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StateRegent
Officers TrainingJuly, 2019
Chief administrative officerResponsible to National Board/National RegentEnforce lawsBylawsAppoint all committees/ex-officio memberSend list to National Office ASAPExcept Nominating CommitteeFinancial ReviewSent to National Office annually
Duties of State Regent
VouchersSecretary approves voucher, records and sends to treasurerChecksCounter sign check prepared by State TreasurerChecks signed by other than State RegentPreside overState BoardDistrict DeputiesState ChairmenLocal Court RegentsState DirectoryCompile with contact information
State Regent Duties, continued
Preside over all meetings of State Board and State CourtPrepare agenda-copy for officersBoard itemsCorrespondence-secretaryArrive earlyAppoint state chairmanAppoint District Deputies/State RepresentativeRepresent state at National meetingsVisit local courtsPermission for new courtsRequest 6 month reprieveOnly officer with authority to give permission to disband
State Regent Duties, continued
State Regent presidesQuorum-Majority of state officersMinimum 4 meetings per yearExercise executive and administrative functionsDevelop plans for advancement and businessSet registration fees for stateconventionState Board Standing Rules-updateCheck local courts and take action if neededRecommend dues or assessmentsMust be ratified at next biennial convention
State Board
Court Regent-unless problem is with court regentDistrict Deputy/State RepresentativeState RegentNational SupervisorNational Regent
Chain of Command
Candidates for state officeA letter of endorsement from ALL local court officersDelegates must be voted onAlternates must also be voted-not appointedOnly delegates may voteState and National dues must be paid before seatingParliamentarian appointed but no delegate-no voteMay appoint secretary pro-temAnnual financial review done by committee
State Conventions
CommitteesCredentialsA credential sheet is sent to each delegate and alternate with the call to conventionCredential 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 delegateCredential sheet is presented to Credentials Committee upon registration of delegate.Delegate signs registration sheetName tag must include the word DELEGATEAlternate replacing delegate must be so noted on the credential sheet and name tag must be changed from ALTERNATE to DELEGATE
State Conventions
Credential Committee dutiesAfter registration is closed for the session, a count of registered delegates is taken by the credentials committeeAt 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 strengthThe number of delegates counted must match the number of delegates who have signed the registration sheetSuggestion-each court should have a separate page for their delegates
State Conventions
When an accurate count is determined, the chair presents her reportShe 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 presentCredential Committee will recount delegate cards at the start of each sessionThe report is presented showing all changes in registered delegatesOnly one roll call of delegates will be taken
State Conventions
Elections CommitteeDuties 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 ballotsThe State Secretary prepares the ballotNames for nominating committee members are listed in alphabetical orderCommittee members check the name badge for the term DELEGATEA ballot is given to each voting delegateThe delegate places her vote in the ballot boxBallots are counted by committee members
State Conventions
Members of the elections committee shall work in complete confidentialityThe report is given only by the elections committee chairmanThe chairman names each person nominated and the number of votes receivedThe State Regent repeats the report and declares the persons with the highest number of votes as electedThe report should be given to the State Secretary for the minutes
State Conventions
Financial Review CommitteeCommittee is made up of 3 to 6 membersState Secretary and State Treasurer are present but only in advisory capacity to answer questions and explain entriesItems neededState Secretary’s account and minutes bookState Treasurer’s account bookTreasurer’s receiptsDeposit slipsBank receiptsBank Statements
State Conventions
Committee to Approve MinutesA committee of 3 actively takes notes during the conventionNotes should include-That a quorum was presentMotions made, by whom and that they were adoptedThe full report of candidates and the tellers reportAny counted vote stating number for or against the voteThe 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 suggestionsThe 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 conventionA parliamentarian appointed for the convention serves without a vote and cannot be a delegateA secretary pro-tem may be appointed to record the conventionImmediately 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 possibleEnsure that the minutes of the convention are printed and distributed within four months
State Conventions
Arrive earlyFollow the agendaBe preparedTake breaksFollow dress codeSpeak in turnListen, really listenBe polite, silence your deviseSend thank you notesDon’t bring uninvited guests
Convention Procedures
Contact the guest at least two weeks before the scheduled event to provide a tentative schedule of the meetingAsk for the travel plans of the guestState that transportation to the venue and the return to the airport will be providedCheck on any food allergiesBe aware of any special needs of the guestWheelchair, walker, limited mobilityAt the hotel have the room listed under the guests nameIdentify members to greet and welcome the guest at the hotelEscort 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
MeetingsRegentsStand when conducting businessHave a prepared agendaProvide copies of agenda to members presentBe courteous in tone of voice and mannerIntroduce visitors, prospective members and any guests or dignitaries to the membersBe kind and welcoming
Protocol
Meeting clergy or guestsAt the airportKnow the arrival time of the airline, bus, trainArrive at least 15 minutes before scheduled arrivalGreet by name and add a welcome from the Catholic DaughtersOffer a bottle of waterKnow the lay of the airport-restrooms, foodBe prepared to help with luggageMost importantly, smile!
