STANDARD OPERATING PROCEDURES FOR TEXAS …

1 POSTSTANDARD OPERATING PROCEDURESFOR TEXASVFW POSTS2011-20122 Department of TexasVETERANS OF FOREIGN WARSof theUNITED STATES8503 N. IH Box 14468 Austin, TEXAS 78753 Austin, TEXAS 78761(512) 834-8535 FAX (512) Leaders of the TEXAS VFW,Continuing the Legacy. We in the Department of TEXAS do, indeed, have a great legacy to continue. The thousandsof VFW members who have come before us have laid a rich history of service and success for us to follow. It is ourresponsibility, as members of the Department of TEXAS , to continue that legacy and strive for even greater SOPs are the recipe for success this year. There have been several changes which are designed to make youryear easier and more rewarding. Realize, however, that success will be achieved only through effort and a dedicationto our organization. Those who strive to succeed will be recognized. Those who don t put the necessary effort intotheir roles as leaders of the VFW will fail. This year, our emphasis will be on membership.

2 As our National organiza-tion diminishes in size each year, it is up to us, in the Department of TEXAS , to show the rest of the VFW how successcan be achieved. To accomplish this we need the efforts of every member. We should not accept as satisfactory anypost who fails to recruit new members. Every member knows at least one eligible veteran and that veteran shouldbe a member of the greatest military veterans organization in the world. It s up to us to issue the invitation and signhim or her up. That is the legacy that we must continue--that legacy that was formed years ago. That is our year, you will find several new incentives for success. The Golden Ace award and the Team TEXAS award will rec-ognize those Post and District Commanders who achieve the prescribed level of membership. The Gold and SilverMAP awards will be given to those posts that recognize the importance of our Military Assistance Program throughtheir contributions. Will it be easy to qualify for these awards?

3 No, it will be hard. But hard does not mean impossi-ble. The recipients of these awards will have the knowledge that they and their posts have risen above all others inthe level of service that we, as an organization, are justifiably proud urge you to read these SOPs carefully. This year, a rule is a rule and a deadline is a deadline. As leaders of the De-partment of TEXAS , it is incumbent on each of us to make sure that a post is not penalized because of our error. Tobe successful, it will be necessary to follow these SOPs and meet each deadline. As always, your Department staff isready to provide you assistance, but they cannot make up for errors that are in violation of these SOPs or of the De-partment or National VFW year 2011-2012 can be a landmark year for TEXAS . We can soar to new heights and levels of success if weare willing to work. It is up to us to set high standards and work to achieve those standards . Each of us knows thatsuccess is there for the taking and that, once again, we can move TEXAS to the you success, I remain,Yours in Comradeship,John T.

4 SpahrState Commander 2011-20123 TABLE OF CONTENTSL etter from the State Commander2 Important Definitions & Information5 Post Requirements6 Example Post Status Sheet7 Commander & Quartermaster Tools9 Post Trustee s Audit10 Quartermaster Bonding Form11 Blanket Bonding Form for 5 Positions12 Blanket Bond Rates13 VFW Service Officer Registration Form14 Community Service Guidelines, Instructions & Report Form15 Military Assistance Program (MAP)18 VFW National Home19 Post Election Report Form20 Post 990 & Insurance Information22 Buddy Poppy Order Form23 Post Objectives24 Post Publications & Entry form25 Volunteer Recognition27 Volunteer Award Entry Form28 Public Safety VFW Gold Medal Awards Section29 VFW National Citizenship Teacher Award Section34 Voice of Democracy Contest Section42 Patriot s Pen Contest Section49 Veteran Project Participation Report56 ROTC Medals Program60 Homeless Veterans60 Individual Recruiting Awards61 Post Leadership Recruiting Awards62 TEXAS VFW Post Awards634 TABLE OF CONTENTSC ontinuedOutstanding Community Service Post Guidelines64 Community Activities Record Book Entry Form67 Scout of the Year Instructions68 Scout of the Year Entry Form69 Honor Roll & All-State Post Requirements71 All-State Post Entry Form72 State Awards73 State Awards Entry Criteria74 State Awards Nomination Form75 Outstanding Motorcycle Unit Entry Criteria76 National VFW Awards All-American Post

5 Requirements77 National Buddy Poppy Contest79 Ceremonial Rifles Inventory List80 Static Display Inventory List81 Post Visit & Inspection Report Form82 Dates To Remember852010 Deadlines862011 Deadlines87 National VFW Headquarters General Orders #1 for 2011-2012 Year Every Post chartered by the Veterans of Foreign Wars of the United States will beexpected to participate in the following programs during the 2011-2012 year: Voiceof Democracy, Patriots Pen, National Citizenship Education Teacher s Awards,Buddy Poppy and National Military Services. Additionally, it is necessary that allPost and Department Commanders comply with all provisions of the National By-Laws and the Manual of Procedure and Ritual. 5 Important Definitions & Information:PLEASE READ CAREFULLYThe 2011-2012 VFW Fraternal Year brings some changes to TEXAS Post requirements. You will find thatunderstanding the following definitions is very important when interpreting the instructions in this Divisions:Each Post is assigned to aDivision based on its membership finish fromthe prior Reporting Deadline at National:Only members reported to and credited at NationalHeadquarters by the deadline date will count TEXAS Contests Deadline:Unless other-wise specified, the default deadline for all Depart-ment of TEXAS contests is3:00 on May 4, to Send Materials:With the exception ofmembership applications, all other materials forconsideration in contests described herein shall bedelivered to Department of TEXAS & Flats:Letters and flats should bemailed toTexas VFW, Box 14468, Austin,TX to: Parcel items (boxes and items too largeor heavy to fit into envelopes) must be deliveredvia your choice of parcel carrier toTexas VFW,8503 IH-35 North, Austin, TEXAS 78753.

