Transcript Document
INAUGURAL DAV DEPARTMENT OF ALABAMA COMMANDERS AND ADJUTANTS LEADERSHIP SEMINAR 2014 Fulfilling Our Promises… & Making a Difference First United Methodist Church Clanton, Alabama Lifting up Women Veterans 18 October 2014 Department of Alabama WELCOME AND OPENING Department of Alabama OTHER CORPORATIONS AND ORGANIZATIONS HAVE DONE IT, SO WHY CAN’T WE? THE REBRANDING OF THE DAV Department of Alabama CHANGING TIMES CALL FOR CHANGING IMAGE… Department of Alabama Department of Alabama Department of Alabama Department of Alabama Department of Alabama OUR IMAGE CHANGES… Red, white and blue tend to be the colors of choice for many patriotic organizations. Through years of research and blind studies, the DAV has changed the colors associated with our image. Made more appealing to the younger Veterans of current wars. Older Veterans identify with the gunmetal gray/ od green revisited concept. Advertising firm creates new concept. Our V is becoming the focal point of our image at this time and you will see it more and more in advertising. It is individually recognizable in a room of RWBs. Department of Alabama DAV BRAND STYLEBOOK HEY! YOU CAN DOWNLOAD THIS RESOURCE FROM THE DAV MEMBERSHIP SYSTEM! Department of Alabama Department of Alabama Department of Alabama COMMUNICATION What does the public see when they hear us speaking about the DAV (Disabled American Veterans)? Department of Alabama WHAT COMES TO MIND WHEN THE PUBLIC THINKS… DISABLED Department of Alabama Department of Alabama WHAT COMES TO MIND WHEN THE PUBLIC THINKS… VETERAN Department of Alabama Department of Alabama WHAT COMES TO MIND WHEN THE PUBLIC THINKS… DISABLED VETERANS Department of Alabama Department of Alabama Department of Alabama Department of Alabama Department of Alabama FROM THE LANGUAGE GUIDE Words to USE: Words to AVOID: Service men and women Members of the Armed Veterans Heroes* Defenders of freedom Defenders of the American Way of Life Injured heroes* Forces, Military or Soldiers Warriors Defenders of liberty, the free world, or democracy Disabled * Use with general public and prospective supporters, not veterans. Department of Alabama WHAT ONE GLARING THING WAS MISSING FROM EACH OF THE SEARCHES CONDUCTED? Department of Alabama EQUAL RESULTS FOR WOMEN VETERANS! Department of Alabama Exclusivity is out and Inclusivity is taking the forefront… DAV FULFILLING OUR PROMISE TO THE MEN AND WOMEN WHO SERVED Department of Alabama Not Disabled Enabled through benefits, training and resourcefulness… DAV IS CHANGING THE PUBLIC’S MINDSET Department of Alabama Department of Alabama PUBLICITY How members talk to people about what the DAV Mission and what DAV does! Department of Alabama DAV AND DAV AUXILIARY PUBLICITY GUIDE EACH CHAPTER SHOULD HAVE ONE AND USE IT ACCORDINGLY! Department of Alabama It has led us to this… WORK THE PRESS AND PROMOTE THE DAV MISSION Department of Alabama Department of Alabama THINK OF DIFFERENT MEDIA OUTLETS Audience and Effectiveness Newspapers Magazines Radio Internet Social Media Department of Alabama PREPARATION REDUCES PERSPIRATION Research, research and more research Know the DAV and the Mission Statement Know what the reporter wants to discuss Know how to answer questions Know that the reporter is always a reporter Know you can correct the record at any time Know how to get the DAV message out there Department of Alabama Department of Alabama YOU ARE IN CONTROL OF INTERVIEW Listen – Pause – Think – Answer – Department of Alabama MOVING IT BACK TO THE DAV MESSAGE Remember the media is trying to get the sound bite Live interviews are difficult to do if you are not well versed Have someone who knows how to speak to the media do so Prerecorded interviews are best You can do another take You can use the LPTA technique You can get the DAV message out there by: Answering their question Using a bridge (and, but, however, etc.,…) Promoting our message Department of Alabama EXAMPLES OF RESPONSE TO MEDIA Yes there have been some issues with claims at the Veterans Administration, but we in the DAV are dedicated to helping all Veterans by providing free services in filing their disability claims. It was great to be invited to participate in today’s homeless stand-down event, and we would like to let the community know how the DAV is committed to providing help and support to homeless Veterans and their families during their time of hardship. We have heard of the hardships faced by the community after the tornado, however we in the DAV are here to support Veterans and their families get back on their feet with free grants. Department of Alabama EMBRACE THE MEDIA Remember you are getting coverage for free Remember the reporter is not trying to embarrass you Remember