VFW Post Inspection Form

INSTRUCTIONS FOR COMPLETING THE POST INSPECTION REPORT
Make every effort to answer each question accurately and completely. Some questions require dollar amounts or dates to be inserted. The purpose of the Inspection Report is to provide the State Commander and the State Inspector with a factual report on the operating condition of the Post. If you don’t complete the report carefully and properly, you are denying the State Commander and State Inspector information they need to do their job. Do not limit your comments when reporting deficiencies; it may be necessary to attach an additional comment sheet.
Question Specific Reminders
1. Bylaws of the organization (all levels) should be readily available to all members. Posts that have adopted Bylaws need to have a copy on file that indicates the Commander-in-Chief has reviewed for compliance. Verify date of review. If out of date, suggest an internal review. If a Post has not adopted Bylaws it should have on file an indexed book of approved resolutions/motions that are in effect.
2. Posts that have adopted Articles of Incorporation need to have a copy on file that indicates the Commander-in-Chief has reviewed for compliance. Verify date of review, date filed with appropriate state agency, the name of the incorporated unit, and that the registered agent and officers (if applicable) have been updated to correspond with the previous election of officers. In some states this must be done annually, in others only when the registered agent changes (this is commonly known as the Annual Report All Posts must be incorporated under the laws of their state to protect members’ personal assets from seizure and sale.
3. Verify the following elected positions are properly filled: Commander, Senior Vice Commander, Junior Vice Commander, Quartermaster, Chaplain and three (3) Trustees, and appointed positions Adjutant and Service Officer.
4. Verify delegates to the District, County Council (if applicable), Department and National Conventions were elected in accordance with Section 222 of the National Bylaws/Manual of Procedure. This can be done by checking the meeting minutes.
5. Any “NO” answer in this section indicates a neglect in duties and responsibilities as prescribed in Section 218 of the Manual of Procedure.
6. Verify, using meeting minutes, that applications for membership are being handled in accordance with Section 103 of the National Bylaws. In addition, ensure proper usage of Sections 106 and 107 of the Manual of Procedure for all former and/or transferring members.
7. The National Bylaws, Section 203, states every Post shall hold at least one regular meeting per month.
8. Verify, using meeting minutes, that committee reports are given, discussed and accepted. This includes activities like the canteen, bingo, honor guard, riders groups, community service, etc.
9. Activity reports assist the Post when their non-profit status is being questioned by the IRS and further indicate whether or not they are upholding Section 230102 of the Congressional Charter, the purposes of our organization.
10. Verify, using meeting minutes, that the Post made arrangements to properly observe Memorial Day, Veterans Day, Flag Day and Loyalty Day.
11. Section 1101 of the National Bylaws discusses the formation and governing of the Auxiliary.
12. Distribution of the VFW Buddy Poppy helps raise monies for the Post’s relief fund.
13. Although subjective, Posts need to be continually encouraged to develop programs for membership recruiting and retention.
14. Monthly review of Post receipts and expenditures by the Trustees is required in Section 218 the National Manual of Procedure.
15. Quarterly audits are required of all accounts. This item includes any canteen, clubroom, bingo, honor guard, riders groups, etc., Post Trustees must complete this audit not later than the month following the last day of each quarterly period (e.g. August 1, November 1, February 1 and May 1 Failure to conduct the audits, as required, will invalidate the Post Quartermaster bond.
