American Legion Post 711 Operating Structure Blue Grass, Iowa 2016-2017 19 September 2016

American Legion Post 711 Operating Structure

19 September 2016

Purpose The purpose of this Operating Structure is to: *Provide the Post budget for the upcoming year. *Identify the committees and their responsibilities. *Outline the policy for rental of the Post Home. *Provide any additional guidance or direction not covered in the Post Constitution and Bylaws. This Operating Structure will be reviewed, modified as needed and approved at the Executive Committee Meeting held within 10 days of the installation of the new Post officers (Bylaws, Article II, Section 1).

**************************************************************** Contents Article I-

Post Officers and Committee Chairs

Page 3

Article II- Committees of the Post

Page 4

Article III- Post Budget

Page 6

Article IV- Renting the Post Home

Page 6

Addendums Addendum 1- Post Budget

Page 8

Addendum 2- Post Rental Agreements & Post Home Rental Checklist (separate forms for with alcohol and without)

Page 10

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American Legion Post 711 Operating Structure

19 September 2016

Article I- Post Officers and Committee Chairs Section 1. The Executive Committee of the Post is made up of the elected officers, elected members at large, Past Post Commander(s) and the appointed Judge Advocate (Constitution, Article V, Section 1). Any vacancy will be filled in the same manner as the initial appointment and be for the remainder of the term. The members of the Executive Committee are listed below: Executive Committee (2016-2017): Commander1st Vice Commander2nd Vice CommanderAdjutantFinance OfficerChaplainJudge AdvocateService OfficerSGT-at-ArmsPast Commander(s) (for 3 years)Members at Large (3)-

Gary Berndt Mike Salter Sally Shelton Wayne Kraft Dave Stoffers Cliff Stubbs Don Arns Shay Elliott John Frank N/A Ervin Sindt Al McDonnell Chester “Stan” Stanfield

Section 2. The Committee Chairs of the Post and other appointed members are listed below. Additional committees and/or appointed positions may be created by the Commander or by direction of the Executive Committee. Committee Chairs and other appointed positions (2016-2017): Military Graveside Services OfficerBen Lorenzen Nominating Committee ChairBuilding & Home Rental Committee Co-ChairsBoys State Committee ChairMembership Committee ChairMerit Awards Committee ChairBoy Scouts Committee Chair5th Grade Flag Essay Committee Co-ChairsConstitution Essay Contest ChairPlaque Committee ChairPublic Relations Committee ChairVeterans Outreach Committee ChairVeteran's Day 5K Run Committee ChairWreaths Across America Committee ChairJohn Deere Birdies for Charity Committee Chair-

Al Nelson and Al McDonnell Wayne Kraft Wayne Kraft Wayne Kraft Gary Berndt Wayne Kraft and Al McDonnell Wayne Kraft Chester “Stan” Stanfield Wayne Kraft Chester “Stan” Stanfield Matt Nelson Al McDonnell Wayne Kraft

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American Legion Post 711 Operating Structure

19 September 2016

Article II- Committees of the Post Section 1. The Commander will make/approve committee chair assignments immediately upon taking office (at the close of the Department of Iowa Convention). Committees of the Post are, but are not limited to: A. Nominating Committee. A Nominating Committee will be appointed by the Commander, who will chose one of the members to act as Chair. The committee is responsible for nominating officers from the current Post membership for the elected offices, and making recommendations for the appointed offices. The committee’s nominations and recommendations shall be presented to the Post at the regularly scheduled meeting in May of each year. B. Building & Home Rental Committee. The Building Committee is responsible for identifying problems or issues in regards to the maintenance of the Post Home. Before proceeding with anything other than emergency repairs, the committee Chair will obtain approval from the Post Executive Committee to expend the funds needed to make the repairs. The Chair shall obtain bids and estimates to provide to the Executive Committee for any repairs, as well as for snow removal and grass cutting. Members of the Building Committee are also responsible for coordinating rentals, collecting fees, issuing keys, and inspecting the building prior to returning any cleaning deposits. C. Boys State Committee. The Boys State Committee is responsible for selecting the Post’s attendees to Hawkeye Boys State each year. The Committee Chair, through the Post Adjutant, ensures that reservations are made for the anticipated number of attendees prior to December 31st, for the following June session. The Committee Chair also ensures the selected attendees attend the closest Boys State Orientation. D. Membership Committee. The Membership Committee is responsible for the efforts of the Post to meet the yearly assigned membership target. These efforts include the renewal of current members and the recruiting of new members. The 2nd Vice Commander will assist the committee in their efforts as needed. E. Merit Awards Committee. The Merit Awards Committee (formally the Scholarship Committee) is responsible for administering the Merit Awards Program for the Post. This includes the notification of potential applicants, creation and distribution of applications, and the selection of awardees from the returned, complete, applications. F. Boy Scouts Committee. The Boy Scouts Committee is responsible for coordination with, and oversight of, any Boy Scout Troops and Cub Scout Packs chartered by the Post. The Chair of the committee shall be designated the Institutional Executive for any Troops or Packs the Post charters. The Chair shall select one or more members of the committee to act as the Chartered Organization Representative for each Troop or Pack chartered by the Post.