to watch a report they have done in the past Don’t worry about using the LPTA technique If you misspeak during an interview, correct the record immediately, Department of Alabama LEGISLATION AND THE DAV Silence does not do anything for your cause and it doesn’t keep your legislators on task! Department of Alabama WE ALL SERVED OUR COUNTRY Do the politicians care? They say the right things They use catch phrases They look at the “bottom” dollar VA for 10 years has been billions under funded annually Veterans suffer because of the politics We need a long term committment Department of Alabama BUDGET DELAY FACTS VA’s fiscal year begins annually on October 1st VA’s budget has been on time just once in the past 18 years The full VA appropriations bill has been late 23 of the past 26 years In the prior five years, the budget delay has averaged 125 days Department of Alabama PUTTING VETERANS FIRST ACT DAV is encouraging passage of the Putting Veterans Funding First Act (H.R. 813 and S. 932), which would authorize the VA’s budget 12 months in advance to manage disability claims processing and compensation benefits, information technology, construction, medical and prosthetic research and cemetery administration Department of Alabama LEGISLATIVE PRIORITIES Strengthening VA’s Advanced Appropriations Timely Access to VA Health Care Services Comprehensive Benefits to Caregivers of Veterans of all Eras Women Veterans Fixing the VA Benefits Claims Processing System Eliminating Offsets for Veterans and Survivors Licensure and Certification of AD Military Personnel VA Mental Health Care Suicide Prevention Department of Alabama LEGISLATIVE PRIORITIES Expand Service –Member Transistion and Employment Maintaining Integrity of VA Disability Compensation System and Ratings VA Construction Rebalancing Long Term Care Supports and Services Future Healthcare and Financial Security Primary Caregiver VA-DOD Care Coordination and Case Management Department of Alabama BECOME A MEMBER OF THE CAN Read about Advocacy Programs Find and Contact Your Officials Read the Bills Before Congress Sign Up to Receive Alerts and Take Action http://www.dav.org/can/?vvsrc=%2fregister Department of Alabama We raise funds and maintain our non-profit status responsibly… THE CHAPTER TREASURER Department of Alabama TREASURER RESPONSIBILITIES Responsible for the duties related to income, disbursement, investment, documentation and reporting of all Chapter funds maintaining a property asset value listing IAW Chapter, Department and National Constitution and Bylaws Department of Alabama INCOME Income is derived from various sources and how it is documented and how it is reported depends on its source and intent. Per Capita Dues from National: Deposited in July and January May be used for general Chapter expenses Document on the Income Ledger and monthly report if required Fund Raisers Approval by Department Ways and Means if proposed net >$5000.00 Department Adjutant notified 30 days prior for all others Document income and expenses for each Department of Alabama INCOME Forget-Me-Not Drive may be put into the General Fund Checking Account but all the monies generated are used directly for Veterans Aid funds may not be used for General Chapter Expenses. Drawings funds from meetings can be deposited into the Van Fund Account or into the General Fund funds are from any other source can be deposited into the General Fund Account and used for Chapter expenses All income and its source must be documented on the Income Ledger Department of Alabama INCOME General Cash Donations unsolicited funds may be deposited into General Fund grants from corporate sources may be deposited into General Fund but used for the specific purpose for which given (i.e.Van Program, etc.). Other Events List income and expenses on separate sub-ledgers May be used for General Fund purposes Real Property Ask Department Treasurer how to handle it Must insure you abide by any DAV National or Department regulations Department of Alabama DISBURSEMENTS (EXPENSES) All Disbursements paid by check. documented on the expense ledger signed by two (2) individuals, treasurer and one other must be substantiated by documentation (receipts) documented on the expense ledger under the appropriate category reported on the monthly report Office Expenses all expenses relating to the operation of the Chapter Office documented on expense ledger Department of Alabama DISBURSEMENTS Needy Veterans . Funds expended for the direct welfare or morale of Veterans and/or their families. Donations is broad in scope and covers most expenses not already covered may be made for events, projects, convention book ads and any other causes beneficial to a Veteran or family member of a