Job Description
Camp
100 Level
Elected Officers Job descriptions & Duties
Camp Commander
The purpose of the office of Commander is to direct and to provide oversight of Camp operations in order to foster and promote the goals and objects of the Sons of Union Veterans of the Civil War. The Commander shall preside at all meetings of the Camp. He shall decide all questions of order without debate, subject, however, to an appeal to the Camp. It shall be his duty to detail all officers and appoint all committees (of which he shall be a member ex-officio) not otherwise provided for, approve all orders or requisitions made on the Treasurer or Camp Council for appropriations of money, or any property of the Camp, and perform all other duties pertaining to his office. The activities of the Camp Commander should
include:
(a) Presiding at all meetings of the Camp.
(b) Appointing the appointed officers and all committees.
(c) Become familiar with all SUVCW forms that are utilized for conducting the business of the Camp, especially those that require the Commander's signature, and ensure that all reports are submitted to the Department by the specified time
(d) Ensuring that the Camp officers and committees do their jobs.
(e) Representing the Camp at community functions.
(f) Becoming familiar with the Camp's and Department's bylaws and the Order's Constitution and Regulations.
(g) Keeping the membership informed by issuing "Camp Orders", attested to by the Camp Secretary.
(h) Consulting with Past Camp Commanders for advice on Camp matters.
(i) Becoming familiar with the duties of the office as set forth in the Order's Ritual and Ceremonials.
(j) Serving as liaison between the Camp and Department.
(k) Sign the Camp’s Bylaws each time they are modified and forward them to the Camp Secretary.
Camp Senior Vice Commander
The purpose of the office of Senior Vice Commander is to assist the Commander, promote the Order and preside at Camp meetings in the absence of the Commander. The Senior Vice Commander shall assist the Commander and shall perform
such duties as pertain to their office. The activities of the Camp Senior Vice Commander should
include:
(a) Presiding at Camp meetings in the absence of the Camp Commander.
(b) Acting as a personal representative upon the request from the Camp Commander.
(c) Gathering appropriate data about Camp activities and forwarding to the Department Senior Vice Commander.
(d) Promoting Camp activities in the local media.
(e) Publishing a Camp newsletter.
(f) Scheduling informative programs for Camp meetings.
(g) Carrying out other responsibilities delegated to the position by the Camp bylaws, Camp and Camp Commander.
Camp Junior Vice Commander
The purpose of the office of Junior Vice Commander is to assist with the recruitment and retention of Brothers (Members, Associates, and Juniors). The Junior Vice Commander shall assist the Commander and shall perform such duties as pertain
to their office. The activities of the Camp Junior Vice Commander should
include:
(a) Contacting prospective Brothers whose names are supplied to the Camp by the Department Junior Vice Commander.
(b) Supplying prospective Brothers with membership materials including two membership applications, a copy of a SUVCW organization descriptive leaflet, and an invitation to the next Camp meeting.
(c) Keeping track of applicants' progress in completing membership applications.
(d) Encouraging delinquent Brothers to remain in the Order.
(e) Presiding at Camp meetings in the absence of both the Camp Commander and Senior Vice Camp Commander.
(f) Carrying out other responsibilities delegated to the office by the Camp bylaws, Camp and Camp Commander.
Camp Secretary
The purpose of the office of Secretary is to keep the minutes of the meetings and to carry on necessary correspondence for the Camp or Department.
(a) The Camp Secretary shall perform all duties pertaining to his office, keep all books of record, shall make duplicate annual reports to the Department Secretary on or before the 30th day of April upon the forms prescribed by the Order, and furnished by the Department Secretary, showing all gains or losses in membership and the total membership, one copy of which shall be forwarded together with the per capita dues, covering the entire membership, due from the Camp, to the Department Headquarters, the other copy to be placed on file in the Camp. He shall draw all requisitions upon the Treasurer for the expenditure of money, upon the order of the Camp, and submit the same to the Commander for his approval, keeping a book for that purpose. (See Note 31)
(b) The Secretary shall forward to the Department Secretary the Installing Officer’s Report (Form 22) on or before February 15th of each calendar year. In the case of a camp- at-large, the Secretary shall forward the Installing Officer’s Report (Form 22) to the Assistant National Secretary appointed to serve as the Secretary-Treasurer of the Department-at-Large on or before February 15th of each calendar year.
