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Military Order of the Devil Dog
Beehive Pound Salt Lake City, Utah MCLA Dept of Utah
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HOME CONTENTS NEWSLETTERS TAPS SPECIAL ANNOUNCEMENTS
Adjutant/Paymaster Instructions
HOME CONTENTS NEWSLETTERS TAPS SPECIAL ANNOUNCEMENTS Adjutant/Paymaster Instructions
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Department Adjutant/Paymaster's Instructions Contents Qualifications and Dues to Become a Life member Certification of Detachment Life Members Marine Corps League Membership DuesTransmittal & Change Notification Marine Corps League Report of Officer Installation Marine Corps League Request for Transfer Notice of Death Marine Corps League Narrative on Job Accountability and Responsibilities Keeping Accurate Minutes of Meetings Prepare and Transcribe Minutes for Permanent Record of Detachment Assure that Resolutions are Maintained as Corporate Records Correspondence, Bulletins and Communications Narrative and Job Accountability and Responsibility Responsible for Banking and Financial Accounts Signer on Fiscal and Banking Documents Maintains Detachment Financial Records Acts as Controller for Detachment Funds Makes Fiscal and Financial Reports at Meetings Receives Dues and Forwards Transmittals Handles Tax and Licensing Functions Abides by Procedures of the Detachment, Department and National During the past several years and the Department Paymaster, I have noticed several common errors made by the Adjutant/Paymasters of the various detachment throughout the state. I have made the corrections, forwarded the paperwork on to the National level and many times sent a note to the various units with copies of the corrections. Sometimes this has worked, sometimes it hasn't. On rare occasions, I have been forced to return all the paperwork back to the detachment for total revision. In an effort to get everyone on the same page and the paperwork uniform. I was saving little notes to incorporate in a brochure that I could send to all the Paymasters though out the state. However, that time never seems to come, so I have decided to set up this page on the Department Website in hopes that we will all have a place to go to so that we can do our paperwork correctly. It is my hope that this will be a work in progress and as questions arise, they can be answered here. If you have questions, please contact me at ben_setter@ogdenmarines.org or mail me at home.
Ben Setter Department of Utah Adjutant/Paymaster 2007 - Present The following are taken from the National By-Laws concerning Life Members and Life Membership. Regular or Associate Members of the Marine Corps League who are in good standing (as defined in Section 651 – Good Standing- All members shall be considered members in good standing in the Marine Corps League, (a) except when: (1) required dues are not paid, and transmitted on or before expiration date as is shown on members card.) may become a LIFE MEMBER, upon payment of the fee, as is required herein. A LIFE MEMBER shall be subject of the payment of NO further dues to a Detachment, Department or National. Such member shall have all the privileges, rights and benefits enjoyed as a member so long as that LIFE MEMBER shall live. Should a Marine Corps League member choose to become a member in multiple Detachments, they must become a member in good standing by paying Annual or Life Membership dues in each additional Detachment. The Life Membership fee shall be established by the National Convention. The Life Membership Fee is: Three tier phase in period on Jan 1st in 2005, 2007 and 2009 per the attached chart.
(a) The full Life Membership fee shall be paid to National Headquarters with no discounts, no rebates, and no installment plan, whether such fee is paid by the individual or awarded by a Department or Detachment.
Section 646 Certification of Life Members Each detachment will annually audit its participating Life Members as show on the Quarterly Member Listing of June 30 each year. Following the audit, the detachment will annotate a copy of the Quarterly Member Listing with appropriate remarks to show additions, deletions and other adjustments. Each adjustment will include the reason and whenever possible, will cite supporting documentation (i.e. Dues Transmittals, Transfer form, etc.) to assist in correcting the records in National Headquarters. The annotated Listing will be certified to be correct as annotated by the Detachment Commandant and the Detachment Adjutant/Paymaster (or Paymaster), and will be returned to the National Adjutant/Paymaster at National Headquarters through the Department no later than 31 December following its receipt. No funds from the interest from the Life Member Fund will be distributed to a detachment until the certified listing is received at National Headquarters. Should a detachment fail to submit the annual Eligible Life Member Audit by 31 December of a given year, that Detachment’s quota of the interest distribution shall remain in the blocked fund.
