1. Officers Training July, 2019
State Regent
Officers Training
July, 2019

2. 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

3. 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

4. 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

5. 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

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

7. 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

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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!

21. 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

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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!