The Daughters of the Republic of Texas _________________________ Chapter __________________________, Texas Chapter Officer Handbook President
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The Daughters of the Republic of Texas
_________________________ Chapter
__________________________, Texas
Chapter Officer Handbook
President
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TABLE OF CONTENTS
DUTIES
I. Chapter President Duties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 (as Defined by the DRT Bylaws and the DRT Manual of Procedure)
II. Sample Listing of Duties for the DRT Chapter President . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
TIMELINES & CHECKLISTS III. Chapter Timeline & DRT Checklist by Date . . . . . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . 7 ANNUAL REPORTS IV. Award Forms & Annual Narrative Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Samples: (1) Achievement, (2) Attendance, (3) Texas History, (4) Volunteer Hours--Membership--President General’s Project, and Narrative Reports (Forms are located on the DRT Member’s web site. Go to www.drtinfo.org/members/ Click on “Forms & Publications”, then “Forms,” then “Forms by Alpha” or “Type”) HONOR DAYS V. Honor Days Information . . . . . . . . . . . .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . 21 SAMPLES
VI. Sample Meeting Agenda . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
VII. Sample Budget . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 VIII. Sample President’s Summer Letter to Chapter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 IX. Sample Volunteer Hours Collection Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 X. Sample Ceremonies . . . . . . . . . . . . . . . . . , , , , , , , , , , , , , , , , , , , , , , , , , , , , , , . . . .. 26-33 a. Chapter Memorial Service b. Dedication of a Medallion for a Citizen of the Republic of Texas c. Dedication Ceremony of a DRT Memorial Medallion d. Founder’s Day Ceremony e. Installation Ceremony for Chapter Officers f. Welcoming New Members Ceremony
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DUTIES
I. CHAPTER PRESIDENT DUTIES
as Defined by the DRT Bylaws and Manual of Procedure & Chapter DRT BYLAWS...Article IX, Section VIII SECTION 8. Chapter Officers. Chapters shall hold their elections a month or more before the Convention. The current chapter President shall immediately notify DRT Headquarters of their names and offices. New chapter officers shall assume their duties at the close of Convention. 1. President. a. Each chapter President shall preside at all chapter meetings and shall conduct business in the manner prescribed in chapter bylaws, these Bylaws, the DRT Manual of Procedure (MOP), and the current edition of Robert’s Rules of Order Newly Revised. b. Chapter Presidents shall share with their members the minutes she receives of DRT Board meetings, Conventions, administrative committee meetings, and other communications from the BOM and DRT Headquarters. No credence shall be given to unsigned or unofficial correspondence nor shall it be forwarded to members. c. The chapter President shall send electronically immediately after the chapter election one copy of the list of new officers to the President General, one copy to the Recording Secretary General, and one copy to DRT Headquarters. If the chapter sponsors a CRT Chapter, she shall designate which officer is the CRT Sponsor. d. She shall complete and send the annual awards forms to the Awards Chair by the due date shown, and shall collaborate with the chapter Recording Secretary in the preparation of the Annual Chapter Narrative Report due annually by May 1 to the President General, Recording Secretary General, and the Annual Proceedings Chair and shall co-sign the report. She shall co- sign, with the chapter Recording Secretary, chapter endorsements of members for election at a District Meeting or for nomination for Officer General sent to the Nominating Committee. MANUAL OF PROCEDURE (MOP) Chapter officers/Duties pg. 89-91 General Information for Chapter Officers Chapter officer elections and terms of office are defined in DRT Bylaws Article IX, Sec. 1 & 8, and general chapter information is in Bylaws Article IX. All chapter officers are encouraged to own and be familiar with the current DRT Bylaws and MOP available on the member’s website. Chapters may have one or more vice presidents, depending on the wishes of the membership and the size of the chapter. If a chapter has five (5) vice presidents, it is advisable that their duties closely reflect those of the corresponding Vice Presidents General. Should the Chapter President be unable to preside, the chapter should call on the vice presidents to do so in their numerical order. Chapters should include in their Bylaws a provision for the replacement of non- functioning officers.