The Job description and duties of the Adjutant/Paymaster are many. For this reason, the job is often split up between two individuals, the Adjutant and the Paymaster. Below are listed many of the duties of both jobs. These descriptions and duties are taken from the Marine Corps League Guidebook for Detachment Officers.
Marine Corps League Membership Dues and Transmittal & Change Notification Form Marine Corps League Report of Officer Installation Marine Corps League Request for Transfer Notice of Death Marine Corps League
Sometimes the distribution of the copies of various forms can be confusing. This is how they are distributed: Goldenrod (bottom copy) is kept by Detachment/Pound. All other copies forwarded to Department/Pack. Pink (next copy) goes to Department/Pack. All others forwarded to National/Kennel. Original White (top copy) is kept at National/Kennel and Green copy goes from National/Kennel to Department/Pack and Lemon copy from National/Kennel to Detachment/Pound. Note: Often these copies, especially the lower ones, are not very legible, so it would be a wise thing to make a copy of the original document and staple it to your own copy.
Marine Corps League Membership Dues Transmittal & Change Notification Form This form has been the source of many problems. I have seen many curious and innovative way to fill this out. Most problems can be avoided by reading the direction on the form. Below is a copy of the most current form with each blank numbers. I will explain the way the form is to be filled out "by the numbers."
1. From Adjutant/Paymaster of: The name of the unit is printed in the space. Just the name of the unit goes here, the Detachment number will go in item #2. 2. Detachment #: Only the number of the detachment will go here. 3. Date: The date the form is filled out. 4. Transmittal #: This is the transmittal number. It is sequential from 1 to 2 to 3, etc. The sequence starts with number beginning July 1 EVERY year and continues up to whatever number the detachment ends with by June 30th of each year. Incidentally, each detachments fiscal year should also begin July 1 each year. 5. Member #: If this is a new member, you will not have a member number, it will be filled out by the National office. If this is not a new number, you need to place the members membership number in the place. All members have a number. Keep in mind membership numbers are not PLM (Paid Life Member) numbers. Once a member has become a Paid Life Member, he or she still has a member#. 6. Code(s): These code numbers are listed at the bottom of the transmittal form (See Item number 15 for Code Explanations). 7. Last Name (JR, etc). First, MI: Name of individual, if possible place them in alphabetical order, this will facilitate the National office in correctly inputting the names in the files. 8. Street Address (or PO Box #): The street address of the individual, please print clearly. 9. City: The city where the individual lives, please doe not abbreviate, we know in Utah what many of these abbreviations are, but at National they haven't a clue. 10. ST (State) The 2 letter postal code of the state in which the individual lives. Those units in bordering cities, often have members in another state. If you don't know the 2 letter postal designation, you need only go to a postal directory and find it. 11. ZIP +4: The zip code of the address of the individual. If you don't have the +4 address of the individual, you can find it on www.usps.gov on the internet. You need only click on find the zip code at the top of the page and enter the address. In the rare occassion where there is not a +4 zip code, leave it blank. I have spent hours over the years, looking up these +4 zips. 12. Telephone Number: The telephone number of the individual. It will not be listed anywhere by at National Headquarters, you may have noticed that it is not even published on the quarterly membership listings published by National. But it is needed if National has a question for the member. 13. E-Mail Address: Email address of the individual. Presently, not everyone has one of these, but try to get one if the member has it. Again, for the same reason as item 12. 14. Date of Birth: Date of birth of the individual. Not mandatory as of yet, but is mandatory if member is applying for Life Membership. 