Veteran can also be made to another Veterans group entered into the expense ledger and reported on the monthly report Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS DAV Auxiliary an expense/disbursement and documented on all reports grant/transfer is approved by the Chapter the Auxiliary is required to maintain a set of books and may be inspected by an authorized authority used for the health and welfare projects, convention expenses and other efforts by the Auxiliary to further the cause of Veteran assistance subject to the requirements set forth in the DAV National Constitution and Bylaws in reference to funds on hand just as the DAV Chapter Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS Documentation: DAV National highly recommends that the accounting books/ledgers, etc., be maintained in compliance with recognized accounting procedures; that is to say clear ledgers for income and expenses that are fully documented and all transactions are traceable. To maintain the Chapter tax-exempt status, it is imperative that these standards are maintained. All incomes and disbursements should have supporting documents on file to substantiate the action. Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS Files maintained at the preference of the Treasurer may be topical, periodic or some other method, up to the Treasurer Each method has its advantages and disadvantages based on his or her ability to explain and track Chapter fund transactions Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS Monthly Report provided to the Chapter reflecting the status of the Chapter’s finances. should accurately report previous balances, income and disbursements and ending balances. should highlight significant events or plans regarding Chapter finances should match previous report balances and accurately report ledger transactions. DAV Department and National Reports: Based on a year to year basis, this report is due within ninety (90) days after the close of the Chapter accounting year ending 30 June. Specific line by line instructions are provided by National either on the form, or by an explanatory letter. Outcome accounting will generate this report. It is highly recommended that new Treasurers familiarize themselves with this report and adjust their accounting procedures accordingly. Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS IRS Reporting gross income >$25,000.00 file either IRS Form 990 or 990EZ with the IRS a new Treasurer should familiarize themselves with past submissions gross income of <$25,000.00 per file the e-Postcard due no later than the 15th of November after the close of the reporting year on 30 June Filing procedures have been posted on the IRS web site. All Chapter Treasurers should check the IRS web site at www.irs.gov Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS Review/Audit chapter audit committee is required to review/audit the Chapter finances committee, of three non-elected Chapter members, is required to review all transactions and reports of the Treasurer all reports/transactions must be substantiated a committee review form, if required, with the findings must be completed and filed on the completion of the Chapter audit report to the Chapter will be given by the Audit Committee Chairperson at the next Chapter meeting Department of Alabama ADDITIONAL DISBURSEMENTS & ITEMS Asset Value (Chapter Inventory) Treasurer must maintain a listing of all physical assets belonging to the Chapter. at least annually, the Treasurer must assess the physical property as to present value Increases and decreases in net worth will be reported Department of Alabama SUMMARY • The Treasurer will also supervise the Fundraising Committee & the Logistics Manager. If this presentation has answered all your questions pertaining .. to the many duties and responsibilities of being a Chapter Treasurer it has fulfilled its purpose. If you still have questions on this subject, seek out a former Treasurer in your Chapter or contact the Department Treasurer for guidance Department of Alabama How do you expect to grow your chapter while sitting on your hands? RECRUITMENT AND MEMBERSHIP Department of Alabama CONSIDER THIS 1.2 million of 2.5 million eligible for membership are DAV members Veterans have proven their ability Veterans have proven their loyalty Veterans know the meaning of discipline and teamwork Veterans come with support systems that enhance their employability Department of Alabama WHAT IS RECRUITING More than just signing up members A two step process Step 1 - sell yourself and what the DAV has done for you Step 2 - know what you are talking about Department of Alabama WHY RECRUIT? To continue DAV legacy To increase or maintain per