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Chapter President The President presides at all meetings, conducting the business in the prescribed manner. It is her duty to expedite the business in an orderly manner, allowing all members the right to speak or debate on questions according to the most current edition of Robert's Rules of Order Newly Revised. The presiding officer does not speak for or against any subject. She shall share all information received from the BOM and the Headquarters, including Minutes of BOM and Administrative Committee meetings, with her officers and members as quickly as possible, by forwarding reports she receives via e-mail and having copies available at meetings. She shall electronically notify Headquarters immediately after chapter election the list of new officers. The meeting program may be scheduled at whatever time is convenient for the speaker and the chapter, but other than that, the following is the suggested order of business for a chapter business meeting: 1. Call to order 2. Invocation 3. Pledge to the United States flag 4. Pledge to the Texas flag 5. Reading and acceptance of minutes 6. Reading of officers' reports 7. Reading of committee reports 8. Unfinished business 9. New business 10.Benediction The President appoints and is an ex-officio member of all committees except the Nominating Committee. The President shall call a board meeting for the preparation of a budget at the beginning of the chapter year (unless the Chapter Bylaws require a different procedure, i.e., through a financial or budget committee). The President shall send by email, no later than April 15, one copy of the Annual Chapter Narrative Report to the Annual Proceedings Chair and one to the President General. She shall complete and submit by April 22 each year the four (4) completed Award Forms to the Awards Committee Chair, covering the period of April 16 to the next April 15 [See A.01, A.02, A.03, and A.04 in FORMS Section of the DRT Members website]. The Awards Committee shall determine the eligibility of each chapter for each award, prepare awards certificates, and distribute them at Convention. If no chapter member or District Representative attends Annual Convention or picks up its chapter packet, including awards and other certificates, the Custodian General shall take the packets to Headquarters and mail ASAP to them to Chapter Presidents, with an invoice for postage. For a Chapter to endorse its member(s) to the Nominating Committee for officer candidates for the Board of Management, the Chapter must vote at a Chapter meeting in which a quorum is present. A completed Chapter Endorsement for General Office Form must be sent to all ten (10) members of the Nominating Committee, postmarked by December 1. It may be submitted by e-mail only if the form is scanned and shows the signatures [See Bylaws, Article VI, and form C.04 in FORMS Section of the DRT member’s website.)
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CHAPTER BYLAWS PRESIDENT DUTIES (to be added by Chapter) (Space is provided below for questions or notes about duties specific to your chapter.)
II. SAMPLE LISTING OF DUTIES FOR THE DRT CHAPTER PRESIDENT
1. The Chapter President presides over all monthly chapter meetings, executive, and special meetings, using the most current edition of Robert’s Rules of Order to facilitate the meeting. 2. The Chapter President oversees all applicable chapter activities including: • Yearbooks • Fund raising • Scholarship • Social activities of chapter • District workshop on chapter’s responsible year (12 chapters in district) • DRT convention on district’s responsible year (10 districts in state) • Participation in DRT essay, art, etc. contests 3. The Chapter President is responsible for: • Preparing an agenda for meetings, • Appointing the chapter Parliamentarian, • Working with the Chapter Treasurer in the development of a yearly budget, • Helping in the planning of the yearly chapter programs, • Sending a list of the new chapter officers with all contact information to DRT Headquarters ([email protected]) and to the district representative. (Contact again with any changes that might occur during your term of office.),
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• Forwarding all applicable email correspondence from Headquarters, BOM, State committees, etc. to chapter members, (Plan for reaching those without email.) • Attending the District Meetings and State Convention, distributing registration forms to members and encouraging participation and attendance of chapter members, • Appointing the Standing Committee Members at beginning of term, • Submitting Chapter Annual Reports: Two reports are required of the Chapter President each year: (1) Chapter Award Forms and (2) Annual Chapter Narrative
o (1) Chapter Award Forms and the (2) Annual Chapter Narrative are due April 22 each year and are submitted to the state Awards Chairman. See. pp. 15 and 16-20. Highest score on Chapter Awards Forms achieves the coveted Six-Star Chapter Award. Be familiar with requirements in Award Forms so that the related activities can be performed before forms are due. (ex: a flag must be presented to a school, book must be presented to school library, etc.)
o A copy of the Annual Chapter Narrative must also be sent to the (1) Annual Proceedings Chair, (2) President General and (3) Recording Secretary General by May 1st .
o You will receive deadline information well in advance from the appropriate State Committee or Officer.