16. Evidence of checking and savings account balances should be verified from the latest statements, copies of CD’s, notes, etc. If the bank balances do not coincide with the books, after adjustments for outstanding checks, etc., this should be reported in detail. Discrepancies should immediately be brought to the attention of the Post Commander and Trustees. The Post Quartermaster must be bonded in a sum equal to the liquid assets for which they are accountable, and to which they have access.
17. Verify bonding company and expiration date by viewing a copy of the certificate.
18. Reference Section 703 of the National Bylaws.
19. Verify all questions in this section by examining Quartermaster records, Adjutant records and Bylaws. Remember, Section 709 of the National Bylaws further require that the Post Quartermaster have custody of all funds of activity/subordinate unit and subject to the same Rules and Regulation as Post Funds. The Internal Revenue Service requires all VFW Posts to file annually a Form 990 “Tax Exempt Organizations Tax Form”. A Post may also have to file a Form 990T and pay certain taxes if it has nonrelated business income. Failure to file the forms, when required to do so, can result in severe fines and penalties. Enter the date of the last filing; even if the report for the current year has not yet been completed or is not yet due. Each Post is mandated, by IRS rules, to have their current 990 filing available for public viewing. Verify Tax Exempt Status via www.irs.gov “Tax Exempt Organization Search”.
20. Every Post is required to have a Federal Employer Identification number.
21. Expenditure of funds requires a vote on the Post floor, and approval by the Post Commander before a Quartermaster can proceed with the disbursement. In some instances, Post Bylaws may allow for certain expenditures to be paid without a vote on the floor, these are usually reoccurring bills. If a Post Commander is not approving all expenditures, it’s violating the duties and responsibilities of the office.
22. Buddy Poppy distribution net receipts must be credited to the Post Relief Fund. Section 219 of the National Bylaws mandates that a Relief Fund will be established and maintained. Distribution of these funds are restricted and must only be used for the purposes stated in Section 219 of the Manual of Procedure.
23. The National Bylaws state the Post Quartermaster will disburse funds using acceptable banking practices. The Post Quartermaster may authorize other persons, but they must be bonded in accordance with Section 703 of the National Bylaws. However, if the Post Bylaws require the Commander and Quartermaster signatures on checks, they must adhere to the Post Bylaws.
24. Checks shall never be “pre-signed” by any officer and is not considered an acceptable banking practice.
25. Last appraised value or estimated value shall be entered. Monthly payment and amount owed are necessary; mark “N/A” if the amount is zero. Title holder may be a bank or lender, if the property is totally paid for, enter location and holder of the deed. If the Post does not own real property, please note if they rent.
26. It is desirable that all Posts be covered by adequate liability insurance. If someone suffers an injury on Post property or at a Post sponsored activity, a subsequent lawsuit may subject all the assets of the Post and its members to a judgment. The Post officers should be reminded of this potential problem. Any Post owning property and/or operating any facility must maintain general liability insurance, including, if necessary or appropriate, liquor liability insurance. Such insurance must name, as additional insured’s, the Veterans of Foreign Wars of the United States and the Department in which the Post is located. Verify by viewing the applicable policy.
27. Each Department must adopt a document retention policy which complies with federal and state law and ensure its use by each Post within its jurisdiction.
28. Departments may require additional forms for inspecting licensed operations (e.g. Clubroom, Gaming, etc

