MARINE CORPS LEAGUE

Department of Louisiana

Administrative Procedures

For Official Marine Corps League use only. All other

Use is prohibited.

These Administrative Procedures must not to be in conflict with National. (See Bylaws Section 400)

When in doubt National’s Administrative Procedures will prevail!

 

 

 

 

*APPROVED BY Department: 30 September 1993

**AMENDED to comply with Department changes as of 8 August 1997

*APPROVED by the majority of the delegates present and voting at Department of Louisiana Convention 6 June 1998

CHANGES, after notification to all Detachments, *APPROVED by majority of the delegates present and voting at Department of Louisiana Staff meeting 24 October 1998

*APPROVED by Department Judge Advocate: 15 November 1998

*APPROVED by majority of delegates present and voting at Department of Louisiana Convention 8 June 2002

*APPROVED by Department Judge Advocate John V. "Jack" Ryan 5 September 2002

**AMENDED to comply with Department changes as approved by the 2002 Department Convention

*APPROVED by the majority of the delegates present and voting at Department of Louisiana Convention 7 June 2003

*APPROVED by Department Judge Advocate John V. "Jack" Ryan 16 June 2003

APPROVED by Majority vote  of the members present at Department Convention at Lafayette on 7 June 2008

 

Note: These Administrative Procedures are for Department of Louisiana ONLY! Also when in doubt refer to National Administrative Procedures for clarifications.

 

ADMINISTRATIVE PROCEDURES

CHAPTER ONE

GENERAL

SECTION 100 - NAME AND PURPOSE - The name of the body corporate is the DEPARTMENT, and is a subsidiary organization of the Marine Corps League, which is a non-profit corporation incorporated by an Act of the Seventy-fifth Congress of the United States of America at the First Session, begun and held at the City of Washington D.C. on Tuesday, the fifth day of January, 1937, and approved August 4, 1937.

The purposes for which the corporation is formed are:

(a) To preserve the traditions and to promote the interests of the United States Marine Corps;

(b) To band those who are now serving in the United States Marine Corps and those who have been honorably discharged from that service together in fellowship that they may effectively promote the ideals of American freedom and democracy;

(c) To fit its members for duties of citizenship and to encourage them to serve as ably as citizens as they have served the Nation under arms;

(d) To hold sacred the history and memory of the men who have given their lives to the Nation;

(e) To foster love for the principles which they have supported by blood and valor since the founding of the Republic;

(f) To maintain true allegiance to American institutions;

(g) To create a bond of comradeship between those in the service and those who have returned to civilian life;

(h) To aid voluntarily and to render assistance to all Marines and former Marines as well as to their spouses, orphans, and parents;

(i) To perpetuate the history of the United States Marine Corps, and by fitting acts to observe the anniversaries of historical occasions of particular interest to Marines.

SECTION 101 - LOCATION - The principle offices of the Department shall be located with the Commandant of the Department.

SECTION 105 - CORPORATE SEAL – See Enclosure LA5, Department of Louisiana Corporate Seal.

SECTION 110 – POLICY –

(a) The supreme power of the Department shall be vested always in its membership functioning through Delegates at all Department Conventions; executive and administrative powers only will be delegated to its Board of Trustees or to individual members of the Department.

(b) The Department shall never take part in any labor or management dispute or issue, and it shall be ever non-sectarian, non-political, and non-partisan; nor shall it be based on the grounds of race, color, creed, nationality, or sex; nor shall it be used as a medium of political ambition or preferment; nor shall former or present military rank or former or present civilian position be used as the basis for special consideration or preferment.

 

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(c) Nothing in the preceding subsection shall prohibit the Marine Corps League or any subdivision thereof, from participating in political issues affecting the welfare of the United States Marine Corps, the Department security of our Nation, or any veterans' claims for justice arising from service in the Armed Forces of the United States of America.

SECTION 120 - ORGANIZATION - The constituted bodies of the organization shall be:

(a) A Department Organization to be known as the Department of Louisiana Marine Corps League;

(b) Subordinate Regional organizations to be known as Districts, the extent and boundaries of which shall be as outlined in the Department Bylaws and Administrative Procedures.

(c) Subordinate state organizations to be known as Detachments;

Such subsidiary organizations as the National Organization may create, establish, or recognize.

SECTION 125 – COMPLIANCE WITH NATIONAL BYLAWS AND ADMINISTRATIVE PROCEDURES -

The National Bylaws and Administrative Procedures shall prevail should there be any inconsistency between the Department and Administrative Procedures and those of National.

Any amendments to, or revisions of the National Bylaws and Administrative Procedures, hereinafter adopted which may be in conflict with these Bylaws and Administrative Procedures shall automatically become part of these Bylaws and Administrative Procedures.

Within these Bylaws and Administrative Procedures where sections and subsections are identified without following text, the corresponding section and subsections of the National Bylaws and Administrative Procedures are to be considered as an integral part of these Bylaws and Administrative Procedures.

SECTION 130 – INSTALLATION OF DEPARTMENT OFFICERS – The installation of Department Officers shall be held during formal ceremony closing the Department Convention. The installing Officer must be the National Commandant, an elected National Officer, a Past National Commandant or past Department Commandant.

(a) It shall be the responsibility of the installing Officer to sign, date and forward the completed installation report (NATIONAL ENCLOSURE 5) within 15 days of the installation.

 

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ADMINISTRATIVE PROCEDURES

CHAPTER TWO

DEPARTMENT CONVENTION

SECTION 200 - MEETINGS - The Department Convention shall be convened once each year during the First full weekend in June, Friday, Saturday and Sunday, unless it is prevented by national emergency or other unpreventable cause.

SECTION 205 - TIME AND PLACE - The time and place of each Department Convention shall be decided by the Delegates present and voting at a Department Convention two (2) years in advance, provided that, in an emergency, the present and voting Delegates may assign this duty to the Department Board of Trustees. (See Enclosure LA4)

(a) In the event a Detachment which has committed itself to host a convention (between conventions) decides not to host such convention, then the Department Board of Trustees shall automatically assume the executive duty of selecting an alternate location, without requirement of above referenced vote; this action is subject to ratification at the next convention.

