2016-7 State Chairman Handbook

Kentucky Society
Daughters of the American Revolution
State Chairmen
Leslie Rogers Miller
State Regent
This handbook has been designed to provide guidance for
Kentucky Daughters serving as State Chairmen of both National
and State Committees.
It is an enormous responsibility to serve. Through the directions of
the State Chairman, chapters are informed as well as encouraged to
gain knowledge necessary to achieve the goals of the NSDAR
Each State Chairman must be well informed of the work of her
specific committee, be ready to implement programs and be
prepared to meet all deadlines.
The Kentucky Daughters of the American Revolution are grateful
to each State Chairman and extend appreciation for the service
given during this administration.
The KSDAR Executive Committee
Note: This handbook is a revision of the 2010 edition prepared by
Jessieanne H. Wells, State Regent 2010-2013, and the 2007 edition
revised by Sharon Mayne Withers, State Regent 2007-2010.
Table of Contents
Duties of State Chairman
At Summer Workshops
At State Board of Management
At State Conference
Reports to National Division Vice Chairman
and/or National Vice Chairman
and/or National Chairman
Continental Congress
Financial Considerations
General Information
Duties of a State Chairman
 To know the work of the committee. Purchase the DAR
Handbook and National Bylaws ($7.00 from the DAR
Store and also online at the NSDAR members’ website)
and subscribe to the American Spirit Magazine and
Daughters of the Revolution Newsletter. Learn how to use
the NSDAR web site to obtain information, directives and
 To implement and supervise committee programs and
contests as set forth by the National Society and the
National Chairman in the NSDAR Handbook, the National
Information Packet and the NSDAR Newsletter. State
Chairmen of State Committees may find guidelines and
directives in the KSDAR Bylaws and Standing Rules and
through directives from the State Regent and the State
Executive Board.
 To provide committee information to Chapter Regents and
Chapter Chairmen through the State Information Packet
(see Preparation Section/ Directives on page 5) or by
individual request.
 To present programs for chapters when so requested.
 To prepare and present reports for the Kentucky
membership at the Summer Workshops, State Board of
Management Meetings and State Conference.
 To prepare a State Report for the National Division Vice
Chairman and/or National Vice Chairman and/or National
Chairman using the information available to you from the
Chapter Master Report (CMR) with a copy of this report to
the State Regent. State Chairmen of State Committees will
report directly to the State Regent and the assigned State
Officer liaison.
 To keep an up-to-date committee file/notebook.
 To perform all duties efficiently, completely and on time.
 To establish a working relationship with the State Officer
liaison assigned to the committee.
 To assist the State Regent when so requested.
BEGIN by reading the DAR Handbook to learn the basic purposes,
procedures and goals of your committee. Study the National
Chairman's letter, which appears in the National Information
Packet (NIP) and any information passed on to you from the
previous State Chairman. Go to the committee web site from the
committee link on the Members Only web site. Read and follow
any other communications sent to you by your National Chairman.
SOURCE MATERIAL from NSDAR is available (both free and
for a fee) which can be of benefit to you in implementing the work
of your committee. See information in the DAR Handbook and
use the order form for the DAR Store (also on-line) to order
helpful source material. Government Departments, state agencies
or local organizations may publish material pertinent to your
particular committee. Avail yourself of these resources. However,
remember any non-DAR material used must be in accord with the
objectives and purposes of the NSDAR and your specific
ACTIVITIES AND CONTESTS for your committee should be
presented to the chapters in a way that will intrigue them to
participate. Be innovative and creative. Present KSDAR
Certificates of Award to state winners of contests. However,
remember to follow the directives set by the National Chairman
and always clear any new ideas or procedures with the State
Officer Liaison and the State Regent before announcing to the
PROGRAMS may be requested by chapters. Accept invitations as
often as possible. With a full knowledge of your subject, prepare
and present programs, which will interest and encourage chapters.
Always be ready to answer questions and to help chapters with
problems or concerns relating to the work of your committee.
COOPERATION with other committees can be a valuable asset to
your personal growth as a State Chairman as well as to the growth
of your committee. Be willing to cooperate and work with other
chairmen and participate in joint ventures for the benefit of the
chapters, the state organization and NSDAR.
COMMUNICATE with your vice chairmen (if applicable), your
State Officer liaison, and the State Regent to determine goals for
your committee and make plans to achieve them. Utilize the
KSDAR web site and e-mail lists to stay in touch with the
DIRECTIVES are often needed for inclusion in the State
Information Packet (SIP), which is given to each Chapter Regent at
the Summer Workshops. Any written instructions should not
repeat the information given by the National Chairman in the
National Information Packet or the NSDAR Newsletter. Include
necessary additions or clarifications. Be clear, but brief. The State
Regent and the State Corresponding Secretary will inform you of
the guidelines for copying and distributing these directives for the
SIP. Be sure to follow these guidelines, paying particular attention
to the deadline. Materials received after the deadline may not be
included in the SIP, in which case it becomes the State Chairman’s
responsibility to mail or e-mail them to the chapters.
