INSTRUCTIONS FOR CHAPLAIN IN OPENING CEREMONIES

Department Officer Duties Department President Duties: 1) Represent the organization with dignity and impartiality 2) Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. 3) Preside at Department convention, board and committee meetings, etc 4) Be knowledgeable in the history and by-laws 5) Appoint non-elected officers and committee chairs making sure that the entire state organization is represented in these positions 6) Respond to member questions, inquiries from other organizations, media, etc. 7) Work with the Department Executive Board and the Finance Committee to maintain financial income to support the various programs and projects 1) Represent the organization with dignity and impartiality 2) Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. Veterans Day and Memorial Day Ceremonies 1. Attend local events 2. If unable to attend appoint Department VP’s in respective order B. Blue Star Mothers Chapter Meetings When receive invitations to attend Chapter meetings decide which meetings able to attend If unable to attend appoint Department VP’s, other Department Officers or someone to attend in her place or send a letter responding to the Chapter thanking them for invitation and decline C. Other invitations Service organizations will issue invitations to events during the year If unable to attend ask 1 st VP and other officers respectively to assist and represent the organization in accordance with the by-laws If the President or someone else is unable to attend on behalf of the organization a response should be made to each invitation 3) Preside at convention, board and committee meetings, etc A. Presides over convention, board meeting, committee meetings and mid year board meeting 1. First Board Meeting 1. Takes place immediately following the closing of the convention, after Installation of Officers 2. Convention 1. Set up a convention committee to assist in planning of convention 2. Send out convention call 45 days before Department Convention is held 3. Make sure committee sends out registration for convention 4) Be knowledgeable in the history and by-laws Important for giving speeches to different organization and to assist in the running of the organization and members 5) Appoint non-elected officers and committee chairs A. Attempt to fill some of the appointed/committee positions before leaving convention B. Making sure that the entire state organization is represented in these positions 6) Respond to member questions, inquiries from other organizations, media, etc. A. Respond via email, snail mail or phone questions of members, other organizations and media B. It is helpful to have Internet access, but not a requirement 7) Work with the Department Executive Board and the Finance Committee to maintain financial income to support the various programs and projects A. Payment of Bills and Invoice Procedure 1 Sign, date and give explanation of what bill is for if not clearly indicated on invoice 2 Make copy of invoice with signature, date and explanation if necessary and file for your records 3 Forward to Department Financial Secretary and Treasurer for payment of said bills B. Review (Audit) of Books Other Important Information Within a month of becoming Department President a letter must go out to all chapters and departments with the minutes of the convention and any by-law changes. Include roster of current Department Officers and contact information. Also list of all Chapters and contact information of chapters. Include a letter in which she introduces herself to the organization and tells what her goals will be for the year. She should include the letter from the Department Big Dipper President when she sends out her letter. Department 1st Vice President Duties: 1) Assist and represent the President as necessary A. Assist in the running of the organization by communications B. Attend events and ceremonies when ever possible that Department President invites you to attend C. Represent the Department President when she is unable to attend and calls upon you to do so D. Assist in any other activities, projects when called upon by Department President Department Second Vice President: 1) Assist and represent the National President when called upon 1) Assist and Represent National President A. B. C. D. Assist in the running of the organization by communications when asked for input Attend events and ceremonies when ever possible Represent the Department President when she is unable to attend and calls upon you Assist in any other activities, projects when called upon by Department President Department Recording Secretary: 1) Record detailed minutes of the proceedings of the Department Convention and Executive Board meetings 2) Assist the Department President in transmitting documents 3) In the absence of a Corresponding Secretary, if appointed by Department President, then assist the Department Executive Board with any correspondence and mailings 1) Recording of Minutes A. Assist the Department President with taping the proceedings of the meetings of the Department Convention and Executive Board B. Take hand written minutes of meetings of Convention and Executive Board C. Type up minutes using hand written notes and tape recordings (as necessary) D. Submit minutes to Department President for review E. Convention minutes must be sent out to Chapters within 30 days of close of convention so must be submitted as soon as possible to National President 2) Assisting in Transmitting of Documents A. Assist Department President as asked Department Financial Secretary Duties: 1) Receive and deposit all money to the organization 2) Transmit all bills to be paid with authorization of the President, Department Executive Board and Finance Committee 3) Maintain accurate financial records 4) Receive and process Charter and Membership Applications/Roaster and dues from the Chapters 1) Receipt and Deposits A. Receipt of Funds 1. Record