SOP

Section 1.0 Organization/Structure

1. State Organization – The State Organization shall be called Virginia Oath Keepers, LLC., and shall consist of a Board of Directors, State Officers, Chapter Officers, and all VAOK Members in good standing.
2. Regions – The State Organization will be divided into four (4) separate regions: North-West Region, North-East Region, South-West Region, and South-East Region. Each Region will consist of county chapters and will be under the direct leadership of an elected Regional Director. (Attachment # I. for county assignments to regions.) Regions may operate individually with approval of the State Officers and Board of Directors.
3. Chapters – Chapters will consist of Members in good standing and will be under direct leadership of elected Chapter Officers. Chapters may operate individually with approval of the Regional Director and Board of Directors.
4. Groups – Groups will consist of Members in good standing for special purposes, to include any specific training, political monitoring, liaison between VAOK and other like organizations, and other purposes as needed.

Section 2.0 Membership Levels / Dues & Fees

2.1 Probationary Member

Any individual wishing to become a member of VAOK shall serve a Probationary Period of three (3) months in an assigned Chapter, prior to becoming a member.

1. The Chapter Officers and members will use this period of time to vet the individual and will make recommendations for membership based on the individual’s attendance and participation in functions such as monthly and called meetings, and training events.
2. The individual must be willing to provide a Virginia State Police background check, and/or a current Va. Concealed Handgun Permit. (If an individual and his or her spouse wish to also become members, both applicants will be vetted for the three month period and must provide the same documentation.)
3. Out of state residents applying for membership must submit a State Police Background Check and/or a current Concealed Weapons/Handgun permit from their current state of Residence.

2.2 Basic Member Individuals may join as an Annual Member for a period of one year and may renew at the end of the year if in good standing. Dues and Renewal Fees for Annual Membership will be $35.00 per year, payable on the individual’s anniversary date to Virginia Oath Keepers by cash, check, or through PayPal. 2.3 Life Member Individuals may join as a Life Member and will not have a renewal date as long as the member is in good standing. Dues for Life Membership will be $500.00 payable to Virginia Oath Keepers by cash, check, or through Pay-Pal, either in lump sum or through an established payment plan. 2.4 Junior Member Individuals wishing to become Junior members of VAOK must be between twelve and eighteen years of age, and sponsored by a parent, legal guardian, or a Member in good standing, having permission from the parent or legal guardian to sponsor. Dues and Renewal Fees for Junior Membership will be $20.00 per year, payable to Virginia Oath Keepers by cash, check, or through Pay-Pal. 2.5 Founding Member Individuals who have previously joined as a Founding member will not have a renewal date and have paid a total one-time Membership Fee. Additional Founding Memberships are no longer currently available. 2.6 Any Member in Good Standing, failing to participate/attend VAOK meetings, training, or other such VAOK functions for a period of three (3) years shall be placed on an Inactive List.

Section 3.0 Officers

  All State Officers serving on the Board of Directors will be elected using the process described for the specific Office in Section 4.0, Election Process/Term Length. Any elected Officer may resign at any time during the established term by submitting a written resignation through email or social media messenger, to the Board of Directors. 3.1 Elected The elected Officers composing the Board of Directors and shall consist of President, Vice-President, Secretary, Treasurer, Four (4) Regional Directors, and the Sargent-At-Arms. Elections for Officers shall be staggered so that no more than three (3) officers are to be replaced a year. Chapter Officers will comprise a Chapter President, Chapter Vice-President, and a Chapter Sergeant-at-Arms, and shall be elected by members of the respective Chapters.

3.2 Appointed

Appointment of Officers for State Officers, not members of the Board of Directors, may be done by the Board of Directors or elected by a membership vote. Chapter Officers may also be appointed by the Board of Directors at the recommendation of the Regional Director, if the Chapter is newly established and membership is limited. State Coordinators and Advisers shall be appointed by the Board. Assistant Coordinators and Advisers may be selected as requested.