(Note: 31) All reports and forms (less membership applications) submitted to the National Headquarters shall be typewritten,CinC D.V. Medert, GO #2, series 2008-2009.
(c) The activities of the Camp Secretary should
include:
(1) Taking minutes of each Camp meeting.
(2) Maintaining a book or file of minutes of past meetings.
(3) Reading the minutes of the preceding Camp meeting.
(4) Processing and responding to Camp correspondence.
(5) Notifying Brothers of meeting dates and location.
(6) Preparing Form 22, "Report of Camp Installing Officer", in duplicate and sending both copies to the Department Secretary.
(7) Reviewing for accuracy the annual "Life Member Reimbursement Form" (Form 10) that can be prepared by a Camp's Commander, Treasurer or Secretary.
(8) In conjunction with the Camp Treasurer, prepare and submit a "Camp Annual Report" (Form 27) in duplicate to the Department Secretary on or before April 30 of each year, with check for per capita and application fees, plus two copies of the membership application for each new Brother.
(9) Preparing and submitting a "Camp Status Report" (Form 30) in duplicate to the Department Secretary by the 15th day of the next month following any change in a Camp's membership after the annual report is filed. A check for per capita and
application fees, plus two copies of a new Brother's membership application must be enclosed.
(10) Maintaining Camp membership applications and supporting documentation.
(11) Preparing credentials for those serving as Camp delegates and alternates to Department Encampments.
(l2) Maintaining the Camp seal and affixing it to Camp documents as needed.
(13)Sign the Camp’s Bylaws each time they are modified and forward them to the Department Commander for approval once they have been signed by the Camp Commander.
(14) Forward a copy of the Camp’s Bylaws signed by the Department Commander to the Department Secretary each time they are modified and no later than 45 days after receiving the approved Bylaws from the Department Commander.
Camp Treasurer
The purpose of the office of Treasurer is to serve as custodian of Camp or Department monies and property, to keep accurate financial records and to prepare periodic financial reports. The Treasurer shall hold funds of the Camp and have charge of its property not otherwise provided for. He shall pay out the said funds upon requisition in due form from the Secretary, approved by the Commander; shall keep the accounts between the Camp and its Brothers; shall collect all monies due the Camp, giving in all cases receipts therefore; shall notify all Brothers in arrears; and at the next stated meeting after the close of each month, render to the Camp a detailed account of the transactions of the month, and the money balance in his hands. He shall make an annual report to the Department Secretary, and shall perform all such other duties as pertain to his Office. The activities of the Camp Treasurer should
include:
(a) Keeping the financial records of the Camp.
(b) Preparing a financial report to be presented at each Camp meeting.
(c) Preparing and sending dues notices to Brothers at least one month before the end of the Camp's fiscal year.
(d) Issuing membership cards to Brothers upon receipt of annual dues.
(e) Serving as custodian of Camp property not otherwise provided for.
(f) Maintaining a bank account in the Camp's name for Camp funds.
(g) Preparing a report on the financial condition of the Camp for review and approval by the Camp Council.
(h) In conjunction with the Camp Secretary, prepare a "Camp Annual Report" (Form 27) with check for per capita and application fees, to be submitted to the Department Secretary on or before April 30 of each year.
(i) Preparing and submitting a "Life Member Reimbursement Form" (for those Brothers who qualify) before March 31 of each year. Notifying a Brother who is in arrears for dues or fines, no later than March 31 of each year.
(j) Preparing and transmitting any and all financial reports as may be required by applicable state law.
Camp Council
The Camp Council - The purpose of the three-member Council is to devise and recommend measures to help ensure the financial stability of the Camp and to fill vacancies which may occur in elected Camp. The longest serving member has priority in determining the Chair of the Council, if two competing have the same seniority, then alphabetically, beginning with A. The
activities of the Camp Council should
include.
