lamoph constitution, bylaws, rules - purple heart · article iii preamble ... effective immediately...

0 BOLD text indicates changes August 2012

L A D I E S ’ A U X I L I A R Y , I N C . O F T H E

M I L I T A R Y O R D E R O F T H E P U R P L E H E A R T

o f t h e

U N I T E D S T A T E S O F A M E R I C A , I N C .

Constitution, Bylaws, Rules and Regulations

(AUGUST 2012)

PART I

CONSTITUTION

PART II

BYLAWS

PART III

RITUAL AND SPECIAL CEREMONIES

PART IV

STANDING RULES

PART V

LAMOPH PROCEDURES MANUAL

The Ladies’ Auxiliary, Military Order of the Purple Heart of the U.S.A., Inc., does not discriminate in

membership on the basis of age, race, creed, religion, or national origin.


TABLE OF CONTENTS

Incorporation ………………………………………………………………………………………………………………3

Recognition …………………………………………………………………………….……………………………………………3

PART I - CONSTITUTION

Article I Name ……………………………………………………..…………………………………………………………5

Article II Objects ………………………………………………………………..………………………………………………5

Article III Preamble …………………………………………….………………………………………………………5

Article IV Organizations …………………………………………………………………………………………6

Article V Membership ……………………………………………………….……………………………………………6

Article VI Amendments ……………………………………………………….……………………………………………7

Past National Presidents …………………………………………………………..………………………………………...8

PART II - BYLAWS

Article I Organization ……………………………..……………………………………………………………………...9

Article II Membership ……………………………………………………….………………………………………….14

Article III Membership Classification ……………………………..…………………………………………….18

Article IV Membership Fee ……………………………………………………………………………………….19

Article V Procedures Regarding Fees and Rebates …………………………………………………….20

Article VI Meetings and Observances ……………………………………………………..…………………….21

Article VII Unit Officers …………………………………………………………………………….…………………….23

Article VIII Duties of Unit Officers ……………………………………………………………………………………….26

Article IX Departments …………………………………………………………………………….…………………….30

Article X Duties of Department Officers ……………………………………………………………..…………….36

Article XI National Organization ……………………………………………………………………………………….41

Article XII Duties of National Officers ……………………………………………………..…………………….45

Article XIII National Committees ……………………………………………………………………………………….52

Article XIV National Convention ……………………………………………………………………………………….54

Article XV Delegates to National Convention …………………………………………….………………….58

Article XVI To Preserve the Integrity Of The Auxiliary …………………………………………………….60

Article XVII General ………………………………………………………………………………………….……….67

Article XVIII Military Order of the Purple Heart Service Foundation ……………………….…….70

Article XIX Amendments and Conduct of Meetings …………………………………………………….71

CBL INDEX ………………………………………………………………………………………………………………………….73


PART III - RITUAL AND SPECIAL CEREMONIES

Opening Ceremony ………………………………………………………………………………………………………………77

Closing Ceremony ………………………………………………………………………………………………………………80

Initiation Ceremony ………………………………………………………………………………………………………………81

Ceremony for Presenting Pins to Members ………………………………………………………………………...…83

Institution Ceremony ………………………………………………………………………………………………………………84

Installation of Unit Officers …………………………………………………………………………………..………………87

Installation of Department Officers ………………………………………………………...…………………91

Installation of National Officers ………………………………………………………………………….……………92

Burial Services ………………………………………………………………………………………………………………93

Memorial Service for Deceased Members …………………………………………...………………………………96

Draping of the Charter ………………………………………………………………………………………………………………98

PART IV - STANDING RULES

National Budget ………………………………………………………………………..…………………………………….99

National Officers ………………………………………………………………………..…………………………………….99

Region President …………………………………………………………………………..………………………………..100

Department President ……………………………………………………………………………………..……………………..100

Unit ………………………………………………………………………………………………….………………………..………101

General ………………………………………………………………………………………………………………………..101

PART V - LAMOPH PROCEDURES MANUAL

(Revised August 2012)

(See Table of Contents, page 105)


INCORPORATION

This organization is incorporated pursuant to the provisions of Title 29 of Chapter 6 of the District

of Columbia Code (1951) as of the 21st day of May, 1956 and shall be known in law as: “Ladies’

Auxiliary, Inc., of the Military Order of the Purple Heart, Inc.” hereafter referred to as “Ladies’

Auxiliary, Military Order of the Purple Heart of the U.S.A., Inc.”

Note: Throughout this book which contains the Constitution, Bylaws, Rules and Regulations of the

aforementioned Corporation, it shall be referred to as “Ladies’ Auxiliary” except where the full title is

necessary for clarity.

RECOGNITION

The Military Order of the Purple Heart of the U.S.A., Inc., recognizes a

“Ladies’ Auxiliary, Military Order of the Purple Heart of the U.S.A., Inc.

The Ladies’ Auxiliary, Military Order of the Purple Heart of the U.S.A., Inc. is subject to the terms and

conditions as set forth in the Congressional Charter of the Military Order of the Purple Heart of the

U.S.A., Inc. (Public Law 85-761 – 8/26/1958) and subject to the various restrictions and limitations

as set forth in the Ladies’ Auxiliary Constitution, Bylaws, Rules and Regulations as adopted at their

1959 National Convention and subject to limitations as might from time to time be imposed by our

National Organization, shall act as limitations to the various powers and authorities of the Ladies’

Auxiliary, and in no case shall be interpreted as broadening or increasing the authority or power of

such Auxiliary beyond the specific limitations as set forth in P.L. 85-761 of the Congress of the

United States of America or M.O.P.H. Resolutions, Constitution, Bylaws, Rules and Regulations.


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PART I - CONSTITUTION

ARTICLE I

NAME

This Organization shall be known in law (as of May 21, 1956) as “LADIES’ AUXILIARY, INC., OF THE

MILITARY ORDER OF THE PURPLE HEART, INC.”, hereafter referred to as “Ladies’ Auxiliary,

Military Order of the Purple Heart of the U.S.A., Inc.”

ARTICLE II

OBJECTS

The objects of this organization are patriotic, fraternal, historical, and educational; to preserve and

strengthen friendship among its members; to perpetuate the memory of our Purple Heart dead; to

maintain true allegiance to the Government of the United States and fidelity to its laws. Further, it

shall be the responsibility of each Member, Unit and Department, of the Ladies’ Auxiliary to assist

Chapters and Departments of the Military Order of the Purple Heart in emphasizing those

principles of historical significance -- AMERICANISM and LOYALTY -- which are the cherished

inheritance of every American citizen.

ARTICLE III

PREAMBLE

We, the mothers, wives, widows, sisters, daughters, granddaughters, stepdaughters, step-

granddaughters, adopted daughters, and direct lineal female descendants of combat veterans of

wars of the United States, who for their valiant service have been awarded the “PURPLE HEART”

(founded by General George Washington in 1782) in order to perpetuate principles of national

patriotism and justice, do here ordain and establish the “LADIES’ AUXILIARY, MILITARY ORDER OF

THE PURPLE HEART OF THE UNITED STATES OF AMERICA, INCORPORATED.” (8-9-12)

We pledge ourselves to sponsor those principles of liberty, justice and general welfare that have

made the United States the great nation that it is today. We further pledge ourselves to assist the

MILITARY ORDER OF THE PURPLE HEART in carrying out its patriotic, fraternal,

educational and historical programs.

A National Organization embracing all members, Units and Departments, of the Ladies’ Auxiliary to

be known as National Ladies’ Auxiliary, Military Order of the Purple Heart of the United States of

America, Inc. and to be under the jurisdiction of the National Commander and the National Executive

Committee of the Parent Organization.


ARTICLE IV

ORGANIZATIONS

The several constituted bodies of this organization shall be as follows:

1. Subordinate organizations to be known as (name) Unit No., Ladies’ Auxiliary, Military Order

of the Purple Heart of the U.S.A., Inc. Each Unit is to take the name and number of the

Chapter to which it is an Auxiliary and is to be under the jurisdiction of that Chapter.

2. Department organizations to be known as Department of (State) Ladies’ Auxiliary, Military

Order of the Purple Heart of the U.S.A., Inc. Each such Department is to be under the

jurisdiction of the Department of the Military Order of the Purple Heart to which it is an

Auxiliary.

3. A National organization embracing all members, Units and Departments, of the Ladies’

Auxiliary to be known as NATIONAL LADIES’ AUXILIARY, MILITARY ORDER OF THE

PURPLE HEART OF THE UNITED STATES OF AMERICA, INC., and is to be under the

jurisdiction of the National Commander and the National Executive Committee of the Parent

organization.

ARTICLE V

MEMBERSHIP

Membership in this Ladies’ Auxiliary shall be limited to mothers, wives, widows, sisters, daughters,

granddaughters, stepdaughters, step-granddaughters, adopted daughters, and direct lineal female

descendants of persons who have been awarded the Purple Heart by the Armed Services of the

United States and to women who served in the Armed Forces and have received the Purple Heart

decoration in their own name. Women who have received the Purple Heart are eligible for the

parent organization, if they so wish. Associate membership in the Ladies’ Auxiliary is granted on

the basis of a female parent, step-parent, or lineal descendant of a member in the Ladies’ Auxiliary.

All membership shall be governed by the provisions Article II (Membership) of the National

Ladies’ Auxiliary Bylaws.


ARTICLE VI

AMENDMENTS

These Bylaws may be amended in the form of a Resolution at any National Convention by a two-

thirds (2/3) vote of the members in good standing in attendance, provided the proposed

amendment shall have been submitted to the National Secretary by mailing same to her by June

30th; and provided further, no proposed amendment shall be submitted unless said proposed

amendment shall have been first submitted by a Department Convention, the National Executive

Committee or by a Unit where there is no Department.

Nothing in the preceding paragraph shall prevent the National Auxiliary from adopting and making

effective immediately amendments made necessary by changes adopted by the Parent Organization,

upon formal notice thereof from the National Commander, attested to by the Adjutant General,

Military Order of the Purple Heart of the U.S.A., Inc.


PAST NATIONAL PRESIDENTS

1933-35 Mable Patton* _________ CA 1981-82 Leona Townsend*________CO

1935-36 Mary Nachtman* ______ WI 1982-83 Eleanor Duchessi_________NY

1936-37 Ruby White* ______________ 1983-84 Stella Krewson*___________FL

1937-38 Edith Hansen* _____________ 1984-85 Kay Masi*_________________CA

1938-39 Lucille Fuhry* _________ MI 1985-86 Sharon Carlton___________MN

1939-40 Ethel Giannini* _________ CA 1986-87 Delora Compton__________CA

1940-41 Irene Buck Bursch*____ MN 1987-88 Irene H. Chastain*________GA

1941-42 Olive Bradfield* ___________ 1988-89 Juanita Collier_____________CA

1942-43 Edna Morrell* _____________ 1989-90 Margaret Brown*_________TN

1943-44 Gladys Hapsch* _______ MN 1990-91 Mildred Brink*____________CA

1944-45 Edyth Mattocks* __________ 1991-92 Patricia Sharpe___________NY

1945-46 Loretta Coltrin* ________ CA 1992-93 Noreen Barnard*_________MI

1946-47 Ethel Kneller* _____________ 1993-94 Beverly Thompson*_____WI

1947-48 Jewell Mueller* ___________ 1994-95 Lucille Kenney____________NY

1948-49 Beatrice Donovan* ____ MD 1995-96 Elaine Mons________________IL

1949-50 Meta Ihbe* ______________ WI 1996-97 Margaret Kurtzman______MI

1950-51 Beatrice Parmenter* __ CA 1997-98 Margaret Stanulis*_______AR

1951-52 Mae O'Brien Young* ____ IL 1998-99 Sheila Mitchell____________FL

1952-53 Bessie Hawkins* _______ OR 1999-00 Wilma Cornel_____________OH

1953-54 Helen Paradowski* _____ WI 2000-01 Shirley VanBuren________MI

1954-55 Marie Maquire* _________ NJ 2001-02 Louise Brown_____________FL

1955-56 Rose Ann Risley* ______ MO 2002-03 Bonnie Dumler___________NE

1956-57 Teresa M. Coughiin* ____ IL 2003-04 Joan Walsh________________OH

1957-58 Regina S. McComb* _____ NJ 2004-05 Carol Lance________________LA

1958-59 Helen Schwend* ________ WI 2005-06 Judith Spaulding__________KY

1959-60 Eva Gottfried* __________ WI 2006-07 Nancy Lee Birschbach___WI

1960-61 Marie Jakoubek* ________ NY 2007-08 Harriet Hems______________NJ 1961-62 Madeline Hickey*_______ MI 2008-09 Jane Stoel__________________WI

1962-63 Ellen Hawkins* _________ OR 2009-10 Gwendolyn Gilliard_______LA

1963-64 Lucille Eaton* ___________ MI 2010-11 Karen Haltiner____________OR

1964-65 Ruth Sinkovits* _________ WI 2011-12 Barb Cherone___________WI

1965-66 Sophia Kelderhouse* ____ IL

1966-67 Ann S. Pelican* _________ CA

1967-68 Lauretta Noble* _________ IL

1968-69 Madeline Friedley* _____ MI

1969-70 Viola Carlson* __________ OR 1970-71 Jean Thiede* ____________ MI

1971-72 Ruby Holloway* _______ MN

1972-73 Nancy Klare * __________ MA

1973-74 Emma LaVigne* _______ MI

1974-75 Julianna Johnston* _____ NE

1975-76 Shirley Angelotti* _______ IL

1976-77 Helen Pierce* ___________OH

1977-78 Georgia Dounias* ________ IL

1978-79 Ester Boyer* ___________ MN

1979-80 Beth Kubly* _____________ FL

1980-81 AnoIa Hacker* __________ WI


PART II - BYLAWS

ARTICLE I

ORGANIZATION

Section 1 National

Section 2 Regions

Section 3 Departments

Section 4 Units

Section 5 Charter Application

Section 6 Institution of Units

Section 7 Instituting and Installing Officer

Section 8 Formal Charter

Section 9 Recognition

Section 10 Seniority

Section 11 Unit in Good Standing

Section 12 Surrender of Charter

Section 13 Surrender of Property

Section 14 Transfers

Section 15 Disposition of Members

Section 16 Reorganization

Section 17 Consolidation or Merger

Section 18 Bylaws

Section 1 - NATIONAL The Ladies’ Auxiliary, Military Order of the Purple Heart of the

United States of America, Inc. (hereafter referred to as the Ladies’ Auxiliary or Auxiliary) shall

consist of all members, Units and Departments, of the Ladies’ Auxiliary.

Section 2 - REGIONS A Region is a geographical grouping of states or territories for the

purpose of membership expansion.

Region I - Connecticut, Delaware, District of Columbia, Maine, Maryland, Massachusetts,

New Hampshire, New Jersey, New York, Pennsylvania, Rhode Island, Vermont, and Virginia.

Region II - Illinois, Indiana, Iowa, Kentucky, Michigan, Minnesota, Missouri, Nebraska,

Ohio, West Virginia, and Wisconsin.

Region III - Alaska, Idaho, Montana, Oregon, North Dakota, South Dakota, Washington, and

Wyoming.

Region IV - Alabama, Florida, Georgia, Mississippi, North Carolina, Puerto Rico, South

Carolina, and Tennessee.


Region V - Arkansas, Colorado, Kansas, Louisiana, New Mexico, Oklahoma, and Texas.

Region VI - Arizona, California, Guam, Hawaii, Nevada, and Utah.

Section 3 - DEPARTMENTS Departments may be organized where there are two (2) or

more active Units, with a minimum combined total membership of 60 senior members in good

standing, in any state, territory, or foreign country. Departments in rural areas with significant

travel distances may, with written approval of the National President, remain active with two Units.

Section 4 - UNITS An Auxiliary Unit to a duly instituted and recognized Chapter of the Military

Order of the Purple Heart of the U.S.A., Inc., must be approved by a two-thirds (2/3) vote of the

active members present at a meeting of a Chapter when due notice has been given to the

membership of said Chapter at least one (1) week prior to the meeting.

a. An Auxiliary Unit may be duly organized and instituted by the National President upon

application of not less than ten (10) women eligible to become active members of the

Ladies’ Auxiliary, Military Order of the Purple Heart.

b. When organized and instituted, the Unit shall be assigned the name and number of the

Chapter to which attached and shall be under the jurisdiction of that Chapter.

Section 5 - CHARTER APPLICATION Application for a Unit Charter shall be in writing to

the National Secretary on the form furnished for that purpose. Such application must include the

signatures of at least ten (10) women eligible to active membership; Chapter name, number and

location; and must be endorsed by the Chapter Commander and the Department President, if a

Department exists.

a. Applications must be forwarded to the National Secretary, through the Department

Secretary, if any, together with a specified Charter fee. The original copy is sent to National;

a copy must be kept by the Unit; and a copy kept by the Department Secretary, if a

Department exists.

b. A Charter may be held open for ninety (90) days from the date of Institution, but may be

closed sooner by vote of the Unit. All members who are obligated before the Charter is

closed are “Charter Members,” even though they may not have signed the Charter

Application.

Section 6 - INSTITUTION OF UNIT Upon issuance of a Charter, the National President will

authorize the Department President, or another qualified Auxiliary member, or the Chapter

Commander, to institute the Unit in accordance with the Ritual of the Ladies’ Auxiliary.


Section 7 - INSTITUTING AND INSTALLING OFFICER

a. The Instituting and Installing Officer shall instruct the new officers in their duties; shall

deliver to the Unit President the Bylaws, Ritual, papers and other items assigned to the new

Unit; and shall perform such other duties as the Ritual and Bylaws may direct.

b. The Instituting and Installing Officer shall make a written report to the office from which

the Instituting form was issued, giving the name, number and location of the Unit, the

number of ladies obligated at the time of the Institution and the name and address of each

officer elected or appointed to serve until the next regular election and installation.

Section 8 - FORMAL CHARTER Ninety (90) days after the Instituting date, or sooner if so

ordered by vote of the Unit members, the Charter will be closed and the Unit Secretary will forward

to the National Secretary a typed or printed list of names of all members who were obligated or

accepted by transfer. Names must be spelled accurately and listed in the order in which they are to

be placed on the Charter.

When the Charter has been printed, it will be signed by the National President and the National

Secretary in office on the Instituting date, and will be forwarded to the Unit President.

The Charter fee shall cover up to ten (10) names to be printed with a special fee levied for each

additional name. (8-9-12)

Section 9 - RECOGNITION No Unit shall be recognized unless acting under a valid Charter.

Section 10 - SENIORITY The rank of an Auxiliary Unit shall be determined by the date on

which it was instituted and as shown on the Charter.

Section 11 - UNIT IN GOOD STANDING A Unit which was instituted in accordance with

Section 7 of this Article is considered in good standing when:

a. The Unit operates under a valid Charter.

b. The Unit observes the Constitution, Bylaws, Rules and Regulations of the Ladies’ Auxiliary

and the lawful orders of its officers.

c. The Unit retains a minimum of ten (10) senior members in good standing.

d. The Unit submits an annual Installation Report to the National Secretary by June 30th.

e. The Unit has a valid EIN number and meets the annual IRS requirements.

f. The Unit submits an annual Finance Report, verification of life members, and

confirmation of 990N filing to the National Treasurer by October 1st.


Section 12 - SURRENDER OF CHARTER No Charter shall be surrendered by any Unit as long

as ten (10) active senior members in good standing thereof request its continuance. The exception

to this rule is if the parent Chapter has surrendered or lost its Charter. In such a case, the status of

the Unit shall be determined by the National Commander in consultation with the National

President.

Section 13 - SURRENDER OF PROPERTY If a Unit is declared defunct, or its Charter suspended,

the Unit records, monies and all other property shall be sent at once to the Department Secretary (if

there is a Department), who will hold the property. If there is no Department, the property shall be

immediately sent to the National Secretary.

All monies and property so held shall be returned to the Unit if it is reorganized within a period of

eighteen (18) months from the date it ceased to function. If the Unit does not reorganize within the

eighteen (18) month period, such property shall become the property of the Department wherein

the Unit was located; or if there is no Department, shall become the property of the National

Auxiliary.

Section 14 - TRANSFERS Any active member in good standing may request transfer to another

Unit or to an at-large status by submitting a request on the appropriate form to the National

Membership Officer. The National Membership Officer, in turn, will initiate the transfer by

notifying the gaining and losing Units of such action. The gaining Unit will be allowed up to 90 days

to approve/disapprove such transfer before the transfer is final.

The exception: An at-large member, who moves to another state, will be given the choice to apply

to join a Unit in the new state or remain an at-large member in the new state if there is a

Department. No active member may belong to more than one Unit at a time and may not request to

be a National Member-at-Large in a state that has a Department Auxiliary.

Section 15 - DISPOSITION OF MEMBERS Any active member of a defunct Unit, who was in

good standing at the time the Unit became defunct, may upon notification from the National

Membership Officer choose to be transferred to another Unit or become a Member-at-Large.

Section 16 - REORGANIZATION A Unit which has been disbanded for any reason may be

reorganized under its original name and number providing the Chapter to which it was an Auxiliary

is still in existence and approves the reorganization. Such Unit must go through the process of

getting a new Charter as described in Section 5 of this Article. The new Charter shall bear the

names of former and new members petitioning thereon. The Charter fee shall cover up to ten (10)

names to be printed with a special fee levied for each additional name. (8-9-12)


Section 17 - CONSOLIDATION OR MERGER

When two or more Chapters of the Military Order of the Purple Heart of the U.S.A., Inc. decide to

consolidate or merge, the Auxiliary Units to those Chapters shall likewise consolidate or merge

within thirty (30) days following official notice from their parent Chapters that a consolidation or

merger has been or will be effected.

Units which fail or refuse to join in a consolidation or merger when necessary because of action

taken by their parent Chapters shall be declared defunct by the National President. (see Article I,

Section 13).

The Senior Auxiliary Unit, as defined in Section 10 of this Article, shall be responsible for calling a

meeting of all Units concerned for the purpose of completing the necessary business connected

with the contemplated action. All members in good standing in their respective Units shall receive

written notice of such meeting from their Unit Secretary.

The meeting shall be called to order by the President of the hostess Unit, and the principal business

shall be the election of officers to serve until the next regular election and installation. All members

in good standing in the Units concerned shall be eligible to hold office in the newly-formed Unit

resulting from the consolidation or merger. The new officers may be installed immediately or at a

special meeting called for that purpose, or at a joint meeting with the newly-formed Chapter.

A new Charter shall be issued by National Auxiliary Headquarters and shall bear the name and

number of the Chapter formed by the consolidation or merger. The usual Charter fee shall be

waived. However, if there are more than twenty-five (25) names to be placed on the Charter, a

specified fee shall be levied for each additional name.

The Secretary of the newly-formed Unit shall notify the National Secretary and the Department

Secretary (if a Department exists) of the date on which the consolidation or merger became

effective. The Secretary of the newly-formed Unit shall also furnish a list of names as they are to

appear on the new Charter. The list shall include all members in good standing in their respective

Units on the date the consolidation or merger became effective, except those who do not wish to

continue as members of the new Unit. The latter shall be issued transfers.

Section 18 - BYLAWS Departments and Units may adopt Bylaws not conflicting with the

Constitution and Bylaws of the National Ladies’ Auxiliary and/or the National Military Order of the

Purple Heart of the U.S.A., Inc. Unit and Department Bylaws must be sent to the National

Parliamentarian for approval. The National Parliamentarian has the authority to consult with the

National Judge Advocate if needed.


ARTICLE II

MEMBERSHIP

Section 1 Eligibility

Section 2 Application for Membership

Section 3 Voting on Application

Section 4 Notification and Obligation

Section 5 Rejection

Section 6 Membership Card from National

Section 7 Duplicate Membership Application

Section 8 Reinstatement

Section 9 Transfers

Section 10 Member in Good Standing

Section 11 Ladies’ Auxiliary Membership

Section 1 - ELIGIBILITY Membership in the Ladies’ Auxiliary shall be limited to:

a. Mothers, wives, widows, sisters, daughters, granddaughters, stepdaughters, step-

granddaughters, adopted daughters, direct lineal female descendants, and legally adopted

female descendants of persons who have been awarded the Purple Heart. (8-9-12)

b. Direct lineal female descendants are eligible from birth to age fourteen (14) as Junior Life

members and at age fourteen (14) will be converted to Senior Life members.

c. Women who have been awarded the Purple Heart in their own name.

d. No Auxiliary member in good standing shall lose her right to remain in her Unit because of

separation through divorce from the Purple Heart recipient upon whom her original

eligibility was based, providing she remain in good standing. Should such membership

lapse, paragraphs (a) and (b) above shall govern eligibility for reinstatement.

e. Nothing in paragraph (a) above shall jeopardize or limit the right of Auxiliary members as of

December 1, 1958, to retain or maintain their membership by complying with the Bylaws of

the Ladies’ Auxiliary. Should such membership lapse; however, reinstatement shall be

governed by the eligibility of paragraph (a) above.

f. Members in good standing who were eligible according to rules in force at the time they

became members, may retain membership as long as they remain in good standing, even

though eligibility provisions have changed since that time.

g. In case membership has lapsed for a period of five (5) years, a new application is required.

These long-lapsed members cannot be considered renewals but are to be treated as new

members.


h. The remarried widow of a Purple Heart Medal recipient is not eligible to join the Auxiliary

on the basis of her previous husband’s decoration. However, if she remarries while a

member is good standing, she may continue her membership.

Exception: A woman who was married to a Purple Heart recipient, but is since widowed or

divorced from him and remarried to a non-Purple Heart recipient, may upon being

widowed or divorced from the non-recipient, be eligible on her previous husband’s award.

Section 2 - APPLICATION FOR MEMBERSHIP Every application for Auxiliary membership

shall be made in writing on the appropriate form furnished for that purpose by the National

Membership Officer and shall contain the following information:

a. Applicant’s signature and address (city, state and zip code).

b. Birth date, phone number, and email address.

c. Name and relationship of Purple Heart Recipient upon whom eligibility is based.

d. Eligibility must be certified by the Chapter Adjutant or a copy of the DD214, DD215 or

General Orders must accompany the application.

e. Whether the Patriot is living or deceased and whether he is an active or inactive member of

the Military Order of the Purple Heart.

f. If an active member of the Military Order of the Purple Heart, the number of the Chapter to

which the Patriot belongs. Application must be signed by the Chapter Adjutant.

g. The number of the Unit in which membership is desired.

h. If a former member of the Ladies’ Auxiliary, the name, number of location of former Unit.

i. If applying for Associate Life membership, application must include the name, relationship

and membership number of the Auxiliary member upon whom eligibility is based (see

Article III, Section 3).

Section 3 - VOTING ON APPLICATIONS If the criteria has been met, the Chair shall give an

opportunity for any members to state their objection to accepting the applicant as a Unit member.

A majority of the members present and voting shall determine the applicant’s admission or

rejection.

Section 4 - NOTIFICATION AND OBLIGATION An applicant, upon notice of acceptance, shall

present herself at the next meeting, if possible, to take the membership obligation and be initiated.

Obligation also may be given to her elsewhere or by sending a copy of the membership obligation

for her signature.

Section 5 - REJECTION If an applicant has been rejected, any monies paid by her shall be

refunded, and she shall not be proposed again for membership in the same Unit until six (6) months

after such rejection.


a. Any woman eligible for membership in the Ladies’ Auxiliary, whose application has been

rejected, may submit her application to another Unit or may apply to the National

Organization to be a Member-at-Large.

Section 6 - MEMBERSHIP CARD FROM NATIONAL Upon obligation and payment of the

membership fee in full, new members shall receive official membership cards from the National

Membership Officer. A duplicate card may be requested through the National Secretary for a

specified fee.

Section 7 - MEMBERSHIP APPLICATION Immediately after obligation of a new

member, the original membership application along with the membership fee shall go directly to

the National Membership Officer and a copy should be sent by the Unit to the Department Secretary

(where a Department exists).

Section 8 - REINSTATEMENT

a. A former member, whose membership has lapsed for five (5) years or more, must submit a

new application and membership fee to be reinstated.

b. Should a former member wish to reinstate and join another Unit, she must first reinstate in

her former Unit; then request transfer to the new Unit.

Section 9 - TRANSFERS

a. A member in good standing shall be given a transfer upon written application submitted to

her Unit Secretary. Approval to transfer shall expire ninety (90) days from the date of issue.

Until accepted to transfer into the new Unit, a transferring member shall be considered a

member of the transferring Unit.

b. Upon presentation of a properly executed transfer, in lieu of a membership application, a

member may be accepted into another Unit in the same manner prescribed for new

members, except that she does not have to be obligated or initiated.

c. An Auxiliary Unit which accepts a member by transfer shall not take credit for her

membership when computing membership or delegate strength for the current year.

d. Credit for a transferring member’s rebate and membership shall rest with the transferring

Unit for the balance of the current year.

e. The “Notice of Acceptance by Transfer” shall be filed with the transferring Unit in place of

the original application.


f. Transferring members, if accepted by the new Unit before the Charter is closed, can be

Charter members and their names will be listed on the formal Charter. Transferring

members may be one (1) of the original ten (10) members to sign the Charter.

g. Official Transfer Forms shall be furnished by the National Membership Officer.

h. Any member of a defunct Unit, not in the jurisdiction of a Department, who was in good

standing at the time the Unit became defunct, shall be transferred to a Unit in her area. If

there is none within a reasonable distance of her home, she may become a Member-at-Large

upon submitting application to the National Membership Office.

Section 10 - MEMBER IN GOOD STANDING A member whose life membership fee has

been paid in full or reinstated within the parameters set forth in Section 8 is considered a “member

in good standing”.

Section 11 - LADIES’ AUXILIARY MEMBERSHIP

Membership in the Ladies’ Auxiliary, Military Order of the Purple Heart of the U.S.A., Inc. is hereby

granted, subject to the terms and conditions as set forth in Congressional Charter of the Military

Order of the Purple Heart of the U.S.A., Inc. (Public Law 85-761) and subject to the various

restrictions and limitations as set forth in the Ladies’ Auxiliary Constitution, Bylaws, Rules and

Regulations as adopted at their 1959 National Convention, and amended, and subject to such

limitations as might from time to time be imposed by our National Organization. The before

referred to Constitution, Bylaws, Rules and Regulations of the Ladies’ Auxiliary as adopted at their

1959 National Convention shall act as limitations to the various powers and authorities of the

Ladies’ Auxiliary and in no case shall be interpreted as broadening or increasing the authority or

power of such Auxiliary beyond the specific limitations set forth in Public Law 85-761 of the

Congress of the United States of America, or our own Resolutions, Constitution, Bylaws, Rules and

Regulations. (This Article is an exact copy of Article XVI, LADIES’ AUXILIARY, Section 2 -

Membership, of the Military Order of the Purple Heart of the U.S.A., Inc.)


ARTICLE III

MEMBERSHIP CLASSIFICATION

Section 1 Life Member

Section 2 Member- at- Large

Section 3 Associate Life Member

Section 1 - LIFE MEMBER Members who have been accepted under the eligibility provisions of

the Ladies’ Auxiliary Bylaws (Article II, Section 1) and who have paid the Life membership fee as

established by the National Convention.

a. Membership Categories

1. Senior Life (LA)

2. Junior Life (JL)

3. Associate Life (LS)

4. Department Member-at-Large (DML)

5. National Member-at-Large (NML)

Section 2 - MEMBER-AT-LARGE

a. An eligible Auxiliary member who does not live within a reasonable distance of a Unit may

apply to the National Membership Officer for Member-at-Large, and if accepted, shall pay

the life membership fee as established by National Convention.

b. All applicants for Member-at-Large shall submit a membership application unless they are

transferring from a defunct Unit. Before being accepted, they shall sign a printed

membership obligation.

c. Where there is a Department, an applicant who has been accepted as a Member-at-Large by

the National Auxiliary shall be considered a Member-at-Large of such Department.

d. When an application for Member-at-Large is presented directly to the National Membership

Officer and it is ascertained that there is a Unit within reasonable distant of the applicant’s

home, the application shall be referred to the Unit in her area for approval by the Unit

members.

e. A Member-at-Large has no vote on Unit, Department or National level and cannot hold an

elective or appointed office at any level.


Section 3 - ASSOCIATE LIFE MEMBER The Ladies’ Auxiliary recognizes the eligibility of

Associate Life members.

a. Associate membership in the Ladies’ Auxiliary is granted on the basis of a female parent,

step-parent, or lineal descendant of a member in the Ladies’ Auxiliary. Example: you signed

up your granddaughter as a lineal descendant her mother (your daughter-in-law) may join

as an Associate member because her daughter is a member.]

b. The purpose of the Associate Life member is to assist in furthering and perpetuating the

objects of the Ladies’ Auxiliary and, in particular, to assist, comfort and aid all distressed

members and their dependents.

c. An Associate Life member shall be without vote and may not hold an elected office, but may

hold an appointed office except that of Unit, Department, or National Secretary.

d. Associate Life members shall be entitled to wear an appropriate emblem as approved by the

National Auxiliary Headquarters, but in no event shall such emblems or insignia bear a

replica or facsimile of the Purple Heart medal.

e. Associate Life members shall be charged the same membership fee as life members, as

established by the National Convention.

ARTICLE IV

MEMBERSHIP FEE

The Life Membership Fee is to be uniform and standardized, meaning every eligible applicant will

pay the same amount. Payment is to be made by check to National LAMOPH and forwarded to the

National Membership Officer. It is vital that the name, address, zip code, date of birth, and Unit

number are legible. (The membership fee is subject to change at the National Convention.)


ARTICLE V

PROCEDURES REGARDING FEES AND REBATES

Section 1 National Membership Fee

Section 2 Deposits

Section 3 Life Member Rebates

Section 4 Escrowed Rebates

Section 1 - NATIONAL MEMBERSHIP FEE The Life Membership Fee will be established

by the National Convention. The Member-at-Large and Associate Life membership fees shall be the

same as the Life membership fee.

Section 2 - DEPOSITS All life membership fees will be received by the National

Membership Officer and forwarded to the National Treasurer for deposit into the Life Membership

Account to be used for operations and member rebates.

All life membership payments will be deposited into a Life Membership “interest/dividend bearing”

(see Article XIII, Section 2) account from which only the annual interest/dividends earned may be

used for life membership rebates.

a. All Life Membership payments shall be invested in only interest/dividend bearing accounts to

perpetuate the Auxiliary. Such funds may not be co-mingled with any other accounts of the

Auxiliary. Interest/dividends earned from these funds may be used by the Auxiliary for Life

Membership rebates.

b. Withdrawal of principal is prohibited except for an emergency which is presented and voted

on at a National Convention (see also Article XIII, Section 2).

Section 3 - LIFE MEMBERSHIP REBATES

a. National shall retain one-half (1/2) of the annual interest/dividends earned from the Life

Membership Account which can be used for general expenses.

b. The remaining fifty (50) percent will be rebated for all eligible* Life members on record as

of June 30th and who have been verified by October 1st of each year. The rebates will be

based on twenty (20) percent to the Department and thirty (30) percent to the Unit [see

Article VII, Section 5 (4)].

No rebates will be paid on Junior members, Associate Life members, Department or

National Members at Large, or Life memberships granted to Past National Presidents in

recognition of their service and loyalty.


c. Should the decision be made in any given year to increase such rebates, the additional

increase must come from National’s fifty (50) percent share or from the General Fund, but

may not come from the principal of the Life Membership Account.

d. National shall retain all membership fees paid by Life Members-at-Large.

Section 4 - ESCROWED REBATES

a. Where a Department is being formed and has been installed before the fiscal year ending

June 30th, rebates will be made in accordance with Section 4 above. No funds will be

escrowed for Department rebates if the above criteria are not met.

b. Life membership rebates for non-verified Life members will be held in escrow only until the

deadline specified by the National Treasurer on the annual request for Life Member Roster

verification. If verification is not received or postmarked by the deadline, escrowed funds

will revert to National.

ARTICLE VI

MEETINGS AND OBSERVANCES

Section 1 Conventions

Section 2 Regular

Section 3 Special

Section 4 Ritual and Special Ceremonies

Section 5 Quorum

Section 6 Observances

Section 1 - CONVENTIONS Conventions of the Department and National Auxiliaries shall

be held at least once a year in conjunction with the Parent Organization.

Section 2 - REGULAR Meetings of Units shall be held monthly on a stated date, if possible.

Section 3 - SPECIAL Meetings may be convened by order of the Unit President or upon

call in writing by at least eight (8) members in good standing. The National President or a

Department President may call a special meeting or upon call in writing by at least eight (8) officers

of the Department for Department meetings or eight (8) National officers for National meetings.

Nothing herein indicates that a Unit, Department or National President should not notify other

members of the business to be conducted at a “Special Meeting” and no business other than that

stated in the notice may be considered at that meeting.


Section 4 - RITUAL AND SPECIAL CEREMONIES The Ritual issued by National Auxiliary

Headquarters shall be the only ones used at National, Department or Unit meetings.

a. The Burial and Memorial Services Ceremonies section of the Ritual shall be used for

funerals and memorial services as adapted to specific circumstances.

b. The Initiation Ceremony may be delegated to Unit, Department or National Officers, or be

subdivided and given by several officers in proper sequence.

c. Where circumstances or preference dictates, informal meetings may be held, but they shall

always include the Salute, Pledge to the Flag, and opening and closing prayers.

Section 5 - QUORUM Five (5) members in good standing, qualified to transact business,

shall constitute a quorum at any Unit, Department or National meeting, except that fifteen (15)

members are required to constitute a quorum at the meeting of the National Executive Committee.

Section 6 - OBSERVANCES Each Unit should display the Flag and conduct or take part in

local or in state observances of the following special historical and patriotic significant days:

February 12 Abraham Lincoln’s Birthday

February 22 George Washington’s Birthday

May 1 Loyalty Day

May 30 Memorial Day

June 14 Flag Day

July 4 Independence Day

August 7 Purple Heart Day

September 11 World Trade Center Day

September 17 Constitution and Citizens Day

November 11 Veterans Day

December 7 Pearl Harbor Day


ARTICLE VII

UNIT OFFICERS

Section 1 Eligibility to Hold Office

Section 2 Roster of Unit Officers

Section 3 Trustees

Section 4 Election of Officers

Section 5 Installation

Section 6 Term of Office

Section 7 Voting for Officers

Section 8 Vacancies

Section 9 Past Officers’ Titles

Section 1 - ELIGIBILITY TO HOLD OFFICE All active members in good standing shall be

eligible to hold any office in their Unit with the following limitations:

1. No member may hold more than one (1) elective office at any one time on any level.

2. A Unit Trustee may not be the Unit Secretary.

3. Members age 14-17 may hold any appointed position within their Unit except that of

Unit Secretary and any elective office except that of President, Senior Vice President,

Junior Vice President, Treasurer, Trustee, Parliamentarian, and Executive

Committeewoman or Alternate.

4. An Associate member shall be without vote and may not hold an elected office, but

may hold an appointed office except that of Unit Secretary.

Section 2 - ROSTER OF UNIT OFFICERS The elected Unit officers shall be: President, Senior

Vice President, Junior Vice President, Treasurer, Parliamentarian, Sergeant-at-Arms, three (3)

Trustees which are elected in accordance with Section 3 of this Article, and Executive

Committeewoman and Alternate. Immediately following her election, the President-elect shall

appoint a Secretary, Chaplain, Historian, Patriotic Instructor, Marshal and Musician.

Section 3 - TRUSTEES

1. Each Unit shall elect three (3) Trustees to serve as an Auditing Committee and perform such

other duties as the Unit may direct.

2. At the initial election of Trustees, one shall be elected for a one (1) year term, or to serve

until the next regular election; one for a two (2) year term or until one (1) year from the

next regular election; and one for a three (3) year term or to serve until two (2) years from

the next regular election. Thereafter, elections shall be for a three (3) year term, one

Trustee being elected each year to replace the Trustee whose term has expired. Vacancies

caused by death or resignation of a Trustee shall be filled by election for the balance of her

term.


3. The Trustee whose term next expires is the Senior Trustee and Chair of the Auditing

Committee.