15. National Dues Only Codes: This section is often confusing to fill out. R = Renewal (for a regular member) N = New Member RAM = Renewal for and Associate Member NAM = New Associate Member RDM = Renewal for a Dual Member (A member who has membership in more than one detachment) NDM = New Dual Membership (A member who belongs to another detachment and wish to be a member of your detachment too) L = Life Member ( a member in good standing that wishes to become a Paid Life Member. A member in good standing means his or her dues are current). Currently dues for a Life Member is by Age: 35 and under = $500.00 36 to 50 = $400.00 51 to 60 = $300.00 65 and over = $150.00 To the right of each code in this section is a blank. You must count how many members of each code is on this sheet and place the number of individuals of each code you have. Multiply the number of that code times the price for that type of membership and place the sum of that number in the blank space in the right column. Total the values and place them at the bottom of the column, where it reads Total National Dues. NOTE: If you have more than one form, you may total everything up and place the final number on the bottom of this column and write one check to National. 16. Check #: The check (or money order) number of the check (or money order) that is going to National Headquarters. Incidentally, 2 separate check must be written, one for National Headquarters and one for the Department. Make check (or money order) to: National HQ MCL, Inc. 17. Check #: The check (or money order) number of the check (or money order) that is going to Department Headquarters. Make check (or money order) to: Dept of Utah, MCL, Inc. 18. Total $: The total amount of the check (or money order) written to the Department. 19. Signed Detachment Adjutant/Paymaster: The signature of the Adjutant/Paymaster. 20. Printed Name: Printed name of the Adjutant/Paymaster. 21. Address: Street Address of the Adjutant/Paymaster. 22. City St Zip+4: The City State and Zip+4 of the Adjutant/Paymaster
Marine Corps League Report of Officer Installation This is a multi-purpose form. Initially used to record newly installed officers of a Detachment or Department. It is also used to make any administrative changes to a Detachment or Department, such as a change of address, meeting time, dues increase/decrease, meeting place, etc. This is a very important document and often overlooked. When this happens, it leaves a huge gap in information for the Department, Division and National HQ. Organization records are kept up to date with this form. Once filled out, detach and retain the bottom (GOLDENROD) copy for the Detachment/Department records. Forward the balance of this form to the Department Adjutant. Department retains the bottom (PINK) copy for their records and forwards the original (WHITE) copy to the National HQ and the remaining (YELLOW) copy to the National Division Vice Commandant. (For Utah that would be the Rocky Mountain Division National Vice Commandant).
1. FROM: DETACHMENT NAME The full name of the Detachment. Left blank if form is for the Department. 2. DETACHMENT # The number of the Detachment. Left blank if form is for the Department. 3. DEPARTMENT OF The Department name. i.e., UTAH 4. DET FEDERAL EIN: The Federal Employer Identification Number of the Detachment. Obtained from the IRS. Each Detachment must have one. 5. DET INCORPORATION ID # The Incorporation ID number given to the detachment by the state. Each detachment must obtain one within a year of their receiving a charter. Place ID number in this space. 6. DATE The date this number was obtained. 7. DEPT FEDERAL EIN: The Departments EIN number. To be filled out by the Department. 8. DEPT INCORPORATION ID # The Department Incorporation ID number to be filled out by the Department 9. Date The date the Department Incorporation ID was obtained. To be filled out by the Department. 10. FOR DEPT INSTALL ONLY: To be filled out by the Department. 11. DATE OF ELECTIONS The Date the Detachment or Department elections were held. 12. DATE/PLACE OF INSTALLATION The Date and Place of the Officer Installation. 