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text-kashida-space:50%"><span class="Apple-style-span" style="font-size: 16px; line-height: 18px;"><span class="Apple-style-span" style="background-color: rgb(255, 255, 102);">Please distribute this to your Camp Officers and Members.</span></span></p>
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text-kashida-space:50%"><span class="Apple-style-span" style="font-size: 16px; line-height: 18px;"><br></span></p><p class="MsoNormal" style="mso-pagination:none;text-align:justify;text-justify:
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">In response to numerous camp adjutants and the general membership concerning the past Virginia Division Billing System mailings, several changes have been made. </span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">1. Members will send their entire original invoices, along with remittance for national, state and camp dues, to their camp adjutants who will check/record/copy the information on their camp rosters/records and then forward the original statements and a corresponding check for Division Dues only to Division Adjutant Mike Rose whose address will be listed at the top of the invoice. </span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">2. The Virginia Division will no longer be collecting or accepting National dues. Camp adjutants will be responsible for sending their members' National dues and updated member contact information directly to IHQ. National Life Membership payments should likewise be forwarded to IHQ. </span></p>
<p class="MsoNormal" style="mso-pagination:none;text-align:justify;text-justify:
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">3. Under a new contribution listing on the bill, members now have the option to make additional donations directly to their camps. Any monies collected should be retained by the camp treasurer and any other designated funds, including Virginia Life Membership payments, should be forwarded to the Division Adjutant. </span></p>
<p class="MsoNormal" style="mso-pagination:none;text-align:justify;text-justify:
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">4. The billing cycle will end on October 31, 2009 and any submissions must be postmarked by that date. Additionally, there will be no replacement renewal bills issued. If a bill is misplaced or lost, the camp adjutant or member will need to print out a Virginia Division Reinstatement Form from the Virginia Division Web site located at <a href="http://www.scvva.org">www.scvva.org</a> (go to the JOIN THE SCV page) and fill out the current members' name, address, camp and membership number along with the total payment and submit it to your camp adjutant who will then forward it to Adj. Mike Rose. If your camp does not have access to a computer, contact Division Commander John Sawyer for a reinstatement form which will be mailed to the requester. </span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">It would be most helpful if the camp adjutants and/or newsletter editors communicate with their camp members and advise them to be on the lookout for their red billing statements in July so they can return them as soon as possible for proper credit. Division Adjutant Mike Rose will be sending out a questionnaire shortly after the Division Convention ensuring that our current records reflect correct addresses for not only our camp commanders and adjutants, but to also collect any changes in personal data prior to the bills being mailed. </span></p>
<p class="MsoNormal" style="mso-pagination:none;text-align:justify;text-justify:
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">Additionally, the Virginia Division will implement an address check by utilizing the National Change of Address (NCOA) Certification prior to any bills being mailed to members or their addresses. Any addresses deemed undeliverable will be sent to their respective camps so that the camp adjutant can verify and return the corrected address to the Division Adjutant. This address cleansing program comes at an additional cost to the Division, however, it standardizes and corrects addresses to meet USPS requirements. Adj. Rose will also be asking the individual camps what their camp dues are, so that information can be included on the bill and the member will have a total amount to make out his check for a combination of camp dues and division dues. </span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">The billing system was initiated to induce accountability at both the camp and division levels. The IRS is imposing new rules, especially with 501(c)(3) organizations, and although portions may be tax deductible, the division needs to ensure that we have a record of where the dues and the additional funding were generated. In addition, we have many members who utilized the billing system to update personal data. </span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">Many other divisions are currently using a similar billing system which is more costly. In the future, the divisions will more than likely be required to participate in a billing system and we are trying to keep the cost at a minimum and introduce a workable system to our members prior to it being mandated by the National Executive Committee. We feel that it is best to continue using our current billing system after the modifications that have been suggested. It is our goal to work with the camp adjutants and members to make this billing cycle as smooth as possible. If you have any questions, please contact Adj. Rose, Cmdr. Sawyer, or Treas. Wright. </span></p>
<p class="MsoNormal" style="mso-pagination:none;text-align:justify;text-justify:
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">These and a few other changes have been requested by the general membership of whom 85% utilized the Billing System this past year. These changes should simplify the process and more detailed instructions will be printed on the reverse of the billing statement that we plan to mail out in mid-July. This will give the members over 3 months to submit their dues and again should simplify the entire process from years past.</span></p>
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text-kashida-space:50%"><span lang="en-US" style="font-size:12.0pt;line-height:
113%;language:en-US;mso-ansi-language:en-US">Compatriots...The Virginia Division leads, we have always led and we will continue to do so in the future. Your cooperation will ensure that we march forward together, shoulder to shoulder, for the good of our organization and Confederate heritage. </span></p>
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en-US"> </span></p>
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en-US">John Sawyer, Commander</span></p>
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en-US">Virginia Division SCV</span><span lang="en-US" style="font-size:12.0pt;
line-height:88%;language:en-US"></span></p>
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