SAN DIEGO VETERANS FOR PEACE POLICIES AND PROCEDURES

  Policy/Procedure Category                     Topic                                                                          Adopted    Page

  Collaboration and Coordination External  Coalition and working with other groups                          7/5/2023        1

  Collaboration and Coordination External  Endorsements by other organizations and groups          11/7/2023      1

  Collaboration and Coordination External  Endorsements of other organizations and groups           11/7/2023      2

  Collaboration and Coordination External  Representation on external committees and boards       11/7/2023      2

  Communication Internal                          Chapter annual schedule                                                   11/7/2023      2

  Communication Internal                          Chapter social media account management and               11/7/2023      3

                                                                   standards

  Communication Internal                          Minutes of Executive Committee meetings                    11/7/2023      3

  Communication Internal                          Minutes of General Membership meetings                    11/7/2023      3

  Communication Internal                          Monthly General Membership meetings                        11/7/2023      4

  Communication Internal                          Monthly meetings, schedule                                          11/7/2023      4

  Communication Internal                          Vet List (Open Discussion) Email Group                       9/5/2023        4

  Communication Internal                          Voting Members Email Group (announcement              9/5/2023        5

                                                                 email group, for announcements only)

  Executive Committee Role                       Executive Committee meetings                                   11/7/2023      5

  Executive Committee Role                       Fundraising                                                                  11/7/2023      6

  Executive Committee Role                       Executive Committee member active participation      11/7/2023      6

                                                                 and financial support expectations

  Executive Committee Role                       General Membership review of Executive                   11/7/2023      7

                                                                 Committee decisions

  Financial                                                 Confidentiality of donors                                               11/7/2023      7

  Financial                                                 Conflict of interest                                                         11/7/2023      8

  Financial                                                 Gift Acceptance Guidelines                                           11/7/2023      9

  Financial                                                 Insurance                                                                       11/7/2023      9

  Financial                                                 Executive Committee authority to approve payments   11/7/2023     10

  Financial                                                 Payment/reimbursement for meals, lodging,                 11/7/2023     10

                                                                 transportation and other expenses

  Financial                                                 Compassion Campaign Operation Fund                       11/7/2023     10

  Financial                                                 Support for payments                                                    11/7/2023     10

  Financial                                                 Compassion Campaign Administrative Fund                 11/7/2023     11

  Financial                                                 Reimbursement to members                                          11/7/2023     11

 Financial                                                  General Fund                                                                 11/7/2023     12

  Organization                                            Website, responsibility, operation and content              11/7/2023     13

  Organization                                            Designation of unelected offices                                    11/7/2023     13

  Organization                                            Chapter purposes                                                           11/7/2023     14

11/15/2023

 

                                    SAN DIEGO VETERANS FOR PEACE POLICIES AND PROCEDURES

  Policy/Procedure Category                     Topic                                                                          Adopted    Page

  Program Planning and Coordination         Chapter nonviolence guidelines                                     7/5/2023       14

  Program Planning and Coordination         Compassion Campaign operation                                  11/7/2023     15

  Program Planning and Coordination         Chapter annual review of activity                                    11/7/2023     16

  Communication External                         Communication and control of SDVFP’s message           7/5/2023       16

  11/15/2023

 

                                 SAN DIEGO VETERANS FOR PEACE POLICIES AND PROCEDURES

                                                   Collaboration and Coordination External

Topic:    Coalition and working with other groups                                                                Date:       7/5/2023

Policy:   SDVFP may form temporary coalitions with other organizations of like mind, subject to approval

               by the Membership or the Executive Committee. We will not collaborate with organizations that

               violate our commitments to nonviolence and to democratic processes, nor with organizations

               that advocate for (or represent) totalitarian governments. While all Chapter members are

               encouraged to identify possible allies, the Chapter president or his/her appointed representative

               is responsible for formalizing relationships with other groups. The president shall periodically

               report the status of all established relationships to the Executive Committee.

Procedure:   (1) The president, after consulting with the Executive Committee, will appoint an Allies

                        Subcommittee of the Executive Committee at the beginning of each year. (2) The Allies

                        Subcommittee will initiate a review of an ally approval recommendation or an ally decision

                        if a review is requested by a current Chapter member. (3) The Allies Subcommittee will

                        evaluate the group’s congruence with SDVFP’s values and commitments, particularly

                        SDVFP’s commitments to nonviolence and establishment of a peaceful world using

                        democratic processes and institutions. (4) The Allies Subcommittee’s will report its findings

                         with a recommendation: (a) that the reviewed organization be approved as an ally/that the

                         ally decision be continued as approved; or (b) that the reviewed organization be approved

                        as an ally or continued as an ally, but with specific relationship changes/conditions; or (c)

                        that the reviewed organization not be approved as an ally/that the approved ally

                        relationship be terminated. (5) The Allies Subcommittee will submit its “confidential”

                        recommendation within one month of a review request to the Executive Committee. (6)

                        The Executive Committee will consider the report in a closed session in accordance with

                        Bylaws provision 11.5 and make a decision to accept or reject the recommendation of the

                        Allies Sub Committee. (7) If the Executive Committee votes to not establish or to

                        terminate or modify an established ally relationship with an organization, the Chapter

                        president will diplomatically share the decision with the potential or established ally.