Section 4.0 Election Process / Term Length

Elections shall be held for all State Officers serving on the Board of Directors and for all established Chapter Officers. Candidates being nominated must be a Member in Good Standing for a period of at least two (2) years for State Officers and Regional Directors, and at least one (1) year for Chapter Officers. and must be willing to accept nomination. Notification of an election for any office shall be made to Virginia Oath Keepers’ membership through  email and/or social media. The Notification will include the office for election, the date/period for which nominations will be accepted, the period for which candidates may campaign for office, and the dates/period  ballots are to be submitted. The Board of Directors will request one (1) member from each Region to serve as an Election Committee member. The committee will work in conjunction with the State Membership Coordinator to ensure that ballots are cast only by Members in Good Standing, and that the election process is followed. The Election Committee is responsible for an accurate and correct count of all ballots received, and will notify the Board of Directors as soon thereafter of agreement and verification. (If there are no volunteers, the Board of Directors may appoint committee members or fill the vacant member position with the respective Regional Director.)

4.1 State Officers

Candidates for State Offices shall be nominated by any Member in Good Standing of VAOK. Nominations should be received by the State Membership Coordinator and Election Committee no less than thirty (30) days after notification through email and/or social media that an election for the office is to be held. Nominations should be submitted through Chapter Officers and Regional Directors to the Membership Coordinator and Election Committee, for verification of eligibility. Elected State Officers shall serve a term of two (2) years with the term beginning on the first day of the month following the results of the election. Should an Elected State Officer resign or the position be vacated, a Special Election may be initiated by the Board Of Directors to fill the vacancy. Special Elections shall follow the same procedures as a Regular Election, with exception to established time limitations/requirements.

4.2 Regional Directors

Candidates for Regional Directors shall be nominated by any Member in Good Standing of the respective VAOK Region. Nominations should be submitted through the Chapter Officers, to the State Membership Coordinator, to be forwarded to the Board of Directors. The State Vice-President shall be responsible for initiating the Regional Elections, and shall coordinate with the State Membership Coordinator to ensure eligibility. The State Vice-President, State Sergeant-at-Arms, and State Membership Coordinator will be responsible for an accurate and correct count of ballots submitted, and will notify the President and remaining Board of Directors as soon after of agreement and verification.

4.3 Chapter Officers

Candidates for Chapter Officers shall be nominated by any Chapter Member in Good Standing. Nominations should be submitted to the Regional Director and/or Chapter President (or to the Chapter Vice-President if the President is being elected). Elections shall be officiated by the Regional Director at the respective Chapter Meeting. Votes of chapter members shall be cast by secret ballot, and shall be counted by the Regional Director and a Chapter Officer not being elected. Regional Directors shall notify the State Membership Coordinator and the remaining Board of Directors as soon thereafter of agreement and verification.

Section 5.0  Board of Directors/Committees

The Board of Directors will consist of nine (9) voting members: President, Vice President, Treasurer, Secretary, four (4) Regional Directors, and the Sargent-At-Arms. Should the Board of Directors determine it necessary, Members at Large may be drawn from remaining State Officers/Advisers and appointees to meet additional requirements/decisions/initiatives, not normally associated with the Board of Directors. In addition to the duties established in Article II of Bylaws of Virginia Oath Keepers, Inc., the Board of Directors shall monitor the organization’s progress to ensure compliance and coordination with the VAOK Three-Part Mission.

5.1-Board Members/Duties & Responsibilities

The duties and responsibilities of the Board Members are described in Article IV of the Bylaws. Additional duties and responsibilities may be added to Elected Officers by a consensus of the remaining Board of Directors, if such additional duties are deemed necessary for the good and progress of the organization.

