Become A Member

KAM VET STANDARD PROCEDURE MANUAL

KAM VET STANDARD PROCEDURE MANUAL

STANDARD PROCEDURES MANUAL

Section 1. Purpose

These procedures have been developed to assist new officials, as well as the incumbents, to more efficiently perform their duties, and to assure compliance to the KAMVET Bylaws. This manual is intended to ensure that the Association, given its unique situation, is correct and accountable in all respects (Further discussion of accountability is at 3.9 GENERAL). Issuance of and changes to the SPM are authorized by KAMVET, Inc. Bylaws; Article III, Officers and Powers; Section 1. Powers and Duties; H. Board of Director.

 

The procedures in this manual are intended to provide clarification; to fill in the detail of areas prescribed in the Bylaws that require action, and for the use of applicable forms. All SPM procedures derive their authority from the Bylaws, and shall not be in conflict with them.

1.2 INTENT AND INTERPRETATION.  These procedures do not change the original intent of the Bylaws and may not be used to circumvent the Bylaws. When in doubt as to the proper course of action to take, the Judge Advocate of the Association should be consulted.

1.3 SPM CHANGE METHOD This SPM, which is for guidance of the Board and other KAMVET Officials, and the Membership as appropriate (Please refer to 1.1 Purpose, above), may be recommended for revision only by a Board or KAMVET Staff person who is responsible for the specific area or procedure being addressed.

1.4 CONFIGURATION CONTROL OF THE SPM Procedures for revision(s) to this Standard Procedure Manual, refer to SPM Procedure 3.1 “Configuration Control of the SPM.”

 Recommended changes are to be presented in writing to the Bylaws Committee Chairman. If there is no conflict with the Bylaws, the Chairman will accept and sign the change request.

 The recommended change(s) shall then be presented to the Board by the responsible director as an Action Item at the next Board Meeting, or with a “Business Without A Meeting”, as appropriate.

1.5 The Home Page for the Korean American Veteran Association and the Bylaws for the Korean American Veteran Association can be found at www.kamvet.org

1.6 Roberts Rules of Order, Newly Revised RONR 11th Edition Roberts Rules of Order provides guidance, rules and order for conducting meetings, and is used by KAMVET officers for that purpose when a needed procedure is not provided for in this Manual, and authorized by the KAMVET Bylaws.

 

SECTION 2.0 ASSOCIATION OFFICERS

 2.1 ELECTION OF OFFICERS

 Elected officers and/or directors shall be installed, at the first opportunity available, after the election results are announced. The elected officers and/or directors will take office on June 25th. Any Board meeting scheduled thereafter will be conducted with the new officers and/or directors. Upon approval by the Board, the Secretary and Treasurer shall also be installed.

The Oath of Office may be administered by using a document, to be signed by the member assuming office, as a part of the agenda when “Business Without a Meeting” is called.

2.2 INSTALLATION OF OFFICERS – CEREMONY AND OATH OF OFFICE Please refer to the procedure for the ceremony and the oath of office in SPM Procedure 3.6 of this Manual.

  1. Nominations:
    • Members may nominate candidates for various officer positions (e.g., President, Vice President, Secretary, Treasurer).
    • Nominations can occur during a designated meeting or through a formal process.
  2. Voting:
    • Members participate in the voting process to elect officers.
    • The voting method (e.g., secret ballot, show of hands) is determined by the bylaws.
  3. Qualifications:
    • Candidates must meet specific qualifications outlined in the bylaws.
    • These qualifications may include length of membership, active participation, and other criteria.
  4. Term Length:
    • Officers serve for a specified term (e.g., one year, two years).
    • The bylaws define the length of each officer’s term.
  5. Transparency and Fairness:
    • The election process should be transparent and fair.
    • Members should have access to information about candidates and their platforms.
  6. Announcement of Results:
    • After the voting process, the results are announced.
    • Elected officers assume their roles and responsibilities.

 

2.3.1 PRESIDENT RESPONSIBILITIES

The President of the Korean American Veteran Association (KAMVET) holds a crucial leadership role within the organization. Their responsibilities include:

  1. Strategic Leadership:
    • Develop and communicate the organization’s vision, mission, and strategic goals.
    • Collaborate with other officers and members to achieve organizational objectives.
  2. Board Management:
    • Preside over board meetings and ensure effective governance.
    • Facilitate decision-making and consensus-building among board members.
  3. External Representation:
    • Represent KAMVET at public events, meetings, and conferences.
    • Advocate for the organization’s interests and promote its mission.
  4. Community Engagement:
    • Engage with members, veterans, and the broader community.
    • Foster relationships with other veteran organizations, government agencies, and stakeholders.
  5. Financial Oversight:
    • Work closely with the Treasurer to manage the organization’s finances.
    • Ensure financial transparency, accountability, and compliance.
  6. Crisis Management:
    • Address challenges, conflicts, and crises as they arise.
    • Make informed decisions to protect the organization’s reputation and well-being.
  7. Committee Supervision:
    • Oversee committees (e.g., membership, events, fundraising) and their activities.
    • Encourage committee collaboration and productivity.
  8. Member Engagement:
    • Connect with members, listen to their needs, and address their concerns.
    • Encourage active participation and volunteerism.
  9. Communication:
    • Communicate effectively with members, officers, and the broader community.
    • Keep members informed about KAMVET’s initiatives and progress.
  10. Succession Planning:
    • Mentor and support other officers and potential future leaders.
    • Ensure a smooth transition of leadership when the term ends.

the President plays a vital role in shaping KAMVET’s direction, fostering unity, and advancing the welfare of Korean American veterans.