 

                                                   Collaboration and Coordination External

Topic:    Endorsements by other organizations and groups                                                 Date:     11/7/2023

Policy    The Chapter president or his/her appointed representative is responsible for requesting

               endorsement by other groups for any specific SDVFP program or event.

Procedure:   (1) At the beginning of each year, the Executive Committee will identify, by resolution, any

                        representative(s) of the president that has authority to request endorsement by other

                        groups for any specific SDVFP program or event. (2)  The president shall periodically

                        report to the Executive Committee on the status of all endorsements by other groups.

  11/15/2023

                                                   Collaboration and Coordination External

Topic:    Endorsements of other organizations and groups                                                  Date:     11/7/2023

Policy:   The Executive Committee approves each SDVFP endorsement of other organizations and other

               organization actions and events.

Procedure:   (1) The president or his/her designated representative will request Executive Committee

                        approval of each Chapter endorsement of an organization or specific external organization

                        action and event. (2) The request for endorsement will identify how endorsement of a

                        specific organization, event or action relates to accomplishment of the Chapter’s purposes.

                        (3) If the endorsement request is approved by the Executive Committee, the president or

                        his/her designated representative will notify the external organization and the General

                        Membership.

 

                                                   Collaboration and Coordination External

Topic:    Representation on external committees and boards                                              Date:     11/7/2023

Policy:   The Chapter intends to be actively associated with organizations associated with the Chapter’s

               purposes and encourages formal Chapter representation on committees and governing bodies of

               other organizations. If an external organization requests a Chapter representative, the Executive

               Committee will appoint a specific current member to act as a Chapter representative.

Procedure:   (1) If an external organization requests that the Chapter be represented on a committee of

                        governing body, the president shall request that the Executive Committee appoint a current

                         Chapter member as SDVFP’s designated representative for a specific period of time. (2)

                        The president will periodically report on the status of SDVFP representation on external

                        committees and boards.

 

                                                                  Communication Internal

Topic:    Chapter annual schedule                                                                                         Date:     11/7/2023

Policy:   A current schedule of known and planned Chapter activities shall be maintained.

Procedure:   (1) Responsibility for preparation and maintenance of the schedule will be established by

                        the Executive Committee. (2) The schedule will identify all planned events and regular

                        meetings for the current year, with the name(s) of identified leader(s) associated with each

                        event/meeting. (3) The schedule will be shared with all current members. (4) The

                        schedule will be updated and published periodically.

  11/15/2023

                                                                  Communication Internal

Topic:    Chapter social media account management and standards                                   Date:     11/7/2023

Policy:   To enhance but not to replace other methods of internal communication, the Chapter may

               (optionally) maintain a social media account and use it in supplemental communication of

               Chapter events and activities. If use of a social media account is permitted by the Executive

               Committee, the Executive Committee will appoint a current member to coordinate use of the

               account. The account is primarily for use by Chapter members.

Procedure:   (1) The Chapter’s Executive Committee may authorize establishment and maintenance of a

                        social media account. (2) If it does authorize use of a social media account, at the

                        beginning of each year, the Executive Committee will appoint a social media account

                        coordinator. (3) If it does authorize use of a social media account, the Executive

                        Committee shall annually approve and publish guidelines regarding use of the account, to

                        include basic communication standards associated with use of the site. (4) While the site is

                        primarily for use of current members of the Chapter, the social media account coordinator

                        may authorize use by nonmembers. (5) The Executive Committee designated social media

                         account coordinator will have authority to suspend or terminate any account user that, in

                        the judgement of the social media account coordinator, does not comply with published

                        guidelines and standards. (6) If a user’s chapter membership ends, his/her use of the

                        Chapter’s social media account will be automatically terminated unless the person has

                        requested and been granted account access as a non-Chapter member. (7) The social

                        media account coordinator will act as the Chapter’s designated representative in all

                        coordination with any social media account established by the Chapter. (8) The social

                        media account coordinator will coordinate with the Chapter’s Website Coordinator, but

                       report to the Executive Committee.

 

                                                                  Communication Internal

Topic:    Minutes of Executive Committee meetings                                                             Date:     11/7/2023

Policy:   The president shall direct the secretary to record minutes of each Executive Committee meeting.

Procedure:   (1) Minutes of each Executive Committee meeting will be distributed to Chapter members

                        at least three days before the next monthly General Membership meeting.

 

                                                                  Communication Internal

Topic:    Minutes of General Membership meetings                                                              Date:     11/7/2023

Policy:   The secretary of the Chapter shall draft written minutes of the meeting and then submit the draft

                minutes to all attendees of the meeting, where possible, for confirmation and possible

               correction. Finalized draft minutes of each General Membership meeting shall be distributed to

               the general membership within one week of the next regular or special general membership

Procedure:   Not applicable.

  11/15/2023

                                                                  Communication Internal

Topic:    Monthly General Membership meetings                                                                  Date:     11/7/2023

Policy:   Monthly meetings shall be held on the first Tuesday of every month, unless the Chapter votes to

               hold a monthly meeting on a different day because of special circumstances.

