A.    Award Educational Assistance Grants for attendance at colleges, universities and other post-high school educational and vocational training institutions to legal dependents of members in good standing of any Department of Pacific Areas Post,  Auxiliary, Members-at Large (MAL) or of any Grand of Pacific Areas Pup Tent.

B.    Solicit donations and conduct fund raising activities for the Fund.

A.   The Trust Fund shall be separate from all other funds of the Grand Pup Tent  of Pacific Areas but will at all times be under the  Control of the Fund Trustees and the Treasurer of the Fund. The Treasurer of the fund shall be responsible for safeguarding the Fund and accounting for all monetary transactions of the Fund.

B.   This Fund will be accounted for separately from all other funds of the Grand but will be subject to at least an annual audit by the Grand Auditors. The results of each audit will be reported in writing to the Grand Council of Administration.

C.   The Treasurer shall maintain a Surety Bond in an amount at least equal to the value of the Fund.

D.    The Fund Treasurer and Chairman shall have signatory authority to and access to the fund.

E.    The Treasurer shall maintain all funds in a bank account(s) and/or investment account approved by the Fund Trustees.

F.     Funds donated to and/or generated through fund raisers shall be used exclusively for Educational Assistance Grants and Fund operational/administrative expenses.

G.   Funds required to support this program will be raised through solicitation of donations from Posts, Auxiliaries, Pup Tents, Comrades, Sisters and Cooties in the Department and Grand and from any outside organizations or individuals. The Trustees may conduct other fund raisers that are not prohibited by the Veterans of foreign Wars of the U.S. , The Department of Pacific Areas, Military Order of the Cootie of the United States or the Grand of the Pacific Areas.

H.    No monies shall be expended from this Fund except as provided herein.

A.    The Pup Tents in each VFW District within the Department of Pacific Areas will elect one Trustee and one alternate from the Pup Tents in that District. The Grand Quartermaster shall be the Trustee from the VFW District of which he is a member.

B.    In the event the Pup Tents in any District fail to elect a Trustee from that District, the Grand Scratch will elect one Trustee and one alternate from that District.

C.    For any District(s) that does/do not have a Pup Tent, the Grand Scratch shall elect a Trustee and Alternate from the Cooties in good standing residing in that District.

D.    TERM OF OFFICE:

1.     The Grand Quartermaster shall be the Trustee from his District until he ceases to be the Grand Quartermaster. His successor will assume the Trustee position for the District of which he is a member and the Trustee holding that position will revert to First Alternate.

2.     Elected Trustees and Alternates shall hold office until:

(a)   He (or she) resigns.

(b)   He (or she) is relieved for missing two or more consecutive scheduled Trustee meetings.

(c)   He (or she) is relieved for cause by the Grand Council of Administration.

(d)   He (or she) transfers his MOC membership outside the District from which elected.

E.     VACANCIES:

1.     When a Trustee vacancy occurs for any reason, the alternate from that District shall immediately assume the office of Trustee from that District.

2.     When  an Alternate Trustee vacancy occurs a new alternate will be elected prior to the next Grand Scratch by the Pup Tents in that District or by the Grand Scratch as provided in Section IV B.

        F.     TRUSTEE FUND OFFICERS:

1.     At the annual Trustee Meeting held in June the Trustees will elect a Fund Chairman and Vice Chairman from the elected Trustees (excluding the Treasurer).

2.     The Grand Quartermaster will be the Fund Treasurer.

3.     The Chairman will appoint one of the Trustees as Fund Secretary to record and publish the proceedings of each Trustee meeting and maintain such Fund records as directed.

G.    TRUSTEE MEETINGS:

1.     The Trustees shall meet annually in June during the period of the annual Grand Scratch and Department Convention to consider and act upon all grant Applications and such other business as may be deemed necessary for the Fund.

2.     Special meetings of the Trustees may be called by the Chairman or upon written request of at least four (4) of the Trustees.

H.    DUTIES AND RESPONSIBILITIES OF THE TRUSTEES:

1.     The Trustee in each District will provide grant application forms and render information and assistance to applicants and their sponsors from that District.