capita dues for DAV Chapter DAV Department DAV National Increased membership reduces workload of other members Postions Fundraisers Department of Alabama BENEFITS OF RECRUITING Benefits community Injects new blood into chapter/department/national organization New ideas More manpower/ womanpower Help for Veterans integrating back into the civilian community Potentially more Chapter Service Officers More committee people Diversity of membership Department of Alabama RECOGNITION FOR RECRUITING Bronze star for 5-9 new DAV members Silver star for 10-24 new DAV members Gold star for 25-49 new DAV members Francis Beaton Award pin for 50-99 new DAV members National Commander’s Team plaque for >100 new DAV members Department of Alabama BENEFITS OF BEING A RECRUITER Each new fully paid DAV Life Member earns the recruiter 2 points Each new partial paid DAV Life Member earns the recruiter 1 point Each point is equivalent to $1.00 and can be used to purchase DAV fraternal items at the DAV Store Department of Alabama DEPARTMENT INCENTIVES Individual Awards Top NSO recruiter 1st place recruiter - $300 2nd place recruiter - $200 3rd place recruiter - $100 Chapter Plaques Small <400 Medium 400-999 Large >1000 Department of Alabama RETENTION There are chapters who look full on paper, but they aren’t really working the way they should It is better to engage current members than to devote our time and resources to adding part life members who aren’t properly integrated into the organization or not fully informed about why membership is important Establish a membership committee and have them convene as soon as possible to discuss ways to improve member retention and encourage activity among existing members Department of Alabama MEMBERSHIP COMMITTEE Should Survey new and long-term members to identify good and bad of the Chapter Contact members who have left or not paid their dues Research causes for poor meeting attendance or volunteer involvement Review the reasons people join and remain members Assess retention issues and discuss them honestly Department of Alabama FOLLOW UP Two to three days after a meeting, contact those who weren’t able to attend using the telephone, email, social media or make a visit Summarize key points of the meeting and go over information that requires immediate attention and follow-up Let them know of any deadlines Make certain they are up-to-date on current issues, and ensure they know they were missed and are important to the chapter’s continued success Department of Alabama NEW MEMBERSHIP MATERIALS Materials from DAV National can be ordered by Commander Senior Vice Commander Adjutant Order what you need and use it Supply Order Form is on the Department Website Fillable and Can be mailed or faxed to DAV Membership Department of Alabama Department of Alabama Department of Alabama IMPORTANCE OF CHAPTER SERVICE OFFICERS More often than not, the Chapter Service Officers are the first contact a Veteran has with the DAV They must be honest and should know how to talk about the DAV and the mission Help with VA Claims and follow up without asking Veteran about membership Should talk up the DAV and ask if they would like to become a member after doing the paperwork and asking if they are satisfied with the free service Department of Alabama CSO TRAINING Every mid-winter we conduct annual training for CSOs in the DAV Department of Alabama Every chapter in the state should send at least one member to CSO training If you don’t have trained CSOs to help fill out VA Claims, the Veterans go elsewhere for help and are more likely to join another VSO Department of Alabama LOCAL VETERANS ASSISTANCE PROGRAM (LVAP) A Guide to the LVAP Program Department of Alabama WHAT IS LVAP? • LVAP is designed to facilitate and recognize creative volunteerism to support veterans and the DAV’s mission. Department of Alabama WHO CAN VOLUNTEER? • Juniors and Seniors in high school • DAV chapter members • DAV department members • DAV Auxiliary • Any community member offering volunteer services to local DAV chapters Department of Alabama WAYS TO VOLUNTEER… Direct Assistance to Veterans, Widows, or Families • Volunteers might perform yard work, help someone run errands, set up a computer system, clean out the gutters, shovel snow from a sidewalk, assist with cooking or cleaning, paint or perform home repairs — any task that might brighten a veteran’s life. Department of Alabama WAYS TO VOLUNTEER… Units, Chapters & Departments • DAV and DAV Auxiliary volunteers can receive credit for donating time to further the DAV’s mission. • Participation in activities may include: – Fundraising – Outreach efforts – Department and/or chapter service officer work – And other official DAV and Auxiliary duties