 

2.3.2  VICE PRESIDENT RESPONSIBILITIES

The Vice President of the Korean American Veteran Association (KAMVET) holds an important role in supporting the President and ensuring the organization’s success. Here are some key responsibilities of the Vice President:

  1. Assist the President:
    • Collaborate closely with the President to execute the organization’s vision and goals.
    • Step in for the President when needed (e.g., during their absence).
  2. Leadership and Decision-Making:
    • Participate in board meetings and contribute to decision-making.
    • Provide input on strategic planning and organizational direction.
  3. Committee Oversight:
    • Supervise committees or working groups as assigned.
    • Ensure committees are functioning effectively and meeting their objectives.
  4. Membership Engagement:
    • Engage with KAMVET members, listen to their needs, and address their concerns.
    • Encourage active participation and volunteerism.
  5. Event Coordination:
    • Assist in organizing events, meetings, and activities.
    • Help coordinate logistics, outreach, and member participation.
  6. Advocacy and Representation:
    • Represent KAMVET at events, conferences, and community gatherings.
    • Advocate for the organization’s interests and promote its mission.
  7. Succession Planning:
    • Work with the President to identify potential future leaders.
    • Support leadership transitions and continuity planning.
  8. Collaboration with Officers:
    • Collaborate with other officers (e.g., Secretary, Treasurer) to ensure smooth operations.
    • Foster teamwork and effective communication.
  9. Learn and Grow:
    • Continuously educate oneself about KAMVET’s history, goals, and challenges.
    • Seek opportunities for personal and professional growth.
  10. Presidential Support:
    • Be prepared to step into the President’s role if necessary.
    • Assist with any additional tasks delegated by the President.

 

2.3.3 DIRECTOR RESPONSIBILITIES

The Executive Director, also known as the Chief Executive Officer (CEO) or Executive Secretary in some organizations, is a key leadership position responsible for the overall management and administration of an organization. The specific responsibilities of an Executive Director can vary based on the nature of the organization, its size, and its mission. Here are common responsibilities associated with the role:

  1. Leadership and Vision:
    • Develop and communicate a clear vision and mission for the organization in alignment with the board’s direction.
    • Provide strategic leadership to achieve organizational goals.
  2. Board Relations:
    • Work closely with the board of directors to implement policies and strategies.
    • Provide regular updates to the board on the organization’s activities, financial health, and other relevant matters.
  3. Organizational Management:
    • Oversee the day-to-day operations of the organization.
    • Manage staff and delegate responsibilities to ensure efficient and effective functioning.
  4. Financial Management:
    • Develop and oversee the organization’s budget in collaboration with the finance team and board.
    • Ensure financial sustainability and accountability.
  5. Fundraising and Development:
    • Develop and implement fundraising strategies to secure financial support for the organization.
    • Cultivate relationships with donors, sponsors, and partners.
  6. Program Oversight:
    • Supervise the planning, development, and implementation of programs and services.
    • Ensure that programs align with the organization’s mission and strategic goals.
  7. Advocacy and External Relations:
    • Represent the organization externally to stakeholders, government agencies, and the public.
    • Advocate for the organization’s mission and interests.
  8. Staff Development:
    • Recruit, train, and develop a high-performing team.
    • Foster a positive and inclusive organizational culture.
  9. Strategic Planning:
    • Collaborate with the board and other key stakeholders to develop and implement strategic plans.
    • Adapt to changes in the external environment and adjust organizational strategies accordingly.
  10. Risk Management:
    • Identify and manage organizational risks.
    • Implement policies and procedures to mitigate potential challenges.
  11. Compliance and Governance:
    • Ensure the organization operates in compliance with relevant laws and regulations.
    • Work closely with the board to maintain good governance practices.
  12. Reporting and Evaluation:
    • Provide regular reports to the board on organizational performance.
    • Evaluate the effectiveness of programs and initiatives.
  13. Community Engagement:
    • Build and maintain relationships with the community, partners, and stakeholders.
    • Enhance the organization’s visibility and reputation.
  14. Ethical Leadership:
    • Uphold high ethical standards and foster a culture of integrity.
    • Ensure transparency in all organizational activities.

These responsibilities collectively contribute to the effective leadership and management of the organization by the Executive Director. It’s essential for the Executive Director to work collaboratively with the board and staff to achieve the organization’s mission and vision.