(a) Devising and recommending measures for preserving and increasing the funds of the Camp.
(b) Making the Camp's investments, leases, and other contracts.
(c) Secure a place of meeting.
(d) Settling and disposing of all disputed accounts between the Camp Treasurer and Brothers of the Camp.
(e) Examine and pass upon all accounts and bills incurred by any officer or committee or the Camp.
(e) Examining the books, vouchers and other papers of the different officers.
(f) Reviewing and passing upon a quarterly financial report of the Camp.
(g) Rendering a complete report showing its transactions and the financial condition of the Camp at the end of each calendar year.
(g) Filling for the unexpired term by of a majority vote of the Council any vacancy which may occur in an elected Camp office.
Appointed Officers Job Descriptions & Duties
Camp Patriotic Instructor
The purpose of the office of Patriotic Instructor is to educate and provide Brothers and the general public with information that will help to foster patriotism among the membership and the populace in general. Camp Patriotic Instructor shall perform such duties as are prescribed by the Ritual of the Order or indicated by the official forms, or directed by the Commander. The activities of the Camp Patriotic Instructor should
include:
(a) Presenting at each Camp meeting information on such items as –
(1) Civil War military, civilian and other great American leaders,
(2) National and state holidays,
(3) The United States Flag,
(4) Duties of citizenship such as voting,
(5) Great Civil War battles and battles of other wars, and
(6) Great American artifacts and sites;
(b) Providing public displays and orations on patriotism as called upon;
(c) Providing awards of recognition to deserving individuals as deemed necessary or ordered by the Camp.
(d) Any member of a Camp may nominate for a Flag Certificate Award, a person, company or agency that proudly, conspicuously and properly flies or display the United Sates Flag. The Flag must be properly displayed as outlined in Public Laws 94-344, known as the Federal Flag Code, which contains rules for the handling and displaying of the United States Flag. The Flag Certificate Award should not be given to any commercial enterprise that obviously flies it for advertising purposes. Public Law 94-344 as amended appears on the SUVCW website.
Camp Chaplain
The purpose of the office of Chaplain is to conduct such devotional services as directed by the Camp or Department. The Chaplain shall perform such duties as are prescribed by the Ritual of the Order or indicated by the official forms, or directed by the Commander. The activities of the Camp Chaplain should
include:
(a) Conducting prayer at all meetings.
(b) Conducting grave site services for Brothers and important dignitaries.
(c) Conducting memorials for grave dedication or rededication ceremonies of veterans - especially Union veterans.
(d) Serving as custodian of the Camp Bible unless assigned to another Camp officer.
(e) Preparing an annual necrology of Camp Brothers and submitting the list to Department Chaplain.
(f) Serving as coordinator for the Camp's Memorial Day ceremony.
(g) Becoming familiar with the duties of the office as set forth in the Order's Rituals and Ceremonials.
Camp Counselor
The purpose of the office of Counselor is to serve as a legal advisor to the Commander and to the Camp. The activities of the Camp Counselor should
include:
(a) Advising the Commander and the Camp on such legal issues as may come before them.
(b) Upon request of the Commander, providing advice and interpretation of the Camp's and Department's bylaws, the Order's Constitution and Regulations, and on parliamentary questions.
Camp Historian
The purpose of the office of Historian is to collect and preserve all historical and biographical material pertaining to the Sons of Union Veterans of the Civil War (SUVCW) and its membership. The activities of the Camp Historian should
include:
(a) Maintaining and cataloging all historical, biographical and/or photographic material given to or developed by the Camp regarding the Civil War, and Sons of Union Veterans of the Civil War (SUVCW).
(b) Such material would include but not be limited to the following: newspaper articles, Camp membership records, Camp meeting minutes, old Camp financial records which should be maintained, or discarded, in accordance with the approved records retention schedule, photographs, and donated memorabilia (including Civil War and Grand Army of the Republic
artifacts).. Camps, working with the Department Historian, should also identify proper archival storage of Camp records.