Protocol
SpeakersDetermine who will speak or offer a prayerDetermine the subject matter of the speechNotify the speaker at least three months before the eventInclude information about the Catholic Daughters if the speaker is not familiar with the organizationThe highest ranking representative from state or national is called upon to speak. Remaining are introducedIf multiple speakers, start with lowest ranking person using a brief informative introductionThe principle speaker is the last called to speak. Introduction should include background, facts, biography, title and name
Protocol
Only the event chairman opens with salutation and litanyIntroduceguestsseated at the head table/dais not the head tableOrder of IntroductionsIntroduce guests from the far left to the podium, then the far right to presiding officer, ending with highest ranking guest
Introductions
Texting while someone is speakingPersonally or to a groupSilence all communication devicesRespond to invitationsSay thank youReturn phone calls in a timely mannerArrive on timeUse a courteous tone and mannerIntroduce guests, visitors, prospective members anddignitariesThink, speak and act with kindness
Common Courtesies andCommon Sense
Preside at all meetingsPrepare an agenda and provide copiesPrint a yearly program bookInclude names and addresses of District Deputy/State Representative,National and State OfficersSet a yearly budgetReview court standing rules each yearObtain permission by motion for any expenditure not included in budget or standing rulesEnforce standing rules of the courtFollow the bylaws of the orderResponsible for transacting all business of the court
Local Court Regent
Read all state and national correspondence Share with courtContact the district deputy/state representative for your courtKnow your state officersAppoint chairmen and participate in the Circle of LoveSpiritualityFamilyQuality of LifeEducationLegislationYouthLeadershipAppoint chairmen for Standing Rules, Budget, Publicity/Public Relations, Membership, Telephone (copy of list to each officer)Appoint a ceremonial coordinator
Local Court Regent
Financial ReviewEvery six months (March 31 and September 30)Those present for Financial ReviewRegentVice RegentRecording SecretaryFinancial SecretaryTreasurerDistrict Deputy/State RepresentativeFinancial Review Committee (3)Signatures at the bank-all 5 officersCountersign all checks with Treasurer
Local Court Regent
Sign all correspondenceEx-officio member of all committees except nominating committeeRepresent the court at meetings of the state courtOnlythe court regent may terminate membership andonlyafter all attempts to retain a member have been exhaustedAfter electionsComplete form 8822-change of addressSend list of new officers to the National OfficeEnsure that all books, files, important information have been turned over to the newly elected officers and appointed chairperson
Local Court Regent
Texting while someone is speakingPersonally or to a groupSilence all communication devicesRespond to invitationsSay thank youReturn phone calls in a timely mannerAllmembers may contact any local, state or national officer or board memberArrive on timeUse a courteous tone and mannerIntroduce guests, visitors, prospective members, dignitariesBe courteous to all membersThink, speak and act with kindness!
Common Courtesies andCommon Sense

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