 

2.4 APPOINTED OFFICERS/EMPLOYEES/CONTRACTORS RESPONSIBILITIES

The Secretary shall:

 2.4.1.1 Keep an accurate, documented record of the proceedings of all Board and General Membership Meetings, including Executive Sessions.

 2.4.1.2 Maintain verbatim records of all approved minutes and changes thereto of Board and General Membership Meetings.

  1. Access to that section of the KAMVET Database shall be maintained by the KAMVET Webmaster, in accordance with input and direction from the Secretary.
  2. Access to the verbatim records shall be restricted to voting members of the Board of Directors; and others to be determined by the President and the Secretary, in accordance with Association need.

 2.4.1.3 Maintain as a minimum, a master file of the Association, consisting of:

  1. Articles of Incorporation – Association, chapters and departments;
  2. Bylaws – Association, chapters and departments;
  3. Standard Procedure Manual (SPM);
  4. Budgets;
  5. Petitions for chapter and department Charters;
  6. Charters – chapters and departments;
  7. Reports of Election – Association, chapters and departments;
  8. Correspondence – members, chapters, departments and Association, and the
  9. Federal Charter.

 2.4.1.4 Process completed petitions for charter of new chapters and departments.

 2.4.1.5 Submit the Call for Election for Association officers in the July/August and September/October using SPM Procedure Call for Election, of this Manual.

 2.4.1.6 Keep the minutes in accordance with the general guidelines established in the Association Bylaws, the Standard Procedure Manual, and Robert’s Rules of Order.

2.4.1.7 Note any approved changes or corrections to the minutes of the previous meetings.

 2.4.1.8 Conduct the general correspondence of the Association, that is, correspondence which is not the assigned responsibility of other officers, directors, or committees.

 2.4.1.9 Attest to official documents of the Association as the Board may direct.

 2.4.1.10 Place a proposed agenda for the Annual Association Membership Meeting in The Kamvet.org for the membership to be notified of business to be conducted.

 2.4.1.11 Submit to each officer and member of the Board an agenda for the Association Membership Business meeting and an agenda for any Board meeting.

 2.4.1.12 Call the roll when required at the Board meetings, and verify and announce that a quorum is or is not available to begin the meeting.

 2.4.1.13 Maintain oversight of the Association Technology staff and their functions, which includes, but is not limited to, the hiring or appointment of the Webmaster and Administrative Assistant.

 2.4.1.14 Proof (or delegate some or all of the proofing) of at least one DRAFT copy prior to release to the Publisher for printing, then approve the release publication as corrected.

2.4.1.15 Committee Chairpersons shall submit all committee member changes to the Secretary via email. The Secretary will forward the change(s) to the Webmaster for revision of the KAMVET Website, and copy the President.

 

2.4.2 TREASURER RESPONSIBILITIES

The Treasurer of an organization, including the Korean American Veteran Association (KAMVET) in this context, plays a crucial role in financial management and oversight. Here are common responsibilities associated with the role of Treasurer:

  1. Financial Planning:
    • Collaborate with other board members and key stakeholders in the development of the organization’s annual budget.
    • Provide financial input during strategic planning discussions.
  2. Budget Management:
    • Oversee the preparation, presentation, and management of the organization’s budget.
    • Monitor budget performance and report to the board on financial matters.
  3. Financial Reporting:
    • Generate regular financial statements (e.g., income statements, balance sheets) for board review.
    • Ensure financial reports are accurate, transparent, and comply with accounting standards.
  4. Financial Policies and Procedures:
    • Develop and maintain financial policies and procedures to ensure sound financial management.
    • Recommend updates to financial policies as needed.
  5. Bookkeeping Oversight:
    • Oversee or work with the organization’s bookkeeper or accounting team to maintain accurate financial records.
    • Ensure financial transactions are recorded in a timely and accurate manner.
  6. Bank and Investment Management:
    • Manage the organization’s bank accounts and investment portfolios.
    • Ensure proper oversight of cash flow and investments.
  7. Audit and Internal Controls:
    • Work with auditors (if applicable) to facilitate annual financial audits.
    • Establish and monitor internal controls to safeguard the organization’s assets.
  8. Compliance:
    • Ensure compliance with relevant financial regulations, tax laws, and reporting requirements.
    • Stay informed about changes in financial regulations that may affect the organization.
  9. Financial Planning and Forecasting:
    • Assist in long-term financial planning and forecasting.
    • Provide financial insights for decision-making and risk management.
  10. Treasury and Cash Management:
    • Manage the organization’s cash flow to meet financial obligations.
    • Make recommendations for optimizing the organization’s use of financial resources.
  11. Grant and Fund Management:
    • Oversee the financial aspects of grants and fundraising initiatives.
    • Ensure funds are allocated and used according to donor restrictions.
  12. Board Communication:
    • Effectively communicate financial information to the board and other relevant stakeholders.
    • Address any financial concerns or questions from board members.
  13. Educational Support:
    • Provide financial education and training to board members and staff, as needed.
    • Foster a strong understanding of financial matters throughout the organization.
  14. Collaboration with Finance Committee:
    • Work closely with the finance committee (if applicable) to address financial issues and make recommendations to the board.
  15. Transparency and Accountability:
    • Advocate for transparency in financial matters and be accountable for the stewardship of the organization’s resources.