Section 4 - ELECTION OF OFFICERS Unit Officers shall be nominated and/or elected at a

regular business meeting held in April except that in new Units, the Officers shall be elected on the

Instituting date. Notice of the impending election must be sent to each member in good standing

(or in the case of new Units, to each prospective member), at least two (2) weeks prior to such

election. (Both elected and appointed officers may succeed themselves if properly elected or

appointed.)

Section 5 - INSTALLATION

1. Unit Officers shall be installed at a regular or special meeting held in April or May. New

Units, however, shall install the Officers on the Instituting date.

2. Installation of Officers may take place at an open meeting held jointly with the Chapter, or

separately if so desired. No business, other than the installation, shall be conducted at an

open meeting.

3. Immediately after the Installation of Officers, the Installing Officer shall send an Installation

Report to the National Secretary, Region President of the Region concerned, and

Department Secretary, if any. The report must be signed by the Unit Secretary and the

Installing Officer.

4. No rebates will be issued if the National Secretary does not receive a current Installation

Report, and the National Treasurer does not receive verification of life membership roster

of at least ten (10) senior members, verification of completed IRS 990 form and annual

Finance Report. (8-9-12)

Section 6 - TERM OF OFFICE A “term of office” shall mean from the time of installation to

the next regular installation. All Unit Officers, except the Trustees (see Article VIII, Section 13),

shall be elected or appointed to serve a one (1) year term.

Section 7 - VOTING FOR OFFICERS When there are two (2) or more candidates for any

Unit office and a written ballot is required, a majority of all votes cast is necessary for election. If

there is no majority on the first or second ballot (if there are three or more candidates), the name

receiving the least votes shall be dropped and the balloting continued until there is an election.

When a secret or written ballot is necessary, the Presiding Officer is entitled to a ballot.


Section 8 - VACANCIES

1. In case of a vacancy in the office of Unit President, the Senior Vice President shall at once

assume the title and duties of President.

2. In case of a vacancy in the Office of Senior Vice President, the Junior Vice President shall at

once assume the title and duties of the Senior Vice President and the Unit shall be convened

to fill the vacancy in the office of Junior Vice President.

3. Any other vacancy in an elective office due to death, resignation, or removal of its

incumbent, shall be filled by election at the next regular Unit meeting following such

vacancy, or at a special meeting called for the purpose of filling the vacancy. Notice of

intended election shall be sent to each Unit member in good standing.

4. A Unit may by majority vote vacate the Chair of any Officer who absents herself from three

(3) consecutive meetings. Notice of intended action must be sent to the Officer concerned

and to all Unit members in good standing.

Section 9 - PAST OFFICERS’ TITLES A member who has completed a “term of office” as

defined in Section 6 of this Article is entitled to be called a “Past Officer” of that office, providing she

was duly Elected or Appointed and Installed; or assumed the office as provided in Section 8,

paragraphs 1 and 2; or died before the completion of her term of office.


ARTICLE VIII

DUTIES OF UNIT OFFICERS

Section 1 President

Section 2 Senior Vice President

Section 3 Junior Vice President

Section 4 Secretary

Section 5 Treasurer

Section 6 Chaplain

Section 7 Parliamentarian

Section 8 Sergeant-at-Arms

Section 9 Patriotic Instructor

Section 10 Historian

Section 11 Musician

Section 12 Marshal

Section 13 Trustees

Section 14 Executive Committeewomen/Alternates

Section 1 - PRESIDENT The President shall preside at all meetings of the Unit, enforce strict

observances of the Bylaws and usage of the Ladies’ Auxiliary and all orders from lawful authority;

appoint all officers and committees not otherwise provided for; sign all warrants drawn by the

Secretary for disbursements approved at regular or special meetings of the Unit; countersign all

checks drawn by the Treasurer; see that the books of the Secretary and Treasurer are audited semi-

annually (one audit in mid-term and one at the close of the term); supervise the activities of her

officers and committees; and perform such other duties as the Bylaws and Ritual of the Ladies’

Auxiliary may require.

Section 2 - SENIOR VICE PRESIDENT The Senior Vice President shall assist the President in

preserving order; preside at meetings in the absence of the President; familiarize herself with the

duties of the President so that, if necessary, she may assume them; serve as Membership Chairman

unless the Unit or the President decides otherwise; and perform such other duties as the Bylaws

and Ritual of the Ladies’ Auxiliary may require. In the event of a vacancy in the office of Unit

President, the Senior Vice President shall, at once, assume the title and duties of Unit President.

Section 3 - JUNIOR VICE PRESIDENT The Junior Vice President shall assist the President

and Senior Vice President in preserving order. In the absence of both, she shall preside at Unit

meetings; shall familiarize herself with the duties of President and Senior Vice President; and

perform such other duties as the Bylaws and Ritual of the Ladies’ Auxiliary may require. The Junior

Vice President will be Ways and Means Chairman unless the Unit or President decides otherwise.

In the event of a vacancy in the office of Senior Vice President, the Junior Vice President shall at

once assume the title and duties of the Senior Vice President. In the absence of the President and

both Vice Presidents, the Secretary shall call the meeting to order and the Unit shall elect a

President or Chairman “pro tempore.”


Section 4 - SECRETARY After each business meeting, the Secretary shall transcribe the

minutes of the meeting. She shall read them at the following business meeting for approval or

correction by members present. Corrections shall be entered in the transcript (official copy).

The Secretary shall attend to all matters of correspondence under the direction of the President;

keep a copy of all official letters sent from her office; draw all warrants on the Unit Treasurer (all

warrants shall be countersigned by the President); notify all newly-elected members and ask them

to present themselves for initiation; and prepare all reports and returns required of her by the

Bylaws of the Ladies’ Auxiliary or requested by the Unit President.

Immediately upon Installation of Officers, the completed Installation Report must be sent to the

Department Secretary (where there is a Department), the National Secretary and the Region

President. A signed copy must be kept on file in the Unit. (You may type the installation form and

email it to the National Secretary.)

The Secretary shall keep in books or files the following material:

1. The Constitution, Bylaws, Rules and Regulations, and Standing Rules of the Ladies’

Auxiliary.

2. An “Official Communications” file of orders, circulars, and bulletins issued by the National,

Department or Unit President, and letters and bulletins from other National or Department

officers.

3. A letter file of communications other than “Official” and copies of all correspondence sent

through the Secretary’s office, to include certified applications and transfer forms, if

applicable.

4. A list of deceased members of the Unit, including dates of death, if possible.

a. The National Chaplain, the Department Secretary (where there is a Department), the

National Secretary, and the National Membership Officer shall be notified in a timely

manner.

5. Keep rosters sent by the National Membership Officer.

6. Transcripts of all Unit Meeting Minutes.

The Secretary shall transfer, without delay, to her successor all records, papers, and other property

belonging to the Unit in her possession or under her control.

Section 5 - TREASURER The Treasurer shall hold all funds, securities, warrants and other

Unit property relative to her office; keep an accurate book of receipts and disbursements; pay out

money only on warrants drawn by the Secretary and signed by the President as ordered at regular

or special meetings; collect all monies due the Unit; and perform such duties as her office or the

Bylaws of the Ladies’ Auxiliary may require.

The Treasurer shall open her books for inspection at any time by any Unit member in good

standing. Annually, and no later than October 1st of each year, she shall provide the Department


and LAMOPH National Headquarters with a completed Finance Report for the fiscal year. Twice

each year, she shall open her books for audit by the Unit Trustees and for inspection at any time by

a Unit member. She shall deliver to her successor all monies, securities, books, warrants, or other

Unit property in her possession or under her control. The office of Treasurer may be bonded by

the Unit, if desired.

Section 6 - CHAPLAIN The Chaplain shall offer the opening and closing prayers at Unit

meetings using one suggested in the Ritual, or another which seems appropriate; and shall perform

such other duties as her office or the Bylaws of the Ladies’ Auxiliary or Ritual may direct. She shall

assist in Memorial or Burial Services for deceased Unit members; try to visit, comfort and aid

distressed Unit members and, if possible, attend the burial of Unit members.

The Chaplain shall advise the National Chaplain and Department Chaplain (if any) and the National

Membership Officer of the death of an active member at least thirty (30) days before the

Department or National Convention, and send to the respective Chaplain a complete list of

members of the Unit, including date of death if possible.

a. The National Chaplain, the Department Secretary, National Membership Officer and the

National Secretary shall be notified in a timely manner.

Section 7 - PARLIAMENTARIAN The Parliamentarian should know and understand the

Constitution, Bylaws, Rules and Regulations and Standing Rules of the National Auxiliary, and the

Bylaws of her Unit, so that she may give an opinion concerning them when asked to do so by her

President or Unit. Where these are not found to adequately cover questions submitted to her, she

shall be governed by Robert’s Rules of Order, Newly Revised, or shall refer the questions to the

Department Parliamentarian, or if there is no Department, to the National Parliamentarian.

Interpretation or resolve of issues regarding the National Auxiliary Constitution, Bylaws, Rules and

Regulations must go through the Chain of Command. (Refer to National Parliamentarian, Article XII,

Section 9.)

Section 8 - SERGEANT-AT-ARMS The Sergeant-at-Arms shall be entrusted with the care and

safekeeping of Unit property; shall see that the meeting room is in order before the meeting opens;

shall answer the door and assist late-comers in finding seats; shall announce visitors; and, in

general, shall assist the President and the Unit as requested.

Section 9 - PATRIOTIC INSTRUCTOR The Patriotic Instructor shall advance and retire the

American Flag during opening and closing ceremonies; lead the members in the Pledge of

Allegiance to the Flag and guide them in the observance of Patriotic holidays. She shall be prepared

at all times to present patriotic or historical material as part of the program for Unit meetings; and

shall perform such other duties as the Ritual may prescribe or the President may direct. The

Patriotic Instructor shall also serve as the Americanism Chairman. Americanism activities include

(but are not limited to) flag presentations, special patriotic programs, holiday observances, etc.


Section 10 - HISTORIAN The Historian shall enter into a permanent history book a record of

events and activities of her Unit, including names of officers. She shall also establish and maintain a

scrapbook, if desired, for the preservation of clippings, programs and other material which will

complete the Unit’s historical record. She shall make an annual report to the Department and

National Historians at least thirty (30) days before the annual convention or sooner if so ordered.

This report shall follow outlines suggested by Department or National Historian and be on forms

furnished for that purpose.

Section 11 - MUSICIAN The Musician shall assist the President in carrying on the work of the

Unit by furnishing appropriate music during meetings or special ceremonies and as the President

may request or the Ritual may require.

Section 12 - MARSHAL The Marshal shall assist the Sergeant-at-Arms; escort and introduce

guests and visiting Officers; carry the Unit banner during opening and closing ceremonies; and

perform such other duties as the Ritual may require or the President may direct.

Section 13 - TRUSTEES The Unit Trustees shall audit the books of the Secretary and

Treasurer at least twice a year or more when necessary, and just prior to the annual election of

officers. The Trustees may also serve as an Advisory Committee to the President in an emergency

between meetings, and perform such other duties as the Unit may determine. The Trustee whose

term next expires is the one (1) year Trustee. She is the Senior Trustee, having already served two

(2) years, and is the Chairman of the Auditing Committee. She is responsible for calling a meeting of

Trustees at proper intervals to audit the books.

Section 14 - EXECUTIVE COMMITTEEWOMAN/ALTERNATE The Executive Committee-

women and Alternates on the Department Executive Committee shall be chosen and elected within

their Unit in accordance with Article VII, Section 4.

The Executive Committeewoman and her Alternate are Department Officers. They shall represent

the Unit on the Department Executive Committee and shall place before that Committee matters

which the Unit may wish to have considered and shall report any actions of the Committee to their

Unit that may be of interest to them. They shall be installed with the other Department Officers at

the Department Convention.

She or her Alternate may not hold any other elected office in the Department while serving as

Committeewoman or Alternate. However, they may hold an elected office in their Unit. All

members of the Department Executive Committee, including the Presiding Officer, have a voice and

vote at all Committee meetings. With the permission of the Committee members, the Chair may

grant the privilege of the floor to a Department Chairman or to a member who has pertinent

information to place before the Committee.

Unit Presidents and members who are NOT members of the Department Executive Committee may

attend meetings as interested but silent spectators.


ARTICLE IX

DEPARTMENTS

Section 1 Formation

Section 2 Application for Charter

Section 3 Organization


Section 5 Roster of Officers


Section 7 Election of Trustees


Section 9 Composition of Department Officers

Section 10 Composition of Executive Committee

Section 11 Installation

Section 12 Vacancies

Section 13 Inactive Officers

Section 14 Governing Bodies

Section 15 Meetings

Section 16 Convention Quorum

Section 17 Voting at Department Conventions

Section 18 Department Bylaws and Standing Rules

Section 1 - FORMATION When two (2) or more Units with an overall total of sixty (60) senior

members have been formed in any state, territory, foreign possession or country, a Department

Auxiliary may be formed. Departments in rural areas with significant travel distances may, with

written approval of the National President, remain active with two (2) Units. All Units in the

Department Auxiliary thus formed shall be under the jurisdiction of the Department. (Associate

members and junior members cannot be included in the sixty (60) necessary to form a Department

Auxiliary.)

Formation of a Department must be approved by the Department Executive Committee, Military

Order of the Purple Heart of the U.S.A., Inc., to which it will be attached, and by a majority of the

Units that will be under the jurisdiction of such Department Auxiliary.

All Units in the Department Auxiliary thus formed shall be under the jurisdiction of the Department

Auxiliary, and the Department Auxiliary shall be under the jurisdiction of the Commander and the

Executive Committee of the Department of the Military Order of the Purple Heart of the U.S.A., Inc.,

to which it is attached.

Section 2 - APPLICATION FOR CHARTER The application for a Department Charter shall be

made in writing on a form furnished for that purpose by National Auxiliary Headquarters, and must

contain the name of the proposed Department Auxiliary and the name and location of Units

petitioning for the Charter. The application must be endorsed by the Region President of the


Region concerned and by the Department Commander, the latter as representing the Department

Executive Committee of the Parent Organization. The Charter application must then be sent with a

specified Charter fee to the National Secretary.

Section 3 - ORGANIZATION Upon receipt of a Charter application for a Department, the

National President shall authorize the Region President or some other qualified member of the

Region concerned to call the organizational meeting, institute the Department, preside at the first

meeting until the first set of officers has been elected, and then install the Officers.

The meeting shall be called to order by the Officer in charge, shall be opened with a prayer by a

temporary Chaplain appointed by the Chair, and minutes shall be taken by a temporary Secretary

appointed by the Chair. The member so authorized may ask another qualified member to assist

with the Instituting and Installation.

Each Unit, under the jurisdiction of the new Department, shall choose one (1) member to be the

Executive Committeewoman, one (1) member to be the Alternate on the Department Executive

Committee, and one (1) delegate and one alternate for each ten (10) senior members and one-half

(1/2) plus one (1) members in good standing at the time the election takes place. The name of the

Executive Committeewoman and Alternate shall be given in writing to the Officer in charge of the

Organization Meeting to be read by the Secretary during election of officers, and be ratified. No

personal or ex-officio votes shall be allowed at the organizational meeting. (8-9-12)

The Department Officers shall assume the duties of their respective offices immediately, and shall

serve through the next regular Department Convention.

Section 4 - ELIGIBILITY TO HOLD OFFICE All members in good standing in their respective

Units shall be eligible to hold any office in their Department, but with the following limitations:

1. If a member, not present at Convention, is nominated for an office, a two-thirds (2/3) vote is

required to admit her name in nomination.

2. No member may hold more than one (1) elective Department office at any one time.

3. No member may hold the office of Department Trustee and Department Secretary

simultaneously.

4. Elected Officers: No person shall hold more than one (1) elective office in the National

Organization, or more than one (1) elective office in the Department, or more than one (1)

elective office in any Unit. No National elective officer shall hold a Department elective

office, and no person shall hold any office unless she is an active member in good standing.

A salaried employee of National or Department LAMOPH, or the spouse of a salaried employee

of the National or Department MOPH shall not hold a National or Department elective office,

nor be an elected or appointed voting member of a National Committee.


Election as a non-voting member of one of the National Committees is not to be considered

an elective office as referred to above.

5. Members age 14-17 may not hold an office, appointed or elected, at the Department level.

6. An Associate member shall be without vote and may not hold an elected office, but may

hold an appointed office except that of Department Secretary.

Section 5 - ROSTER OF OFFICERS The elected officers of a Department shall be President,

Senior Vice President, Junior Vice President, Treasurer, Parliamentarian, Sergeant-at-Arms, three

(3) Trustees, one (1) Executive Committeewoman (or her Alternate) from each Unit in the

Department and such other officers as may be decided by a Department Convention.

Section 6 - ELECTION OF OFFICERS All Department officers shall be elected at the annual

Department Convention. The Department President-elect shall appoint a Department Secretary,

Historian, Chaplain, Marshal, Patriotic Instructor and Musician. Where there is but one (1)

candidate for an office, the vote may be verbal. If there is more than one (1) candidate, refer to

Article XIV, Section 4 (#6).

Section 7 - ELECTION OF TRUSTEES A Department Auxiliary shall elect three (3) Trustees

as follows:

At the initial election of Trustees, one shall be elected for a one (1) year term, one for a two (2) year

term, and one for a three (3) year term. Subsequent elections shall be to fill the three (3) year term;

one Trustee being elected each year to fill the vacancy created by the expiration of the term of

Senior Trustee. A member elected to fill a vacancy in the office of Trustee, due to death, resignation,

etc., of its incumbent, shall serve the unexpired portion of the original Trustee’s term.

Section 8 - TERM OF OFFICE A “term of office” shall be the period from one installation to

the next regular installation. Except as noted in Section 7 above, all Department officers shall be

elected or appointed to serve one “term of office.” (Both elected and appointed officers may

succeed themselves if elected or appointed properly.)

Section 9 - COMPOSITION OF DEPARTMENT CONVENTION The Department Convention

body shall consist of:

1. The National President, if she is a member of a Unit within that Department.

2. The elected officers of the Department and the Department Secretary.

3. One Executive Committeewoman (or her Alternate) from each Unit within the Department.

4. The President of each Unit, or in her absence, the Unit Senior or Junior Vice President.


5. Past National Presidents who are members of the Department.

6. Past Presidents of the Department who are members in good standing in a Unit within the

Department.

7. Delegates elected by the Units. In the absence of a delegate, the first Alternate becomes a

Delegate. (See Article XV, Section 7.)

8. No member of the Department Convention shall have voice or vote on the convention floor

unless her registration fee has been paid, if one is charged.

Section 10 - COMPOSITION OF DEPARTMENT EXECUTIVE COMMITTEE

The Department Executive Committee shall consist of:

1. The elected officers of the Department and the Department Secretary.

2. One Executive Committeewoman (or her Alternate) from each Unit in the Department.

3. Past Department Presidents who are members in good standing in a Unit within the

Department.

4. Past Department Presidents and National Presidents residing in the Department will

continue to have a voice and vote but will not be included when determining the required

quorum for the transaction of department business.

Section 11 - INSTALLATION All Department officers elected or appointed in accordance

with preceding Sections of this Article may be installed into their respective offices before the close

of the Session at which they are elected or appointed; shall assume the duties of their office

immediately after the Session is declared adjourned; and shall hold office until the close of the next

regular Department Convention.

Section 12 - VACANCIES All vacancies in Department elective offices, occurring between

Department Conventions, shall be filled by the Department Executive Committee. However, if the

vacancy is in the office of Department President, the Senior Vice President shall at once assume the

title and duties of Department President and the Junior Vice President shall at once assume the

office of Senior Vice President. A vacancy in the office of Junior Vice President shall be filled by the

Department Executive Committee.

Section 13 - INACTIVE OFFICERS Any Department officer who misses three (3) consecutive

meetings of the constituent (Unit, Department or National) body of which she is a member may

have her office declared vacant by the order of the Department President, unless a legitimate

excuse can be made for each absence.


When so removed, the officer shall have the privilege of an appeal to the Department Executive

Committee providing the appeal is taken within sixty (60) days from the date of order declaring the

office vacant.

Section 14 - GOVERNING BODIES

1. Each Department Auxiliary shall be governed by a Department Convention which shall be

subordinate to the National Convention.

2. In the intervals between Department Conventions, the business of the Department shall be

administered by the Department Executive Committee.

3. All actions of the Department Executive Committee shall be subject to approval of the

Department Convention.

Section 15 - MEETINGS

1. The Annual Convention of a Department shall be held at the time and place of the Annual

Convention of the Military Order of the Purple Heart in that State. However, if the event the

Parent Organization fails to call or hold a Department Convention, the Department

President, with the approval of the National President, may arrange for a Department

Convention on her own initiative.

2. The Department Executive Committee shall meet immediately prior to, and as soon as

possible after, the Annual Department Convention and at such other times as the

Department President may deem necessary.

Section 16 - CONVENTION QUORUM The QUORUM of a Department Convention shall be

one-half (1/2) plus one (1) of qualified voting members registered with the AUXILIARY

CREDENTIALS COMMITTEE. The number may increase as additional members register, but does

not decrease (see Article VI, Section 5).

Section 17 - VOTING AT DEPARTMENT CONVENTIONS Prior to the election of officers

at a time determined by the President, nominations from the floor may be opened if time permits.

During the actual election the Chair shall open the nominations for each elective office, in turn. The

Chair calls for the final report of the Credentials Committee. She then appoints an Election Judge

and at least two (2) Tellers. The appointment does not deprive them of the right to be nominated

or elected to any office.


Section 18 - DEPARTMENT BYLAWS AND STANDING RULES

A Department may adopt Standing Rules governing its activities and procedures providing they do

not conflict with the Constitution, Bylaws, Rules and Regulations or Standing Rules of the National

Auxiliary Organization. Such Bylaws or Standing Rules must be changed, if necessary, to confirm

with changes and additions to the National Auxiliary Constitution, Bylaws, Rules and Regulations

when formal notice thereof has been received from the National President.

Department Bylaws or Standing Rules must be approved by the National Parliamentarian. The

National Parliamentarian has the authority to consult with the National Judge Advocate if needed.


ARTICLE X

DUTIES OF DEPARTMENT OFFICERS

Section 1 President



Section 4 Secretary

Section 5 Treasurer


Section 7 Chaplain

Section 8 Sergeant-At-Arms

Section 9 Marshal



Section 12 Musician

Section 13 Trustees

Section 14 Department Executive Committee

Section 1 - PRESIDENT Immediately after her election, the Department President-elect shall

appoint a Secretary and other Officers and Committees not otherwise provided for.

The President shall:

- Preside at all meetings of the Department Convention and Department Executive

Committee;

- Enforce strict observance of the rules and usage of the National and Department

Organizations;

- See that all orders from National Auxiliary Headquarters are properly publicized and

observed;

- Supervise the activities of her Officers and Chairmen;

- Sign all warrants drawn by the Department Secretary before same are paid;

- Countersign all checks drawn by the Department Treasurer; and perform such other duties

as her office may require. These include the following ex-officio duties:

INSPECTION by the Department President shall be at least once during her term of all Units

under her jurisdiction. A report of each inspection shall be sent promptly to the National Inspector,

a duplicate shall be retained for Department files, and a duplicate shall be left with the Unit. These

reports shall be on forms furnished by National Auxiliary Headquarters.

When unable to inspect personally, the Department President shall appoint another Department

Officer or a Past Department President as Deputy Inspector, providing such appointee IS NOT A

MEMBER of the Unit to be inspected. Official notice of a visit of inspection shall be given the Unit

President at least one (1) week prior to such visit.


OFFICIAL VISITS to Units in her State when deemed necessary or desirable for the good of the

organization. When unable to make an official visit in person, she may appoint another Department

Officer or a Past Department President as her official Representative.

Notice of an official visit should be sent to the Unit President at least one (1) week prior to the visit

if it is to be on a regular meeting date. Otherwise, extra time should be allowed. If for grave reasons

it is necessary to schedule an official visit without such notice, the Unit President and members

should cooperate to the best of their ability. She should present a report of her activities as

Department President to her own Department Convention.

SUBMIT to the National Secretary a report covering membership, special projects, and

accomplishments of her Department during her term of office.

This report shall (preferably) be typed, no more than two 8-1/2 x 11 pages, and submitted to the

National Secretary to be received no later than June 30th for publication with the other National

Convention reports. If unable to mail the report in the time frame indicated, she may present the

report in person at the National Convention.

REPRESENTATION on the National Executive Committee is conferred automatically upon

installation as Department President. She is expected to represent her State at the National

Convention and at meetings of the National Executive Committee held during her term of office. If

unable to attend, she may be represented by her Senior Vice or Junior Vice President.

The Department President or her official representative should be accorded the respect and

courtesy due the office of Department President. When making an official visit, she out-ranks all

other officers and members.

The President of a Unit to which an official visit is to be made is the Official hostess and, therefore,

responsible for making arrangements for the visit.

Section 2 - SENIOR VICE-PRESIDENT The Senior Vice President shall assist the President

in keeping order at Department meetings; in the absence of the President shall take full charge of

the meeting; shall strive for increased membership in her Department; and shall receive and

tabulate membership reports to be included in her report to the Department Convention. She shall

familiarize herself with the duties of Department President. In the event of a vacancy in the office of

Department President, the Senior Vice President shall at once assume the title and duties of the

Department President.

Section 3 - JUNIOR VICE-PRESIDENT The Junior Vice President shall assist the President

and Senior Vice President in the discharge of their duties; in the absence of both, shall preside at

Department meetings and shall perform such other duties as the Department Bylaws may require

or the President requests. The Junior Vice President will be Ways and Means Chairman unless the

Department or the President decides otherwise. In the event of a vacancy in the office of Senior

Vice President, the Junior Vice President shall at once assume the title and duties of Senior Vice

President.


Section 4 - SECRETARY The Secretary shall transcribe all minutes taken at Department

meetings and shall furnish copies of these minutes to each Department Officer and Unit; shall keep

rosters received from National Headquarters; shall under the direction of the Department President

issue all orders and conduct the correspondence of the Department; shall draw all warrants on the

Department Treasurer, subject to the approval and signature of the Department President; and

shall make all returns required of her office by the National Auxiliary Organization. The Secretary

shall keep an accurate record of all accounts due and receivable, issue a receipt for money or

payment received from any source, and demand a receipt for all monies turned over to the

Department Treasurer. Since the money paid in to a Department is handled by the Secretary, the

office of Department Secretary may be bonded if desired. The cost of the bond shall be paid from

Department funds.

The Secretary shall keep in proper books or files the following items:

The National Constitution, Bylaws, Rules and Regulations, and Standing Rules; Department Bylaws

or Standing Rules; duplicate membership applications for all past and present members in the

Department; installation and rebate reports for each Unit in the Department; a record of active,

inactive, and deceased members of Department Units, filed according to Unit name and number and

kept up to date as rebate reports are received; a file of General Orders of National and Department

Presidents; a file of official bulletins and letters from other National and Department Officers; a

letter file of miscellaneous correspondence and copies of all letters sent from the Secretary's office.

She shall attest by her signature all official actions of the Department, and shall prepare before the

Department Convention a list of Department Officers, ex-officio members of the Department

Convention, and Units within the Department, with the number of delegates allowable. Her books

shall be open at all times for examination or inspection by the Department Executive Committee or

the Department Auditing Committee (see Section 5 below).

Immediately upon Installation of Officers, the completed Installation Report must be sent to the

National Secretary and the Region President of the Region concerned. A signed copy must be kept

on file with Department. (You may type the installation form and email it to the National Secretary.)

Section 5 – TREASURER The Treasurer shall hold the funds, warrants and other property of the

Department relative to her office; keep exact records of receipts, deposits and disbursements; pay

all warrants drawn by the Secretary and by the Department President; and shall make a financial

report to the Department Convention and each Department Executive Committee meeting.

Her books, together with those of the Secretary, shall be open at all times for examination or

inspection by the Department Executive Committee, or the Department Auditing Committee.

Annually, and no later than October 1st of each year, she shall provide LAMOPH National Treasurer

with a completed Finance Report for the fiscal year. The Department Treasurer may be bonded, if

desired, and the bond shall be paid from Department Funds.


Section 6 - PARLIAMENTARIAN The Parliamentarian must know and understand the

Constitution, Bylaws, Rules and Regulations, and Standing Rules of the National Auxiliary so that

she may give the Department President and Units in her Department such assistance as may be

required. In deciding questions not covered in the Auxiliary Rules; she shall be guided by Robert's

Rules of Order, Newly Revised. If still in doubt, she shall consult the National Parliamentarian.

Interpretation or resolve of issues regarding the National Auxiliary Constitution, Bylaws, Rules and

Regulations must go through the Chain of Command. Refer to National Parliamentarian, Article XII,

Section 9.

Section 7 - CHAPLAIN The Chaplain shall offer the opening and closing prayers at all

Department meetings using the ones suggested in the Ritual or one which is appropriate. She shall

assist in Memorial Services at the Department Convention, if possible, and keep an accurate record

of deceased Unit members in her state.

Section 8 - SERGEANT-AT-ARMS The Sergeant-at-Arms shall be in charge of Department

property, shall see that the meeting room is in order before meetings are called to order, shall assist

late-comers in finding seats, shall announce visitors, and shall perform such other duties as the

Ritual and the Department President may direct.

Section 9 - MARSHAL The Marshal shall assist the Sergeant-at-Arms, shall carry the

Department Banner, and shall perform such other duties as the Ritual or the President may require.

Section 10 – PATRIOTIC INSTRUCTOR The Patriotic Instructor shall carry the American Flag

and shall perform such other duties as the Ritual or the President may require. The Patriotic

Instructor shall also serve as the Americanism Chairman. Americanism activities include (but are

not limited too) flag presentations, special patriotic programs, holiday observances, etc.

Section 11 - HISTORIAN The Historian shall enter into a permanent Department History Book a

record of important events and activities of her Department, including a list of Department Officers,

date and place of annual Department Conventions and highlights thereof; and perform other duties

as her office may require or the President may direct. She shall receive the Unit History reports and

present a summary of them to the Department Convention.

Section 12 - MUSICIAN The Department Musician shall assist the President in carrying on the

work of the Department by furnishing appropriate music during meetings or special ceremonies,

and as the President or the Ritual may require.

Section 13 – TRUSTEES The Department Trustees shall serve as the Department Auditing

Committee and shall make a semi-annual audit of the books of the Department Secretary and

Treasurer. A formal motion, duly seconded and carried, is required to accept an Audit Report.

The Trustee whose term next expires is the one (1) year Trustee. She is the Senior Trustee having

already served two (2) years and is the Chairman of the Auditing Committee. She is responsible for

calling a meeting of the Trustees at proper intervals to audit the books; the final audit being

immediately prior to the annual Department Convention.


Section 14 – DEPARTMENT EXECUTIVE COMMITTEE The Department Executive Committee

shall function in the intervals between Department Conventions and its actions shall be subject to

the approval of the Department Convention. It shall authorize expenditures from Department

funds, including compensation paid to any Department Officer; may plan and authorize fundraising

projects for the benefit of the Department; shall receive and act on Auditing Committee reports;

shall keep a full detailed record of its proceedings; and see that a copy of this record is given to each

Department Officer and Unit.

All members of the Department Executive Committee, including the presiding Officer, have a voice

and vote at all Committee meetings, With the permission of the Committee members, the Chair may

grant the privilege of the floor to a Department Chairman or to a member who has pertinent

information to place before the Committee. Each member of the Department Executive Committee

shall have one (1) vote. No proxy votes shall be permitted.


ARTICLE XI

NATIONAL ORGANIZATION

Section 1 Jurisdiction

Section 2 Supreme Auxiliary Body

Section 3 Meetings


Section 5 Roster of National Officers



Section 8 Composition of National Convention

Section 9 Convention Quorum

Section 10 Voting for Officers

Section 11 Installation of Officers

Section 12 Vacancies

Section 13 Retiring National President

Section 14 Past National Officer’s Title

Section 1 – JURISDICTION The National Auxiliary Organization shall consist of all members,

Units and Departments of the Ladies' Auxiliary, Military Order of the Purple Heart of the U.S.A. Inc.

It shall have the right to adopt a Constitution, Bylaws, Rules and Regulations consistent with the

Constitution, Bylaws, Rules and Regulations of the Military Order of the Purple Heart of the U.S.A.

Inc.

Nothing in the preceding paragraph shall be construed as limiting the right of Departments and

Chapters of the Military Order of the Purple Heart of the U.S.A., Inc., to organize Units of the Ladies'

Auxiliary.

Section 2 - SUPREME AUXILIARY BODY The supreme power of the Ladies' Auxiliary shall be

vested in the National Convention thereof. A National Executive Committee shall be established and maintained to function for the National Auxiliary Organization in the intervals between National Conventions, and its actions shall be subject to approval of the National Auxiliary Convention Body.

Section 3 – MEETINGS The National Convention of the Ladies' Auxiliary shall be held annually at the time and place of the National Convention of the Military Order of the Purple Heart

of the U.S.A. Inc. The National Executive Committee shall meet immediately prior to, and as soon as possible after, each National Convention; and at such other times as the National President may deem necessary.

Section 4 - ELIGIBILITY TO HOLD OFFICE Any active member in good standing in her own Unit

shall be eligible to hold National Office in the Ladies' Auxiliary, with the following limitations:

1. No member may hold more than one (1) elective National Office at any one time.


2. No member may serve two (2) consecutive terms as National President.

3. If a member, not present at the National Convention, is nominated for an office at that Convention, a two-thirds (2/3) vote of qualified members present shall be required to admit her name to nominations. Members not present and being nominated must send a letter of intent to the National Secretary prior to June 30th.

4. Elected Officers: No person shall hold more than one (1) elective office in the National

Organization, or more than one (1) elective office in the Department, or more than one (1) elective office in any Unit. No National elective officer shall hold a Department elective office, and no person shall hold any office unless she is an active member in good standing.

No salaried employee of the National or Department organization may hold a National or

Department elective office nor be an elected member of either the National or Department

Finance Committees.

Election to one of the National Committees is not to be considered an elective office as

referred to above. A person may hold an elective and one or more appointed offices.

5. Members age 14-17 may not hold any office, appointed or elected, at the National level.

6. Associate members shall be without vote and may not hold an elected office at the National level but may hold an appointed office except that of National Secretary.

Section 5- ROSTER OF NATIONAL OFFICERS

1. The elective National Officers shall be: President, Senior Vice President, Junior Vice President, Region Presidents (one from each Region), Treasurer, Chaplain, Parliamentarian, Sergeant-at-Arms, Marshal, Patriotic Instructor, Inspector, and four (4) members of the National Finance Committee (see Section 7).

2. The National President shall appoint a Secretary, Membership Officer, Historian, and Musician. Other Presidential appointments are Community Hospital, Community Service, Public Relations, VAVS Representative, VAVS Deputy, Viola Chair, and Webmaster.

Section 6 - ELECTION OF OFFICERS

1. The elective National Auxiliary Officers, as stated in Section 5 of this Article, shall be elected at the Annual National Convention. The Region Presidents shall be elected by each Region for itself. (8-9-12)

2. Immediately after these officers have been elected, the Convention Body shall elect one (1) member to serve on the National Finance Committee. (See Article XIII, Section 2, for composition of this Committee.)

3. The National President-elect shall name the appointed officers as soon as possible after the annual election is concluded.


Section 7 - TERM OF OFFICE A "term of office" shall mean from one installation until the next regular installation.

All National Auxiliary Officers shall be elected or appointed to serve one (1) term with the

exception of the National Finance Committee. Members of the National Finance Committee shall

serve on a rotational basis with only one (1) member being elected annually. The first year, the

elective members shall hold office for terms of one (1), two (2), three (3), and four (4) years,

respectively; and thereafter, one member shall be elected annually for a term of four (4) years. The

Chairman of the National Finance Committee shall be chosen by a majority vote of those

members of the committee eligible to vote. (8-9-12)

Section 8 - COMPOSITION OF NATIONAL CONVENTION The National Auxiliary Convention shall be composed of:

1. The elected National Officers, National Secretary and the National Membership Officer.

2. Each Department President, or in her absence, the Department Senior or Junior Vice President.

3. Each Unit President or in her absence, the Unit Senior or Junior Vice President. 4. All Past National Presidents. 5. Delegates elected by the Units as provided in Article XV, Section 7, provided a current

Installation report has been received by the National Secretary by June 30th and the Unit must be in good standing (see Article I, Section 11).

Section 9 - CONVENTION QUORUM The quorum of a National Auxiliary Convention shall be one-half (1/2) plus one (1) of qualified voting members registered with the Auxiliary Credentials Committee. This number may increase from day to day as additional members are registered, but does not decrease. (For a meeting Quorum, see Article VI, Section 5.)

Section 10 - VOTING FOR OFFICERS Prior to Election of Officers at a National Convention, the Chair shall appoint a Judge and at least two (2) Tellers. The appointment shall not deprive them of the right to be nominated or elected to any National Office. For detailed voting procedure, see Article XIV, Section 4, Voting at Department and National Conventions.

Section 11 - INSTALLATION OF OFFICERS The elected or appointed National Auxiliary Officers

may be installed into their respective offices before or after the close of the Session at which they

were elected or appointed; shall assume the duties of their office immediately after that session has

been declared closed; and shall serve through the following National Convention or until their

successor has been installed. Installing Officer must be a Past National President.

Absentee officers-elect, who though not present at the National Convention, were elected or

appointed to a National Office or who were absent at time of Installation, or members who have

been elected by mail vote to fill a vacancy, shall be installed into their respective office as soon as

arrangements for such Installation has been made by the National President.


Section 12 – VACANCIES

1. In the event of a vacancy in the office of National President, the National Senior Vice President shall at once assume the title and duties of National President.

2. In the event of a vacancy in the office of National Senior Vice President, the National Junior Vice President shall at once assume the title and duties of the National Senior Vice President.

3. In the event of a vacancy in the office of National Junior Vice President, notice of the vacancy shall be sent by the National President to each member of the National Executive Committee bearing the names of the Region Presidents, all of whom shall be ex-officio candidates to fill the vacancy until the next National Convention.

a. Thirty (30) days thereafter a ballot bearing the names of eligible candidates shall be sent to each member of the National Executive Committee.

4. In the event of a vacancy in the office of a Region President, Departments and Units in the Region concerned shall receive official notice from the National President and shall be asked to submit nominations to fill the vacancy. (Department Presidents and Department Senior or Junior Vice Presidents are not eligible).

a. Thirty (30) days thereafter a ballot bearing the names of eligible candidates shall be sent to those Departments and Units in that Region who are eligible* to vote and those Departments and Units shall return their ballot to the National Secretary. The ballots will be tallied at a time set by the National President, by Tellers whom she has appointed, in the presence of such National Officers as the National President may designate. The member receiving the highest number of votes shall be declared elected.

o Departments and Units that have submitted current Installation Reports

and who otherwise would have been eligible to vote at the most recent National Convention. (8-9-12)

5. All vacancies in National Offices, except those covered in paragraphs 1 through 4 of this

Section shall be filled in the following manner: The National President shall advise each member of the National Executive Committee that a vacancy exists in the office of (Title) and shall ask for qualified member nominations to fill the vacancy until the next National Executive Meeting. Thirty (30) days thereafter, a ballot listing the candidates shall be sent to each Committee member.

6. National Executive Committee members shall return their ballot to the National Secretary. The ballots will be tallied at a time set by the National President, by Tellers whom she has appointed, in the presence of such National Officers as the National President may designate. The member receiving the highest number of votes shall be declared elected.


7. If an emergency condition forces the cancellation of the usual annual National Convention, the National Executive Committee shall have the right to fill existing vacancies in National Auxiliary Offices at a meeting called in part, for that purpose; in which instance, the thirty (30) day period specified in preceding paragraphs shall be waived temporarily.

Section 13 - RETIRING NATIONAL PRESIDENT Immediately after her successor has assumed

the office of National President, the retiring National President becomes the Junior Past-National

President, and in token of her loyalty and service shall be presented with a Past-National

President's pin.

Section 14 - PAST NATIONAL OFFICERS' TITLE A "Past National Officer" shall be one who, having been duly elected or appointed and installed, has completed her term or has died before the expiration of that term.