Department of Alabama BENEFITS OF LVAP… Earn a Scholarship • LVAP volunteer hours are eligible toward applications for the Jesse Brown Memorial Youth Scholarship. Eligible volunteers under the age of 21 can earn up to $20,000 toward college tuition. Department of Alabama BENEFITS OF LVAP… You can make a difference • When you give the gift of your time and talents to those who’ve served and their families, you honor the sacrifices they made for everyone. Department of Alabama FORMS TO COMPLETE* *The forms on the following slides must be completed according to the instructions provided on the form and on the corresponding slide. Department of Alabama ENROLLMENT FORM A: ONE TIME REPORT FOR NEW VOLUNTEERS Department of Alabama FORM B: CHAPTER MONTHLY VOLUNTEE R REPORT This form is to be completed by the chapter’s appointed individual responsible for submitting the hours for the chapter. Complete the form with the date(s) the work was rendered, the first and last name of the volunteers, the last 4 #’s of their SSNs, total hours volunteered, and the broken down hours in the appropriate category. *Note: If it is a volunteer’s first time submitting hours, Form A must be submitted before the volunteer’s hours can be added to this form. Department of Alabama FORM C: INDIVIDUAL MONTHLY VOLUNTEER REPORT This form is to be completed by the volunteer and submitted to the chapter’s appointed individual responsible for submitting the hours for the chapter. Complete the form with your name, last four of your SSN, your telephone number, the date(s) and time the work was rendered, location of your volunteered services, total hours volunteered, and the broken down hours in the appropriate category. Department of Alabama HOW DO I SUBMIT THE FORMS? • The LVAP forms must be submitted to the Department of Alabama’s LVAP Coordinator by the 15th of each month. • Contact the LVAP Coordinator: Eugene Benford LVAP Coordinator P.O. Box 995 Opelika, AL 36803 Phone: 334-663-1520 Email: [email protected] Department of Alabama It Is How We Take Care of Our Own and Our Organization SERVICE SUPPORT FUND Department of Alabama Veterans come to work with many skills and vast experience EMPLOYMENT Department of Alabama HOW DO WE EXPLAIN OUR EXPERIENCE Leadership? Technical skills? Communication? Teamwork? Instructor? Developer? Administration? Management? Department of Alabama HAVE YOU BEEN TO EBENEFITS? One of the easiest ways to figure out how to explain what your military experience equates to in the civilian world Input your rank Input your occupational skill code Gives you the wording the employers may be looking for Department of Alabama DAV HAS IDENTIFIED A GAP Veterans have problems explaining what they did in the military There is much to be said for Veterans and their experience and loyalty and commitment Veterans are a proven commodity The Veterans must sell themselves Department of Alabama JOB FAIRS ARE THE ANSWER DAV has partnered with RecruitMilitary Holding Job Fairs in numerous locations Bringing in industry leaders and Veteran friendly employers Gets the Veterans in front of the right people Department of Alabama ALABAMA CAREER CENTERS Set to be Veteran friendly Local Veteran Employment Representatives at each office Veterans work with LVER who works exclusively with Veterans Postings for multiple jobs in multiple areas Department of Alabama LOCAL JOB FAIRS Alabama has many job fairs in a year Veterans have the opportunity to meet prospective employers in the civilian community and also on military installations Resumes can be dropped off to prospective employers Local offices can help with resume development Department of Alabama DEPARTMENT DIRECTOR OF EMPLOYMENT Works with communities through chapters and the department Contacts LVER at ACCs to get Veteran help in finding employment Works to identify award recipients annually who have done great things for our nations Veterans Recognizes large and small employers of the year bringing to light the advantages of hiring Veterans Department of Alabama CONDUCTING A MEETING MAINTAINING ORDER AND FOLLOWING GUIDANCE Department of Alabama DAV RITUALS DOWNLOAD THIS DOCUMENT ONLINE FROM DAV.ORG Department of Alabama MEETING PREPARATION Contact adjutant Review correspondence Review minutes and action items from previous meeting Prepare agenda Department of Alabama WHY AN AGENDA Prepares commander Prepares attendees Creates an interest Clearly defines objectives Provides a valuable organizational tool Department of Alabama AGENDA INCLUDES Meeting date, time, location General information Minutes approvals Items with clear motions and seconds Unfinished/New Business Good of the Order Summary/ Assignments Department of Alabama COMMANDERS AND