed 2788 MARYSVILLE ROAD ALTAVISTA VA 24517 CUNNINGHAM HAYWOOD 4501411913505 Payment 07 02 2008 40 00 Credit Card Unprocessed The following are some of the membership transactions that will appear from time to time on the report shown in Figure 2 Transfer Out New Life Unclaimed Transfer In Full Paid Life Deceased Change of Address Restore Cancelled All Chapter records should be maintained for seven 7 years This does not apply to original documents that do not expire such as but not limited to Chapter Charter contracts licenses leases Constitution and Bylaws regulations rulings by the National Judge Advocate tax returns and audits TREASURER It is the responsibility of departments and chapters to protect DAV assets from theft or conversion This responsibility includes without limitation implementation of sound financial management practices and the purpose of insurance to cover theft losses In the absence of such insurance the National Organization shall provide a mechanism by which departments and chapters may be reimbursed fro the theft or conversion of department or chapter assets by an elected or appointed department or chapter officer Such reimbursement shall be limited to 100 000 per occurrence and be subject to a deductible amount of 5 000 Such reimburse ment shall be made only upon a full and final adjudication of theft or conversion by a court of competent
9. CD S MARKET VALUE OF INVESTMENTS AS OF END OF AC Attach itemized list of stocks bonds etc Should Equal Amount 27 TOTAL LIQUID ASSETS Lines 23 thru 26 on Ending Balance Line ble to cash and di Liquid assets are th not include real or physical property such as real estate or i ort ose assets which are readily convertil cash and do furniture and fixtures If applicable complete and attach Other Assets Schedule to this rep F U re 4 NAME OF BANK S AND LOCATION D SIGNERS ON BANK ACCOUNTS SIGNED BY AUDIT C MUST NOT INCL MAIL TO DAV NATIONAL HEADQUARTERS FINANCIAL REPORT P O BOX 14301 CINCINNATI OHIO 45250 Year End Requirements At the end of each year which shall be the membership year commending July 1 and ending June 30 you should total all 12 monthly Chapter financial reports and prepare the DAV Annual financial Report figure 4 You must comply with standards established by the National Bylaws and National Executive committee for audits of Chapter estab lishments organizations programs activities and functions These standards require Chapter to be responsible tor providing adequate audit coverage of their programs as an aid in determining whether tunds have been applied efficiently economically effectively and consistently with program objectives and underlying agreements RECORD KEEPING REQUIREMENTS Prepare a monthly folder as shown in Figure 5 to contain your monthly
10. ansit 200 00 4 200 00 2 Less outstanding checks No 510 150 00 No 565 200 00 No 600 650 00 1 000 00 Adjusted cash balance 3 200 00 b Balance per books a 3 400 00 3 Add Interest earned 25 00 3 425 00 Less 4 Non sufficient funds of Jake Jones 125 00 5 Service Charge 10 00 6 Overstated deposit 90 00 225 00 Adjusted book balance 3 200 00 b 1 Compare the deposits listed on the bank statement with the deposits shown in your accounting records Any deposit in transit should be added to the bank statement Any deposits in transit from last month still not listed on the bank statement should be immediately investigated 2 Review the bank statement in numerical order and compare them with the records of checks issued List outstanding checks not on the bank statement Be sure to include any checks still outstanding from last month Deduct outstanding checks from the bank balance 3 Add to the balance per your books any interest earned 4 Deduct from the balance per your books any debit memoranda issued by the bank such as non sutticient fund NSF check and service charge that are not yet recorded on the Chapter books 5 Adeposit was incorrectly recorded in the Chapter books as 390 00 The bank recorded the deposit correctly as 300 00 NOTE If you receive return checks with your bank statement trace the checks to the statement from your records making sure that all checks were issued by the Chapter properly charged t
