Officers Training July, 2019 State Regent Officers Training July, 2019

Duties of State Regent Chief administrative officer Responsible to National Board/National Regent Enforce laws Bylaws Appoint all committees/ex-officio member Send list to National Office ASAP Except Nominating Committee Financial Review Sent to National Office annually

State Regent Duties, continued Vouchers Secretary approves voucher, records and sends to treasurer Checks Counter sign check prepared by State Treasurer Checks signed by other than State Regent Preside over State Board District Deputies State Chairmen Local Court Regents State Directory Compile with contact information

State Regent Duties, continued Preside over all meetings of State Board and State Court Prepare agenda-copy for officers Board items Correspondence-secretary Arrive early Appoint state chairman Appoint District Deputies/State Representative Represent state at National meetings Visit local courts Permission for new courts Request 6 month reprieve Only officer with authority to give permission to disband

State Board State Regent presides Quorum-Majority of state officers Minimum 4 meetings per year Exercise executive and administrative functions Develop plans for advancement and business Set registration fees for state convention State Board Standing Rules-update Check local courts and take action if needed Recommend dues or assessments Must be ratified at next biennial convention

Chain of Command Court Regent-unless problem is with court regent District Deputy/State Representative State Regent National Supervisor National Regent

State Conventions Candidates for state office A letter of endorsement from ALL local court officers Delegates must be voted on Alternates must also be voted-not appointed Only delegates may vote State and National dues must be paid before seating Parliamentarian appointed but no delegate-no vote May appoint secretary pro-tem Annual financial review done by committee

State Conventions Committees Credentials A credential sheet is sent to each delegate and alternate with the call to convention Credential sheet must include delegates name, court name and number, a statement signed by the court regent and financial secretary that the member is a duly elected delegate. Must also be signed by delegate Credential sheet is presented to Credentials Committee upon registration of delegate. Delegate signs registration sheet Name tag must include the word DELEGATE Alternate replacing delegate must be so noted on the credential sheet and name tag must be changed from ALTERNATE to DELEGATE

Credential Committee duties State Conventions Credential Committee duties After registration is closed for the session, a count of registered delegates is taken by the credentials committee At the opening of the convention, a Roll Call of delegates is taken by the State Secretary. The committee will retire outside of the room to count the number of delegates for voting strength The number of delegates counted must match the number of delegates who have signed the registration sheet Suggestion-each court should have a separate page for their delegates

State Conventions When an accurate count is determined, the chair presents her report She lists the number of voting delegates both potential and actual by title-National Representative, State Officers, Past State Regents, Local Court Officers, Delegates. Quorum is one half plus one of the total number of delegates present Credential Committee will recount delegate cards at the start of each session The report is presented showing all changes in registered delegates Only one roll call of delegates will be taken

State Conventions Elections Committee Duties of the Elections Committee include overseeing the election, writing the names of nominations taken from the floor on a white board or blackboard and counting the ballots The State Secretary prepares the ballot Names for nominating committee members are listed in alphabetical order Committee members check the name badge for the term DELEGATE A ballot is given to each voting delegate The delegate places her vote in the ballot box Ballots are counted by committee members

State Conventions Members of the elections committee shall work in complete confidentiality The report is given only by the elections committee chairman The chairman names each person nominated and the number of votes received The State Regent repeats the report and declares the persons with the highest number of votes as elected The report should be given to the State Secretary for the minutes

Financial Review Committee State Conventions Financial Review Committee Committee is made up of 3 to 6 members State Secretary and State Treasurer are present but only in advisory capacity to answer questions and explain entries Items needed State Secretary’s account and minutes book State Treasurer’s account book Treasurer’s receipts Deposit slips Bank receipts Bank Statements

Committee to Approve Minutes State Conventions Committee to Approve Minutes A committee of 3 actively takes notes during the convention Notes should include- That a quorum was present Motions made, by whom and that they were adopted The full report of candidates and the tellers report Any counted vote stating number for or against the vote The secretary (or secretary pro-tem) sends her original minutes to each committee member. She then makes corrections and files the official copy that is corrected

