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Operational Policies

Manual

DISCLAIMER

Throughout this Operational Policies Manual, including, but notlimited to references to Commander, Vice-Commander (s), FinanceOfficer, Adj utant, Executive Committee, Finance Committee,General Membership, Legion, Legion Riders, Legion Auxiliary andSons of the American Legion shall be construed to mean thosethat are a part of the American Legion Tardiff-Belanger Post 39,20 S. Maple St, Madison, Maine 04950 unless specificallydelineated as belonging to a different organization.

Table of Contents1. Table of Contents, Page 12. Preface, Page 23. Commander's Authorized Expenditures Policy, Page 34. Monetary Donations Policy, Page 45. Finance Committee Policy, Page 56. Legion Hall Rental/Use Policy, Page 67. Rental Agreement Form, Page 8

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, .Preface

Operational Policies are developed, changed, amended or deletedby the Executive Committee with the approval of the GeneralMembership.

Operational Polices will be annotated with the final reviewdate, the approved date and the date of the annual review by theExecutive Committee. Any changes, additions, deletions oramendments approved by the Executive Committee will be presentedto the General Membership for approval/disapproval and annotatedaccordingly.

All aspects of the Operational Policies shall be enforced, andif some portion of an Operational Policy is found to be unlawfulunenforceable or illegal, the rest of the Operational Policywill continue in force.

The Executive Committee,authorized representative,Policies are enforced.

through theshall insure

Commanderthat all

or his/herOperational

Any Operational Policy can be waivered with approval of theExecutive Committee. The specific waiver request shall bepresented to the Executive Committee at the first scheduledExecutive Committee meeting for approval/disapproval action (s)or, in the event of an urgent need of a resolution, by directcontact, such as telephonically or in-person, with all ExecutiveCommittee members for approval/disapproval action(s).Approval/Disapproval action by direct Executive Committee membercontact will require the Commander or his/her designatedrepresentative to present that specific waiver request and voteddisposition to the Executive Committee at the next scheduledExecutive Committee meeting.

Forward approved by The General Membership on

Adjutant

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Commander's Authorized ExpendituresFinal Review Date:Approved Date:Last Reviewed Date:

o If Jflf'JY Is:

The General Membership authorizes the Commander or his/herauthorized representative to spend up to one thousand dollars($1000.00) per calendar year and not to exceed two hundreddollars ($200.00) per expenditure without approval of theExecutive Committee as outlined in the waiver procedures foundin the Preface of the Operational Policies Manual. Theseexpenditures shall be for emergencies or needed purchases.

All expenditures made by the Commander or his/her authorizedrepresentative in accordance with this policy shall be presentedto the Executive Committee at the next scheduled ExecutiveCommi ttee meeting. This presentation shall include, but not belimited to, the expenditure, the reason and the total cost. Thepresentation shall be annotated in the Executive Committeemeeting minutes.

These expenditures will come out of the miscellaneous line ofthe budget.

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Monetary Donations PolicyFinal Review Date:Approved Date:Last Reviewed Date:

Donations shall only be made to Non-Profit programs, persons andfamilies in need. These donations shall be no more than twohundred dollars ($200.00) per request. Request for donations inexcess of the two hundred dollars ($200.00) shall be addressedas outlined in the waivers procedures found in the Preface ofthe Operational Policies Manual.

Monetary Donations of up to two hundred dollars ($200.00) arelimi ted to one (1) per year per specific fundraising event,i.e., Relay for Life. Request for donations in excess of the twohundred dollars ($200.00) shall be addressed as outlined in thewaivers procedures found in the Preface of the OperationalPolicies Manual.

The following organizations have an annual automatic approvaland do not require approval of the Executive Committee nor theGeneral Membership to be funded:

Special Olympics - up to $1,000.00Relay for Life - up to $200.00Veterans Organization, i.e. Togus - Based upon requestYear Books - Based upon request

All monetary donation requests shall be in written/printedformat and signed by an appropriate authorized representative ofthe requesting agency and shall be presented to ExecutiveCommittee at the next scheduled Executive Committee meeting forapproval/disapproval recommendation. The request will then bepresented to the General Membership for concurrence with theExecutive Committee's recommendation or to modify thatrecommendation at the first scheduled General Membership meetingfollowing the Executive Committee meeting covering this request.