11. bank statements and bank reconciliation s for record keeping purposes Figure 5 Prepare a monthly folder as shown in Figure 6 to contain all your monthly vouchers and invoices paid Each disbursement should be supported by a voucher or invoice indicating the date paid and check number and amount paid if not paid in full Figure 6 amp SERVICE CHARITABLE EXPENSES SCHEDULE Ge FOR LINE 14 IMPORTANT NOTICE TO ALL DEPARTMENTS AND CHAPTERS When completing your Annual Financial Report you u are required to comp lete this form as an itemized pc e em the Expenses Disbursements part of the report It should be attached as an addendum to the financial report sisal nae all reported amo jounts with receipts canceled checks or other supporting documentation AMOUNT VA Medical Center donations indicate name of VAMC and specific amount donated to each VAMC VAVS Programs National Transportation Van Grant Program Service Program attach explanation Service Officer expenses Service Officer salaries and benefits Costs to attend service schools Hospital Service Coordinators Donations to the Colorado Trust National Service Foundation donations OVAP programs Donations to State Veterans Homes Housing Programs Meal Programs Publication of newsletters periodicals devoted to providing Service VA benefits Membership info Grants to homeless or needy veterans Other Service Charitable expenses attach explanatio
12. be properly de eee Ft Ba accounted for Eng ann 7 Accordingly the Treasurer shall at all times tn ees cr THRIFT STORE GROSS RECEIPTS BAR LOUNGE GROSS RECEIPTS 1 Ensure the safeguarding of funds properties and other assets haemo a cen E against unauthorized loss or use C nakaa emo 2 Ensure all disbursements of funds have been properly approved in accordance with Chapter Department and National Constitution and cc ae emer XES amp EMPLOYEE BENEFITS FOR DMINISTRATIVE PERSONNEL ONLY ATTACH SCHEDULE 10 INCOME LINES I THRU 9 12 CONVENTIONS CONFERENCES SEMINARS y a WS ATTACH LIST SHOWING NAMES EVENTS AND AMOUNTS e 13 POSTAGE amp OFFICE SUPPLIES ITABLE COMPLETE AND ATTACH REQUIRED LE EXPENSES SCHEDULE 3 Ensure all financial transactions are properly and accurately recorded Snares ses so that the tinancial data is reliable cx ah OP a 4 Prepare and read a monthly Treasurer s Report at each meeting AA mons 9 CHAPTER HOME DEPARTMENT HQ EXPENSES ATTACH SCHEDULE 5 Prepare annual financial report and submit to the State Department Sime espe me SCHEDULE and National Organization within ninety 90 days atter the close of 5 oor ae the Department Chapter accounting year ending June 30th Femera r dv uns in na 16 BINGO EXPENSES INCLUDING BINGO SALARIES amp PAYROLL TAXES ATTACH SCHEDULE 24 SAVINGS ACCOUNTS Attach copy of bank statement 25
13. by refreshing your memory This booklet will be useful in helping younger DAV leaders move into positions of responsibility Finally this is a guide It does not replace any provisions of the National Constitution Bylaws and Regulations or mandates Sincerely ARTHUR H WILSON National Adjutant TABLE OF CONTENTS Commander Senior Vice Commander Junior Vice Commander Adjutant Treasurer Chaplain FRA Officer of the Day Sergeant at rms Chapter Meeting Agenda Web based Membership System Instructions COMMANDER The Commander shall preside at all regular or special meetings of the Chapter He shall maintain order and dispatch such business as may legally come before him All check or vouchers issued by the Chapter Treasurer may be countersigned by the Commander He shall perform all other duties that may reasonably be assumed to be incidental to his office including those set forth in the Chapter s Constitution and Bylaws and in the Official DAV Ritual and such other duties as may be lawfully delegated to him by the Chapter It is the administrative responsibility of the Commander 1 To open the meeting at the appointed time by calling the meeting to order 2 To announce in proper sequence the business that comes before the Chapter in accordance with the Official DAV Ritual 3 To recognize members who are entitled to the floor 4 To state and put to vote all questions that legitimately come before the Chapter as