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American Legion Post 711 Operating Structure

19 September 2016

G. 5th Grade Flag Essay Contest Committee. The 5th Grade Flag Essay Contest Committee is responsible for administering the contest by the guidelines passed down from the 2nd District or Department of Iowa. The Chair will work with both the Blue Grass and Buffalo Elementary Schools providing forms and other material, collecting essays for judging, and any presentations, whether to the classes as part of the educational process or at the end of year awards ceremonies. H. Constitution Essay Contest. The Constitution Essay Committee is responsible for administrating the contest by the guidelines passed down from the 2nd District. The Chair will work with the schools having 7th and 8th grade students within Scott County, providing forms and other material, collecting essays for judging, and any presentations, whether to the classes as part of the educational process or at the end of the year awards ceremonies. I. Plaque Committee. The Plaque Committee is responsible for maintaining the various plaques in the Post Home, ensuring they are up to date. The committee is also responsible for obtaining any new plaques, at the direction of the Commander. J. Public Relations Committee. The Public Relations Committee is responsible for maintaining the Post website. Additionally the committee is responsible for publicizing the Post’s efforts and activities thru news releases to local radio and TV stations, as well as to local newspapers and the various American Legion publications. Working with the other Post committees, the Public Relations Committee is also responsible for creating any fliers needed to publicize Post events (Breakfasts, Wild Game Feed, 5K Run, etc.). K. Veterans Outreach Committee. The Veterans Outreach Committee is responsible for providing assistance for military veterans who have served in both peacetime and war. We provide primary assistance for veterans who are homeless, who require food, clothing, and travel to and from the Iowa City VA Hospital. We also support and veterans traveling through our area as needed. L. Veteran's Day 5K Run Committee. The Veteran's Day 5K Run Committee is responsible for coordinating the 5K Run, typically held on the weekend closest to Veteran's Day. M. Wreaths Across America Committee. The Wreaths Across America (WAA) Committee is responsible for coordinating the Post's participation in the ceremony held in December at the Rock Island National Cemetery, on Rock Island Arsenal. The committee will ensure the Post is registered with WAA and has received the current forms needed to sponsor wreaths for placement on the Arsenal, or other local cemeteries. N. John Deere Birdies for Charity Committee. The John Deere Birdies for Charity Committee is responsible for coordinating the Post's participation in the Birdies for Charity program each year. The committee obtains the brochures and ensures they are provided to all Post members.

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American Legion Post 711 Operating Structure

19 September 2016

Section 2. Committee Chairs will be responsible for reporting their committee’s activities during meetings of the Post and if requested, to the Executive Committee. Every committee shall obtain approval from the Executive Committee before expending any Post funds, that exceed their approved budget. In case emergency repairs or actions are required, the Commander will have approval authority. Article III- Post Budget Section 1. At the first meeting of the Executive Committee, after installation of the new officers, the budget for the next year (August 1st thru July 31st) will be reviewed and changed as needed. The current year budget is in Addendum 1. Funds above and beyond the approved budget will not be expended without prior approval of the Executive Committee. Section 2. Committee Chairs are required to keep track of their budgets and expenditures, prepared to provide an accounting on request of the Commander or Executive Committee. Committee Chairs are also responsible for obtaining the approval of the Executive Committee prior to exceeding their budget or for purchase of items and/or services not covered by their budget. Article IV- Renting the Post Home Section 1. Renting of the Post Home will typically be on a first come, first served basis. However, prior to a new calendar being started to record rentals on, the following activities will be annotated: A. Regular Legion and Auxiliary Meetings (3rd Thursday of each month at 6 PM). B. Boy Scout Troop 26 Meetings (every Monday at 6:30 PM). C. Cub Scout Pack 26 Meetings (2nd and 4th Wednesday of each month at 6:30 PM). D. Auxiliary Pork Chop Supper (typically Veterans Day, November 11th). E. Wild Game Feed (typically the 2nd Friday in February). F. Post Pancake Breakfasts (1st Saturday of the month, 6:30 till 10 AM). G. Boy Scout Troop 26 Spaghetti Supper (typically the 2nd Saturday in March, 4 till 7 PM). H. Auxiliary Sewing Ladies (typically the 3rd Tuesday of the month, 10 AM till 3 PM). I. Social Day (typically the 3rd Monday of the month at 11:30 AM). J. Plus 60 Dinner (typically the 1st Thursday in May at 6 PM).

