Constitution_&_Bylaws                     

  2011-2012
Constitution & Bylaws

The purpose of the Constitution & Bylaws Committee is “To inform and educate members
of the American Legion Auxiliary on the importance and power of properly written,
reviewed and updated documents, policies and procedures at all levels”.

These documents are the foundation of the organization and ensure that we are operating according to our agreed-upon rules. The Constitution & Bylaws have guided our activities for over 90 years.

The Constitution & Bylaws is the governance structure for your Unit and the Department of New York. Adhering to this set of rules will ensure a successful organizational process. All changes MUST be in compliance with the Department and National governance documents. This document includes name of the organization, it’s object, membership, officers, meetings, executive board, committees and parliamentary authority. Any change to prescribed procedure requires an amendment. It is crucial that your Constitution & Bylaws, as well as your Standing Rules, be up to date and reviewed annually. If your Unit does not have Standing Rules, now is the time to create them. Please use the following “how to” guideline to create/change/update your Standing Rules.

Step-by-Step Rules for creating/changing/updating your STANDING RULES

1. Make a list of details that relate to the administration of your Unit (awards you present, budget for convention attendees, voting body, etc.)

2. Write the Standing Rule as it will apply to your Unit

3. Present it at a Unit meeting (new rules pass with a majority vote at any meeting without previous notice).

4. Send 2 copies of your Standing Rules to the Department Constitution & Bylaws Chairman (see address below) for approval.

5. Rules may be amended or rescinded. A Standing Rule may be amended or rescinded by a two-thirds vote, or if notice has been given, by a majority vote.

This set of rules should be reviewed and updated annually. Any Standing Rule adoption/change needs to have it’s # and adoption/change date listed and shown on bottom of current document. This keeps an up-to-date record of when a change was made to that specific rule. Please feel free to contact me if you have any questions/concerns regarding your Constitution & Bylaws or Standing Rules.

The Revised Transmittal Form included in this plan of action material must accompany any changes submitted for approval.

At this year’s Department Convention in Binghamton, NY there were three (3) constitutional amendments proposed. These approved changes were made to the Department Constitution & Bylaws that is available for download on the Department Website. This newly revised document MUST be used for submission to make any changes to your Unit Constitution & Bylaws.

Briefly, the amendments that were presented include:

1. The creation of a separate Secretary (F/T) and a separate Treasurer (P/T) position replacing the current F/T Secretary/Treasurer position in the Department of New York. This passed and will be effective for the 2012-2013 administration.
    

2. Under the District Meetings delegate voting-this amendment was divided into two (2) separate amendments—Part I to allow ALL District conference representatives of a Unit or County that pay a registration fee be allowed to vote and Part II to allow “Past District Presidents” to be a “delegate-at-large” to District conferences with a vote. Part I was defeated. Part II passed and will be effective for the 2011-2012 administration.
    

3. A change to allow for an Empire Girls State Committee composed of three members (subject to the ratification of the Department Executive Committee): 1 for 3 years, 1 for 2 years and 1 for 1 year. This passed and will be effective for the 2012-2013 administration.

Resources available through Emblem Sales: http://emblem.legion.org

1. New Unit Handbook (item 355.200)

2. National Constitution & Bylaws and Standing Rules (item355.202)

3. Policies and Procedures manual (item 355.204)

4. Robert’s Rules of Order Newly Revised (item 855.300, item 855.301)

5. Parliamentary Procedure (item 755.203)

Constitution & Bylaws Forms

1. Revised Transmittal Form

2. Unit Report Form

3. County Report Form

If you would like to review or print out a copy of the National, Department or Unit Constitution & Bylaws for your Unit members, go to www.deptny.org click on “Programs” in the left column, then click on “Constitution & Bylaws” in the committee listing. Scroll down and select a choice.
 

REPORTING PROCEDURE:  Note, there are only two reporting dates this year.  Reporting-How-When-Why

Unit Chairmen:  Please send Unit report Form  to reach your County Chairman by November 1, 2011, and March 1, 2012

County Chairmen:  Please send County report Form  to reach the Dept. Chairman by November 10, 2011, and March 10, 2012

Note: Forms are in (PDF Format ) and can be filled out using your computer keyboard. However, you cannot save data typed into any  forms unless you have the Full Version of  Adobe Acrobat software! Please print at least 2 copies of your completed form, mail one to the chairman, and save one for your  records. If you try to e-mail it without the Full Version of  Adobe Acrobat software, the chairman will receive a BLANK PAGE...

Susan M. Britton, Chairman
Department Constitution & Bylaws
Email: SueMB13@aol.com

       Note:  For Chairman's physical address,  contact  Department Office 

Suggested Unit Constitution & Bylaws    |Unit Audit Data Form 
Department Constitution & Bylaws |  National Constitution & Bylaws