The NSDAR Members Only web site is an invaluable source of
information. You can download all the information from the
National Information Packet and letters from the National
Chairmen at this site. The address is www.members.dar.org
Visit your committee’s web site often, as new, updated information
will be posted there. In addition, some committees have an e-mail
discussion group or f\Facebook page moderated by the National
Chairman that you will be invited to join. (Examples: Membership
and Junior Membership both have Facebook groups/lists to which
you can subscribe by invitation only.)
KEEPING a committee file or notebook is necessary in order to
perform the duties of the State Chairman in an efficient and orderly
manner. It also provides major assistance to your successor when
you conclude your term of service. Depending on the work of
your committee, a ring notebook with tabbed dividers may prove
sufficient. For other committees, a file box with folders may prove
best. Do make an e-mail folder for your committee and “drop” all
e-mail correspondence there for easy reference and retrieval.
COMMITTEES vary in program and projects. However, there are
specific materials, which should be included and retained in every
state committee file or notebook:
Committee information from the DAR Handbook.
Information from the National Chairman.
(Include the material printed in the National Information Packet,
the NSDAR Newsletter and any letter or information from the
National Chairman or National Division Vice Chairman.)
List of chairman duties and monthly activities.
Reports or displays for Summer Workshops.
Reports or displays for State Board of Management Meetings.
Reports for State Conference
Reports for National Division Vice Chairman/National Chairman
and State Regent.
Committee correspondence.
Flashdrive with reports, forms, etc. so that continuous retyping is
not required.
ADDITIONAL materials to be retained by some committees:
Printed source material form NSDAR/other agencies.
Handouts for State Information Packet.
Letter/information sent by State Chairman to Chapters.
Contest rules/forms.
Special supplies, sources, cost.
List of state awards presented to chapters/members.
Articles/information for the Patriot Express (Kentucky DAR
Programs given to chapters.
Summer Workshops:
ATTENDANCE at Summer Workshops may change from
administration to administration or even from year to year. The
State Vice Regent plans the format and agenda; these may also
change from year to year. Your State Officer Liaison will contact
you about your role in the workshops.
PREPARE to present, if asked, a brief (two minutes) report of
your committee's program for the coming year. Include contest
rules, deadlines, suggestions, samples of source material, etc. It is
important that your report be specific, clear and concise. This will
mirror your directives in the SIP. Your report can be less formal in
that the purpose is to provide friendly, helpful information to
Chapter Regents and members. If you cannot be in attendance for
any of the Summer Workshops, send a copy of your report to your
State Officer liaison and to the State Vice Regent at least two
weeks in advance, if possible.
RESERVATION information for Summer Workshops is provided
in the Kentucky DAR News (Patriot Express). All meeting dates,
places, costs and suggested lodging locations are included. As a
State chairman, you are responsible for making your own
luncheon reservations, when applicable, and your own hotel
reservations. Please observe deadline dates.
STATE INFORMATION PACKET is given to each Chapter
Regent at the District Meetings. This packet has letters from the
State Officers and the State Chairman. (See Preparation Section/
Directives on page 5).
PRESENT a two (2) minute report of any late breaking
information that has been sent to you by the National Chairman.
Include the program, contests, deadlines, goals, etc of your
committee. Also, include any changes in the material or deadlines
since the Summer Workshops. If you cannot be present for the
Board of Management Meeting, notify the State Regent and send
her two copies of your report two weeks prior to this meeting. You
may be asked to prepare a display instead of a report.
PRESENT a two (2) minute report including actual facts and
accomplishments of the chapters in your committee. Announce
any awards being presented by your committee. The statistics for
your report are gathered from the Chapter Master Report. You will
have access to the information for your committee. If you cannot
be present for the State Conference, notify the State Regent and
send to her two copies of your report two week prior to the
conference. Absence from the State Conference does not excuse a
State Chairman from submitting a written report.
PREPARE three (3) copies of your report. These are for the State
Regent, the State Recording Secretary and your file. Your report
should be typed or prepared on a word processor or computer. It is
preferable that your report follows this format:
Report should be one paragraph and should not exceed 200
Numerals should be used throughout the report with the
exception of the beginning of a sentence; do not count "numbers,
a, an, the" as a part of the 200 word count.