all financial receipts for reports in respective accounting records 2. Copy all financial receipts for records B. Deposit of Receipts 1. Fill out appropriate deposit slips 2. Deposit into bank account 3. Report Deposits to National Treasurer 3) A. B. C. D. E. Transmittal of Bills Receive copy of bill with approval of the President Record bill in ledger Fill out voucher and attach to copy of bill Send voucher and attached copy of bill to Treasurer for payment File your copy of voucher with copy of bill for your records 3) Maintain Accurate Financial Records A. Keep accurate and detailed records of all transactions via ledgers B. Report to Department Board Monthly all Financial Records 4) Membership Chairman A. Receive all membership applications and dues from chapters 1. Copy all new applications 2. Forward original application and dues to National Financial Secretary 3. File applications by chapter B. Receive all membership roster reports from chapters 1. Copy all reports 2. Forward copy to National Financial Secretary 3. File report by chapter 4. Keep accurate records of the number of members by chapter 5) Processing of Chapter Charters A. Receive charter applications and fee B. Forward to National 1st Vice-President, Membership Chair Department Treasurer Duties: 1) Pay all bills of the organization upon receipt of disbursement request 2) Assure all checks are prepared properly and signed by herself and the President 3) Maintain accurate financial records 1.Pay all bills of the organization upon receipt of disbursement request A. Issues checks once receipt with signature approval obtained from Dept. President B. Issue checks for standing rules accordingly 2.Payment of Bills A. Receive receipt of disbursement request 1. Use to prepare checks appropriately 2. Write out check appropriately, sign by Treasurer and President 3. Make copy of check 4. Record in check register 5. Mail to recipient 3. Assure checks prepared properly and signed appropriately A. Double check that checks are prepared accurately B. Double checks are signed by herself and National President 4. Maintain accurate financial records A. B. C. D. Record written checks in check ledger Record in proper accounting ledger/program Work with Department Financial Secretary to maintain accurate and current balances Report to Department Board Monthly account statements Department Sgt. At-Arms Duties: 1) 2) 3) 4) Set up meeting rooms and maintain order during meetings Introduce guests during Convention and Meetings Oversee elections Assist Department Officers during meetings 1) Set up Meeting Rooms and Maintaining Order during Meetings A. Set up rooms according to Department Presidents Request and Rituals 1. Use Rituals book for room set up guide as well as variances for room size/layout 2. Be sure that water/ice and glasses are brought to room by hotel when appropriate B. Maintaining Order during Meetings 1. Close and open doors when appropriate 2) Introduce guest(s) during Convention and Meetings C. When called upon by Department President introduce to convention body guests 1. Introduce by stating name of guest(s), title of guest, organization or business name D. When called upon by Department President introduce to Executive Board guests 1. Introduce by stating name of guest(s), title of guest, organization or business name 3) Oversee Elections 4) Assist Department Officers during meetings A. During convention and meetings assist as asked by Department Officers Department Chaplain Duties (current Past President): 1) Lead in the Devotional Exercises 2) Obligate new members 3) Respond to all sickness and deaths reported 4) Perform such other duties as may be required 1) Lead in the Devotional Exercises A. Rituals book has all Devotional Exercises 1. Familiarize yourself with the Devotional parts of the Rituals 2. Read as directed during Exercises 2) Obligate New Members A. Found in Rituals Book 3) Respond to all sickness and deaths reported A. Reports of those sick 1. Keep a record of all reported sick 2. Send a appropriate card to member from the organization B. Reports of deaths 1. Keep a record of all deaths of members 2. Send a condolence card to family members from the organization 4) Perform other duties as may be required Department Appointed Officer Duties: Parliamentarian: A. Act in an advisory capacity to the President. B. Give in accordance to Robert’s Rules of Order your opinion, but the final decision is up to the Presiding Officer. Patriotic Instructor: A. Display the Flag of our country B. Lead the Pledge of Allegiance when called upon by our National President Historian: A. Report of years accomplishments B. Display the Blue Star banner C. Lead the Preamble when called upon by our Department President POW/MIA Banner Bearer: Display the POW/MIA flag The Finance Committee: Shall be the three Immediate and Past Presidents, to serve, one, two and three years, respectively. The Junior Past President to serve as junior member of this committee. The Second Past President to serve as intermediate member of this committee. The Third Past President as Senior member of the committee. If not enough or no Past Presidents, then three, two or one respectively from the Chapters, serve on the financial committee. Appointed by the immediate President, until three Past Presidents are in place to be on this committee. The Financial Committee gives recommendations to the Department Executive Board on any funds disbursed by the Department that are not included in the regular Standing Rules, Financial Rules or ByLaws. VAVS Duties: Contact the Nat’l VAVS Chapter Officer Duties: Chapter President Duties: 1) Represent the organization with dignity and impartiality 2) Attend local events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. 