(b) Each Detachment shall be provided written notification of the date and location of each pending Convention at least (60) days prior to the opening date of the Convention. Such notification to include necessary forms for the Detachments certification of authorized Delegates and Alternates to such Convention.

SECTION 210 - PROCEDURES - Immediately preceding the convening of each Department Convention, the Department Commandant and his/her Staff shall determine and establish the sequence and procedure with which the business of the Convention shall be conducted, in conformity with the Department Bylaws and Administrative Procedures. (See Enclosure LA8 as example)

SECTION 215 - RULES OF ORDER - The Department Bylaws and Administrative Procedures shall govern the procedure and conduct of each Department Convention. (See Enclosure LA6) Parliamentary reference for Conventions shall be Robert's Revised Rules of Order.

SECTION 220 – REGISTRATION -

(a) All approved and certified Delegates, Alternates, and Members will receive from the Convention Registration Committee, a Convention Program, and such Activities Admittance Tickets as they desire upon payment of the amount indicated on the Convention Activities Ticket.

(b) The preregistration fee for the Department Convention shall be $5.00 per member. Registration at the Convention shall be $6.00 per member.

(c) In the process of registration, should a member's credentials as a Delegate or Alternate be challenged by the Credentials Committee, the member's Detachment Commandant (or duly appointed representative in the absence of the member's Detachment Commandant) may authenticate the credentials of the member in question, providing that such action does not authorize more Delegates and Alternates than the Detachment is allowed under provision of the these Bylaws and Administrative Procedures.

In the event the Delegate whose credentials are challenged is a Detachment Commandant, or upon any appeal by a member to the action of the Credentials committee, the Department Commandant shall appoint a Grievance Committee composed of three (3) members who shall immediately hear the grievance. The committee shall report it’s findings to the Convention floor. The Committee finding shall require a majority vote for acceptance. The aggrieved party shall not participate in this vote.

The Past Department Commandants shall be Delegates-at-Large to Conventions, and the registration fee for Past Department Commandants registering shall be waived.
                    (See Enclosure LA4 for Registration Form)

 

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SECTION 225 - INSTALLATION OF DEPARTMENT OFFICERS – (See Section 130)

SECTION 230 - STENOGRAPHIC EXPENSE - The stenographic expense, including recording the proceedings of the Department Convention, shall be borne by Department Headquarters.

SECTION 235 - CONVENTION ADMINISTRATIVE COMMITTEES

(a) The Department Convention Administrative Committees shall be Credentials, Bylaws and Administrative Procedures, Resolutions and Rules.

C 3/98 (b) So far as is possible, the Department Commandant will appoint one (1) member of each District to serve upon each Department Administrative Convention Committee, notifying each appointee of the selection and further shall appoint a Chairperson of the committee in order to call the first meeting and organize the committee business, as appropriate. Should there be division within any Committee upon any proposal, the minority shall have the privilege of stating the reasons for their position after the Committee Chairman’s report on such proposal.

(c) The duties of the Department Convention Administrative Committees are:

(1) CREDENTIALS COMMITTEE Shall: (1) examine the credentials of each Delegate and Alternate Delegate, (2) determine that each member desiring to register possesses a current membership card, (3) compile a continuing list of all registered and approved Delegates and Alternates and the approved Delegate voting strength of each Detachment in good standing. The lists shall be available upon the request of the chair and shall be presented as a part of the Committee's final report to the Department Convention, (4) disapprove the credentials of Delegates NOT in good standing at the time of the Department Convention. In addition to the Commandants appointee, the committee will be compromised of the Department Judge Advocate and the Judge Advocate of each Detachment present.

(2) BYLAWS AND ADMINISTRATIVE PROCEDURES COMMITTEE Shall receive and consider all proposed changes of the Department Bylaws and Administrative Procedures properly submitted in accordance with the requirements of the Department Bylaws and

Administrative Procedures. The Committee, by a majority vote, shall either approve or disapprove all properly registered Department Bylaws and Administrative Procedures revisions considered by the Committee. The Committee Chairman will report the Committee's recommendations to the Department Convention for its consideration and action. In addition to the Commandants appointee, the committee will be compromised of the Department Judge Advocate and the Judge Advocate of each Detachment present.

(3) RESOLUTIONS COMMITTEE Shall receive and consider all properly submitted resolutions (NOT Bylaws proposals) complying with the requirements of the Department Bylaws and Administrative Procedures and may offer resolutions on behalf of the Committee deemed by the Committee to be advisable and necessary. The Committee, by properly registered resolutions considered by the Committee. The Committee Chairman will report the Committee's recommendations upon such resolutions to the Department Convention for its consideration and action. In addition to the Commandants appointee, the committee will be compromised of the Department Judge Advocate and the Judge Advocate of each Detachment present.

(4) RULES COMMITTEE Shall study the rules of the Convention employed at prior Conventions and determine the need for any additional rules or revision thereof, for recommendations to the current Convention. In addition to the Commandants appointee, the committee will be compromised of the Department Judge Advocate and the Judge Advocate of each Detachment present. (See Enclosure LA6)

 

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SECTION 240 – CONVENTION COMMITTEE – The Department Convention Committee shall be composed of four (4) members who will select their Chairman. The Committee will be the Department Commandant, Department Senior Vice Commandant, Jr. Past Commandant and the Convention Chairman from Detachment sponsoring the Convention.

(a) The Convention Committee shall receive and review all bids for the Department Convention and Staff Meetings and notify the Convention body of their recommendation. Should the Convention bid be rejected or no bid received, the members of the Convention C0mmittee shall select a location. Should the site selection be made early enough, this information shall be presented at the first Department Convention or Staff Meeting as situation allows. The information should include location, dates and rates of rooms, prices of meals, banquet, etc. Should other difficulties arise and the selection be delayed, the Convention Committee shall immediately notify the Department Commandant.

(b) The Convention Committee Chairman will work closely with the host Detachment to insure an orderly and enjoyable Convention.

(c) The Chairman and the Committee shall be responsible to the Commandant and the Board of Trustees for all planning, arrangements, control, administration and the final successful conclusion of the Department Convention and Staff Meeting.