Type double spaced on white paper 8 1/2 x 11 inches; report may
be e-mailed.
Margins are 1 ½ inches at top and 1 inch for right, left, bottom
Center the name of Committee at top and your name;
Example: DAR School - Jane Smith Doe (Mrs. John)
Winner of state, division and national awards should be listed on
a separate sheet of paper.
CONFLICTS do sometimes occur in relation to reporting time at
State Conference. Should you have a conflict and need to present
your report at a time other than the order of the program,
permission to change must be granted by the State Regent.
READ carefully the information presented by your National
Chairman in the National Information Packet and the NSDAR
Newsletter. It is through these publications that the goals, contests,
deadlines, etc. of the committee will be presented. Information
may also be mailed to you from your National Chairman and/or
National Division Vice Chairman giving additional instructions
and clarifications. Be sure to also read this material carefully and
follow all directives.
REPORT to your National Division Vice Chairman by the
deadline. (Deadline may be set by NSDAR or by your National
Chairman.) Sometimes your National Chairman will send to you a
report form on which to list the total state participation. If you do
not receive a report form, send a typed summary to your National
Division Vice Chairman using your committee reports from the
Chapter Master Report. Be sure you send your report postmarked
on or before the deadline. Remember, report information is made
available to you from all the questionnaires submitted by Kentucky
Chapter Regents. The State Corresponding Secretary will mail this
information to you.
NORMAL reporting process is as follows:
 Chapter Chairman helps to provide chapter participation
information to the Chapter Regent.
 Chapter Regent completes the Chapter Master Report.
 State Chairman compiles totals for the state from the
Chapter Master Report and sends a state report to the
National Division Vice Chairman.
 National Division Vice Chairman compiles totals for her
division and sends a division report to the National
 National Chairman compiles totals for all divisions and
presents a report at Continental Congress.
 State Regent receives a list of all National awards as well
as award certificates at Continental Congress. This list of
awards will be published in the KSDAR Yearbook and
 IMPORTANT – MUST DO – you must always send a
copy of your state report, list of ALL your committee
awards (to be presented at state conference) your
statistical report as reported to your National Vice
Chairman and/or National Chairman for your
committee to the State Regent in hard copy and by
The State Chairmen may present AWARDS to chapters,
individuals or members for outstanding work and participation in
committee activities. State award certificates are available from
the State Corresponding Secretary or the State Conference Awards
Chairman in advance of State Conference. Please order early,
following the procedure outlined by the State Corresponding
Secretary. You will need to pick up the certificates at State
Conference in advance so that they may be signed prior to
MONETARY AWARDS must be discussed with the State Regent
and her approval obtained prior to presentation. If approved, the
award(s) may be in the form of cash or a chairman's personal
check. State Chairmen do not have to present personal monetary
awards, but if given, they are at the expense of the chairman.
MEALS: The State Society will pay for the meals of certain award
recipients at the event at which they will be honored. It is the
responsibility of the sponsoring chapter or of the award recipient to
pay for the meals of any accompanying guests. Second and third
place award recipients may also be invited to receive their award
certificates at State Conference but the cost of their meals is the
responsibility of the sponsoring chapter.
CERTIFICATES of award (and any personal monetary awards) are
given to the State Corresponding Secretary at State Conference for
placement in the chapter folders in the Awards Box. Most
committees follow this procedure in order to conserve time during
the meeting. However, the names of the award recipients should
be read as part of the State Chairman's report. Note these
exceptions: (1) Youth awards: DAR Good Citizens, American
History winners, JAC winners and DAR Scholarship winner are
presented at the Youth Awards Ceremony on Saturday afternoon
of the conference. (2) Junior Membership awards, Outstanding
History Teacher, Veteran awards, Chapter membership awards,
State Community Service awards and selected others will be
presented at banquet sessions and not the business sessions.
DIVISION awards for some committees may be determined prior
to State Conference with notification sent to the State Chairman.
The State Regent should be notified immediately of National
Division winners. The names of these winners may be included in
your report for State Conference.
COMMITTEES often having knowledge of Division winners prior
to State conference include American History winners, DAR Good
Citizens, and Junior Membership.
CERTIFICATES and awards for Division winners may be sent
directly to the State Chairman. Some may be distributed at
Continental Congress. If awards are received by you as State
Chairman in advance of State Conference, be sure to bring them
for presentation. This is especially important for the Outstanding
Junior Member, Kentucky DAR Good Citizen, and the winners of
the American History Essay Contest.
READ the section in this handbook under Continental Congress
for procedures to follow if a National award(s) is presented to the
Kentucky DAR, a Kentucky Chapter or a Kentucky Daughter.
