- This department order serves as a reminder to the department and all camps within the department to comply with the current By-laws of The Department of New York, SUVCW.
- As New York Department Commander, it is my responsibly to make sure that all New York camps comply with the by-laws by submitting their Annual Report and Certification of Election & Installation forms on time. The department risks suspension by National SUVCW for not being able to file a department report on time. This can be due to a camp or camps not sending in their annual reports with appropriate per capita payment by April 30th.
- Now that camp elections and installation of officers have been completed. This is also a reminder that effective January 1, 2014 , IRS Form 8822-B, Change of Address or Responsible Party form must be filled out and submitted to the IRS within 60 days of the responsible party (Commander, Secretary, Treasurer, etc.) change in your camp. An updated Form 8822-B is available on the www.IRS.gov website. The form can be filled in online and printed out. The form must be mailed to the IRS office listed on the form for New York State
- From the By-laws of The Department of New York, SUVCW.
Article VII, Headquarters and Officers, Second Paragraph Section 5. “At least one week but not more than 2 weeks prior to the Department Encampment business meeting the Department Treasurer shall transmit to the Department Council Chairman for dissemination to the Department Council copies of all of the Department books and accounts reflecting all financial activity since the prior Encampment. Said books and accounts shall include but necessarily be limited to copies of all Department monthly bank statements for all accounts, check and deposit registers, investment and CD account statements along with a copy of the most recently adopted budget of the Department and the prior Encampment’s Treasurers report and financial statement. In addition, in the event of a Department midyear meeting the Treasurer, if requested by the Council Chairman, shall make available for review by the Department Council at said midyear meeting copies of all monthly bank account statements issued since the prior Encampment.”
- From the By-laws of The Department of New York, SUVCW.
Article XI, Reports, Section 5. “The Department Commander will declare any Camp that does not submit an annual report with appropriate per capita payment by April 30th or the date of the business meeting of the Department Encampment whichever is earlier of that calendar year to be “not in good standing.” When a Camp becomes one (1) year delinquent in making its annual report or per capita payment, the Department Commander will request that the Commander-in-Chief revoke the Camp’s Charter. Camp reports that are submitted incomplete or that contain inaccuracies deemed to be significant by the Department Commander, Department Secretary, or Department Treasurer, will be returned to the submitting Camp for correction. If the report is not corrected and resubmitted to the Department within thirty (30) days of the date it was originally due, the report will be deemed un-submitted. Any Camp that has not submitted a correct Camp Annual Report Form 27A and Certification of Election and Installation Report Form 22 by April 30th or the date of the business meeting of the Department Encampment whichever is earlier will not be allowed representation at the ensuing Department Encampment.”
- From the By-laws of The Department of New York, SUVCW.
Article XVI, Section 1. “Alterations, amendments, or deletions to these By-Laws shall be made only at a regular session of a Department Encampment, and by a two-thirds vote of the voting members present. All proposed alterations, amendments or deletions to the bylaws must be received either in writing or electronically by the Department Secretary and Department Commander no later than 60 days prior to the Encampment and shall thereafter be published on the Department website as soon as practicable but not later than 10 days prior to the Encampment. Alterations, amendments or deletions received less than 60 days prior to said Encampment cannot be considered until the next succeeding Encampment. The 60 day notice requirement may be waived at the Department Encampment upon two-thirds vote of those voting members present and entitled to vote.”
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