3) Preside at chapter meetings, board and committee meetings, etc 4) Be knowledgeable in the history and by-laws 5) Appoint non-elected officers and committee chairs 6) Respond to member questions, inquiries from other organizations, media, etc. 7) Work with the Chapter Executive Board and the Finance Committee to maintain financial income to support the various programs and projects 1) Represent the organization with dignity and impartiality 2) Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. A. Veterans Day and Memorial Day Ceremonies 1. Attend local events 2. If unable to attend appoint VP’s in respective order 3. Service organizations will issue invitations to events during the year 4. If unable to attend ask 1 st VP and other officers respectively to assist and represent the organization in accordance with the by-laws 5. If the President or someone else is unable to attend on behalf of the organization a response should be made to each invitation 3) Preside at chapter, board and committee meetings, etc A. Presides over chapter meetings, board meeting, committee meetings 1.First Board Meeting a) Takes place after Installation of Officers and prior to the next meeting. 4) Be knowledgeable in the history and by-laws A. Important for giving speeches to different organization and to assist in the running of the organization and members 5) Appoint non-elected officers and committee chairs A. Attempt to fill some of the appointed/committee positions before leaving convention B. Making sure that the entire state organization is represented in these positions 6) Respond to member questions, inquiries from other organizations, media, etc. A. Respond via email, snail mail or phone questions of members, other organizations and media B. It is helpful to have Internet access, but not a requirement 7) Work with the Chapter Executive Board and the Finance Committee to maintain financial income to support the various programs and projects A. Payment of Bills and Invoice Procedure 1. Sign, date and give explanation of what bill is for if not clearly indicated on invoice 2. Make copy of invoice with signature, date and explanation if necessary and file for your records 3. Forward to Chapter Financial Secretary and Treasurer for payment of said bills B. Review (Audit) of Books Chapter 1st Vice President Duties: 1) Assist and represent the President as necessary 1) A. B. C. D. Assist and Represent Chapter President Assist in the running of the organization by communications Attend events and ceremonies when ever possible that Chapter President invites you to attend Represent the Chapter President when she is unable to attend and calls upon you to do so Assist in any other activities, projects when called upon by Chapter President Chapter Second Vice President: 1) Assist and represent the Chapter President when called upon 1) Assist and Represent Chapter President A. B. C. Assist in the running of the organization by communications when asked for input Attend events and ceremonies when ever possible that President invites you to attend Represent the President when she is unable to attend and calls upon you to do so D. Assist in any other activities, projects when called upon by President Chapter Recording Secretary: 1) Record detailed minutes of the proceedings of the Chapter meetings and Executive Board meetings 2) Assist the President in transmitting documents 3) In the absence of a Corresponding Secretary, if appointed by President, then assist the Executive Board with any correspondence and mailings 1) A. B. C. D. 2) Recording of Minutes Assist the President with taping the proceedings of the meetings and Executive Board Take hand written minutes of meetings and Executive Board Type up minutes using hand written notes and tape recordings (as necessary) Submit minutes to President for review Assisting in Transmitting of Documents A. Assist President as asked Chapter Financial Secretary Duties: 1) Receive and deposit all money to the organization 2) Transmit all bills to be paid with authorization of the President, Executive Board and Finance Committee 3) Maintain accurate financial records 4) Receive and process Membership Applications/Roaster and dues from the Chapters Members 1. Receipt and Deposits A. Receipt of Funds 1. Record all financial receipts for reports in respective accounting records 2. Copy all financial receipts for records B. Deposit of Receipt 1. Fill out appropriate deposit slips 2. Deposit into bank account 3. Report Deposits to Treasurer 2. Transmittal of Bills A. B. C. D. E. Receive approval of the President to pay bill Record bill in ledger Fill out voucher and attach to copy of bill Send voucher and attached copy of bill to Treasurer for payment File your copy of voucher with copy of bill for your records 3. Maintain Accurate Financial Records A. Keep accurate and detailed records of all transactions via ledgers B. Report to Board Monthly all Financial Records 4. Membership Chairman A. Receive all membership applications and dues from chapters B. Copy all new applications C. Forward original application and dues to Department Financial Secretary. If no Department then National Financial Secretary D. Keep accurate records of the number of members by chapter Chapter Treasurer Duties: 1) Pay all bills of the organization upon receipt of disbursement request 2) Assure all checks are prepared properly and signed by herself and the second signature person (not Pres) 3) Maintain accurate financial records 1. Payment of Bills A. Receive receipt of disbursement request 1. Use to prepare checks appropriately 2. Write out check appropriately, sign by Treasurer and Second Signature person 3. Make copy of check 4. Record in check register 5. Mail to recipient 2. Assure checks prepared properly and signed appropriately A. Double check that checks are prepared accurately B. Double checks are signed by herself and second signature person (not President) 3. Maintain accurate financial records A. B. C. D. Record written checks in check ledger Record in proper accounting ledger/program Work with Chapter Financial Secretary to maintain accurate and current balances