• Setting up and maintaining of chapter email listing in order to: 1. Forward all correspondence from State DRT 2. Send all chapter correspondence as needed. • Periodically checking the Chapter DRT mail at the Bluehost web site and answer correspondence. www.login.bluehost.com The username = the name of your chapter @drtinfo.org (ex) [email protected] The password = the name of the city of your chapter plus the year it was founded (ex) houston1934 Questions or help should be sent to the DRT webmaster at [email protected]. • Inviting your District Representative to one of the yearly meetings in order for chapter members to stay current on what is happening on the state level of DRT, • Using all available opportunities to bring positive media attention to DRT and your chapter activities, • Encouraging the publicity and observance of State Honor Days: (see Honor Days Press Release information, p. 21), 1. September, 3rd Saturday __Texian Navy Day 2. September 18__Texas Hero’s Day 3. October 2__Gonzales Day 4. November 3__Stephen F. Austin’s Birthday 5. November 6__DRT Founder’s Day 6. January 26__Lamar Texas Honor Day 7. February 19__Texas Statehood Day 8. March 2__Texas Independence and Flag Day 9. March 6__Alamo Hero’s Day 10. March 27__Goliad Hero’s Day 11. April 21__San Jacinto Day
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• Encouraging chapter members to support DRT activities and projects on the state level (The Republic of Texas History Complex, The Cradle, DRT Headquarters, Republic of Texas Museum, etc.), and • Overseeing all other chapter offices so that all requirements for the chapter are maintained. Chapter President needs to be aware of all deadlines and duties of the other officers in order to insure that chapter obligations are met. 4. In January of the 2nd year of her term, the President will facilitate the nominating process to select a Nominating Committee for new officers. “The Nominating Committee of three members shall be elected by the Chapter in January on the year of election and shall report to the Chapter for election. Officers shall be elected no later than the April meeting and take office in May. Nominations may be made from the floor.” (from Stone Fort Chapter Bylaws) The President is not a member of the Nominating Committee, but must insure that the committee meets and is able to present a slate of officers for chapter consideration by Feb/March so that new officers can be voted and installed by May. 5. The Chapter President informs the chapter that BYLAWS are the convention focus on even- numbered years. If the Chapter submits a proposed bylaw change, the submission deadline for any Bylaw Amendment Proposal is November 15th before the Convention in May (in the hands of Bylaws Chairman by this date). 6. The Chapter President informs the chapter that STATE OFFICER ELECTIONS are the focus of Convention in odd-numbered years. If the Chapter endorses a member as a candidate for state office, the submission deadline for Chapter Endorsement of Nominees for Officers General is December 1st before the Convention in May (to the Nominating Chairman). 7. The Chapter President informs the chapter that DISTRICT REPRESENTATIVE & ALTERNATE NOMINATIONS are the focus of District Meetings in odd-numbered years. If the Chapter submits a nominee for District Representative, this is sent to the current District Representative before the District Meeting. 8. The Chapter President informs the chapter that NOMINATING COMMITTEE & ALTERNATE REPRESENTATIVE NOMINATIONS are the focus of District Meetings in odd-numbered years. If the Chapter submits a nominee for the Nominating Committee, this is sent to the current District Representative before the District Meeting. (Space below for making notes, questions, or adding information for yourself or your successor)
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III. CHAPTER TIMELINE & DRT CHEKLISTS
(Space is provided at the end of each month’s list for local chapter reminders and notes.) May 1.Installed as Chapter President June-July-August June 1st is the beginning of the DRT fiscal year. Most Chapters will meet monthly from September through May, so summer months can be used for planning for the DRT year. District Workshops are held each year from August through November and the exact date will vary from year to year. On odd number years, District Representatives and alternates and Nominating Committee members and alternates are elected at the district level. 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the months of June, July and August. 2. Send a list of new officers with all contact information to DRT Headquarters ([email protected]) and to the District Representative. Notify Headquarters with any subsequent changes. 3. Set up an email list of all chapter members. 4. Make appointments: the first year of the term, appointments for Chapter Standing Committees (i.e., Membership, Budget & Finance, Program, Yearbook, Memorial, Bylaws, Education, Membership, Publicity, Scholarship, Historical, etc.) need to be made. 5. Hold Executive Board Meeting (all chapter officers) for planning of upcoming year. Business may include: • Presidential goals for term • Plans for coming year (programs & special activities) • Checking on progress of member dues (with Treasurer) • Setup of budget for upcoming year (See Sample, p. 23.) • Plans for upcoming District Workshop (Is chapter presenting a nominee for Nominating Committee or District Representative?) • Checking on progress of Yearbook • Information for new members (see New Member Handbook on the DRT website, under Forms & Publications/Publications/New Member Handbook) 6. Prepare a summer letter to chapter members (mail or email) to introduce the year. (See Attached Sample, p. 24.) 7. Notify chapter members and encourage attendance to the District Meeting (date can be anytime from August- October). Number of members attending is one of the requirements for 6 Star status. (See Sample Forms, pp. 16-20). President may have to prepare a chapter activities report for the meeting.
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Chapter Timeline, continued September 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of September. 2. Chapter Meeting. (See Attached Sample Agenda. p. 22.) 3. Observe DRT Honor Days (3rd Saturday in September = Texian Navy Day and September 18th = Texas Heroes Day). Refer to Honor Days Press Releases, p. 21. October 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of October. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) 3. Observe DRT Honor Day (October 2nd = Gonzales Day). Refer to Honor Days Press Releases, p. 21. November 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of November. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) 3. Observe DRT Honor Days (November 3rd = Stephen F. Austin’s Birthday & November 6tth = DRT Founder’s Day). Refer to Honor Days Press Releases, p. 21. 4. In odd number years, submit Proposed Bylaw changes by the November 15th deadline if the chapter is going to submit any proposed changes. The Proposed Bylaw Change form must be filled out and in hands of Bylaws Chairman by the deadline) (Forms are available on the DRT Website.) December 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of December. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.)