Camp Graves Registration Officer
The purpose of the Graves Registration Officer is to locate, record, ascertain the condition of and bring to the attention of proper authorities the need for repair or replacement of the grave markers/memorials of Civil War veterans buried in the
jurisdiction of the Camp or Department. The activities of the Camp Graves Registration Officer should
include:
(a) Conducting an inventory of the cemeteries located within the confines the Camp's geographical boundaries and documenting the presence of Civil War veteran grave markers and memorials.
(b) Bringing to the attention of appropriate governmental agencies the existence of grave markers/memorials in need of rehabilitation or replacement.
(c) Assisting private parties and governmental agencies in the completion of applications for new federal grave markers for Civil War veterans.
(d) Providing documentation of location and condition of Civil War veteran grave markers/memorials to the Department Graves Registration Officer.
Camp Memorials Officer
The purpose of the Camp Civil War Memorials Officer is to coordinate the locating, physical examination of, and recording of all memorials dedicated to Union Civil War soldiers and sailors (outside the care of the National Military Parks, and the
U.S. Departments of Defense, or Veterans' Affairs) within their respective geographic boundaries. This includes all sizes of monuments (with or without sculpture), those with Civil War era cannon and inert ammunition, memorial fountains, memorial buildings, memorial windows (stained glass), historical markers, and even small plaques. Reports on the various
memorials and monuments located within the Camp area shall be made from time to time to the Department Memorials officer upon appropriate form. To prevent a duplication of effort on the part of a Camp's membership, the Camp Civil War Memorials Officer should:
(a) Coordinate the search for, physical examination of, photographing of, and recording of Civil War Memorials (as described above) located within the confines of the Camp's geographical boundaries.
(b) Maintain observation of care and upkeep for "local" Civil War Memorials - and bring any shortcomings to the attention of the property owners and community government where the memorial is located. (c) Provide documentation of location and condition of Civil War Memorials (via SUVCW Form CWM 61) to the Department Civil War Memorials Officer.
Camp Guide
The purpose of the Camp Guide is to assist the Commander in the floor work of the Ritual during the Camp or Department meeting and to follow any orders given by the Commander. Camp Guide shall perform such duties as are prescribed by the Ritual of the Order or indicated by the official forms, or directed by the Commander. The activities of the Camp Guide should include:
(a) Ensuring that the Camp room is proper order and that the altar and stations are properly arranged.
(b) Instructing candidates for membership per the instructions of the Order's Ritual and Ceremonials.
(c) Acting as an escort for all visitors.
(d) Ascertaining if everyone present is entitled to remain for the Camp meeting.
(e) Becoming familiar with the duties of the office as set forth in the Order's Ritual and Ceremonials.
Camp Color Bearer
The purpose of the office of Color Bearer is to care for the Camp Colors and to assist the Camp Guide during the Camp/Department meeting. Camp Color Bearer shall perform such duties as are prescribed by the Ritual of the Order or indicated by the official forms, or directed by the Commander. The activities of the Camp Color Bearer should
include:
(a) Placing the altar cloth and an unopened Bible on the altar prior to the opening of the Camp.
(b) Placing station banners at the stations prior to the opening of the Camp.
(c) Assisting the Guide in ascertaining if everyone present is entitled to remain for the Camp meeting.
(d) Presenting the United States Flag during the Pledge of Allegiance by the Camp.
(e) Attending to the altar and stations by removing altar cloth, Bible and station banners following the close of the Camp.
(f) Becoming familiar with the duties of the office as set forth in the Order's Ritual and Ceremonials.
Camp Guard
The purpose of the office of Guard is to secure the door to the Camp or Department meeting and to admit only those Brothers and visitors who are qualified or entitled to enter. Camp Guard shall perform such duties as are prescribed by the Ritual of the Order or indicated by the official forms, or directed by the Commander. The activities of the Camp Guard
should include:
(1) Securing the door of the Camp meeting.