(d) Any Detachment may make a formal or informal bid for a Department Convention or Staff Meeting. It is desired that the bids be received two (2) years in advance. The host Detachment must provide the following:

(1) On site adequate meeting rooms for the Department, Marine Corps League Auxiliary, Devil dogs and Devil dog Fleas.

(2) Must provide a non smoking, hospitality room with adequate refreshments, food and beverages. Surrounding area should be posted "No Smoking". No liquor is to be served during any meeting session.

(3) Must provide complimentary rooms and Banquet meal for invited VIP’s and/or guests of honor. (This includes the Southeast Division Vice Commandant and the Southeast Division Vice President and their companions)

(4) Complimentary rooms will be provided for the Department Commandant and the Auxiliary President. The Banquet invitation will be complimentary for those individuals and companions. Rooms must be ready when they arrive.

(5) The registration fee for the Annual Department Convention for members of the League shall be ($5.00). All persons entering the hospitality room must pay this in advance.

(6) The Host Detachment will liaison with the Department Convention Committee Chairman when all arrangements have been completed for approval and further instructions. This must be accomplished ninety (90) days prior to the Convention and Staff Meetings. The Host Detachment will notify all Detachments and Auxiliary Units in the Department via mail, including information about the hotel/motel restaurants, meeting rooms, committee meetings, etc.

(7) The Department registration fee collected is to be utilized by the Host Detachment.

See Enclosure LA8 for example of Agenda to help in Convention planning.

SECTION 245 – DEPARTMENT CONVENTION STREAMERS – There will be a Streamer awarded to those Detachments who display their Detachment Standard at the Department Convention. Department Sgt @ Arms will be responsible for acquiring and determining Detachments to receive Streamers.

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ADMINISTRATIVE PROCEDURES

CHAPTER THREE

DEPARTMENT STAFF

SECTION 300 - STANDING COMMITTEES AND DUTIES - The Department Standing Committees and their duties are as follows:

(a) MARINE OF THE YEAR COMMITTEE – The Committee will be the Department Elected Staff Officers and will be chaired by the Department Commandant. There will be no more than two (2) Committee members from the same Detachment. If more than two (2) the lowest rank as determined by the Installation Report ranking will not be allowed to vote. The Jr. Vice Commandant will notify all detachment Commandants in writing by February1 each year, by certified mail, return receipt requested, of the date nominations are to be received. All nominations will be mailed to the Department Jr. Vice Commandant by April 1 prior to the Department Convention. The Jr. Vice Commandant will mail copies of all nominations to the Department Staff Officers for their review and recommendation by May 1. The Department Commandant will be the mediator in case of a tie. (See Enclosure LA2)

(1) Associate Marine of the Year Committee: Same as (a) above. (See Enclosure LA2a) Award shall be called the "LeLand H. Wilde Memorial Award."

(b) BUDGET AND FINANCE COMMITTEE - It shall be the duty of the Budget and Finance Committee to hold such hearings with Officers and Delegates as it may deem necessary, to prepare and present to the Convention a financial program and budget for the conduct of business and affairs of the League for the ensuing year and to make recommendations concerning ways and means of increasing the funds of the League. The Committee will be the current Department Commandant and all Past Department Commandants present.

(c) AMERICANISM COMMITTEE - The Americanism Committee, appointed by the Commandant, shall have the duty of formulating, implementing, and executing an Americanism program to effectuate the purposes of the Marine Corps League. (See National Enclosure two (2) for guidelines.)

(c) DEPARTMENT UNIFORM COMMITTEE - The Uniform Committee shall have the duty of testing and studying present emblem and uniform items and articles, recommending changes or additions thereto; identifying an acceptable source of supply and to formulate and present to the Department Convention recommendations for changes or additions to existing uniform regulations. (See enclosure three (3) for uniform regulations.)

(d) AWARDS AND CITATION COMMITTEE - Shall have the duty of recommending to the Staff awards and citations for the Department, and shall certify that the recipient is worthy of said award. The Senior Vice Commandant will chair this committee.

(e) LIAISON OF YOUNG MARINES – The Marine Corps League recognizes the Young Marines of the Marine corps League as an official subsidiary organization of the Marine Corps League which shall ever be subject to the authority, supervision, direction, control and discipline of the Marine corps League. (Article Seven (7), National Bylaws applies)

(f) V.A.V.S. CHAIRMAN – It shall be the duty of the Veterans Administration Volunteer Service Representative to:

(1) Maintain close contact with the Veterans Administration VAVS staff for the purpose of keeping abreast of the changes in policies and procedures pertaining to the VAVS Program.

(2) Promulgate the objectives of the VAVS Program and cultivate the interest of constituent Departments, Detachments, and subsidiary units in their participation in the VAVS Program at hospitals within their locale.

 

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(3) Receive recommendations, from Detachments, of members willing to serve in the VAVS Program, and, as appropriate request VAVS certifications for required representatives and deputies.

(4) Guide and instruct Detachment VAVS Chairman and VAVS workers in the proper conduct of their functions related to the VAVS Program and establish standards for required reports.

(5) Receive and compile comprehensive VAVS Program activity reports from various participating Detachments and provide copies to the National Board and Veterans Administration.

(6) Conduct a VAVS workshop at each Department Convention.

Attend annual VAVS Meetings conducted by the Veterans Administration for the representatives and deputies of participating organizations.

(8) Submit an annual report to the Department Board of Trustees at each Staff Meeting.

 

(g) MEMBERSHIP RECRUITMENT – DETACHMENT – The Adjutant/Paymaster will check the transmittals received since May 31 previous year through May 31 current year. The total new members of each Detachment will be divided by the total paid membership of each Detachment as of current May 31 to determine the percentage increase in membership. The Detachment with the highest percentage increase in membership will receive the Walter S. McIlhenny Award to keep until next Department Convention. If the same Detachment receives this award for three (3) consecutive years, a miniature of the McIlhenny award will be given to that Detachment as a permanent award.