The Treasurer’s role is pivotal in ensuring the financial health and sustainability of the organization. It involves collaboration with other board members, staff, and external financial professionals to make informed decisions that align with the organization’s mission and goals.

 

2.4.3 JUDGE ADVOCATE   RESPONSIBILITIES

As the legal advisor for the Association who is appointed by the President and approved by the Board, the Judge Advocate’s advice should be sought for those questions which are not covered by the Bylaws or this Standard Procedure Manual.

The Judge Advocate’s opinion should be unbiased and promote courtesy, justice, impartiality and equality on the raised issue.

The Board should receive all Judge Advocate’s opinions given, except in the case of a complaint issued for Ethics and Grievance Committee, and consider them as presented for action.

The Judge Advocate receives and acts on official complaints by KAMVET members against KAMVET members/officers as described in Sections 2.6 and 3.8 of these manuals.

The Judge Advocate shall present in writing all opinions rendered to members, chapters and departments to the Secretary for distribution to the Board.

The Judge Advocate shall accept any complaint by a Korean American Veteran Association Member in Good Standing, sent in writing and signed. This is to be sent by “Email or USPS Certified Mail, Return Receipt Requested”.

The Judge Advocate shall determine if the complaint is appropriate for referral to the Chairman of the Ethics and Grievance Committee (E&G Committee). The sent complaint is recognized as being accepted by the Judge Advocate by the USPS Return Receipt returned to the complainant. Any further correspondence thereafter between the Judge Advocate and the complainant shall also be by “USPS Certified Mail, Return Receipt Requested”.

The Judge Advocate shall advise the E&G Committee Chairman on any question posed by the E&G Committee.

 

2.4.4 CHAPLAIN RESPONSIBILITIES

The Chaplain shall conduct Memorial Services to honor those KIA/MIA and/or memorialize Association members who are now deceased.

Lead the invocation and adjournment prayer at all meetings.

Work with the Annual Association Membership Meeting Chairman, Secretary, and Treasurer to perform other functions requested by the President.

 

2.4.5 HISTORIAN RESPONSIBILITIES

The Historian shall be responsible for keeping records of special events conducted by the Association and having pictures taken at Association events.

The Historian shall maintain a file of all meeting places where meetings are held and visits made by Association Representatives to events in and out of the country, as well as by officers who have served the Association over the years since being formed.

The Historian’s duties are those outlined above, and any other responsibilities the Historian believes should be chronicled.

 

2.4.6 ASSOCIATION VAVS DIRECTOR RESPONSIBILITIES

Veterans Affairs Voluntary Services (VAVS) National Representatives are the official liaisons between the Veterans Health Administration (VHA) Central Office and our organization in all aspects of the VAVS Program. The Association Representative is also the National Certifying Official for all VA Medical Centers facilities Representative and Deputy Representatives. The Association/Certifying Officials, as part of their appointed duties, are expected to attend and participate in the VAVS National Advisory Committee (NAC) Annual Meeting.

 The VAVS Director is the Association contact for chapters and departments and all regular members at large for Veterans Affairs Volunteer Service, and shall:

  1. Provide the guidelines for VAVS Representatives and Deputy Representatives.
  2. Provide upon request a copy of VHA Directive 1620 and VHA Handbook 1620.1.
  3. Create and maintain a VAVS data base for all VA Medical Centers for which we have Representatives and Deputy Representatives. This data base will be used for input for the Annual Management Overview Report.
  4. Brief the KAMVET Board at each meeting, on all matters. The Representative and Deputy Representatives must be submitted by the chapter President, and must be a KAMVET member in Good Standing before being certified. We are a VAVS NAC Service Member (voting) organization and must maintain the provision of volunteers and VA recognized participation on local VAVS Committees at a minimum of thirty (30) VA facilities.

Provide a VHA 1620 Handbook to those chapters and departments who form VAVS programs in their local areas.

Keep chapter and department VAVS Representatives informed of any new requirements for successful operations of their services.

Maintain a list of the various chapter and department Representatives and Individual KAMVET Volunteers.

Provide for VA Certification for chapter representatives by working with chapter and department officers to solve any problems encountered.

Document any problems and inform the Board of any action and reasons for such action for their approval before the action is put into effect.

Follow the guidelines and requirements of VHA 1620 Handbook for VAVS at all times.

Make a year-end report to the Board and the Department of Veterans Affairs, of Volunteer Service time accumulated for the Korean American Veteran Association, Inc.