VETERANS OF FOREIGN WARS OF THE UNITED STATES POST INSPECTION FORM
POST EMAIL*
example@example.com
INSPECTOR EMAIL*
example@example.com
POST NO.
CHARTERED LOCATION (CITY & STATE)
DISTRICT NO.
DEPARTMENT
INSPECTION DATE

MonthDayYear
Date
1) Has the Post adopted Bylaws in accordance with Section 202 of the National Bylaws?
a) Date reviewed by the Commander-in-Chief

MonthDayYear
Date
2) Is the Post incorporated in accordance with Section 708 of the National Bylaws?
a) Date reviewed by the Commander-in-Chief:

MonthDayYear
Date
b) Date filed with appropriate state officials:

MonthDayYear
Date
c) Name of incorporated unit:
d) Registered Agent of Record:
Last updated

MonthDayYear
Date
3) Are all officer positions filled as prescribed in Section 216 of the National Bylaws?
4) Are Post delegates elected in accordance with Section 222 of the National Bylaws?
5) Does the Post Adjutant
a) Maintain books and records in a legible and uniform format?
b) Maintain a file containing a copy of the original application of every member admitted into the Post?
c) Maintain a file of meeting minutes after correction and approval?
d) Maintain a file of current orders or circulars issued from higher authority?
e) Maintain a correspondence file?
f) Maintain a file containing proof of eligibility submitted by officers?
g) Maintain a current copy of Post, District (if applicable), Department and National Bylaws?
6) Are applicants for membership reviewed, read and voted on at a Post meeting for approval?
7) Does the Post hold at least one meeting per month with a quorum present?
8) Are all committees reporting to the membership at Post meetings?
9) Are Community Service/Program (Activity) reports submitted in accordance with Department Bylaws and guidelines?
10) Does the Post observe commemorative dates as mandated in Section 223 of the National Bylaws?
a) Date of last submission:

MonthDayYear
Date
11) Does the Post have an Auxiliary?
a) Is there proper cooperation between the Post and its Auxiliary unit?
12) Does the Post distribute Buddy Poppies?
a) Date of last distribution

MonthDayYear
Date
13) Does the Post have a membership committee?
a) Does the Post have a viable recruiting and retention plan?
14) Do the elected Trustees review the monthly report of receipts and expenditures?
15) Do the elected Trustees audit quarterly all books and records of the Post Quartermaster, Post Adjutant, and any activity, clubroom, holding company, or unit sponsored, conducted or operated by, for or on hbehalf of the Post?
a) Date of last quarterly audit

MonthDayYear
Date
16) Post Funds
a) Balance of all checking accounts
b) Balance of all savings accounts
c) Balance of all CD and bond accounts
d) Balance of all other account types
e) Total of all accounts
f) Amount of Quartermaster Bond
g) Do all account ledger balance of reconciled bank statements?
h) Is the Quartermaster Bond (f) greater than the total of all accounts (e)?
17) Name of bonding company
Expiration date of bond

MonthDayYear
Date
18) Are additional officers accountable for funds bonded in accordance with Section 703 of the National Bylaws?
19) Does the Post Quartermaster
a) Maintain books and records in a legible and uniform format?
b) Receive and properly transmit membership dues as required?
c) Maintain a relief fund in accordance with Section 219 of the National Bylaws?
d) Have care and custody of all committee funds?
e) Report on transactions concerning receipts and expenditures at Post meetings?
f) File appropriate forms as required by federal, state, and local statues?
g) Date of last 990 filing

MonthDayYear
Date
h) Is the 990 filing available for public inspection?
20) Post Federal Employee Identification Number (EIN)
21) Are all expenditures voted on by the Post membership and approved by the Post Commander?
22) Are expenditures from the relief fund in accordance with Section 219 of the National Bylaws?
23) Are signature(s) authorizing the disbursement of funds done in accordance with Post Bylaws?
24) Are checks pre-signed by any authorized officer?
25) Does the Post own real property?
a) Appraised Value
Monthly Payment
Amount Owed
b) Title Holder
26) Does the Post carry all proper types of insurance?
a) Are both the Veterans of Foreign Wars of the United States and Department named as additional insureds?
27) Does the Post retain documents in accordance with the Department's Document Retention Policy?
28) Does the Post operate a clubroom/canteen or other state licensed entity?(Department Inspection Form May Be Required)
INSPECTOR COMMENTS
The Inspector shall provide a copy of each inspection to the Post
POST COMMANDER (Print)
POST COMMANDER (Signature)
INSPECTOR (Printed)
INSPECTOR (Signature)
The Inspector shall provide a copy of each inspection to the Post Commander, District Inspector, and Department Inspector and set forth therein any constructive criticism and recommendations.

MAINTAIN IN POST FILE AS A PERMANENT RECORD

ONCE DEPARTMENT RECEIVES - THEY WILL EMAIL A COPY TO THE EMAILS PROVIDED ABOVE
Should be Empty:

INSTRUCTIONS FOR COMPLETING THE POST INSPECTION REPORT

Question Specific Reminders

VETERANS OF FOREIGN WARS OF THE UNITED STATES POST INSPECTION FORM