CHAIRS IF YOU CANNOT ATTEND, FIND A REPLACEMENT BRIEF YOUR REPLACEMENT ON THE AGENDA Department of Alabama BEFORE THE MEETING Set up the room Adjust audio visual Ensure adequate seating Department of Alabama CONDUCTING A MEETING START ON TIME!! Adjutant takes minutes or a committee recorder Review the agenda/obtain agreement on the meetings objectives and goals Revise agenda if necessary Department of Alabama ROLE OF THE COMMANDER/ CHAIRPERSON Maintain order Follow agenda Recognize members who wish to speak Remain neutral After a motion is seconded ask for discussion Call for vote on motions Department of Alabama PARLIAMENTARY PROCEDURE Majority rule must prevail Rights of members w/ minority opinion are protected Respect for all members assured Logical order of business provided Department of Alabama ROBERT’S RULES! USED WHEN Seeking resolution to a controversial issue (e.g. handling a negative vote) Requires a formal vote count (e.g. voting on a not persuasive negative) Business must be conducted in a formal and efficient manner (e.g. main and subcommittee meetings) Department of Alabama ROBERT’S RULES! NOT USED WHEN The purpose of a meeting is to develop creative solutions Conducting a brainstorming session The issues being discussed are not contentious (e.g. future meeting locations) Department of Alabama WHY MEETINGS RUN LONG Repetition Wandering from the agenda Lengthy discussion of controversial issues Repeated interruptions by single members Department of Alabama MEETING TECHNIQUES Focus attention on the agenda Set time limits Identify different opinions Establish task groups/chairmen as needed Department of Alabama CLOSING A MEETING State conclusions reached Summarize assignments Give staff manager next meeting requirements Department of Alabama AFTER THE MEETING Prepare minutes as soon as possible after the meeting actions and discussions that took place are fresh in the writer’s mind committee members may rely on receipt of minutes before they implement promised actions Send a copy of minutes to committee chairs assigned during meeting Place minutes in reading file Department of Alabama PREPARING MINUTES Follow the format of the meeting agenda and include: title, date/location of meeting, and time called to order an accurate summary of the decisions and conclusions reached the assignments that were made the follow-up action required time of adjournment and notice of the next meeting date, time and location Department of Alabama CONCLUSION Running a meeting is an art and takes preparation and practice A meeting should be run while following an approved or regular agenda Commanders/ Chairs should control the members and flow of the meeting Knowledge of Constitution & Bylaws, Robert’s Rules of Orders and the Officers Guide from DAV National is very important Department of Alabama OUTREACH How members talk to people about what the DAV Mission and what DAV does! Department of Alabama Doing great things for the community… DAV OUTREACH AND SERVICES FOR VETERANS AND THEIR FAMILIES Department of Alabama Department of Alabama Doing great things for the community… MOBILE SERVICE OFFICES Department of Alabama Department of Alabama Department of Alabama Doing great things for the community… INFORMATION SEMINARS Department of Alabama Department of Alabama Doing great things for the community… HOMELESS VETERANS Department of Alabama Department of Alabama Doing great things for the community… DISASTER RELIEF Department of Alabama Department of Alabama Remembering to help… VAN TRANSPORTATION NETWORK AND THE HSC PROGRAM Department of Alabama Department of Alabama Department of Alabama Advocacy! The DAV CAN! Keeping informed and relevant… DAV COMMANDER’S ACTION NETWORK Department of Alabama Department of Alabama Department of Alabama OUTREACH How members talk to people about what the DAV Mission and what DAV does! Department of Alabama Doing great things for the community… DAV OUTREACH AND SERVICES FOR VETERANS AND THEIR FAMILIES Department of Alabama Department of Alabama Doing great things for the community… MOBILE SERVICE OFFICES Department of Alabama Department of Alabama Department of Alabama Doing great things for the community… INFORMATION SEMINARS Department of Alabama Department of Alabama Doing great things for the community… HOMELESS VETERANS Department of Alabama Department of Alabama Doing great things for the community… DISASTER RELIEF Department of Alabama Department of Alabama Remembering to help… VAN TRANSPORTATION NETWORK AND THE HSC PROGRAM Department of Alabama Department of Alabama Department of Alabama Advocacy! The DAV CAN! Keeping informed and relevant… DAV COMMANDER’S ACTION NETWORK Department of Alabama Department of Alabama Department of Alabama