5.2 Committees

The Board of Directors may at any time appoint, select, and/or request from the membership, Members in Good Standing to serve on committees deemed needed to assist the Board of Directors in organizational functions, events, and initiatives that are beneficial to the organizational goals, overall accomplishment, and success.
1. 1. 1. Executive Committee – The Executive Committee will consist of the State President, State Vice-President, State Secretary, State Treasurer. The Executive Committee will examine (and obtain legal counsel, if needed) all matters of business, finances, fundraisers, operating expenses, and dues assessment for the organization. The President shall preside at all Executive Committee meetings.
      2. Advisory Committee – The Advisory Committee will consist of the State Homegard Director, the State Training Coordinator, the State Tactical Adviser, the State Medical Director, the State Communications Coordinator, and the State Membership Coordinator. The Advisory Board will examine and make recommendations for events, issues, training, and communications, and coordinate with the Board of Directors and Executive Committee as needed/requested. Members of the Advisory Board shall also serve as Members-at-Large to the Board of Directors.
      3. Special Committees – Special Committees shall be established as needed. Such committees may be initiated with the aid of volunteers from the organization’s membership, to plan and coordinate social events, fund drives, membership drives, etc., and to assist State Officers in the performance of their duties and responsibilities.

Section 6.0 Records/Reports/Financial Transactions

Records of all meetings, events, and financial transactions shall be kept for the VAOK organization in accordance with the provisions of Section 501(c)(7) of the IRS Code of 1986, and LLC requirements.

6.1 Record Keeping

Respective level secretaries shall keep all records of all correspondence and requests as sent/received.  For example:
1. 1. 1. The State Secretary shall be responsible for recording and documenting minutes of meetings of the Board of Directors, the Executive Committee, State Leadership and State Membership meetings, and shall prepare and distribute all State-level correspondence pertaining to matters initiated by the Board of Directors or Executive Committee.
      2. Regional and Chapter Secretaries (when applicable) shall be responsible for recording and documenting minutes of Regional and Chapter meetings, respectively, and shall prepare reports related to Regional and Chapter functions, events, and/or issues. Other secretarial duties may be requested by the Regional Director and/or Chapter Officers as may be deemed necessary. Regional and Chapter Secretaries shall distribute, upon request, information/copies of minutes and/or pertinent information related to the Region/Chapters to members and committees affected by the same.
      3. The State Training Coordinator shall keep an up-to-date record of individual training for each participating member. (No records shall be required for Members in an Inactive Status for more than a twelve-month period.) Records should include the year and date, name and/or description of training taken, time and place, training took place and instructor’s name. (See Duties of State Training Coordinator and State Tactical Advisor – Attachment # II)
      4. The State Membership Coordinator shall maintain records of total Membership, number of Active/Members in Good Standing, and anniversary dates for membership renewals. (See Duties of State Membership Coordinator – Attachment # II)
      5. The State Storekeeper shall maintain an inventory or record of all VAOK goods and materials used as gratuities or sold to members, and the current cost of goods and materials on hand. (See Duties of State Storekeeper – Attachment # II)

6.2 Reports

Reports may cover surveys, training, membership, events, and other issues as required by VAOK LLC and/or deemed necessary by the Board of Directors, Executive Committee, Advisory Committee, or Special Committees.
1. 1. 1. The State Secretary shall prepare reports related to organizational events and/or issues and shall distribute information to members and committees affected by same, when requested.
      2. The Regional and Chapter Secretaries (when applicable) shall collect, prepare, and forward information and data for Regions/Chapters as required/requested by the State Secretary.
      3. The State Treasurer will submit quarterly, semi-annual, annual, and other such financial statements as needed to the Board of Directors for review. The State Treasurer will reconcile bank statements and transactions, credit card statements and transactions, and the VAOK Pay-Pal Account, and notify the Board of Directors of any mistakes/corrections made to same.