ARTICLE XII

DUTIES OF NATIONAL OFFICERS

Section 1 President



Section 4 Region Presidents

Section 5 Secretary

Section 6 Treasurer

Section 7 Membership Officer

Section 8 Inspector


Section 10 Chaplain


Section 12 Sergeant-At-Arms


Section 14 Musician

Section 15 Marshal

Section 16 Department Presidents’ National Duties

Section 1 – PRESIDENT Immediately after her election, the National President-elect shall appoint

a Secretary, Membership Officer, and such other National Officers and Committees not otherwise

provided.

The National President shall:

- Preside at all meetings of the National Executive Committee and the National Convention.


- Be an ex-officio member of each committee.

- Serve as an active member of the National Finance Committee with voice and vote in

accordance with Article XIII Section 2.

- Enforce the Constitution, Bylaws, Rules and Regulations of the Ladies’ Auxiliary and the

orders of the National Convention, National Executive Committee of the Order, and the

National Auxiliary; and to that end, she may issue necessary General Orders and Directives.

- Decide all questions of law usage, subject to an appeal to the National Convention.

- Sign all warrants properly drawn by the National Secretary and countersign all checks

drawn by the National Treasurer.

Section 2 - SENIOR VICE PRESIDENT The National Senior Vice President shall assist the National President in the discharge of her duties; and in the absence of the President, shall preside at National Auxiliary meetings. The Senior Vice President shall serve as a member of the National Finance Committee with voice but without vote, and as a member of the National Executive

Committee with a vote. The National Senior Vice President shall be National Membership Chairman unless the President chooses to give her other duties.

In the event of a vacancy in the office of National President due to death or other reasons, the Senior

Vice President shall at once assume the title and duties of National President. Therefore, she is

obliged to familiarize herself with the duties of the National President's office and be ready to

assume it, if necessary.

Section 3 - JUNIOR VICE PRESIDENT The National Junior Vice President shall assist the National President and the National Senior Vice President in the discharge of their duties; and in the absence of both, shall preside at National Auxiliary meetings. The Junior Vice President shall serve as a member of the National Finance Committee with voice but without a vote, and as a member of the National Executive Committee with a vote.

The National Junior Vice President shall supervise the activities of the six Region Presidents and

shall be the National Ways and Means Chairman unless the President chooses to give her other

duties. The National Ways and Means Chairman shall prepare a report of an itemized list of

all donated items and all monies received to be reported at the National Convention.

(8-9-12)

In the event of a vacancy in the office of National Senior Vice President due to death or other

reasons, the Junior Vice President shall at once assume the duties of the Senior Vice President.

Therefore, she is obliged to familiarize herself with the duties of the National Senior Vice

President's office and be ready to assume it, if necessary.


In the event of a vacancy in the office of National Junior Vice President, notice of the vacancy shall

be sent by the National President to each member of the National Executive Committee. The notice

shall list the names of the Region Presidents, all of whom shall be ex-officio candidates, to fill the

vacancy until the next National Convention.

Section 4 - REGION PRESIDENTS The number of Region Presidents to be elected each year shall equal the number of Regions, as constituted by the Military Order of the Purple Heart of the U.S.A. Inc. The Region Presidents shall be elected by each Region for itself. (8-9-12)

The Region Presidents shall, under the direction of the National Junior Vice President, have

jurisdiction over Units and Departments in their respective Region and must be an active member

of a Unit within that Region. They will also assist the National Junior Vice President who serves as

the National Ways and Means Chairman.

Each Region President shall strive for increased membership in her Region and shall try to organize

new Units and Departments therein; shall personally endorse Charter applications for new

Departments in her Region; and shall, at all times, work in close cooperation with the National

Membership Chairman. When a new Department in her Region is proposed, she shall proceed as

outlined in Article IX, Section 3.

Upon notification by the Region Commander, each Region President shall hold a Region Conference

during her term. The Conference is to be held at a time and place selected by the Region

Commander of the Region. Each Unit and Department in the Region and all National Officers shall

be given official notice of the Conference at the earliest possible date. The Region Conference is to

be a school of instruction.

The Annual Report of a Region President shall only cover her activities as a National Officer and

include an itemized list of all donated items and all monies received per item for Ways and

Means. In the event of a vacancy in the office of National Junior Vice President, the Region

Presidents are ex-officio candidates to fill the vacancy until the next National convention. (8-9-12)

Section 5 – SECRETARY The National Secretary shall keep correct records of the proceedings

of the National Convention, the National Finance Committee and the National Executive Committee.

As ex-officio Secretary to the National Finance Committee, she serves with voice but without vote

and shall distribute the minutes of the National Finance Committee to the entire membership of the

committee. The Secretary shall also prepare briefs of the meetings of the National Finance

Committee, held immediately before each National Convention, which shall be available for such

Committee meetings held immediately after the National Convention. She shall conduct the

correspondence of the National Auxiliary Organization.

The National Secretary shall be custodian of the Official National Auxiliary Seal and the property of

Units and Departments held in escrow by the National Auxiliary. All money due and payable to the

National Auxiliary shall be sent through the National Secretary, except membership fees. She must


keep accurate financial records of all monies turned over to the National Treasurer, and may be

bonded, if desired, at the expense of the National Auxiliary.

She shall prepare all books and other papers required for use by the Ladies' Auxiliary; shall keep

proper files of all correspondence, copies of General or Special Orders issued by the National

President, and copies of Installation Reports received from Units and Departments.

The National Secretary shall be in charge of the Supply Department and the purchase and sale of

pins, emblems and other items under the direction of the National Executive Committee. Prior to

the National Convention, she shall prepare a list of individual members entitled to a personal vote

at the National Convention.

She shall present her books for examination or audit at the request of the National President or

National Executive Committee, shall receive for her services such compensation as the National

Finance Committee may determine and deliver to her successor, without delay, all property and

equipment belonging the National Organization.

The National Secretary shall serve as the LAMOPH National Representative on the National

Convention Planning Committee, providing information and support to the LAMOPH Host

Department Auxiliary. The Secretary shall provide punctual reports on the planning progression

and decisions to the National President and National Executive Committee.

The National Secretary shall give a complete report as of June 30th each year to the Military Order

of the Purple Heart of the U.S.A., Inc., at the annual National Convention. This report shall include

by way of enumeration and not limitation to:

1. A detailed list of Departments and Units, showing number added, reinstated, reorganized,

and Charters forfeited.

2. The total membership, showing increase or decrease.

Within fifteen (15) days following the close of the annual National Convention, the National

Secretary shall submit to the National Adjutant a complete list of elected and appointed officers for

publication in The Purple Heart Magazine.

Section 6 – TREASURER The National Treasurer shall take charge of the funds, securities, warrants and other property relative to her office and belonging to the National Ladies' Auxiliary, and shall be a member of the National Finance Committee with voice but without vote.

She shall keep a correct account of all monies due and receivable from any source, and correct

records of receipts, deposits and withdrawals; shall disburse money properly payable by the

National Auxiliary only upon warrants properly drawn by the National Secretary and signed by the

National President, and then only in the interest of the National Auxiliary; shall keep her books,

warrants and records according to methods authorized by the National Executive Committee; and

shall keep a record of all liabilities of the National Auxiliary Organization.


The financial records of the National Ladies’ Auxiliary will be audited by a Certified Public

Accountant (CPA). Upon completion of the audit, the Treasurer shall have the auditing CPA file the

appropriate 990 with the IRS by November 15th. The Treasurer will ensure that all accounts are

reconciled monthly and reported to the National Finance Committee; shall prepare and send to

each National Finance Committee member and National Secretary a semi-annual and annual

financial report; shall hold her books open for examination at any time by the National Executive

Committee, and may be bonded through the National Auxiliary in an amount approved by the

National Executive Committee; the cost of the bond to be paid from the National Auxiliary funds.

The Treasurer is responsible for submitting the necessary reports directly to the Internal Revenue

Service as prescribed by law. She shall also submit a complete financial report, as of June 30th each

year, to the National Adjutant no later than July 31st.

She shall receive for her services such compensation as the National Finance Committee may

determine; and shall deliver, to her successor, all monies and all other property of the National

Auxiliary Organization in her possession or under her control.

Section 7 - MEMBERSHIP OFFICER The National Membership Officer shall be in charge of all

membership. She shall receive all applications for membership, along with Life membership fees.

She shall issue all membership cards.

She shall remit all membership fees received to the National Treasurer along with a report of

members paid. A copy of this report shall also be provided to the National Secretary and National

Senior Vice President. She shall prepare a voting list of all Units stating delegate strength of each

Unit for use by the National Secretary at the National Convention.

She shall provide life membership rosters each year, as follows:

Units: July and January

Departments: April and October

National Treasurer, National Secretary,

Region Presidents: July and January

She shall, upon request, provide mailing addresses for The Purple Heart Magazine.

She shall provide an annual report for the National President and the Parent Organization.

She shall be bonded through the National Auxiliary in an amount approved by the National

Executive Committee; the cost of the bond to be paid from National Auxiliary funds.

She shall receive for her services such compensation as the National Executive Committee may

determine, and shall deliver to her successor all monies and other property of the National

Auxiliary Organization in her possession or under her control.


Section 8 – INSPECTOR The National Inspector is charged with the inspection of the various

Units and Departments throughout the country, each of which should be inspected at least once

during her term of office. She shall work through Department Presidents where Departments exist.

She shall see that Unit and Department meetings are conducted properly and that books and

records are being kept correctly; and to that end, she shall offer tactful suggestions or constructive

criticism. She shall present a report of her findings to the National Convention.

Section 9 – PARLIAMENTARIAN The National Parliamentarian shall give the National

President and the various Departments and Units such assistance as may be needed. She must

thoroughly understand the Constitution, Bylaws, Rules and Regulations of the National Ladies'

Auxiliary, and familiarize herself with the rules of the Parent Organization. Where these are not

found to cover a question referred to her, she shall be aided by Robert's Rules of Order, Newly

Revised.

The Parliamentary Authority of the Ladies’ Auxiliary, Military Order of the Purple Heart of

the U.S.A., Inc. shall be “Robert’s Rules of Order, Newly Revised” in all matters not covered by

the Constitution, Bylaws, Rules and Regulations of the National Ladies’ Auxiliary.

PARLIMENTARY AUTHORITY – unless otherwise stated in the Constitution, Bylaws, Rules and

Regulations, the deliberations of all meetings of the Ladies’ Auxiliary shall be governed by “Robert’s

Rules of Order, Newly Revised”

All responses to questions must be referred through the National Secretary for conference with the

National President for a final decision.

Interpretation or resolve of issues regarding the National Auxiliary Constitution and Bylaws must

go through the Chain of Command. When referred to the National Parliamentarian, her opinion,

after consultation with the National President and National Secretary is final and can only be

changed by a resolution presented to and adopted by a National Convention.

At no time shall a Unit member, or individual, appeal to its Chapter, or the Parent Organization for

interpretation or resolve of issues. Failure to follow the Chain of Command is subject to penalty as

defined in Article XVI, Section 10, a 1 & 4 & b 3, 4, & 5.

Section 10 – CHAPLAIN The National Chaplain shall offer the opening and closing prayers at

National Auxiliary meetings, using the one suggested in the Ritual or another that is appropriate.

She shall assist in Annual Memorial Services; keep a record of deceased members, enter their

names, Unit# and State in the National Memory Book, and see that the names are included in her

annual report to the National Convention; and perform such other duties as may be required of her

by the Ritual, the National President or the National Convention. She shall keep the National

Secretary and the National Membership Officer updated on deceased members.


Section 11 - PATRIOTIC INSTRUCTOR The National Patriotic Instructor shall be in charge of the American Flag at National Conventions and meetings; shall advance and retire the Flag during opening and closing ceremonies; shall see that members of the National Convention properly salute the Flag; and shall lead the assembly in the Pledge of Allegiance to the Flag.

The Patriotic Instructor shall also serve as the Americanism Chairman. Americanism activities

include (but are not limited too) flag presentations, special patriotic programs, holiday

observances, etc. She shall assist and encourage Units and Departments in their observance of

significant historical anniversaries and patriotic holidays; and perform such other duties as the

Ritual or the National President may require.

Section 12 - SERGEANT-AT-ARMS The National Sergeant-at-Arms shall be in charge of National

Auxiliary property; shall see that the meeting room is in order before the meeting opens; welcome

members, assist late-comers in finding seats; announce visitors; shall see that the Flag and Banner

are turned over to the Parent Organization at the conclusion of the meeting, and shall perform such

other duties significant to her office and as the Ritual and the National President may require.

Section 13 - HISTORIAN The National Historian shall compile a history of the National Auxiliary

for her term, summarizing the data from Unit History reports and the National President’s monthly

letter and General Orders, and shall enter the same in the National History Book. She may suggest

outlines for the guidance of Unit and Department Historians and shall perform such other duties as

her office or the National President may require.

Section 14 - MUSICIAN The National Musician shall assist the National President and

perform such other duties as may be appropriate to her office. A competent and interested

National Musician contributes much toward the morale and harmony of a National Convention or

meeting.

Section 15 – MARSHAL The National Marshal shall assist the National Sergeant-at-Arms; shall

carry the National Banner when Colors are advanced and retired at National meetings; shall escort

distinguished guests and visitors; and shall perform such other duties required by the Ritual or by

the National President.

Section 16 - DEPARTMENT PRESIDENTS' NATIONAL DUTIES Each Department President,

upon her installation to that office, becomes a member of the National Executive Committee

representing her Department on that Committee. If the President is unable to attend the National

Convention, the Senior Vice or Junior Vice President may represent the Department at National

meetings.


ARTICLE XIII

NATIONAL COMMITTEES

Section 1 National Executive Committee

Section 2 National Finance Committee

Section 3 Disbursements

Section 1 – NATIONAL EXECUTIVE COMMITTEE The National Executive Committee shall

consist of all National Elected Officers, the National Secretary, the National Membership Officer, all

Past National Presidents; and all current Department Auxiliary Presidents, or in their absence, the

Senior Vice President or Junior Vice President of the respective Department.

a. The National Executive Committee shall meet immediately prior to and immediately after the National Convention and at such other times as may be ordered by the National President.

b. Fifteen (15) committee members shall constitute a quorum. No proxy voting shall be allowed. Each member of the National Executive Committee shall have a voice and a vote.

c. The Committee may propose plans of action; shall represent in all matters the National Organization in the interval between National Conventions; shall keep a full and detailed record of proceedings and present same as its report to the National Convention; shall submit abstracts of its proceedings to absent members and Department and Unit Presidents; and shall have full power to determine the compensation of the various National Officers.

d. The Committee shall also make disposition of Units returned to or taken over by the National Secretary, of Units and Departments which have surrendered or forfeited their Charter or been declared defunct, and its actions shall be final (see Article I, Section 13 on Property Disposition).

e. All actions of the National Executive Committee shall be subject to approval of the National Auxiliary Convention.

Section 2 – NATIONAL FINANCE COMMITTEE The National Finance Committee shall consist

of nine (9) members of the Ladies’ Auxiliary, Military Order of the Purple Heart (LAMOPH) in good

standing. Voting members shall be the current National President and the four (4) elected

members of the National Finance Committee. The four (4) other members with voice but without

vote shall be the National Secretary, the National Senior Vice President, the National Junior Vice

President and the National Treasurer. The committee shall meet as needed but not less than two

(2) times a year; once before and once following each National Convention. Vacancies occurring

between regular Committee meetings may be filled by the National Executive Committee in

accordance with the Bylaws Section on VACANCIES.


Members of the National Finance Committee shall serve on a rotational basis with only one (1)

member elected annually. The first year, the elective members shall hold office for terms of one (1),

two (2), three (3), and four (4) years, respectively; and thereafter, one (1) member shall be elected

annually for a term of four (4) years. The Chairman of the National Finance Committee shall be

chosen by a majority vote of those members of the committee eligible to vote. (8-9-12)

The committee is charged with:

(1) The opening of two (2) bank accounts; one as the General Fund and the other as the Life Membership Fund (see Article V, Section 2).

(2) The preparation and presentation to the National Executive Committee for approval at the National Convention, the annual budget for the Ladies’ Auxiliary.

(3) Authority to expend funds allocated in the approved annual budget and to approve expenditures beyond budgetary limits in a total not exceeding ten (10) percent of the individual line item. Request for expenditures in excess of this allowance must be submitted to the National Executive Committee for approval.

(4) Exercise unquestioned fiscal responsibility. Violation of (3) above, the National President and the Treasurer shall each be jointly liable for such repayment to the Ladies’ Auxiliary.

(5) The preparation and presentation, upon request, of a financial report to the Parent Organization and to the Military Order of the Purple Heart Service Foundation (MOPHSF) if funds were received from MOPHSF as a grant of restricted or unrestricted funds.

(6) Acting as custodian of the Life Membership Fund and as such, insure all provisions in these articles are complied, and review all claims for withdrawal of any part of the principal from this account in order to submit recommendation to the National Executive Committee for approval. Such approval will require two thirds (2/3) vote received from the National Executive Committee at a National Convention. Recommendation to withdraw funds must include a plan for repayment over a specific period of time of the full amount plus any interest that such funds would have accumulated during that period.

(7) All checks must be signed by two of the approved designated signatures on the accounts, which include the National President, National Senior Vice President, and National Treasurer.

Section 3 – DISBURSEMENTS Disbursements from the Treasury of the National Auxiliary shall be only on behalf of the objects of the National Auxiliary Organization, or its incidental expenses, and shall be made only at the direction of the National Convention, National Executive Committee, National President, or National Treasurer.

No Officer or Committee shall contract any bills without having submitted an estimate and obtained

approval and authority from the National Executive Committee, National Convention, National

President, National Treasurer, or National Finance Committee; provided, however, that bills

incurred in the interests of the National Organization shall be allowed where same have resulted

from lawful orders of the National President, and are approved by the National Finance Committee.


The National Finance Committee shall prepare a budget based on estimated income and expenses

as soon as possible prior to the National Convention, and shall submit its budget, by mail only if

necessary, to all members of the National Executive Committee for approval. If approved by a

majority of the National Executive Committee members, the budget shall become effective and

binding on all National Officers and Chairmen and/or Committees.

An Officer or Chairman who exceeds her budgeted allowance, without proper authorization, shall

be personally liable for the amount exceeding the budgeted figure.

ARTICLE XIV

NATIONAL CONVENTION

Section 1 Meetings

Section 2 Order of Business at Department and National Conventions

Section 3 Rules of the National Convention

Section 4 Nominating and Voting Procedures at Department and National Conventions

Section 1 - MEETINGS The National Convention of the Ladies' Auxiliary shall be held

annually at the time and place of the National Convention of the Military Order of the Purple Heart

of the U.S.A. Inc. The National Executive Committee shall meet immediately prior to, and as soon as

possible after, each National Convention, and at such other times as the National President may

deem necessary.

Section 2 - ORDER OF BUSINESS AT DEPARTMENT AND NATIONAL CONVENTIONS

1. Opening Services

a. Call to Order by Convention Chairman

b. Presentation of Colors

c. Pledge to the Flag

d. National Anthem

e. Opening Prayer 2. Escort and Introduction of Presiding President 3. Roll Call 4. Introduction of Guests -- Reading of Greetings 5. Action on Minutes of Last Convention 6. Minutes of Executive Committee Meeting 7. Committee Appointments 8. Report of Rules Committee 9. Officers' Reports 10. Committee Reports 11. Unfinished Business


12. Nominations 13. New Business 14. Final Report Credentials Committee 15. Nominations & Election of Officers 16. Installation of Officers 17. Courtesy Resolutions 18. Closing Prayer 19. Retiring of Colors 20. Adjournment

[NOTE: The foregoing Order of Business is offered subject to changes which may be necessary.

Memorial Services, Receptions, Teas, etc., must be included where convenient.]

The entire Convention is called a "Session" although it may consist of a series of meetings, each of

which is recessed for lunch, etc. The "Session" opens when the Convention is called to order and

closes when the Convention is declared adjourned.

CONVENTION PREREQUISITE; Units with fewer than ten (10) senior members (see Article 1,

Section 11), or Units who have not filed an Installation Report, verification of life membership

report, met annual IRS requirements and completed finance reports shall not be entitled to any

delegates or alternates at either Department or National Conventions. This prerequisite must be

met by the start of a Department Convention for Department participation and by June 30th for

National participation.

Section 3 - RULES OF THE NATIONAL CONVENTION

1. When a member desires to speak, she shall stand, address the chair as "Madam President,” state her name, Unit number, Department or office before proceeding. This rule also applies when making or seconding a motion.

2. Discussion shall be limited to three (3) minutes to each speaker, and the floor shall be permitted but ONCE on any subject, except by the consent of two-thirds (2/3) vote of the Convention body. A Convention Committee Chairman may speak as frequently as may be necessary in connection with the report of the Committee.

3. All resolutions offered on the floor of the Convention, or otherwise after reading by the Secretary, shall be referred by the Chair to the proper Committee for consideration and report, with or without recommendation. Resolutions received after June 30th will not be considered.

4. Only qualified voting members of the Convention shall participate directly, or indirectly, in a voice vote on any subject before the Convention body (refer to Article XIV, Section 4).

5. Voting shall be by voice for business matters, by ballot for Election of Officers unless there is only one candidate, and by roll call for decision of question.


6. Each elective National Officer, National Secretary, National Membership Officer, each Department President, or in her absence the Senior Vice President or Junior Vice President, each Unit President, or in her absence the Senior Vice President or Junior Vice President, providing she is in good standing in her respective Unit, and all Past National Presidents shall be entitled to one (1) vote.

7. Where there are two (2) or more nominations for office, consult the Constitution, Bylaws, Rules and Regulations, Article XIV, Section 4 (#6).

8. Nomination speeches shall be limited to three (3) minutes, and not more than one nomination speech shall be made for each candidate.

9. Voting by proxy shall not be permitted.

10. Every Officer, Delegate and Alternate should feel obligated to attend all business sessions of the Convention so she may give a complete report to her Unit.

11. All members should willingly accept any assignment given them by the President.

12. Loyalty should be shown to ALL Officers and courtesy should be shown to ALL members.

13. The discussion of personal grievances, local conditions, or circumstances pertaining to one (1) individual only, with respect to her personal interest, shall not be in order before the Convention but may be discussed before the Grievance Committee of the Convention.

14. Points not covered above: It is recommended that modifications contained in Robert's Rules of Order, Newly Revised, be accepted.

Revised 8/2006 Los Angeles, CA

Section 4 - NOMINATING & VOTING PROCEDURE AT DEPARTMENT AND NATIONAL

CONVENTIONS

Nominations for Officers shall be held one day prior to the election. (This is optional for

Departments.) When there are no further nominations, nominations shall be closed. Only one (1)

nomination per member, per office, shall be allowed. Nominations shall be opened again just prior

to the Election of Officers. When there are no further nominations, the Election of Officers shall

begin.

Prior to Election of Officers at a Department or National Convention, the Chair shall appoint a Judge

and two (2) Tellers. (The appointment shall not deprive them of the right to be nominated or

elected to any office).


1. The Secretary shall call the roll of individual members entitled to a personal vote by virtue of their office, each of whom shall respond, if present, by stating their voting capacity. The Secretary shall then call the roll of Units and state the number of delegate votes allowable to each in turn. The Delegate Chairman or a member entitled to vote as a delegate provided a current Installation Report has been received by National Secretary by June 30th, and the Unit is in good standing (see Article I, Section 11) shall respond by saying “Here”. Where there is no response when the individual or Unit name is called, the name shall be stricken from the voting list. The number of votes tabulated after the rolls have been called becomes the voting strength of the Convention. One half (1/2) of that number, plus one (1), constitutes a majority.

2. Each member of the Convention Body, as outlined in Article XI, Section 8 or Article XIII, Section 1, is entitled to one (1) vote in her own name; if entitled to a personal vote in more than one capacity she elects to vote in one of them and absents herself in the other. If there is only one (1) Delegate present, she may cast the full delegate strength of her Unit. No proxy votes shall be allowed.

3. The vote cast by the President (or Senior or Junior Vice President) of a Unit or Department is known as the “Charter Vote." Each Unit or Department is entitled to cast one (1) "Charter Vote" providing the President thereof, or one of the Vice Presidents, is voting in the capacity of President.

4. When a written ballot is necessary, the Judge and Tellers tabulate the votes, report the result to the Chair, and the Chair announces the result to the assembly. Any member who believes an error has been made may ask for a recount or may request that the vote be taken again. All ballots shall be held by the respective Department or National Secretary for thirty (30) days following the election and then destroyed. (See #9 of this Section.)

5. When there is but one candidate for an office, the vote may be by voice.

6. When there are more than two candidates for an office and a written ballot is required, a majority of all votes cast, unless otherwise designated, is necessary for election. If there is no election on the first two ballots, the candidate with the least votes is dropped and balloting is resumed on the remaining candidates. Again, if there is no election on the first or second ballots, the candidate with the least votes is dropped, and so on until there is an election.

7. When votes are evenly distributed between two (2) candidates, neither having a majority, and the tie persists through several ballots, balloting continues until the tie is broken.

8. When a secret or written ballot is being taken, the Chair or presiding Officer is entitled to a ballot.

9. When an official report on the voting for any office has been given by the Judge, stated by the Chair, and accepted by the assembly, the vote shall stand as declared and the ballots shall be held by the Department or National Secretary for thirty (30) days and then destroyed.


10. If, after allowing ample time for additional nominations, there is but one (1) candidate for an office, the Chair may declare the nominations closed or she may, after all offices have been covered, entertain a motion that nominations be closed. The latter method is preferred. (A motion to cast a unanimous ballot is improper because it is contrary to Parliamentary Rules and deprives members of their fundamental right to secrecy.)

11. National Officers who receive from National Auxiliary funds, all or part of their transportation to and from Convention, or receive their Convention registration fee, shall not be permitted to cast the Charter or the delegate vote of their Unit.

12. Only qualified members of a Department or National Convention Body, as outlined in Article XI, Section 8 or Article XIII, Section 1, are entitled to propose or second motions, take part in debate on the floor, or vote orally or by ballot on any question.

The Chairman of a Committee, however, shall be given the floor to present or discuss the report and

work of her Committee; and the Chair with the consent of the Assembly may recognize any member

who has pertinent information to present to the Assembly.

ARTICLE XV

DELEGATES TO CONVENTIONS

Section 1 Department

Section 2 National

Section 3 Computing Delegate Strength

Section 4 Voting for Delegates

Section 5 Delegate Expenses

Section 6 Delegate Lists

Section 7 Delegate Vacancies

Section 8 Delegate Duties

Section 1 – DEPARTMENT At a regular Unit meeting in April or May of each year, delegates and alternates to the Department Convention shall be elected; one (1) delegate and one (1) alternate for the first ten (10) senior members and one delegate and one alternate for each additional ten (10) senior members or one-half (1/2) plus one (1), in good standing in the Unit at the time of election. (8-9-12) Section 2 – NATIONAL At a regular Unit meeting in May or June of each year, delegates and alternates to the National Convention shall be elected; one (1) delegate and one (1) alternate for the first ten (10) senior members and one (1) delegate and one (1) alternate for each additional ten (10) senior members or one-half (1/2) plus one (1), in good standing as of June 30th. (8-9-12)


Section 3 - COMPUTING DELEGATE STRENGTH To determine the number of delegates and alternates to be elected, count only members who have actually taken the obligation and for whom the membership fees have been paid as of the date of election for Department Convention, and June 30th for National Convention. Section 4 - VOTING FOR DELEGATES By the passage of a motion so ordering before election begins, delegates and alternates may be voted on collectively. The allotted number receiving the highest number of votes shall be declared delegates, and the allotted number receiving the next highest number of votes shall be declared alternates. (See Article VII, Section 7, Voting For Officers.)

Section 5 - DELEGATE EXPENSES If the expenses of one (1) or more delegates or alternates are

to be paid from Unit funds, a motion to that effect must be carried before the election begins.

Section 6- DELEGATE LISTS Immediately after the election of delegates and alternates, the Unit

Secretary shall forward a list of their names to the Department or National Secretary, as the case

may be, using forms furnished for that purpose by National Auxiliary Headquarters.

The Delegate lists shall be used by the Credentials Committee to verify the status of a delegate or

alternate who has forgotten or lost her official credentials.

Section 7 - DELEGATE VACANCIES If a vacancy occurs in the office of a delegate to a Department

or National Convention, delegates advance in the order of their election to fill the vacancy; and any

vacancy thus created in the remaining delegate positions is filled by advancing the alternates in the

order of their election until the delegate list is again complete.

Section 8 - DELEGATE DUTIES It shall be the duty of delegates (and alternates) to attend all business meetings of the Convention, and to bring back a report of the Convention meetings to the Unit. However, delegates or alternates assigned to a Convention Committee are thereby excused from attending business meetings held while such committee is meeting to carry out its assignment.


ARTICLE XVI

TO PRESERVE THE INTEGRITY OF THE AUXILIARY

Section 1 Incorporation

Section 2 Elected Officers

Section 3 Welfare Funds

Section 4 Bond

Section 5 Inspection

Section 6 Politics


Section 8 For the Good of the Order

Section 9 Grievance

Section 10 Discipline, Transfer and Expulsion of Members

Section 11 Recall of Elected Officers

Section 12 Authority

Section 13 Lawsuits

Section 1- INCORPORATION No subordinate Unit or Department of the Auxiliary shall

incorporate under the laws of the State in which the said organization is located for any purpose

whatsoever without first obtaining permission by submitting an application through the National

Secretary to the National Executive Committee.

Section 2 – ELECTED OFFICERS No person shall hold more than one (1) elective office in the

National Organization, or more than one (1) elective office in the Department, or more than one (1)

elective office in any Unit. No National Elective Officer shall hold a Department elective office, and

no person shall hold any office unless she is an active member in good standing. [See Article XI,

Section 4 (4).]

Section 3 – WELFARE FUNDS A welfare fund for the assistance of needy members or

veterans and their dependents may be established by Units and Departments, and donations to

such funds shall be used exclusively for that purpose. Donations to needy members from the fund

shall be regarded as strictly confidential. Any monies received from Viola sales are restricted only

for use in this fund.

Section 4 - BOND Each officer accountable for funds of the Auxiliary may be bonded in a sum

at least equal to the amount of funds and value of property for which she is accountable. The fee for

the bond shall be paid from the funds of National, Department, or Unit as the case may be, to which

each officer is accountable. (See Article XVII, Section 2.)

Section 5 – INSPECTION The National President or any Department President may require

the inspection of any Department or Unit in her respective jurisdiction whenever she may believe

that the best interest of the Auxiliary requires it. (See Article XVII, Section 7.)


Section 6 – POLITICS No Auxiliary Officer or member shall use the Organization for

partisan purposes nor shall a discussion of partisan questions be permitted at any Auxiliary

meeting, nor shall nominations, recommendations, or endorsements for political office be made by

any Unit or member in the name of the Organization.

Section 7 – ELIGIBILITY TO HOLD OFFICE All active members in good standing shall be eligible

to hold any Office in their Unit with the following limitations:

a. Must be eighteen (18) years or older to hold an elected office.

b. A Unit or Department Trustee may not serve as a Secretary at the level which she is serving.

c. Members age 14-17 may hold any appointed position within their Unit except that of Secretary and any elected office within their Unit except that of President, Senior Vice, Junior Vice, Treasurer, Trustee, Executive Committeewoman or Alternate, and Parliamentarian. They may not hold any office, appointed or elected, at the Department or National level.

d. Associate members may not hold an elected office at any level but may hold an appointed office except that of Secretary at the level which she is serving. An Associate member shall be without vote.

Section 8 -- FOR THE GOOD OF THE ORDER

a. The National President may suspend a Unit for failure to maintain ten (10) senior members in good standing as of June 30th of the current year. Such Unit must receive written notification and be permitted a period of two (2) years to bring the Unit to full strength. Failing to do this, the Unit may be declared defunct.

b. The National Commander or the National Executive Committee may declare a Unit or Department Charter cancelled, suspended, or forfeited due to the insubordination or failure of its members to comply with the rules of the Organization. The Unit and/or Department in question must, through the National President, be notified of the proposed action and through her, be permitted to appeal to the Order’s National Executive Committee within sixty (60) days of notification. Final appeal shall be with the National Convention Body.

c. The Department President may suspend the Charter of a Unit within her jurisdiction for a period of sixty (60) days for failure to comply with the Department or National Bylaws, Rules and Regulations. She must have the approval of the Department Executive Committee and provide the Unit with written notification of the proposed action, and reason thereof. The Unit shall be permitted sixty (60) days from the date of the suspension to appeal to the National President or the National Executive Committee. Final appeal shall be to the National Convention Body. The Charter of the Unit may be cancelled at the end of the sixty (60) day period if there is no appeal, or from an adverse decision from the National Convention Body.

d. A Unit shall have the right to suspend a member for insubordination or for violation of her oath of office or conduct prejudicial to good order and discipline; provided that all Unit members in


good standing are notified in writing of the proposed disciplinary action, and permission has been granted by the National President to take such action. A suspended member has the right of appeal to the Department within thirty (30) days after the date of suspension, and then, if necessary, to the National President or the National Executive Committee. Final appeal shall be to the National Convention Body.

e. When intervention by the National President in the conduct of a Department is necessary to protect the interest of the Organization, her orders or decision shall be made known to each member in good standing in that Department through letters sent from the National Secretary.

f. All members shall have the right of appeal through proper channels from the decisions or actions of Units or Unit Presidents, Departments, or Department Presidents, to the next higher authority, with the right of final appeal to the National President and from her decision, to the National Convention.

g. All decisions appealed shall have full effect or force until reversed or modified.

h. Appeals from decisions of Unit Presidents or Units shall be taken within thirty (30) days, and all other appeals within sixty (60) days from the date the decision was rendered.

i. Nothing herein contained shall prevent the National President from enforcing the provisions of the National Auxiliary Constitution, Bylaws, Rules and Regulations, and/or performing the duties of her office regardless of the expiration of the aforementioned thirty (30) or sixty (60) day appeal periods.

Section 9 – GRIEVANCE A grievance is a complaint from a member for some action which causes

suffering, distress, or disruption within the Auxiliary. Grievances consist of minor disagreements,

arguments, or misunderstanding that does not involve misfeasance, malfeasance, or violation of the

Constitution, Bylaws, and Rules and Regulations of the Ladies’ Auxiliary.

A grievance may be submitted by a member (the Petitioner) to the Department President (if there

is a Department), or to the National President (if there is no Department), or if the grievance is

against the Department or a Department President. The grievance must be in writing and in

sufficient detail to establish the facts, and must be signed. The receiving authority shall review the

grievance and act to mediate the dispute. If her efforts fail, the grievance procedure will proceed.

The grievance will be heard by a Grievance Committee comprised of three (3) Past Presidents at the

appropriate level and a member (with no vote) who will act as a recorder of the proceedings. If a

sufficient number of Past Presidents is not available for any reason, the President may appoint a

sufficient number of qualified members to the Committee. Unit grievances will be held at the

Department level; Department grievances will be heard at the Region or National level as

determined by the National President. The President appointing the Grievance Committee will

make every effort to select members who have no personal involvement or prejudice with the

grievance heard. Members of the Grievance Committee will select their Chairman.


There will be an accurate record kept of the proceedings which, along with a summary of the

findings and recommended decision, will be forwarded to the appropriate President, Petitioner,

and all participating parties within fifteen (15) days from the close of the hearing.

Although a recommendation for charges under Article XVI, Section 10 below may result from the

grievance proceedings, the usual cases should result in arbitration and/or actions to eliminate the

grievance. Failing to achieve a positive solution, the usual recommendations to the appropriate

President from the grievance committee for penalty would include a verbal or letter of reprimand.

Section 10 – DISCIPLINE, TRANSFER, AND EXPULSION OF MEMBERS

a. Under this Section, no Regular or Associate member of the Ladies’ Auxiliary may be punished or have their membership rights abridged except for the following reasons:

(1) Violation of the Constitution, Bylaws and/or the Rules and Regulations of the Ladies’ Auxiliary.

(2) Misfeasance or Malfeasance.

(3) Refusal to comply with the lawful orders of the Department or National Convention.

(4) Action which brings discredit to the Auxiliary.

(5) Conviction of a crime involving theft or moral turpitude.

b. Punishment which may be imposed under this section is defined as follows:

(1) Censure - shall consist of a written reprimand of admonition to the member by the appropriate President.

(2) Transfer – shall be the permanent transfer of membership to another Unit or to either a Department or National–at large status.

(3) Suspension – shall remove the member from membership and/or from any office held by them for not more than one (1) year.

(4) Restriction – shall be allowed to remain a Unit Member or at-large member as the case

may be, but shall have a permanent restriction from being allowed to hold any elected or appointed office for life.

(5) Expulsion – shall permanently remove the individual from membership.

c. The preferring of charges should be an action of last resort. Every effort should be made to solve problems without the necessity of filing charges. Should all efforts fail, including the use of procedures in Section 9, charges may be filed as follows:

(1) Any President may bring charges on any member.


(2) Any three members in good standing may bring charges.

(3) Charges must be in writing in sufficient detail to establish fact. Charges must be signed

by all who are preferring the charges, notarized, and sent by certified mail to the

appropriate President with a copy to the National President and Secretary.

(4) Adjudication shall be imposed at the next higher level. Charges brought against a Unit

member will be heard at the Department level. Charges brought against a Department

Officer or Member-at-Large for Department or National will be heard at the Region or

National level as the National President directs.

d. Procedures for handling of received charges:

(1) The convening authority which is the President at the next higher level will, in turn, provide the accused with a copy of the charges, related documents, and a clear statement of the alleged violations along with notification of the hearing time, date, and place. All correspondence with the accused will be by certified mail (return receipt requested). All hearings will be fixed for a date not less than twenty (20) days or more than sixty (60) days from the date the accused is served their charges.

(2) The convening authority will appoint a disciplinary panel of three (3) impartial Past Presidents from the level the hearing is held and one impartial member, without vote, to act as secretary and keep an accurate record of the proceedings. If for any reason three (3) Past Presidents are not available, the convening authority may appoint a sufficient number of qualified members to the panel.

e. Procedures for a Disciplinary Hearing Panel:

(1) This is an administrative hearing and rules of evidence as in a court of law do not apply. A prior confidential investigation by an elected Officer in an effort to learn all relevant facts is encouraged. An accurate transcription of the hearing may be made by the use of a tape recorder.

(2) The accused may represent them self or may retain counsel. The accused has the right to speak and produce witnesses in her defense. The counsel may give advice to the accused, but may not address the panel. If the accused fails to appear as directed, the hearing may proceed without her. Should the accused require additional time to prepare the case, the convening authority may allow one adjournment of the hearing date for a period of not more than thirty (30) days if the convening authority is notified a minimum of ten (10) days prior to the scheduled hearing date.

(3) The Chairman will read the notifications, introduce the parties on both sides of the

panel, and will read the charges. The accused will then be asked how she pleads, guilty or not guilty to each charge.


(4) Opening statements are made by both sides with the hearing panel starting first. Following is testimony of any witnesses produced by the panel followed by testimony of any defense witnesses. Rebuttal witnesses are allowed, with the panel going first followed by the defense. After closing arguments are completed by both sides, the accused must leave the room.

f. Determination of Penalty – A member of the hearing panel in executive session makes a motion for an appropriate penalty as listed in “b” above. After debate, a decision by the panel for recommended punishment is rendered and the hearing is closed.

g. Post Hearing Procedures – Within fifteen (15) days after the close of the hearing, a written decision for recommended punishment shall be rendered. One (1) copy will be sent via certified mail to the accused. Additional copies along with the accurate record of the proceedings will be sent to the President who is the authority, the Chairman of the hearing panel, and the appropriate Secretary with a copy to the National Secretary. In all cases of recommended expulsion, the National President must be notified immediately.

h. Review and Appeal

(1) A member may appeal the decision of the hearing panel to the next higher level within fifteen (15) days of receipt of the decision. Such appeals shall not be limited to the issue of arbitrariness of the decision, but must be based on specific violations of established procedures or the rights of the accused or on new evidence. The reviewing President will decide on the merits of the appeal and may take any action other than increasing the recommended punishment. The National President is the final appeal on all actions taken below her level.

(2) All appeals by members concerning any decision rendered by a National disciplinary panel will be presented to the National President. The National Executive Committee must allow fifteen (15) days to review the case before voting on the matter.