Procedure:   (1) Monthly meetings shall be held on the first Tuesday of every month, unless the

                        chapter votes to hold a monthly meeting on a different day because of special

                        circumstances. (2) The meeting agenda is to be distributed to all members. (3) The

                        presiding officer is the president of the Chapter. (4) In the absence of the president, any

                        officer shall preside. (5) Members are encouraged to participate by suggesting

                        topics/issues to be placed on the agenda. Pursuant to the bylaws, the president will publish

                         an agenda prior to each meeting. (6) The secretary of the Chapter shall record written

                        minutes of the meeting and submit the minutes to all participants for correction. And, then

                         to the president for approval of distribution to the general membership within one week of

                         each regular or special general membership meeting.

 

                                                                  Communication Internal

Topic:    Monthly meetings, schedule                                                                                    Date:     11/7/2023

Policy:   The Executive Committee shall publish and maintain a schedule of all regular meetings of the

               Executive Committee and all established committees associated with the Chapter.

Procedure:   Not applicable.

 

                                                                  Communication Internal

Topic:    Vet List (Open Discussion) Email Group                                                                  Date:       9/5/2023

Policy:   The Chapter will maintain a discussion email group for Chapter members and others to be used

               for sharing information associated with veterans and SDVFP purposes and activities. The

               Chapter’s Executive Committee will appoint a current Chapter member to act as the Chapter’s

               Workspace Coordinator. All user additions, suspensions and deletions will be managed by the

               Chapter’s Workspace Coordinator in accordance with procedures established with this policy.

               Use of the “Vet List” email group includes user responsibility to voluntarily adhere to use

               guidelines established by the Chapter with this policy.

Procedure:   (1) Addition to the “Vet List”. A request to be added should be emailed to the Chapter’s

                        Workspace Coordinator at workspacecoordinator@sdvfp.org by the person requesting “Vet

                        List” email group membership. The request needs to include the email address to be

                        added to the “Vet List” discussion email group and the full name of the individual

                        requesting “Vet List” email group membership. The Workspace Coordinator is permitted to

                         use names and email addresses provided in management of the email group: names and

                        email addresses of “Vet List” email group members will not be shared with any other

                        organization. (2) Use guidelines for all communication using the “Vet List”: (a) share

                        content respectfully; (b) share content that educates and informs; (c) no profanity; (d) no

                        promotion of political candidates or religious point of view; (e) no personal attacks; (f) a

                        user can directly respond to another user using that user’s personal email address (and not

                        post his/her response for the whole email group). (3) Violation of use guidelines may

                        result in suspension or termination from the email group. Any suspension or termination can

                       be appealed.

  11/15/2023

 

                                                                  Communication Internal

Topic:    Voting Members Email Group (announcement email group, for                             Date:       9/5/2023

               announcements only)

Policy:   This announcement email group includes the Chapter’s voting members and is used exclusively

               for announcements for Chapter members. Our Chapter’s members include “current” members of

                VFP National that reside in San Diego County. We receive a list monthly from National that

               includes email addresses and other contact detail. The “Voting Members” email group is used to

               send announcements to all members about organizational activities (meeting dates and times;

               meeting agendas and minutes; similar organization specific items for voting members).

Procedure:   Additions to the “Voting Members” email group will be managed by the Chapter’s

                        Workspace Coordinator. A few may send announcements and Chapter specific documents

                        “to” the group: (a) the president, (b) the secretary, (c) the treasurer, (d) the Membership

                        Committee Chair, and (e) the Chapter’s Workspace Coordinator. This email group is for

                        announcements only, and not discussion of items.

                                                               Executive Committee Role

Topic:    Executive Committee meetings                                                                               Date:     11/7/2023

Policy:   The Executive Committee shall have those powers, duties and obligations enumerated in the

               Bylaws and the date and time and place for each Executive Committee meeting will be published

               in accordance with noticing requirements defined in the Chapter’s bylaws.

Procedure:   (1) The Executive Committee shall have those powers, duties and obligations enumerated in

                        the Bylaws. (2) The Executive Committee is composed of the elected current year officers,

                        the Immediate Past President and elected At Large member(s) of the Executive Committee.

                         Unelected voting members of the Executive Committee include any SDVFP member who

                        holds an elected or appointed National VFP office or is the chairperson of any National VFP

                        committee. (3) Meetings of the Executive Committee are open to the General Membership,

                        with the exception that closed meetings may be held on matters involving personnel,

                        litigation, contractual negotiations, or similar matters on a recorded vote of the Executive

                        Committee. The president may invite certain members to advise and assist the board on

                        specific issues. (4) The president shall direct the Secretary to record minutes of the meeting.

                        (5) Minutes will be distributed to chapter members prior to the next monthly meeting. (6)

                        Decisions and recommendations made by the Executive Committee shall be presented at

                        the next general meeting for discussion and approval by the membership.

  11/15/2023

                                                                        Executive Committee Role

Topic:    Executive Committee member active participation and financial support              Date:     11/7/2023

               expectations

Policy:   Elected members of the Executive Committee are expected to actively participate in planning and

               coordination of Chapter activities. All Executive Committee members are asked to financially

               support the Chapter.