MEMBERSHIP RECRUITMENT – INDIVIDUAL – Any individual who recruits 5 or more new members between May 31 of each year will receive a Pin in the shape of the State of Louisiana.(See Enclosure LA3)

SECTION 310 – ADVISORY COUNCILS AND DUTIES – The Advisory Councils and their duties are as follows:

(a) PAST DEPARTMENT COMMANDANTS’ COUNCIL – The Past Commandants’ Council, an integral part of the Department Staff, composed of all Past Department Commandants and chaired by the Junior Past commandant, as a collective advisory body is charged with the responsibility of providing assistance to the Department Board of Trustees. It shall be general duty of this Council to:

(1) Conduct a review and study of operations, administration, policies and procedures of the Department aimed towards identifying any potential problems.

(2) As called upon, execute in-depth study tasks as assigned by the Department Commandant or the Department Board of Trustees through the Council Chairman.

(3) Pursuant to accomplishing the above responsibilities they shall develop a proposed plan, policies, procedures and/or system for recommendation to the Department Board of Trustees for it’s consideration.

(4) Meet semi-annually prior to the Department Board of Trustees meetings, at which a Council report will be rendered to he Department Board of Trustees. (Conduct of interim business between Council Conference shall be accomplished via mail or telephonic means).

 

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(b) DETACHMENT COMMANDANTS' COUNCIL - The Detachment Commandants' Council, an integral part of the Department Staff, composed of all Detachment Commandants present at this convention and chaired by the Department Senior Vice Commandant, as a collective advisory body is charged with the responsibility of providing assistance to the Department Board of Trustees. It shall be the general duty of this Council to:

(1) Study ways and means toward stimulating growth, both in membership and stature of the Marine Corps League, it’s growth, and the enhancement of administrative and command relationship between the Department and Detachments.

(2) Receive and evaluate suggestions and relationships which are oriented to the improvement of the Marine Corps League, its growth, the enhancement of components, Department and Detachments.

(3) As called upon, execute in-depth study tasks as assigned by the Department Commandant or the Department Board of Trustees through the Council Chairman.

(4) Pursuant to accomplishing the above responsibilities, they shall develop a proposed plan, policies, procedures and systems for recommendation to the Department Board of Trustees for its consideration.

(5) Meet semi-annually at the Department Bard of Trustees Meeting preceding the Department Convention, and the Staff Meetings at which a Council report will be rendered to the Department Board of Trustees. (Conduct of interim business between Council conferences shall be accomplished via mail or telephone)

 

SECTION 320 - APPOINTED OFFICERS, CHAIRMEN AND COMMITTEE MEMBERS TERM - All appointed Department Officers, Committee Chairmen and Committee Members shall serve at the pleasure of the Department Commandant and Board of Trustees. All of the above shall surrender all monies, records and properties of the Department in their charge to their successors.

 

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ADMINISTRATIVE PROCEDURES

CHAPTER FOUR

DISTRICTS

SECTION 400 - FORMATION - To obtain more effective administrative functioning, the Department is divided into geographical units call Districts.

SECTION 405 - POWERS - The function of Divisions is Administrative only. No District will adopt Bylaws nor will it assess any dues or fees, and only expenses authorized in advance by the Department Board f Trustees for a District will be paid by the Department. The duties and authority of the Vice Commandants of Districts are

(a) Be held accountable to the Board of Trustees for the care and proper administration of their Districts.

(b) Arrange for, convene and supervise not less than one (1) District Conference each year for the purpose of discussing District problems, planning and executing means and methods of strengthening and increasing the effectiveness of the District.

                                        (c) Make every continuing effort to establish new Detachments within their District.

(d) May appoint a Assistant District Vice Commandant, when in the opinion of this officer, such action is necessary to assist in the constructive growth and enhancement of the District.

(e) The Assistant District Vice Commandant will represent his District in the absence of the District Vice Commandant.

                                                            (1) Perform additional duties as directed by the District Vice Commandant.

(2) All authorized expenses of the Assistant Vice Commandant, approved by the District Vice Commandant, will be charged against the allocated budgeted amount for that District Vice Commandant.

SECTION 410 - DISTRICT ALIGNMENT - The Districts of the Department shall be aligned in accordance with their geographical areas outlined on the map of the State of Louisiana included in the back of these Bylaws and Administrative Procedures.

 

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ADMINISTRATIVE PROCEDURES

CHAPTER FIVE

DEPARTMENT

SECTION 500 – FORMATION - A State in which there are three (3) or more Detachments with a combined membership of sixty (60) or more members may be chartered as a Department by the National Board of Trustees upon receiving a written request from such Detachments via the jurisdictional National Division Vice Commandant. However, a Charter may be granted if the combined membership is less than sixty (60) if a petitioning Detachment is chartered as is authorized by Chapter Six (6), Section 600(f). The Charter, upon being signed by the National Commandant, National Division Vice Commandant and the National Adjutant/Paymaster, shall be presented with an appropriate ceremony as soon as is possible.

SECTION 505 - POWERS - Whatever power is vested in the National Organization, shall in corresponding circumstances, be vested in the Department.

SECTION 510 - AUTHORITY - Each Department shall be governed by a Department Convention subordinate to National Convention.

SECTION 520 - DEPARTMENT DUES - The Department Convention shall determine the amount of Department per capita dues. All per capita dues and monies which are due National Headquarters from a Department shall be forwarded without delay. The current dues for the Department members is two (2) dollars annually.

 

C 3/98 SECTION 530 - INSTALLATION OF DEPARTMENT OFFICERS -

(See Section 130 and Section 225)

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ADMINISTRATIVE PROCEDURES

CHAPTER SIX

DETACHMENTS

SECTION 600 - CHARTER - A Detachment may be organized, chartered and instituted in the following manner:

A standard application form shall be signed by no less than twenty (20) persons who are eligible for regular membership in the Marine Corps League; however, no applicant for a Charter shall include as transferred the name of a member of an existing Detachment, or a person who is not eligible for a regular membership as is required in Article Six, Section 600, Paragraph (a) National Bylaws. The form shall be accompanied by the required Department and National per capita dues and fees and it shall be signed by the organizing officer. The application when accurately completed, shall be forwarded to the Jurisdictional Department Commandant, who shall indicate thereon approval or disapproval over his signature and expeditiously forward the application to the appropriate National Division Vice Commandant who shall also indicate approval or disapproval over his/her signature and expeditiously forward the documents to the National Commandant. A recommendation for disapproval of a Charter application by either the Department Commandant or the National Division vice Commandant shall require written explanation by said officer for such recommendation. (In the event no Department exists, the application shall be mailed to the Jurisdictional National Division Vice Commandant.)