 

2.4.7 WEBMASTER/DATABASE TECHNICIAN RESPONSIBILITIES

The responsibilities of a Webmaster/Database Technician within an organization “KAMVET” would involve managing and maintaining the organization’s website, databases, and related technological infrastructure. Here’s a list of common responsibilities associated with this role:

  1. Website Development and Maintenance:
    • Design, develop, and maintain the organization’s website to ensure it aligns with the organization’s goals and provides a positive user experience.
    • Regularly update website content, including news, events, and other relevant information.
  2. Database Management:
    • Design, implement, and manage the organization’s databases to ensure efficient storage and retrieval of information.
    • Regularly update and maintain the integrity of the database.
  3. Technical Support:
    • Provide technical support for website users and resolve any technical issues or glitches promptly.
    • Collaborate with other IT professionals to address broader technical challenges.
  4. Security Management:
    • Implement security measures to protect the organization’s website and databases from cyber threats.
    • Regularly update security protocols and ensure compliance with data protection regulations.
  5. Integration of Technologies:
    • Integrate new technologies and features into the website and database systems to enhance functionality and user experience.
  6. User Training:
    • Train staff or volunteers on the use of website and database systems.
    • Provide documentation or tutorials to help users navigate and utilize these systems effectively.
  7. Content Management:
    • Oversee the organization’s content strategy on the website, ensuring that it is up-to-date, relevant, and aligns with the organization’s messaging.
  8. Data Analysis and Reporting:
    • Extract and analyze data from databases to provide insights and reports to support decision-making processes.
    • Generate regular reports on website traffic, user engagement, and other relevant metrics.
  9. Backup and Recovery:
    • Implement regular backup procedures for databases and website content.
    • Develop and test recovery plans in case of data loss or system failures.
  10. Collaboration with Other Departments:
    • Work closely with other departments, such as communications, marketing, and program management, to align the website and database functionalities with organizational goals.
  11. Technical Documentation:
    • Create and maintain technical documentation for website and database systems, including system architecture, processes, and protocols.
  12. Accessibility and Compliance:
    • Ensure the website and databases comply with accessibility standards, ensuring that information is accessible to individuals with disabilities.
    • Stay informed about relevant regulations and standards related to web and database technologies.
  13. Scalability Planning:
    • Plan for the scalability of website and database systems to accommodate growth and changes in organizational needs.
  14. Vendor Management:
    • Manage relationships with external vendors or service providers related to website hosting, domain registration, and database services.
  15. Continuous Improvement:
    • Stay updated on emerging technologies and best practices in web and database management.
    • Implement improvements and updates to enhance the efficiency and effectiveness of systems.

 

 2.4.8 NATIONAL LEGISLATIVE AFFAIRS LIAISON RESPONSIBILITIES

The National Legislative Affairs Liaison is appointed by the President and serves at his/her pleasure. He/she is responsible for all aspects of the KAMVET’s legislative initiatives and assists in the determination of the Association’s policies, issue positions, and strategies with the U. S. Congress, Federal Departments, and Agencies.

The National Legislative Affairs Liaison will monitor Veteran’s legislation and recommend action when necessary to support or oppose select legislation. He/she will testify before legislative committees, delegations, groups, and individuals concerning matters that affect the KAMVET’s member’s dependents, and survivors in accordance with Association policies, issue positions, and strategies.

The National Legislative Affairs Liaison will provide information to the President and Board of Directors about significant legislation by reporting at Board meetings when requested and by posting items as needed on the KAMVET National Website.

The National Legislative Affairs Liaison will identify and establish a strong relationship with key legislators and members of their staff and will assist in the development, analysis, and the KAMVET’s official (as approved by the President and the Board of Directors) response to legislative and other initiatives impacting Association members, veterans, dependents, and their survivors.

The National Legislative Affairs Liaison assists in the design and implementation of initiatives to educate U. S. Congress, Congressional members, Congressional delegations, state legislators, and other federal, state, and local officials on the problems and concerns of the KAMVET’s military members’ dependents, and their survivors.

The National Legislative Affairs Liaison will negotiate agreements that are consistent with the Association’s policies, issue positions, and strategies.

The National Legislative Affairs Liaison will establish and maintain a relationship with other veteran service organizations i.e.: VFW and American Legion.

The National Legislative Affairs Liaison will be responsible for various special projects as delegated by the President.

 

2.5 STANDING COMMITTEES

2.5.1 MEMBERSHIP COMMITTEE RESPONSIBILITIES

The core responsibility of the Membership Committee is to promote interest in the recruitment of and increase in new members in the Korean American Veteran Association. Of particular effort should be to transmit in detail the facts:

  1. The eligibility to join the KAMVET belongs to any person who has seen honorable service in any of the Armed Forces of the United States, defined as Army, Navy, Marines, Air Force and Coast Guard.

2.5.2 The Membership Committee Chairman

  1. Selects Committee members from among Board members, chapters and departments.
  2. Works with other committee Chairpersons to promote recruitment
  3. Makes recruiting event presentations at schools, churches and other venues

 

 2.5.2.1 Membership Committee Members:

  1. Promote new ideas for member recruitment.
  2. Distribute flyers, posters, magazines and decals when funding is available. Distribution is to various VA hospitals and clinics; Veteran Service Organizations (VSO) such the American Legion; VFW, AMVETS, KWVA, etc.
  3. Use the internet to promote the KAMVET through interactive websites such as Facebook, Twitter, Linked ID etc.
  4. Develop and implement recruitment materials and techniques (posters, decals, videos).