(3) All hearing decisions, with the exception of expulsions, will be final after allowing a fifteen (15) day period for an appeal after the decision has been received by the accused. All recommendations for expulsion will be reviewed by the National President. With the approval of the National Executive Committee, she shall render the final decision by mail ballot or at their next scheduled meeting. After all appeals have been exhausted, The National Secretary will advise the accused of the decision.

(4) The National President, with the approval of the National Executive Committee will take the action that she deems appropriate on all punishment recommended. The National Convention will accept or refuse the actions on expulsions from the Ladies’ Auxiliary voted on by the National Executive Committee during the year.


Section 11 – RECALL OF ELECTED OFFICERS

a. This section is reserved for those elected officers at all levels who are not accused of wrong doing and not subject to the provisions or charges of Section 10, above. Furthermore, this Section provides procedures for removal of elected officers who do not fulfill the responsibilities of their elected office. Usual reasons for removal of an elected officer would be incompetence, non-activity, poor attendance, or egregious performance of their duties.

b. The initiation of a recall of an elected officer for removal from office for reasons listed in (a) above must be accomplished by a President of a Unit, Department, Region, or National. A minimum of two (2) other Presidents must endorse this recall.

c. A transmittal letter requesting recall of an elected officer at any level must be prepared with specific detail for the reason, signed by three (3) Presidents, notarized, and forwarded to the National Secretary. The National President must approve and have oversight.

d. Jurisdiction exists at the level supervised by the National President. At the Unit level, all Past Unit Presidents and Unit Elected Officers have one (1) vote. The rules for voting at Department and National Executive Committees apply at those levels. A super majority of three fourths (3/4) of all members eligible to vote is required to remove an Elected Officer.

Section 12 – AUTHORITY In the event that the National President is the subject of a grievance,

charge, or a recall as defined in Section 11 above, the Senior Vice President shall assume the role of

the National President only with respect to said grievance, charge or recall.

Section 13 – LAWSUITS In addition to any other grounds thereof, a member may be

suspended and tried should she resort to join in civil court against a Unit, Department, or the

National Organization, or Officers thereof, as such, before exhausting all remedies available within

the Organization.


ARTICLE XVII

GENERAL

Section 1 Auditing Procedures

Section 2 Bond

Section 3 Banner Design

Section 4 Caps and Uniforms

Section 5 Official Membership Emblem

Section 6 Checks

Section 7 Inspection

Section 8 Official Correspondence

Section 9 Supplies – How Ordered

Section 10 Supply Department

Section 1 - AUDITING PROCEDURES

1. The books of the Unit Secretary and Treasurer shall be audited semi-annually or more if necessary; the first routine audit to be in mid-term and the final one to be just prior to the annual installation of Unit Officers.

The Auditing Committee shall be the Unit Trustees; the Chairman of the Committee shall be the

Senior Trustee (the one whose term next expires) and she is responsible for arranging for the

audit. The Committee shall present a report of its findings at the next meeting of the Unit

following the audit.

2. The books of the Department Secretary and Treasurer shall be audited semi-annually by the Department Trustees as Auditing Committee; the Committee spacing its meetings so that the final one immediately precedes the annual Department Convention. The Senior Trustee is Chairman of the Auditing Committee and responsible for arranging for the

audit. A report of each audit shall be presented in person to the Department Executive

Committee or by mail to each member thereof.

3. A formal motion, duly seconded and carried, is required to accept the report of an Audit Committee.

4. The report shall show the balance on hand, date of last audit, total receipts and disbursements since that date, and balance on hand as of date covered in present report.

Section 2 – BOND Each Unit, Department or National Officer whose duties include handling of

money, property or supplies may be bonded, if desired. The fee shall be paid from funds belonging

to the Unit, Department or National Auxiliary to which the Officer is accountable.


Section 3 - BANNER DESIGN The banner design adopted by the 1938 National Auxiliary

Convention shall be the Official banner design for the entire Auxiliary Organization. The

background color for Unit banners shall be purple; for the National Banner, white; and for

Department banners, the color chosen by the Parent Organization in the State concerned.

Section 4 - CAPS AND UNIFORMS Each Unit may adopt its own uniform pattern; however, the dress shall be purple with white, trimming optional.

1. The Official Veterans' Administration Voluntary Service uniform must meet the approval of the Veterans' Administration Medical Center.

2. The Official Auxiliary members' cap shall be purple with white lettering and binding; Unit number in front, Unit name under Auxiliary emblem on left side, City and State name, if desired, on right side.

3. The official Department Officers' cap shall have a white top, purple band and white lettering and binding with emblem; lettering is optional.

4. The official National Officers' cap shall be white, with purple lettering and binding with emblem; lettering optional.

5. Official Department and National Officers caps shall be worn only while the member is holding the respective office, with the following exceptions:

a. Past National Presidents, who are permanent members of the National Executive Committee, may wear their "Past President" cap at any time.

b. Past Department Officers may wear their "Past Officer" cap, providing their Department Bylaws grant them the privilege.

6. No insignia other than that of the Ladies' Auxiliary may be placed on the official Auxiliary cap - Unit, Department or National.

Section 5 – OFFICIAL MEMBERSHIP EMBLEM

a. A woman who has been accepted as an Auxiliary member and duly obligated is entitled to wear the Official Membership emblem pin issued by the National Auxiliary Headquarters and available from the National Supply Department. No membership pin issued by another source is to be recognized as “Official.”

b. The official emblem adopted by the 1938 National Auxiliary Convention and confirmed by the 1939 National Convention shall be the only insignia allowed for pins, banners, stationary, supplies. The unofficial emblem or logo was approved at the 2004 National Convention and can be used on shirts, nametags, binders and all other unofficial items.


Section 6 – CHECKS All checks and money orders sent to cover membership fees, supplies, and contributions of any kind shall be made payable to the Ladies’ Auxiliary, Military Order of the Purple Heart (LAMOPH) and not to an individual by name.

Section 7 – INSPECTION The National Commander, National President, Department Commander or Department President may require the inspection of any Department or Unit Auxiliary under their jurisdiction whenever it is deemed necessary for the good of the organization.

Section 8 - OFFICIAL CORRESPONDENCE Official letters to Department and National Officers must be written or typed on Auxiliary stationery or on plain paper and must bear the written signature of the writer. Letters written on stationery of other Organizations will not be recognized or acknowledged unless the writer is writing as a member of that Organization.

Section 9 - SUPPLIES - HOW ORDERED Orders for supplies or equipment available from National Auxiliary Headquarters shall be forwarded directly to the National Secretary on forms furnished for that purpose by National Headquarters, with a check or money order made payable to LAMOPH for the total amount of the order. Caps are to be ordered directly from supplier. If forms not available, plain white paper is permissible.

Section 10 - SUPPLY DEPARTMENT The National Secretary shall be in charge of the

Supply Department. All materials and items available to Units shall be purchased, and

distributed, by this Department.

All flag sets, pins or other supplies or equipment bearing the Auxiliary insignia must be ordered

from this Department, payment included. Claims for refunds or adjustments must be filed

within thirty (30) days of delivery date.


ARTICLE XVIII

MILITARY ORDER OF THE PURPLE HEART

SERVICE FOUNDATION (MOPHSF)

Section 1 Recognition

Section 2 Grants and Procedures

Section 1 – RECOGNITION The Ladies’ Auxiliary recognizes the Military Order of the Purple Heart

Service Foundation, Inc. (MOPHSF) as the major provider of grants to the Order and the Auxiliary

which enable these Organizations to perform service, welfare, and rehabilitation work programs in

support of veterans and their dependents.

Section 2 - GRANTS and PROCEDURES

a. The Ladies’ Auxiliary will follow the policies and procedures in effect at the time in preparing an annual budget that may form the basis for the MOPHSF to consider granting Restricted and Unrestricted Funds. Should such process result in grants from the MOPHSF, the National President shall be prepared to come before the MOPHSF Board to justify their request for such funds and to report in detail on how their prior year grants were expended. Such presentation must be supported by a Certified Audit.

b. The National President will insure that the LAMOPH budget preparation cycle follows the National Parent Organization.


ARTICLE XIX

AMENDMENTS AND CONDUCT OF MEETINGS

Section 1 Amendments

Section 2 Compliance

Section 3 Conduct of Meetings

Section 1 – AMENDMENTS These Bylaws may be amended in the form of a Resolution at any

National Convention by a two-thirds (2/3) vote of the members in good standing in attendance,

provided the proposed amendment shall have been submitted to the National Secretary by mailing

same to her by June 30th, and provided further, no proposed amendment shall be submitted unless

said proposed amendment shall have been first submitted by a Department Convention, the

National Executive Committee or by a Unit where there is no Department.

a. These Bylaws may also be amended by unanimous vote of the Convention Body, providing the proposed amendment shall have been read to the National Convention at least one (1) calendar day before it is voted on.

b. These Bylaws may be set aside or suspended for the period of the National Convention only if deemed expedient by a unanimous vote of the membership as defined in Section above.

Section 2 – COMPLIANCE The Bylaws of the Ladies’ Auxiliary, Military Order of the Purple Heart

of the U.S.A., Inc., and any subsequent amendments thereto, may not conflict with the Bylaws of The

Military Order of the Purple Heart of the U.S.A., Inc. Any discrepancies found shall at once be

corrected.

Section 3 – CONDUCT OF MEETINGS

a. All Unit, Department, National, and Committee meetings of the Ladies’ Auxiliary shall be conducted in accordance with Robert’s Rules of Order, Newly Revised, except as otherwise provided for in these Articles.

b. All meetings, observances, and official activities shall be conducted in accordance with the Official Ritual and Special Ceremonies (see Part III) of the Ladies’ Auxiliary, Military Order of the Purple Heart of the U.S.A. Inc.


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CBL INDEX

AMENDMENTS

To Bylaws ……………………………………………..71

APPLICATION

Duplicate …………………………………………….16

For Charter ……………………………………………..10

For Department Charter………………………………31

For Membership………………………………….………15

Voting on …………………………………………….……....15

AUDITING PROCEDURES…………………….…………67

BANNER DESIGN………………………………………..…68

BOND…………………………………………………………….67

BYLAWS

Amendments…………………………...…………………..71

Compliance…………………………………………….…….71

BYLAWS AND STANDING RULES

Department…………………………………………………..35

CAPS AND UNIFORMS……………………………….....68

CHARTER

Application - Department……………………..….….31

Application – Unit…………………………………..….…10

Formal…………………………………..………………….….11

Surrender of………………………………………………....11

CHECKS………………………………….…………………….69

CONDUCT OF MEETINGS………………………….…..71

CONVENTION

National, Composition of………………………..…….43

Nominating – Department & National………...…56

Voting - Department & National……………….…...56

CONVENTION – NATIONAL

Meetings……………………………….…………….………54

CONVENTIONS

Delegates – Department…………………….….….….58

Delegates – National……………………………..…..…58

Order of Business – Dept. & National………...….54

Prerequisite……..…………………………………….……55

Rules of National Convention…………………….….55

DELEGATES TO NATIONAL CONVENTION

Computing Delegate Strength………………………..59

Delegate Duties…………………………….…….….……..59

Delegate Expenses…………………………………………59

Delegate Lists…………………………………………....….59

Delegate Vacancies……………………………………..…59

Department………………………………………………......58

National………………………………………………………..58

Voting……………………………………………..…….……....59

DEPARTMENT

Bylaws and Standing .Rules……………………………35

Composition of Department Convention………...32

Composition of Executive Committee……….....….33

Convention Quorum…………………………….…….….34

Duties of Officers……………………………..……………36

Election of Officers………………………………..……….32

Eligibility to Hold Office……………………….……..…31

Formation of…………………………………….…..……….30

Governing Bodies……………………………..….……..…34

Inactive Officers………………………………..…………..33

Installation of Officers……………………………………33

Meetings………………………………………….……………34

Organization………………………………….……………...31

Roster of Officers………………………….……………....32

Term of Office………………………………………………..33

Vacancies………………………………….…….…………….33

Voting at Convention……………………….…………....34

DISBURSEMENT – NATIONAL

Disbursements………………………………….…………..53

DISCIPLINE OF MEMBERS…………………………….63

DUTIES OF OFFICERS

Department Chaplain………………………….…..……..39

Department Executive Committee………….....……40

Department Historian…………………………….….….39

Department Jr. Vice President………………………..37

Department Marshal……………………………………..39

Department Musician…………………………………….39

Department Parliamentarian………………………....39

Department Patriotic Instructor……………..……...39

Department President……………………………………36

Department Secretary……………,…….….……………38

Department Sergeant-at-Arms…………..……….…..39

Department Sr. Vice President……………………….37

Department Treasurer………………………..………....38

Department Trustees…………………………………….39

National Chaplain……………………………………….....50

National Historian…………………………………………51

National Jr. Vice President………………………..……46

National Inspector………………………………….……..50

National Marshal…………………………………….…….51

National Membership Officer………………….……..49

National Musician…………………………………….……51

National Parliamentarian…………………….…….…..50

National Patriotic Instructor…………………………..51


National President………………………………………..45

National Region Presidents…………………………..47

National Secretary…………………………………….…..47

National Sergeant-at-Arms…………………………….51

National Treasurer………………………………………..48

National Sr. Vice President……………………….…....46

Unit Chaplain………………………….……………………..28

Unit Executive Committeewoman……….………….29

Unit Historian………………………………………….…....29

Unit Jr. Vice President……………………………………26

Unit Marshal…………………………………………..……..29

Unit Musician……………………………………….……….29

Unit Parliamentarian………………………………..……28

Unit Patriotic Instructor…………………………………29

Unit President……………………………………………....26

Unit Secretary………………………………………….…....27

Unit Sergeant-at-Arms…………………………………..28

Unit Sr. Vice President……………………………………26

Unit Treasurer……………………………………………....27

Unit Trustees…………………………………………...……29

ELECTION

Of Department Officers………………………………….32

Of Officers – National……………..……………………...42

Of Trustees (Department)………………………….….32

Of Unit Officers……………………………………………24

ELIGIBILITY

Of Unit Officers………………………………………...……23

To hold Department Office …………………………....31

To hold National Office………………………………....41

EMBLEM

Official Membership…………………………………….68

EXECUTIVE COMMITTEE

Composition of Department….……………………..33

EXPULSION OF MEMBERS………………………..…. 63

FOR THE INTEGRITY OF THE AUXILIARY

For the Good of the Order…………………………..…61

INCORPORATION……………………………………..….60

INSPECTION…………………………………………………60

INSTALLATION OF OFFICERS

Department…………………………………………………..33

National………………………………….…………………….43

Unit………………………………………….…………..………24

MEETINGS

Conduct of…………………………...........................………71

National………………………………………………….…….41

Observances…………………………………………………22

Quorum………………………………………………………..22

Regular………………………………………………..……….21

Ritual and Special Ceremonies………………………22

MEMBER

In Good Standing…………………………………………17

MEMBERS

Discipline, Transfer, Expulsion…………….…………63

Disposition of………………………………………………..12

MEMBERSHIP

Application for………………………………………………15

Card…………………………………………………………….. 16

Duplicate Application……………………………………16

Eligibility………………………………………………………14

In Good Standing…………………………………..….……17

In the Ladies’ Auxiliary……………………………….….17

Notification and Obligation………………………….…15

Reinstatement………………………………………...…….16

Rejection…………………………………………….….……..15

Transfers……………………………………………………..16

MEMBERSHIP CLASSIFICATION

Life…………………………………………………………........18

Member-at-Large…………………………………….….…18

Associate Life Member…………………………….….....19

MEMBERSHIP FEE

National Membership Fee………………………….…..20

Deposits…………………………………………………….….20

Life Membership Rebates……………………………....20

Escrowed Rebates………………………………………..21

MOPH SERVICE FOUNDATION

Grants and Procedures…………………………..………70

Recognitions……………………………….……………….70

NATIONAL COMMITTEES

Disbursements……………………………………...………..53

National Executive Committee………………….……52

National Finance Committee…………………………52

NATIONAL ORGANIZATION

Convention Composition………………………………..43

Convention Quorum………………………………….…..43

Election of Officers………………………………….……..42

Eligibility to Hold Office…………………………..….…41

Installation of Officers…………………………….……..43

Jurisdiction……………………………….………….……....41

Meetings………………………………..………….……….....41

Officers – Term of Office…………………….………….43

Past National Officers’ Title…………………..…..…...45

Retiring National President…………………….……..45

Roster of National Officers……………………………42

Supreme Auxiliary Body………………………….…….41

Vacancies………………………………………………..…....44

Voting for Officers……………………………………...…43


NATIONAL

Organization of………………………………………..…….9

OBSERVANCES……………………………………………..22

OFFICER

Recall of………………………………………………..….…66

OFFICERS

Eligibility to Hold Unit Office…………………………23

Inactive – Department………………………..…………33

Instituting and Installing………………………..………11

Roster of Department…………………………………….32

Term of Office – National……………………………….43

OFFICIAL CORRESPONDENCE...................................69

OFFICIAL MEMBERSHIP EMBLEM…………………68

PARLIAMENTARY AUTHORITY……………………..50

PAST OFFICERS’ TITLE………………………………….25

PROPERTY

Surrender of………………………………….…………….12

QUORUM……………………………………………………..22

Department Convention…………………………..……34

National Convention……………………………………..43

REBATES

Escrowed…………………………………….………………..21

Life Membership…………………………………….…….20

REGIONS………………………………………………….…….9

RITUAL AND SPECIAL CEREMONIES……..……..22

ROSTER OF UNIT OFFICERS………………….….….23

SUPPLIES

How Ordered…………………………….………………..69

SUPPLY DEPARTMENT…………….…………….……69

TERM OF OFFICE

Unit Officers…………………………………………….….24

TO PRESERVE THE INTEGRITY OF THE

AUXILIARY

Authority……………………………………………….……..66

Bond……………………………………………………………..60

Discipline, Transfer, Expulsion of Member…..…63

Elected Officers………………………………….….……...60

Eligibility to Hold Office…………………………..…….61

Grievance……………………………………………..…..…..62

Incorporation………………………………………..……....60

Inspection……………………………………….…………….60

Lawsuits……………………………………………………….66

TO PRESERVE THE INTEGRITY OF THE ORDER

For the Good of the Order………………….…….……61

TRANSFER OF MEMBERS……………..…………....…63

UNIT

Bylaws, Adoption of…………………………………...….13

Consolidation or Merger………….…………………..…13

Election of Officers………………….……………….….…24

In Good Standing…………………….…………..…………11

Installation of Officers………….……………………..…24

Institution of……………………….…………………..…….10

Officer Vacancies…………….………………….…………25

Past Officers’ Title………………………………………….25

Recognition…………………………………………………...11

Reorganization…………………………….………………..12

Seniority…………………………………………………….…11

Term of Office………………………………………………..24

Transfers……………………………………………………...12

Trustees………………………….…………………………….23

Voting………………………………………..…………………24

UNIT OFFICERS

Marshal……………………………………….……………….29

Roster of……………………………………….………………23

UNITS

Organization of…………………………………………...…10

VACANCIES

Unit Officers…..………………………………………..…….25

VOTING

At Department Convention…………...………...56

At National Convention…………………………...56

For Delegates…………..……………………………..59

For Department Officers…………………………34

For National Officers…………………..…………..43

For Unit Officers……………………………………..24

Politics ………………………………………………………….61

Recall of an Elected Officer……………………...……..66

Welfare Funds……………………………………………….60


PART III

RITUAL AND SPECIAL CEREMONIES

UNIT MEETINGS

UNIT OFFICERS

President

Senior Vice President Historian

Junior Vice President Sergeant-At-Arms

Secretary Patriotic Instructor

Treasurer Marshal

Chaplain Musician

Parliamentarian Trustees

OPENING CEREMONY

At the appointed time, the President shall call the meeting to order with one rap of the

gavel. Only members in good standing are permitted to take part in the meetings, though visitors

and guests may be present with the approval of the membership.

If the colors are to be advanced the Patriotic Instructor will carry the American Flag; and if

there is a Banner, the Marshal will carry it. They advance to the President’s station, the flag being to

the right of the President as she faces you. Just in front of the rostrum the Patriotic Instructor

crosses in front of the Marshal. Both Officers post colors. The flag should be saluted by the Patriotic

Instructor immediately after it is placed in the standard, during the Opening Ceremony and just

before it is removed from the standard during the Closing Ceremony.

President: “We will join the Patriotic Instructor in giving the Pledge of Allegiance to the

Flag.” (Three raps of the gavel – all rise) The right hand is held over the heart during the entire

Pledge of Allegiance.

All: “I pledge allegiance to the flag of the United States of America, and to the Republic for

which it stands, one nation under God, indivisible, with Liberty and justice for all.”

The National Anthem may be sung or played at this time.

At the close of the song and without verbal direction from the Chair, the Chaplain offers an

opening prayer in her own words or one of the following suggested prayers.

“O God, we call upon Thee for guidance and help. May we feel Thy nearness in the business of tonight

(today) as Thou art an unseen but welcome member. May all we say and do be in accordance with Thy

will. Deliver us from all bitterness or resentment which may mar the peace and harmony of our

meeting. Teach us to listen to Thy voice that we may be helped to make the right decision for the

future of our organization. Guide us and help us to serve Thy people and inspire them to greater and

better service. Amen.”


“Our Father, bless us as we are assembled here tonight (today) in reverence to Thee and in service to

our country. We are grateful for this opportunity of association and companionship. Guide our nation,

our President, and all in authority. May they always lead us in the paths of peace and justice. Amen.”

The Patriotic Instructor and Marshal (if there is one) return to their seats. At the rap of the

gavel, all are seated.

President: “I now declare this meeting of ______________________ Unit No. ____ Ladies’ Auxiliary,

Military Order of the Purple Heart duly opened for the transaction of business as may properly be

brought before it.”

No interruptions should be permitted during the Opening Ceremony. At its conclusion, the

Sergeant-at-Arms will admit late comers.

ORDER OF BUSINESS

1. Roll Call 2. Reading of minutes of last meeting 3. Reading of communications, including General Orders and Official letters, as well as, articles

by National or Department Officers which appear in the Purple Heart Magazine. 4. Reading of membership applications. (Report of Membership Committee.) 5. Voting on applicants 6. Initiation 7. Treasurer’s Report 8. Committee Reports 9. Unfinished business 10. New business 11. Presentation of bills 12. Patriotic program


SEATING ARRANGEMENT

If a seating arrangement is desirable this is suggested:

Secretary President Treasurer

Flag Aux. Banner

Altar

Chaplain

Assembly seated here

XXXXXXXXXXXXXXX

XXXXXXXXXXXXXXX

XXXXXXXXXXXXXXX

The other Officers may be seated as part of the assembly. The Patriotic Instructor and

Chaplain may be seated with the assembly unless the Unit prefers otherwise. The Sergeant-at-Arms

should be seated where she can get to the door easily.


CLOSING CEREMONY

If the Flag (and banner) is to be retired, the Patriotic Instructor will advance to the flag,

remove it from the stand, and stand turn facing the Unit. The Marshal removes the banner from its

stand and also turns to face the Unit. They remain there until the Closing Ceremony is completed.

President: “We will stand with bowed heads in silent tribute to the comrades of our men

and women who have made the supreme sacrifice and in honor of those Purple Heart recipients

and our ladies who have departed this life.”

After about a minute, and again without verbal direction from the Chair, the Chaplain

should end the silent tribute by offering the closing prayer. The following prayers may be used:

“Almighty Father, as we go from this meeting, we ask Thee to go with us, guide and direct us in

the paths of righteousness. May Thy blessings be upon us and remain with us. Keep us true to our

organization and loyal to each other. Grant us Peace, Joy and Happiness. Amen.”

Another suggested prayer which is based on General Washington’s prayer at Valley Forge

may be used:

“Almighty God, we earnestly pray that Thou will keep the United States; that Thou will incline

the hearts of its citizens to cultivate a spirit of subordination to government; entertain love and

affection for one another and for their fellow citizens of the United States at large; and finally that

Thou will most graciously be pleased to dispose us all to love and mercy, and to do justice, and conduct

ourselves with charity and humility. Amen.”

At the close of the prayer, some suitable patriotic song, such as “America” or “America, the

Beautiful” may be sung.

If the colors are to be retired they should be carried to the rear of the assembly or out of the

room immediately after the song. The assembly should stand at attention with the right hand over

the heart while the flag is being retired. The Patriotic Instructor (and Marshall) then returns to the

room.

President: “I now declare this meeting adjourned.” (Next meeting date should now be

announced)


INITIATION CEREMONY

The President or one of the Vice Presidents may conduct the initiation or a National or

Department Officer may do so if the Unit wishes.

Initiating Officer: “The Secretary will call the names of the candidates.”

The Sergeant-at-Arms may present the candidates for initiation, or they may take their

places unassisted, standing in front of and facing the assembly, or in any position desired by the

Unit. When the candidates are in place the Initiating Officer continues in these or in similar words

of her own.

“You have been elected to membership in this organization, the Auxiliary to the Order

composed of men and women who offered their lives for their country, who have suffered for their

country, and who have received for their services the military decoration known as ‘The Purple

Heart.’ As an Auxiliary, we are pledged to assist the Order in its historical, educational, and patriotic

programs, to aid our parent Chapters, and to assist in the rehabilitation of veterans who have been

disabled. Before you become a member of this organization, it will be necessary for you to assume

an obligation. You will be asked to promise that you will comply with the Rules of the National

and/or Department organization and the Bylaws of this Unit; also that you will strive to become

worthy followers of General George Washington who originated the decoration upon which our

organization is founded.

One of the major objectives of our Order is fraternity. It means not only a kindly thought, a

happy smile when we meet, a hand held forth in friendly greeting, but it means also that we pledge

ourselves to stand by each other in sickness and in trouble; to work together in assisting members

of the Chapter and Unit and the families of Patriots who have given their lives for their country; to

be charitable in our thoughts as well as in our actions toward fellow members of the Chapter and

Unit; and to remember always the obligation which we assume when we become members of this

organization.

“Understanding this much of the objects of our Auxiliary, are you willing to take the

Obligation to Membership?” (Pause while candidates answer.)

The Initiating Officer raps three times for the assembly to rise during the obligation.


Initiating Officer: “You will raise your right hand and repeat after me.”

“I do solemnly promise -- that I will faithfully comply -- with all the laws, rules and

regulations -- of the Ladies’ Auxiliary, Military Order of the Purple Heart -- and with any Bylaws of

this Unit. -- I will never wrong nor harm any member of this Unit or her family -- nor will I permit

any wrong to be done to them if I can prevent it. -- I will endeavor at all times -- to aid members and

families of -- The Military Order of the Purple Heart and its Auxiliary -- as far as I am able. -- I also

promise to uphold and maintain -- the Constitution of the United States of America -- and the Flag of

our country. All this I solemnly promise -- upon my honor -- as a member of the Ladies’ Auxiliary,

Military Order of the Purple Heart.

The Initiating Officer raps once for the assembly to be seated.

The Initiating Officer may continue in these words or in words of her own, expressing the

same thought.

Initiating Officer; “We welcome you into this Unit and into the Ladies’ Auxiliary,

Military Order of the Purple Heart. In originating the ‘Badge of Military Merit’ General George

Washington likened the men to whom he awarded it as having hearts of purple oak.’ During the

Revolution, the only material known to be strong enough to withstand the vibrations in the gun

caissons was ‘purple heart oak,’ the heartwood of a tree imported from South America, which was

unusually strong and was of purple color. We trust that you too, will show a loyalty likened unto the

‘hearts of purple oak’ in living up to the obligation you have just taken. Always remember that you

represent persons who have made the supreme sacrifice or who have been wounded in a live

combat.”

(If membership pins are to be formally presented to the newly initiated members, this

would be a suitable time for the ceremony. The ceremony for the presentation of membership pins

is printed at the close of the Initiation Ceremony,)

Initiating Officer “The members of the Unit wish to welcome you into their

membership. Ladies of Unit #____ it is my pleasure to introduce”

(Name the newly initiated members.)

(A short recess may be declared to welcome the new members.)


SUGGESTED CEREMONY FOR

PRESENTING PINS TO MEMBERS

Decorating Officer: “This tiny pin is the emblem of the Ladies’ Auxiliary, Military Order of

the Purple Heart. There is a beautiful meaning expressed by the letters, L.A.M.O.P.H.

L is for Love of Liberty. We should always be loyal to

A for America

M is for Military – Men & Women in uniform – Behind them all, there are Mothers.

O is for Obedience to our Order and respect for Old Glory.

P is for Purity of Thought, or the World, and Patience with each other.

H is for Health which we pray God will send to all of us.

(The pin is presented and the Decorating Officer continues.)

“I extend to you the hand of friendship in our organization. We, as you know, differ from all

other auxiliaries to veteran organizations in our country. It is an honor, not given to everyone, to

join our ranks. Our Auxiliary, is founded upon loyalty of men and women in uniform who loved

America so much they were willing to sacrifice their lives. Be proud to wear your tiny pin and

always do your bit toward making a better America.”


INSTITUTION CEREMONY

A flag should be provided for use during the ceremony.

A National or Department President (present or past) of the auxiliary may be delegated by

the National President to institute the Unit. Due to distance, or for other reasons, the National

President may authorize the local Chapter Commander to institute and install.

Instituting Officer: (giving three raps of the gavel for the assembly to stand): “We will

join in the Pledge of Allegiance to the Flag.”

(All present recite the Pledge of Allegiance to the Flag as is directed under the opening

ceremony.)

Instituting Officer: “The Chaplain will lead us in prayer.”

Acting Chaplain: “Our Father, bless us as we are assembled here today (tonight) in

reverence to Thee, and in service to our country. We are grateful for this opportunity of association

and companionship. Guide us in the paths of peace and justice. Amen.”

The Instituting Officer raps once for the assembly to be seated.

(The Pledge of Allegiance to the Flag and the prayer may be omitted if the meeting has

already been opened by the Chapter acting as host to the new Unit on this occasion.)

Instituting Officer: “ I have been authorized by the National President of the Ladies’

Auxiliary, Military Order of the Purple Heart, to institute this Unit in accordance with the

Constitution of our National Organization.

(The Instituting Officer or someone else whom she may have chosen previously should tell

the story of the Purple Heart in her own words.)

“The Order of the Purple Heart was established by General George Washington during the

War of the Revolution, on August 7, 1782, at this headquarters at Newburgh, N.Y. His General

Orders read as follows:

“The General, ever desirous to cherish a virtuous ambition in his soldiers, as well as to

foster and encourage every species of military merit, directs that, whenever a singularly

meritorious action is performed, the author of it shall be permitted to wear on his facings, over the

left breast, the figure of a heart in purple cloth or silk, edged with narrow lacing or binding.

The road to glory in a patriot army and a free country is thus open to all.


“The Book of Merit in which the names were to be recorded has never been found, but

history does record the names of three recipients of the Badge of Military Merit, Daniel Bissel,

William Brown, and Elijah Churchill. Further historical research will surely bring to light the names

of other Continental soldiers who also received this singular honor from the hands of General

Washington.

“Thus the first honor badge for the enlisted man was born. It is the oldest military

decoration of the United States; and except for the Cross of St. George of Russia, it is the oldest

military decoration in the world.

Little is known of the early history of the decoration because, subsequent to the Revolution,

it seems to have been forgotten. The thousands of musty records hastily rescued from the burning

United States Capitol Building in the War of 1812 were examined many years later in an attempt to

find some new facts concerning the file and services of Washington. This search revealed

Washington’s orderly book and the reference to The Badge of Military Merit.

“The 200th anniversary of Washington’s birth was selected as the most appropriate time to

make public the information so long forgotten. President Hoover in 1932 ordered the reinstitution

of this America’s oldest military decoration. An order of the War Department dated February 22,

1932, and signed by General MacArthur as Chief of Staff revived the Purple Heart decoration out of

respect to the memory and military achievement of George Washington.

“The revived decoration has been changed from the original perishable cloth to a permanent one of metal. It is a heart shaped medal with a center of rich purple enamel and a border of gold. A bust of Washington appears on the obverse. The reverse bears the inscription ‘For Military Merit.’ The coat of Arms of Washington in its original color decorates the top of the heart. It is suspended from a purple ribbon bordered with white. Thus the order ‘becomes a permanent one.’ Washington knew that it was the hitherto unheralded common soldier who was the royalty of the American Army. America is indeed a democratic nation whose loyalty is the common man.”

Instituting Officer: “The acting Secretary will call the roll of those who are to be

members of the new Unit. Each lady will rise as her name is called and take her place facing me.”

(When all members have taken their places she addresses them.)

Instituting Officer (continuing): “You have come here tonight (today) because you desire

to become members of this organization, the Auxiliary of the Order of men and women who have

offered their lives for their country. We are the mothers, wives, widows, sisters, step-daughters,

adopted daughters, and direct lineal descendants of veterans, who saw service in the wars of the

United States. Because of their valiant service they have been awarded the Order of the Purple

Heart, founded by General George Washington in 1782. In order to perpetuate the principles of

national patriotism and justice, we have ordained and established the Ladies’ Auxiliary, Military

Order of the Purple Heart. We pledge ourselves to sponsor those principles of liberty, justice and

general welfare that have made the United States the great nation that it is today. We further

pledge ourselves to assist the Military Order of the Purple Heart in every way possible.”


“The objects of this organization are patriotic, fraternal, historical and educational; to

preserve and strengthen friendship among its members; to assist worthy members and Purple

Heart men and women and to perpetuate the memory and history of our Purple Heart dead; and to

maintain true allegiance to the government of the United States of America and fidelity to its

Constitution and laws.”

“Understanding this much of the purpose of our organization are you willing to take the

obligation to membership?” (Pause while candidates answer.)

The Instituting Officer raps three times for the assembly to rise.

Instituting Officer: “You will raise your right hand and repeat after me:

I do solemnly promise -- that I will faithfully comply -- with all the laws, rules and regulations -- of

the Ladies’ Auxiliary, Military Order of the Purple Heart,-- and with any Bylaws of this Unit.-- I will

never wrong nor harm any member of this Unit or her family – nor will I permit any wrong to be

done to them if I can prevent it.-- I will endeavor at all times -- to aid members and families of the

Military Order of the Purple Heart --and its Auxiliary, -- as far as I am able.-- I also promise to

uphold and maintain -- the Constitution of the United States of America -- and the flag of our

country. All this I solemnly promise, -- upon my honor, -- as a member of the Ladies’ Auxiliary,

Military Order of the Purple Heart.”

The Instituting Officer raps once for the assembly to be seated.

Instituting Officer: “We welcome you as members of this newest Unit. We are happy to

have you join the great group of women throughout our country who by membership in this

organization pledge themselves to be first of all a real aid or Auxiliary to their parent Chapter; to

perpetuate the principles of our historical heritage, and to give assistance where it is needed among

our fellowmen.”

“By the authority of the National President, I now declare this to be a Unit of the Ladies;

Auxiliary, Military Order of the Purple Heart, henceforth to be known as _________________ Unit No ____

of the Ladies’ Auxiliary, Military Order of the Purple Heart, and entitled to all rights and privileges

of this organization, so long as its members comply with our Constitution, Bylaws, Rules and

Regulations.”

Following this institution, the officers of the new Unit should be installed by the Instituting

Officer or by some other National or Department President (past or present) of the Auxiliary or any

Unit President (past or present).


INSTALLATION OF UNIT OFFICERS

The Installing Officer may be any National or Department President (past or present) of the

Auxiliary or any Unit President (past or present) who is a member in good standing.

If it is desired that the Officers of the Auxiliary and the Order be installed jointly, the details

of the joint installation ceremony should be carefully arranged previous to this meeting.

If the meeting is devoted entirely to the installation ceremony, it should be formally opened

according to the suggestions given under OPENING CEREMONY. In this case the Installation

ceremony will follow immediately after the Unit President has declared the meeting open for the

transaction of business.

If the Officers to be installed are those of a newly instituted Unit, the installing officer (who

may or may not have been the instituting officer) may proceed.

Installing Officer: “Madam Secretary, you will call the roll of officers-elect. As each name is

called the officer will take her place facing me.” When the officers-elect have taken their places, the

Installing Officer may continue in these or similar words of her own.

“As I address each officer, I shall ask her to take one step forward while the duties of her

office are being given.”

TRUSTEES – as Trustees you shall audit the books of the Secretary and Treasurer at least

twice a year and more often when necessary. A regular audit shall be made six months after

installation, or in med-term; and the final audit just prior to annual installation of officers.

HISTORIAN - It shall be your duty to record and preserve the incidents and events that

would be of historical interest to your members in the future, such as the name of officers, special

committees and their accomplishments, your outstanding civic, military, and social affairs, and

distinguished visitors. Thus, your history will influence and impress the future, as well as the

present members.

MUSICIAN - As Musician, you will render such music as is appropriate during the opening

and closing ceremonies and whenever the occasion may require.

MARSHAL – As Marshal you will carry the Unit banner when it is advanced and retired

during the opening and closing ceremony. You can also be an aide to the Sergeant-at-Arms and

assist the President as she may direct.

PATRIOTIC INSTRUCTOR – As Patriotic Instructor it will be your privilege to advance and

retire the flag of our country during the opening and closing ceremony, Further, as the Patriotic

Instructor you will instruct the members of your Unit in patriotic observances, lead them in the


pledge of allegiance to the flag, and guide their observance of special patriotic holidays. In carrying

out the historical program of our organization we trust that you will arrange for some portion of

every regular meeting to be devoted to the study of a significant phase of the history of our nation.

SERGEANT-AT-ARMS – As the Sergeant-at-Arms you will be entrusted with the care and

safekeeping of the properties of the Unit. You will greet members and visitors as they arrive at the

place of meeting. You will see that the physical set-up of the meeting room is convenient and in

order before the meeting opens. During the meeting you will answer the door and assist any late

comers in finding seats. In this way you act as an aide or hostess, thus assisting the President and

the members of you Unit.

PARLIAMENTARIAN – As Parliamentarian you should be familiar with the Constitution and

Bylaws, Rules and regulations of our organization and of any Bylaws which your Unit may adopt.

Where these do not cover the situation, you shall be governed by Robert’s Rules of Order, Newly

Revised. You should be ready at all times to give assistance and council in interpreting the

Constitution and Bylaws, Rules and Regulations of our organization. If you are in doubt over any

decision which you are asked to render, you should always call upon the Department

Parliamentarian (where Departments exist). If there is still doubt after consultation with the

Department Parliamentarian, you may request the assistance of the National Parliamentarian.

CHAPLAIN – As Chaplain you will open and close each Unit meeting with either the

suggested prayer given in the Ritual or some other prayer which seems appropriate for the

occasion, Be mindful at all times that many religions may be represented among the members of

your Unit and each view should be held sacred as you ask for spiritual guidance during the Unit

meetings. Further, as Chaplain you will assist in visiting the sick and those in need. You will keep an

accurate record of deceased members. This record should be sent to the National and Department

Chaplain so the names will appear on the rill of honor at the annual memorial service.

TREASURER – As Treasurer you will be entrusted with the finances of this Unit. You shall

keep an accurate record of receipts, disbursements, and deposits. You shall give proper receipts for

all money paid to you and shall pay out money only as ordered by the Unit. Your books should be

open for inspection at all times.

EXECUTIVE COMMITTEEWOMAN (Department only) - As Executive Committeewoman

(or Alternate), you shall represent your Unit on the Department Executive Committee. You shall

bring before the Committee matters of concern to your Unit, and shall keep your Unit informed of

Department actions that may be of interest to them.

INSPECTOR (National Only) - It shall be your duty to see that Departments and Units are

inspected annually. You shall see that Unit and department meeting are conducted properly; and

that books and records are being kept correctly; and to that end you shall offer tactful suggestions

or constructive criticism. You shall present a report of your finding to the National Convention.


MEMBERSHIP OFFICER (National only) - As membership Officer you shall be in charge of

all membership keeping accurate records of all members in the Auxiliary. You shall receive all

applications for membership and membership payments. You shall issue all membership cards,

rosters and other information concerning our membership, to the proper officers, and perform such

other duties as the National Auxiliary, or the President, may so direct.