(b) Upon receipt of an application, the National Commandant shall review the application and accompanying recommendation and may approve the application and grant such Charter. The Charter shall be signed by the National Commandant, countersigned by the National Adjutant/Paymaster, the National Division Vice Commandant of the Division and the Department Commandant where a Department exists. There also shall be affixed to each Charter the official seal and ribbon of the Marine Corps League.

(1) The National Headquarters shall provide each new Detachment with one (1) copy of the current Ritual and two (2) copies of the current and up-dated National Bylaws; to be mailed to the Jurisdictional Department Commandant simultaneously with forwarding the new Charter to the Jurisdictional National Division Vice Commandant for signature.

(c) The Charter shall be presented with an appropriate ceremony at an open public meeting.

(d) Each new Charter, before framing, shall be signed by each member who signed the Charter Application.

(e) Failure of the Department Commandant or the National Division Vice Commandant of the Division to act with promptness in processing and forwarding an application for a Charter, or signing a Charter as outlined above in this section, and such failure is brought to the attention of the National Board of Trustees, shall make such Officer liable to disciplinary action.

(f) Under special consideration, a Detachment Charter may be issued to less than twenty (20) applicants. A Charter issued under this provision is subject to all requirements of Chapter Six (6), Section 600.

SECTION 610 - AUTHORITY - Each Detachment shall be governed by its elected Officers (Board of Trustees) subordinate to the Department and Department Convention, the Charter and the Bylaws and Administrative Procedures of such bodies.

 

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SECTION 615 - DUES - Each Detachment shall fix the amount of its membership dues, which shall include the Department and National per capita dues and fees. All per capita dues and fees which are due the Department and National Headquarters shall be forwarded with a standard transmittal form without delay to the Department Paymaster for processing (see National Enclosure Six (6)). The Department Paymaster shall without delay remit to the National Adjutant/Paymaster those transmitted forms and such funds which are due National Headquarters. (Paymasters as used in this section shall also mean Adjutant/Paymaster when both duties are performed by the same person.)

C 3/98 SECTION 620 - INSTALLATION OF DETACHMENT OFFICERS -

(a) The Detachment Commandant - elect shall select an Installing Officer of his/her choice. Such information shall be forwarded to the Department Commandant.

(b) The Installing Officer must be the Department Commandant, an elected Department Officer, a Past Department Commandant, the National Commandant, Past Detachment Commandant, an elected National Officer, a Past National Commandant, the Detachment Commandant, the Detachment Commandant or a Past Detachment Commandant.

(c) It shall be the responsibility of the Installing Officer to sign, date and forward the installation report, within the time frame as specified in Article Five (5), of the National Bylaws. (See Enclosure Five (5) for instructions on completing the report of the Report of Officers and Installation.)

SECTION 621 – INCORPORATION OF DETACHMENT –

(a) It shall be the responsibility of the Department Board of Trustees to Incorporate the Detachment with the State of Louisiana and pay the annual fee to maintain the Incorporation. (See Bylaws Section 710)

SECTION 622 – FEDERAL TAX IDENTIFICATION NUMBER (EIN) -

It shall be the responsibility of the Detachment Board of Trustees to obtain a Federal Tax Identification Number (EIN) from the United States Internal Revenue Service.

SECTION 623 – 990 FORM -

It shall be the responsibility of the Detachment Board of Trustees to File Form 990 each year with Internal Revenue. Inquire a to your need to file long or short form and date required to file.

 

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ADMINISTRATIVE PROCEDURES

CHAPTER SEVEN

MEMBERS

SECTION 700 - INITIATION - All applicants acceptable for membership in the Marine Corps League shall be properly obligated in accordance with the Ritual, and be presented the official membership card and lapel pin of the Marine Corps League; however, in a case where the applicant is unable to attend an obligation ceremony, said applicant shall be required, by signature on membership application, assume the obligation of membership.

SECTION 710 - MEMBERSHIP TRANSFER - Any member in good standing may transfer from one Detachment to another, without payment of additional dues or transfer fees, upon his application to and approval of the gaining Detachment and of the losing Detachment. (See National Enclosure seven (7).)

(a) Members-At-Large must be certified as members in good standing by the National Adjutant/Paymaster (see Article Six (6), Section 615 of the Department By-Laws).

SECTION 720 – DEATH OF A MEMBER OF THE MARINE CORPS LEAGUE -

(a) Upon notification of the demise of any member, the Detachment Chaplain shall:

(1) Immediately contact the family of the deceased member for the purpose of offering any assistance and presenting expressions of condolence.

C 3/98 (2) Without delay, report the death of the member directly to both the National Chaplain and Department Chaplain (if applicable). The report will cite the full name of the deceased, name, address, and phone number of next of kin (if applicable), and any known funeral arrangements.

C 3/98 (3) Utilize the "Notice of Death" form (available from National Headquarters). This form will be in four parts: original to National Chaplain, second copy to Natiomal Adjutant/Paymaster, third copy to Department Chaplain (if applicable), and fourth copy for the Detachment records.

C 3/98 (b) It shall be the duty of all members of the Marine Corps League who are not prevented by distance or unavoidable cause to attend the funeral services of a deceased member. To this end, the Detachment Commandant, with assistance of the Detachment Chaplain and Adjutant/Paymaster, shall develop a plan to notify Detachment members in a timely manner.

 

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ADMINISTRATIVE PROCEDURES

CHAPTER EIGHT

SUBSIDIARIES AND SUBORDINATES

SECTION 800 - REPORTS - Each National subsidiary organization and each National subordinate group (identified below) which directly or indirectly operates under the Congressional Charter and the name of the Marine Corps League must annually file with the National Headquarters a true and complete financial statement of its itemized total income and expenses for the preceding twelve (12) month period. Said report shall be submitted at the opening date of the National Convention to the National Adjutant/Paymaster.

(a) This requirement is applicable to:

(1) Subsidiary organizations, such as: Marine Corps League Auxiliary; Military Order of Devil Dogs; Military Order of Devil Dog Fleas; Young Marines of the Marine Corps League; and such other organizations which may be instituted hereafter.