13. INSTALLING OFFICER & TITLE Printed name and Title of Officer performing the installation. NOTE: According to the National Administrative Procedures, 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 Officeer, Past Detachment Commandant, an elected National Officer, a Past National 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 (Read as follows: BYLAWS ARTICLE FIVE DETACHMENTS SECTION 530 - ELECTION - INSTALLATION OF OFFICERS - Each Detachment shall hold an ANNUAL Election of Officers between October 1 and May 15: (a) Installation must be conducted no later than the last day of the month subsequent to the election. (b) Report of Officers and Installation must be forwarded, and the Department Adjutant within (15) days of the installation. (c) Notwithstanding the above, Report of Officers and Installation must be received at National Headquarters no later than June 30 each year). 14. SIGNATURE OF INSTALLING OFFICER The signature of the Installing officer. 15. DAY/DATE OF MEETING The day of the month of Detachment meeting. i.e., Third Wednesday of each month. 16. TIME Time of meeting. i.e., 1900 17. PLACE The place the meeting is held. i.e., Golden Corral Restaurant, Elks Club, etc. 18. STREET ADDRESS Address where the meeting is held. i.e., 1234 N 5678 S. 19. CITY where meeting is held. 20. STATE where meeting is held. 21. ZIP Zip code of meeting place. Preferably the ZIP+Four. 22. E_MAIL OFFICIAL CORRESPONDENCE TO: The email address of the unit. Usually the address for the Adjutant, or Adjutant/Paymaster. 23. FAX OFFICIAL CORRESPONDENCE TO: The area code and fax number to fax official correspondence to the detachment 24. MARK FOR THE ATTN: The name or title of the person you want the official correspondence to be sent to. 25. INCUMBENT The full name of the current officer. Commandant, Sr. Vice Commandant, Jr. Vice Commandant, Judge Advocate, Adjutant/Paymaster (in Utah) or the Paymaster must be elected officers. Junior Past Commandant is the last person to hold the office of Commandant. You can have either and Adjutant/Paymaster or the job can be divided up into Adjutant and a Paymaster. All other officers can be appointed by the Commandant, depending on how your own detachment by-laws are written. The officer must be installed to be listed here. 26. PHONE NUMBER 27. EMAIL ADDRESS The area code and phone number of that officer and his email address if he has one. 28. ADDRESS The address of the officer. HOWEVER, this does not necessarily refer to the Officer's personal mailing address, but rather the address at which the Officer will receive official correspondence from National and Department Headquarters. If the Detachment/Department has a single address, i.e. PO BOX, to which all official correspondence should be sent, list that address for all Officers. 29. CITY, STATE ZIP+4 The city, state and ZIP+4 of the officer. 30. ADJUTANT/PAYMASTER or ADJUTANT and PAYMASTER List here the elected Adjutant/Paymaster or the appointed Adjutant and Elected Paymaster for the Detachment. Only the Adjutant/Paymaster is filled our or if not then the Adjutant and Paymaster lines must be filled out. 31. RENEWAL DUES List the amount for members to renew their membership. This will be sent to them each year in their renewal notice. 32. SUBMITTED BY The name of the person filling out and submitting this form 33. TITLE The title of the person submitting this form, usually the Adjutant/Paymaster or the Adjutant. 34. SIGNATURE The signature of the person submitting this form. 35. DATE The date this form is signed. Marine Corps League Request For Transfer This form is used to transfer a member from one organization to another. When the form is filled out the distribution of the copies are as follows. The member requesting transfer fills out the information in sections 1 and 4(if applicable) and retains the bottom (GOLDENROD) copy. The losing Detachment retains one copy (PINK) for their records and forwards the original and two copies to the gaining Detachment Commandant. The gaining Detachment retains one copy (YELLOW) and forwards the original and remaining copy to the Department Adjutant/Paymaster or Paymaster along with the Dues Transmittal Form listing the transferring member. The Department Adjutant/Paymaster or Paymaster retains the bottom (GREEN) and forwards the original (WHITE) copy to National Headquarters along with Dues Transmittal Form listing the transferring member.