SECRETARY – As Secretary you shall keep an accurate record of the proceedings of each

meeting and of all receipts and expenditures. You shall notify the members of all meetings either

regular or special. You shall examine all applications for membership to make sure they are

complete. You shall read all official communications at the first meeting following their appearance.

Further, you shall attend to all matters of correspondence under direction of the President and the

Unit, keeping a copy of all letters for your Unit files. You shall present your books for examination

as requested, and perform such other duties as the President may direct or the Bylaws prescribe.

Promptness and accuracy should be your watchwords at all times.

JUNIOR VICE PRESIDENT – As Junior Vice President you shall assist the President and

Senior Vice President in preserving order; in the absence of both you shall preside at Unit meetings.

It is therefore in order that you are prepared to assume her duties when necessary.

SENIOR VICE PRESIDENT – As Senior Vice President you will be ready at all times to assist

the President. You will act in her place when she is unable to be present and may also serve as

membership Chairman.

PRESIDENT – To you has been given the leadership of your Unit. As its President you

represent a cross-section of its membership. They look to you for guidance. Be kind and

understanding. Keep in mind that our objectives for existing as an Auxiliary are to serve as an aid to

the parent Chapter; to perpetuate the principles of our historical heritage; and to aid in

rehabilitation. As President, it will be your duty to appoint all officers and committees not

otherwise provided for; to supervise the work of your officers, and to see that the books of the

Secretary and Treasurer are audited at regular periods. The National Organization and its officers

operate solely to assist and coordinate the activities of the Units. Ask them for guidance at any time.

INSTALLING OFFICER (continuing): “Knowing the duties of your office, are you willing to

take the Officers’ obligation?” (Pause while Officers-elect answer).

The Installing Officer gives three raps of the gavel for the assembly to rise during the

Officers’ obligation.


Installing Officer: “You will raise your right hand and repeat after me”:

“I do solemnly promise -- that I will faithfully discharge -- the duties of the office which I am

about to assume, -- according to the Constitution, Bylaws, Rules and Regulations -- of the Ladies’

Auxiliary, Military Order of the Purple Heart, -- and any Bylaws of this Unit -- to the best of my

ability, and that I will at the close of my term -- deliver all books, -- papers, -- money -- and other

property belonging to this Unit to my successor. This I pledge on my honor -- as a member of the

Ladies’ Auxiliary, Military Order of the Purple Heart.”

The Installing Officer (continuing) “The Military Order of the Purple Heart with its Ladies’

Auxiliary is a distinct organization different from any other. We have our own Constitution, Bylaws,

Rules and Regulations. Where these are not found to cover a situation, reference should always be

made to Robert’s Rules of Order Newly Revised. We do not base our procedure upon that of any

other organization.

“You, the new officers of this Unit, have been given positions of honor and responsibility to

which your fellow members have elected you. In guiding the activities of the Unit, strive to maintain

a spirit of friendliness and close cooperation with your Chapter so that this Unit will be a real

Auxiliary to its Chapter. In doing so, you will also make it an agency for good in your entire

community. The Officers, except the President, will be seated.”

“Madam President, this Unit is about to be placed in your charge. Guard its interests. Be

impartial in your actions toward all Patriots in the Chapter and the members of your Unit. The

success of a Unit depends upon the sincere cooperation it gives the Chapter. The first duty is to be a

real help to the Chapter. The Charter of this Unit is entrusted to your care. You are personally

responsible for its safety. I also place in your care the Constitution, Bylaws, Rules and Regulations of

our Organization. You will deliver these to your successor at the close of your term. In handing you

this gavel, your symbol of authority, remember the trust that has been placed in you. I now place

this Unit in your charge for the new year.”

Installing Officer: It has been a pleasure installing your officers. You have selected

them; let us all support them. Only with your help can they accomplish their work. Their success

and their failure will be yours.

“Madam President, Officers and Members, I as (Title) proclaim the officers of ___________

Unit No. _____ duly installed.”

The newly elected President should now take charge of the meeting. Either she or the

Chapter Commander should conduct the Closing Ceremony.


INSTALLATION OF

DEPARTMENT OFFICERS

DEPARTMENT OFFICERS

President

Senior Vice President Historian

Junior Vice President Sergeant-at-Arms


Treasurer Marshal

Chaplain Musician

Parliamentarian Trustees

Executive Committeewomen (and Alternates)

Installing Officer: “You will raise your right hand and repeat after me:

I do solemnly promise --- that I will faithfully discharge --- the duties of the office which I am

about to assume --- according to the Constitution, Bylaws, Rules and Regulations --- of the Ladies’

Auxiliary, Military Order of the Purple Heart --- and any Bylaws of this Department --- to the best of

my ability. And that I will at the close of my term --- deliver all books – papers – money – and other

property --- belonging to this Department --- to my successor. This I pledge on my honor --- as a

member of the Ladies’ Auxiliary, Military Order of the Purple Heart.”


INSTALLATION OF

NATIONAL OFFICERS

NATIONAL OFFICERS

President

Senior Vice President Inspector

Junior Vice President Chaplain

Region Presidents Historian


Treasurer Sergeant-at-Arms

Membership Officer Marshal

Parliamentarian Musician

Installing Officer: “You will raise your right hand and repeat after me.”

“I do solemnly promise – that I will faithfully discharge – the duties of the office – which I am about

to assume – according to the Constitution, Bylaws, - Rules and Regulations – of the Ladies’ Auxiliary,

Military Order of the Purple Heart – and any Bylaws of this National Auxiliary – to the best of my

ability – And that I will at the close of my term – deliver all books – papers -- money -- and other

property belonging to this National Auxiliary – to my successor – this I pledge on my honor – as a

member of the Ladies’ Auxiliary, Military Order of the Purple Heart.”


SPECIAL CEREMONIES

BURIAL SERVICES

INSTRUCTIONS:

Chaplain and officers of Unit are to group themselves in rear of chapel or room. Organist

should play softly a few minutes before hour set for service. Promptly upon the hour, the Chaplain

should walk alone up the center aisle of Chapel, take her place near the casket and face the

audience. As soon as she faces forward, the President of the Unit and the other officers should go

forward in single file and group themselves, according to their number, on either side of the

Chaplain. Floral offering from the Unit should already have been placed upon casket, but each

officer should carry a single flower or small bunch of flowers, which she holds during ceremony.

Soft music should be played during the entire ceremony. As soon as officers have taken their places,

the President who should stand next to the Chaplain steps forward and gives the following:

"Friends, we have come here today (tonight) to pay our respects and loving homage to one who has until recently played a very active part in all of our lives and contributed her full share of usefulness to the world in which she moved. She has done this in the capacity of a (loving mother), (a devoted wife), (an unselfish daughter), a loyal friend and an untiring worker in The Purple Heart Auxiliary. Through such activity she will long be remembered and her work will continue to bear fruit. To live in such a manner is to continue the fine fellowship she made. We all believe in a Loving God and in eternal life so realize that what is commonly known as death is only another name for a change that must inevitably come to us all, and lead us ever onward and upward in our fuller expression of God.

"This Unit of the Purple Heart Auxiliary will miss her and we want to publicly express the

esteem in which we held her and to gratefully acknowledge the splendid contribution her efforts

made in our behalf."

(If it is desired to make personal remarks about her - they should be made here and should concern

themselves with the nature of her activity _ such as holding an office, interest in any special activity --

duration of membership, etc.)

The President then continues with:

"Our Chaplain will now lead us in prayer."

With this she steps back and the Chaplain steps forward and prays as follows:

"Heavenly Father, we thank Thee for the beautiful companionship we enjoyed with her, whom we

have come here today (tonight) to honor and bid farewell.

We thank Thee for the beautiful memories her unselfish life has left behind us. We thank Thee for

the privilege of association we enjoyed over many days and months and years.


Renew our faith today in Thy goodness and wisdom. Help us to keep ever in mind our constant

nearness to Thee and the immortality that is ours. Speak to every sorrowing heart present, words

of comfort and cheer.

Enable each one in grief today, through Thy spirit, to assume the duties of life as before and to

know that regardless of how deep the anguish we may feel, that God is in Heaven and all is right

with the world.”

(Retaining her position, let the Chaplain open her Bible and say):

"For our comfort let us hear the assuring words of the Psalmist, from the 23rd Psalm."

The Lord is my Shepherd, I shall not want.

He maketh me to lie down in green pastures;

He leadeth me beside the still waters,

He restoreth my soul;

He leadeth me in the paths of righteousness for His name’s sake.

Yea, thou I walk through the valley of the shadow of death,

I will fear no evil; for Thou art with me.

Thou rod and Thy staff, they comfort me. Thou preparest a table

before me in the presence of mine enemies;

Thou anointest my head with oil, my cup runneth over,

Surely goodness and mercy shall follow me all the days of my

Life, And I will dwell in the house of the Lord forever.

Read the Psalm slowly and with feeling. At the conclusion, the Chaplain steps back into her former

position and either the President or one she has chosen steps forward and says:

"Dearly beloved, it is now time to bid you farewell. (You can say either good-night or good-bye,

instead of farewell if so desired). In our hearts you will live forever and it will be the duty and

obligation of this Unit that you served so faithfully, to stand guard, as it were, over the sacred

memories you are leaving with us. May God's beautiful peace be with you forever and ever.

With this the speaker moves to the casket, places her floral emblem on it and other officers

move forward and in their turn place theirs. The last speaker leads the others single file down the

center aisle. Soft music should be played all the time.


If the Unit has a good reader, while the flowers are being placed and the officers are moving

down the aisle, the following should be read:

God's Heavenly Flower

Sometimes God picks the flower

That is still in full bloom;

Sometimes the rosebud's chosen

That we feel He's picked too soon.

Sometimes the flower is fading

With petals falling down,

But God knows the perfect time

To gather flowers from the ground.

There is a heavenly garden

In which God takes great pleasure,

Because He's placed within it

The loved ones that we treasure.

He walks among the blossoms

Giving them eternal rest,

And I know that it must please Him

Because He chose our very best.


MEMORIAL SERVICE

FOR DECEASED MEMBERS

Soft music (Abide With Me)

While music is playing, officers should walk slowly up center aisle to front of room or chapel. The

Chaplain and President of Unit should take their places in the center; other officers group themselves

at the side of Chaplain and President. Each should carry a flower of some kind. On a stand nearby

should be an empty vase. The Chaplain should open the service with the following:

"LET US BOW OUR HEAD IN PRAYER"

Prayer:

"Infinite, Eternal Ever Present God, we assemble today (tonight) to honor the memory of

those who were once a part of this organization, and served Thee through (her or their)

faithful performance of all duties and obligations. It is well, lest we forget, that we pause

occasionally to reflect upon these loved ones and to pay reverence to their memories

that we may profit by the splendid examples they left us. We thank Thee for all the

beautiful memories we cherish and ask Thee to continue Thy protecting care over us and

over the families from which they were taken. Grant that we may daily grow in strength

and understanding and love for one another. Amen

Music (Abide With Me) should continue until Chaplain is seated, the music should then be

discontinued). This should be the signal for the President to step forward and say:

"My friends, we are here today (tonight) to pay our respects to the memory of those who

have left us during the past year, on the journey which all of us must finally take. Our departed are

(read the names slowly and distinctly). It is with a feeling of sadness and loss that we mention the

names of our former members. It seems only yesterday that our hearts were gladdened by the

sound of their voices and we echo the longing of the poet who said:

`Oh, for the touch of the vanished hand or the sound of a voice that is still.'

"It is good for us to be here, good for us to pay tribute to those we loved so dearly. If we did not do

this our memories would soon become dim and obscure and their influence upon us would no

longer be felt. We loved them we still love them. The expression of these thoughts bring them close

to us and we feel the full significance of the sentiment----

"To live in hearts we leave behind is not to die."


The President step back and soft music is again heard. "Blest be the Tie that Bind" would be very

appropriate. After the first few strains are played, the person seated on the end should rise, walk to

the empty vase, and placing her flower on it should say,

"I lovingly offer this flower to the memory of our (friend or friends) in the name of (Name of

Purple Heart Unit).

She then walks from the station and down the aisle very slowly, the others following in turn,

until only the Chaplain is left. (Each one repeating, if desired, the statement I lovingly offer this flower,

etc.) When they have reached the rear of the room, the music should be discontinued which is the

sign for the Chaplain to say,

"Let us rise and be dismissed with prayer” -- repeat with me The Lord's Prayer.

"Our Father who art in heaven,

Hallowed be Thy name,

Thy Kingdom come, Thy will be done,

On earth, as it is in heaven.

Give us this day our daily bread,

Forgive us our trespasses

as we forgive those who trespass against us,

And lead us not into temptation,

But deliver us from evil.

For Thine is the Kingdom, the Power, and the Glory

Forever,

Amen.

CLOSING PRAYER

"Heavenly Father be with each and every one of us

as we again take up our different duties.

Help us to know that we will pass this way but once

and to resolve that any good we find to do,

any hearts we may be privileged to heal,

any sorrow we can relieve, to do it now,

for we know we shall not pass this way again. Amen


DRAPING OF THE CHARTER

Place the Charter in front of the President's station.

PRESIDENT: Madam Chaplain, you will prepare for the draping of the Charter.

Two raps of gavel. The Chaplain and Marshal leave the room.

(Sacred music should be played during entrance with drape.)

SERGEANT-AT-ARMS: Madam President, the Chaplain and Marshal.

PRESIDENT: You will admit them.

Enter Marshal followed by the Chaplain who carries the black drape over both hands. In front of

the President's station, the Marshal steps to one side; the Chaplain drapes the Charter, saying at

the same time:

"I drape this Charter in memory of (name), who went to her heavenly home on (date).

The Marshal and Chaplain return to their seats. A memorial service may follow the Draping of the

Charter.


PART IV

STANDING RULES

August 2008

NATIONAL BUDGET

1. The National President, National Senior Vice President, National Junior Vice President, National Secretary, National Treasurer, and National Membership Officer shall be reimbursed the amount of their National Convention registration including their banquet tickets, to be paid from the National Treasury if not provided for by the Convention Committee.

2. The National President, National Senior Vice President, National Junior Vice President, National Secretary, National Membership Officer, and the National Treasurer shall be allowed their transportation by coach airfare to and from the National Convention.

3. The National President shall be allowed a budgeted amount annually for travel expenses. 4. The National President’s grant shall be paid in three (3) increments as follows: October,

February, and May each year. 5. The Senior Vice President and Junior Vice President shall be allowed a budgeted amount for

their expenses, providing their annual reports include a statement of such expenses. 6. The National President is authorized to pay only the expenses of a representative to official

function(s) and not social function(s). Pay is to be taken from the National Presidents travel fund.

7. A budgeted amount shall be sent to the immediate outgoing National President’s selected charity.

8. The National Secretary, National Membership Officer, and National Treasurer shall receive budgeted amounts per month for their services. The National Convention Recording Secretary shall receive a budgeted amount at the National Convention for her service.

9. The Region Presidents shall be allowed a budgeted amount, providing their annual Conference is held.

10. The National Finance Committee shall have the right to approve or reject all bills brought before it, subject to the approval of the National Convention.

11. Any motion passed at a National Convention that the following Administration does not fulfill, such as expenditures of monies or a mandate of the Convention, must be reported to the next National Executive Committee meeting, together with the reasons for the omission.

NATIONAL OFFICERS

1. The National President has sole authority to issue official rulings or decisions. The National Parliamentarian has sole authority to issue official opinions after consultation with the National President and the National Secretary.

2. The National President, National Senior Vice President, National Junior Vice President, and National Secretary shall receive copies of all official letters sent to or from National Officers on all jurisdictional matters and correspondence not pertaining to administrative functions.

3. As a courtesy, all Auxiliary business communications and questions must go through the chain of command; i.e., Unit President to Department President to Region President, to National President, and only the National President will communicate pertinent questions or information to the National MOPH officers.


4. It shall be the duty of the National Secretary to contact Units regarding a gift for the retiring National President. The National Secretary shall send letters regarding a gift for the retiring National President to be read at the May meeting. Any money contributed by Units or members for the retiring President’s gift should be considered the role of the National Auxiliary and held by the National Secretary until the National Convention, at which time it will be presented. In case of removal from office, disposition of said money is to be determined by the National Executive Committee.

5. It shall be the duty of the National Secretary to order a Past National President’s pin for the retiring National President.

6. The retiring National President shall specify who is to make the formal presentation of her Past National President’s pin.

7. A special Presidents’ pin shall be passed on to the newly elected National President at the annual installation of officers. This pin was presented to the Organization by Past National President Gladys Hapsch during her term of office in l943-l944.

8. The incoming National President shall consult the schedule of visitations by the immediate Past National President to ensure each Department is visited by the National President or representative.

9. Whenever the National President is unable to perform the duties of her office for a period of thirty (30) or more days for any reason, the National Senior Vice President shall be notified by the National Secretary and shall assume the duties of the National President. The National Senior Vice President shall function in that capacity and receive a portion of the National President’s travel allotment until the elected National President is able to resume her duties, or until the next National Convention, whichever occurs first.

10. The appointment of National VAVS Representative and Deputies shall become effective on a date determined by the Department of Veteran Affairs.

11. The National VAVS Representative shall provide the National Secretary with a complete list of representatives and deputies and changes made during the year. This is for verification of their membership status.

12. Computer printout VAVS Citations shall be awarded to representatives, deputies, and volunteers, as received by the National VAVS Representative.

13. The awarding of citations shall be left to the discretion of each committee, with the exception of VAVS (see rule 12).

14. The national stationery and checks shall be printed WITHOUT the name and address of any National Officer. Exception to this rule is that the membership application should be addressed to the Membership Officer at her current address.

REGION PRESIDENT

1. A School of Instruction must be held at a Region Conference. If time permits, the reports of Unit Presidents/Department Presidents should be accepted.

2. Region Presidents shall compile and mail to the National Secretary a complete directory of Units, Unit Officers, Departments and Department Officers, of their respective Region before July 10th.

DEPARTMENT PRESIDENT

1. It is recommended that each Department President send General Orders monthly if possible. The orders should be based on National requests, National instruction, and information on the Department level. A copy should be sent to the National President and National Secretary.


2. The Department Presidents shall extend an invitation or send a notice of their Executive Committee Meetings and Department Conventions to their respective Region President, so the latter may attend such meetings when possible. Notices should also be sent to the National President and National Secretary.

3. The Department Secretaries shall send the Region President of their respective Region, copies of the minutes of the Department Executive Committee meetings and the Department Conventions, within two (2) weeks, if possible, after they have taken place. Other activities may be mentioned in order that the Region President may present a complete report of Region activities to the National Convention. The Department Secretaries shall keep membership rosters as sent by National.

4. A Department President has the right to ask for and receive an accounting of monies collected and/or refunded by a Chairman who she has appointed.

5. Since the Department President is also the Department Inspector, there shall be a line for her signature on the Inspector’s Report Form.

6. Where a Department exists, resolutions must be presented at the Department Convention for approval or rejection. Approved Resolutions, with signature of Department President and Department Secretary and dated, are then sent in duplicate to the National Secretary, before June 30th to be presented to the National Convention. Each resolution must be on a separate sheet of paper and dated.

7. Where the Department MOPH has adopted a color scheme or a Department Banner, the Department Auxiliary uses the same color scheme. This is the responsibility of the person placing the order.

UNIT

1. It is recommended to the membership that the Preamble to our Ladies’ Auxiliary Constitution as given on the reverse of the Auxiliary membership card, be read occasionally at Unit meetings.

2. Regardless of when a Unit comes into existence, the President or any other Officer is elected or appointed and at the end of her term, when new Officers are elected or appointed and installed, whether it be one (1) month, six (6) months, eight (8) months, or one (1) year later, she is definitely a “Past Officer” because she has been duly elected or appointed to her office.

3. Visitors at Unit meetings shall be left to the discretion of the Unit. Non-members, however, shall not be in attendance during the financial report.

4. The National Auxiliary Rules and Regulations do not provide for a Unit Executive Board because Unit members meet frequently and can be called for special meetings, if necessary. Unit Officers may meet to discuss tentative programs or matters that are to be placed before the Unit members for consideration. Department and National Executive Committees are needed to conduct business between annual meetings.

5. The draping of the Unit Charter in memory of departed members shall be left to the discretion of the Unit.

GENERAL

1. The Installation Reports of Units and Departments shall be sent to the Region President of their respective regions and to the National Secretary. If the National Secretary does not receive an installation report, all rebates will be withheld. A directory is compiled and printed from the installation report, so make certain names and addresses are correct.

2. To allow time for compiling National Reports, the closing date for annual reports shall be June 30th.


3. When either the Department President or the Region President is not able to inspect a unit, they may appoint a Deputy Inspector, who shall not be a member of the unit to be inspected.

4. The Ladies’ Auxiliary is to be governed by its own Constitution, By-laws, and Rules and Regulations. Any questions regarding same shall be referred to the Unit Parliamentarian. If necessary to refer it further, reference is made to the Department Parliamentarian, where a Department exists. Where there is no Department, the question is referred directly to the National Parliamentarian. All questions so referred should be written on Unit or Department stationery, and signed by the President and Secretary. At no time shall a Unit or Department be governed by the Constitution, Bylaws, Rules and Regulations of the MOPH. However, the Auxiliary Constitution, Bylaws, Rules and Regulations should always be in compliance with the Constitution and Bylaws of the Military Order of the Purple Heart of the U.S.A., Inc. (MOPH). Rules and Regulations of the MOPH pertaining to the Auxiliary have been included verbatim in the Auxiliary Bylaws under appropriate headings. This Standing Rule is intended to clarify Parliamentary Authority, Article XII, Section 9.

5. When a member includes a parliamentary inquiry in an unofficial letter, the inquiry must be restated on a separate sheet of paper in order that an official reply may be given and the information may be made available to other members.

6. Resolutions to be submitted to the National Convention must be: properly adopted by the Unit or Department submitting them, and bear the actual signatures of the President and Secretary, and the date of adoption. Forward these copies in duplicate to the National Secretary before June 30th. Each resolution must be on a separate sheet of paper and dated.

7. LAMOPH correspondence and other items of non-historical value may be destroyed after two (2) years and cancelled checks after seven (7) years. General ledgers, minutes, by-laws, charts, treasurer’s report, contracts, and agreements (still in effect) MUST BE KEPT INDEFINETLY.

8. The presence or absence of the Unit or Department Charter in the meeting room has no bearing on the legality of the business transacted. However, the Charter should always be on display, if possible.

9. It is recommended that no member shall serve more than two (2) consecutive terms in the office of Unit or Department President.

10. A Senior Vice President, who steps up to fill a vacancy created when the regular elected President can no longer serve, is eligible to be called a Past President and receives a Past President’s pin, providing she completes the balance of the year. She was regularly elected to an office that includes provision for assuming the title and duties of President in case a vacancy occurs.

11. Units and Departments are encouraged to purchase National Convention minutes. The price is to be determined by the National Convention body each year.

12. The wearing of uniforms, caps, or hats is optional at Unit, Department and National meetings with the exception of those participating in Department and National Memorial Services.

13. An individual member’s name shall not be placed on any item(s) where the gift(s) is/are from a Unit, Department, or National Auxiliary.

14. A Bible is placed on the Altar as a symbol of the religious faith of all members of the Ladies’ Auxiliary and should be respected accordingly. The use of the Altar is restricted to prayer, obligations, and the memorial service. All social matters, presentations of gifts, etc., shall be conducted elsewhere in the meeting room and be considered “out of order” or “irregular” if conducted at the Altar. No foreign objects should be placed on the Bible or Altar Cloth.

15. Funds from the Viola drive must be used ONLY for Hospital-Welfare-Rehabilitation work, as it is intended.


16. The money to defray the cost of funeral sprays shall be taken from General Funds and not from Hospital-Welfare Funds.

17. No member, regardless of her title, has the right to solicit funds or initiate legal proceedings without the authority group she presents.

18. You are urged to consult your Constitution, Bylaws, Rules and Regulations.

[NOTE: No National, Department, or Unit of the Ladies’ Auxiliary shall adopt any Constitution,

Bylaws, Rules and Regulations, or adopt any policy or take action inconsistent with the Constitution and Bylaws of the National Corporation of the Military Order of the Purple Heart of the U.S.A., Inc., or of the Department or Chapter to which it belongs. This note is taken from Article XVI, Section 5 of the MOPH Constitution and Bylaws.]

Voted on and Passed at National Convention, Las Vegas, NV

Wednesday, August 13, 2008

Bonnie Dumler, National Parliamentarian


PART V

LAMOPH PROCEDURES MANUAL


TABLE OF CONTENTS

DEDICATION …………………………………………………………………………………………………………………….107

APPRECIATION ……………………………………………………………………………………….………………. 107

INTRODUCTION ……………………………………………………………………………………………….……….107

CHAPTER I - - STRUCTURE ………………………………………………………………………….…………………108

CHAPTER 2 -- MEMBERSHIP …………………………………………………………..……………………..108

CHAPTER 3 - - FORMING A UNIT ………………………………………………..…………………..…110

CHAPTER 4 -- FORMING A DEPARTMENT ……………………………….………………………………………112

CHAPTER 5 - - MEETINGS & CONVENTIONS………………………………….……………………..………….…112

CHAPTER 6 -- OFFICERS………………………………………………………………….………..………………………120

CHAPTER 7 -- ELECTIONS – VOTING ELIGIBILITY ……………………………..………………………….…130

CHAPTER 8 - - PARLIAMENTARY PROCEDURE …………………………………………………………...134

CHAPTER 9 -- MOTIONS …………………………………………………………...………………………………..136

CHAPTER 10 -- COMMITTEES AND THEIR DUTIES …………………………………………………………...137

CHAPTER 11 -- MISCELLANEOUS ……………………………………………………………………………….…144

CHAPTER 12 -- ANNUAL COORDINATION WITH MOPHSF…………………………………………….…..147

CHAPTER 13 -- SETTING UP A BANK ACCOUNT…………………………………………………..……………147

CHAPTER 14 -- FILING INTERNAL REVENUE SERVICE (IRS) FORM 990-N……………….….…….149

CHAPTER 15 - UNIT AND DEPARTMENT ANNUAL FINANCE REPORTS…………………………….151

CHAPTER 16 -- LAMOPH NATIONAL OFFICERS TRAVEL…………………………………………….….…151


CHAPTER 17 -- AID & SERVICE GRANT ……………..…………………………………………………….…153

CHAPTER 18 -- NATIONAL VAVS PROGRAM…………………………………………………………………..…155

CHAPTER 19 -- REQUESTING LAMOPH VAVS FUNDS…..…………………………………………..…….…158

CHAPTER 20 -- HIRING A PROFESSIONAL PARLIAMENTARIAN…………………………………….….160

CHAPTER 21 -- NATIONAL OR DEPARTMENT INSPECTOR………………………………………………..161

CHAPTER 22 -- LAMOPH KEY DUE DATES…………………………………………………………………………163

NATIONAL BYLAWS COMMITTEES AND APPROVALS…………………………………………………………164

APPENDICES

Appendix A - Sample Resolution……………………………………………………………………………………...165

Appendix B - Sample Warrant………………………………………………………………………………………….166

Appendix C - Aid & Service Grant Application……………………………………………………………..……167

Appendix D - VAVS Funds Request and Instructions…………………………………………..…………….169

VAVS Funds Check Request Letter………………………………………………………………171

LAMOPH Donation of Funds Letter…………………………………………………………..….172

VAVS Check Letter…………………………………………………..………………………………..…173

Appendix E - ABC’s for Members………………………………………………………………………..………….…174


PART V LAMOPH PROCEDURES MANUAL


DEDICATION

The original LAMOPH Auxiliary Handbook was written and dedicated to Gladys Hapsch,

PNP 1943-44, who provided the inspiration and guidance for the handbook.

APPRECIATION

Since the original Auxiliary Handbook was written, many changes and revisions have

been made. A complete revision of the 1949 edition was created through the efforts and

cooperation of PNP Noreen Barnard, PNP Jean Thiede, Mary Baker and Dianne Coates, Chairman.

Many thanks are given to these individuals who gave of their time, knowledge and experience to

bring about the handbook which would supplement the LAMOPH Constitution and Bylaws.

Thanks are also given to other National Bylaws Committees who have made revisions based

on Resolutions passed at National Conventions and to remain in compliance with MOPH

Bylaws. Much appreciation is given to all of those members and officers who have

contributed to this project.

The 2011-2012 National Bylaws Committee was tasked by National President Barb

Cherone to oversee implementation of policies and procedures for the Ladies’ Auxiliary,

Military Order of the Purple Heart. Chapters 12 through 22 are newly written procedures

essential to the day-to-day operation of the LAMOPH that may not be covered in detail in the

LAMOPH Constitution and Bylaws. Several of the original handbook chapters have also been

updated.

INTRODUCTION

The LAMOPH Auxiliary Handbook is being renamed LAMOPH Procedures Manual. The

LAMOPH Procedures Manual will still be a vital tool to supplement, not replace, the

Constitution, Bylaws, Rules and Regulations of the Ladies’ Auxiliary. The Constitution, Bylaws,

Rules and Regulations tell you WHAT to do; this revision will tell you HOW to do it more

effectively, whether you are a member, a committee member, chairman, or an officer.

Responsibility is from the bottom up; authority from the top down. When the foundation of an

organization is strong and well constructed, a weakness can be repaired without damage to the

entire structure. All members, therefore, should know what is going on, should express their views

without restraint, and should accept responsibility for all that is done in their names. It is hoped

that these procedures will enable every member to interpret the rules more clearly and

understand the duties and responsibilities as an active member or officer of the organization.


CHAPTER 1 - STRUCTURE (Refer to LAMOPH Bylaws, Article I.)

Membership forms the foundation of the LAMOPH; therefore, the number of members and their

dedication to our organization are of the first importance. The structure of the LAMOPH begins

with a broad base of individual members who make up the various Units. These Units come under

the jurisdiction of the Department Auxiliaries which are subject to the National Organization.

Departments are the links between the Units and the National Organization, deriving their strength

from the members and Units within their respective Departments. A Region is a geographical

grouping of states and territories. It is the responsibility of the National Organization to ascertain

the wishes of the members and to carry out those wishes insofar as possible.

CHAPTER 2 - MEMBERSHIP

(Refer to LAMOPH Bylaws, Article II.)

Section 1. Life Membership

Section 2. Associate Life Membership

Section 3. Membership-at-Large

Section 4. Life Membership Rebates

Membership in the Ladies’ Auxiliary shall be limited to mothers, wives, widows, sisters,

daughters, granddaughters, stepdaughters, step-granddaughters, adopted daughters, and

direct lineal female descendants of persons who have been awarded the Purple Heart by the

Armed Forces of the United States and to women who served in the Armed Forces and have

received the Purple Heart decoration in their own name. Associate membership in the

Ladies’ Auxiliary is granted on the basis of a female parent, step-parent, or lineal descendant

of a member in the Ladies’ Auxiliary. All membership shall be governed by the provisions of

Article II of the National Ladies’ Auxiliary Bylaws.

The Senior Vice President is usually (but not always) the Membership Chairman. When

contacting eligible members, it is important to verify the award of the Purple Heart medal. Many

individuals are eligible to be awarded the medal but did not receive it. In this case, a Service

Officer can assist them.

We all want our organization to grow, and should consider it a privilege to invite an eligible

member to join our Unit. An eligible member may request to join any Unit she desires, not

necessarily the Unit of the Chapter to which the Patriot belongs. Without members, there can be

no organization.

Members should carry application blanks with them--you might meet a potential member. All

information concerning the applicant should be printed or typed. Do not abbreviate any words,


such as the city where the applicant lives. You may know that GPW, MI is Grosse Pointe Woods,

Michigan; the National Membership Officer may not be aware of what that abbreviation means.

The applicant must sign the application. If the member on whom the applicant is basing her

membership is a member of a Chapter, the Chapter Adjutant must sign the application under

"Certified by". The applicant cannot be certified by a Unit member. If the member on whom the

applicant is basing her membership is not a member of a Chapter or is deceased, the applicant

must provide proof to the National Membership Officer of her eligibility. In this case, a copy of the

Purple Heart Recipient’s DD form 214, DD form 215, or General Orders must be sent with the

application.

Section 1. Life Membership

Currently, all members of the LAMOPH are accepted as Life Members. The membership is

divided into three categories: Life, Associate Life, and Life Member-at-Large. There is only

one membership fee. The membership fee is paid in full and sent to the National

Membership Officer. However, if the prospective member cannot pay the fee all at one time,

the Unit can accept small payments until the necessary fee has accumulated and it is then

sent to the National Membership Officer.

Section 2. Associate Life Membership

An Associate member's eligibility for membership is based upon her relationship to a UNIT

MEMBER. Associate membership in the Ladies’ Auxiliary is granted on the basis of a female

parent, step-parent, or lineal descendant of a member in the Ladies’ Auxiliary. [Example:

you signed up your granddaughter as a lineal descendant; her mother (your daughter-in-

law) may join as an Associate member because her daughter is a member.]

Associate members are Life members and shall be without vote and may not hold an elective

office but may hold an appointed office except that of Unit, Department or National

Secretary. Associate members will not be counted when determining the voting strength of a

Unit, when forming a new Unit or Department, or when keeping a Unit or Department up to

full charter strength.

The membership fee for an Associate Life member is the same as that of a Life member. The

National Auxiliary does not presently issue rebates for Associate members. The Life

membership fee is set by the National Convention body. Associate members shall be entitled

to wear an appropriate emblem as approved by the National Auxiliary Headquarters.

Section 3. Membership-at-Large

An eligible Auxiliary member who does not live within a reasonable distance of a Unit may

apply to the National Membership Officer to be a Member-at-Large and, if accepted, shall pay

the membership fee as established by the National Convention body. When an application


for Member-at-Large is presented directly to the National Membership Officer and it is

ascertained that there is a Unit within reasonable distance of the applicant’s home, the

application shall be referred to the Unit in that area for approval by the Unit members. A

Member-at-Large has no vote on Unit, Department or National level and cannot hold an

elective or appointed office at any level. Members-at-Large must be verified by the

Department Secretary.

Section 4. Life Membership Rebates

Each year the National Treasurer will send a roster of Life Members within the Unit to each Unit

concerned. These members must be verified, and the roster returned to the National Treasurer by

October 1st. The Unit will not receive any Life Membership rebates unless it verifies these

members. Rebates based on Life Members are sent out once a year. No rebates will be paid on

Junior members, Associate Life members, Department or National members at large or Life

memberships granted to Past National Presidents in recognition of their service and loyalty.

If the National Secretary does not receive a current Installation Report by June 30th and the

National Treasurer does not receive verification of life membership, annual Finance Report,

and confirmation of 990-N filing from a Unit or Department by October 1st, membership

rebates will be withheld and will revert to National. In this case, the Units and Departments

will not be considered in good standing.

CHAPTER 3 - FORMING A UNIT

(Refer to LAMOPH Bylaws, Article I, Sections 4-8.)

Section 1. Procedure

1. You must have approval from the Chapter. The Chapter holds a stated meeting and

members approve a request from the Unit organizer by two-thirds (2/3) vote to start

up an Auxiliary Unit.

2. The Unit organizer sends a letter of notification (or intention) to the National

President regarding Chapter’s approval to start an Auxiliary Unit. You must have

approval from the National President.

3. Upon approval of the National President, the Unit organizer requests a “Start-Up Kit”

from the National LAMOPH Secretary, advising her of the Chapter’s approval and

subsequent notification to the National President.

4. An application for charter is submitted to the National Secretary with no less than ten

(10) senior women who are eligible to become active members of the Ladies’

Auxiliary, Military Order of the Purple Heart (LAMOPH). Please refer to the

Constitution and Bylaws (CBL) for eligibility requirements. Members may be new or

transfers from other Units. A Charter fee of $25.00 must be sent with the application.


The Charter Fee covers up to ten (10) names with a special fee levied for each

additional name.

5. The Application for Charter must include the Chapter name, the Unit Organizer, and

the Department LAMOPH President where a Department exists. If there is no

Department, that endorsement is left blank. Each Unit will be assigned the name and

number of the Chapter to which it is attached.

6. Set up a date for institution of the Unit. The members should meet prior to the

institution and elect Unit officers. Give the list to the instituting officer.

7. The National President will authorize the Department President, the Unit organizer,

another qualified auxiliary member, or the Chapter Commander to institute the Unit

and install the officers in accordance with the LAMOPH Ritual.

8. The instituting and installing officer is responsible for instructing the new officers of

the Unit. Each officer’s title, name, address, zip code, telephone number, and email

address, if one is available, must appear on the Installation Report. The instituting

officer shall make a report to the office from which the Instituting form was issued

per Bylaws Article I, Section 7.

9. Send the Installation Report to the National Secretary.

10. The Charter is held open for ninety (90) days from the date of institution, but may

close sooner by a vote of the Unit. All members who are obligated before the Charter

is closed are Charter members, even though they may not have signed the Charter

application.

11. After the Charter is closed, the Unit Secretary will send the National Secretary a typed

or printed list of all who are obligated before the Charter was closed. Names must be

spelled correctly and listed in the order they are to appear on the Charter. When the

Charter is complete, the National President and National Secretary in office on the

instituting date will sign the Charter and it will be forwarded to the Unit President.

Section 2. Installation of an Auxiliary Unit

The President-elect may ask whomever she wishes to install the slate of officers, providing the

person selected is qualified to act in such capacity. This could be the same person who institutes the

Unit. If a Department President receives a request for a certain member to be authorized to install

an Auxiliary Unit, she must realize no slight to her office is intended and none should be taken. The

Unit concerned may have important reasons for making the request. The Department President will

have time to make an official visit to the Unit sometime before her term has expired, and will be

given honors due her office at that time. When an official visit is made in this manner, the

Department President does not have to divide honors with some other dignitary—she is the most

important person present.


CHAPTER 4 - FORMING A DEPARTMENT

(Refer to LAMOPH Bylaws, Article II, Section 3.)

Section 1. Procedure

1. You must have two (2) active Units and a total of 60 members in good standing, discounting junior members, members-at-large and associate members.

2. You must have the approval of the parent Department Executive Committee. 3. You must have the approval of the majority of the Units within the state. 4. Application for a Department Charter shall be obtained from Auxiliary Headquarters. 5. Application must be signed by the Department Commander and the Region President. 6. Application shall contain the name, number and location of each Unit within the proposed

Department. 7. Application shall be sent to National Auxiliary Headquarters with Charter fee. Amount of fee

shall be determined by the National Convention body. 8. Set date for institution and organizational meeting.

Section 2. Department Organizational Meeting

The officer appointed by the National President shall preside at this meeting, assisted by an

appointed Secretary and Chaplain Pro-Tem. Each Unit within the state shall elect an Executive

Committeewoman and an Alternate. These ladies will be Department Officers and will be installed

at the Organizational Meeting. Names of these ladies shall be given to the officer in charge.

Each Unit shall elect one Delegate and one Alternate for the first ten (10) senior members and one

Delegate and one Alternate for each additional ten (10) senior members or major portion thereof.

Names of these ladies shall be given to officer in charge. The delegate votes shall elect the

Department officers. No personal or Charter votes shall be allowed at this meeting.

[NOTE: You might want to ask the Units to nominate members for Department offices so you could

have a slate of officers ready for the organizational meeting. This could be done by mail or email.

The slate of officers would not deprive any member from being nominated from the floor. Those

receiving the most nominations would be put on the slate. This would give some idea of who would

be willing to take office and would help the meeting go more smoothly.]

CHAPTER 5 - MEETINGS & CONVENTIONS (Refer to LAMOPH Bylaws, Article VI; and Part III, Ritual & Special Ceremonies.)

Section 1. General Information about Meetings

Section 2. Don’ts for Members

Section 3. Unit Meetings

Section 4. Region Conferences

Section 5. Department and National Meetings


Section 6. Convention Registration

Section 7. Department and National Conventions

The Unit meeting is the first organizational level. It provides a forum for individual members to join

together as one body and work for the aims and desires of its members. The Department meeting is

the second organizational level. Units may bring recommendations, agreed upon by the Unit

members, for consideration by the body. The third level is the Region Conference, with

representatives from the various Departments and Units within the defined Region. Finally, the

highest organizational level is the Annual National Convention.