Report to Chapter Board Monthly account statements Chapter Sgt. At-Arms Duties: 1) 2) 3) 4) Set up meeting rooms and maintain order during meetings Introduce guests during Meetings Oversee elections Assist Chapter Officers during meetings 1. Set up Meeting Rooms and Maintaining Order during Meetings A. Set up rooms according to Presidents Request and Rituals 1. Use Rituals book for room set up guide as well as variances for room size/layout 2. Be sure that water/ice and glasses are brought to room by hotel when appropriate B. Maintaining Order during Meetings 1. Close and open doors when appropriate 2.Introduce guest(s) during Convention and Meetings A. When called upon by Chapter President introduce to convention body guests 1. Introduce by stating name of guest(s), title of guest, organization or business name B. When called upon by Chapter President introduce to Executive Board guests 1. Introduce by stating name of guest(s), title of guest, organization or business name 3.Oversee Elections 4. Assist Chapter Officers during meetings A. During convention and meetings assist as asked by Department Officers Chapter Appointed Officer Duties: Chapter Chaplain Duties: 1) 2) 3) 4) Lead in the Devotional Exercises Obligate new members Respond to all sickness and deaths reported Perform such other duties as may be required 1. Lead in the Devotional Exercises A. Rituals book has all Devotional Exercises 1. Familiarize yourself with the Devotional parts of the Rituals 2. Read as directed during Exercises 2. Obligate New Members A. Found in Rituals Book 3. Respond to all sickness and deaths reported A. Reports of those sick 1. Keep a record of all reported sick 2. Send a appropriate card to member from the organization B. Reports of deaths 1. Keep a record of all deaths of members 2. Send a condolence card to family members from the organization 4.Perform other duties as may be required Parliamentarian: A. Act in an advisory capacity to the President. B. Give in accordance to Robert’s Rules of Order your opinion, but the final decision is up to the Presiding Officer. Patriotic Instructor: A. Display the Flag of our country B. Lead the Pledge of Allegiance when called upon by our National President Historian: A. Compile a report of accomplishments of the Chapter B. Display the Blue Star banner C. Lead the Preamble of the Blue Star Mothers of America, Inc. POW/MIA Banner Bearer: A. Display the POW/MIA flag VAVS Duties: Contact Department or Nat’l VAVS Blue Star Mothers of America, Inc. National Officer Job Duties National President Duties: 1. Represent the organization with dignity and impartiality 2. Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. 3. Preside at convention, board and committee meetings, etc 4. Be knowledgeable in the history and by-laws 5. Appoint non-elected officers, committee chairs and DC representative making sure that the entire organization is represented in these positions 6. Respond to member questions, inquiries from other organizations, media, etc. 7. Work with the National Executive Board and the Finance Committee to maintain financial income to support the various programs and projects 1. Represent the organization with dignity and impartiality 2. Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. A. Veterans Day and Memorial Day Ceremonies 1. October and April order wreaths to be laid at the Tomb of the Unknown at Arlington for Veterans Day and Memorial Day respectively. 2. Wreath should be delivered to cemetery before 5:00pm on the preceding day of event. 3. In November and in May travel to Washington DC to take part in wreath laying ceremony at Arlington National Cemetery 4. If unable to attend appoint National VP’s in respective order A. Blue Star Mothers Conventions 1. When receive invitations to attend Department Conventions, typically held between mid April to third week of May 2. Decide which convention able to attend 3. If unable to attend appoint National VP’s, other National Officers or someone to attend in her place or send a letter responding to the Departments thanking them for invitation and decline B. Other invitations 1. Service organizations will issue invitations to events during the year 2. If unable to attend ask 1 st VP and other officers respectively to assist and represent the organization in accordance with the by-laws 3. If the President or someone else is unable to attend on behalf of the organization a response should be made to each invitation in accordance with the by-laws 3. Preside at convention, board and committee meetings, etc A. First Board Meeting 1. Takes place immediately following the closing of the convention, after Installation of Officers B. Convention 1. Set up a convention committee to assist in planning of convention 2. Convention takes place the first week of August. Saturday evening is board meeting thru Wednesday banquet 3. Send out convention call 60 days before National Convention is held 4. Make sure committee sends out registration for convention 5. Attempt to get Convention information on the website by first of the year if not earlier 4. Be knowledgeable in the history and by-laws A. Important for giving speeches to different organization and to assist in the running of the organization and members 5. Appoint non-elected officers, committee chairs and DC representative A. Attempt to fill some of the appointed/committee positions before leaving convention B. Making sure that the entire organization is represented in these positions 6. Respond to member questions, inquiries from other organizations, media, etc. A. Respond via email, snail mail or phone questions of members, other organizations and media B. It is helpful to have Internet access, but not a requirement 7. Work with the National Executive Board and the Finance Committee to maintain financial income to support the various programs and projects A. Payment of Bills and Invoice Procedure 1. Sign, date and give explanation of what bill is for if not clearly indicated on invoice 2. Make copy of invoice with signature, date and explanation if necessary and file for your records 3. Forward to National Financial Secretary and Treasurer for payment of said bills B. Bonding 1. Ensure that the bill for the insurance for bonding the National Officers is paid in May C. Audit of Books 1) Secure an auditor who is a CPA to audit the National books and national Big Dipper books 2) Send address of CPA to National Financial Secretary, Treasurer and Financial Secretary for National Big Dipper as they are responsible to send the books to the auditor in time to be audited and returned to them before National Convention. 