Procedure:   All members of the Executive Committee are expected to actively participate in the

                        Executive Committee’s duties: (1) To make proposals to establish SDVFP policies and

                        objectives; (2) To make necessary decisions between General Membership meetings of the

                        SDVFP; (3) To coordinate the activities of the SDVFP; (4) To propose the annual budget of

                        the SDVFP for approval on or before the first meeting of the calendar year; (5) To propose

                        the annual dues of the SDVFP, or the absence of local Chapter dues, for approval by the

                        General Membership. It is anticipated that each elected Executive Committee member,

                        each year, will assume responsibility for (act as “champion” for) at least one event or

                        Chapter action. Active leadership of or participation on at least one Chapter committee is

Expected.

 

                                                                Executive Committee Role

Topic:    Fundraising                                                                                                              Date:     11/7/2023

Policy:   The Chapter may conduct fundraising from time to time to finance expenses associated with the

               Chapter’s varied programs and activities approved in the Chapter’s annual budget adopted by the

                General Membership.

Procedure:   (1) Annually, in January, the Executive Committee may establish a Fundraising Committee

                        composed of at least three members, one of which will be a current Executive Committee

                        member. (2) The Fundraising Committee, if established, will report to the Executive

                        Committee and will be responsible for preparation and administration of all planned

                        fundraising plan activity associated with the General Fund and the Compassion Campaign.

                        (3) The Fundraising Committee will be responsible for preparation of a fundraising plan for

                         the current Fiscal Year and will submit the plan to the Executive Committee for approval by

                         the end of the first quarter (by/before March 31st). (4) The Fundraising plan will identify

                        fundraising goals by fund and by all methods to be used. (5) The treasurer will support

                        the Fundraising Committee’s activity by systematically reporting amounts received by each

                        method employed and by providing prospective donor detail that can be used in planned

                        solicitation of funds (name; mail address; email address, if known; telephone contact

                        detail, if known). (6) The treasurer will maintain a confidential donor database for use in

                        supporting Fundraising Committee’s activity.

  11/15/2023

 

                                                                    Executive Committee Role

Topic:    General Membership review of Executive Committee decisions                             Date:     11/7/2023

Policy:   The policy-making body of the SDVFP shall be the regular and special General Membership

               meetings of members. Between General Membership meetings, the policy-making body of the

               SDVFP shall be the SDVFP Executive Committee. Minutes of Executive Committee meetings shall

                be distributed to all members prior to each General Membership meeting. A current member

               may request review of any Executive Committee decision at a General Membership meeting.

Procedure:   (1) Notices of Executive Committee meetings will be distributed in accordance with the

                        Chapter’s Bylaws to assure members can attend as observers; (2) Meetings of the Executive

                         Committee are open to the General Membership, with the exception that closed meetings

                        may be held on matters involving personnel, litigation, contractual negotiations, or similar

                        matters on a recorded vote of the Executive Committee. (3) Minutes from each Executive

                        Committee meeting will be distributed to all Chapter members for review before the next

                        scheduled General Membership meeting. (4) Any voting member may propose agenda

                        items for any regular General Membership meeting. (5) review of any specific Executive

                        Committee decision may be requested for addition to the proposed agenda for a General

                        Membership meeting.

 

                                                                                 Financial

Topic:    Confidentiality of donors                                                                                          Date:     11/7/2023

Policy:   The names of donors and the amounts donated to the Chapter will be considered confidential,

               with the exception that personal detail (but not contribution history) associated with donors may

               selectively be used for planned fundraising activity authorized by the Executive Committee. The

               treasurer will maintain a confidential database for the Chapter that identifies each donation and

               identifies specific detail for each donor, to include name; mail address; email address, if

               known; telephone contact detail, if known. The database will be used to support fundraising

               activity and to periodically educate donors about Chapter accomplishments and programs.

Procedure:   Not applicable.

  11/15/2023

 

                                                                                 Financial

Topic:    Conflict of interest                                                                                                   Date:     11/7/2023

Policy:   To ensure that it continues to operate in accordance with its tax-exempt purpose, SDVFP intends

               to avoid conflicts of interest. Executive Committee members and all members appointed to

               unelected positions are expected to observe high standards of business and personal ethics in the

                conduct of their duties and responsibilities.

Procedure:   (1) Definition: conflicts of interest arise from personal relationships or from a financial

                        interest. The purpose of this policy is to protect SDVFP’s interest when it is contemplating

                        entering into a transaction or arrangement that might benefit the private interest of a

                        member of the Executive Committee or a member appointed to an unelected position. (2)

                        A member of the Executive Committee or any member appointed to an unelected position

                        must refrain from using his or her position for personal gain and must avoid acting on

                        issues in which his or her personal or financial interests could conflict with the interests of

                        SDVFP. (3) It is expected that each actual or potential conflict of interest situation will be

                        reported to the Executive Committee. (4) A direct conflict can arise where a person has a

                        personal or financial interest in any matter involving the Chapter or has a financial or

                        agency relationship (i.e., is a director, officer, manager, partner, associate, trustee or

                        similar agency relationship) with an entity involved in a transaction or other business with

                        the Chapter. (5) An indirect conflict can arise where a person related to an Executive

                        Committee member, or to a member appointed to an unelected position has dealings with

                        the Chapter. (6) Actual and potential conflict of interest situations must be reported to the

                        Executive Committee. (7) Notice. The Executive Committee shall periodically and at least

                        annually distribute this policy to each member of the Executive Committee and to each

                        member appointed to an unelected position. Distribution may be by email. (8) Annual

                        reporting. Annually, in January, each Executive Committee member and each Chapter

                        member appointed to an unelected position will be asked to report known conflict of

                        interest situations to the Executive Committee. (9) The secretary shall include reported

                        conflict of interest situations in the minutes for the January Executive Committee meeting.