(2) Checking dues receipts or cards of Brothers and admitting only qualified Brothers and authorized visitors.
(3) Allowing no one to enter during the opening or closing of the Camp.
(4) Allowing no one to enter during the initiation of candidates.
(5) Becoming familiar with the duties of the office as set forth in the Order's Ritual and Ceremonials.
Optional Appointed Officers Job Descriptions & Duties
Welfare Committee
Each Camp may have a Welfare Committee to be appointed by the Camp Commander who shall serve during the year. This Committee shall consist of one Brother for each ten (10) Brothers of the Camp with a minimum of three (3); the Chairman to be designated by the Camp Commander. It shall be the duty of the Welfare Committee to:
(a) Assist in maintaining the membership upon a good standing basis of each Brother.
(b) To actively assist in obtaining new Brothers by preparing a list of eligible.
(c) To suggest to the Camp means of creating and maintaining interest in its meetings and such other matters as may be of value to the Camp.
(d) To assist Brothers of the Camp requiring aid in obtaining employment.
Camp Eagle Scout Certificate Coordinator
The purpose of the Camp Eagle Scout Certificate Coordinator is to recognize the advancement of young scouts belonging to the Boy Scouts of America to the rank of Eagle Scout, to maintain statistics of requests and presentations of the Sons of Union Veterans of the Civil War Eagle Scout Certificate. There is no provision in the Order's Regulations for a Camp Eagle Scout Coordinator. If a camp does not want to participate in this program the Department Eagle Scout Coordinator is responsible for the certificates. If the camp wants to participate the Camp Commander is encouraged to appoint an
Eagle Scout Certificate Coordinator to coordinate and/or perform the following duties. Camps that do not elect to appoint an Eagle Scout Certificate Coordinator are still required to perform the duties listed below and the information for filling out the certificates will be sent to the Camp Commander. The activities of the Camp Eagle Scout Certificate Coordinators should include:
(a) Maintaining an email address and keeping the DESCC informed of any changes.
(b) Maintaining a listing of the Scout Council and their office address in their area.
(c) Establishing and maintaining contact with the local Scout Council in their area
(d) To keep the Scout Council informed of any changes to our program
(e) Receiving requests for Eagle Scout Certificates and make arrangements to present the certificate.
(f) Submitting a report to the Camp Encampment showing the total number of certificates presented.
(g) Keeping a record of all certificates presented during the year and providing this to the DESCC by July 1st.
(h) Performing all other duties as regulated by the C&R, National encampment and Commander-in-Chief.
Camp Signals Officer
The purpose of the Signals Officer is to serve as the senior advisor on electronic communication technology and manage the assigned resources in such a manner as to reflect positively on the accomplishment of the goals and objectives of the Sons of Union Veterans of the Civil War. There is no provision in the Order's Regulations for a Camp Signals Officer. However, Camps may establish such a position. The activities of the Camp Signals Officer should
include:
(a) Providing the Commander and the Camp Council with advice and assistance relative to matters involving communication and technology.
(b) Supervise or serve as the Camp Webmaster if the Camp has an Internet home-page or Web site.
(c) Be familiar with and comply with the National Communication Technology policy.
Camp Recruiting Officer
The purpose of the Recruiting Officer is to provide a single point of contact for potential applicants to obtain information, forms, and assistance as well as to serve as a staff officer, reporting to the Junior Vice Commander, who will maintain
membership recruiting and retention statistics. There is no provision in the Order's Regulations for a Camp Recruiting Officer. However, Camps may establish such a position. The activities of the Camp Recruiting Officer should
include:
(a) Providing the Commander and the Camp Council with advice and assistance on matters involving membership recruiting and retention.
(b) Establishing recruiting booths at appropriate events and observances.
(c) Making necessary brochures, forms, and information available to potential applicants.
(d) Interviewing former members to ascertain real or imagined retention problems.
(e) Maintain contact with the Recruiting Officer at the higher levels of the organization
(f) Establish and maintain an e-mail address for the Camp.