Transcript Chapter Officers Seminar

Chapter Officers Seminar
Vice Presidents, Treasurer and Secretary
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Duties:
First in the absence of the President the 1st
Vice President will take over the duties of the
President.
Second the 1st Vice President is responsible
for the programs at the chapter meetings.
The 1st Vice President is a member of the
Board of Directors of the Chapter
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It is possible to create a new program for
each meeting, suggestions for programs can
include the Constitution, Patriotic, Historical,
Educational, National Defense, Continental
Congress, Biographical Sketches of the
Founders, Etc.
Try and create a series of programs for the
year in advance, the DAR does this and it is
very successful for them.
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This is what we do in the St. Lucie River Chapter at
the beginning of each year.
September - Constitution Week, joint meeting with
the local DAR Chapters
October – Fire Safety
November – Veterans program
December – Open
January – Youth
February- Youth/ Joint Meeting with DAR
March – Open
April - Law Enforcement
May – Officer installation and Chapter Awards
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Newspapers
Television programs
Radio Shows
Talking to people on the street
Events in your community
Other organizations use their programs
Purchase DVD’s and CD’s from historic places
Use your SAR contacts Dabney Davis or myself
as examples
The source is where ever you find them and many
times you find them in interesting places or
events
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Duties: First in the Absence of the President and
the 1st Vice President he will need to step up and
run the chapter until the other officers Return.
Second the 2nd vice President is the membership
chairman, he co-ordinates between the Secretary
and the Registrar and is responsible for
maintaining chapter records on membership.
The 2nd vice President is a member of the Board
of Directors
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Total number of members
Names, Addresses, Phone numbers, e-mail
addresses and other pertinent information.
This is usually acquired by the Registrar when
he signs up a new member and is maintained
by the Secretary.
All information should be coordinated by the
2nd V.P. to the Secretary and the Registrar
These three should be the basis of the
Membership Committee.
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Responsibility for taking care of all Chapter
incomes.
Responsibility to disburse all chapter monies for
Chapter operation.
Responsibility for caring for paper work to
account for Chapter finances.
Treasurer should be prepared to report on the
financial status to the Chapter members
whenever called upon to do so.
The Treasurer is a member of the Board of
Directors
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Soon after installation of a new Treasurer he
should go to the bank where the Chapter
Account is held.
He should give his address to receive
statements
He should present a copy of the minutes
which names the new Chapter Officers.
The bank will then prepare the forms and
signature cards which the Treasurer will have
signed by the proper officers
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Treasurer should receive money from
members for dues.
Treasurer should inform Secretary when dues
are paid so that I.D. Cards can be sent to the
paid members.
Treasurer and Secretary should co-operate
with the Newsletter Editor to send notices.
Treasurer and Secretary should co-operate on
difficult collections by send out invoices to
the chronically late payers.
Duties:
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The Secretary should keep a record of all members
attending meetings , and a full record of all proceedings.
The Secretary should give due notice for all meetings
The Secretary should notify applicants of their admission
to membership.
The Secretary should handle all correspondence of the
Chapter, except in those cases where the individual officer
should answer. A copy should be kept in the Chapter files.
The Secretary should on notification of the death of a
Chapter member, notify the State Secretary and Chaplain.
He should send to the family a bereavement card
expressing the condolences of the Chapter.
Duties: (Continued)
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The Secretary should periodically review both the
membership list and the mailing list
The Secretary is responsible for completing the
annual report to the Florida Society Secretary to later
then January 1
The Secretary should complete and mail members
who have paid their dues their I.D. Cards
The Secretary should notify soon after being installed
the Florida Society and the National Society, the
names and addresses of all new Chapter Officers
The Secretary is a members of the Board of Directors
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Kind of meeting (regular/special/ board)
Name of Chapter and State Society
Date and place of meeting
Presence of President and Secretary, if absent
their substitutes.
Whether minutes were approved, any changes
motion to accept and second.
Hour of meeting and adjournment
Number and names of those members present
(to comply with quorum requirements)
All main points of meeting, any motions with
seconds, votes, points of order.
General description of the program and other
comments during the meeting
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The Chapter Secretary should begin to request dues
payments in the newsletter upon the restart of meetings in
the Fall. St. Lucie begins to ask for dues in August.
The Florida State Secretary will issue a report package
usually in Oct. check if you have not received a package by
Nov 1.
The Secretary and Treasurer will co-ordinate their
activities to assure all members pay their dues.
The final report will be sent to the State Secretary by the
15th of December. Included will be a check for dues owed
to State and National.
Late payers can be added over the next month by notifying
the State Secretary and sending the money necessary.
After 1 January late payers can be reinstated through the
reinstatement process with National.
Made up from:
 Membership list
 State Officers
 Special Requests
 Referrals from recruiting efforts
 Referrals from State, National
 Families
 Requests from Libraries
 Because of all of these different sources of
requests for Chapter information it is necessary
to cull out the unnecessary and the unprofitable
persons, who eventually fill up the spaces.
One of the most important Officers in a Chapter
Duties: Process all applications for membership
submitted to the Chapter for State and National.
 Interviews all new prospects
 Determines if prospects documentation proves the
line of descent.
 Assists new members in documenting applications.
 Types application on the proper paper.
 Includes proper documents to prove application.
 Forwards to State Registrar.
 In case of errors the Registrar contacts and assists
prospects onto the correct path or determines that
path is unattainable and a new path should be taken.
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Chaplain
Sergeant at Arms
Historian
Recording Secretary
Parliamentarian
Directors at Large
Color Guard Commanders