6 Sendingparcels to our box risks delaying delivery ofyour items and possible contest :To be counted, all materials must beat VFW Department Headquarters by 3:00 PM bythe specified deadline for each requirement. Onlymaterials actually at Department Headquarters by3:00 PM on the deadline date will be counted.(Exception: membership materials are sent directlyto National.) Only membership credited at Na-tional Headquarters on the deadline date Meetings:Every Post Commander ortheir appointed representative must attend everyduly called District DivisionsDiv #2011-12 GoalI375 & aboveII100 374 IIIless than 99 Post Status Sheets:There are two statussheets; one for District Commanders and one forPost Post status sheet is com-prised of all the Posts within a District (see page 7).Each Post has a list of minimum requirements thatmust be completed in accordance with National andState VFW By-Laws and various legal require-ments and a list of VFW Program Objectives thathave helped shape and define the VFW as theworld s oldest Veterans Service Sheets:Status Sheets will be postedonline every Wednesday, beginning August 3,2011.

7 These status sheets are an important tool forassessing membership recruiting and completion ofVFW requirements and program objectives for eachPost. Status Sheets are available on the Departmentof TEXAS VFW web site Sheet Review:Upon receipt of a StatusSheet, review it carefully and notify DepartmentHeadquarters immediately if you have any ques-tions or feel corrections are necessary. Don't waittill it is too late to notify Department Headquartersof DATES ARESTRICTLY ENFORCEDNO EXCEPTIONSFOR ANY REASON6 POST REQUIREMENTSThe following is a list of requirementsfor all :All four (4) Trustee's Reports of Audit must have been received at auditmust be received within 30 days following the end of the observed quarter and must be completed in BONDING:Post Quartermaster must be bonded with Department or proof of lo-cal bonding submitted to Departmentby September 1, OFFICER REGISTRATION:The name, complete address, and $ registration fee forthe Post Service Officer must have been received at Departmentby September 1, 990 FORM Must submit copy of 2010 IRS Form 990 to Department Headquarters no later than De-cember 31, For Posts owning property or OPERATING a business enterprise, a Post must submit a copyof current General Liability Insurance Policy showing Department and National VFW as additional insuredto Department Headquarters.

8 Additional Liquor Liability Insurance may be required if alcohol ispresenton Post property. Post must forward this documentation by September 30, 2012 and as renewed to Depart-ment COMMUNITY SERVICE PROJECTS:TWENTY (20) Community Service projects must havebeen completed and reported to Department of TEXAS Headquarters using the provided Community ServiceActivity Report Form by April 30, must be submitted within 30 days of event to YOUTH PROJECTS:SIX (6) Youth projects reported to Department by April 30, 2012. Report must besubmitted within 30 days of event to receive AMERICANISM PROJECTS:NINE (9) Americanism projects reported to Department by April 30, must be submitted within 30 days of event to receive PARTICIPATION:Military Assistance Program (MAP) minimum donation of at least $ been sent to DepartmentbyDecember 31, 2011. Contributions to National VFW do not HOME:Submit a National Home donation of at least $25 to Department HeadquartersbyDecember 31, 2011.

9 Contributions to National VFW do not Project Participation See page 56 59 for reporting guidelines on these projects. Com-pletion and proper reporting of a minimum of three (3) of these projects are required for every Post. Nopoints will be given on the stat sheet for the first three ELECTION REPORT:Submit Post Report of Election of Post Officers for 2012-13by May 4, POPPY:Must receive minimum order of 500 at Departmentby December 31, 2011. Posts mustpay for their Buddy Poppies within 30 days of the date on the cast Post Delegate votes in ballotsat the 92nd Annual State Convention in 2012 or at any District meeting, payment for Poppies MUST bemade prior to or at the State MEETING PARTICIPATION:Must attend all properly called District meetings, trainingsessions and DELEGATE CREDENTIALS PAYMENT All State Delegate Credential and new memberadmission fees must be paidto cast Post Delegate votes in ballots at the 92nd Annual State Convention in2012, no later than 15 days prior to the State POST INSPECTION -District is required to conduct a formal inspection of the Post Operations to en-sure compliance with all VFW rules and Federal, State and Local Laws and report findings to State & Quartermaster ToolsForms and printed materials to help you become a successful VFW leaderWe have gathered the following forms and publications from various VFW sources in an effort to make your jobas a VFW leader easier.

10 These forms represent the best information available to us at the time of publication. Itis likely that some of these forms may be changed during the coming year. You are advised to use the newerversion of a given form or publication as they become the Department Website, , under the ADMIN section, we added all the forms in this SOPfor your PDF documents of these individual printable forms (and more) and updates,manyincluding advanced features available only to Acrobat Reader, may be found at the following Web locations: the latest up to date information and correspondence from National & State VFW, check the Admin sectionof the Department Website VFW also sends out up to date informationimportant to all veterans on the TEXAS VFW face-book page on a weekly if not daily basis. Its free tojoin and simple to set up if you do not have a face-book account already. Go to Commanders and Quartermasters now have anew tool to help them in their duties. Have an is-sue, know a solution, need to bounce an idea off ofother Post Commanders or Quartermasters.