Section 7.0 Training

Training will follow a schedule of events compiled by the Homeguard Director, State Training Coordinator, and State Tactical Adviser. Additional training will consist of periods of instruction in the US and State Constitutions and will be done at both Regional and Chapter levels, in the form of Seminars and Group Discussions.
1. 1. Types of Training – Types of training for all VAOK Members in good standing should be done at State and Chapter levels, and should be recorded by means of a sign-in roster, that includes member’s name, membership number, where the training was held, training covered, and length of training. The completed roster should be forwarded to the State Training Coordinator at the conclusion of the event. An agenda and training schedule should be sent to all Members in good standing no less than thirty (30) days before the date of the event. (This should allow ample time for information to be received prior to registration.)
      1. State Training will be scheduled to coincide with the Annual Membership Meeting. The State Vice-President will coordinate with the State Training Coordinator and State Tactical Adviser on training to be included in the agenda, times and locations for each training period, and check-in/check-out. The State Vice-President, State Training Coordinator, and State Tactical Adviser will be responsible for obtaining a suitable location and accommodations as necessary to meet the needs and requirements of the organizational training. (Additional assistance may be requested from the membership.)
      2. Quarterly State Training shall be done at a pre-determined, central location within the State. Regional Directors and Chapter Officers should coordinate with the State Training Coordinator and State Tactical Adviser on the areas of training, necessary arrangements, agenda, and notifications as needed.
      3. Chapter Training will be as directed per Home Guard, and must include segments of additional instruction in areas covered at Quarterly Training. Chapters should follow a meeting agenda as suggested in Appendix A – Meeting Agenda Guidelines, attached.
      1. Regional Training Coordinators – Regional Training Coordinators (RTCs) may be selected by the State Training Coordinator and Regional Director of respective regions. RTCs will assist in preparations for training events and coordinate with Chapter Officers as needed/requested.
      2. State Medical Director – The State Medical Director (SMD) shall be responsible for ensuring all First Aid/CPR and related training meets the needs of the organization and remains within the limits allowed by already established First Aid/CPR training. Additional responsibilities may include instructing classes, acting as liaison between certified instructors not a member of VAOK, providing up-dates to established requirements/training; coordinating with HGD and STC for training at the State  and Chapter levels; and establishing requirements/qualifications for selection of Regional Medical Coordinators, etc.
      3. Regional Medical Coordinators – Regional Medical Coordinators (RMCs) may by selected and recommended by the State Medical Director and Regional Director for respective regions and submitted to the Board of Directors for approval.
      4. State Communications Coordinator – The State Communications Coordinator (SCC) shall be responsible for providing training and information on communications and radio equipment which meets the needs of the organization. The SCC shall establish guidelines for use of radios/communications, organize and monitor the VAOK Radio Group, and schedule events for training of members wishing to obtain licenses and certifications, etc. Guidelines and training agendas shall be submitted to the Board of Directors for approval.
         1. Regional Communications Coordinators (RCC) shall act as liaisons between the SCC and Chapter Communications Coordinators. Chapter Coordinators shall assist the SCC in organizing and monitoring scheduled events and provide to Chapter Communications Coordinators information related to same.
         2. Chapter Communications Coordinators (CCC) shall be responsible for providing RCCs necessary information on qualifications, certifications, and licenses of VAOK Chapter members and assist in training and preparations for testing.
      5. Training Instructors – The Home Guard Director will ensure that all Training Instructors are knowledgeable and qualified to present correct and factual information on the subject being taught. Lesson Plans, Power Point Presentations, and a list of necessary training aids should be obtained and approved by the HGD.
         1. Members who act as instructors shall be approved by the Home Guard Director and shall coordinate with the State Training Coordinator and State Tactical Adviser on what information/areas of training are to be used.
         2. Non-members who act as instructors shall provide proof of certification and qualifications, if requested by the HGD.
      _____________________________________________________________ SOP development and implementation These Standard Operating Procedures may be amended as needed to meet the needs of the organization. Additions and/or deletions to this SOP may be requested by any member of VAOK by submitting to the Board of Directors through the Home Guard Director, State Tactical Adviser, and State Training Coordinator, a request for the revision of any part or parts of this SOP.  However, no changes shall be made without approval of the Board of Directors. Appendix A – Chapter Meeting Agenda Attachment # I – County Assignments to Regions Attachment # II – Duties and Responsibilities of Officers