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Chapter Timeline, continued January 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of January. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) 3. Observe DRT Honor Days (January 26th = Lamar Texas Honor Day). Refer to Honor Days Press Releases, p. 21. 4. In second year of term (odd-numbered year), Chapter Nominating Committee for new officers needs to be elected. February 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of February. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) 3. Observe DRT Honor Days (February 19th = Texas Statehood Day). Refer to Honor Days Press Releases, p. 21. 4. Begin Convention attendance planning. (Pass out registration forms, etc.; available for download on the DRT website.) March 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of March. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) 3. Observe DRT Honor Days (March 2nd = Texas Independence & Flag Day, March 6th = Alamo Hero’s Day, March 27 = Goliad Hero’s Day). Refer to Honor Days Press Releases, p. 21. 4. Begin collecting volunteer hours to be reported in April (See Sample, p. 25) 5. Continue planning for Convention.
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Chapter Timeline, continued
April 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of April. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) A Memorial service for any deceased members may be included in April or May meeting. (suggested months) (See Memorial Service Sample, p. 26). 3. In second year of term (odd numbered year), elect new chapter officers. 4. Observe DRT Honor Days (April 21 = San Jacinto Day). Refer to Honor Days Press Releases, p. 21. 5. Submit Chapter Award Forms, due April 22nd (Attendance, Achievement, Texas History and Chapter Volunteer Hours Awards to Awards Chairman.) See pp. 16-20. 6. Complete Convention count and final plans. (In the second year of term, odd numbered year, Chapter History and Yearbooks may be submitted for judging and awards. See M.O.P, p. 81, 84, 94.) Make sure you keep an extra clean yearbook to submit, and periodically check with Chapter Historian on Chapter History Book progress.) May 1. Check DRT Chapter Checklist (opposite) for any important “due dates” from State DRT that may be applicable to your chapter for the month of May. 2. Chapter Meeting. (See Attached Sample Agenda, p. 22.) A Memorial service for any deceased members may be included in April or May meeting. (suggested months) (See Memorial Service Sample, p. 26.) 3. In second year of term (odd numbered year), install new chapter officers. 4. If you did NOT submit your Annual Chapter Narrative report along with Award Forms in April, submit your report by May 1st to Annual Proceedings Chairman, President General and Recording Secretary General (see p. 15 and p. 20). 5. Attend State Convention.
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ANNUAL REPORTS As Chapter President, you are responsible for completing and submitting two types of DRT annual reports: Award Forms and Narrative Reports. They cover the period April 16 of the previous year to April 15 of the current year.
IV. Award Forms and Annual Narratiave Reports 1. Award Forms (Achievement, Attendance, Texas History, & Volunteer Hours) The four (4) Awards Forms listed above are used by The Awards Committee annually to determine seven (7) chapter awards. The awards are Achievement, Attendance, Membership, President General's Project, Volunteer Hours, Six-Star Chapter, and Texas History Award. Chapter awards provide chapter recognition and give chapters an opportunity for self-evaluation. They stimulate pride in and enthusiasm for the goals of DRT and encourage Chapters to support the work of the Association of preserving and promoting the study of Texas history. (See Manual of Procedure, pp. 77-78.) The forms are found on the DRT Member’s web site. Go to www.drtinfo.org/members/ Then click on the tab “Forms & Publications”, then “Forms,” then “Forms by Alpha” or by “Type.”) Please note that forms and presentations were revised effective May 1, 2014. Highest of the awards is the 6 Star Award, Chapters receiving this award will be presented at the Annual Convention during the Friday luncheon. All other Awards will be presented during District Workshops. Your chapter probably has a file or notebook of copies of completed forms from previous years. The information reported in previous years can help you in several ways, such as how to complete the current year’s forms and how to plan chapter activities that will bring awards to your chapter. Your predecessors and your District Representative can always help, too. Remember that completed forms hold part of your chapter’s history. A notebook containing your chapter’s reports can be a wealth of information for your successors. Samples of each form are provided on pp. 16-20. 2. Annual Narrative Report Annual Narrative Reports are also due April 22 each year for all DRT and CRT Chapters. You will receive instructions well in advance of the deadline for format, maximum length of reports (300 words), who and where to send your reports. (Annual Proceedings Chair, President General, and Recording Secretary are recipients.) What happens to the reports? They become part of the official DRT Annual Proceedings, published following Convention. (See DRT Bylaws, p. 40 and MOP, p. 75.) A sample Narrative is provided on p. 21.
