Running a successful VFW Post means balancing tradition with everyday practicality. Ultimate the National, Department, District, and Post Bylaws form the official foundation for governance, much of the everyday functionality of a Post hinges on a subset of tools far less formal but just as essential, Standing Rules. To some, including me, these are also referred to as Standing Orders.
Standing Rules help Posts operate smoothly, consistently, and fairly by providing clear expectations and approved grassroots practices. When used correctly, they empower leadership, reduce conflict, and save time by cutting through confusion.
What Are Standing Rules?
VFW Post Standing Rules are rules of procedure or policy adopted by a Post to manage recurring situations, practices, and responsibilities. Think about the numerous recurring bills that your VFW Post incurs and those recurring obligations and Programs your Post covers each month or year. These are best to be incorporated into a set of Standing Rules!
Unlike bylaws, which require a formal amendment process and Department or National approval, Standing Rules are easier to create, modify, and repeal at the Post level. They address the “how we do things here” without conflicting with established, formalized bylaws.
Think of them as a Post’s “house rules” that bring order to daily operations. They are flexible, adaptable, and designed to meet the unique needs of your local membership.
Why Standing Rules Matter
Without Standing Rules, every leadership transition or routine decision becomes harder than it needs to be. One Post Commander might run things one way, and the next might do the complete opposite, leading to an increased risk of confusion, frustration, and even accusations of favoritism or misconduct. Implement and consistently review the Standing Rules to be more efficient and transparent; this results in:
- Reduction in ambiguity and guesswork
- Helpful roadmap for new leaders to understand expectations
- Prevention of repeated debates over routine procedures
- Establishment of a foundation for transparency and fairness
They also foster continuity and institutional memory. When leadership changes, the Post doesn’t have to start from scratch, and there is no need to dig up the meeting minutes from five years ago when someone might have made a motion to do some routine tasks or pay a specific bill, for example. Written Standing Rules offer guidance rooted in experience.
Common Topics Covered by Standing Rules
Standing Rules should not duplicate or contradict VFW National, Department, District, or Post Bylaws. Instead, they address more specific Post-level practices. Examples include:
- Regular, recurring monthly expenses (i.e. water bill, electric bill, Internet bill)
- Authorized max limits the Quartermaster can spend in case of emergency (i.e. roof leak, broken HVAC, or plumbing emergency)
- Additional powers the Post authorizes the House Committee between meetings
- Policies for building use, rentals, or event space
- Award amounts for all VFW Programs (i.e. Voice of Democracy, Patriot’s Pen)
- Amounts of any officer stipends or additional authorized expenditures (i.e. travel to and lodging at State Convention)
- The process a Post wants to take to facilitate its Post Relief program when requests come between Post meetings
These rules can also outline other expectations of officers or the general members.
How to Create or Update Standing Rules
If your VFW Post doesn’t have a current set of Standing Rules or if the last version of Standing Rules hasn’t been reviewed in years, now is the time to act. The process doesn’t need to be difficult.
Step 1: Identify the Gaps
Start by asking: What questions or issues come up repeatedly? Where do disagreements or confusion tend to occur? These are likely areas where a rule could help.
Step 2: Draft in Clear Language
Use plain, direct language. Avoid legal jargon or gray areas. Each rule should state its purpose and application clearly and concisely.
Step 3: Collaborate
Involve Post officers and experienced members. You might form a temporary Standing Rules Committee to help with development or review. These should not just be throw against the wall as the meeting takes place – plan, collaborate, and arrive at the meeting prepared (collaboration and communication will be critical here).
Step 4: Present and Vote
Propose the rules at a regular Post meeting. They should be read aloud, discussed, and approved by a majority vote. Once passed, they should be distributed to officers and easily accessible to ALL Post members – similar to how the Post Bylaws are.
Step 5: Review Annually
Just like bylaws, Standing Rules benefit from periodic review. At least once per year, make it a point to revisit them and update them where necessary.
PRO TIP:
Add language to your VFW Post Bylaws to REQUIRE your Post to bring review and adopt a set of Standing Rules at a meeting each year. Personally, I’d recommend specifying which meeting that should take place at – like the first Post meeting held after the State Convention (when new Post leaders are effectively in place). This is important even if the Post seeks to maintain the same set of Standing Rules; by reviewing at least once per year at a defined meeting, you are ensuring that all Post members are current on those common rules that the Post has agreed upon; transparency here will save time and avoid confusion later. Note: Your Post can always make adjustments to those Standing Rules throughout the year as well; personally, I recommend that your Post consider indicating how that works within the Post Bylaws. To thwart the concern that a few people might try to move to adjust them on the fly and without much warning, it may be best to require a 2/3rd vote to make changes to the Standing Rules at those unexpected Regular or Special meetings of the Post.
What Not to Do
While many of the best practices are listed above, it is also important to avoid some habits as well. Consider these tips:
- Don’t Overcomplicate. Keep rules focused and relevant to daily operations.
- Don’t Conflict with Bylaws. If a rule contradicts bylaws at any level of the organization or VFW Department or National General Orders, it will be null and void. Do your homework!
- Don’t Enforce Unwritten Rules. If something is important enough to expect, it’s important enough to write down. Many Posts will have things it does each year; put those “things” in writing. That reduces the chances of internal turmoil, potential disciplinary action, and so much more.
The Payoff: Clarity, Consistency, and Culture
Well-crafted VFW Post Standing Rules do more than provide structure; they promote clarity and fairness across your Post. They serve as a reference point when questions arise and reduce the need for case-by-case decision-making.
They also help shape the culture of your Post. A Post that operates with transparency and consistent rules earns the trust of its members, District leadership, and the surrounding community. That trust becomes the foundation for growth, engagement, and longevity.
Final Thoughts
Standing Rules don’t replace leadership; they support it. They don’t limit creativity; instead, these permit the Post to be more efficient in the basic, everyday items, allowing the Post to defer more attention to those creative, thought-provoking, and horizon-changing topics and decisions. By establishing and maintaining clear Standing Rules, your Post becomes more resilient, efficient, and member-focused.
In short: you make life easier – easier for yourself, easier for your officers, and easier for every comrade who walks through your doors.
Keep it simple. Keep it written. Keep the mission in motion.