Section 1. General information about Meetings

1. The gavel is a symbol of authority and is used by the presiding officer to control the

progress of the meeting. One rap of the gavel brings the meeting to order, or indicates to

members to be seated. Three raps of the gavel, all stand. The gavel may also be used to

restore order.

2. Endorsements for political candidates or partisan political discussions are not allowed at

meetings. Members may not make political endorsements in the name of the LAMOPH.

3. The presiding officer is addressed as “Madam President”.

4. Stand when you are addressed by the President.

5. If you wish to speak you must stand. When the President recognizes you, you may speak. Only one member may have the floor at one time.

6. When you have the floor you may not speak directly to another member but must go through the President, i.e., "Madam President", through you to Mary Jones.

7. Stand when making a motion; do not stand to second one. 8. When approaching the President's station from your left, you must stop in front of the

American Flag, salute the Flag, and then proceed. 9. No presentations or monetary transactions are allowed near the open Bible. The open Bible

signifies an altar and should be treated with respect. 10. If you see a member doing something that is against the rules, please tell them privately. Do

not announce the error before the entire membership. That member may not return. 11. You should not refuse any request the President may make. 12. Remember you are attending a business meeting and not a social hour. Leave the socializing

for after the meeting. 13. The American Flag is always placed to the right of the President; the Auxiliary Banner is

placed to the left. 14. Once a motion has been made and seconded the President says: "A motion has been made

by (name), seconded by (name), that we (repeat the motion)." The President now allows time for discussion on the motion by asking for the "Question." After the President determines enough time has been allowed, she will ask for the vote, "Those in favor," persons who agree with the motion respond by saying "Aye." Then the President says, "Those opposed," persons who disagree with the motion respond by saying "Nay". The motion is either carried or lost, depending upon the responses. A motion without a second cannot be discussed.

15. When giving oral reports, include only necessary information and activities which have transpired since the last meeting. Do not repeat information which has already been given. Make the report complete, but be as brief as possible. Further details can be provided in a written report, if necessary.


Section 2. Don’ts for Members

Do not be late for meetings. Your presence may be necessary to complete the quorum.

Do not hesitate to take part in any discussion. Do not criticize the action of the Unit after the meeting is adjourned.

Do not refuse to obey the rules of the Unit. Do not forget it is as much your duty to further the objects of the Unit as it is of the President

and other officers.

Do not whisper to your neighbor while someone is speaking.

If you are a member of a committee, do not forget to notify the Chairman if you will be unable to attend a meeting.

Do not permit your name to be proposed for an office unless you are willing to assume the responsibilities of that office, if elected.

Do not stand while another member is speaking.

Do not leave your seat until the President declares the meeting adjourned.

Section 3. Unit Meetings

Unit meetings are held monthly on a stated date, if possible. Units may adopt a standing rule to

dispense with two meetings a year. There must be five (5) or more members in good standing in

attendance to constitute a quorum.

A special meeting is a meeting which is called for a specific purpose, and that subject is the only

topic discussed. At a special meeting, a quorum is eight (8) or more members in good standing in

attendance.

Basic Opening Ceremony

(This is the Basic Opening Ceremony for all meetings. Presentation of flag and banner is

optional at this time.)

President calls the meeting to order with one rap of the gavel. With three raps of the gavel,

members stand for the Pledge of Allegiance.

President: "We will join the Patriotic Instructor in the Pledge of Allegiance to the Flag."

Opening Prayer is offered by Chaplain. (One rap of the gavel to seat members after the Prayer is

given.)

President: "I now declare this meeting of (name and number of Unit) Ladies’ Auxiliary, Military

Order of the Purple Heart, open for the transaction of such business as may properly be brought

before it."

Guests may be introduced at this time.

Unit Meeting Order of Business

1. Opening Ceremony. 2. RoIl Call of Officers. 3. Pro-Tem appointments. These are made to fill the vacancies of any absent officers. 4. Minutes of the last meeting are read by the Secretary after which the President says: "Are there

any omissions or corrections?" If there are no corrections, the President says, "The minutes stand approved as read." If there are corrections (after the corrections have been recorded by


the Secretary), the President says, 'The minutes will stand approved as corrected." 5. Reading of communications. The Secretary reads all communications and official letters that

may contain pertinent information for the Unit. Any action needed may be taken immediately, or under "New Business.

6. Reading of applications for membership by the Membership Chairman (or Secretary). The President will ask any new applicants attending the meeting to please leave the room while a vote is taken on their applications. [NOTE: It is not advisable to invite proposed members to attend the meeting where their application will be voted upon, since it could be embarrassing if their application is voted down.]

7. Voting on any new member applicants. After the voting, have the applicants who were excused return to the room.

8. Initiation of applicants. (See Part III, Ritual for initiation ceremony.) 9. Committee Reports. Ask for a report from each committee. Any recommendations included in

these reports should be acted on at the conclusion of the report. 10. Unfinished Business. This consists of anything introduced at a previous meeting, but not

completed. 11. New Business. This may include items introduced in this meeting's communications, or

anything a Unit member may suggest. 12. Presentation of Bills. The Secretary reads each bill to be paid, naming the person or firm to be

paid and the item or service purchased. A motion must be made and carried before any bills can be paid. All bills, once they have been paid, become disbursements.

13. Treasurer's Report: If guests are present at the meeting a treasurer's report need not be read, or you may ask guests to leave the meeting while the report is read.

14. Patriotic Program: This is optional

Example of a "bill": At the May meeting, the secretary was authorized, by a motion, to purchase a

Minutes book. She was not issued a check to pay for the book. At the June meeting she reports she

bought the book and presents the Unit with a bill for $20.00. Since the original motion only stated

she should buy the book, but did not provide her with the funds to do so, another motion will have

to be made in order for her to be reimbursed. This $20.00 would be a "bill" and be presented under

"presentation of bills".

Example of a "disbursement": At the May meeting the secretary is authorized, by a motion, to

purchase a Minutes book. The motion also stated she should be issued a check in the amount of

$20.00 to pay for it. At the June meeting, the secretary reports she purchased the book and presents

a receipt to the treasurer. Since a motion had been made to pay for the book, it is not a bill, it is a

disbursement and would not be included in "presentation of bills".

Basic Closing Ceremony With three raps of the gavel, the members stand. Closing prayer is offered. (lf flags have been

presented, they must now be properly retired.} President: "I now declare this meeting adjourned. ("Next meeting will be...")

Section 4. Region Conferences The Region Conferences serve as links between Departments and National. Conferences are designed to bring the members together for more discussions than are possible on a national scale. They afford an opportunity for members from several states to meet and discuss problems and


ideas with a view to placing them before the National Convention body in the form of recommendations. Through the Region Conferences, members are provided with a School of Instructions on responsibilities for all members; and are made conscious of the fact that however small in membership their own unit may be, it has an important place in the National Organization. Each Region President shall hold an annual Region Conference in conjunction with the Region Commander's Conference. Prior to the meeting, the Region President shall appoint a Chaplain, Secretary, and Sergeant-at-Arms, if these National Officers are not present at the Conference. (This is a National Meeting.) The National President is always a guest at the Region Conference.

Suggested Agenda for Region Conference 1. Open the meeting with the Pledge of Allegiance and a prayer. 2. Minutes of last Conference are read. Since these minutes are approximately a year old and

may have been published, they need not be read. This recommendation should be made from the floor.

3. Roll Call of the following: PNP's, National Officers, Department Presidents, and Units in the Region, number of members present from each Unit in the Region.

4. School of Instruction. (See Outline that follows.) Ask for any questions from members. It is important to instruct members on what they should do, and how it should be done.

5. If time permits, Department /Unit Presidents may give a report, which may include the number of Units and members, hospital work being done, etc.

6. Members may wish to make recommendations for the Good of the Order. 7. Close with a prayer.

Basic Outline for School of Instructions 1. Objectives of the LAMOPH 2. Membership: Eligibility, membership applications, membership fee, etc.

3. Ceremonies: member initiation, Unit institution, officer installation, draping of the Charter, etc.

4. Nomination and election of officers: Voting procedure 5. Duties and Responsibilities of Officers. 6. Kinds of Meetings: Executive Meetings vs. Conventions vs. Conferences, quorum, etc. 7. Fund raising activities: Obtaining permission, types, etc. 8. Auxiliary Programs 9. Communications: National Magazine, Department Newsletters, etc. 10. Standing Rules 11. Questions and Answers

References to be used include, but are not limited to: National Constitution and Bylaws, Ritual and Special Ceremonies, Standing Rules, LAMOPH Procedures Manual, and Membership Applications. Section 5. Department and National Meetings

Department and National meetings fall into three categories: Region Conferences, Executive Committee Meetings and Conventions. At a Region Conference only recommendations are made, not motions. The Department and National Executive Committees meet between Department and National Conventions to carry on the business of the Department and National organizations. All of the actions by the Executive Committees must be approved by their respective Convention Body.


Executive Committee Meetings

There are three different agendas for the Executive Committee meetings: a pre-convention agenda,

a post- convention agenda, and a mid-year agenda. Both the Department and National Auxiliaries

hold Executive meetings prior to and following their respective conventions. Department mid-year

Executive meetings are held at the date and place determined by their parent organization. A

National mid-year Executive meeting is held at the call of the National President.

Department Executive Committee Meetings

All voting members must be members in good standing. The quorum shall be one-half plus one of the Executive Committee members. Check the Constitution and Bylaws to see what Officers are eligible to vote. Only those members listed have a voice and a vote at this meeting. The President may call for a report from Committee Chairmen, Unit Presidents, and any other member she feels will bring pertinent information to the Committee. Suggested Agenda for Department Mid-Year Executive Committee Meeting

1. Opening Ceremony. 2. Roll Call of Executive Committee members. 3. Pro-Tem appointments. These are made to fill the vacancies of any absent officers. 4. Minutes of the last meeting are read by the Secretary. If the minutes have been printed and

distributed to the members, a motion may be made to "dispense with the reading of the minutes as they have been published." This motion must be carried through before the President asks for any omissions or corrections to the minutes. She would then state, "The minutes have been approved (or approved with corrections) as printed." If the motion to dispense with the reading of the minutes is not made. then the minutes must be read, and after omissions and corrections are called for, the President would state, "The minutes are approved (or approved with corrections) as read."

5. Reading of Communications: The Secretary reads all communications and/or official letters. Any communications needing action may be acted on immediately, or under "New Business."

6. If the Department books were not audited prior to the Executive Meeting, the President should now dismiss the Trustees to audit the books.

7. Officers and Committee Chairmen Reports: Not all officers are required to give a report at this meeting. The usual reports called for are: President, Membership Chairman, Ways and Means Chairman, Chaplain, Treasurer, and the Auditing Committee Chairman. An officer’s report should only include the activities related to the office to which she was elected. The President reports first. The Senior Vice President assumes the “Chair” while the President is reporting. At the end of the report, the Senior Vice President will entertain a motion from the floor to accept the President’s report and all other officers’ reports. If this motion is carried, it will not be necessary to make other motions to accept reports as they are given by the other offices.

8. Unit Presidents Reports: Each Unit President, or her representative, gives a short report of her Unit's activities, such as new members, hospital work, etc. This report should only cover the time period since the last Department meeting.

9. Unfinished Business: This consists of anything introduced at a previous meeting, but not completed.

10. New Business. This may include items introduced in this meeting's communications, or anything suggested by the members. The President should ask the Executive Committeewomen (or their Alternates) if there is any item they wish to bring before the committee from their Units.


11. Presentation of Bills: After bills have been read by the Secretary, or Treasurer, a motion must be made and carried before they can be paid.

I2. Trustees’ Report - A motion is needed to accept the Trustees’ Report. (This is the auditing

committee report.)

13. Closing and adjournment.

National Executive Committee Meetings

The quorum shall be fifteen (15). Please check the Constitution and Bylaws for eligible voters.

Only those listed have a voice and a vote at this meeting. The President may call for a report from

Committee Chairmen or other members bringing information to the Committee.

National Mid-Year Executive Committee Meeting

This meeting is called only if the National President feels it is necessary. She may ask for only

the reports containing information to the business at hand. If the business to be discussed concerns

Auxiliary funds, a report may be asked for from the Treasurer. A report from the Membership

Officer may be given.

Suggested Agenda -Mid-Year Executive Committee Meeting 1. Opening Ceremony. 2. Roll Call of Executive Committee members. 3. Pro-Tem Appointments 4. Minutes of the last meeting are read by the Secretary. 5. Communications. 6. Officers and/or Chairman Reports. 7. Unfinished Business. 8. New Business. 9. Closing Ceremony.

National Department Pre-Convention Committee Meeting

The agenda for the National and Department Pre-Convention Executive Committee Meetings

are basically the same. The main difference is in the number of committees that must be appointed.

Officers and Chairmen do not give reports at this meeting unless there is an item contained within

their report that must come before the committee for their approval.

Suggested Agenda for National/Department Pre-Convention Executive Committee Meetings

1. Opening Ceremony. 2. Roll Call of Executive Committee members.

3. Pro-Tem Appointments. 4. Minutes of the last meeting are read by the Secretary.

5. Reading of communications by the Secretary. 6. Committee Appointments:

Credentials 3 members

Resolutions 5 members

Officers reports 3 members (Dept. optional)


Courtesy Resolution 3 members (Dept. optional)

Ways and Means Number optional for Department. The Region Presidents will assist the

National Ways and Means Chairman.

Other committees the President may feel are necessary.

7. Unfinished Business.

8. New Business: Department only, National optional 9. Closing Ceremony.

Agenda: National/Department Post Convention Executive Committee Meeting

1. Opening Ceremony.

2. Roll Call of Executive Committee members.

3. Appointments for the coming year are made by the newly installed President. (Further agenda items for this meeting will be completed by the President.)

4. Closing Ceremony.

Section 6. Convention Registration

The host Unit and Chapter staff a Convention registration desk where you must pay registration

and may pay banquet fees if attending the convention banquet. The registration desk should not

be confused with the credentials registration desk. The credentials registration desk is usually

found within the Auxiliary meeting room, and is where members present their voting credentials to

the Credentials Committee for voting purposes.

Section 7. Conventions – Department and National

A Convention session begins when it is called to order by the Convention Chairman and ends when

the President declares it adjourned. The entire Convention may take several days to complete, and

will be recessed at the end of the day's business and at other times for attendance at other

functions, such as Memorial Services, teas, etc.

The Department Convention is an annual meeting where officers are elected for the next year,

reports for the current year are given, and plans for the future are made. Resolutions are sent to the

National Secretary indicating the interest and desires of the members

The National Convention body is the SUPREME AUTHORITY. The body meets annually to

evaluate and recognize the work done during the year by all those on lower organizational

levels, to take final action on the submitted proposals, and to elect the National Officers for

the following year.

Please consult the Constitution and Bylaws for the current voting members of the above

conventions. The Convention Chairman of the hosting Unit is the Presiding officer, at this time, and

calls the meeting to order. The Presentation of Colors, Pledge of Allegiance to the Flag, National

Anthem, Opening Prayer and Preamble are all carried out at this time. The President is escorted to


the podium, presented to the convention members and guests, and receives the gavel from the

Convention Chairman. The President then continues as presiding officer for the rest of the meeting.

Suggested Basic Convention Order of Business

1. Opening Ceremony 2. Roll Call

3. Pro-Tem Appointments 4. Introduction of Guests and Reading of Greetings 5. Action on minutes of last Convention. A motion is in order to dispense with the reading of

the minutes because they have been published. The President must ask for omissions or corrections to the minutes and declare them either "approved as published" or "approved as corrected."

6. Minutes of the Pre-Convention Executive Committee Meeting are read and action taken. 7. Committees and appointments: The President announces committees formed at Executive

Meeting and completes appointments, if necessary. 8. Credentials Committee Preliminary Report 9. Parliamentarian reads "Rules of the Convention" 10. Officers Reports: These must be received by the National Secretary no later than June 30th;

you may also give an oral report at the Convention. 11. Committee Reports (except Credentials) 11. Unfinished Business. 12. New Business. 13. Credentials Committee Final Report. (This committee should be asked to report several

times throughout the Convention.) 14. Nominations and Election of Officers. 15. Installation of Officers. 16. Courtesy Resolutions. 17. Closing Ceremony. 18. Retiring of Colors, if presented. 19. Adjournment of the Convention.

(The foregoing Order of Business is subject to changes which the President may find necessary.)

CHAPTER 6 - OFFICERS [Refer to LAMOPH Bylaws, Articles VII & VIII (Units), Articles IX & X (Departments);

and Articles XI & XII (National).]

Section 1. President

Section 2. Unit President

Section 3. Department President

Section 4. National President

Section 5. Senior Vice President

Section 6. Junior Vice President

Section 7. Region President

Section 8. Chaplain

Section 9. Executive Committeewomen/Alternates


Section 10. Secretary (Unit, Department, National)

Section 11. Treasurer

Section 12. Trustees

Section 13. Parliamentarian

Section 14. Historian

Section 15. Musician

Any member in good standing (exceptions: Juniors, Associates and Members-at-Large) may be

elected to an office in our organization. It is the responsibility of the members to see those elected

are good officer material demonstrated by their support and work for the organization. No Unit can

be certain a member will fulfill the obligation as an officer unless the member has proven it by

practical work for the Unit. Members ages 14-17 may hold any appointed office except

Secretary and elected office except President, Sr. Vice President, Jr. Vice President,

Treasurer, Trustee or Parliamentarian at the Unit level. An Associate member shall be

without vote but may hold an appointed office except that of Secretary at the Unit,

Department, or National level.

If you are elected or appointed to a Department or National office, it means other members believe

you are capable of carrying out the duties of that office and of being a fine representative of the

LAMOPH. You should try very hard not to disappoint them. You must remember at all times you are

there to give assistance when needed and requested.

Please remember when visiting a Unit or Department you are not a member of, you have no voice

on the floor, no matter how high an office you hold. If you are asked to speak by the President, you

may do so. National officers must remember when they are attending a Department meeting, the

Department President is the highest ranking member of that Department. The same advice will hold

true for a Department officer attending a Unit meeting.

Section 1. President

A President should bring dignity to the office and be an outstanding representative of

LAMOPH ideals. She should be chosen for decision making expertise, acknowledging one

should never make decisions for the membership. A President, on every level, will welcome

the assistance of any member and assign responsibilities to the most qualified members. No

one person can or should be expected to do all the work.

Within the local Unit, Department or National, officers must remember they are Auxiliary members

first. They should refrain from imposing their official status and should act in their official capacity

only at such times as they are requested. Before making an official comment, they should refer to

necessary resources; so when they do make an official comment, it will be correct. Whether

members hold a National, Department or Unit office, they owe the presiding officer of any meeting

the respect that is due them. They should never abuse their authority.


A President carries through all motions, but does not take part in any question on the floor.

Presiding officers should not make motions or second them. If they feel strongly about an issue and

wish to speak, the chair must first be vacated. (Senior or Junior Vice President assumes the chair.)

This practice is frowned on and not advised. A President shall be an impartial Chair at all times, not

giving personal views on any issue.

A President makes all pro-tem appointments, appoints all committees and chairmen, is an ex-officio

member (a member by virtue of the office held) of all committees, and should be aware of the

progress made by the groups. A President must sign all warrants and checks and see that the books

of the Secretary and Treasurer are audited twice each year.

Don'ts for the President Do not fail to call the meeting to order on time. Do not forget your principal duties as the Presiding Officer are: to maintain order, to see

that the members abide by the Constitution and By-Laws and its Standing Rules. Do not stand while a member is speaking, or while any other business is being transacted. Do not show favoritism to members. Do not allow members to deal in personalities Do not speak of yourself except as "the Chair." Do not forget you are the servant of the membership and not the Dictator.

Section 2. Unit President

The Unit President is the presiding officer of the Unit meetings, and should ensure that the

Constitution, Bylaws, Rules and Regulations, and any Bylaws of the Unit, are upheld. She should

also ensure that the General Orders of the National and Department President are read at each

meeting, provided they are available. She must try at all times to keep harmony between the Unit

and the Chapter. The Unit President must see that the Department President is invited to make an

official visit to one Unit meeting during the Department President's term of office. She may visit

your Unit without an invitation, but you should extend that courtesy.

The President must prepare a report of the Unit's activities to present at the Department

Convention and at whatever other meetings the Department President may so direct. If elected as a

Delegate to Conventions, the Unit President may cast the Delegate vote for the Unit, rather than the

Charter vote. The incoming newly installed Unit President represents the Unit at Conventions and

casts the Charter vote. At Department Conventions, the outgoing Unit President shall give the Unit

report.

Section 3. Department President

The Department President is the presiding officer of Department meetings, and should ensure that

the Constitution, Bylaws, Rules and Regulations, and any Bylaws of the Department are upheld. She

should also ensure that the General Orders of the National President are read at meetings,


provided they are available. She must try at all times to keep harmony between the Auxiliary and

the Parent Organization.

She is the official inspector of the Units within her Department and must inspect each Unit within

her Department at least once during her term of office. If she is unable to inspect all of the Units, she

may appoint another officer or Past Department President to inspect a Unit for her, providing the

officer appointed is not a member of the Unit to be inspected. The President may not inspect her

own Unit. The Department President also signs all Charter applications for new Units.

The newly installed Department President is the Department Representative at all National

meetings and a member of the National Executive Committee. At the National Convention, the

outgoing Department President shall prepare and submit a written report of the Department's

activities during her year.

Section 4. National President

The National President is the Presiding officer of all National Executive Meetings and the National

Convention. She shall see that the Constitution and Bylaws and any Standing Rules are enforced.

She shall see that all orders of the National Executive Committee of the parent organization and the

National Auxiliary are carried out. She shall issue General Orders and other directives she may feel

are necessary, decide all questions on law and usage, subject to an appeal to the National

Convention. Her decisions shall be final and can only be reversed by the National Convention body.

She shall try at all times to keep harmony between the Auxiliary and the MOPH. She must be

advised of new units being formed.

Written permission from the National President must be received before a Unit may be formed.

She shall sign all Charters and appoint all instituting officers. The National President should be

notified of the date set for the institution of a new Unit. This may require several letters, but the

extra work involved preserves the relationships which should prevail between the local Units,

Departments, and the National organization. Sometimes, given ample notice of a pending

institution, the National President can attend, and that is always desirable.

Section 5. Senior Vice President

The Senior Vice President assists the President in maintaining order and is familiar with the duties

of the President. A Senior Vice President will preside at meetings in the President's absence and will

assume the President's duties should the office become vacant. The Senior Vice President is usually

(but not always) the Membership Chairman and her responsibilities include efforts to maintain and

increase membership. Senior Vice Presidents will carry out all assignments given to them by the

President.


Section 6. Junior Vice President

The Junior Vice President assists the President and the Senior Vice President in maintaining order

and is familiar with the duties of the President. If the Senior Vice President assumes the duties of

the President, the Junior Vice President will assume the duties of the Senior Vice President. In the

absence of both the President and the Senior Vice President, the Junior Vice President will preside

at meetings and will assume the President's duties if the office becomes vacant. The National

Junior Vice President shall supervise the activities of the six Region Presidents and shall be

the National Ways and Means Chairman unless the President chooses to give her other

duties.

Section 7. Region President

There is the same number of Region Presidents as there are Regions, each of whom is assigned to a

specific Region. They serve as coordinating officers, in order to relieve the National President of

some of the work of her office. They should try to organize new Units and Departments within their

respective Regions, and are responsible for signing the Charter applications for new Departments.

Since a Department President will organize new Units within her own Department, the Region

President would be wise to concentrate her efforts in states within her Region that are not

Departments. Unless assistance is requested by the Department President, it may not be welcome.

They work with and through the Department Officers and the National Ways and Means Chairman;

and must not presume that because they hold a National Office, they can ignore the Department

Officers in any part of their assigned area. The National Junior Vice President shall supervise the

activities of the six Region Presidents. The Annual Report of a Region President shall only

cover her activities as a National Officer and include an itemized list of all donated items and

all monies received per item for Ways and Means. (8-9-12)

Section 8. Chaplain

The Chaplain offers a prayer during the Opening and Closing ceremonies of all meetings and at any

other time a prayer or memorial ceremony is requested by the President. The President should be

informed by the Chaplain when the Charter should be draped in memory of a deceased member.

(Refer to CBL, Part III, Ritual and Special Ceremonies.) Chaplains may be requested to express

condolences to the family of deceased members, visit members who are ill, send out cards, etc.

Communications are vital to ensure proper respect is accorded those members who have

passed away and to strengthen the bonds of our LAMOPH family.

Unit Chaplains should notify the Department Chaplain and Secretary, National Chaplain and

Secretary as soon as possible after the death of a Unit member so her name will be added to the

Department and National Memorial Services. Information provided should include name, date of

death, Unit number and location, name and address where condolences can be sent. The Chaplain

is elected at the National level and appointed at the Unit and Department levels.


Section 9. Executive Committeewomen/Alternates

Although elected by the Unit, the Executive Committeewoman and her Alternate are Department

Officers. They shall be elected at the same time as the Unit Officers; however, they shall be installed

with the other officers at the Department Convention. The Committeewoman (or her Alternate) will

represent the Unit on the Department Executive Committee. She will bring to the Committee

meetings any matter her Unit may wish to have considered, and report back to the Unit any actions

taken. Since they are elected Department Officers, they may not hold any other elected office within

the Department at the same time.

Section 10. Secretary

A Secretary holds an exacting and responsible position. By efficiently carrying on the work of the

office, she helps to make the organization function smoothly. A Secretary is the right hand of the

President, and should be aware of all matters to be brought up at each meeting and should prepare

an agenda pertaining to these matters for the President's guidance, and bring all books, papers, and

other equipment needed to the meeting.

One of the most important contributions made by a Secretary is the prompt acknowledgment of all

communications. All correspondence is read and any actions taken on any matter are recorded in

the minutes, as well as the date and time the meeting opened and closed, new members initiated,

guests present, and any reports (not the content of the report, just that a report was given). If the

report concerns charity or welfare work, the names of the individual(s) assisted may be entered in

the minutes in parenthesis, and are to be omitted when the minutes are read, since the person(s)

being assisted may be present and this would cause needless embarrassment.

In reporting elections, state how many persons are present and qualified to vote, the number which

constitutes a majority, and the names of those appointed as Judge and Tellers. If there is more than

one candidate for an office a ballot must be taken. Results are recorded in parenthesis for the

official records, but are omitted from the reading of the minutes. It can be embarrassing to the loser

if totals of votes are read.

A Secretary takes down the minutes of each meeting, taking care that all motions are properly

stated and whether the motion was carried or lost. Discussion on the motion is not recorded-only

the motion and the result of that motion. She reads the minutes of the last meeting and records in

the minutes of the current meeting whether the minutes were approved, or approved as corrected.

Minutes of the National Convention and Pre- and Post-Convention NEC and Finance meetings

are recorded by a Professional Recorder. The Recorder is contracted by the MOPH for both

the MOPH and LAMOPH.

As soon as possible after the meeting the minutes are entered into a "Minutes book". She signs the

minutes; and when the minutes have been approved, writes the word "approved" and the date

under her signature. Do not add "Respectfully submitted"; your signature is sufficient.


She signs, issues, and records all warrants (countersigned by the President), gives a receipt for and

records all monies received. All money should first go to the Secretary so the transaction may be

recorded before the money is turned over to the Treasurer.

Do’s and Don’ts for the Secretary Do not forget the Minutes are the legal record of the meeting and therefore must be

accurate. Do not forget to paragraph the Minutes. Do not use adjectives. Do not give your personal opinion regarding any action taken at the meeting. Do not fail to record "Motion was carried, Amendment, Recommendation, Resolution was

adopted". Do not chronicle debate. Chronicle only what was DONE. Do not fail to record lost motions. Do not make motions or take part in debate if you can refrain from it. Your thoughts should

be centered upon taking the Minutes. Do not forget if the President and Vice Presidents are absent, it is your duty to call the

meeting to order and preside until a President pro-tem has been elected. Do not sit while reading the Minutes. Do not forget your Minutes should be entered in a Minutes Book and read from that book at

each meeting. Corrections to the minutes should be made on the margin opposite the paragraph to be corrected.

Do not use letterheads and envelopes from another organization or from the Parent Organization.

Unit Secretary The Unit Secretary is the right hand of the Unit President. In addition to the duties as outlined

above, she is responsible for forwarding delegate and installation reports to the proper Department or National Secretary. She also sends a copy of the installation report to the Region President; keeps a roster of all members of the Unit, and keeps a copy of all correspondence going out of this office, as well as a file of National and Department General Orders.

Department Secretary The Department Secretary is the right hand of the Department President. In addition to the

duties as outlined above, she is responsible for sending out notices to the other veteran organization auxiliaries of the Annual Department Convention, if required by the Department.

National Secretary The National Secretary is the right hand of the National President. In addition to the duties as

outlined above, she is responsible for notifying the other veterans organization auxiliaries of the Annual National Convention, if so required.

Example of Recorded Minutes The regular meeting of Ludlow, Unit #1, was held on Monday, April 5, 1994, at the Chapter

Home. The meeting was called to order by President Brown at 8:00 p.m.

Opening Ceremony was held followed by the introduction of National VAVS Representative,

Alice Jones and prospective member Sheila LaPlant.

Roll call found eight officers present.

Pro-Tem appointment: Grace Smith, Chaplain.

The minutes of the last meeting were read and approved. National and Department General

Orders were read. All communications were read.


An application for membership was received from Sheila LaPlant, wife of Patriot LaPlant. Mrs.

LaPlant was excused from the room while a ballot was taken. Mrs. LaPlant was accepted for

membership and took the membership obligation.

The Welfare Committee Chairman reported the family of Patriot (Green) was in need of

assistance. It was moved by Sally Shore, seconded by Nellie Nice that the Auxiliary donate $50.00 to

the (Green) family. Motion carried.

Unfinished Business: Set up for Rummage Sale on April 22 at 7:00 a. m.

New Business: Election of Officers. Roll call indicated 16 votes, majority of nine to elect. Judy

Hill, Judge; Annie Walker and Martha Johnson, Tellers. Election results were as follows:

President: Marge Armstrong

Sr. Vice President: Ruth Vandercook

Jr. Vice President: Tabbath Stevens

Treasurer: Faith Nixon

Chaplain: Priscilla Pious

A ballot had been taken for Chaplain (Jenny Lind seven votes, Priscilla Pious nine votes.)

Treasurer’s Report: General Fund: $150.00, VAVS Fund $325.00

VAVS Representative Alice Jones gave a talk on Veterans Hospitals and ideas for future projects.

Section 11. Treasurer

The Treasurer is the custodian of the funds. She must keep accurate financial records of all receipts

and disbursements. Upon receiving properly signed warrants from the Secretary, she shall sign and

issue all checks, countersigned by the President. Two signatures are required on all Auxiliary

checks. The warrant, check and receipts for the same disbursement should be stapled together for

less complicated audit. The Treasurer should give a receipt for all monies paid to her using a

duplicate receipt book.

The Treasurer shall keep two separate funds, a general fund and a VAVS fund. VAVS funds must be

used for hospital work only and must not be transferred to the general fund. The general fund may

be used for anything the body may so direct. The Treasurer's books shall be open for inspection at

any time by any Unit member in good standing.

The Unit Treasurer shall be responsible for forwarding any membership fees she may receive

from members of her Unit to the National Membership Officer. This should be done as soon as

possible after receipt of membership fees.

At each meeting, the Treasurer shall give a report to the members. Starting date of the report

should be the same date as the previous meeting. Closing date should be at least one day prior to

the meeting at which the report will be read. [Example of how to date a Unit Treasurer's Report:

Your Unit meets the first Tuesday of each month (i.e. January 5th, February 2nd, March 2nd, etc.).

The report given in February would be dated January 5th to February 1st; report given in March

would be dated February 2nd to March 1st.] At the end of the Treasurer's term of office, a complete


financial report shall be presented covering the entire year and sent to the National Treasurer

by October 1st.

For other duties of the Treasurer, see Chapter 14 (Filing IRS Form 990-N e-Postcard) and

Chapter 22 (LAMOPH Key Due Dates).

Don'ts for the Treasurer Do not hold on to checks received; deposit them as soon as you receive them. Do not fail to remit all authorized disbursements in a timely manner. Do not fail to keep all receipts of expenditures with the canceled check and warrant used to

pay such expenditures. Do not fail to keep your books in such a manner that they may be audited on a moment’s

notice. Do not fail to keep all VAVS money in a separate fund.

Warrants

Warrants provide a permanent record of payment authorizations for audit purposes.

Warrants usually are based on an approved budget or on individual items approved for

payment at a formal meeting. The National Secretary completes a warrant for each expense

report and sends the warrant along with a copy of the expense report to the National

Treasurer before a check can be written. Units and Departments are encouraged to use the

warrant procedure for payments by their treasurers. (Refer to Appendix B for a sample

warrant.)

Section 12. Trustees

When new Units and Departments are formed they will elect three Trustees to serve as the

Auditing Committee. They will be a 1-Year Trustee, a 2-Year Trustee and a 3-Year Trustee. They

will serve on the committee as their titles suggest, i.e. the 1-Year Trustee will serve for one term,

the 2-Year Trustee for two terms and the 3-Year Trustee for three terms.

At the end of the first term the 1-Year Trustee will no longer serve on the committee, the 2-Year

Trustee will automatically take the position of l-Year Trustee, and the 3-Year Trustee will

automatically take the position of the 2-Year Trustee. The Unit or Department will then elect a new

3-Year Trustee. Each year, the 1-Year Trustee will leave the committee, the 2-Year and 3-Year

Trustees will move to their next terms, and a new 3-Year Trustee will be elected.

Should a Trustee resign, a new Trustee shall be elected to complete the term. Example: The 2-Year

Trustee resigns after having served only six months of her term. A new Trustee will be elected to

serve for 18 months-six months as 2-Year Trustee, and 12 months (one term) as 1-Year Trustee.

Remember that each Trustee is elected to serve a certain number of terms. The resignation of one

Trustee should not deprive the other Trustees from completing their terms of office.

F

aith

Nixon,

Treasure

r 22


Section 13. Parliamentarian

Parliamentarians do not issue rulings; they issue opinions. Only the National President has the

authority to issue rulings. When any question arises concerning rulings, the question should be

asked of the Parliamentarian and should be in writing. However, should the question and answer

occur at a meeting, there would be no need for them to be written, as both would be included in the

minutes.

If the Unit Parliamentarian has issued an opinion; and if the member seeking that opinion is not

satisfied, she may appeal to the Department Parliamentarian, if a member of a Department. Final

appeal shall be to the National Parliamentarian.

The National Parliamentarian must consult with the National President and Secretary before

issuing an opinion. Since she has consulted with the National President, and the National President

is in agreement, this opinion is final and can only be reversed by the National Convention Body. If

she fails to consult with the National President, this would constitute failure to comply with the

National Constitution and Bylaws and the National President could reverse the opinion. Only the

National President has the authority to issue rulings, following consultation with the National

Parliamentarian.

At the Military Order of the Purple Heart (MOPH) 2009 National Convention, the body of the

Convention voted to mandate that the LAMOPH hire a professional recorder and a

professional parliamentarian for National Conventions and Pre- and Post-Convention NEC

and Finance meetings. (Refer to Chapter 20 -- Hiring a Professional Parliamentarian.)

Section 14. Historian

The Historian shall enter into a permanent history book a record of events and activities of

her Unit, including names of officers. She shall also establish and maintain a scrapbook, if

desired, for the preservation of clippings, programs and other material which will complete

the Unit’s historical record. She shall make an annual report to the Department and National

Historians at least thirty (30) days before the annual convention or sooner if so ordered.

This report shall follow outlines suggested by Department or National Historian and be on

forms furnished for that purpose.

Section 15. Musician

The Musician shall assist the President in carrying on the work of the Unit by furnishing

appropriate music during meetings or special ceremonies and as the President may request

or the Ritual may require.


CHAPTER 7 - ELECTIONS - VOTING ELIGIBILITY

(Refer to LAMOPH Bylaws, Article XIV, Section 4.)

Section 1. Who Can Vote?

Section 2. Election of Delegates and Alternates

Section 3. Delegate Votes

Section 4. Delegate Credentials

Section 5. At the National Convention

Section 6. Credentials Committee

Section 7. The Judge and Tellers

Section 8. Election of Officers

Section 1. Who Can Vote?

Unit

All Unit members in good standing

Units with less than ten (10) senior members do not have a vote. Units and Departments not

submitting a current Installation Report, Finance Report, and confirmation of 990-N filing

will lose their right to vote at the National Conventions and will not be considered in good

standing.

Department (Refer to LAMOPH Bylaws, Article IX, Section 9)

National President, if she is a member of a Unit within the Department

All elected Department Officers and the Department Secretary

All Past Department Presidents who are members of a unit within the Department

Each Unit President; or in her absence, the Unit Senior or Junior Vice President

Delegates elected by their Units

One Executive Committeewoman (or her alternate) from each Unit within the Department

Past National Presidents who are members of a Unit within the Department.

National (Refer to LAMOPH Bylaws, Article XI, Section 8)

All elected National Officers. National Secretary and National Membership Officer

All Past National Presidents

Each Department President; or in her absence, the Department Senior or Junior Vice President

Each Unit President; or in her absence, the Unit Senior or Junior Vice President

Delegates elected by the Units

The vote cast by any President is known as the "Charter Vote." Each of the above officers and Past

Presidents is allowed one vote. If entitled to a vote in more than one capacity, she elects to vote in

one and absent herself in the other(s). No proxy votes are allowed with the exception of the


delegates. If there is more than one delegate elected to a Unit, one delegate may cast the entire

delegate vote. When a written ballot is used the Presiding Officer has a vote. When a voice vote is

used she may vote only if her vote will change the result. A tie vote is a lost vote.

Section 2. Election of Delegates and Alternates (Refer to LAMOPH Bylaws, Article XV,

Sections 1 and 2.)

Notify all members in good standing, in writing, two (2) weeks before election, whether such

election is for Unit officers or for delegates and alternates to the National or Department

Convention. Delegates and alternates to the National Convention are elected at the business

meeting held in April or May of each year. Delegates and Alternates to Department Conventions are

elected at the business meeting held in May of each year (or the month preceding the Department

Convention).

It is best to elect delegates who would otherwise have no vote at the convention. This will allow

more votes for your Unit. One delegate and one alternate for each group of ten (10) senior

members, plus an additional one delegate and one alternate for any remainder of six (6) through

ten (10) shall be elected at the last regular Unit meeting at least 30 days prior to the Convention

(either Department or National). Before the election begins, a motion MAY be made to vote for

delegates and alternates collectively on the same ticket. [For example: A Unit with 31 eligible

members is entitled to three (3) delegates and three (3) alternates. The President calls for

nominations from the floor. The Judge records the names of nominees as they are given by the

members. At least six (6) names must be given in order to have three (3) delegates and three (3)

alternates; however, there can be more than six (6) names nominated. ]

The Tellers distribute ballots to the members, who vote for three (3) names out of the six (6) or

more, placing three (3) names on the ballot at one time. After the members have voted, the Tellers

collect the ballots. One Teller reads aloud the names on the ballots, the other keeps a tally of names

called, while the Judge records the votes after each name. The three (3) members receiving the

highest number of votes shall be declared the Delegates, and the lowest three (3) in number shall

be declared the Alternates. The same method applies regardless of the number of delegates or

alternates allowed to the Unit. Where a Unit is larger, the number of names would increase. As a

recommendation, before elections begin, the Parliamentarian could read the sections of the

National Constitution and Bylaws pertaining to Delegates and Alternates.

After Delegates and Alternates have been elected, send a list of their names to the National (or

Department) Secretary.

Section 3. Delegate Votes

Each delegate is allowed one vote. If delegates have not been instructed by their Units to vote for a

specific candidate, they may vote for the candidate of their choice. If a delegate is absent and has no

alternate voting as a delegate, her vote may be cast by the delegate chairman. This is the only time a


proxy vote is allowed. If only one delegate is present, she may cast the entire delegate vote. If all

delegates are present, the first delegate may still cast the entire delegate vote, if the delegates so

desires. In the absence of a delegate, the first Alternate becomes the last delegate.