2.     The Trustee in each District will be responsible for receiving and reviewing applications and supporting documents from applicants in his District. He will assure that each application and supporting documents are complete and he will bring such applications to the June meeting for consideration and action.

3.     Following the Trustees meeting:

a.     Approved applications that include all of the required supporting documents will be turned over to the Treasurer who will advise the applicant of such approval, the amount of the approved Grant and will issue and forward a check in the amount of the Grant.

b.     Approved applications that  are missing any of the required supporting documents will be returned to the responsible Trustee who will then contact the applicant  and advise the amount of the approved Grant and what additional  supporting documents are required prior to issuing the Grant check. When the Trustee has obtained the missing documents he will send the complete application with documents to the Fund Treasurer. The Treasurer will then issue and mail the Grant check to the applicant.       

I.    TRUSTEES’ ALLOWANCES:  No salary, allowance or travel reimbursements will be paid from this fund to any Trustee.

A.      Since it is not feasible for the Trustees to accurately access the financial condition of the applicant’s sponsor or to closely monitor the scholastic progress of each applicant, Grants awarded under this program shall be considered Educational Assistance Grants rather than Scholarships.

B.    The Trustees will prepare an application form to be used in applying for a grant. These forms will be distributed by the District Trustees to all Posts, Pup tents and other interested members to assure access to the applications by all VFW and MOC members.

C.    Minimum documentation required for an application to be considered shall be:

D.    Application form completed by applicant and sponsor.

E.     For applicants who have just completed high school - their High School transcript.           

F.     For the purpose of this program dependents shall be construed as children (including legally adopted children), spouses and other legal VFW, Auxiliary or MOC members of the Pacific Areas in good standing.

G.    The Trustees will meet annually to consider and act upon applications received. Grants will be based on eligibility and such other criteria as may be established bythe Trustees and upon the number of applications received and the availability of funds.

H.    In general, the Trustees will consider Grants in an amount of $1,000.00 or less. If the applicant is attending a Foreign college or university the tuition is normally less than in the USA. In such cases the applicant must specify on the application the amount of the annual tuition. Grants awarded to applicants attending Foreign schools may be less than Grants awarded to applicants attending schools in the USA.

I.      If an applicant has been accepted into a college, university or other authorized school, the scholastic standing and progress of that applicant will normally neither enhance nor preclude the Grant being awarded. However, if the scholastic standing is exceptionally low it may influence the approval or the amount of the grant.

J.     Grants will not be considered for students attending post graduate studies.

K.    Only applications with supporting documents received prior to the Trustees’ meeting in June will be considered. Incomplete applications or applications received after this deadline will be returned to the applicant without action and with a letter advising the applicant that he or she may re-apply again the following year.

L.    Proof of enrollment as a full time student (12 units or more). A document from the school showing the courses to be taken and credits for each will meet this requirement. If not available at the time the application is submitted it may be submitted later to the applicable District Trustee.

M.   If, after approval of the Grant by the Trustees, the applicant fails to provide any of the specified supporting documents by November 30 of the year during which the grant was approved, the grant will be forfeited, the applicant, if eligible, may re-apply the following year.

N.    For applicants already attending college and continuing:

1.     A recent college grade transcript for the last year, semester or quarter completed.

                                   2.    Proof of continued enrollment as a full time student.

A.    The Trustees shall serve until this Trust Agreement is terminated.

B.    The Trust Fund and Trust Agreement may be terminated only by a two/thirds vote of the delegates present at a grand Scratch, provided, however, that written notice of a proposal to terminate is submitted in writing to all pup tents and grand Council of Administration members at least thirty (30) days  prior to the convening of the Grand Scratch.

C.    If this Trust Fund and Trust Agreement is terminated  under the provisions of this agreement, all funds shall continue to be disbursed in the manner prescribed  herein until all remaining monetary assets  of the fund are depleted . >From the date of termination the Trustees are no longer authorized to solicit donations or conduct fund raisers in the name of this fund.

D.    When all monetary assets of the fund have been depleted a final audit of the fund will be conducted by the grand auditors and a written report thereof submitted in writing to the Grand Council of Administration. Following the approval of the final audit the Fund Trustees will be discharged and relieved of all duties and responsibilities relative thereto.