1. Printed Name of person requesting transfer. 2. Member # Membership number of the person requesting transfer. 3. PLM # Paid Life Member number of the person requesting transfer, IF he/she has one. 4. Street address of person requesting transfer. 5. Apt # of the person requesting transfer IF he/she has one. 6. City of person requesting transfer. 7. State of person requesting transfer. 8. Zip +4 ZIP Code plus 4 for person requesting transfer. 9. SSN Social Security Number of person requesting transfer. 10. Tele# Area Code and Telephone number of person requesting transfer. 11. Date of Birth of person requesting transfer. 12. Date of Enlistment/Commissioning The date member entered the service. 13. Date of Discharge/Separation/Retirement The date member Discharged, Separated or Retired from the service. 14. I hereby request that my membership as a requesting check whether they area a Regular Member, Member-at-Large, Dual Member or Associate Member. 15. Name of the Losing Detachment 16. Detachment # of the losing detachment. 17 Name of the Gaining Detachment, its detachment number and whether will be a Regular Member, Dual Member, Associate Member or to Member-at-Large status. 18. Signature of requesting member. 19. Date member is requesting transfer. 20. Det No. Number of losing detachment. 21. Losing Detaching Commandant checks whether member is in good standing (due are paid and current) or delinquent (dues are not paid and therefore delinquent). 22. Expiration Date of transferring members membership. 23. Commandant lines out is or is not indebted to the detachment and checks if the transfer is approved or disapproved. If member is indebted, Commandant must explain on reverse side of the form. 24. Signature of Commandant Losing Detachment Commandants Signature 25. Date The losing Detachment Commandant approves or disapproves the transfer. 26. Det. No. of gaining Detachment. 27. Gaining Detachment Commandant approves or Disapproves the transfer by check appropriate box. 28. Signature of Commandant Gaining Detachment Commandants Signature. 29. Date The gaining Detachment Commandant approves or disapproves the transfer. 30. If Member requesting transfer is a dual member. He/She checks this area fills in the blank with the name of the Detachment he/she is transferring to.. 31. Detachment # of the gaining detachment for the duel member requesting transfer of voting rights. 32. Department of The new department the gaining detachment is in. 33. Signature of Dual Member The signature of the dual member requesting transfer of voter rights. 34. Date the dual member is requesting transfer of voting rights.
Notice of Death Marine Corps League This form is filled out by the Detachment to notify the Marine Corps League of the Death of a member. After the form is filled out the Distribution is as follows: Person filling out form retains the bottom (GOLDENROD) copy and forwards the original and remaining copies to the Department Chaplain. If there is not Department Chaplain, forward to the Department Adjutant/Paymaster or Department Adjutant. The Department Chaplain retains the bottom ((YELLOW) copy and forwards the remaining (WHITE and GREEN) copies to National Headquarters. National Headquarters will forward to the National Chaplain. A sympathy card will be sent if this notice is received within sixty (60) days from the date of death, unless otherwise requested. A replacement form will be sent to the individual submitting this form.
1. Leaguer's Name Name of deceased. 2. Name of the Detachment of deceased. 3. Date the deceased died 4. Relation's Name Surviving member of deceased. 5. Relationship to deceased of the surviving member. 6. Address of survivor to the deceased. 7. Street Address of survivor to deceased. 8. City in which survivor to deceased lives. 9. State in which survivor to deceased lives. 10. Zip Zip code where survivor to deceased is located. Preferable Zip+4. 11. Membership No. of deceased member. 12. PLM No. Paid Life Member number of deceased if there is one. 13. Detachment No. of deceased member. 14. Comments. Any comments the person filling this for out wants to make about the deceased, funeral arrangements or request by family members. 15. Name of individual completing this form: Name of person filling out the form. Usually either the Detachment Chaplain or Adjutant/Paymaster or Adjutant. 16. Title: Of person filling out this form. 17. Street: Address of person filling out this form. 18. City: Of person filling out this form. 19. State: Of person filling out this form. 20. Zip: Zip code of person filling out this form. Zip+4 if possible. |
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