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DRT Chapter Annual Narrative Sample (Make sure you double check maximum number of words allowed.)
CRT Chapter Annual Award Narrative
_______________ Chapter _______________, District IV (city) During __(year)____, the __________ Chapter increased membership, maintained meeting attendance, and raised awareness to our community of the missions of DRT. Meetings were held on the second Tuesday of each month from September through May with the exception of March. We donated 100% to the President General's Project; observed all honor days; enjoyed historical programs on the early settlement of Texas; heard local 4th and 7th grade winning Texas history essays and presented certificates to all who participated.__(# of)__ members attended Convention and _(# ) attended District Workshop last August. Special events were held including a reception for our first 50-year member; Guest Luncheon and Bell Ringing for Texas Independence Day with featured speaker on Stephen F. Austin; special community-wide San Jacinto Day observance at a local cemetery; and members of the chapter participated in a community-wide play about saving a local historic landmark. A major endeavor was the publication of a book of chapter ancestor biographies. Books about Texas history were given to the DRT Library and local schools; Texas flag and pledge cards were given to local business and local schools; a Republic of Texas map was given to a local school and a framed Travis letter to our Guest Luncheon speaker. The winner of the chapter's annual $1,000 academic scholarship award was announced on March 2, and the Texas Historical Traveling Trunk was presented at local schools. Several members gave presentations on Texas history to local and area organizations. Special monetary gifts were made to the DRT Library and to a local historical statue project. Chapter members gave service to other local historical preservation groups and participated in activities to maintain a Republic era educational building. _______________, President
______________ Chapter ______________, District IV (city) Activities of the ______________ Chapter during __(year)__ included (list them: some examples might be regular meetings, welcoming new members, attending local and state events and Conventions, fundraising, CRT President General’s project, and local service projects.) The chapter held ______regular meetings and welcomed ___ new members. The CRT Registrar attended the District Workshop, as well as the CRT and DRT Conventions. __(# of)__ members attended the CRT Convention. Members visited 4th and 7th grade classes at __# of)__ schools during Texas History Month and donated items for the Silent Auction to benefit the CRT Scholarship Fund. Highlighting the year was a special field trip to the Star of Texas Museum where the group enjoyed a tour of the museum, Independence Hall, and Barrington Living History Farm, home of Anson Jones. _______________, CRT Registrar
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HONOR DAYS
V. Honor Days Information 1. Articles are available for release to your local media for all eleven Texas Honor Days and Texas History Month. Go to the DRT website, www.drtinfo.org/members, and under Forms & Publications, click on Publications, then under Publications, click on Press Releases for Texas Honor Days.
For each Honor Day, you will find both a long version and a short version of each article. If your local media limits article length and will not permit the entire article (long version), then the short version can be used. Please note that within each article is a space for you to include local information pertaining to the Honor Day, such as a planned event by your chapter, information about monuments or local history in your area, etc.
2. Short Plays/Skits, such as the Slim and Dusty character skits.
3. Field trips to celebrations such as Monument Hill, Gonzales Come & Take It, San Jacinto that are held in conjunction with Honor Days.
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SAMPLES
VI. Sample Chapter Meeting Agenda
_____________________________ CHAPTER MONTHLY AGENDA
Date: __________________________
(Refreshments)
CALL TO ORDER (The (name month) meeting of the (name chapter) Chapter of the Daughters of the Republic of Texas will now come to order.)
WELCOME (Introduction of guests, new members, etc.) INVOCATION -‐ Chaplain (All stand)
RITUAL -‐ to be led by ___________________ (give name and office) (All stand)
MEAL (if a meal is served) (As you invite members to sit and enjoy their measl, this is a good time to express appreciation to hostesses.)
PROGRAM
BUSINESS SESSION 1. Reading and Approval of Minutes -‐ Recording Secretary (Are there any corrections to the minutes? If not, they are approved as read and will be filed. Minutes do not take a motion from the floor for approval.) 2. Treasurer’s Report -‐ Treasurer (Are there any questions concerning the Treasurer’s Report? If not, it will be filed for audit. Treasurer’s Report does not take a motion from the floor for approval.) 3. Officer’s Reports 4. Committee Reports
UNFINISHED BUSINESS
NEW BUSINESS (Announcements may be given here)
BENEDICTION
ADJOURNMENT (If there is no further business, this meeting of the __________________ chapter of the DRT is now adjourned.)