An awards list will be included in the State Information Packet
to be distributed to each Chapter Regent at the District
Meetings or Summer Workshop.
ATTENDANCE at Continental Congress is not a mandatory
requirement in order to serve as a State Chairman. However, if
present, you should attend the meeting of your committee. Time
and location will appear in the NSDAR Newsletter in the spring.
At this meeting, the National Chairman usually explains the goals,
procedures, programs and contests for the coming year. This
information should be noted to include in your presentation at
Summer Workshops following Continental Congress. National
awards are often given or announced at the committee meeting.
Some committees have breakfast/ luncheon or dinner meetings.
Sometimes special committee events are scheduled. Attend these
functions if possible. If you are not going, please inform your
State Officer liaison.
PLAN to be present for the business session when your National
Chairman gives her report to Congress. Award winners may be
named or presented and announcements of upcoming
contests/topics and activities given. You are invited to sit in the
Kentucky Box during the report of your Committee.
AWARDS presented during your committee meeting by the
National Chairman to Kentucky Chapters or members should be
accepted by you as State Chairman. Following the meeting, take
any awards to the State Regent or State Vice Regent who will be
seated in the Kentucky Box.
PICK UP all contest entries for your committee that are to be
returned to chapter or individuals in Kentucky. These returns can
be distributed during the Summer Workshops.
ANSWER all correspondence, including e-mail, promptly and
keep a copy for the committee file. If you do not know answers to
questions, seek help from the DAR Handbook, National
Information Packet or the National Chairman's information. If
answers cannot be found using these sources, contact your East
Central Division Vice Chairman or the National Chairman for
assistance. Inform your State Officer liaison and the State Regent
that you have directed a question out of the State Organization and
copy them on the reply. If correspondence received does not apply
to your committee, re-direct to the appropriate chairman or officer.
APPROVAL for mailing to Kentucky Chapters must be obtained
in advance from the State Regent. Reimbursement for an allchapter mailing may not be possible. The State Regent will set the
USE Kentucky DAR letterhead for all correspondence pertaining
to business of your committee.
INCLUDE your complete address, e-mail address and phone
number on all correspondence.
STATE INFORMATION PACKET is for your use to place
additional information about your committee for the Chapter
Regents and chairman. Use this tool to inform the chapters of your
state contest and give your name, address and phone. Do not
repeat any material about your committee printed in the National
Information Packet or the NSDAR Newsletter.
HONOR all personal e-mails and letters as confidential. Forward
only to your State Officer liaison, State Regent, and/or your
Division Vice Chairman or National Chairman. It is inappropriate
to circulate these communications among the general membership.
PROJECTS - The State Regent must approve projects involving
money/fundraising in advance.
EXCESS monies remaining after expenses have been paid for an
approved project are to be sent to the State Treasurer.
BUDGETED expenses must be followed. If you need to know
whether any money has been allocated for your committee in the
KSDAR Budget it will be necessary for you to check with the State
TIMELY submission of all bills incurred. Any bill not submitted
by State Conference or within 7 days after the adjournment of
State Conference will not be paid without the approval of the
Executive Committee. Without the approval of the Executive
Committee, the bill becomes the responsibility of the chairman.
KEEP the State Regent informed of any changes in committee
procedures, accomplishments or any potential problems that might
be developing. DO NOT involve yourself in chapter disputes
having to do with your committee. Contact your State Officer
liaison and the State Regent.
PERSONAL APPOINTMENTS by the President General should
be relayed to the State Regent at once.
ADHERE to every deadline without fail. Be a good example to
the chapters.
TREAT the chapters and members with respect and kindness
especially if having to help them correct inappropriate procedures,
projects, etc.
DO NOT become involved in chapter disputes involving your
committee. If two members have different opinions on how to
approach the work of a committee and neither is incorrect, let the
chapter decide which approach is best. If one is incorrect, then
state your understanding of the directives from the National
Chairman (or your own directives) and immediately forward all
correspondence to your State Office liaison.
DON’T BECOME DISCOURAGED if a problem arises. Very few
committee issues are life threatening. Solutions can usually be
found. Remember to ask for help. Your State Regent and State
Officers will give assistance when needed. Your National
Chairman and National Division Vice Chairman can often provide
support, encouragement and solutions.
BE A TEAM PLAYER for the good of NSDAR and the objectives
for which it was organized. Negative comments about our
organization or your committee are never appropriate.
HELP your successor! Your assistance will be appreciated. Keep
continuing records of your work, which shall be passed to the
corresponding member in the next administration following the
election of a new State Regent, and the appointment of your
successor to chairman of this committee.