All Donations shall come out of the budget line for donations.

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Finance Committee Po1icyFinal Review Date: ~~ /IA.A-V/~-Approved Date: (7t.(Mf1.y/rLast Reviewed Date:

The Finance Committee will consist of membership as outlined inArticle III, Section 303, Legion By-Laws.

The Finance Committee will meet quarterlyrevenues, expenditures and any otherrequired. The Finance Officer willinformation for those reviews availablethe scheduled Finance Committee meeting.

to review the budget,financial. matters ashave all necessary

one (1) week prior to

The Finance Committee shall develop an annual budget and presentthat proposed budget to the Executive Committee for review atthe scheduled January Executive Committee meeting. The ExecutiveCommittee's approved budget shall be presented to the GeneralMembership for approval at the scheduled February GeneralMembership meeting.

Any over-expenditure in the budget shall be reported to theExecutive Committee at the first scheduled Executive Committeemeeting after the over-expenditure for review. The ExecutiveCommittee will present their findings concerning the over-expenditure to General Membership at the next scheduled GeneralMembership meeting.

The Finance Officer will have all finance reports available forthe Finance Committee, Executive Committee and GeneralMembership and be prepared to explain the financial status.

The Finance Committee shall be responsible for a Financial Auditof the Legion, as set forth in the Legion By-Laws.

The Finance Committee shall conduct an annual Financial Audit ofthe Legion Auxiliary, Sons of the Legion and Legion Riders.

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Legion Hall Rental/Use PolicyFinal Review Date: 1/'1 JIII1.Y/~""""Approved Date: OLf MAY I IfLast Reviewed Date:

Discl.aimer

The Legion reserves the right to refuse rental and/or use of itsfacility located at 20 S. Maple St., Madison, Maine 04950 to anyor all organizations, persons or groups, without prejudice.

Pol.icy

All requests for rental and/or use of the Legion's facilitiesshall be by submitting an application or in written/printedformat and signed by the responsible individual. The Legionshall NOT accept bookings in any other format. Written/printedand signed requests shall include:

Estimated number attendingName of EventDate and time of eventWill Bar be needed?Will kitchen be needed?

The following shall have priority of use of the Legion'sfacilities over all other organizations:

Legion General MembershipLegion AuxiliarySons of the LegionLegion RidersSea CadetsScoutsFacility Renters

Fees Rentals: (ALL PAYMENT WILL BE CASH OR CHECK ONLY)

Legion organizational useAuxiliary, SAL, ALR - No Charge

Sea Cadets - No ChargeScouts - No ChargeIndividual Legion Member

Member & immediate family only - $50.00Member must be present during the event.

Veteran Non-Member - $75.00All Others - $100.00

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Open Bar:

Other than Legion Organizations:Less than 100 people - $50.00

(Up to 5 hour & 1 bartender)100 people or more - $100.00

(Up to 5 hours & 2 bartenders)More than 5 hours - $10.00 per hour per bartender

Charged in 30 minute incrementsMonetary guarantee of $150.00

If the bar does not make this, then theperson/organization shall offset the cost

Deposits & Fees

A $50.00 deposit shall be made with the applicationA $50.00 fee shall be charged for kitchen use

Clean-up

The renter does the clean-up - No additional feeThe Legion does the clean-up - $50.00 additional fee

Rental/Use Rules

The table set-up will be done by the people/organizationrenting the Legion's facilities unless otherwise determined

Champagne must be purchased from the Legion two (2) weeksprior to the event

All alcohol must be purchased through the Legion. No otheralcohol shall be brought into the legion for consumption norcan any alcohol be removed from the Legion for consumption.