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American Legion Post 711 Operating Structure

19 September 2016

K. Veteran's Day 5K Run (typically the weekend closest to Veteran's Day). Section 2. The Post Home rental rates for members and non-members, for rentals with and without alcohol present, are reflected in the Rental agreements in Addendum 2. A cleaning deposit is required prior to the issuance of a key. Building & Home Rental Committee members are responsible for coordinating rentals, collecting fees, issuing keys and inspecting the building, prior to returning any cleaning deposits. A. “Special rental rates” must be approved by the Executive Committee prior to the rental and will be on a case by case basis. B. In the event that during a post-rental inspection Post property is found missing or there is damage to Post Home, an estimate of the cost of the loss or damage will be obtained. The renter is then responsible for providing funds to cover the estimate. Section 3. The procedure for renting Post Home is as follows: A. A Rental Agreement will be completed for all rentals of Post Home. B. Once a Rental Agreement is received, the renter’s name will be listed on the calendar and a line will be completed in the Post Rental Register. C. The rental date will not be considered confirmed until at least half of the rental rate (to include the cleaning deposit) has been received by the Post. D. A key to Post Home will not be issued until the full amount of the rental fee (including the cleaning deposit) is received. E. The cleaning deposit will not be returned to the renter until the Post Home Rental Checklist has been completed and signed and the key has been returned. Section 4. Any recurring event or function that is to be considered “open to the public” (no rental fee charged), unless covered in this Operating Structure, will be approved by the Executive Committee prior to being held. A Legionnaire from Post 711 will provide the details of the event or function, how often it is to be held, who will be responsible for ensuring Post Home is cleaned and secure at the end of the event or function, approximately how many people will be participating and any other details requested by the committee. At no time will Post Home be used, without a rental fee being charged, without the Executive Committee’s prior approval. Section 5. The Post Home will be made available at no cost, as long as there is no previously scheduled rental, to members or non-members for the purpose of holding a funeral luncheon. Section 6. In the event there is a question regarding use or a conflict arises, the Executive Committee will be the final resolution authority.

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American Legion Post 711 Operating Structure

19 September 2016

The 2016-2017 Post 711 Operating Structure was approved during the Executive Committee Meeting held on 19 September 2016.

Gary Berndt Commander

Wayne Kraft Adjutant

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American Legion Post 711 Operating Structure

19 September 2016

Addendum 1 Post Budget

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American Legion Post 711 Operating Structure

19 September 2016

The budget for 2016 - 2017 is: Nominating Committee

$150

(Officer Manuals, Past Commander's brick, name plates)

Building & Home Rental Committee

$5,700

(Cleaning supplies, insurance dumpster, mowing, snow removal)

Boys State Committee

$600

(2 x $250/fee, 2 x $50/expense money)

Membership Committee

$300

(Postage, membership awards)

Merit Awards Committee

$1,500

(3 x $500)

Boy Scouts Committee

$180

(NESA Membership, certificates, presentation folders)

5th Grade Flag Essay Committee

$300

(Medals, checks, certificates)

Constitution Essay Committee

$300

(Medals, checks, certificates)

Plaque Committee

$450

Public Relations Committee

$500

Veterans Outreach Committee

$500

Veteran's Day 5K Run Committee

$1,500

(Shirts, trophies, medals, fliers)

Wreaths Across America Committee

$300

(Fliers, patches, pins)

John Deere Birdies for Charity Committee

$50

Breakfast & Wild Game supplies

$2,100

Post newsletter

$950

(Paper, labels, stickers, postage)

Utilities

$5,410

(Gas, water, electric, phone)

Miscellaneous

$610

Emblem Sales

$680

Memorial Day

$50 Total: $22,130

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(Fliers, postage, subscriptions, meeting costs)

(Programs)

American Legion Post 711 Operating Structure

19 September 2016

Addendum 2 Post Rental Agreements & Post Home Rental Checklist 1. Rental without Alcohol 2. Rental with Alcohol 3. Post Home Rental Checklist

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American Legion Post 711 106 South Juniata Street Blue Grass, IA 52726

Legion Home is a non-smoking facility.

Post Home Rental Agreement w/o Alcohol Date of Event: _________________________________________

Time: ______________________

(Day/Month/Year)

(Beginning time/Ending time)

Renter’s Name: _________________________________________

Phone #: ______________________

Renter’s Address: ________________________________________________________________________ Is the Renter a Post member? ___________________ (Yes/No)