3) Instruct all to send to auditor no later than last week in June. Other Important Information Within a month of becoming National President a letter must go out to all chapters and departments with the minutes of the convention, current by-laws, current financial rules, Audit report, National Big Dipper President’s letter, Chaplain’s letter, current officer and committee list. Include a letter in which she introduces herself to the organization and tells what her goals will be for the year. No later than January, the National President should send Convention Minutes, audit report and yearbook to the National Archives and Records Administration, 8601 Adelphi Road, College Park, MD 207406001. These records should be marked: Congressionally Chartered Veterans Service Organization Minutes in the right lower corner of the outside envelope. The records should be sent priority mail with a tracking ticket. National 1st Vice President Duties: 1. Receive and compile membership information providing a monthly report to the National Executive Board. 2. Maintain a current list of chartered Chapters and Departments. 3. Attend, represent, and speak at local and state events. 4. Volunteer in a VAVS system representing their state. 5. Assist in fundraising for National General Fund. 6. Assist the National President when asked. 7. Attend events including Veterans Day, Memorial Day ceremonies, National Blue Star Mothers National Convention, etc. 8. Receive and process applications for charters of new chapters. 1. Membership Chairman A. Receive all membership applications and dues from departments or chapters 1. Copy all applications 2. Forward original application and dues to National Financial Secretary 3. File applications by state and chapter 4. Forward any National Chapter 1 applications to Nat’l Chapter 1 Fin Sec 5. Send Report to NEB monthly 2. Maintain a current list of chartered Chapters and Departments A. Receive all membership roster reports from chapters 1. Copy all reports 2. Forward copy to National Financial Secretary 3. File report by state and chapter 4. Keep accurate records of the number of members by chapter 5. Send a report to NEB monthly 3. Attend, represent, and speak at local and state events A. As invited, attend, represent and speak at any local activities as possible. B. Attend state events as requested or aware of representing your Nat’l office. 4. Volunteer in a VAVS system representing their state A. Contact your local VAVS if there is one in Department or Chapters to volunteer. B. If there is no local VAVS set up contact the Nat’l VAVS to volunteer. 5. Assist in fundraising for National General Fund A. Assist in fundraising activities for the National General Fund 1. Help come up with new fundraisers ideas, grants etc. 6. Assist and Represent National President A. B. C. D. Assist in the running of the organization by communications Attend events and ceremonies when ever possible that National President invites you to attend Represent the National President when she is unable to attend and calls upon you to do so Assist in any other activities, projects when called upon by National President 7. Attend events including Veterans Day and Memorial Day ceremonies, Blue Star Mothers conventions, etc. A. Veterans Day and Memorial Day Ceremonies 1. In November and in May travel to Washington DC to take part in activities with National President as asked. 2. If unable to attend notify National President in timely manner for 2 nd VP to attend and or 3rd VP in respective order. 3. If unable to attend events in Washington DC then attend local events. B. Blue Star Mothers National Convention 1. Attend the convention C. Other invitations 1. Attend as requested by our National President 8. Processing of Charters, Departments and Chapters A. B. C. D. E. F. Receive charter applications and fee Prepare an official charter Copy application and charter and file Return original charter and application to Department or Chapter Update database and distribute to NEB and Webmaster Notify National President National Second Vice President: 1) Oversee the National news letter 2) Maintain active communication with National Chapter 1 3) Assist and represent the National President when called upon 1) News Letter A. Produce Newsletter 1. Check with National President when she wants newsletters to go out 2. Correspond with all National Officers for important information to be put in newsletter 3. Type up newsletter 4. Submit to National Officers for review of content and proofing 5. Send out newsletter and any enclosures to all Department and Chapter Presidents via email or snail mail 2) National Chapter 1 A. Assist National 1st Vice President with communications and Nat’l Chapter 1 1. Chapter is up and running, maintain communications 2. Assist Chapter with any questions they have on formalities of the Chapter and Message Board 2) Assist and Represent National President A. B. C. D. Assist in the running of the organization by communications Attend events and ceremonies when ever possible that National President invited you to attend Represent the National President when she is unable to attend and calls upon you to do so Assist in any other activities, projects when called upon by National President National 3rd Vice President