                        (10) Situational reporting during the year. New conflict of interest situations not reported

                        during January shall be reported to the Executive Committee if/when they occur during the

                        year. (11) Documentation. All reported conflict of interest situations shall be documented

                        in the minutes of the Executive Committee meeting for the month when reported. (12)

                        Meeting protocol and abstention. In any Executive Committee meeting when a decision is

                        being made where a possible conflict of interest situation might apply, any Executive

                        Committee member that has or potentially might have a conflict of interest must abstain

                        from voting on the issue/decision. The minutes of the related Executive Committee

                        meeting shall reflect the reason for any abstention due to actual or potential conflict of

interest.

  11/15/2023

                                                                                       Financial

Topic:    Gift Acceptance Guidelines                                                                                      Date:     11/7/2023

Policy:   General Fund and Compassion Campaign contributions. The Chapter’s preference is unrestricted

                contribution by check or by cash or by credit card (using the Chapter’s website at sdvfp.org

               “Donate to San Diego Veterans For Peace”). If a contribution to the General Fund is submitted

               on a restricted basis, the Chapter requests that the restriction be identified in writing at the time

               the contribution is submitted. (The Executive Committee may return any restricted contribution

               received for a purpose not directly associated with the Chapter’s stated purposes.)  Contributions

               to the Compassion Campaign, by their nature, are for a restricted use (purchase of sleeping bags

                and related accessories) and should be identified as such when submitted. While contributions

               by check or cash or credit card are preferred, other alternatives are possible, but the Chapter

               requests that use of any alternative form be approved in advance of the contribution. Possible

               acceptable alternatives to contribution by check, cash and credit card include: (a) securities that

               are immediately marketable; (b) life insurance where the Chapter owns the policy; (c) retirement

                plan beneficiary designation (d) bequests of cash; and (e) life insurance beneficiary

               designations. Generally, not acceptable are gifts of tangible personal property, except as

               approved by the Executive Committee.

Procedure:   (1) If a contribution is received on a restricted basis, the treasurer has authority to accept

                        the gift for the Chapter if the restricted use is associated with an expense included in the

                        Chapter’s adopted current year budget. (2) If the restricted use is not included in the

                        Chapter’s adopted current year budget, the treasurer will request an Executive Committee

                        decision to accept or to not accept the restricted contribution. (3) If the restricted

                        contribution is accepted, the treasurer will acknowledge the contribution. (4)  If the

                        restricted contribution is not accepted, the treasurer will notify the donor with an

                        explanation. (5) If a donor notifies the Chapter that an alternative form of contribution will

                         apply (securities, etc.), the treasurer will obtain Executive Committee approval before

                        accepting the gift/contribution for the Chapter.

 

                                                                                   Financial

Topic:    Insurance                                                                                                                  Date:     11/7/2023

Policy:   The Executive Committee will annually assess the Chapter’s need for various forms of insurance,

               including liability insurance and Directors and Officers coverage for Executive Committee

               members and all members appointed by the Executive Committee to serve in unelected

               positions. The Executive Committee’s assessment and recommendations will be reviewed with

               members at a regular General Membership meeting. Insurance expense recommended by the

               Executive Committee will be budgeted, as needed.

Procedure:   Not applicable.

  11/15/2023

 

                                                                                 Financial

Topic:    Payment/reimbursement for meals, lodging, transportation and other                  Date:     11/7/2023

Policy:   Typically, members will not be reimbursed for meals and transportation associated with

               volunteer duties. Where transportation is necessary outside San Diego County for planned

               activity approved in the Chapter’s General Fund budget, meals, lodging, transportation and other

                expenses may be approved on an exception basis, and by a recorded vote of the Executive

Procedure:   Not applicable.

 

                                                                                 Financial

Topic:    Compassion Campaign Operation Fund                                                                  Date:     11/7/2023

Policy:   The purpose of the Campaign for Compassion is to provide sleeping bags and related accessories

                to homeless veterans and others in the San Diego community. Compassion Campaign

               operation funds shall not be commingled with funds from any other SDVFP bank account.

               Accounting reports will reflect all revenue and expenses associated with operation of the

               Compassion Campaign.

Procedure:   Not applicable.