14. e performance of their duties The Adjutant shall make the minutes and records of the Chapter available to members upon request The Adjutant is respon sible for furnishing convention delegates with credentials The Adjutant must work closely with the Commander Treasurer and other Chapter officers in order to efficiently carry out his or her duties The Adjutant may not serve as Chapter Commander at the same time The Adjutant is also responsible for filing the Chapter Officer Report form immediately following the annual election and installation of officers in compliance with the National Bylaws Article 9 Section 9 2 The proper form is shown in Figure 1 A copy should be sent to National and Department Headquarters as well as the National Service Office Figurg 7 MENT DATE o FAN 400 Re NAME May li SR Ty The Adjutant is responsible for the membership records and should make certain that they are kept up to date Official membership records are kept by using the DAV Membership Report Figure 2 which is furnished by National Headquarters The Adjutant shall also be responsible for timely notifying National and Department Headquarters of changes of address and deaths of members OY MEMBERSHIP ACTIVITY REPORT Figure 2 Date Range 7 2 2008 9 00 00AM through 7 3 2008 12 00 00AM VIRGINIA 14 SALEM VIETNAM VET 14 Activity Member Name Membership Status Date Activity CUNNINGHAM HAYWOOD 4501411
15. h the approval of the Chapter may appoint one or more members to assist him or her as such Chairperson The Junior Vice Commander may not serve as Adjutant or Commander ADJUTANT The Adjutant is responsible for keeping the Chapter s records and managing the Chapter s official correspondence He or she must keep detailed records of the Chapter s meetings and business affairs All motions considered by the Chapter should be recorded along with the names of the members who make second or speak on motions All monies received or spent by the Chapter must be recorded in his or her records The Adjutant is responsible for mailing meeting notices to all Chapter members at least a week before the meeting If a special meeting is to be called the reason for the meeting should be stated on the meeting notice At each business meeting the Adjutant should read the minutes of the preceding meeting and make sure that a motion of acceptance or rejection is passed At each Chapter meeting the Adjutant should read all correspondence received between meetings and see that all matters which require action by the Chapter are properly disposed of He or she should answer all correspondence promptly and file copies of his or her answers with the Chapter records ne The Adjutant is responsible for notifying officers committee Long n members and delegates of their election or appointment and fur vg nish committees with whatever documents are required for th
16. jurisdiction Such reimbursement shall also be subject to the limits and conditions of the reimbursement program as determined by the Board of Directors This amendment is effective January 1 2006 The duties of the Treasurer will vary from Chapter to Chapter In most instances the Treasurer holds the funds deposited with him and pays them out when approved by the Chapter It is recommended that the Treasurer serve at least two terms in order to provide continuity He shall keep a system of accounts approved by the Chapter and shall preserve all receipts and checks or vouchers for payments made He shall render a monthly report Figure 3 of receipts and expenditures to the Chapter not later than the first regular Chapter meeting following the last day of each calendar month An Annual Financial Report Figure 4 shall be submitted to the National and Department Headquarters within ninety 90 days after the close of the Department Chapter accounting year ending June 30th Departments Chapters having gross income below 10 000 excluding membership per capita are no longer required to submit a report to National Headquarters Figure 3 DISABLED AMERICAN VETERANS ANNUAL FINANCIAL REPORT STATE DEPARTMENT OF _ NAME amp NUMBER ACCOUNTING PERIOD FROM July 1 to June 30 CITY STATE The Treasurer must always be aware that the Chapter tunds must
17. n TOTAL AMOUNT OF LINE 14 EXPENSES This figure must equal the amount on Line 14 of Annual Financial Report 901331 REV 4 00 MAIL TO DAV NATIONAL HEADQUARTERS P O BOX 145550 CINCINNATI OHIO 45250 Figure Bank Statement OTHER ASSETS SCHEDULE ANNUAL a REPORT List Market Values as of End of Accounting Pe June 30 REAL ESTATE Address location of property Date of acquisition purchase of property Current market value including land buildings and improvements end of accounting period Current balance of any loan indebtedness on property including name and address of lending institution Sides eee ee ee Loan Balance end of accounting period JER FE ees Provide brief description Estimated Market Value end of accounting period VEHICLES Automobiles Trucks Vans Provide brief description Estimated Market Value end of accounting period INVENTORY MISCELLANEOUS Provide brief description Estimated Market Value end of accounting period PLEASE BE PREPARED TO SUBSTANTIATE THE REPORTED ASSETS WITH SUPPORTING DOCUMENTATION DO NOT INCLUDE ANY LIQUID ASSETS ON THIS SCHEDULE 901882 REV 400 MAIL TO DAV NATIONAL HEADQUARTERS P O BOX 145550 CINCINNATI OHIO 45250 Figure 8 BANK RECONCILIATION At the end of each month a bank reconciliation should be prepared as shown in Figure 7 Balance per bank a 4 000 00 1 Add deposit in tr
