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We received an inquiry about what portions of the division dues are tax
deductible. According to IHQ, the $10.00 membership dues and Virginia
Division Life Membership Dues are not tax deductible but any additional
donations that a camp member wishes make (which will be
listed on the invoice to check off, i.e. Oakwood Restoration Fund,
Jefferson Davis Memorial Fund, Sesquicentennial Commemoration Fund,
Virginia Division Heritage Defense Fund, and additional camp donations)
are tax deductible since they are donations with no tangible benefit to
the member. <br>
<br>
<br>
John Sawyer, Commander<br>
Virginia Division SCV<br>
<br>
<br>
<br>
-------- Original Message --------
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<th align="right" nowrap="nowrap" valign="baseline">Subject: </th>
<td>[VAcourier] Membership Renewal System (MRS)</td>
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<th align="right" nowrap="nowrap" valign="baseline">Date: </th>
<td>Thu, 16 Apr 2009 08:48:45 -0400</td>
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<th align="right" nowrap="nowrap" valign="baseline">From: </th>
<td>Virginia Division SCV Communication List
<a class="moz-txt-link-rfc2396E" href="mailto:vacourier@scvva.org"><vacourier@scvva.org></a></td>
</tr>
<tr>
<th align="right" nowrap="nowrap" valign="baseline">Reply-To: </th>
<td><a class="moz-txt-link-abbreviated"
href="mailto:vacourier@scvva.org">vacourier@scvva.org</a></td>
</tr>
<tr>
<th align="right" nowrap="nowrap" valign="baseline">To: </th>
<td><a class="moz-txt-link-abbreviated"
href="mailto:vacourier@scvva.org">vacourier@scvva.org</a></td>
</tr>
</tbody>
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<br>
<br>
<p class="MsoNormal" style="text-align: justify;"><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>
<p class="MsoNormal" style="text-align: justify;"><span
class="Apple-style-span" style="font-size: 16px; line-height: 18px;"><br>
</span></p>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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
moz-do-not-send="true" 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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal" style="text-align: justify;"><span
style="font-size: 12pt; line-height: 113%;" lang="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>
<p class="MsoNormal"
style="margin-bottom: 7pt; line-height: 88%; text-align: justify;"><span
style="font-size: 12pt; line-height: 88%;" lang="en-US"> </span></p>
<p class="MsoNormal"
style="margin-bottom: 7pt; line-height: 88%; text-align: justify;"><span
style="font-size: 12pt; line-height: 88%;" lang="en-US">John Sawyer,
Commander</span></p>
<p class="MsoNormal"
style="margin-bottom: 7pt; line-height: 88%; text-align: justify;"><span
style="font-size: 12pt; line-height: 88%;" lang="en-US">Virginia
Division SCV</span><span style="font-size: 12pt; line-height: 88%;"
lang="en-US"></span></p>
<p class="MsoNormal" style=""><span style="" lang="en-US"> </span></p>
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