NO ALCOHOL OR ANY TYPE OF BEVERAGE IS ALLOWED ON THE DANCEFLOOR

Arrangements for decorations by the renter will be made whenthe rental agreement is signed. No decorations on Fridaynight if there is a function

No children under sixteen are allowed in the main floor ofLegion if the bar is open

All decorations must be removed at the end of the event orarrangements made to do so as soon as possible

No tacks or tape can be used on the walls

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If the kitchen is rented,own pots, pans, utensilsneeded

the organization must bring theirand dishes or whatever else is

Behavior:

The Legion is providing a service to all by allowing therental/use of its property and facilities. Respect for itsmembership, property and facilities is required at all times.Misbehavior will not be tolerated. The Legion retains theright to review any complaint or incident that may occur

Misbehaviors while on Legion property or in Legion facilitiesinclude but are not limited to:

Disrespect towards anyoneExcessive obscene or offensive languagePhysical altercationDamage done to the Legion property or facilities

(Reimbursement for damage repairs will berequired)

Violation of any State, Local or Federal Law

Penalties:

Organization(s) or person(s) that violate the rules will bereferred to the Executive Committee for a review of theviolation(s) and a recommendation by the Executive Committeeshall be presented to the General Membership for disposition

Any organization or person(s) that do not abide by the rulescan be restricted from future use of the use of the Legion'sfacilities. The following are guidelines for restriction:

First offense - thirty (30) daysSecond offense - one yearThird offense - permanently banned from the Post

This is just a working guide and the Executive Committee hasthe right to make changes based on the circumstances. Thisdoes not stop the Legion from pressing legal charges whennecessary, or to contact the local law enforcement agency,when needed

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AMERCAN LEGION TARDIFF-BELANGER POST#39FACILITIESRENTALAGREEMENT

Date: _

Member/Organization: _

Home Phone: Cell Phone: Work Phone:------- --------- --------Address: _

Name of Event: ~ Event Date/Time: _

Number of Attendees Expected: _

Bartender Needed: Yes__ No __ {If yes, $50.00 charges for 1 bartender for 5 hours for 99 people.If more than 99 people, it will be $100.00 for two bartenders for 5 hours. Anything over 5 hours will be$10.00 per hour per bartender charged in 30 minute increments. If bar is open, the lessee willguarantee the bar $150.00. If the bar does not make this, then the lessee will offset the difference.(This does not apply to Legion Organizations Auxiliary, SALand ALR.)

Kitchen Needed: Yes __ No (If yes, the charge will be $50.00)

Clean-Up done by renter: Yes __ No __ (If Legion cleans up, $50.00)

Rental Fee: Member $50.00 Veteran Non-Member $75.00 All others $100.00 _

A minimum of a $50.00 deposit shall be made with this application unless waived

Fees Waivered by the Executive Board: Yes No __ Amount Waived: _

THE UNDERSIGNED INDIVIDUAL AGREES TO BE ENTIRElY RESPONSIBLE FOR ANY AND ALL LOSSES ORDAMAGES TO THE FACILITIES AND/OR PROPERTY, REAL OR CHATTLE OWNED BY THE AMERICANLEGION POST #39 WHILE LESSEEAND/OR THEIR GUESTS ARE IN LEGION FACILITIES AND/OR ONLEGION REAL PROPERTY AND WILL ABIDE BY ALL POLICIES AND RULES SET FORTH BY THE AMERICANLEGION POST #39. FURHTERMORE, THE UNDERSIGNED AGREES THAT THE AMERICAN LEGION POST#39 WILL NOT BE RESPONSIBLE FOR LOSS OF, DAMAGE TO OR THEFT OF PERSONAL PROPERTY NOR BEHElD RESPONSIBLE FOR ANY INJURY INCRRED BY THOSE PERSONS OCCUPYING THE FACILITY UNDERTHE COVER OF THIS AGREEMENT.

THE UNDERSIGNED UNDERSTAND THE CONTENTS OF THIS DOCUMENT AND AGREE TO THE TERMSHEREIN AND TO ABIDE BY THE LEGION POLICIES. A COPY OF THE COMPLETE LEGION HALL RENTAL/USEPOLICY SHALL BE AVAILABLE UPON REQUEST.

Renter Signature Legion Representative

Payment by Cash or Check Only.

Deposit: Date Paid: Balance Due: Date Paid: _

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