 

                                                                                 Financial

Topic:    Support for payments                                                                                              Date:     11/7/2023

Policy:   Any disbursement from any SDVFP checking account will be associated with a source document

               authorizing the specific expense. Appropriate authorizing documents include: (a) minutes from a

                General Membership or Executive Committee meeting approving a specific disbursement; (b) a

               copy of an invoice or receipt for an expense approved in the Chapter’s adopted budget; (c)

               written approval from the president for any purchase using Compassion Campaign funds (for

               sleeping bags and related accessories). The treasurer shall maintain a copy of the supporting

               document with a copy of the associated check or debit payment. Support for each disbursement

                shall be retained by the treasurer for three years. The Executive Committee may request to see

               any retained disbursement record.

Procedure:   Not applicable.

 

                                                                                 Financial

Topic:    Executive Committee authority to approve payments                                            Date:     11/7/2023

Policy:   The Executive Committee shall have authority to authorize payments not to exceed $300.00 for

               any activity or event sponsored in whole or in part by SDVFP and/or to manage the affairs of the

               Chapter between plenary sessions of the Chapter. The payment of funds shall be made by the

               treasurer upon recorded majority vote approval of the Executive Committee. The general

               membership must give prior approval for the expenditure of any General Funds for any expenses

                or obligations to be incurred by the chapter for any activity or event sponsored in whole or in

               part by SDVFP that exceeds $300.

Procedure:   Not applicable.

  11/15/2023

                                                                                 Financial

Topic:    Reimbursement to members                                                                                   Date:     11/7/2023

Policy:   SDVFP is a nonprofit organization: members are expected to participate in activities and events

               sponsored by SDVFP voluntarily and without expectation that they will be compensated by the

               Chapter for their time and effort or for any personal expenses they may incur. Reimbursement

               for expenses associated with an event or activity approved in the Chapter’s adopted current year

               budget, however, may be approved by the designated event/activity champion or, situationally,

               by the Executive Committee. All requests for reimbursement shall be submitted with an itemized

               receipt. A designated event/activity champion for a budget element may approve a

               reimbursement request for budgeted expenses up to $100. The Executive Committee will

               approve any reimbursement request for budgeted expenses over $100 or any reimbursement

               request submitted by a designated event/activity champion for expense associated with the

               budget element he/she manages.

Procedure:   (1) For a reimbursable expense associated with a budgeted event/activity, after approval by

                         the designated event/activity champion, a member’s request for reimbursement should be

                        submitted to the treasurer, with an itemized receipt. (2) The treasurer will process the

                        approved reimbursement payment and categorize the expense as an expense of the

                        associated/budgeted event or activity. (3) For a reimbursable expense not associated with a

                         designated event/activity champion, a member’s request for reimbursement should be

                        submitted directly to the treasurer with an itemized receipt. The treasurer will coordinate

                        Executive Committee consideration and approval or disapproval of the request. (4) If the

                        request is approved by the Executive Committee, the treasurer will process the approved

                        reimbursement payment and categorize the expense as directed by the Executive Committee.

 

                                                                                 Financial

Topic:    Compassion Campaign Administrative Fund                                                           Date:     11/7/2023

Policy:   This fund may only be used to defray the cost of administering the Compassion Campaign and

               not for the purpose of purchasing sleeping bags or other items to be distributed.

Procedure:   (1) The Administrative Fund for the Compassion Campaign was provided to SDVFP by an

                        anonymous donor, who specified the fund be used solely to defray the cost of

                        administering the Compassion Campaign and not for the purpose of purchasing sleeping

                        bags or other items to be distributed. The administrative costs include any and all

                        materials, mailing costs and incidental fees associated with the Compassion Campaign. A

                        receipt for monies donated for the Administrative Fund shall be generated for the donors

                        for tax purposes. (2) The Compassion Campaign Administrative Fund shall have its own

                        separate bank account and will not be commingled with funds from any other SDVFP bank

                        account. (3)  If any issue arises as to whether a cost associated with the operation of the

                        Compassion Campaign should be deemed an administrative cost, the issue shall be referred

                         to the Administrative Fund Oversight Committee for resolution. The Oversight Committee

                         is made up of a designated agent, the president and the treasurer. (4) The Administrative

                        Fund shall not be used to reimburse any member for personal or incidental expenses the

                        member may incur while engaging in any activity or event sponsored in whole or in part by

SDVFP.

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                                                                                         Financial

Topic:    General Fund                                                                                                            Date:     11/7/2023

Policy:   The San Diego Veterans For Peace chapter is funded by dues, contributions and donations

               received from members and non-members. All funds received shall be deposited in the General

               Fund, unless specifically designated for the Campaign for Compassion or the Administrative Fund.