Duties: 1) Administer the Blue to Gold Program 2) Assist and represent the National President when called upon 1) Administer the Blue to Gold Program A. Assist all Blue to Gold Liaisons 1. Approve orders according to procedures in By-laws and Handbook 2. Keep records of orders 3. Assist Serviceflags.com when necessary B. Contact list of State Liaisons 1. Keep a record of all liaisons in order to work with assisting of presentations of Gold Star Banner 2. When contacted by someone to order a banner when necessary contact state liaisons C. Records of Gold Star Banners from Serviceflags.com 1. Keep in a copy of all letters received and file according to States for easy access 2. Bring to Convention for Report 3. Submit to National Records at end of year 2) Assist and Represent National President A. B. C. D. Assist in the running of the organization by communications Attend events and ceremonies when ever possible that National President invites you to attend Represent the National President when she is unable to attend and calls upon you to do so Assist in any other activities, projects when called upon by National President National Recording Secretary Duties: 1) Record detailed minutes of the proceedings of the National Convention and Executive Board meetings 2) Assist the National President in transmitting documents to Congress, Departments, and Chapters 3) In the absence of a Corresponding Secretary, if appointed by National President then assist the National Executive board with any correspondence and mailings 1) Recording of Minutes A. Assist the National President with the taping the proceedings of the meetings of the National Convention and Executive Board B. Take hand written minutes of meetings of Convention and Executive Board C. Type up minutes using hand written notes and tape recordings (as necessary) D. Submit minutes to National President 2) Assisting in Transmitting of Documents A. Assist National President as asked National Financial Secretary Duties: 1) Receive and deposit all money to the organization 2) Transmit all bills to be paid with authorization of the President, National Executive Board and Finance Committee 3) Maintain inventory and fill order for supplies 4) Maintain accurate financial records 1. Receipt and Deposits A. Receipt of Funds 1. Record all financial receipts for reports in respective accounting records 2. Copy all financial receipts for records B. Deposit of Receipts 1. Fill out appropriate deposit slips 2. Deposit into bank account 3. Report Deposits to National Treasurer 2. Transmittal of Bills A. Don’t know this process, Barbara will you please fill in 2. Supply Inventory and Processing of Orders A. Keep a accurate record of all supplies on hand B. Receive all orders of supplies a. Process finances of orders as above b. Pull, Fill and mail orders out c. Update record of supplies on hand 3. Maintain Accurate Financial Records A. Keep accurate and detailed records of all transactions via ledgers B. Report to National Board Monthly all Financial Records National Treasurer Duties: 1) Pay all bills of the organization upon receipt of disbursement request 2) Assure all checks are prepared properly and signed by herself and the President 3) Maintain accurate financial records 1. Payment of Bills A. Receive receipt of disbursement request 1. Use to prepare checks appropriately 2. Write out check appropriately, sign by Treasurer and President 3. Make copy of check 4. Record in check register 5. Mail to recipient 2) Assure checks prepared properly and signed appropriately A. Double check that checks are prepared accurately B. Double checks are signed by herself and National President 3) Maintain accurate financial records A. B. C. D. Record written checks in check ledger Record in proper accounting ledger/program Work with National Financial Secretary to maintain accurate and current balances Report to National Board Monthly account statements National Sgt. At-Arms Duties: 1) 2) 3) 4) Set up meeting rooms and maintain order during meetings Introduce guests during Convention and Meetings Oversee elections Assist National Officers during meetings 1) Set up Meeting Rooms and Maintaining Order during Meetings A. Set up rooms according to National Presidents Request and Rituals 1. Use Rituals book for room set up guide as well as variances for room size/layout 2. Be sure that water/ice and glasses are brought to room by hotel when appropriate B. Maintaining Order during Meetings 1. Close and open doors when appropriate 3) Introduce guest(s) during Convention and Meetings A. When called upon by National President introduce to convention body guests 1. Introduce by stating name of guest(s), title of guest, organization or business name B. When called upon by National President introduce to Executive Board guests 1. Introduce by stating name of guest(s), title of guest, organization or business name 4) Oversee Elections 5) Assist National Officers during meetings A. During convention and meetings assist as asked by National Officers National Chaplain Duties: 1) 2) 3) 4) Lead in the Devotional Exercises Obligate new members Respond to all sickness and deaths reported Perform such other duties as may be required 1) Lead in the Devotional Exercises A. Rituals book has all Devotional Exercises 1. Familiarize yourself with the Devotional parts of the Rituals 2. Read as directed during Exercises 2) Obligate New Members A. Found in Rituals Book 3) Respond to all sickness and deaths reported A. Reports of those sick 1. Keep a record of all reported sick 2. Send a appropriate card to member from the organization B. Reports of deaths 1. Keep a record of all deaths of members 2. Send a condolence card to family members from the organization 4) Perform other duties as may be required National Appointed Officer Duties: National Parliamentarian: A. Act in an advisory capacity to the President. B. Give in accordance to Robert’s Rules of Order your opinion, but the final