(2) Subordinate groups, such as: Marine Corps League Youth Physical Fitness Program; and such other groups which may be instituted hereafter.

(b) Failure upon the part of any of the above organizations or groups to file the required report in compliance with the provisions of this section will subject the violating organization or group to such action as determined by the National Board of Trustees of the Marine Corps League.

(c) The financial reports shall be used by the National Commandant, the National Adjutant/Paymaster, and the National Comptroller solely for the purpose of preparing a complete annual report to Congress of all activities and finances of the Marine Corps League and its subsidiary organizations and subordinate groups.

(d) All subsidiary organizations and subordinate groups, listed in Chapter Eight (8), Section 800, will file their 990 or 990EZ financial report in accordance with the Internal Revenue Service (IRS) regulations, if required. These same subsidiary organizations and subordinate groups will submit a copy of their 990 or 990EZ on the due date for the IRS to National Headquarters, Marine Corps League.

SECTION 810 - MARINE CORPS LEAGUE AUXILIARY - The Marine Corps League recognizes and adopts the Marine Corps League Auxiliary as the official Women's Auxiliary of the Marine Corps League, and declares that the Marine Corps League Auxiliary shall ever be subject to the control and supervision of the Marine Corps League. (Article Seven (7), National By-Laws applies.)

SECTION 820 - MILITARY ORDER OF DEVIL DOGS - The Marine Corps League recognizes and adopts the Devil Dogs as an official subsidiary organization of the Marine Corps League which shall ever be subject to the authority, supervision, direction, control and discipline of the Marine Corps League. Membership in the Military Order of Devil Dogs shall be limited to regular members of the Marine Corps League, consistent with the restrictions and requirements of the Constitution and Bylaws of the Military Order

of Devil Dogs. (Article Seven (7), National By-Laws applies.)

SECTION 830 - MILITARY ORDER OF DEVIL DOG FLEAS - The Marine Corps League recognizes the Military Order of Devil Dog Fleas as an official subsidiary organization of the Marine Corps League

Auxiliary which shall ever be subject to the authority, supervision, direction and discipline of the Marine Corps League. Membership in the Military Order of Devil Dog Fleas shall be limited to members of the Marine Corps League Auxiliary. (Article Seven (7), National By-Laws applies.)

 

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SECTION 840 - YOUNG MARINES OF THE MARINE CORPS LEAGUE – The Marine Corps League recognizes the Young Marines of the Marine Corps League as an official subsidiary organization of the Marine Corps League which shall ever be subject to the authority, supervision, direction, control and discipline of the Marine Corps League (Article Seven (7), Department By-Laws applies.)

SECTION 850 - THE MARINE OF THE YEAR SOCIETY - The Marine Corps League recognizes the Marine of the Year Society as an official subordinate group of the Marine Corps League which shall ever be subject to the authority, supervision, direction and control and discipline of the Marine Corps League. (Article Seven (7), Department Bylaws applies.)

SECTION 860 - MARINE CORPS LEAGUE YOUTH PHYSICAL FITNESS PROGRAM -

The Marine Corps League recognizes the Marine Corps League Youth Physical Fitness Program as an official subordinate group of the Marine Corps League which shall ever be subject to the authority, supervision, direction, control and discipline of the Marine Corps League. (Article Seven (7), Department By-Laws

applies.)

SECTION 870 - MARINE CORPS LEAGUE FOUNDATION - The Marine Corps League recognizes the Marine Corps League Foundation as an official subordinate group of the Marine Corps League which shall ever be subject to the authority, supervision, direction, control and discipline of the Marine Corps League. (Article Seven (7), Department By-Laws.)

 

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ADMINISTRATIVE PROCEDURES

CHAPTER NINE

GRIEVANCE AND DISCIPLINE

Refer to National Administrative Procedures for all Grievances and all Disciplinary Actions

 

            SECTION 900 - Definitions -
SECTION 901 - GRIEVANCES -
SECTION 902 - DEPARTMENT or DIVISION GRIEVANCE -
SECTION 903 – NATIONAL  CONVENTION in GRIEVANCE -
SECTION 904 – DISCIPLINARY ACTION -
SECTION 905 - DEPARTMENT COMMANDANT or DEPARTMENT -
SECTION 906 - NATIONAL OFFICERS and BOARD of TRUSTEES -
SECTION 907 - NATIONAL COMMANDANT -
SECTION 908 - NATIONAL JUDGE ADVOCATE -
SECTION 909 - PROCEDURE -
SECTION 910 – SUSPENSION PENDING HEARING-
SECTION 911 - PUNISHMENT -
SECTION 912 – CRIMINAL ACTS
SECTION 913 - OFFENCES –
SECTION 914 – CHARGES STEMMING from a previously heard matter –

             * See SAMPLE CHRONOLOGY of activities
             * See SAMPLE HEARING

 

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ADMINISTRATIVE PROCEDURES

CHAPTER TEN

MISCELLANEOUS

SECTION 1000 - FUND RAISING -

(a) FUND RAISING - Fund raising activities may be entered into by the National Marine Corps League, Inc., its Department, Detachments and Subsidiary and Subordinate units.

(1) Provided all funds raised shall be for the sole benefit of such organization less such expenses incurred.

(2) Provided such Marine Corps League organization shall receive and disburse all funds.

(3) Provided such fund raising activity does not violate any Federal, State, Parish (County), or Municipal law or ordinance or reflect discredit upon the Marine Corps League.

(4) Nothing in this section shall prevent the National Convention Committee, or a Department Convention Committee, or a Detachment Convention Committee from selling ads or soliciting funds for any Convention book.

(b) FUND RAISING IF MORE THAN ONE (1) DETACHMENT IN CITY - If a Detachment desires to conduct a particular city-wide finance raising project in a city wherein more than one Detachment exists, such Detachment shall advise all other Detachments in such city of its intention and request approval. Any Detachment opposing such project shall immediately file objection thereto with the Detachment proposing the project, and with the Department. The decision of the matter by the Department shall be final.