18. o the Chapter s account and properly signed a Beginning balance must be for the same day of the month O b These balances must agree CHAPLAIN The Chaplain is responsible for leading the opening prayer of the Chapter meetings The Chaplain is the spiritual leader of the Chapter and may be called upon to represent the Chapter at the funeral services tor deceased members and to send sympathy cards or make visitations to members of the Chapter or their family who are ill SERGEANT AT ARMS The Sergeant at Arms assists the Commander in preserving order during Chapter meetings The Sergeant at Arms is responsible for verifying the membership of those in attendance when required to do so by the nature of business i e election of officers or delegates private matters requiring the protection of personal rights The Sergeant at Arms may be responsible for handling the physical arrangements of the meeting hall OFFICER OF THE DAY The Officer of the Day is responsible for maintaining a list of visitors at Chapter meetings and introducing visitors when called upon by the Commander The Officer of the Day is also responsible for escorting visitors and others to the podium when directed by the Commander ORDER OF BUSINESS 1 Opening Ceremony 2 Roll Call of Officers 3 Introduction of Visitors 4 Reading Minutes Last Meeting 5 Treasurer s Report 6 Bills Against the Chapter 7 Sickness and Distress 8 Applications for
19. ssword is vour birthdate W D YYYY and you will be taken to a screen to change lew Members your password after you login for the first time i e 4 16 1967 12 1 1967 sign On Membership Password If you are NOT a DAV Member Click one of the following links below to fill out an application or select the New Members menu option on the left Join the Disabled American Join the Disabled American Veterans Veterans Auxiliary se gt o l a E DISABEEDAMERIGANVETERA i gt Re L N a e a Secured y thawte click to verify 3 Q internet Type in your membership number and password The default password is your birthdate MM DD YYYY and you will be taken to the screen to change your password for the first time If you are not a member clicking on the Join the Disabled American Veterans link will take you to a membership application Change Password You will be prompted with this screen automatically the first time you login so that you can change your default password to a new unique password You may also access this screen from the Maintain Information menu if you decide to change your T s a HOME SITEMAP FEEDBACK MAGAZINE em VAN 7 Disabled American Veterans gt i a Building Better Lives for America s Disabled Veterans ta ta v m nd User Information Note If you have been taken to this page automatically you MUST change your pas
20. sword Membership 341031612897 Member ID 1612897 Date of Birth 9 3 1922 New Members Last Name Warth First Name Charles Make Receive Payments Maintain Information sign Off Change Password Passwords must be at least 6 characters long and can be any letter or number but no special characters Passwords ARE case sensitive Old Password New Password 7 I Confirm New Password password again To change your password type your passwords in the required fields and press submit Note Passwords must be at least 6 characters long and can be letter and numbers but no special characters Passwords are case sensitive Welcome Once you have successtully logged in the welcome screen will be displayed On the left in the blue area you will be able to access additional menu items es Py HOME SITEMAP FEEDBACK MAGAZINE Mn ET a a 7 Disabled American Veterans ee AN Building Better Lives for America s Disabled Veterans MS Application for Membership Fields marked require an entry Step 1 Your Information Title iL E First Name New Members Sign On Middle Name Last Name Suffix Street Address1 City State I v Zip 4 o Country USA x Daytime Phone Street Address2 Email Address Spouse s First Name
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