1. A $50 cleaning deposit is required prior to use of Post Home. If Post Home is not cleaned after use, and the Post Home Rental Checklist is not completed, the ENTIRE deposit is forfeited. 2. A deposit of half the rental rate is required to hold a given date. No date is considered confirmed until the deposit is received. 3. The renter is responsible for any damage to Post Home and damage or loss to the property there in. If damage or loss is found, an estimate will be obtained to effect repairs or replace the missing property. The renter agrees to provide funds to cover the estimate. 4. If a renter loses or fails to return the key on time, they will be charged the cost of replacing the keys and locks for Post Home. 5. The Renter (or their insurance company) will provide, by email to [email protected] or hand delivered, a copy of the “Homeowners Declaration” page from their insurance policy showing Personal Liability coverage in the amount of at least $500,000, at least three (3) days before the event. _____________________________________________________

___________________________

_____________________________________________________

___________________________

(Renter’s signature)

(Date)

(Post Representative’s signature)

(Date)

Rental Rates: $75 Legion Member $125 Non-Legion Member $50 Cleaning Deposit

___________ + (Rental Fee)

$50

= ___________

(Cleaning Deposit)

(Total Amount due)

***************The Renter should complete the information down to this line.*************** Rental Deposit Received: ________________ (Date Paid)

_________________ (Amount of Deposit)

Balance Due: __________________

__________________

Balance Paid: __________________

__________________

(Date due)

(Date Paid)

_________________ (Check Number)

(Balance due)

(Amount Paid)

__________________ (Check Number)

Deposit Returned: ______________

__________________

Key Returned: _________________

________________________________________________

(Yes/No)

(Date Returned)

(Amount Returned)

__________________ (Date Returned)

(Post Representative’s signature)

________________ (Check Number)

American Legion Post 711 106 South Juniata Street Blue Grass, IA 52726

Legion Home is a non-smoking facility.

Post Home Rental Agreement w/Alcohol (Beer and Wine ONLY!!)

Date of Event: _________________________________________

Time: ______________________

Renter’s Name: _________________________________________

Phone #: ______________________

(Day/Month/Year)

(Beginning time/Ending time)

Renter’s Address: ________________________________________________________________________ Is the Renter a Post member? ___________________ (Yes/No)

1. A $50 cleaning deposit is required prior to use of Post Home. If Post Home is not cleaned after use, and the Post Home Rental Checklist is not completed, the ENTIRE deposit is forfeited. 2. A deposit of half the rental rate is required to hold a given date. No date is considered confirmed until the deposit is received. 3. The renter is responsible for any damage to Post Home and damage or loss to the property there in. If damage or loss is found, an estimate will be obtained to effect repairs or replace the missing property. The renter agrees to provide funds to cover the estimate. 4. If a renter loses or fails to return the key on time, they will be charged the cost of replacing the keys and locks for Post Home. 5. The Renter (or their insurance company) will provide, by email to [email protected] or hand delivered, a copy of the “Host Liqour Liability Insurance” in the amount of at least $1,000,000, at least three (3) days prior to the event. “Host Liqour Liability Insurance” can be obtained from your insurance company or one (1) day coverage can be obtained by going to: eventisnurancenow.com

OR

eventhelper.com

6. Absolutely no individuals below the age of 21 are allowed to possess or consume alcoholic beverages on Blue Grass Post 711 property to include the building and adjoining parking lots. Blue Grass Post 711 reserves the right to check ID's of all participants. _____________________________________________________

___________________________

(Renter’s signature)

(Date)

_____________________________________________________

___________________________

(Post Representative’s signature)

(Date)

***************The Renter should complete the information down to this line.*************** The rental rate when alcohol is present is $250 + $50 cleaning deposit for a total of: $300 Rental Deposit Received: ________________ (Date Paid)

Balance Due: __________________ (Date due)

_________________ (Amount of Deposit)

_________________ (Check Number)

__________________ (Balance due)

Balance Paid: __________________

__________________

__________________

Deposit Returned: ______________

__________________

__________________

________________

(Amount Returned)

(Date Returned)

(Check Number)

(Date Paid)

(Yes/No)

Key Returned: _________________ (Date Returned)

(Amount Paid)

(Check Number)

________________________________________________ (Post Representative’s signature)

American Legion Post 711 106 South Juniata Street Blue Grass, IA 52726

Legion Home is a non-smoking facility.

Post Home Rental Checklist Initial once complete

Items to Check

______

1. Ensure the water spray value at the South sink in turned off.

______

2. Turn off the Home ceiling lights.

______

3. Check to ensure the men's restroom light and fan are off.

______

4. Check to ensure the women's restroom light and fan are off.

______

5. Make sure all windows are secure.

______

6. Ensure furnance is turned down if heat is on and turned up if air conditioning is on.

______

7. Empty all the trash cans.

______

8. Clean the floor, broom and mop if necessary.

______

9. Turn out all lights.

______

10. Lock all doors: 2 at the North entry and 2 at the South entry.

______

11. Leave key & signed and completed checklist on the kitchen counter.

_____________________________________ (Signature of Renter)

_____________________________________ (Signature of Post Representative)

www.al711iowa.com

________________ (Date)

________________ (Date)