(c) LIMITATIONS OF FUND RAISING BY DETACHMENT OR AUXILIARY - No Detachment of the Marine Corps League or Unit of the Auxiliary shall conduct a fund raising project in any municipality or territory other than its own territory without first securing the approval of such other Detachment or Unit, as hereinbefore provided.

(d) LIMITATION OF FUND RAISING BY DEPARTMENT - The National Organization of the Marine Corps League shall not conduct any fund raising project in any Department without first obtaining the permission of said Department.

(e) SOLICITATION - Any individual or committee soliciting funds for the National Organization, using the name of the Marine Corps League, whether selling advertising or merchandise of any sort, or soliciting donations, must submit a complete, signed, written report to the National Convention as to the amount and source of all funds disbursed, and a summary of final disposition of any and all net profit.

(f) FUND RAISING BY DEPARTMENT - No Department shall conduct any finance raising project in any city where there is one or more Detachments, without the consent of such Detachment or Detachments. Any Detachment opposing the project shall file immediate objection with the National Division Vice Commandant of that Division, and his decision in the matter shall be final.

 

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(g) FUND RAISING AT CONVENTIONS, CONFERENCES AND MEETINGS - Funding Raising at National Conventions shall be governed by the provisions of Chapter Two of the National Administrative Procedures. At all other Conventions, Conferences and Meetings, any and all fund raising shall be under the control of the Detachment, Department or other organization that is hosting the event. No other Detachment, Department or National Headquarters of the Marine Corps League or any other Unit, Department or National Headquarters of the Marine Corps League Auxiliary, nor any individual or groups of individuals shall be permitted to engage in any fund raising, including the sale of military or Marine Corps League related merchandise in, on or about the event site without the expressed approval and consent of the Detachment, Department or other organizations that is hosting the event.

SECTION 1005 – RESPECT -

(a) The Bible shall be opened, placed on an Altar which is covered with a clean and attractive Altar Cloth, during all the meetings of the Marine Corps League. No disrespect to the Bible, by act or word, shall be tolerated. No one shall use the Altar for physical support, and shall not, under any circumstances, use the Altar or Bible as a resting place for any item or material. All space between the Altar and the Chair shall be considered as hallowed ground and shall not be traveled upon while the Bible is open.

(b) The Ritual of the Marine Corps League shall be observed and employed at all meetings and appropriate functions to the maximum extent possible.

SECTION 1010 - RESOLUTIONS, SUBMITTING AND PROCESSING - Resolutions may be submitted by a member in good standing or a Detachment for consideration by a Department Convention, provided said resolutions are in proper form and in compliance with all the following requirements:

(a) The resolution must be typewritten with an original and three (3) copies, and must be registered at Department Headquarters no later than May 1, prior to the Department Convention at which action thereon is desired. An appropriate registration number will be assigned each resolution by the Department Adjutant/Paymaster. One copy shall be retained at the Department Headquarters as a part of the permanent file; one copy shall be placed in "working file" to be referred to the Department Resolutions Committee for the Committee's consideration and recommendations; one copy shall be used by the Department Adjutant/Paymaster as the source for distributing the resolving clauses. The Fourth copy, with registration number, shall be returned to the proposer/sponsor, serving as evidence of compliance with this section.

(b) All resolutions submitted for consideration by a Department Convention shall be drawn on such form as will identify it as being adopted by the Marine Corps League in "Department Convention assembled." Any resolution not written in this form shall be returned by the Department Adjutant/Paymaster to the sponsor/proposer for correction.

(c) Except as expressly waived by a vote of two-thirds (2/3rds) of the present and voting Delegates at the Department Convention, no motion proposing adoption of a resolution shall be placed on the floor of the Department Convention unless the requirements of this section have been complied with.

The Department Headquarters staff shall prepare an adequate supply of all resolutions registered by the Department Adjutant/Paymaster in accordance with this section and shall make such supply available for distribution to all Delegates, and all members and the Resolutions Committee upon their arrival at the Department Convention. A complete file of all registered resolutions shall be available in the Convention Office of the Department Adjutant/Paymaster for inspection by any Delegate or members of the Marine Corps League who desire to take advantage of such inspection.

 

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SECTION 1015 - AMENDMENTS - Amendments to the Administrative Procedures are covered in the National Bylaws, Article Eight, Section 800.

SECTION 1020 - EFFECTIVE DATE - The effective date of any change to the Administrative Procedures must be stated in the proposed change.

SECTION 1025 - ADMINISTRATIVE PROCEDURES DISTRIBUTION – Each Department, Detachment, Member of the National Board of Trustees, National Headquarters, Marine Corps League Auxiliary, Military Order of Devil Dogs Kennel and the National Headquarters of the Young Marines of the Marine Corps League shall be provided, without charge, two (2) copies of the Administrative Procedures of the Marine Corps League each time they are printed or a published change is made thereto. Any member of the Marine Corps League may purchase copies of the Administrative Procedures from the National Adjutant/Paymaster.

SECTION 1030 - AUTHORIZATION - Permission must be obtained for the use at National Headquarters of a signature stamp or signed by direction, for each occasion of use. The individual requesting authorization and the individual granting authorization will both enter in separate LOGS the following information: DATE REQUESTED, DATE AUTHORIZED, subject of letter or correspondence, name of individual requesting and name of individual authorizing the use.

SECTION 1035 – ENCLOSURES – (See National Administrative Procedures Enclosures) –
                   
                    Enclosures One (1) through nine (9) are for information in fulfilling the duties of various offices of and use by the Officers and members of the Department, Detachments and Members therein.

ENCLOSURE ONE (1) – INTERNATIONAL SYMBOL FOR HANDICAPPED FACILITIES –

                    For use by the Convention Committee in selecting a site for the Department and Staff Meetings.

ENCLOSURE TWO (2) – AMERICANISM PROGRAM -

                    This is the guide to be used in the Annual reports of Americanism by the Detachments and the Department in reporting to the National Convention each year.

ENCLOSURE THREE (3) –OFFICIAL MARINE CORPS LEAGUE UNIFORM CODE -

                    Explains how to properly wear the Marine Corps League Uniform.

ENCLOSURE FOUR (4) – MARINE CORPS LEAGUE AWARDS -

                    Explains the various awards presented by the National Commandant down to the awards presented by the Detachment Commandants.

