the daughters of the republic of texas chapter , (city, state) · 2017-07-06 · the daughters of...
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The Daughters of the Republic of Texas
_________________________ Chapter
__________________________, (City, State)
Chapter Officer Handbook
President
1
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”
Always check for the latest forms, as they are regularly updated.)
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
2
DUTIES
I. CHAPTER PRESIDENT DUTIES
as Defined by the DRT Bylaws and Manual of Procedure, Chapter Bylaws,
and Robert’s Rules of Order, Latest Edition
DRT BYLAWS - Article X, SECTION 6. Chapter Officers, B
In addition to the usual duties found in Robert’s Rules of Order Newly Revised, and duties listed in the
MOP, chapter officers shall have the following duties:
The chapter President shall:
a. Send DRT HQ the list of new officers as defined in the MOP.
b. Submit reports and forms as required by the MOP. 32
c. Sign all applications for membership.
d. 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
General Information for Chapter Officers
Chapter officer elections and terms of office are defined in DRT Bylaws Article X, Sec. 6, and
general chapter information is in Bylaws Article X. All chapter officers are encouraged to own
and be familiar with the current DRT Bylaws and MOP available on the member’s website.
Chapters should include in their Bylaws a provision for the replacement of non- functioning
officers.
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, in accordance with the Chapter’s
Bylaws, 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
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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 May 1, the Annual Chapter Narrative Report to
the Annual Proceedings Chair, and the District Representative. She shall complete and submit
by April 22 each year the four (4) completed Award Forms to the Awards Committee Chair,
covering the period from April 16 of the previous year to April 15 of the current year [See
Award Forms in FORMS Section of the DRT Members website]. (MOP Page 39 and 40)
If no chapter member or District Representative attends Annual Convention or picks up its
chapter packet, including awards and other certificates, the District Representative shall deliver
the packets to the chapters.
For a Chapter to endorse its member(s) to the Nominating Committee and 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 the
Nominating Chairman, by March 1. It may be submitted by e-mail only if the form is scanned and
shows the signatures [See Bylaws, Article IV, and Chapter Forms Section of the DRT member’s
website.)
CHAPTER BYLAWS PRESIDENT DUTIES (to be added by Chapter)
(Space is provided below for questions or notes about duties specific to your chapter.)
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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.),
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
(1) Chapter Award Forms 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.)
(2) Annual Chapter Narrative must be sent to the Annual Proceedings Chair, and
District Representative by May 1st
. 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 and District Representative, if requested.
2. Send all chapter correspondence as needed.
Periodically checking the Chapter DRT mail at the Bluehost website and answer
correspondence.
www.login.bluehost.com
The user name = the name of your chapter @drtinfo.org
(example: [email protected]
The password = the name of the city of your chapter plus the year it was founded:
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(example: houston1934)
Questions or help should be sent to the DRT webmaster at [email protected].
o 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,
o Using all available opportunities to bring positive media attention to DRT
and your chapter activities,
o Encouraging the publicity and observance of State Honor Days: (see Honor
Days Press Release information, p. 21)
September, 3rd
Saturday Texian Navy Day
September 18 Texas Heroes Day
October 2 Gonzales Day
November 3 Stephen F. Austin’s Birthday
November 6 DRT Founders Day
December 9 Siege of Bexar
January 26 Mirabeau B. Lamar Texas Honor Day
February 19 Texas Statehood Day
March 2 Texas Independence and Flag Day
March 6 Alamo Heroes Day
March 27 Goliad Heroes Day
April 21 San Jacinto Day,
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 officers 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.” (Example 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/June.
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
March 1st
before the Convention in May, to the Nominating Chairman (MOP Page 28).
7. The Chapter President informs the chapter that DISTRICT REPRESENTATIVE &
ALTERNATE and the NOMINATING COMMITTEE & ALTERNATE NOMINATIONS
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are the focus of District Meetings in odd-numbered years. If the Chapter submits a
nominee for District Representative or Nominating Committee member, 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 CHECKLISTS
(Space is provided at the end of each month’s list for local chapter reminders and notes.)
May/June
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 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 Six 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 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 Founders Day). Refer to Honor Days Press Releases, p. 21. 4. In even-number years, submit Proposed Bylaw changes by the November 15
th 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 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.) 3. Observe DRT Honor Days (December 19
= Siege of Bexar Texas Honor Day). Refer to
Honor Days Press Releases, p. 21.
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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
= Mirabeau B. 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. Submission Deadline: Chapter Endorsement of Nominees for Officers General sent in
writing to the Nominating Committee Chair in odd numbered years, form on website. (see
MOP Page 28) 3. Chapter Meeting. (See Attached Sample Agenda, p. 22.)
4. Observe DRT Honor Days (March 2nd
= Texas Independence & Flag Day,
March 6th
= Alamo Heroes Day, March 27 = Goliad Heroes Day). Refer to Honor Days
Press Releases, p. 21.
5. Begin collecting volunteer hours to be reported in April (See Sample, p. 25) 6. 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.
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 District Representative and Recording Secretary General (see p. 15 and p. 20).
5. Attend State Convention.
DRT CHAPTER CHECKLIST by Month
June
01 DRT Fiscal Year begins (Bylaws Article II, Sec. 1).
01 All Convention information sent electronically to Annual Proceedings Chair.
01 CRT Submission Deadline: CRT Officers General Projects due to CRT Director and
CRT President General.
20 Filing Deadline: Chapters on monthly remittance schedule must remit collected sales tax
to State Comptroller’s Office (monthly remittance due 20th
of every month.