State Conventions Final suggestions The State Regent writes a report for the convention packet on the status of the State Court, the regents travels and visits and presents it at the convention A parliamentarian appointed for the convention serves without a vote and cannot be a delegate A secretary pro-tem may be appointed to record the convention Immediately after the state convention complete the new officers list and send it to National. State chairmen and district deputies must also be sent as soon as possible Ensure that the minutes of the convention are printed and distributed within four months

Convention Procedures Arrive early Follow the agenda Be prepared Take breaks Follow dress code Speak in turn Listen, really listen Be polite, silence your devise Send thank you notes Don’t bring uninvited guests

Protocol Contact the guest at least two weeks before the scheduled event to provide a tentative schedule of the meeting Ask for the travel plans of the guest State that transportation to the venue and the return to the airport will be provided Check on any food allergies Be aware of any special needs of the guest Wheelchair, walker, limited mobility At the hotel have the room listed under the guests name Identify members to greet and welcome the guest at the hotel Escort guests to food table first, then remainder orderly

Protocol Introducing clergy at the convention “Your Eminence, First Name, Cardinal, Last Name, it is my privilege to present to you, the Catholic Daughters of the Americas” Your Excellency, Archbishop/Bishop name, it is my privilege to present to you, the Catholic Daughters of the Americas

Protocol Meetings Regents Stand when conducting business Have a prepared agenda Provide copies of agenda to members present Be courteous in tone of voice and manner Introduce visitors, prospective members and any guests or dignitaries to the members Be kind and welcoming

Protocol Meeting clergy or guests At the airport Know the arrival time of the airline, bus, train Arrive at least 15 minutes before scheduled arrival Greet by name and add a welcome from the Catholic Daughters Offer a bottle of water Know the lay of the airport-restrooms, food Be prepared to help with luggage Most importantly, smile!

Protocol Speakers Determine who will speak or offer a prayer Determine the subject matter of the speech Notify the speaker at least three months before the event Include information about the Catholic Daughters if the speaker is not familiar with the organization The highest ranking representative from state or national is called upon to speak. Remaining are introduced If multiple speakers, start with lowest ranking person using a brief informative introduction The principle speaker is the last called to speak. Introduction should include background, facts, biography, title and name

Order of Introductions Only the event chairman opens with salutation and litany Introduce guests seated at the head table/dais not the head table Order of Introductions Introduce guests from the far left to the podium, then the far right to presiding officer, ending with highest ranking guest

Common Courtesies and Common Sense Texting while someone is speaking Personally or to a group Silence all communication devices Respond to invitations Say thank you Return phone calls in a timely manner Arrive on time Use a courteous tone and manner Introduce guests, visitors, prospective members and dignitaries Think, speak and act with kindness

Local Court Regent Preside at all meetings Prepare an agenda and provide copies Print a yearly program book Include names and addresses of District Deputy/State Representative, National and State Officers Set a yearly budget Review court standing rules each year Obtain permission by motion for any expenditure not included in budget or standing rules Enforce standing rules of the court Follow the bylaws of the order Responsible for transacting all business of the court

Local Court Regent Read all state and national correspondence Share with court Contact the district deputy/state representative for your court Know your state officers Appoint chairmen and participate in the Circle of Love Spirituality Family Quality of Life Education Legislation Youth Leadership Appoint chairmen for Standing Rules, Budget, Publicity/Public Relations, Membership, Telephone (copy of list to each officer) Appoint a ceremonial coordinator

Local Court Regent Financial Review Every six months (March 31 and September 30) Those present for Financial Review Regent Vice Regent Recording Secretary Financial Secretary Treasurer District Deputy/State Representative Financial Review Committee (3) Signatures at the bank-all 5 officers Countersign all checks with Treasurer

Local Court Regent Sign all correspondence Ex-officio member of all committees except nominating committee Represent the court at meetings of the state court Only the court regent may terminate membership and only after all attempts to retain a member have been exhausted After elections Complete form 8822-change of address Send list of new officers to the National Office Ensure that all books, files, important information have been turned over to the newly elected officers and appointed chairperson

Common Courtesies and Common Sense Texting while someone is speaking Personally or to a group Silence all communication devices Respond to invitations Say thank you Return phone calls in a timely manner All members may contact any local, state or national officer or board member Arrive on time Use a courteous tone and manner Introduce guests, visitors, prospective members, dignitaries Be courteous to all members Think, speak and act with kindness!