ENCLOSURE FIVE (5) – INSTALLATION REPORT -

                    This is an example of an Installation form.

ENCLOSURE SIX (6) – MEMBERSHIP DUES TRANSMITTAL -

                    This is an example of a Dues Transmittal form

ENCLOSURE SEVEN (7) – REQUEST FOR TRANSFER -

                    Form must be completed when a member requests to be transferred from one Detachment to another Detachment or to Member at Large status.

ENCLOSURE EIGHT (8) – DEATH NOTICE

                    This form is to be used to notify the National Chaplain of a member’s death.

ENCLOSURE NINE (9) – NATIONAL/DEPARTMENT HEARING BOARD -

                    This form is to be used to log tapes used at a hearing.

ENCLOSURE LA1 – DEPARTMENT OFFICERS’ EXPENSE FORM –

                    All Officers need to document their Expenditures and have them Approved for Reimbursement.

ENCLOSURE LA 2 – DEPARTMENT MARINE OF THE YEAR

                    Procedures to follow in selecting Department Marine of the Year.

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ENCLOSURE LA 2a – DEPARTMENT ASSOCIATE MARINE OF THE YEAR –

                    Procedures to follow in selecting Department Associate Marine of the Year.

ENCLOSURE LA 3 –DEPARTMENT MEMBERSHIP RECRUITMENT -

                    Procedure to follow in selecting members who recruited 5 or more new members in the year.

ENCLOSURE LA 4 – DEPARTMENT CONVENTION REGISTRATION FORM –

                    Form to be used for Department Convention Registration.

ENCLOSURE LA 5 – DEPARTMENT CORPORATE SEAL DESIGN

                    Drawing and Description of Louisiana Department Seal

ENCLOSURE LA 6 –RULES OF ORDER FOR DEPARTMENT CONVENTION -

                    Rules of Order to be used at Department Convention.

ENCLOSURE LA 7 –DEPARTMENT COMMITTEES AND THEIR MEMBERSHIP -

                    List of Committees and their membership.

ENCLOSURE LA 8 – DEPARTMENT CONVENTION PROPOSED AGENDA -

                    Suggested Agenda to be used for Department Convention.

ENCLOSURE LA 9 – CERTIFICATES, RIBBONS AND MINATURE MEDALS AVAILABLE AS AWARDS

                    Suggested Awards to be used for Department Convention.

ENCLOSURE LA 12 – APPLICATION FOR EMPLOYEE IDENTIFICATION NUMBER -

                    Sample form to be used to apply for Employee Identification Number.

 

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ADMINISTRATIVE PROCEDURES
 INDEX

TITLE                                                                                                                      SECTION PAGE

Administrative Procedures Distribution                                                                                                               1025             24
Advisory Councils
Department Commandants’ Council                                                                                                                      310(b)             8
Past Department Commandants’ Council                                                                                                             310(a)             7
Alignment, of Districts - - - - - - - - - - - - - - - - -  - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -410                  9
Amendments                                                                                                                                                                1015                 24
Effective Date                                                                                                                                                               1020                 24
Americanism Program                                                                                                                                             300(c)             6
Guide                                                                                                                                                                             (Enclosure 2)
Appeals, Disciplinary                                                                                                                                                 913                 21
Appointed Officers, Chairman and Committee Members Term                                                                         320                 8
Authority
Departments - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 510                 10
Detachments                                                                                                                                                                 610                 11
Awards of the Marine Corps League                                                                                                                        (Enclosure 4)
Department Associate of the Year                                                                                                                             (Enclosure LA2a)
Department Marine of the Year                                                                                                                                  (Enclosure LA2)
Department Recruitment Form                                                                                                                                   (Enclosure LA3)
Department Convention Bids                                                                                                                                       240 (d)             5
Facilities - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -240 (d)             5

CHAPTER ONE (GENERAL)                                                                                                                                       100                    1

CHAPTER TWO (DEPARTMENT CONVENTION)                                                                                                200                 3

CHAPTER THREE (DEPARTMENT STAFF)                                                                                                            300                 6

CHAPTER FOUR (DISTRICTS)                                                                                                                                  400                 9

CHAPTER FIVE (DEPARTMENT) - - - - - - - - - - - - - - - - -- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -  500                 10

CHAPTER SIX (DEPARTMENT)                                                                                                                                 600                 11

CHAPTER SEVEN (MEMBERS)                                                                                                                                   700                 13

CHAPTER EIGHT (SUBSIDIARIES AND DISCIPLINE)                                                                                         800                 14

CHAPTER NINE (GRIEVANCE AND DISCIPLINE)      Follow National Administrative Section 9 ONLY    900                 16

CHAPTER TEN (MISCELLANEOUS)                                                                                                                          1000                 22

CHARGES AGAINST - - - - - - - - - - - - - - - - - - - - - - - - - - - - -
            Department Commandant or Department                                                                                                           905                 20
            Detachment Commandant or Detachment                                                                                                           904                 19/20
            Procedures for filing                                                                                                                                              900                 16

CHARTER, DETACHMENT                                                                                                                                             600                 11

COMMITTEE, DEPARTMENT CONVENTION
            Composition                                                                                                                                                            240                 5
            Responsibilities                                                                                                                                                     240                 5

COMMITTEES, STANDING - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 300                 6
            Americanism                                                                                                                                                          300 (c)                     6
            Awards and Citations                                                                                                                                             300 (d)                 6
            Budget and Finance                                                                                                                                                 300 (b)                 6
            Detachment Commandant Council                                                                                                                      310 (b)                 8
            Liaison of Young Marines                                                                                                                                      300 (e)                 6
            Marine of the Year                                                                                                                                                    300 (a)                 6
            VAVS                                                                                                                                                                         300 (f)                 6/7

COMPLIANCE WITH NATIONAL ADMINISTRATIVE PROCEDURES                                                                  125                 2

CONVENTION, ADMINISTRATIVE COMMITTEE - - - - - - - - - - - - - - - - - - -
            Bylaws and Administrative Procedures                                                                                                                235(c)(2)                 4
            Credentials                                                                                                                                                                  235(c)(1)                 4
            Resolutions                                                                                                                                                                 235(c)(3)                 4
            Rules