Procedure:   (1) The San Diego Veterans For Peace chapter is funded by dues, contributions and

                        donations received from members and non-members. All funds received shall be deposited

                         in the General Fund, unless specifically designated for the Compassion Campaign

                        Operation Fund or for the Compassion Campaign Administrative Fund. All proceeds from

                        sale of merchandise, publications, or other materials at SDVFP authorized or sponsored

                        events shall be deposited in the General Fund (unless specifically designated otherwise). (2)

                          The SDVFP General Fund is used to pay all expenses, including all rentals and materials,

                        incurred in the day-to-day operation of the chapter as well as to fund any and all events and

                         activities that are sponsored in whole or in part by SDVFP, except the Campaign of

                        Compassion. (3)  The General Fund shall have its own separate bank account. Funds in this

                         account shall not be co-mingled with funds from any other SDVFP bank account. (4)

                        Payment of obligations incurred by SDVFP, other than routine expenses, such as the rental

                        for the meeting room, shall only be incurred and paid for out of the General Fund, by the

                        following process: (a) The Executive Committee shall have authority to authorize payments

                         not to exceed $300, for any activity or event sponsored in whole or in part by SDVFP

                        and/or to manage the affairs of the Chapter between plenary sessions of the Chapter. The

                        payment of funds shall be made by the treasurer upon approval of the president as

                        provided in the by-laws. (b) The general membership must give prior approval for the

                        expenditure of any General Funds for any expenses or obligations to be incurred by the

                        chapter for any activity or event sponsored in whole or in part by SDVFP that exceeds

                        $300. The payment of funds shall be made by the treasurer upon approval of the president

                         as provided by the by-laws. No payment from the general fund will occur without

                        presenting to the treasurer receipts or other evidence that the expense is necessary.

  11/15/2023

 

                                                                                     Organization

Topic:    Designation of unelected offices                                                                             Date:     11/7/2023

Policy:   The Executive Committee will be responsible for formal establishment (and termination) of all

               Chapter committees and programs. The Executive Committee is responsible for formal

               appointment of members to serve as committee chairs or to act as the coordinator for a chapter

               program. Annually, in January, the Executive Committee: (1) shall confirm the name and role

               of each active committee, along with the identification of the appointed committee chair; and (2)

               shall confirm the name of each member appointed to an unelected Chapter office (appointed as

               the director of a program or appointed to represent the Chapter in any capacity other than as a

               program coordinator.

Procedure:   (1) Planned appointments. For any planned Executive Committee appointment of member

                        to serve in an unelected Chapter position (committee chair, director of a program, similar),

                        the appointment may be made only after the need for such appointment is announced to

                        all members in accordance with the Chapter’s meeting noticing requirements (per the

                        Chapter’s bylaws. (2) Unplanned appointments. An appointment when notice can not

                        occur in accordance with the bylaws may be made temporarily, subject to announcement

                        and reconsideration of the appointment at the next regular Executive Committee meeting.

                        (3) Establishment or termination of any committee shall be recorded in the minutes of the

                        Executive Committee meeting when the decision to establish or to terminate was made.

                        (4) All appointments to unelected Chapter positions, similarly, will be recorded in the

                        minutes of the Executive Committee meeting when the appointment occurred.

 

                                                                             Organization

Topic:    Website, responsibility, operation and content                                                       Date:     11/7/2023

Policy:   The Executive Committee may annually appoint the member accountable for coordination of

               both content and operation of the Chapter’s website. The Website Coordinator may establish a

               committee to assist with design and timely maintenance of the Chapter’s website. Website

               design and maintenance expense will be addressed in the Chapter budget (recommended by the

               Executive Committee for member consideration and adoption). The Website Coordinator shall

               coordinate all website content and will coordinate with the Chapter member appointed to

               coordinate any social media account the Chapter may establish. The Website Coordinator shall

               report to the Executive Committee.

Procedure:   Not applicable.

  11/15/2023

 

                                                                        Organization

Topic:    Chapter purposes                                                                                                     Date:     11/7/2023

Policy:   We, as members of the Chapter, hereby affirm our greater responsibility to serve the cause of

               world peace. To this end we will work, with others both nationally and internationally: (1) To

               increase public awareness of the causes and costs of war (2) To restrain our governments from

               intervening, overtly and covertly, in the internal affairs of other nations (3) To resist racism and

               repression in our home communities (4) To oppose the militarization of law enforcement (5) To

               end the arms race and to reduce and eventually eliminate nuclear weapons (6) To seek justice

               for veterans and victims of war (7) To abolish war as an instrument of national policy. To

               achieve these goals, members of Veterans For Peace pledge to use non-violent means and to

               maintain an organization that is both democratic and open with the understanding that all

               members are trusted to act in the best interests of the group for the larger purpose of world peace.

Procedure:   Not applicable.

 

                                                                       Program Planning and Coordination

Topic:    Chapter nonviolence guidelines                                                                               Date:       7/5/2023

Policy:   SDVFP event and action participants will agree to and adhere to nonviolence guidelines that

               reflect the organization commitment to nonviolent behavior.

Procedure:   The designated champion for an event/action will be responsible for making sure that

                        event/action participants are informed of SDVFP goals for the event/action and SDVFP’s

                        commitment to nonviolence. All participants will be asked to comply with the following

                        nonviolence statement: In preparation for nonviolent presence today, I commit myself to:

                        (1) Refuse to engage in verbal abuse or physical violence. (2) Pledge not to bring or use

                        any drugs or alcohol other than for medical purposes. (3) Carry no weapons. (4) If injured

                        seek safety and disengage as is possible. (5) Maintain a spirit of openness, friendliness,

                        and respect toward all including authorities. (6) Share my message of peace with clarity

                        and conviction. (7) Listen with my heart fully present and alert. (8) Remain gentle, never

                        righteous, or hostile. (9) Keep in mind that transformation and conversion to peace must

                        begin with my own actions. (10) Sustain this discipline throughout all consequences. (11)

                        Follow the directions of the designated coordinators. (12) In the case of a serious

                        disagreement, I will remove myself from the action.