 

2.5.3 BUDGET AND FINANCE COMMITTEE RESPONSIBILITIES

The financial condition of the Association is of paramount importance and any significant trend which indicates future fiscal problems are to be brought to the attention of the Board with recommendations for action.

Establish an Annual Operating Budget:

  1. With advice from the Treasurer who will be a Finance Committee member;
  2. For approval by the Board by obtaining input from the Committees requiring expenditures;
  3. Which shall be presented first to the Board and if approved, presented to the membership at the Annual Association Membership Meeting for their approval.

Written standards shall be maintained concerning reimbursement for Board Meeting attendance.

Establish a separate budget for the Annual Association Membership Meeting, for approval by the Board, with input from the Annual Association Membership Meeting Committee when a Budget Expenditure is required.

Maintain disbursement procedures for the Treasurer, including the number of signatures on checks. These procedures are shown in SPM Section 3.7 of this Manual.

Report audit results quarterly to the Board from the monthly supplied data from the Treasurer. This shall include:

  1. Checks issued, money transfers, income deposits and investments, and
  2. Data from submitted forms SPM Form, KAMVET Travel Expense Report.

Act in a “consultant and recommendation capacity,” along with the Treasurer’s input for new planned expenses, contributions, investments and budgets brought to the Board for approval.

 

2.5.4 ELECTIONS COMMITTEE RESPONSIBILITIES

Assist the KAMVET Secretary to assure that the “Call for Election” is issued for publication in the July/August and September/October editions of The Graybeards magazine so that candidates for open offices have ample time to respond before the December 15 deadline.

Certify that candidates have met the requirements to be placed on the ballot for the offices to be voted on, by the Regular Members of the Association, per the Bylaws.

Present certified candidate information to the:

  1. The Graybeards Magazine Editor for publication in the January/February Edition for those Candidates approved to run for election for open officer and/or director positions.
  2. Webmaster for scanning/publication on the kamvet.org website. The information shall include the original candidate application letters and submitted photos.

The KAMVET Membership Office shall receive ballots to verify:

  1. Eligibility of the ballot;
  2. Recorded number of ballots;
  3. Vote count for each individual on ballot, and
  4. Number of votes not counted because the individual was not eligible to vote.
  5. Record the date the ballot was received for election statistical analysis purposes.

 

Responsible for setting up the procedure for the Membership Office to produce a computer file of eligible voters and resolving conflicts regarding ballots received from voters whose names do not appear on the list or file, which needs to be updated up to the May 10 cutoff date.

No Elections Committee member may remain on the Committee if they are a candidate for any office.

The Committee shall check and certify that all information submitted by those candidates for office have met the “Call for Election” requirements per the Association Bylaws. Election – Requirements for Candidates.

 

Vote results shall have a notarized “statement of certification” by a designated, qualified third party (preferably the accounting firm retained by the KWVA), listing the votes for each candidate in the same order as they were listed on the ballot for each officer and/or director, using SPM Form. The Summary Tally Sheet Form example is a signed statement showing the total votes cast and the elected officers, using SPM Form.

Ballots shall be retained in the Membership Office for the purpose of resolving any disputes that may arise, until the close of balloting the following year, and upon approval of the Board of Directors they may then be destroyed.

 

2.5.5 BYLAWS COMMITTEE RESPONSIBILITIES

 

2.5.5.1 Process Bylaws Changes

  1. Review and amend the charter and Bylaws for necessary changes to keep them viable throughout the years by recommendations to the Board.
  2. Process proposed amendments to the Association Bylaws and charter from the membership received forty-five (45) days before the next Board Meeting, for presentation to the Board for approval.
  3. Assure that the exact wording of any Bylaw change approved by the Board is

given to The Webmaster Editor for appropriate publication prior to the next Annual Association Membership Meeting.

  1. Present Bylaw changes, which have been approved by the Board, to a quorum of the voting membership for ratification.
  2. Assure that the Secretary has correct copies or computer files, of the current approved charter and Bylaws and maintains a file of all prior Bylaws and changes made over the years.

 

 2.5.5.2 Track Bylaws Changes

 Maintain a Bylaws Committee log. Numbering of the bylaw change requests should be as follows:

B1/06_01_2023 (Received on 1 June, 2023). Should there be two (2) received on that day, the

second one would be B2/06_01_2023, etc.

 

 2.5.5.3 Process Standard Procedure Manual (SPM) Changes.

  1. Maintain the Standard Procedure Manual (SPM) by continual review of the everyday functions of the Board, officers, appointed officials and/or employees/contractors and their operations
  2. Upon request, respond to correspondence from chapters and departments and answer any inquiries regarding the Bylaws or the Standard Procedure Manual.
  3. Review the Bylaws and member requests for changes which will strengthen or clarify the procedure to follow, or which need to be changed.
  4. Originate and process amendments to the Bylaws or the Standard Procedure Manual for approval by the Board.
  5. Review of any changes requested shall show that a majority of the Bylaws Committee recommend the change wording. No wording is to be condensed for approval and then changed.
  6. Review the SPM to assure that accuracy and conformity in typographical, terminology and spelling or printing have not changed the Bylaws.
  7. Attention shall also be given to those practices which through repeated use have become routine even though the current Bylaws may prescribe a different practice or method.
  8. Assure that the SPM does not suggest procedures that circumvent the approved Bylaws in effect during the time period covered by the current Bylaws.
  9. Review and/or present suggested changes to/or from the Board received in written form, for inclusion, deletion or additional modification in the Standard Procedure Manual, for Board approval.