Example: Delegates Alternates

Mary Jones Rose Martin

Alice Smith Jane Carson

Helen Conroy Susan Harris

Mary Jones does not attend the Convention, thus:

Delegates Alternates

Alice Smith Jane Carson

Helen Conroy Susan Harris

Rose Martin

If the Unit has only one member attending the Convention it would be wise to elect her as your

delegate. This would apply to Units with more than 38 members. Delegates to a Department

Convention are elected in May. Delegates to a National Convention are elected in June. As soon as

possible after election, the Unit Secretary should forward to the proper secretary the list of

delegates and alternates elected by the Unit. Delegates and alternates must attend all business

meetings (unless appointed to a committee which meets during business sessions) and bring back a

report to their Units containing any pertinent information.

Section 4. Delegate Credentials

Delegate credentials are to be presented to the Credentials Chairman at all Department and

National Conventions, so the Credentials Committee may determine the voting strength of the

Convention. Delegates will not be allowed to sign the Credentials book without the proper

credentials.

Section 5. At the National Convention

If a delegate has misplaced, lost or forgotten her credentials, the Credentials Chairman will direct

her to the National Secretary. After determining the membership of the delegate, and if it is valid,

the National Secretary will issue new credentials. Departments are urged to follow the example of

the National Auxiliary.

Section 6. Credentials Committee

Credential forms are furnished by the Department and National Secretaries. They must be signed by

the Unit President and/or Secretary. Do not send the credentials to the Department or National

Secretary. The Credentials Committee must be presented with the member's proper credentials at

the Convention, and the member must sign the Credentials Book prior to the election. This is


separate from other registrations and roll calls. When the Secretary calls the roll at conventions,

just prior to the election, you must answer as you have registered with the Credentials Committee.

The following is an example:

[You are a Unit President, but your Unit has elected you as a delegate. You will register with the

Credentials Committee as a delegate. When the Secretary calls for Unit Presidents, you will answer

"Delegate". The Secretary will then strike your name from the roll of Unit Presidents. When she calls

for delegates for the Units, you will answer "Here", when your Unit number is called.]

Section 7. The Judge and Tellers

A Judge and two (2) Tellers shall be appointed by the President. This appointment shall not deprive

them of being nominated and elected to any office. When directed to do so by the President, the

Tellers will distribute blank ballots to the voting members. After voting is completed the Tellers will

collect the ballots, and along with the Judge, tabulate the number of votes received by each

candidate. The Judge will then report the results to the President, who will announce the candidate

receiving the majority of votes and, therefore, elected to that office.

Blank ballots should be discounted for what they are-scrap paper. Ballots with misspelled names

are still valid and should be counted for the intended candidate. Ballots containing only the name of

a candidate should be counted as one vote. All ballots should contain the name of the candidate and

the number of votes allowed the member casting the vote. At Unit elections only the name of the

candidate is necessary. Any member who thinks an error has been made has the right to call for a

recount or a new vote. The Judge and Tellers should make sure that the total number of votes cast

does not exceed the total voting strength. After count is completed, ballots must be kept for 30

days by the Secretary before being properly destroyed.

Section 8. Election of Officers

The Secretary takes roll call of all voting members present and reports the voting strength of the

Unit, Department, or National Auxiliary. At Conventions this would also include the delegate

strength of each Unit present. She then states the majority of votes needed to win the election,

which is one half of the voting strength plus one.

The President appoints one Judge and two Tellers. She then directs the Sergeant-at-Arms, "No one

is to leave or enter the meeting room during any voting process, except in an emergency." The

President then opens nominations for the office of President. After someone has been nominated,

the President will ask twice more for nominations. She will then close nominations. She will ask

each nominee if she will accept the nomination. If more than one accepts, it must go to a written

ballot. If only one accepts, her name is put on the slate for that office. There should be no applause

during or after the election of officers.


The President continues in the above described manner until the complete slate of officers has been

elected. The Secretary will read the slate of officers-elect and the President will declare them duly

elected to serve in the coming year. The President will dismiss the Judge and Tellers and instruct

the Secretary to retain the ballots (if any) for a period of 30 days. The President-elect should then

announce the names of her appointed officers and Installing Officer. After Unit/Department officers

have been installed, send an election report to the respective National and/or Department

Secretary(s).

CHAPTER 8 - PARLIAMENTARY PROCEDURE (Refer to LAMOPH Bylaws, Article XII, Section 9.)

Section 1. General Information

The term "parliamentary procedure" is used to denote the orderly routine by which an organization

is guided in the conduct of its meetings. The Constitution, Bylaws, Rules and Regulations of the

LAMOPH follow Robert's Rules of Order, Newly Revised (latest edition), to fit our particular

problems.

A presiding officer is gracious, tactful and just. She gives each member a chance to speak, but allows

no one member to monopolize the floor. If it appears a matter is going to be overlooked, the Chair

can say, "It has been suggested that we should ______________.” The Chair will entertain a motion to

that effect in order that we may discuss it properly. Usually a member will respond at once with the

requested motion. An officer is addressed as "Madam"_____________. Do not use "Sister". Business

meetings should be kept dignified, with proper respect shown to each member.

While we want to conduct our meetings correctly, we must refrain from "airing" our knowledge to

the embarrassment of another member. Care must be taken to recognize the intent behind a

proposed action, even though it has been introduced improperly. A tactful, gracious presiding

officer will suggest proposals be put into the form of a motion, or will rephrase them into the

proper form. Here is where a smiling, friendly manner pays big dividends.

A meeting conducted in an informal manner can be just as legal, interesting, and profitable, as one

which is so formal it loses the qualities of friendliness and harmony. Business conducted in a

relaxed, friendly atmosphere is likely to be good business. Although it is proper to move that a

special committee be appointed, it is improper to suggest a certain person be placed on the

committee. Remember, the President has the privilege of appointing committees, and at the end of

her term of office those committees are automatically dissolved.

Our own Constitution, Bylaws, Rules and Regulations are the final authority; other references are to

be considered as guides to help us carry out the objectives of our own organization. We may adopt

ideas from other groups, but only if they will improve our own organization.


Section 2. Protocol-Unit and Department

Whenever the National President attends an auxiliary meeting, she should be treated with the

utmost respect and courtesy due to the highest office in the LAMOPH. She should always be invited

to join the presiding officer at her station and invited to speak to the members. The National

President is usually asked to install officers and institute Units, if these items are on the agenda of

the meeting. It is considered an honor for a Unit and officers to be instituted and installed by the

National President.

The President of the Unit or Department meeting which the National President will attend is the

official hostess and is responsible for seeing that the National President receives all the necessary

information concerning the meeting. She should arrange hotel accommodations and escort from the

airport, if necessary, and any other courtesies the Department or Unit may wish to extend.

When Department Presidents are making their official visits to the Units within their Departments,

they are usually invited to join the presiding officer at her station. When other National or

Department officers are guests at a meeting, they should always be introduced and treated with

respect and courtesy. Whether or not they are invited to join the presiding officer at her station is

the decision of the presiding officer. Since space is sometimes limited at the President's station, it is

acceptable to invite only the highest ranking officer to join the presiding officer, if more than one

officer is present.

When National officers, other than the National President, are attending their own Department

meetings, they should be introduced to the body, thus showing respect for the office they hold. In

most cases the National officer is there only as a member of the Department and should be treated

as such. Each Department and Unit shall decide what courtesies, financial and otherwise, they wish

to extend to visiting officers.

Since guests are not usually members of the Unit or Department, and have no voice on the floor,

courtesy demands you invite them to speak a few words to the members. Whenever an

unscheduled guest is granted permission to speak to the ladies at a meeting, the Bible should be

closed while the guest is speaking. This would indicate to the members the meeting is in recess and

would prevent any member from calling for a "point of Order" (To proceed with the order of

business), thus embarrassing the speaker and disrupting the meeting.

Jr./Sr. Vice Presidents and the President

There is an unwritten rule concerning the Jr. and Sr. Vice Presidents and the President. The rule is: Where the President is making an official visit, (unless it is your own Unit, Department or Region meeting), you do not attend. Your presence would be considered a breach of Protocol. You would be of greater assistance to the President if you would attend your own meetings and extend her greetings.

If it is a social event, where many officers will be in attendance, your presence will be very much appreciated. If you are a guest at the same meeting as the President, one of the following might happen: You will not be included in courtesies extended to the President, thus making you feel hurt


and ignored, or you will receive the same courtesies, thus making the President feel hurt and ignored. The President cannot possibly accept all invitations, if she should ask you to attend in her place, she must reimburse you all expenses.

CHAPTER 9 - MOTIONS

Section 1. Form Used in Offering A Motion

Section 2. Don’ts When Making a Motion

Section 3. Writing a Resolution

A motion is a proposal that the body take certain action. Once the motion is carried, if the action

proposed is to be permanent, an additional motion must be made to make the original motion

become a standing rule. To make a motion, a member must first obtain the floor and then state the

action she proposes to have taken.

Section 1. Form Used In Offering A Motion

Miss Blank rises. Presiding Officer recognizes her.

Presiding Officer: "Miss Blank".

Miss Blank: "Madam President, I move that

Mrs. Work (without rising): "I second the motion

Presiding Officer: "It has been moved and seconded that

"Question on the motion"?

Members obtain the floor and express opinions until all who wish to speak have spoken or the

President indicates enough time has been allowed for discussion.

Presiding Officer: “It has been moved and seconded that. . .

"All those in favor of the motion, say `Aye

(Members agreeing respond).

"All those opposed, say `Nay'.

(Members opposed respond.)

"The motion is carried (or lost)"

A tied vote is a lost motion (same number of "ayes" & "nays").

Section 2. Don’ts When Making a Motion

Do not talk in the meeting without gaining the floor. Do not say "I make a motion"; say "I move Do not say "I amend"; say "I move to amend Do not move to "Lay motion on the table until the next meeting". A motion cannot be tabled

for a set time. If you wish to consider it at a certain time, move to "Postpone to a stated time".


Section 3. Writing a Resolution

When a main motion is of great importance, it is best to present it in the form of a resolution. A

resolution must be the result of a motion carried at a Unit or Department meeting and must be

signed by the President and Secretary of the Unit or Department submitting the resolution. All

resolutions originating in a Unit within a Department must first be submitted to the Department. If

accepted by the Department, the Department shall submit the resolution to the National Secretary

by June 30th. If the resolution originates in a Unit not within a Department, the Unit shall submit

the resolution directly to the National Secretary by June 30th.

When writing a resolution, you will first state the reason for the resolution. (This is referred to as

the "Preamble".) A resolution should normally deal with only one subject. The preamble or the

WHEREAS’s must never contain a period (refer to Sample Resolution, Appendix A). Each

WHEREAS paragraph should close with a comma or semi-colon, followed by the word “and”

except the last WHEREAS, which should close with the word “therefore” or “therefore be it”.

After the Preamble, you will state what action you wish to be taken. This is the Resolution.

The resolved portion of the resolution begins with the word RESOLVED and is followed by a

comma and the word “That” which begins with a capital T. If there is more than one

RESOLVED, each of them should be a separate paragraph. Unless the paragraphs are

numbered, each one should begin with the word RESOLVED. .) All resolutions must be

submitted on official LAMOPH letterhead and dated and must be signed by the submitting

Secretary and President of the Unit and Department; where there is no Department, the

resolution is only signed by the Unit Secretary and President. (Refer to Appendix B for

Sample Resolution submitted by a Unit where there is a Department.)

CHAPTER 10 - COMMITTEES AND THEIR DUTIES

The President of an organization must depend on competent Chairmen and committees for help in

carrying out the objectives of the organization. The President appoints all committees (first

member named is usually the Chairman) not otherwise provided for and is, by virtue of her office,

a member of all committees; thus, she must be notified of committee meetings.

Standing committees are appointed/elected annually at the Convention and serve for the entire

year. Special Committees are appointed for a specific purpose and are dissolved when that purpose

has been accomplished.

All committee appointments expire when the President's term expires, unless of such nature as

must be held over. The committee chairman will be asked to furnish a report to the organization on

the progress of her committee. At the Unit level, this may be done verbally or in written form. At the

Department and National level, committee and officer reports should be presented in written form,

preferably typed, no longer than two pages. A good verbal report is condensed and complete.


The mark of a good leader is to take out the "I", to tell what the committee accomplished through

your leadership and to consolidate and summarize. The audience will appreciate your short, but

informative report. When giving a verbal report, the chairman or officer needs to remember the

three "B"s: Be on time. Be brief, and Be gone. Do not give a daily account of every single occurrence,

event, etc. Do not try to mention all the individuals or Units by name and date. Someone will always

be overlooked and this will lead to hurt feelings. Do not read your written report, word for word to

the audience. This way valuable time is not taken away from the meeting. You can always invite

those who are interested in more detailed information to read your written report at their leisure.

Section 1. Appointed Chairmen and Their Reports

There are eleven (11) reports that need to be completed annually by each unit (Patriotic

Instructor/Americanism, Chaplain, Community Activities, Community Hospital, History,

Installation, Publicity, VAVS, Viola, Finance Report and Inspector Report). Refer to Chapter

15 for the Annual Unit and Department Finance Reports procedure and Chapter 21 for

National or Department Inspector procedure.

1. Report forms are available on the MOPH website: www.purpleheart.org , click on

Ladies’ Auxiliary; click on Download Forms for a list of forms available. Double click

on the appropriate form and you may then complete the form and print or save the

form to your computer for future use.

2. Forms are also available from the National Secretary whose phone number and

address can be found in the Purple Heart magazine.

3. Report information is from July 1st of one year to June 30th of the next year. Write the

appropriate years on the top of the form that you are submitting.

4. Write the Unit number, name, city, and state as written on your Charter.

5. Be accurate in your reporting; round off dollar amounts to the nearest dollar. Your

comments or suggestions are welcomed by the Chairman who is receiving your

report, as they may be helpful to other units.

6. The Unit President or Unit Secretary (or Chairman) must sign and date the forms.

7. When you have completed the reports, make three (3) copies: (1) copy to the

National Chairman, (1) to the Department Chairman, and (1) for your Unit file. At the

bottom of each report is indicated who to send the reports to and where you can find

their address or email address. It is encouraged that all reports be sent via email.

8. Send every report even when your unit has not done any activity. In this case, just

indicate “No Activity” on the form.

9. The date for reports to be sent to National officers is June 30th. Check with your

Department to insure that you have the correct report due date for your department,

as it may be earlier than the National report due date.

10. Mail or email your Installation Report upon the election and installation of your

officers. DO NOT WAIT until the Department or National due date for this report. The

Unit Installation Report should be sent to the Department Secretary, Region

President and National Secretary by June 30th. The Department Installation Report

should be sent to the Region President and National Secretary by June 30th. (THE

http://www.purpleheart.org/


INSTALLATION REPORT IS THE ONLY ONE OF THESE ELEVEN REPORTS SENT TO THE

NATIONAL SECRETARY.)

11. It is a good idea to have a notebook at your unit meetings where members can record

their volunteer hours, mileage, donations, and projects sponsored by your unit.

Volunteer hours at community activities, community hospitals, helping veterans and

their families, working at voting polls, etc., should be logged into this notebook. This

will serve as a record of what was accomplished by the members of the unit when

they are to complete the required reports.

12. Keep community hospitals, which are private or public hospitals that are not

operated by the VA, separate. VAVS work is done at VA hospitals and Community

Based Outpatient Clinics (CBOC’s) which are VA clinics in areas where there is not a

VA hospital.

13. If you need help with any questions that you may have while filling out your reports,

please ask your officers for assistance.

14. The Membership and Ways and Means Chairmen need only report to their respective

Unit, Department or National Auxiliary. The Senior Vice President is usually (but not

always) the Membership Chairman.

15. Unit Chaplains and Historians are also required to fill out reports and submit a copy to their

counterparts on the Department and National levels. Historians are urged to remit their

History Books to the National Historian for awarding at the National Convention. The

Department and National Chairmen will compile your information, along with information

received from other Units, and give a complete report to the Department and National

Conventions.

Membership

The Senior Vice President is usually (but not always) the Membership Chairman. She could

obtain a list of all Chapter members to ascertain if they have a female relative eligible to join the

Unit. The list could be updated each year with the names of new Chapter members and their eligible

relatives. The most effective way of gaining new members is through personal contact.

The membership chairman should be well acquainted with the objects and purposes of the

organization. She should be able to answer questions and explain these objects and purposes to

prospective members. It is important to have a good knowledge of the eligibility for membership as

set forth in the National Constitution and Bylaws.

Ways and Means

The National Junior Vice President shall be the National Ways and Means Chairman unless

the President chooses to give her other duties. The National Ways and Means Chairman shall

prepare a report of an itemized list of all donated items and all monies received per item to

be reported at National Convention. It is the job of the Ways and Means Committee to devise and

carry out ways of raising funds for the organization. In some instances written permission must be

granted by the parent organization and/or governmental agencies (i.e. raffles, bingo's, etc.). The

laws vary from state to state, so it is best to check and determine proper procedures to follow on an

individual project basis. (8-9-12)


It is against the rules of the Parent organization to hire a professional fundraiser. At the

National level, all Region Presidents assist the Ways and Means Chairman in fund raising activities

and assist at the National Convention. All monies from Ways and Means go directly to the Ways and

Means Chairman and not to the respective Secretary. The Ways and Means Chairman will forward

all monies to the Secretary. It is suggested that Ways and Means Chairman deduct their expenses

from monies received.

Patriotic Instructor/Americanism

The Patriotic instructor is in charge of Americanism activities for the Auxiliary. Activities

are carried out alone or jointly with the Parent organization. These activities include (but are not

limited to) flag presentations, special patriotic programs, holiday observances, etc.

Community Hospital

The Community Hospital Chairman will report work done in non-VA supported hospitals,

other medical care facilities within the community, and/or at the home of a veteran. This might

include visiting or doing errands for a veteran who is homebound.

Community Service

Your Unit may take credit for monetary donations taken out of Unit funds or donations

made in the name of the Unit. Private donations by members, given in their names, cannot be

credited to your Unit. You may take credit on your Hospital reports for any work done in your home

(i.e. sewing knitting, cooking, baking, crafts, etc.), that is donated to an institution.

Viola

The Viola is the official flower of the Military Order of the Purple Heart. Viola donations are

used for welfare and rehabilitation and cannot be used for any other purpose. The address for

ordering Violas is found in "The Purple Heart Magazine". Please remember to get permission from

the venue to hold a Viola distribution.

Many Chapters and Units hold annual Viola distributions, either together or individually. When

Chapters and Units work together on the Viola distributions, the donations are usually divided

equally, or whatever percentage they may agree upon. A Unit may hold a Viola distribution on its

own, without the assistance of the parent Chapter, if they so desire.

Historian/History Book

It shall be your duty to record and preserve for your Unit the incidents and events that would

be of historical interest to your members in the future, such as the accomplishments, your

outstanding civic, military, and social affairs, and distinguished visitors. Thus your Unit history will

influence and impress the future, as well as the present members.

The History Book is the responsibility of the Historian. History books shall contain only the

photograph of the respective President each year. It shall also contain a condensed history of the

Unit, Department or National Auxiliary, new officers yearly, guests entertained, Department and

National Officers from your Unit/Department, and other pertinent information concerning its


growth through the years. Scrapbooks may contain any miscellaneous items such as mementos

from conventions, candid pictures, etc.

Veterans Affairs Voluntary Service (VAVS)

The VAVS Program, founded in 1946, is in effect throughout the VA medical center

system. VAVS, supported by all major Veteran Service Organizations, operates the largest

volunteer program in the Federal government, supplementing staff and resources in all

areas of patient care and support. Volunteers supplement essential personnel, equipment,

facilities and programs for the direct and indirect care, treatment and welfare of veteran

patients. Over 350 organizations support the VAVS and volunteers have provided millions of

dollars in service hours since its founding.

The annual VAVS form should be completed by the Unit’s VAVS Representative or Deputy

Representative. If you do not have a Representative or Deputy, the President may appoint a

hospital chairman.

If your Unit wishes to start a project in one of the VA Medical Centers, you must first

notify the Chief of Voluntary Service or the VAVS Representative at the VA Medical Center.

Your Unit/Department VAVS Representative may apply for VAVS funds to assist in providing

for our veterans (see Chapter 19 and Appendix D for details). For more information on

VAVS, see Chapter 18 or contact the National LAMOPH VAVS Representative.

Publicity

Publicity of LAMOPH activities can take many forms. The right kind of publicity can be productive not only in successful projects, but can also increase interest and membership. The basic means of publicity are newspapers, magazines, radio and television. Smaller neighborhood papers are usually more receptive to "News Releases" from a Unit. Many Units and Departments have a newsletter which goes to all of their members on a regular basis (i.e. monthly, quarterly, etc.).

The parent organization also publishes "The Purple Heart Magazine", and the address for article submission is given in each edition. Remember, newspapers are businesses and they are supported by their advertising. Articles written for submission to newspapers should be timely, of importance to the general public, and should be presented in such a manner as to need little or no editing. Keep in mind the publication date. Some papers are printed daily, others only once or twice a week. You should try to anticipate the event, and have your copy in the hands of the editor for publication prior to the event.

Radio and television stations broadcast public service announcements, or if you are able to participate in a live radio or television program, you should try to meet with the director of the program prior to the actual presentation. Always observe station rules such as timeframes. Arrive on time and be prepared. If you are asked to write a script, have it prepared and be sure of your facts. Make your presentation interesting to everyone, and do not give information which is only of interest to members. Be sure to give an address or telephone number where persons who want more information can contact you. Always send cards of appreciation.

Tips in Writing News Releases

1. Study the "style" of the newspaper to which the copy will be sent. Figures of speech may be common to one newspaper and never used in another. When you have written your copy, make sure yours conforms to the general style of the newspaper.

2. Ascertain the deadlines for submitting news. Sunday issues demand more time than daily issues, as a rule. Plan to have your copy in the editor's hands in ample time. Anticipate the event whenever possible so your publicity will be timely.


3. Check directories, mailing list, etc. for correct spelling, middle names and initials, correct addresses, exact title, etc. Check with the proper chairman to be sure of date, place of event, and names of committee members, etc.

4. If the copy is to be sent to more than one paper, send each one an original. There is nothing flattering about a copy, and they usually go in the wastebasket.

5. If a certain editor has been usually cooperative, reward him/her with a “scoop” occasionally an interesting story which is exclusively for his/her newspaper.

6. Use letter size paper or official letterhead stationery. Don't scribble on a scrap of paper. If using plain paper, type the name of the organization across the top of the first sheet. Type the copy, if possible. In any case, double space to allow for notations by the editor.

7. Your name, address, telephone number and official title go in the upper left hand corner. A few spaces below your name, etc., enter the release date (i.e. the date you want the story to appear in print.) Start approximately five inches from the top of the paper to start your story. This allows space for the heading and/or special instruction to the typesetter, etc.

8. The opening paragraph of your story should answer these questions: Who? What? Why? When? Where? The most important information should come in the first paragraph. If space is limited your story will be cut from the bottom and may end up only being one paragraph long.

9. Put the word "end" at the end of the story and sign your name below this. 10. Pictures can tell news at a glance. Whenever possible, they should be action pictures rather

than posed groups of people. Large glossy prints are usually best. Select good, clear pictures, and have them enlarged to a 5x8 size.

Audit Committee

The members of the Audit Committee are the three (3) elected Trustees, with the Trustee

whose term next expires being the Chairman or Senior Trustee. If all Trustees are not present

for the audit, the President may appoint a Trustee Pro-Tem. The purpose of the Audit

Committee is to assure that financial records are correct and current. The Senior Trustee will call

the Auditors together for the semi-annual audits or at the direction of the President. The Secretary

and Treasurer are not present at the audit, but should be nearby to answer any questions the

committee may have of them.

The Secretary will furnish the warrant book, the account ledger, and any other documentation

required by the committee. The Treasurer will furnish the account ledger, receipt book, checkbook,

bank statements, canceled checks, and any other documentation requested by the committee

concerning financial status. A calculator should be used if possible, especially in large Units or at a

Department audit. The work is divided among the auditors, one using the calculator, another

reading the receipts and disbursements, and the third checking the warrants and canceled checks.

The warrants and canceled checks must correspond with the warrant book stubs and checkbook

register. Receipts must correspond with the receipt book.

Any discrepancy found by the Auditing Committee should be discussed with the Secretary and

Treasurer. Simple mathematical errors should be corrected immediately by the individual involved.

Any problem which cannot be solved should be reported immediately to the President for her

direction. Each member of the Auditing Committee will sign account ledgers, warrant book,

checkbook, and bank statements when the audit is concluded, and the date of the audit is added

after the last signature. The Senior Trustee will give a report to the body at the next regular meeting

following the audit.


Courtesy Resolutions Committee

This committee is appointed at the Convention by the President to determine who should

receive an official thank you letter from the Auxiliary, for courtesies extended during the meetings.

Recipients may include members of the hotel staff (Optional for Unit and Departments), guest

speakers, etc.

Finance Committee (Optional for Unit and Department)

A budget is a financial estimate of possible income and possible expenditures for the coming

year. The budget must be approved by the Unit/Department/National Convention body. The

Finance Committee estimates the income for the year and then plans how to spend the money to

the best advantage.

Officers' Reports Committee

This committee is appointed at the Convention by the President. They read all submitted

reports from the officers and offer suggestions on making the reports more informative and precise.

Grievance Committee (Refer to LAMOPH Bylaws, Article XVI, Sections 9 and 10)

A grievance is a complaint from a LAMOPH member for some action which causes suffering,

distress, or disruption within the Auxiliary. Grievances consist of minor disagreements,

arguments, or misunderstandings that do not involve misfeasance, malfeasance, or

violation of the Constitution, Bylaws, Rules and Regulations of the Ladies’ Auxiliary.

The grievance will be heard by a Grievance Committee comprised of three Past Presidents

at the appropriate level and a member (with no vote) who will act as a recorder of the

proceedings. If a sufficient number of Past Presidents is not available for any reason, the

President may appoint a sufficient number of qualified members to the Committee. Unit

grievances will be heard at the Department level; Department grievances will be heard at

the Region or National level as determined by the National President; and National

grievances will be heard by three Past National Presidents. The President appointing the

Grievance Committee will make every effort to select members who have no personal

involvement or prejudice with the grievance heard. The National Grievance Committee

shall only hear those grievances which have already been heard by a Department Grievance

Committee, where a Department exists.

Points to consider when hearing a grievance:

- Because of the serious and sensitive nature of matters coming before this committee,

only the members with pertinent information are allowed into the hearing.

- Committee members and those testifying are always cautioned to use the utmost

discretion concerning matters coming before the committee.

- A member's reputation may be harmed by irresponsible gossip.

- Members testifying are cautioned to speak only of those matters they may have proof

of and not of anything another member may have "told" them, and of which they have

no proof or firsthand knowledge.


- You must remember false charges brought against another member could result in

charges being filed and penalties up to loss of membership after deliberation and at

the close of a grievance hearing.

An accurate record must be kept of the proceedings. The record of the proceedings, a

summary of the findings, and a recommended decision must be forwarded to the

appropriate President, the member filing the grievance, and all participating parties within

15 days of the close of the hearing.

The objective of a grievance is to mediate the dispute and eliminate the grievance. The usual

recommendation of a Grievance Committee to the appropriate President for a penalty would

include one of the following: a President’s meeting, a verbal reprimand, or a letter of

reprimand.

Appeals

Unit body can overrule Unit President.

Department President can overrule the Unit body.

Department Convention body can overrule Department President.

National President can overrule Department Convention body.

National Convention BODY can overrule National President.

There is no appeal from the National Convention body.

National Bylaws Committee

A National Bylaws Committee (usually three) is appointed by the National President

after her election at the National Convention to review proposed Resolutions and

Amendments to the Bylaws and to recommend the adoption of those that will improve the

operation of the LAMOPH. The Chairman of the Bylaws Committee will present the

recommendations to the National Convention Body.

Resolutions Committee

Resolutions are submitted by Units or Departments to the National Secretary by June

30th. The Resolutions are reviewed by the Resolutions Committee at a National Convention

and the Resolutions Committee Chairman will present the committee’s recommendations to

the convention body.

CHAPTER 11 - MISCELLANEOUS

Chain of Command

Whenever a problem arises within a Unit or between members, it is best to try to solve the

problem within the Unit or between the members without the help of the Department or National

Auxiliaries. At times, however, this may not be possible and the help of a higher authority will be

needed.


A Unit President may ask the Department President to visit the Unit and advise the members. If

this fails she may then ask the Region President to intercede, either by a visit, if possible, or by

letter. The intervention of the National President may be needed if all else fails, however, THIS IS A

LAST RESORT.

Each Department and the National Auxiliary have a Grievance Committee, which will also try to

restore harmony if a grievance is filed. The committee will hear testimony pertinent to the problem

and will then advise their respective President of what action she should take, if any.

If the Unit or members feel that the decision reached by the Grievance Committee and acted on

by the President is not in their best interests, they may file an appeal with the next highest

authority. All decisions shall be in full effect unless the decision is reversed by a higher

authority through a successful appeal.

The National Grievance Committee shall not hear any grievance which has not been heard first

by the Department Grievance Committee, where a Department exists. If the National President has

been asked to intercede in the problem prior to the filing of a grievance, she should be kept

informed of proceedings and provided copies of all correspondence pertaining to the grievance. In

some cases, the Presidents may require the permission of the Executive Committee before taking

action or issuing a ruling. Therefore, an appeal to the Executive Committee might not be in your

best interests.

Standing Rules

A Unit/Department may adopt their own set of Standing Rules, if they so desire. A standing rule

is a motion which has been carried that the body wants to repeat automatically from time to time. A

committee is appointed to set up a group of rules (example: a gift for outgoing Presidents, burial

tributes for deceased members, etc.). The committee presents the rules to the body and the

members make any changes desired. The rules are adopted as a whole, not individually.

Once the rules are adopted the proper officers may act on them without permission from the

body. New rules may be added and old ones dropped; however, a motion is needed for this action.

Whenever a member makes a motion she wants added to the Standing Rules, she must first make

her motion and if it is carried, she must then make another motion that it become a standing rule.

These rules must be sent to the National Parliamentarian for approval. Any motion or standing rule

which conflicts with the Constitution and Bylaws of the LAMOPH or with any law of the United

States shall automatically be null and void.

Hallowed Ground

The space between the altar, and the rostrum and running at an angle to the flags is

"Hallowed Ground". This space is not to be trespassed by anyone.


Officers Stations

(Facing assembly)

Secretary President Treasurer

U.S. Flag Aux Banner

Altar Bible

Hallowed Ground

Chaplain

(Assembly is to face officer's stations.)

Sergeant-At-Arms (at door)

Why We Don't Walk On Hallowed Ground

Between these flags that proudly fly

Let no man dare to stand,

For here our fallen patriots be;

A symbol, yes, but mark it well,

Here let us ever humbly pause

In memory of the lads who fell

in fighting for our sacred cause.

This spot where lie our gallant brave,

He desecrates those noble dead

As tho' he walked upon their grave.

On sea and land these buddies died.

Some lie beneath a foreign sod.

Caressed by winds and tide,

In spots unknown to all but God.

And so, this place is hallowed ground,

And it shall be forever blest

As tho' it were a grassy mound

Beneath which gallant heroes rest.

Be ever watchful, Ladies/Patriots,

Of those two flags which signify

That we should guard this spot with care

Where our departed Patriots lie

And, if a man should dare to tread


CHAPTER 12 -- ANNUAL COORDINATION WITH THE MOPHSF

The following are recommended steps for the LAMOPH to take on coordinating important Fiscal Year dates with the Military Order of the Purple Heart Service Foundation (MOPHSF). It is proposed that the National President, upon entering office at National Convention, shall send written communication to the MOPHSF-delegated LAMOPH grant coordinator and receive confirmation of important due dates by September 1st from the MOPHSF. The purpose of this written communication shall be to determine the dates for the following actions during her term as President:

1) Confirmation of Audit and 990-N due date to the MOPHSF Compliance Committee.

2) Confirmation of the grant request and budget formation cycle to plan for the following Fiscal Year.

3) Confirmation of grant payment schedule to continue on a quarterly basis. Operational and restricted grants are expected to be paid in equal installments (first quarter having been received in July, second quarter installment in October, third quarter installment in January, and fourth quarter installment in April).

[NOTE: This information will likely be confirmed by the previous President and Treasurer just prior to the beginning of the Fiscal Year in preparation for the July grant payment, but may be reviewed at convention for planning purposes if an alteration is to be requested by the National Finance Committee.]

CHAPTER 13 -- SETTING UP A BANK ACCOUNT

Section l. Set-Up

All savings, checking and investment accounts for LAMOPH shall be set up as follows:

- The account shall be titled “Ladies’ Auxiliary, Military Order of the Purple Heart” and

include the applicable Department or Unit information.

[Example: Ladies’ Auxiliary, Military Order of the Purple Heart, Unit (number)(Unit

name) or Ladies’ Auxiliary, Military Order of the Purple Heart, Department of (state).]

- The account shall be opened with the Employer Identification Number (EIN) of the

LAMOPH Unit or Department ONLY – no personal Social Security numbers or MOPH

EIN numbers shall be used to open LAMOPH accounts.

- The account shall be opened with a minimum of three authorized persons—the

President, Senior Vice President and Treasurer.

- Any checks ordered for LAMOPH accounts shall be printed with TWO SIGNATURES

REQUIRED. It can also be beneficial for recordkeeping purposes to include VOID

AFTER 90 DAYS on the checks.


- Checks ordered shall be printed with NO address. This avoids the waste of printed

and paid for checks when officers change.

Helpful Hint: When establishing an account with your bank for LAMOPH purposes, be

sure to let them know of our tax exempt status--many times they will have special low

or no-fee accounts for non-profit organizations that will help more of your dollars go

towards our mission of helping veterans. If you need help providing documentation of

our tax-exempt status your chapter, department or national officers should be able to

help you find suitable paperwork.

Section 2. Management of Account

- All accounts shall require two signatures for any withdrawal or check written.

- All accounts shall require two records of deposits and withdrawals, one kept by the

Secretary and one kept by the Treasurer.

- No receipt, deposit, withdrawal, or check shall ever be authorized or recorded by just

one party.

Section 3. Writing Checks

Before a check is written, there must be minutes from a meeting indicating documentation

of the following:

1) The meeting had a quorum. 2) A motion was made to spend funds and the name of the person who made the

motion. 3) The amount and purpose of the check needs to be stated. 4) If it is known who the check is to be written to at the time of the motion, this

information should also be indicated in the minutes. 5) The name of the person who seconded the motion needs to be stated. 6) The results of the vote need to be recorded in the minutes.

If the motioned passed, a warrant needs to be written indicating the following:

1) The amount of the check. 2) The purpose of the check. 3) The name of the person to whom the check is to be written. 4) The date of the warrant. 5) Receipts for any purchases must be given to the Treasurer to attach to the

warrant.

6) One of the signatures on the warrant must be that of the President.

The check is now ready to be written.

1) All checks must be signed by two of the approved designated signatures on the

account—the President, Vice President, and Treasurer

2) They must be two of the same names that are on the signature card at the bank.


3) If there is only one signature on a written check, the person signing the check could

possibly be held liable for the amount of the check, if there was a dispute on the

reason the check was written.

CHAPTER 14 -- FILING INTERNAL REVENUE SERVICE (IRS) FORM 990-N

Following is the procedure for filing a 990-N for LAMOPH Units and Departments. The 990-N

is an IRS filing that needs to be completed by non-profit, tax-exempt organizations whose

income is less than $50,000.00 annually. The 990-N filing is due each year. The due date is

the 15th day of the 5th month after your Fiscal Year ends. To determine your due date, you

must know what Fiscal Year the IRS has on file for you. Many times the IRS defaults to 1/1-

12/31 and it may not match the Fiscal Year you use. See procedure steps for correcting the

Fiscal Year the IRS has on file for your Unit or Department.

Any organization failing to file a 990-N for three consecutive years will have their tax-

exempt status revoked automatically by the IRS. This action can threaten the tax-exempt

status of all of LAMOPH and MOPH. In order to ensure compliance with IRS filings, National

will be requiring proof of 990-N filing for all Departments and Units each year. Also, your

990-N filing must be completed and confirmation forwarded to your Department Treasurer

and National Treasurer by October 1st each year to be eligible for any rebate payments or

VAVS/Aid & Service funding.

Procedure:

Confirm your Department/Unit has a valid tax-exempt EIN (Employer Identification

Number) issued by the IRS. A number issued to an MOPH Department or Chapter

cannot be used.

Set up your log in on the 990-N E-postcard website:

o http://epostcard.form990.org/

Enter your EIN.

If recognized, your EIN will automatically come up as Military Order of

the Purple Heart. That is fine, as we are coded under them for IRS

purposes and can add your LAMOPH name later.

Select a Password; write it down carefully, it is case sensitive.

Enter contact information.

[Helpful Hint: As the email address you enter here is the email that the

IRS will associate with your Department/Unit, you may want to consider

setting up an email address specifically for LAMOPH us such as

[email protected] or some other email address that the

President, Secretary and Treasurer could have access to so that

information may be kept in one place and accessed as officers change

from year to year.]

http://epostcard.form990.org/

mailto:[email protected]


You will receive an email from E-postcard within minutes confirming

the setup of your log in information and providing a link for you to

click to activate and access your account.

Once you have clicked on this link and saved this information for your

files, at the bottom of the page you can opt to file a form 990-N now.

On the first page of the 990-N filing, you will find four sections.

Section A will have your fiscal year dates. You cannot change

these numbers; if these are incorrect, you can find instructions

on how to correct them with the IRS by clicking the Question

Mark (?) next to the dates.

Section B will have two questions.

1. Has your organization terminated or gone out of business?

2. Are your gross receipts usually $50,000 or more?

Section C will list the organization name as Military Order of the

Purple Heart of the USA. You cannot change this.

Section D will have your EIN (Employer Identification Number).

You cannot change this either.

Click “Next Page”

The next page will have six sections:

o Section A will have Organization name listed as Military

Order of the Purple Heart. You cannot change this.

o Section B - DBA or Doing Business As - In line 1 enter

Ladies’ Auxiliary, Military Order of the Purple Heart and

in line 2 you can enter your unit number and name or

your department.

o Section C - In Care Of - here you can enter the name of

your treasurer.

o Section D you can enter the contact information for your

treasurer.

o Section E - Website - you can enter a website if your

unit/department has their own website.

o Section F – Principal Officer – here you can enter your

President’s name and contact information.

Once you have verified all of the information on this page is

correct you can click “Submit filing to IRS”

About 30 minutes later you will receive an email from the IRS

either accepting or denying your filing. This confirmation

should be kept for your records, sent to your department

treasurer and to the national treasurer with your Finance

Report and life rebate roster when requested for rebate

information.

[NOTE: It is rare that the IRS will not accept your filing.]


CHAPTER 15 - - UNIT AND DEPARTMENT ANNUAL FINANCE REPORTS

Units and Departments are required to complete an annual finance report. Following the

National Convention each year, the National Treasurer will send each Unit and Department

their membership roster and a finance report form. These are due back to the LAMOPH

National Treasurer by October 1st of each year along with confirmation of the 990-N filing for

the current tax year. The Finance Report is one of the requirements for a Unit or

Department to be eligible to receive a life membership rebate.

CHAPTER 16 -- LAMOPH NATIONAL OFFICERS TRAVEL

All travel by National Officers must be approved by the National President before traveling.

The request for travel should be in a written letter or email indicating the purpose and goals

of the travel. After the travel is completed a formal report is to be written indicating the

outcome of the purpose and goals of the travel. A warrant with written report attached is

due to the National Secretary within 30 days of completion of this travel in order to be

reimbursed. The National Secretary will forward the warrant and report to the National

President for approval; the National President will then forward to the National Treasurer

for the check to be written.

Section 1. National Convention and Other Functions Reimbursement

All LAMOPH National Elected Officers, National Secretary, National Membership Officer, Past

National Presidents, and current Department Presidents (if Department President cannot

attend either the Sr. or Jr. Vice) are eligible for reimbursement when attending authorized

functions or meetings such as National Executive Committee meetings, National Finance

Committee meetings, and the National Convention, etc. Reimbursement includes travel,

lodging and per diem. All eligible officers must complete a LAMOPH Expense

Reimbursement Report, attach receipts and hand to National Secretary at the meeting or

mail to her no later than thirty (30) days following the meeting. All expense reports must be

approved by the National President. The following steps will be followed when reimbursing

eligible National officers:

1. If you and your spouse are both reimbursed for attending the National Convention as

MOPH/LAMOPH National Officers and you travel by airplane, train, or bus, your

spouse’s travel expense will be paid by the MOPH and your travel expense will be

paid by the LAMOPH.