decision is up to the Presiding Officer. National Patriotic Instructor: A. Display the Flag of our country B. Lead the Pledge of Allegiance when called upon by our National President National Historian: A. Report of years accomplishments B. Display the Blue Star banner C. Lead the Preamble when called upon by our Department President National POW/MIA Banner Bearer: A. Display the POW/MIA flag National Finance Committee: The Finance Committee shall be the three Immediate and Past Presidents, to serve, one, two and three years, respectively. The Junior Past President to serve as junior member of this committee. The Second Past President to serve as intermediate member of this committee. The Third Past President as Senior member of the committee. If not enough or no Past Presidents, then three, two or one respectively from the Chapters, serve on the financial committee. Appointed by the immediate President, until three Past Presidents are in place to be on this committee. The Financial Committee gives recommendations to the Department Executive Board on any funds disbursed by the Department that are not included in the regular Standing Rules, Financial Rules or ByLaws. The Financial Committee works to generate funds for the general funds via donations of outside organizations, individuals and/or businesses. National VAVS Duties: VAVS National Representative is the official liaisons between VHA Central Office and Blue Star Mothers of America in all aspects of the VAVS Program. The National Representative: Reviews and responds to Annual Joint Reviews; keeps the organization's national officials informed of VAVS opportunities, accomplishments and needs; reviews, distributes and reacts to statistical reports received from the Director, Voluntary Service Office; serves as the organization's National Certifying Official; arranges for VAVS workshops or speakers at the BSM Annual Conventions; ensures, if possible, the organization is represented by National and/or Deputy Representative at important meetings, particularly the BSM Convention and the VAVS NAC Annual Meeting; monitor recognition program. The VAVS Representative is responsible as the team leader; is the principal troubleshooter on problems such as personality conflicts or inadequate performance by local representatives, which cannot be resolved locally. In addition, National Representative advises and assists with planning and improving the VAVS program; provides available resources to facility representatives to carry out their responsibilities; promotes the recruitment of volunteers, including students, with the organization; communicates with organization officials at local, state, and National levels, and VHA Central Office staff on matters of concern: encourages state and local membership to support the VAVS Program. Deputy National Representative Duties: The Deputy National Representatives perform duties assigned by the National Representatives. Typical Deputy National Representative duties are: review the Minutes and Cumulative Attendance Listings; assist with correspondence; share in troubleshooting or speaking assignments; attend meetings with, or in place of the national Representative; handle specific parts of the team’s job such as publicity, training of local Representatives/Deputies, the organization’s own awards system for volunteers, writing guidance materials, newsletters, Appendix: When a new form comes out from National, throw out the old and insert new. Membership Application Charter Application Annual Report Form IRS Determination Letter Blue to Gold Requisition Form Supplies Order Form Blue Star Mothers of America, Inc. Organized 1942 – Congressionally Chartered 1960 Website: www.bluestarmothers.org National 1st Vice President Betty Stonner, Membership Chair Email: firstvp@bluestarmothers.org 5119 N. Geneva Drive Geneva, OH 44041  Membership/Transfer Application  . Check website for a chapter in your area and contact information for application submittal. If there is no chapter in your area, please submit application to: National Chapter One, PO Box 471, Hazel Green, Alabama 35750 Annual Membership Fee: $10 Note: Associate Members and Dads do not pay fees. Checks should be made out to the individual chapter: Blue Star Mothers of America, Inc. [Chapter Name] Membership Status Category  __ Mother __Stepmother __Gold Star Mother __Associate __Dad __ new member __ transfer Please print Chapter Name: ___________________________________________________________________ Applicant Name: ________________________________________________________________ Address: ________________________________________________________________________ Email: ________________________________________________________________________ Home Phone: ________________________________ Date of Birth: _________________________ Please fill out the following for each military/veteran child. Attach more sheets, if necessary: Name M/F Branch/Veteran LOYALTY OATH: I do solemnly swear that I am not a Communist, Fascist, or Terrorist. I do not advocate nor am I a member of any organization that advocates the overthrow of the government of the United States by force or violence or other unconstitutional means or seeking by force or violence to deny any person their rights under the Constitution of the United States. I do further swear that I will not so advocate nor will I become a member of such an organization during the period I am a member of the Blue Star Mothers of America, Inc. I will support and defend the Constitution of the United States against all enemies foreign or domestic; that I will bear true faith and allegiance to the same that I sign this oath freely, without any mental reservation or purpose of evasion, so help me God. Signature: _______________________________________Date: ______________ ----------------------------------------------------------------------------------------------------------------------------For Administration Only: Date application received _________ Received by: _________________ Paid: by check #. ______  cash money order # _______________ Amount: ______________ Membership card:  given  mailed Date: _________ Pin  given  mailed Date: ____________ Date deposited into account: ________________________ B lu e S ta r M o th e r s o f A m e r ic a , I n c . C h a r te r A p p lic a tio n O r g a n iz e d 1 9 4 2 – C h a r te r e d b y C o n g r e s s 1 9 6 0 C h a p te r: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ N u m b e r _ _ _ _ _ S ta te o f _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ W e th e u n d e r s ig n e d , r e s p e c tfu lly , p e titio n th a t a c h a r te r b e g r a n te d , v e s tin g u s w it h th e r ig h ts a n d p r iv ile g e s o f th e B lu e S ta r M o th e r s o f A m e r ic a , I n c . W e h a v e m e t th e e lig ib ility r e q u ir e m e n ts a n d w e a g r e e to a b id e b y th e C o n s titu tio n a n d B y - la w s o f th e o r g a n iz a tio n . W e a r e h o n o r e d th a t b y th e s e r v ic e o f o u r c h ild r e n w e w ill b e a b le to c a r r y o n t h e le g a c ie s a n d tr a d it io n s o f th e fo u n d in g m o th e r s . A s w e r e m e m b e r t h e p a s t, w o r k in th e p r e s e n t , w e w ill e n v is io n th e fu tu r e o f th e B lu e S ta r M o th e r s o f A m e r ic a , In c. T h e u n d e r s ig n e d n a m e s w ill b e e n te r e d u p o n th e s c r o ll a n d w ill fo r e v e r b e t h e C h a r te r M e m b e r s o f th is C h a p te r . _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ _____________________________________ ______________________________________ A p p lic a tio n fo r C h a r te r h a s b e e n g r a n te d o n th is _ _ _ _ _ _ d a y o f _ _ _ _ _ _ _ _ _ _ _ _ _ _ in th e y e a r o f o u r L o r d 2 0 _ _ _ _ _ _ _ _____________________________________ _______________________________________ N a tio n a l P r e s id e n t N a tio n a l 1 st V ic e P r e s id e n t M e m b e r s h ip a n d C h a r te r in g O ffic e r Blue Star Mothers Gold Star Banner Requisition Form Please fill out this form with as much information as possible. If you are ordering banners for more than one Fallen Hero, please fill out a separate request form for each person. We can make a banner with both a Blue Star and a Gold Star if your Fallen Hero has a family member currently serving during this time. Email the completed forms to the Third National Vice President at thirdvp@bluestarmothers.org and to Service Flags at sales@serviceflags.com Number of banners requested:___. (We will provide banners to the parents and spouse of a Fallen Hero. If you are requesting additional banners, we would ask your Blue Star Mother’s chapter to help defray the cost of these additional banners. You can purchase these banners directly from Service Flags. They can let you know the cost of the banners.) Name of deceased:______________________________________________________ Branch of Service:_________________________ If ordering a Blue Star/Gold Star Banner, we need the name and branch of service of family member that will also appear on the banner:__________________________________ Parent’s name and address:______________________________________________ ______________________________________________________________________ If parents are divorced, please list Mother’s name and address: ______________________________________________________________________ Father’s name and address: ______________________________________________________________________ Spouse’s name and address:______________________________________________ ______________________________________________________________________ Person ordering this banner:______________________________________________ Address:_______________________________________________________________ Phone: ______________Email address:_______________ BSM Chapter (state):______ Shipped to (name and address if different from person ordering) _________________________________________________________________________ Date banner is needed:_________________________ Date of Funeral:____________ Blue Star Mother’s of America, Inc. Member Supplies Please complete the following order form and mail with payment to the address below. You may also access this form at www.bluestarmothers.org to fill in and print off. Supplies listed on front and back of this form. Name: ______________________________ Telephone: ____________________ Payment Cashier’s Check Shipping Address Line 1: Method ________________________________________________ (Street address, P.O. box, company name, c/o) Check # _________________ Money Order (circle payment method) Shipping Address Line 2: _____________________________ Order Total (Apartment, suite, unit, building, floor, etc.) $___________________ ___________________ City: ______________________________ State: ______________________________ Zip Code: Chapter: ______________________ Large Blue Star Mothers Pin Size: 1 1/8" $10 Quantity Small Blue Star Mothers Pin Size: 3/4" $10 Quantity Associates Pin Size: 1 1/8" $106 Quantity Blue Star Fathers Pin Size: 1 1/8" $10 Quantity Blue Star Mothers Patch Size: 2 1/2" Quantity $4 Size: 6" $10 Size: 12" $15 Quantity Quantity Associate Patch Size: 2 5/8" x 3 1/2" $4 Quantity Blue Star Mothers T-Shirt Small $10 Medium $10 Large $10 Extra Large $10 2X Large $10 Quantity Quantity Quantity Quantity Quantity Blue Star Mothers Annual Yearbook 2006 Yearbook $20 2005 Yearbook $10 2004 Yearbook $10 Quantity Quantity Quantity Blue Star Mothers Tote Bag 15 1/2" (H) x 19" (W) Quantity $12 Special 2 Bags for $20 Quantity All orders must be mailed with payment to: Blue Star Mothers of America, Inc. National Financial Secretary Tina Perez P.O. Box 2005 Santa Clarita, CA 91386 . Blue Star Mothers Cap One Size Fits All $24 Quantity Make checks out to: Blue Star Mothers of America, Inc. Please make copies of the order form for future orders.