 

2.6.1 ANNUAL ASSOCIATION MEMBERSHIP MEETING COMMITTEE RESPONSIBILITIES

 

 2.6.1.1 The Annual Association Membership Meeting Committee is responsible for soliciting possible areas for the Annual Association Membership Meetings from the membership.

 2.6.1.2 The Annual Association Membership Meeting place and dates should be set three years in advance, with approval by the Board and the Membership. After the initial setup, only one new Annual Association Membership Meeting needs to be added to the list each year.

 2.6.1.3 Establish check lists outlining the procedure for arranging an Annual Association Membership Meeting and lists of contacts to help in the arrangements for the meeting.

 2.6.1.4 Establish data for estimating the budget required for the Annual Association Membership Meeting.

 2.6.1.5 Establish data and all other plans for sign-in of members, Hospitality Room, Entertainment, Banquet and Speakers with the required business meeting area for both the Board and Annual Association Membership Meeting.

 2.6.1.6 Assure that the President and Secretary are currently informed of all plans and supporting data regarding the Annual Association Membership Meeting. This shall include the negotiations and contracts for hotel rooms, rates, and other service expenses.

 

 

3.1 ASSOCIATION RULES

PURPOSE The purpose of these procedures is to provide any Regular Member in Good Standing with the means to obtain change(s) to either the procedures in this Manual, or the KAMVET Bylaws. While the format of the change request is essentially the same in both cases, in the form of a resolution, each has a different path toward implementation. For timely implementation, either change request must be submitted at least forty-five (45) days prior to a called Board meeting where, if approved at the committee level, it will be brought before the Board.

 A Resolutions Request is a formal means of presenting ideas for consideration, via a motion to the Board, in a format to help organize points in clear writing, along with the specific action plan to be followed, and written in the same style and form to help expedite the Board meeting process. It is initiated by a Regular Member in Good Standing, using SPM Form 4.10-1.

 A Bylaws Change Request is a formal means for a specific change to the Bylaws. It is initiated by a Regular Member in Good Standing, using SPM Form 4.11-1. If approved by the Bylaws Committee by a majority vote; and subsequently approved by the Board, it will then be presented to the Membership for ratification, both of which require a two-thirds (2/3) vote of a quorum of voting members to approve.

 DESCRIPTION The two separate change processes are:

  1. Changes to the Standard Procedure Manual Change requests must be submitted directly to the Bylaws Committee, at least forty-five (45) days prior to a called Board meeting where it will be brought before the Board for discussion and implemented if approved. NOTE: Any change to the Manual that would conflict with the current Bylaws must be accompanied by a relevant and appropriate Bylaws Change Request.
  2. Changes to the Bylaws Using SPM Form 4.11-1 and its instructions, the change request must be submitted directly to the Bylaws Committee, at least forty-five (45) days prior to a called Board meeting where, if approved by the Bylaws Committee, it will be brought before the Board, and if approved, will be subsequently presented to the membership for ratification.

 PROCEDURES.

 3.1.1 Submitting a Resolution A Resolution is presented to the KAMVET Resolutions Committee Chairman for the Resolutions Committee to determine and recommend to the Board, a course of action and why the course has been selected, to either approve, disapprove or to postpone or pass on to another committee for further consideration. This may include a request for a change to the Standard Procedural Manual.

 STEP

  1. Review SPM Form 4.10-1, Resolution Request. Following the Preparation Process and the sample request, prepare your resolution, in the form of a letter, addressed to the KAMVET Resolutions Committee Chairman, whose name and address can be found in the current edition of The KAMVET newsletter.
  2. Sign the Resolution Request, with Association member number included, by at least two (2) regular members of the Korean War Veterans Association, Inc. In the case of a chapter or a department, a letter of endorsement must accompany such Resolution with the signature(s) of the President; and/or chapter or department representatives, including their KAMVET member numbers, and stating their authority to do so.
  3. Mail/Email the Resolution. It is recommended that you retain a copy.
  4. Retain all correspondence you receive resulting from your request.

 

3.1.2 Submitting a Bylaws Change Request A request to change the Bylaws is presented to the KWVA Bylaws Committee Chairman for the Bylaws Committee to determine and recommend to the Board, a course of action and why the course has been selected, to either approve, disapprove or to postpone or pass on to another committee for further consideration.

 STEP

  1. Review SPM Form, Bylaws Change Request. Following the Preparation Process and the sample request, prepare your request, in the form of a letter, addressed to the KAMVET Bylaws Committee Chairman, whose name.

