Section 1 a “Blueprint” for the 21st Century Purpose

Organizing The District

The first couple of months following the election of the District Commander can determine the success or failure of the entire administration. This is the time the selection of the key persons who will assist the Commander is completed, a timetable of future events is established, and it’s made certain the Posts are getting organized.

The District Commander is normally the elected representative of the Posts in the District, but an obligation to provide guidance and supervision is also implied. Posts are responsible to carry out the objectives and programs of

the Legion and to fully comply with the obligations assumed under the Post, Department and national constitutions. When a Post is inactive, begins to falter or fails, it is then the District Commander must be prepared to give direction and control.

Supervision means organization. Responsibilities must be assigned to District vice Commanders. Other District officers must clearly understand the duties of their office. The most effective way to organize is to use an early meeting to bring together the team that will make the District function.

Prior to that meeting, the District Commander should learn what has caused past successes or failures of programs and objectives of the Posts and the District. District Commanders of previous years should be consulted. The Commander should study all that is possible to find out about the District, and should have clearly defined objectives and assignments to present. This should include assigning District officers the important function of attending regular Post meetings on a rotating basis within the District so one of the officers is present at almost every Post meeting.

A well-prepared agenda will furnish a pattern for all future meetings and go far toward getting the District organization functioning quickly and effectively.

Agenda items should include:

1. Membership potential, goals, target dates, distribution of Posts and the need for more Posts.

2. General discussion of program status throughout the District.

3. Personal objectives of the District Commander.

4. Assignments to officers, chairmen and committees.

5. Initial planning for District meetings.

6. Visitation schedule of Commander and Vice Commanders, and other District officers.

No task is more fundamental to a smoothly functioning District than the selection and proper use of committee chairs and committees. Whenever possible, the chair should be someone with personal interests in the program assigned, and should be a person with enough stature to make effective contacts throughout the community with others of like interests. Some consideration must always be given to where the chairs live. It is essential to distribute appointments over the entire District, but it is often more important a particular chair live in a particular spot where the job must be done. Once a District Commander has decided upon the chairs, personal contact should be made with each head to determine a willingness to serve.

A meeting should be arranged where the District Commander can meet with each of the more important chairs and committees to formulate the program for the coming year. The District Commander has an additional obligation to see that each chair and committee is finished with all needed information and materials. All of these preliminary procedures are geared toward each of the District committees being able to build a timetable of events under its supervision that will fit into the overall District program and can be presented as a complete projection for the year at the first District meeting. As the year draws to a close, careful attention should be given to the selection of a nominating committee. This committee will be responsible for selecting qualified persons to carry forward the progress you have made.

Sources of Assistance

Your Department Adjutant will have information or aids available from the Department, National Headquarters, and from outside sources. The other major sources of assistance are within your own District. Don’t be too proud to consult with past District officers. In fact, you may wish to establish an advisory committee of Past District Commanders for your District. The experience of this group, when properly sought and utilized will avoid many pitfalls and errors for you.
Value of Reporting

Preparing reports is rarely pleasant, except when results are favorable. But the value of a District Commander is in no small part determined by the ability to report both the favorable and unfavorable situations in the District to Department officers and by the ability to report Department and national actions to the District and Post officers. It is a two-way street, and again emphasizes the importance of the District Commander as a link in a chain. You are

the communications key. Membership results should be checked monthly in each of the Posts. Results will frequently indicate a visit.
Timetable

Section 1 of this guide lists suggested Post programs for every month of the year. Not all of these programs will be handled on a District-wide basis, but such a calendar is still necessary. Build your timetable, listing activities far enough in advance so your Post and District chairs are alerted well in advance. Your timetable should also include report dates.

If the first two months have been spent properly, the organization of a District meeting will not be difficult. Committee chairs will be ready to make intelligent and concise reports on their programs and the Posts will have been properly alerted so these officers, too, can outline their plans both as they fit either individual communities and as they are related to the District program.

Certain procedures are pretty standard, but are nevertheless important. District Commanders should get together with the host Post officers and Auxiliary officers to work out details of the meeting, possible entertainment, and a banquet if there is to be one.

All Posts should be sent notices of the meeting as far in advance as possible. The notices should outline 1) the time the meeting will start, 2) where it will be held, 3) whether or not there will be a luncheon, 4) if there will be a social hour, 5) when and where the banquet will start, 6) where different groups are expected to meet, 7) and any other miscellaneous information that would make for a better informed District membership.

The District Commander can use the “Manual of Ceremonies” (Section 3 of this guide) as the guide for conducting a District meeting in the same way a Post Commander follows the Manual in conducting a good Post meeting.

Notice of the meeting should definitely be sent to all District chairs and those who are expected to report should receive an additional follow-up, probably including a telephone call, to be certain they will be present and ready to report. Elections should be carefully conducted and all candidates given an equal chance to speak.

At every District meeting there will usually be dignitaries of the Legion or the Auxiliary. Be certain you are familiar with the proper method of presenting these people and the proper time for receiving any message they might have. In courtesy to them, to you, and to those attending the meeting, there should never be competing activities to distract from the meeting. Bar activities should be restricted to the social hours. The intent and meaning of the business part of a District meeting is to improve the performance of the Posts and make them more effective for the veterans in the surrounding areas.
Check List for Conferences and Conventions

To a District Commander, careful planning on every detail is most essential.