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VII. Sample Chapter Budget CHAPTER NAME _______________________________________________ YEAR ______________________________ Income = # ________ of members at $ __________ each (dues amount) = $__________________________ (total Income for yearly budget) (total Income for yearly budget) Expenses: Safe deposit box rental 70.00 Chaplain expenses 30.00 Yearbooks 120.00 Postage for yearbooks 40.00 Contributions to The Cradle 10.00 The Vision 25.00 The Alamo 10.00 French Legation Museum 10.00 DRT Library 10.00 Republic of Texas Museum 10.00 Stamps for dues notices 50.00 DRT -‐ Annual Proceedings publication 25.00 Registrar Expenses 30.00 Essay Winner prizes 50.00 Essay Winner certificates 10.00 Memorials 30.00 President General’s Project ($1/member) 70.00 DRT Roster 50.00 Expense Total for Year $__________ Total Income for Year = $____________ Total Expenses for Year = $______________
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VIII. Sample President’s Summer Letter
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IX. Sample Volunteer Hours Collection Form
Begin reminding members no later than March by email and meetings about the Volunteer Hours report deadline. A form such as the one below can be circulated at meetings prior to April to encourage members to list their hours. Some chapters collect at each meeting during the year, an advantage for more accurate and timely information.
VOLUNTEER HOURS for the
________________________ CHAPTER
April 16 - April 15, 20____
Include regular meetings, officer-‐related work, committee meetings, committee work/preparation, special chapter events, District Workshop, Convention, presentations to other groups, performing duties of an office, etc. (Be sure to include travel time to and from events and meetings.) Name # of Volunteer Hours _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________ _______________________________________________________ _________________________
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X. Sample Ceremonies
Chapter Memorial Service
(This ceremony shall be coordinated by the Chapter Chaplain as a memorial service for deceased DRT members.) Introduction and Welcome: Chapter President Daughters, it is with honor and reverence that we gather here today to pay tribute to our beloved deceased DRT member(s). The Lord's Prayer: Chapter Chaplain (in unison) Remembrance: Chapter Vice President (The chapter members may be honored at this time with a flower or the lighting of a candle as their names are called.) Roll Call: Chapter Registrar Tribute: Chapter Chaplain (Mention what the member has done and meant to the chapter. Member's favorite song or poem may be read.) Benediction: Chapter Chaplain Our Heavenly Father, grant thy blessing on those who have passed before, grant consolation to the loved ones who are left, and we pray Thy loving benediction on all members of our chapter and organization. In Jesus's name we pray. Amen. [See FORMS from the DRT member’s website, M.05 Deceased Member Report Form, to report a chapter member's death to the Chaplain General, and M.06 Member Biographical Form for Chapter Chaplain to submit to Chaplain General].
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Dedication of Memorial Medallion for a Citizen of the Republic of Texas 1836 to 19 February 1846 (Modify for Veteran or Defender Medallion) Scripture Reading: “One generation passeth away and another cometh, but the earth abideth forever.” Ecclesiastes 1:4 Invocation: O Lord, from whom all good things do come, grant to us, Thy humble servants, that by Thy holy inspiration, we may think those things that are good, and by Thy merciful guidance may perform the same, through our Lord Jesus Christ. Amen. Pledge to the United States Flag Pledge to the Texas Flag Welcome and Introductions Scripture: 1 Thessalonians 4:13-18 Call to Remembrance: We have come today to pay respect to ____________________, a staunch citizen of our Republic. Remember today the years that are gone. Let us call to remembrance the great, the good, and those who were honored in their generation. Though we come to honor their memory, we ourselves are honored. Those who, for a time, have walked this way and who now have attained the Eternal Springtime of a Greater Land, have learned forever the beauty and truth of these words of Thomas Wolfe: To lose the earth you know for greater knowing; to lose the life you have for greater life; to leave the friends you loved for greater loving; to find a land more kind than home, more large than earth, whereon the pillars of this earth are founded, toward which the conscience of this world is tending, a wind is rising, and the rivers flow. Biographical Sketch of Life and Times of Citizen Unveiling of Medallion Benediction:
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Dedication Ceremony for a DRT Memorial Medallion
(This ceremony can be combined with the Chapter Memorial Service) Call to Order: Chapter President Invocation: Chapter Chaplain or Minister Pledge to United States Flag: Chapter Vice President Pledge to Texas Flag: Chapter Vice President 2014 The Daughters of the Republic of Texas 118 Manual of Procedure Greetings: Chapter President Introduction of Guests: Chapter President Introduction of DRT BOM: Chapter President or DRT District Representative History of DRT: Chapter Historian Remembering the Deceased DRT Member: Chapter Vice President or (a teacher, minister or someone particularly qualified) Friends, sung by ________________ History of DRT Medallion: Chapter Vice President Unveiling of Medallion: Chapter President Placing of Flowers: Chapter Members Texas, Our Texas, sung by _________________ Benediction: Chapter Chaplain or Minister Reception”:
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Founder’s Day Ceremony