  11/15/2023

 

                                                             Program Planning and Coordination

Topic:    Compassion Campaign operation                                                                            Date:     11/7/2023

Policy:   The purpose of the Campaign for Compassion is to provide sleeping bags and related accessories

                to homeless veterans and others in the San Diego community.

Procedure:   (1) The purpose of the Compassion Campaign is to provide sleeping bags and related

                        accessories to homeless veterans and others in the San Diego community. (2) The

                        Compassion Campaign shall have a separate bank account. The funds in the account shall

                        not be commingled with funds from any other SDVFP bank account. The Compassion

                        Campaign will be a self-sustaining campaign. No money shall be transferred from any other

                         existing SDVFP bank account to support the Compassion Campaign. Purchases will be

                        made only when the bank account, dedicated to the Compassion Campaign, has sufficient

                        funds to pay for the purchase of sleeping bags and related accessories. (3) The Chapter’s

                        authorized Compassion Campaign Administrator, appointed by the Executive Committee,

                        shall only order sleeping bags and related accessories after receiving prior approval from

                        the treasurer and president. Approval will be given only if the chapter has the necessary

                        funds in the Compassion Campaign bank account to cover the purchases. The treasurer

                        shall certify that the Compassion Campaign’s dedicated account has sufficient funds to pay

                        for all expenditures related to the purchase. (4) This process for the purchase of sleeping

                        bags and other accessories shall be the sole and exclusive method by which the Chapter is

                        authorized to make purchases for the Compassion Campaign. Any member who voluntarily

                         purchases sleeping bags and other accessories should not expect to be reimbursed for

                        his/her contribution.

  11/15/2023

                                                       Program Planning and Coordination

Topic:    Chapter annual review of activity                                                                            Date:     11/7/2023

Policy:   The Chapter will systematically review each Chapter program and activity every year. The

               purpose of the review is to carefully look at each and to identify if it should be continued or not.

                If continued, with what adjustments and improvements. If discontinued, how and when.

Procedure:   (1) The Chapter’s Executive Committee will create a standing Program Review Committee

                        of at least three members, one of which will be a current Chapter officer. The Committee

                        will report to the Executive Committee. (2) This committee will assess each Chapter

                        program and activity associated with the Chapter’s annual budget. (Examples include No

                        MAS, Arlington West, Pride parade, Earth week outreach, Hiroshima and Nagasaki day,

                        Compassion Campaign, etc.)  (3) All Chapter programs and budgeted activities will be

                        assessed for: (a) compatibility with Chapter purposes; (b) degree of member support

                        (typical number of members that attend/participate; (c) trending of

                        attendance/participation; (d) minimum number of members needed in attendance; (e) Cost

                         in dollars; (f) effectiveness in mission; (g) sustainability over the next three years. Note

                        that the number of members in attendance may indicate loss of interest, or members

                        physical inability to participate. Minimum numbers needed can be sought from the

                        program champion(s). (4) A survey of members should not be used to make judgements

                        because a program that is frequently lacking in attendance may still be quite popular but

                        unsustainable. (5) The committee will create a report showing all data used and include a

                        recommendation to the Executive Committee to continue a program or discontinue a

                        program, increase, or reduce spending, or perhaps to reassign resources to a program that

                        is more applicable or carries more interest from the membership. The Executive

                        Committee will agree or disagree with each recommendation and send the report to the

                        membership. The results of the review and the recommendation to the membership will

            be voted on by the membership, in whole or piecemeal regarding continuation, elimination or

            changes in spending.

                                                                 Communication External

Topic:    Communication and control of SDVFP’s message                                                   Date:       7/5/2023

Policy:   Responsibility for communication of SDVFP’s message for a specific SDVFP event/action will be

               coordinated by the Chapter’s Communications Director and the designated event Champion.

Procedure:   (1) The Executive Committee shall appoint a Communications Director at the beginning of

                        each year. (2) For each SDVFP event, the Communications Director will create a SDVFP

                        message for the public and press. He/she will do so in coordination with the Chapter

                        President and the event champion. (3) The President will designate a press liaison for each

                        event. Media associated with organizations that advocate for (or represent) totalitarian

                        governments will not be invited to any SDVFP event. (4) The event Champion will provide

                        all participants a copy of the SDVFP message of the day associated with an event. (5) VFP

                        members will also be reminded that they have the right to speak to the press on behalf of

                        themselves as well per VFP’s Code of Conduct; (6) We will speak as members of VFP but

                        not for VFP, unless designated as a spokesperson for VFP. All members are free to speak

                        for themselves. (7) The event Champion will inform non-VFP guests of our goals and

                        credo. We will ask all event participants to be nonviolent, committed to world peace in a

                        democratic manner and to support event goals. (8) We will ask non-VFP guests to agree to

                        take instructions from the designated VFP event champion. The designated event champion

                         may decide that any individual or group must be asked to leave.

  11/15/2023