 

  1. Sign the change request, with Association member number included, by at least two Regular Members of the Korean American Veteran Association, Inc. In the case of a chapter or a department, a letter of endorsement must accompany such Resolution with the signature and/or signatures of the President or chapter representatives including their KAMVET member number and stating their authority to do so.
  2. Mail the change request. It is recommended that you retain a copy.
  3. Retain all correspondence you receive resulting from your request.

 

3.2 ASSOCIATION MEMBERSHIP

PURPOSE The purpose of these procedures is to describe and define the process for eligibility; application, renewal of membership in the KAMVET, Inc. There are also resignation procedures for both individual memberships, or from Association elected and appointed offices.

DESCRIPTION Procedures are included for these categories of membership:

  1. Regular
  2. Service in the United States Armed Forces
  3. Medal of Honor
  4. Ex-POW
  5. Associate
  6. Honorary
  7. Gold Star Parents
  8. Gold Star Spouses

 

PROCEDURES

3.2.1 Applying for Membership in the KANVET

 STEP

  1. Review the following forms in this Manual:
  • SPM Form 4.1-1 Official KAMVET Membership Application Form.
  • SPM Form 4.1-2 Certification of Eligibility for KAMVET Membership.
  • SPM Form 4.1-3 Criteria for Membership in the KAMVET.

 

  1. Please go to the appropriate form. The application form, available in both PDF and MS Word (.doc) formats, is also downloadable from the KAMVET website: http://www.kamvet.org

 

  1. Please fill out the form completely, sign and date it, include your check or money order for the correct amount (or include your Visa or Master Card information) and mail to the KAMVET Membership Office address at the top of the form.

 

 3.2.2 Renewing KAMVET Membership PURPOSE The purpose of this procedure is to describe and define the process for KAMVET membership renewal.

PROCEDURE

  1. Mail your check or money order for the correct dues amount to the KAMVET Membership Office address. Please mark your Membership Number and address on your check.
  2. If paying by credit card; please use a current website online.

 

 

3.3 FINANCES

 

3.3.1 CHECK WRITING AND CONTROL

 

  1. PURPOSE The purpose of this procedure is to describe and define the process for the

generation and control of checks for reimbursement, services, and the operation of the Korean American Veteran Association, Inc.

 

  1. DESCRIPTION Procedures for check writing and control.

 

All requests for reimbursement or payment must be accompanied by proper and complete

documentation. This shall include, as appropriate, forms from Section 4.5 of this Manual.

 In the case of repeated expenditures such as monthly phone bills, the actual billing statement shall be sufficient documentation.

 

Each form shall be approved (by signature) before a check shall be issued. Each check shall be signed as outlined on the Forms used.

 

  1. In the case of the President his/her request shall be approved by the Vice

President and the Treasurer. A request shall be referred to the Vice President for his/her approval. Because of time and distance, the Vice President’s approval shall be obtained by E-mail which is printed and made part of the documentation and will also state the amount of the check and its number. The check shall then be stamped using the Vice President’s signature Stamp and also signed by the Treasurer.

 

  1. In the case of the Treasurer, his/her request shall be approved by the President

and the Assistant Treasurer. The check shall also be signed by the President.

 

  1. In all other cases, the request shall be approved by the President and the Treasurer. Because of time and distance, the President’s approval shall be obtained by email which is printed and made part of the documentation and will also state the amount of the check and its number. The check shall then be stamped using the President‘s signature stamp and also signed by the Treasurer. The President may also personally sign the invoice if he/she is available at the time the Invoice is processed.

 

  1. In the case of absence or unavailability of the President due to travel, illness or

the like, a request shall be referred to the Vice President for his/her approval.

Because of time and distance, the Vice President’s approval shall be obtained by

email which is printed and made part of the documentation and will also state the amount

of the check and its number. The check shall then be stamped using the Vice President ‘s signature stamp and also signed by the Treasurer or Assistant Treasurer.

 

  1. All checks must be made payable to a valid payee. No checks are to be written

to “CASH,” except when “Change” is required at the reception desk for “Registration” of

Members at a meeting. A deposit must then be made for the exact same amount as the

monies withdrawn for “Cash.”

 

  1. The investment account is utilized to create higher returns on KAMVET funds. The

Treasurer, in order to meet financial obligations of the KAMVET may withdraw funds from

this account to the extent needed to meet these obligations when funds in the bank

checking and savings accounts are not sufficient. These withdrawals are to be deposited

in the checking account and the transactions are to be documented by written withdrawal

notices from the investment broker and written deposits slips from the bank.

 

3.3.2 KAMVET Board of Directors Travel Expense Reimbursement

3.3.3 KAMVET Board of Directors Travel Expense Report

3.3.4 KAMVET Expenses – Reimbursement Request Form

4.1-3 OFFICIAL MEMBERSHIP APPLICATION FORM

4.5.1 KAMVET Travel Expense Reimbursement

4.5.2 KAMVET Board of Directors Travel Expense Report

4.5.3 KAMVET Expense – Reimbursement Request