President: It is a most significant occasion to gather today to celebrate with those who share the legacy and heritage bequeathed to us by the men and women who settled, established, secured, maintained, and defended the Republic of Texas. Now, ______years after our founding, we, the members of The Daughters of the Republic of Texas, have sought and are charged with carrying on the patriotic, historical, and educational responsibilities that ensured Betty Ballinger and Hally Bryan Perry to unite others in establishing this organization. You have been duly received as members of The Daughters of the Republic of Texas by verification of proven lineal descent from an ancestor who served the Republic of Texas. Therefore, do you solemnly promise to uphold its Charter and Bylaws and to work zealously to promote the success of the Organization in enduring years? Response: I do. President: Do you solemnly promise to support this Organization and conscientiously discharge your duties as a member with charity for all and malice toward none? Response: I do. President: Do you also promise to work to keep the unity of the spirit of the _______________ Chapter and to work to promote its success? Response: I do. President: As President, I charge you always to remember your heritage, yours by right of birth, not only as an honored member of The Daughters of the Republic of Texas and the _______________ Chapter but as an individual Texan. Please join me in repeating our pledge to The Daughters of the Republic of Texas (see above):
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Installation Ceremony for Chapter Officers
Installer (District Representative, Chaplain, Retiring President, etc.) Let us pray. Our Father, as we assemble to receive the pledges of our newly elected officers and bestow upon them vows of office, we thank Thee for those women of many years ago, our Founders, whose vision was the beginning of our Association. We thank Thee for the strong foundations they laid. Bless, we pray Thee, the enlarging vision which has come to us through the years which has led to material and spiritual growth. O God, we thank Thee for the beauty of symbolism which is expressed in our flag. It speaks to us of the intangible things of the Spirit, reminds us of heroic sacrifices, and calls us to devotion and service. We pray that all we say and do shall be worthy in your sight. Amen. Assistant Installer (Past President, BOM Officer, or Chapter Member): The Daughters of the Republic of Texas, _______________Chapter of ____________________(city), this is a momentous occasion. As we install in office the women whom you have chosen to guide and direct your chapter these next two (2) years, I charge you to remember in this hour your duty and responsibility to loyally support the women whom you have elected your leaders. Upon you in large measure rests the success of the new administration. Therefore, let us all renew our pledge to DRT. Please repeat after me (all members): Realizing that the heritage of eligibility in the Association of The Daughters of the Republic of Texas is a sacred honor to be cherished, as a member of the ________________ Chapter, I pledge myself to be faithful to its lofty ideals and to guard its interests and achievement. [Installer and Assistant Installer alternate calling each officer by office and name, then giving her a Bluebonnet (or other appropriate token) before her specific responsibilities are read.] Installer Officers, please come forward (or stand) as your name is called. Ms. ____________________, as President, you shall preside at all meeting of the chapter, appoint all committees, and represent the chapter officially. You shall have the general supervision of plans for extending, unifying and rendering effective the work of the chapter. 2014 The Daughters of the Republic of Texas 129 Manual of Procedure Assistant Installer Ms. ____________________, as Vice President, you shall preside in the absence of the President and, when requested to do so by the President, shall assist in the discharge of the duties and responsibilities of the President. You shall chair the ____________________ Committee. (If there are other vice presidents, call upon them using similar format to above.) Installer Ms. ____________________, as Secretary, you shall record the proceedings of all meetings, collaborate with the President in the preparation of all annual reports and cosign such reports. You shall also prepare correspondence as required by the chapter. Assistant Installer Ms. ____________________, as Treasurer, you shall collect all dues and, upon authority of the chapter, make disbursements as necessary. Before October 7 you shall send to the Second Vice President General the monies for the chapter dues and the President General's Project plus an
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alphabetical list of all chapter members, including a list of resignations, transfers, and marriages and deaths. You shall chair the Finance Committee. Installer Ms. ____________________, as Historian, you shall keep a history book of the chapter. You shall enter the chapter History Book to be judged at DRT Convention on odd-numbered years. You shall chair the __________________ Committee. Assistant Installer Ms. ____________________, as Registrar, you shall have custody of all duplicate application papers of the members, and these papers must remain in the chapter files. You are responsible for verifying the accuracy of all papers and proofs submitted to the Registrar General. You shall chair the ____________________ Committee. Installer Ms. ____________________, as Chaplain, you shall open all meetings with a prayer. When a member of the chapter dies, you shall send a sympathy card to the family. You shall immediately send to the Chaplain General the name and address of the deceased member with the date of her death and the name and address of her nearest relative. You shall also send newspaper notices available in order that proper tribute may be paid at the next Convention. Assistant Installer Ms. ____________________ (Installing Officer's Name) shall now administer the Oath of Office. Installer (Facing new officers) Please raise your right