MOPH/LAMOPH National Officers, and you travel together by car, the travel expenses

will be paid by the MOPH.

3. If you and/or your spouse are reimbursed for attending the National Convention as

MOPH/LAMOPH National Officers, or your spouse receives a set allotment to attend

the National Convention, and you travel by car, neither MOPH nor LAMOPH will

reimburse lodging while traveling to, or returning from the National Convention.


a MOPH/ LAMOPH National Officer, your lodging expense will be reimbursed by the

MOPH. In the event that two (2) eligible National LAMOPH officers share the same

room, only one (1) will declare for reimbursement.

5. If your spouse and you are both reimbursed for attending the National Convention as

MOPH/LAMOPH National Officers, your spouse will be entitled to per diem from the

MOPH and you will be entitled to per diem from the LAMOPH.

6. Per diem will be paid for the number of days that you attended the National

Convention, plus one day travel before and one day travel after the National

Convention.

7. If your spouse is reimbursed for attending the National Convention by his

Department or Chapter and you are a National LAMOPH Officer who is eligible for

reimbursement for attending the National Convention, your spouse’s allotment from

his Department or Chapter must be expended first. No per diem will be allowed from

his disbursement of National Convention funds. The remaining National Convention

expenses will be reimbursed by the LAMOPH after your spouse’s allotment has been

exhausted.

The above steps will also apply when attending any MOPH/LAMOPH function in which both

you and your spouse are National Officers who are entitled to MOPH/LAMOPH

reimbursement or your spouse receives reimbursement or a set allotment to attend a

function.


CHAPTER 17 -- AID & SERVICE GRANT

Aid & Service grants are available to LAMOPH Departments and Units to provide additional

funds for aid and service for any veteran and his/her family having HARDSHIP where local

or organization income is not available. The “grandfather” states of Illinois, Michigan,

Pennsylvania and Wisconsin are ineligible because of their grant status (receiving funds

from the MOPH Service Foundation).

The number and size of grant awards vary. Grant recipients typically may receive ONLY one

(1) grant within any 12-month period. Grants are awarded on a one-time basis to help the

veteran and his family with their present and documented hardship. The Aid & Service

Grant is not intended to be a source of ongoing aid to cover the veteran’s recurring expenses;

rather, it is for EMERGENCY nature only.

The Aid & Service Grant application must be completed by a Department or Unit President.

See Aid & Service Grant guidelines below and Appendix C for application. The application

and guidelines are also available online at the MOPH website (www.purpleheart.org); go to

download forms on the LAMOPH page; download to complete.

Section 1. Aid & Service Grant Guidelines

What Determines the Eligibility of a Veteran for Aid & Service Grant?

ANY United States Veteran with proof of being honorably discharged is eligible for the Aid &

Service Grant. The veteran MUST provide a copy of his/her DD 214 to document service in

the military. The Aid & Service Grant, at the discretion of the National LAMOPH President,

may also be used to assist the veteran’s immediate family, provided the veteran meets the

aforementioned criteria. The National LAMOPH President reserves the right to withhold

approval of any grant request in whole or in part when it is not in the best interest of the

LAMOPH.

Criteria for Aid & Service Grant

The Aid & Service Grant is intended to assist the veterans and their families in the payment

of essential living expenses, such as: rent/mortgage of current residence, utilities, phone

(not CELL phones) bills, food, child-related expenses (including clothing), car payments,

health, dental, auto and home insurance, etc., on an EMERGENCY, ONE-TIME basis when the

National LAMOPH President is sure that there is no other funding available to meet the

emergency need of the veteran. The items for which this emergency assistance WILL NOT BE

PROVIDED include but not limited to the purchase of luxuries and such non-essential

transportation (e.g., RV’s, watercraft, snowmobiles, etc.) jewelry, vacation expenses,

purchase of stock, bonds and other investments, etc.

http://www.purpleheart.org/


Guidelines for Issuing Payment

The veteran must provide copies of all current information to document his/her request for

grant assistance. In no event will any grant exceed in the aggregate the sum of EXCESSIVE

amount of money. The National LAMOPH President reserves the right to cross reference the

grant request to insure the potential recipient is in fact a veteran, the sum being requested is

for a legitimate obligation and/or need, and that funds for the same purpose are not being

provided from any other third party source. IF THE GRANT IS APPROVED, THE FUNDS WILL

ONLY BE PAID TO THE SOURCE OF THE REQUEST OR CREDITOR—NOT THE VETERAN.

Under NO circumstances shall the grant award be made payable directly to the veteran. In

cases where the veteran needs food or essential clothing, the National LAMOPH President,

through the Department/Unit President requesting the funds on behalf of the veteran, will

determine what merchants provide said goods and where they are located in reasonable

proximity to the veteran’s home, a gift card will be purchased from the merchant for use by

the veteran.

Prior to the National LAMOPH President issuing payment, she will contact the potential

recipient of the grant payment to validate the information provided by the veteran and to

notify them of her intent to make payment on the veteran’s behalf. All Aid & Service Grant

payments that are rejected shall be reported to the National LAMOPH Executive Committee

and/or National Finance Committee.

The Department/Unit President requesting the funds shall notify the veteran that the aid

being provided by the National LAMOPH is a one-time grant award and future requests for

assistance by the veteran or his/her family will not be considered.

When Request Meets Criteria and Veteran Qualifies for Aid & Service Grant

As the LAMOPH Department/Unit President assisting the veteran or his/her family with the

request for an Aid & Service Grant, you must make sure they understand that this is a “one-

time” grant to assist in the payment of specific bills such as past due rent/mortgage for the

current residence, utility bills, etc., and that the funds are paid directly to the creditor. The

grant is not used to provide vehicles or to purchase vehicles, or personal loans. THE

NATIONAL AID & SERVICE GRANT DOES NOT ASSIST WITH CREDIT CARD PAYMENTS,

SATELLITE/CABLE SUBSCRIPTIONS, MOVING EXPENSES, DEPOSITS FOR RENT,

EDUCATIONAL FEES, TUITION OR OTHER SCHOOL COSTS. Remember to submit the veteran’s

DD form 214, cut-off notices, copies of past due bills, etc., and any other supporting

documentation to be considered with the initial Aid & Service Grant request.


CHAPTER 18 -- NATIONAL VAVS PROGRAM

The Veterans Affairs Voluntary Service (VAVS) program, under the management of the

Department of Veterans Affairs (VA), provides for community participation in the VA

program of care and treatment of veteran patients. The VAVS Program, founded in 1946, is

in effect throughout the VA medical center system. VAVS, supported by all major Veteran

Service Organizations, operates the largest volunteer program in the Federal government,

supplementing staff and resources in all areas of patient care and support. Volunteers

supplement essential personnel, equipment, facilities and programs for the direct and

indirect care, treatment and welfare of veteran patients. Over 350 organizations support the

VAVS and volunteers have provided millions of dollars in service hours since its founding.

The National LAMOPH VAVS Program is funded by a Restricted Grant received from the

Military Order of the Purple Heart Service Foundation (MOPHSF).

Section 1. National LAMOPH VAVS Representative

The National VAVS Representative (VAVS Rep) has the overall responsibility for the LAMOPH

VAVS program. She shall provide training and disbursement of funds for this program. The

National VAVS Representative is an appointed position. This appointment is made annually

by the incoming National President.

The National VAVS Representative’s duties and responsibilities are outlined as follows, but

are not limited to:

1. Appointing as many as three (3) National VAVS Deputy Representatives—one of

whom may serve as the National VAVS Certifying Official. Additional Deputies may be

appointed only after approval from the Department of Veterans Affairs Central Office

(DVACO) Voluntary Service has been received.

2. Submitting an annual VAVS report to the National Secretary by June 30th each year so

it may be included and published in the National Convention Officer’s Report.

3. Providing all written VAVS guidelines required and updating all material as may be

required on an annual basis. This requires the National VAVS Rep to have direct

liaison with the VAVS staff at the central office and direct contact with the MOPH

Service Foundation staff, as required in the performance of her duties.

4. Serving as the only voting LAMOPH member of the National Advisory Council (NAC) to

the Under Secretary of Veterans Affairs for Health and attending each annual NAC

meeting which include the Executive Committee meetings where she is a member of

that body. The National VAVS Deputies may attend the annual NAC meeting as

required by the National VAVS Rep.

5. Reporting directly to the National President, but also will keep the National

Leadership Team informed on all VAVS matters. The National VAVS Rep will obtain

prior approval of all travel from the National President, and she will submit to the

National President within thirty (30) days, a report of all LAMOPH VAVS business


related to her travel. The National leadership will provide overall guidance when

required. They are encouraged to attend the annual NAC meeting when feasible.

6. Making appointments of local VAVS Representatives and Deputies to VA sites and

State Veterans Homes. If the National VAVS Rep is not the Certifying Official, the

National Certifying Official, at the direction of the National VAVS Rep, will make these

appointments. The appointments are made only after department presidents have

submitted recommendations for these positions from members within their

department.

7. Reviewing all VAVS Quarterly Committee minutes and Annual Joint Reviews

submitted by the Chief of Voluntary Service. In certain circumstances, the Deputy can

do the Annual Joint Review (AJR). It is the duty of the local VAVS Rep/Dep to make

the appointment with the Chief of Voluntary Service to do the review in October each

year. The Chief and the local LAMOPH Representative will jointly prepare and sign

the AJR. The local VAVS Rep retains a copy and should ensure that the Department

President receives a copy. The Chief will mail the National VAVS Rep a copy of the AJR

for review and comments. The National VAVS Rep, after reviewing the AJR, will

return it with comments to either the Chief of Voluntary Service or the local VAVS

Rep.

8. Removing any VAVS Representatives or Deputies who have failed to attend the

required VAVS Quarterly meetings. If they miss three (3) consecutive meetings, they

are dropped from the committee and must be recertified. Both the local VAVS Rep

and Deputy should attend these quarterly meetings when possible. This is a

requirement by the Department of Veterans Affairs.

9. Removing any VAVS Representative or Deputy when requested by the Chief of

Voluntary Service, and when requested by the National LAMOPH President.

Section 2. Local VAVS Representative/Deputy Representative

- Qualifications: The following qualifications have been suggested by VAVS leadership,

LAMOPH leadership and VA medical center staff.

1. Willing and able to participate in the orientation provided by the Voluntary

Service Office.

2. Physically capable of performing regularly scheduled (RS) hours of service and

have a source of transportation.

3. The ability to attend committee meetings regularly. If the LAMOPH is not

represented by a Representative or a Deputy Representative at three (3)

consecutive meetings, the LAMOPH may be dropped from the VAVS committee.

4. The ability to recruit volunteers, both from LAMOPH’s membership and the

community at large.

5. The ability to work effectively with members of his/her own organization, with

representatives from other organizations on the VAVS committee and with VA

staff.


6. A genuine desire to serve on the VAVS committee and a full realization of his/her

responsibility and the work to be done.

- Duties of Local VAVS Representatives

1. Recruitment of volunteers.

2. Coordination of the volunteer resources of LAMOPH and all aspects of their

participation in the VAVS program at the medical center.

3. Interpretation of policies and procedures of LAMOPH to the VAVS committee and

appropriate VA staff.

4. Annual evaluation of LAMOPH participation in the VAVS program with the

leadership of LAMOPH and VA (Annual Joint Review scheduled with the Chief of

Voluntary Service or Program Manager).

5. Establishment of procedures for keeping all participating units of LAMOPH

informed of ongoing medical center programs and needs.

- Duties of Local VAVS Deputy Representatives

[NOTE: LAMOPH may have up to three (3) Deputy Representatives to share the

duties of the Representative.]

1. Attending VAVS committee meetings in the absence of the Representative.

2. Attending meetings with the VAVS Representative in order to be fully

knowledgeable of the work of the committee and to be able to represent the

LAMOPH effectively when the Representative is unable to attend.

Section 3. Associate Representative/Deputy Representative

Organizations represented on the NAC may appoint one VAVS Associate Representative and

one VAVS Deputy Associate Representative from adjacent states/Departments to the facility,

if LAMOPH has members in an adjacent Department participating in that particular VAMC.

Duties of an Associate Representative (except for voting privileges, which may be delegated

in the absence of the Representative) are the same as a Representative, but limited to the

adjacent department. The Associate Representative must hold membership in LAMOPH in

the adjacent Department.

Duties of the Associate Deputy Representative consist of those assigned by the Associate

Representative. The Deputy Associate Representative may participate fully in discussions at

facility VAVS committee meetings and may be appointed to subcommittees and task groups.

The Deputy Associate Rep must hold membership in LAMOPH in the adjacent Department.

Section 4. Training

1. Certification of the LAMOPH VAVS Representatives and Deputies is done by the

LAMOPH National Certifying Official, upon the recommendation of the respective

Department President or Unit President where there is no Department.


2. The VA Voluntary Service office is responsible for providing general user-friendly

orientation to regularly scheduled volunteers about the role of the VAVS program

including policies and procedures; e.g., privacy training, fire and safety, volunteer

rules and ethics, etc.

3. The Voluntary Service office should provide training annually to all volunteers.

4. All VA regulatory guidance governing Voluntary Service procedures is contained in

VHA Handbook 1620.1. A copy of this handbook should be provided to you at

training. Also, copies of all VHA Handbooks/Guidelines are available on the VA

website at www.va.gov/vhapublications.

5. The National VAVS Representative will provide the LAMOPH Training Guide for VAVS

Representatives and Deputy Representatives to Departments and Units

CHAPTER 19 -- REQUESTING LAMOPH VAVS FUNDS

To request VAVS funds, the VAVS Representative must complete a LAMOPH VAVS Funds

Request Form LA 001 (see Appendix D for copy of application and instructions). After the

form is completed, mail the original to the National LAMOPH VAVS Representative (VAVS

Rep). Be sure to keep a copy for your records.

The following criteria must be met in order for a LAMOPH VAVS Rep or Deputy Rep to be

eligible to request funds:

1) The VAVS Rep or Deputy Rep MUST have attended three (3) of the last four (4) VAVS

Quarterly Committee meetings.

2) The VAVS Rep and/or Deputy MUST have completed their Annual Joint Review (AJR)

on time during the month of October of each year.

3) There must be an active VAVS program and the funding must be used for a VA Medical

Center, State Home which has a Memorandum of Understanding (MOU) with the VA

or a Community Based Outreach Clinic (CBOC) under supervision of the VA.

The National VAVS Rep is responsible for the approval or denial of the request. She will

contact the local VAVS Rep if additional information is needed and/or the Chief of Voluntary

Service to ensure the project is under the umbrella of the VA. Upon receipt of the Funds

request, the National VAVS Rep will initial and date on appropriate line. If the request is

denied, the reason will be written in the REASON FOR DENIAL section and returned to the

VAVS Rep requesting the funds and/or an email will be sent to the VAVS Representative or

Unit President requesting the funds with the explanation of denial.

When the funds have been approved, a request form titled (National VAVS Check Request) is

sent by email to the National Secretary who, in turn, will send the request along with a

warrant to the National LAMOPH Treasurer. The National Secretary will email a copy of

warrant with the warrant number and the date the check was requested from her to the

National VAVS Representative.

http://www.va.gov/vhapublications


The National Treasurer will write the check, obtain the National President’s signature on the

check, and mail check to the National VAVS Rep. The National VAVS Rep will ensure that the

check is made out correctly. She will also ensure that if it is being sent to a VA facility, that

the check has the General Post Fund (GPF) code(s) and that it is earmarked for a specific

project. The National VAVS Rep completes a Letter of Instructions (cover letter) for the local

VAVS Rep. Included in the envelope will be an (LOI) and cover letter addressed to the Chief

of Voluntary Service. The National VAVS Rep will make copies of check and both cover

letters for her records. The check and letters will be sent by Certified mail, requiring a

signature of acceptance by the local VAVS Rep requesting the funds. After receiving the

check, and as soon as possible, the local VAVS Rep will present the check and letter to the

Chief of Voluntary Service.

The date the local VAVS Rep signs the letter acknowledging receipt of receiving the letter is

the date the 30 days will begin for her to ensure that receipt Form 1027 and thank you letter

from the VA are sent to the National VAVS Representative. This is the responsibility of the

requesting VAVS Rep. The Unit and/or Department President should ensure this is done in a

timely manner, within the 30 days of receiving the funds. If receipts are not submitted

within 30 days, the local VAVS Rep will not receive future funding from the National LAMOPH

VAVS funds.

Criteria for a Unit President to request VAVS funding:

1. The funding must be used for the benefit of hospitalized veterans either in the VA, a

State Home which has a Memorandum of Understanding (MOU) with the VA, or a

Clinic under supervision of the VA.

2. The project should be preapproved by the VA site, State Home, or Clinic.

3. The Unit President must provide the name and phone number of the point of contact

at the site where the activity will take place.

4. The Unit President must use the form for requesting VAVS funding.

If a Unit President requests VAVS funds, she must fulfill all of the same requirements as a

local VAVS Representative, as previously stated. When funding is approved, the check is

written to the Unit # or to the VA site where the Unit is going to conduct a special project.

The Unit will need to give the Chief of Voluntary Service an activity sheet if the check is not

going to a VA facility. The Unit must provide original receipts taped to a sheet of paper and a

thank you letter from VA facility or State Home within thirty (30) days of signing for receipt

of check to the National VAVS Rep. The original receipts must be equal or greater than the

amount of the check. If receipts are not received within 30 days, the Unit will not receive

future funding from the National LAMOPH VAVS Funds.

[NOTE: Priority Funding goes first to the Local VAVS Representative.]


CHAPTER 20 -- HIRING A PROFESSIONAL PARLIAMENTARIAN

The Military Order of the Purple Heart 2009 Convention body voted that it is mandatory the

National LAMOPH hire a Professional Recorder and a Professional Parliamentarian for

national conventions which include Pre- and Post-Convention National Executive Committee

and National Finance Committee meetings. Follow the procedure as outlined below to hire a

Professional Parliamentarian.

The Ladies’ Auxiliary National President should:

1. Make contact with the National Association of Parliamentarians or the American

Institute of Parliamentarians to locate a Professional Parliamentarian in the area of

the National Executive Committee meeting and/or National Convention of that given

year.

2. Negotiate a contract with a Professional Parliamentarian to include the following:

- Availability.

- Cost per day or hourly rate.

- Hours/days Parliamentarian would need to be available.

3. Provide the Professional Parliamentarian with the following tools:

- LAMOPH Constitution, Bylaws, Rules and Regulations (CBL)

- Articles of Incorporation

- Minutes from the previous convention

- Meeting Agenda

- Resolutions

- Procedures

- Convention Schedule

- Date, time and location of convention (or meeting)

- Contact information for the LAMOPH National Parliamentarian

4. Be aware that Roberts Rules of Order are to be followed, when situations are not

addressed in the CBL.

The Professional Parliamentarian’s role is to be an advisor and consultant to the National

Chair. The Parliamentarian should be seated next to the chair so as to be convenient for

consultation in a low voice. The LAMOPH National Parliamentarian should be seated next to

the Professional Parliamentarian if consultation is needed.

1. The Professional Parliamentarian should act as an advisor to the Chair during

meetings, always in a timely and professional manner.

2. The Professional Parliamentarian is limited to giving advice to the Chair, and when

requested to any other member. In advising, the Professional Parliamentarian

should not wait in giving advice--that may be too late.

3. It is the duty of the Professional Parliamentarian to be as inconspicuous as possible

when he/she calls the attention of the Chair to any proceedings that may affect the

substantive rights of any member or otherwise do harm.


4. Only on the most involved matters should the Professional Parliamentarian actually

be called upon to speak to the convention body, but should be avoided if at all

possible.

[NOTE: After the Professional Parliamentarian has expressed an opinion on a point, the

Chair has the duty to make the final ruling and in doing so, has the right to follow the

advice of the Parliamentarian, or to disregard it. When disregarding the advice of the

Parliamentarian, the Chair will state her reasoning in clear, concise terms to provide

documentation for the action in the minutes.]

CHAPTER 21 -- NATIONAL OR DEPARTMENT INSPECTOR

(Refer to LAMOPH Bylaws, Article XII, Section 8, National Inspector and Bylaws, Article X,

Section 1, Department Inspector.)

The National Inspector should work closely with Department Presidents to ensure that

annual inspections are made of Units and Departments. When a Department President or

designee conducts an inspection, a report shall be sent promptly to the National Inspector, a

copy sent to the National President, a copy retained for Department files and a copy left with

the Unit. When the National Inspector conducts an inspection, a report shall be sent

promptly to the National President. The Inspector Report form can be obtained from the

MOPH website (Ladies’ Auxiliary; click on Download Forms) or from the National Secretary.

The National and Department inspectors shall see that Unit and Department meetings are

conducted properly and that books and records are being kept correctly. The Inspector’s

job is to decipher the facts and only report on what is available and what is missing such as

minutes, warrants, etc. The Inspector should complete her report within two (2) weeks of

the inspection and make distribution of the copies immediately.

Verifying information in the steps below is necessary when doing an inspection.

1) Insure receipts substantiate all checks written on the Unit or Department account. Handwritten receipts detailing purchases are not acceptable, except in the case where the floor body votes and approves the reimbursement and this fact is detailed in the minutes of the meeting.

2) Check to insure there is a warrant written for every expense and that the check matches the warrant.

3) Check to be sure the warrant was executed and properly signed, with two or more signatures.

4) Confirm that each check has at least two signatures.


5) Verify that there are detailed minutes reflecting that a warrant was called. Is there indication as to: ( 1) who made the motion, (2) who seconded the motion, (3) how many members were at the meeting, (4) how many voted for, and (5) how many members voted against?

6) Confirm that the bank statement reflects that the check was cashed. Also verify that there was a deposit to cover these expenses. All checks for deposit should be copied and available for the trustees to audit. If a check was for $600 and only $500 was deposited, you need to check the minutes of the meeting to determine who authorized the cash withheld and if it was voted on by the members at the meeting.

7) The entire cross checks should pertain to an article and section(s) of the bylaws that apply.

If the inspector is looking into matters other than financial issues, be sure you have the

LAMOPH Bylaws that apply to the situation. The inspector must rely on the minutes of the

meeting. If there are no minutes to verify the action, that is a violation of the bylaws and

what you are looking for cannot be validated.

The inspector’s job is to seek information which will determine if violations have occurred.

Each fact either falls into a violation of the Bylaws or it does not fall into a violation. If the

Bylaws appear to be too general, LAMOPH Procedures can be used as a directive.

Emails and letters without substance should be set aside. These letters/emails may be

something for a hearing committee to look into, but an inspector must stay focused on facts

that can or cannot be verified. The hearing committee will use what you have presented and

make a determination on the facts presented.

[NOTE: Formal Bylaws, such as the LAMOPH CBL, take their place in precedence over

Roberts Rules of Order if passed and approved at the LAMOPH Convention. Issues that are

not addressed in the LAMOPH CBL, then reverts to Roberts Rules of Order.]


CHAPTER 22 -- LAMOPH KEY DUE DATES

LAMOPH Fiscal Year July 1st – June 30th Life Membership Rosters and Annual Finance Report forms sent to Units & Departments by National Treasurer

September 1st

Life Membership Verification Rosters due To National Treasurer

October 1st

Unit & Department Annual Finance Reports And Confirmation of 990-N filing due to National Treasurer

October 1st

Unit and Department Installations Reports due to National Secretary (due immediately after Installation but no later than June 30th)

May 1st - June 30th

Annual Reports due to National Chairmen (Patriotic Instructor/ Americanism, Community Activities, Community Hospital, History, Publicity, Chaplain, Viola, VAVS)

June 30th

Life Membership Rebate checks sent to Units and Departments by National Treasurer

December 1st

IRS 990-N e-Postcard filing due for Departments & Units with <$50,000

October 1st

Life Membership Rosters Sent to Units by Membership Officer

July and January

Life Membership Rosters Sent to Departments by Membership Officer

April and October

Life Membership Rosters Sent to National Treasurer, National Secretary and Region Presidents by Membership Officer

July and January

*Units and Departments not submitting a current Installation Report, Finance Report and

confirmation of the IRS 990-N filing will not qualify for delegates at National Convention and

will not be eligible to receive a life membership rebate.


NATIONAL BYLAWS COMMITTEES AND APPROVALS

Revision: The Auxiliary Handbook was revised August 2008-2009

Bylaws Committee appointed by National President Jane Stoel

Approved August 12, 2009

At the National Convention in

Rogers, Arkansas

Revision: The Auxiliary Handbook was revised August 2011 by Bylaws

Committee appointed by National President Karen Haltiner.

Committee members: Diane Grant-Jenkins, Chair

National Parliamentarian Bonnie Dumler

Stephanie Johnson Klug

Approved August 11-12, 2011


St. Paul Minnesota

The Auxiliary Handbook was renamed LAMOPH Procedures Manual

(Revised August 2012).

Committee appointed by National President Barb Cherone.

Committee members: Diane Grant-Jenkins, Chair

National Parliamentarian Bonnie Dumler

Stephanie Johnson Klug

Approved August 8, 2012


Scottsdale, Arizona


APPENDIX A

SAMPLE RESOLUTION

(NOTE: Resolution must be on letterhead and dated.)

LAMOPH RESOLUTION #: ____________ DATE RECEIVED BY

(National Secretary will number.) NATIONAL SECRETARY:

______________________________

Committee: RESOLUTIONS

Committee Recommendation:

____Accept

____Reject

____Other

RE: ADDITION TO NATIONAL SECRETARY RESPONSIBILITIES

WHEREAS: The Ladies’ Auxiliary, Military Order of the Purple Heart (LAMOPH) Bylaws do not

provide an assigned officer to the National Convention Planning Committee, and

WHEREAS: The office of the Military Order of the Purple Heart (MOPH) National Adjutant

serves by precedence as a member of the National Convention Planning Committee,

and

WHEREAS: The responsibilities have, by precedent, been under the province of the National

Secretary, working as a liaison between the National office and the Host Department

in a cooperative and supportive effort; therefore, be it

RESOLVED: That a seventh paragraph be added to the LAMOPH Bylaws, Article XII, Section 5, to

read:

The National Secretary shall serve as the LAMOPH National Representative on

the National Convention Planning Committee, providing information and

support to the LAMOPH Host Department Auxiliary. The Secretary shall

provide punctual reports on the planning progression and decisions to the

National President and National Executive Committee.

______________________________________________ ____________________________________________

Pat Smith, Unit President Esther Luyster, Unit Secretary

Cambridge Unit 625 Cambridge Unit 625

Department of Ohio Department of Ohio

Approved (date): _____________________ Approved (date); ___________________

_______________________________________________ ____________________________________________

Judith Fiddler, Department President Joan Walsh, Department Secretary

Department of Ohio Department of Ohio

Approved (date): ____________________ Approved (date): ___________________

Convention Action:


APPENDIX B

LADIES’ AUXILIARY, MILITARY ORDER OF THE PURPLE HEART

DEPARTMENT OR UNIT ____________________

SAMPLE WARRANT

Date: _________________

From: Department or Unit Secretary

To: Department or Unit Treasurer

You are authorized to pay:

The sum of $ _______________________

For the following purpose(s):

References:

( ) Budget Line item ___________________________________________

( ) Meeting minutes dated ___________________________________

( ) Bill (attached) _____________________________________________

( ) Receipts Attached _________________________________________

Warrant Number ______________

Drawn by: _______________________________________ Approved by: ___________________________________

Secretary President

Date: _____________________________________________ Date: _____________________________________________

Check Number __________________ ________________________________________ _________________

Treasurer Date


APPENDIX C


AID & SERVICE GRANT REQUEST APPLICATION

(To request a grant for a veteran, the Aid & Service Grant Application must be completed by a Department/Unit

President. The “grandfathered” states of Illinois, Michigan, Pennsylvania and Wisconsin are ineligible because

of their grant status.)

Department/Unit: _____________________________________________________________________________

President’s Name: _____________________________________________________________________________

Address: _____________________________________________________________________________________

(Street) (City) (State) (Zip Code)

Phone #: ____________________________________ Cell #: _____________________________________

Email: _______________________________________________________________________________________

VETERAN/FAMILY IN NEED OF GRANT:

Veteran or Family Name: _______________________________________________________________________

Address: _____________________________________________________________________________________

(Street) (City) (State) (Zip Code)

Phone #: __________________________________ Cell #: _____________________________________

Email: _______________________________________________________________________________________

The Veteran MUST SUBMIT:

1. DD Form 214 ____________________

2. Cut-Off Notices __________________

3. Copies of Past Due Bills, etc. _____________

4. Any supporting documentation that should be considered, please attach to this application.

Department/Unit President Signature: ____________________________________________________________

Print Name: _____________________________________ Date: _____________________

(Department/Unit President: Please keep a copy of the veteran’s application and documentation in your Aid & Service Grant file until the

grant has been approved or denied. Send completed original application and supporting documentation to the LAMOPH National President.)


Appendix C, continued

WHEN REQUEST MEETS CRITERIA AND VETERAN QUALIFIES FOR AID & SERVICE GRANT: The veteran and family

must understand this is a one-time grant to assist them in the payment of specific bills such as past due

rent/mortgage of the veterans current residence, utility bill, etc. The funds are made directly to the creditor.

The grant is not used to provide vehicles or to purchase vehicles, or personal loans. THE NATIONAL AID &

SERVICE GRANT DOES NOT ASSIST WITH CREDIT CARD PAYMENTS, SATELLITE/CABLE SUBSCRIPTIONS, MOVING

EXPENSES, DEPOSITS FOR RENT, EDUCATIONAL FEES, TUITION OR OTHER SCHOOL COSTS.

IMPORTANT INFORMATION

The billing statement must indicate the account is in “past due” status with contact information on the Creditor.

The veteran will need to contact the Creditor and inquire what steps need to be taken to allow the Creditor to

discuss the status of the account with the National LAMOPH President.

Mortgage payments should be past the grace period allowed for a late payment.

If veteran is past due on rent payment, a signed statement from the landlord or rental agency along with their

contact information must be submitted.

If the veteran pays bills online, you will need to print out whatever documentation the Creditor provides and

mail it along with telephone contact information.

All late notices must be verified to be considered. Grants are reviewed as “one time” grants. Please submit ALL

OF the veterans DOCUMENTATION AT ONE TIME. Your request will be active for thirty (30) days from the date

submitted and acknowledged by the National LAMOPH President. If the required documentation has not been

received within 30 days, NO ACTION will be taken and the request will be denied.


APPENDIX D

LAMOPH VAVS FUNDS REQUEST (Form LA 001)

NAME OF VAVS REPRESENTATIVE REQUESTING FUNDS:

Name: _______________________________________________________________________________________________________________

Address: _____________________________________________________________________________________________________________

City: __________________________________________ State: _____________ Zip Code: __________________

Phone #: _________________________ Email: ___________________________________________________________________________

Date Completing Form: ____________________________

Unit President Name: __________________________________________________________________________________________________

Address: ____________________________________________________________________________________________________________

City: _______________________________________ State: ______________ Zip Code:___________________

Phone #: _________________________ Email: ___________________________________________________

Unit EIN #: _____________________________________ Date 990N Filed: ____________________________

VAVS CHIEF’S NAME: __________________________________________________________________________________________________

Phone #: _____________________________ Facility: ________________________________________________________________

VA FACILITY NAME: ___________________________________________________________________________________________________

Address: ____________________________________________________________________________________________________________

City: __________________________________ State: _______________ Zip Code: _________________

DOLLAR AMOUNT REQUESTED: _________________________

Activity or Function (Complete Details): ___________________________________________________________________________________

_____________________________________________________________________________________________________________________

If check is made out to the VAMC, a GPF Code is required: __________________

Date Funds Are Needed: _____________________________________

[NOTE: Must have a lead time of 60 days from the time request is received by the National LAMOPH VAVS Representative.]

VAVS Representative’s Signature: _________________________________________________________________

Print Name: _________________________________________ Date: _________________________

Unit President’s Signature: ______________________________________________________________________

Print Name: _________________________________________ Date: _________________________

Department President’s Name: ___________________________________________________________________

Print Name: __________________________________________ Date: _________________________

NOTE: Within 30 days of the completion of the event, receipts and a letter from the VA site must be returned to the National LAMOPH VAVS

Representative. This is the responsibility of the requesting LAMOPH VAVS Representative. The LAMOPH Department President will ensure

this is done in a timely manner.

For National VAVS Rep Only:

Date Received by National LAMOPH VAVS Representative: __________________________________

Date check requested from National Secretary and Treasurer: _______________________________

Funds Approved: _____________________________. If Denied, date: _______________________________________________.

Reason for Denial: _________________________________________________________________________________________.


Appendix D, continued

INSTRUCTIONS TO COMPLETE VAVS FUNDS REQUEST

FORM LA 001

LAMOPH VAVS REPRESENTATIVE REQUESTING GRANT:

Write Name. Must be a LAMOPH VAVS Representative

Full Address

Phone # and Email

Write the phone number of the person requesting the funds.

DATE REQUESTED:

Write the date that the form is filled out to request the funds.

UNIT NUMBER AND NAME:

Write full name of Unit President, address, phone # and email.

UNIT PRESIDENT’S NAME, ADDRESS, PHONE # AND EMAIL:

Write full name of Unit President, address, phone # and email.

EIN NUMBER, DATE AND YEAR LAST 990-N FILED:

Write EIN # and the date and year last 990-N filed.

VAVS CHIEF’S NAME AND PHONE #:

Write complete name, phone #, and email.

VA FACILITY’S FULL NAME, STATION # AND ADDRESS:

Write name of facility, station #, and full address of facility.

DOLLAR AMOUNT REQUESTED:

Write the dollar amount needed to cover the cost of veterans’ function or activity. For Unit and/or VAMC

(Veterans Affairs Medical Center) and CBOC (Community-based Outpatient Clinic) requires a GPF Code (General

Post Fund Code).

PURPOSE FOR FUND REQUEST:

Explain the reason why the funds are needed; be as descriptive as possible. Give as many details as

possible. (If needed, may use another sheet.)

DATE REQUESTED:

Write the date that the money is needed to be used to pay for the veterans’ activity or function.

LAMOPH VAVS REP’S SIGNATURE and PRINT NAME and DATE:

The LAMOPH VAVS Representative’s signature here and under the signature, must print name and date.

LAMOPH UNIT PRESIDENT’S SIGNATURE and PRINT NAME and DATE:

The LAMOPH Unit President signature here and under the signature, must print name and date.

LAMOPH DEPARTMENT PRESIDENT’S SIGNATURE and PRINT NAME and DATE:

The LAMOPH Department President’s signature here and under the signature must print name and date.

For National VAVS Rep Only:

DATE RECEIVED BY NATIONAL LAMOPH VAVS REPRESENTATIVE:

The National LAMOPH VAVS Representative will sign and date.

DATE CHECK WAS REQUESTED FROM NATIONAL SECRETARY AND TREASURER:

Date the day request for check to be sent from National Treasurer.


Appendix D, Sample VAVS Letter


(Name)

National VAVS Representative

(Address)

(City, State, Zip)

(Phone)(Email Address)

Date: _____________________

To LAMOPH National Treasurer:

Via LAMOPH National Secretary: Warrant #: ______________ Date Processed: ________________________.

Subject: VAVS Funds Check Request

National LAMOPH VAVS Representative Control Serial Number: _________________________________.

Unit/Representative Requesting Funds: ______________________________________________________________.

VAMC Name: ___________________________________________________________________________________________________________

General Post Fund Code (GPF): ____________________Specific Program: __________________________________________

Make Check Payable to: _______________________________________________________________________________________________

I have receipts: YES ______________ NO ____________

The check is for reimbursement: YES ______________ NO ____________

1. All checks should be mailed directly to the National VAVS Representative; and I will, in turn,

attach a Letter of Instructions (LOI) for sending receipt(s) to me within 30 days after receiving

their check(s).

2. The VAVS National Representative will retain all requests and receipts from the Units, Reps,

and VA’s that have received LAMOPH VAVS funds. Once the file is completed, the receipts will

be sent to the National Treasurer.

Amount Requested: $__________________________ Date Needed: _______________If ASAP, please indicate.

Comments: ______________________________________________________________________________________________________________

I want to thank you for assisting me with this new accountable system for LAMOPH VAVS funds.

(Name)

National LAMOPH VAVS Representative




(Name)


(Address)

(City, State, Zip Code)

(Phone)(Email Address)

Date: _________________

Dear VAVS Chief of Voluntary Service:

Subject: LAMOPH Donation of Funds

The LAMOPH VAVS Representative___________________ has received check #_________ made out to

VAMC _________________________ in the amount of $__________, General Post Fund (GPF) #________, for

Project ____________________________________.

As required within 30 days, I must receive a letter from you indicating how the funds were

spent along with Form 1027. Please state the amount of the check, the GPF Code # and that

the funds were used for the project as earmarked. In other words, it must be the mirror

image of what is written on the check.

Our Service Foundation requires that we be very specific as to where the monies are spent

and that they are used for a specific project which we are supporting. In order to be totally

accountable, I need the letter stating how the funds were expended and Form 1027 from

you. I want to thank you in advance for you sending me the letter and form.

In closing, I want to thank you for all you do for our veterans and volunteers. If I can answer

any questions, please feel free to contact me either by email or phone.

In service to our veterans,

(Name)





(Name)


(Address)

(City, State, Zip Code)

(Phone) (Email Address)

Date: __________________

Dear LAMOPH Member and/or VAVS Representative:

Subject: VAVS Check

1. Please find enclosed the VAVS special project check#_______ for $_______. You must insure that within 30 days from the receipt of these funds that I receive a letter and Form #1027 from the Department of Veterans Affairs, local VAMC for this donation. These funds must be used as requested for GPF________$_______, GPF________$_________, GPF________$________ and GPF________$__________.

2. In order for your unit or VA site to receive additional funding, it is paramount that the required receipts be returned to me in a timely manner, within 30 days from the receipt of these funds. I want to thank you for volunteering and helping our hospitalized veterans. It is volunteers like you that make our National VAVS program such a successful undertaking.

3. Attached you will find a copy of the Letter of Instructions {LOI} and forms for requesting future VAVS funding.

4. Comments: ________________________________________________________________________________________

_______________________________________________________________________________________________________

In service to our veterans,

(Name)



APPENDIX E

ABC’s FOR LAMOPH MEMBERS

ATTEND your Unit and Department meetings regularly.

BE a working member.

CHECK out the facts before repeating things told to you.

DO not walk between the Flag and Banner, or between Chairman and Speaker.

EXPRESS yourself freely and honestly AT meetings – not AFTER.

FAMILIARIZE yourself with organization.

GIVE proper respect to all officers in their official capacity.

HAVE an adequate knowledge of parliamentary procedure.

IT is your duty to vote on matters. By not voting, your silence indicates you favor the matter voted

upon.

JOIN in discussions, group activities. You will learn and have fun too!

KINDLE that spark of friendliness and enthusiasm within yourself.

LISTEN to and respect the opinion of others.

MEMBERSHIP is everyone’s responsibility.

NO speaking across the floor to members (always through the Chair).

OBEY the rules of the organization.

PARTICIPATE in your Chapter, Department and Region programs.

QUESTION reports and actions you do not fully understand.

REFRAIN from talking while business is being transacted or while a speaker is giving a

report.

STUDY Unit/Department and National Bylaws and Standing Rules.

TAKE an active part in meetings, but do no monopolize.

UNITE your talents and ideas with other members.

VOLUNTEER your time, energy and best efforts for our VETERANS and their families.

WEAR your LAMOPH cap (Optional). When wearing your cap, wear it proudly.

X marks the spot on membership application forms where new members sign their names.

YOU ….the members… are the most valuable asset of the Ladies’ Auxiliary Military Order of

the Purple Heart.

ZEALOUS members make our organization prosper and grow.

lamoph constitution, bylaws, rules - purple heart · article iii preamble ... effective immediately...

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