The site or place of the meeting should be where the greatest number can reach by traveling the shortest distance. Sometimes, a meeting is set at a Post in a far corner of a District hoping it will increase attendance in that area. However, too often this objective fails and results in poor attendance.

The first thing, naturally, should be the official notice to each Post Commander and adjutant. This notice should be in the form of a sincere invitation, rather than just a cold announcement.

This should then be followed by personal contacts by the District Commander and the Vice Commanders. See that every Post Commander is personally invited to attend. Additional reminders are needed and valuable.

The type of leadership provided to a large degree will determine the attendance. Many will come, simply out of loyalty, others because of interest in a certain program, and others because of an obligation.

Every Post should be represented by at least its Commander and adjutant.

Arrangements for Meeting: As soon as the place of the meeting has been determined, the District Commander should then personally contact the Post Commander in that locality to make all the necessary arrangements for the conduct of the District meeting. Don’t overlook such details as colors and color guard, podium, microphones, seating and registration procedures.

Details as to any refreshments or social functions should be carefully worked out.

CALL TO ORDER: The District Commander should promptly call the meeting to order at the time set, but before doing so, all officers, guests and color bearers should be in proper position.

ADVANCEMENT OF THE COLORS: Give command for salute with firmness.

PRAYER: At a District meeting, where the Chaplain is possibly not known to all—then it is suggested the District Commander say (for example)—“Charles Smith, our District Chaplain, will offer prayer.” Prayer may be one in “Manual of Ceremonies for Regular Meetings.” (See Section 3 of this guide.)

PLEDGE OF ALLEGIANCE: Legionnaires will remove caps.

PREAMBLE: If the Preamble is not on display in the room, give those present an opportunity to get membership cards out so they may join with you.

READING OF MINUTES: Some Districts have the reading of the minutes while others do not. If you do read them, then you will state (for example), “Joan Doe, District Adjutant, will read the minutes of the last District meeting.”

INTRODUCTION OF OFFICERS AND GUESTS: This is most important and often leaves people with a bad taste if the presiding officer fails to give the name correctly, fails to introduce in importance of position, or assigns improper titles.

It is suggested you do not rely upon your memory. Write down on a slip of paper those to be introduced, together with names and titles in the order in which they should be introduced. In District meetings, it is always well to introduce past District Commanders and never overlook past Department Commanders or national executive committeemen. When making introductions, do not ask those introduced for remarks at that time. Later, it may be in order to hear from certain distinguished guests.

Department Officers: If Department officers are present, they should be given special recognition and the opportunity to extend greetings. The District Commander, who will invite such officers to take their place for their remarks, should do this. It is suggested that a District Commander never simply state, “We have Joe Smith, Department Vice Commander with us, and I am wondering if he has anything to say.” Instead, “We are delighted to have our Department Vice Commander, Joe Smith, with us today, and we will be happy to hear from him at this time.”

Department Commander: If the Department Commander is present, he/she should be introduced with respect and dignity and given the floor for such period as may be desired.

ROLL CALL: Sometimes this is appropriate prior to the reading of minutes or the introduction of guests, but often it is found better to do this just before commencement of the business of the meeting. When calling the roll, the person answering for a Post should rise and state their name and position.

REPORTS: Prior to the meeting, the District Commander should inform everyone who is going to be called upon for a report of that fact and should go over what the report should cover. This is important and only fair to

those who will be called upon. Reports to early District meetings should cover plans for carrying out the programs in the District and hints or suggestions as to the part Posts are expected to play in the programs.

It is far better if those making reports will write them out, and this should come as a suggestion from the District Commander. Persons making reports should be called upon by their name, Post number and title of the office for which they are reporting and then requested to come to the front and address the meeting. If the District Commander knows an official or committee chair has no report, then it is better to not call upon that person.

If Posts are requested to report to the meeting, then again, it is important the Post Commander be informed in advance of expectations to report and an outline provided on what the report is expected to cover.

District Commanders should by all means have a personal report to make, and time should be spent in its preparation so the program may be properly presented. It would be well to give special recognition to Posts or officers doing an outstanding job, as an encouragement to them and an incentive to others.

ANNOUNCEMENTS: No meeting should ever be concluded without announcement of coming events, such as Department conferences, special programs or forthcoming observances. At all such meetings, a reminder of membership deadlines and active programs should be announced.

SPECIAL RECOGNITION: Never overlook the opportunity to give or report on Posts that have won special wards or special recognition for some outstanding performance.

CLOSING: District Commanders should never close the meeting without an expression of appreciation to those who have attended, for their interest and support of the conference, and to the host Post for its hospitality.

1. In conducting a meeting or convention, a presiding officer will command more and greater respect, and have better control over such meeting, by standing whenever the group is addressed or presiding over business.

2. 
   Remember, you, as the presiding officer, are the “boss” of the meeting. When being addressed,