hands. Having been duly elected as officers of the ____________________ Chapter of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and endeavor through just administration of them to keep the spirit of unity in the bond of peace and to work zealously to promote the success of the Association during the ensuing years? Response by all the new officers: I do. It is a privilege for me to welcome you as the new officers of the ____________________ Chapter, and my wish for you is that you may find ever-increasing joy and inspiration in the service you render this Association. Shall the Retiring President and the newly elected President please come forward? (To the chapter) The Daughters of the Republic of Texas, I present to you your new President, and I bespeak for her your loyalty and cooperation. Retiring President to Incoming President You are now confirmed as President of the ____________________ Chapter of The Daughters of the Republic of Texas. I give you and your officers my very best wishes. I assure you that, although I am your Retiring President, I shall continue as an active member feeling it a privilege and high honor to serve DRT. (Optional:) And now it is my privilege to pass to you this gavel, a sign of authority of our chapter. Installer Let us pray. Our Father, bless and guide the officers and members of the ___________________ Chapter. We thank Thee for the simple joys of life, for the fellowship we have in work, and for our Association, which unites us in ideals and service. We pray that you shall bless each of us, our work and our friendship, and make us an increasing force for good, which expresses itself in self-denying service. Strengthen us in all that is worthwhile. In Christ's name we pray. Amen.
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Welcoming Ceremony for New Members President It is a most significant occasion when we, as Daughters, take unto ourselves others who share the legacy and heritage bequeathed to us by the men and women, who settled, established, secured, maintained, and defended the Republic of Texas. The purpose of The Daughters of the Republic of Texas is to perpetuate the memory and spirit of our ancestors and to encourage research and preservation of Texas's rich history, especially during the period of the Republic. Now, ____ years after our founding, we, the members of The Daughters of the Republic of Texas, have sought and are charged with carrying on the patriotic, historical, and educational responsibilities that inspired Betty Ballinger and Hally Bryan Perry to unite others in establishing this organization. Registrar Your eligibility for membership has been certified by the Registrar General of The Daughters of the Republic of Texas by verification of proven lineal descent from an ancestor who served the Republic of Texas. Having been duly received as a member of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and to work zealously to promote the success of the Association in ensuing years? Response: I do. Do you solemnly promise to support this Association and conscientiously discharge your duties as a member with charity for all and malice towards none? Response: I do. Do you also promise to work to keep the spirit of unity of the ____________________ Chapter and to work to promote the success of the chapter? Response: I do. It is a signal privilege for me to welcome you to The Daughters of the Republic of Texas and the _____________________ Chapter. (Registrar presents new member with Certificate of Membership.) President To commemorate this occasion, it is my privilege to present to you two (2) symbols, recognized worldwide, that are synonymous with the pride, joy and beauty of our great State, our State Flag, whose Lone Star once flew over the Republic from which you are descended, and our State flower, the Bluebonnet, whose azure beauty blankets our beloved State each spring. (President makes presentation of flag and flower.)2014 The Daughters of the Republic of Texas 132 Manual of Procedure I charge you always to remember your heritage, yours by right of birth, not only as an honored member of The Daughters of the Republic of Texas and the ____________________ Chapter but as an individual Texan. (If a relative or sponsor present wishes to lend her membership pin to the new member for the ceremony, she may pin it on her at this time.)
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Chaplain As we welcome you, Ms. ____________________, we ask that you join us in repeating our Pledge to DRT: Realizing that the heritage to eligibility in the Association of The Daughters of the Republic of Texas is a sacred honor to be cherished, as a member of the _____________ Chapter, I pledge myself to be faithful to its lofty ideals and to guard its interests and achievements. It seems particularly appropriate to reflect on the words found in Job 8:8-10 at this time: Ask the former generations and find out what our fathers learned, for we were born only yesterday and know nothing, and our days on earth are but a shadow. Shall they not instruct you and tell you? Shall they not bring forth words from their understanding? Let us pray: Our Heavenly Father, we lift our hearts in prayer, ever grateful for the blessings of freedom. We thank you for this occasion to welcome a new member into our chapter. May she find a kindredship through friendship and patriotism that shall be ever meaningful to her life. And, dear God, guide our thoughts and efforts as we continue our endeavors to uphold the legacy bequeathed to us by the ancestors we honor, the brave men and women who achieved and maintained the independence that we enjoy today. As we meet with diversity, dear Lord, give us the strength, unity, and foresight that you gave those who came before us. And, Father, guide us in our actions, that we may continue as individuals and as an Association to uphold the goals of freedom for future generations. This we ask in Thy name and for Thy sake. Amen.
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