Kentucky Society Daughters of the American Revolution Handbook For State Chairmen Leslie Rogers Miller State Regent 2016 Forward 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 committees. 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 2016-2019 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. 1 Table of Contents Forward 1 Duties of State Chairman 3 Preparation 4 File/Notebook 6 Reports 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 7 8 8 9 Awards State Division National 11 12 12 Continental Congress 13 Correspondence 14 Financial Considerations 15 General Information 16 2 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 updates. 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 3 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. Preparation 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 committee. 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 4 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 chapters. 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 chapters. 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. 5 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.) File/Notebook 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. 6 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 Newsletter.) Programs given to chapters. Miscellaneous REPORTS 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. 7 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). AT STATE FALL BOARD OF MANAGEMENT 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. AT STATE CONFERENCE 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. 8 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 words. 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 margins. 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. REPORTS TO NATIONAL DIVISION VICE CHAIRMAN and/or NATIONAL CHAIRMAN 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 9 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 Chairman. 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 Proceedings. 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 email!! 10 AWARDS STATE AWARDS 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 presentation. 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 11 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. EAST CENTRAL DIVISION AWARDS 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. NATIONAL AWARDS 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. 12 CONTINENTAL CONGRESS 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. 13 CORRESPONDENCE 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 policy. 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. 14 FINANCIAL CONSIDERATIONS 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 Treasurer. 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. GENERAL INFORMATION 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. 15 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. 16
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