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30 Submission Deadline: Chapter Treasurer sends completed DRT Chapter entity form to
Treasurer General.
Jun-Aug
01 Essay topics, Laura Lanigan Texas History Essay Contest for 4th
and 7th
grades,
announced by Historian General so Chapters can notify interested schools.
July
01 Chapter treasurers send second dues notice to members.
01 1st Chapter Dues Report: Dues Reporting Form, the Dues Reconciliation Form and a check
payable to DRT for the State dues should be mailed to DRT Headquarters.
August
01 2nd
Chapter Dues Report
01 Final Dues Report one month before Final Dues Report Deadline required to qualify for
Membership Award. Mail to DRT Headquarters.
Aug – Oct Chapter Endorsement of Nominees for District Representative and Alternate and
Nominees for Nominating Committee member and Alternate sent in writing to District
Representative prior to District Meeting.
September
01 Dues Deadline: Members to chapter treasurer: unpaid members become Inactive.
07 Final Dues and Reconciliation Report from Chapter Treasurer to Headquarters (Bylaws
Article II, MOP Page 56). Chapter Forms on DRT Members’ website.
mid 3rd
Saturday, Texian Navy Day.
18 Texas Heroes Day.
October
01 Filing Deadline for chapter treasurer to remit sales tax to State Comptroller.
02 Gonzales Day.
07 Final Chapter Dues Report Reconciliation and Chapter check sent by chapter treasurer to
Headquarters postmarked by this date.
15 IRS Filing Deadline for chapter treasurer to e-file form 990EZ or 990N to maintain 501(c)3
tax exempt status, include previous year’s Volunteer Hours (Chapters with $50,000 gross
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revenue file 990N, Chapters with less file 990EZ).
31 Virginia M. Law Research Book Award entry deadline. Mailed to DRT Headquarters/for
Library Collection committee
31 June Franklin Naylor Book Award entry deadline. Mailed to DRT Headquarters/for
Library Collection Committee.
November
01 Stephen F. Austin’s Birthday
06 DRT Founders Day
15 Submission Deadline: Bylaw Amendment Proposals must be received by the Bylaws
Committee Chair in odd numbered years for consideration at next convention, form on website.
December
10 Submission Deadline: entries in Republic of Texas Museum Art Contest sent to DRT
Headquarters (form on website).
18 Siege of Bexar Day
31 Submission Deadline: Chapter contributions to President General’s Project sent to
Headquarters to qualify for President General’s Project Award (form on website).
January
Mid Essay and Teacher contest materials sent by Historian General due to chapters for judging
and selection of chapter winners.
20 Filing Deadline: Chapters on an annual remittance schedule remit collected sales tax to
State Comptroller’s Office.
26 Mirabeau B. Lamar Day
February
01 Senior Members Award: Awards Chair contact some chapters to verify possible
qualifying members for 25, 50 or 75 year certificates.
19 Texas Statehood Day
28 Elaine B. Davis Research Award entry deadline.
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March
01-31 Texas History Month
01 Membership applications approved by Registrar General on/after this date not liable for
additional dues until the following year. (DRT Bylaws, Article II. Section 2.c)
01 Submission Deadline: Chapter Endorsement of Nominees for Officers General sent in
writing to the Nominating Committee Chair in odd numbered years, form on website. (MOP
Page 28)
01 Chapters respond to Awards Chair re senior members eligible for certificates.
01 Submission Deadline: Chapters transmit 4th
and 7th
Grade Essay and Texas History
Teachers to District Representative for final judging.
02 Texas Independence and Flag Day
06 Alamo Heroes Day
10 Submission Deadline: entries for Mamie Wynne Cox Award sent to Historian General.
Mid At least 60 days before Convention, Bylaws Committee distributes proposed Bylaw
Amendments to Chapters in even numbered years.
Mid Headquarters sends Chapter Membership Roll to chapter treasurers for correction. If
chapters send membership changes as they occur, the roll will be correct.
27 Goliad Heroes Day
April
01 Membership applications approved by Registrar General on/after this date not liable for
additional dues until the following year.
01 Nominating Committee distributes slate and bios to chapters and website. (MOP Page 29)
Mid Convention Registration by members at least 30 days prior to Convention to avoid $10 late
fee.
15 Notification Deadline: receipt by Chaplain General of members’ deaths reported by
chapter chaplains for inclusion in Memorial Service at Convention.
21 San Jacinto Day
22 Submission Deadline: Chapter Awards Forms postmarked by or sent electronically to
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Awards Chair, include Volunteer Hours from Apr 16 last year to Apr 15 this year.
Highest possible score on each of six required for Six Star Chapter Award.
Apr-May
Odd numbered years, Chapter Presidents notify Headquarters and District Representative
immediately of chapter officers elected and their contact information.
May
01 Submission Deadline: DRT and CRT Chapter Annual Narrative Reports sent electronically
to Annual Proceedings Chair, Recording Secretary General and District Representative.
01 Submission Deadline: BOM and Committee Annual reports sent electronically to Annual
Proceedings Chair, President General and Recording Secretary General.
01 Chapter treasurers return corrected Membership Roll to Custodian General/Headquarters.
01 Chapter treasurers send Dues Notice to members.
01 Submission Deadline: entries for Grandmother of the Year, CRT Roth Trophy, Haltom
Trophy and Scholarship Award to CRT Director.
Mid Opening Day of Convention: Chapters take Chapter Flag
31 DRT Fiscal Year Ends
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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 Narrative 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)
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.”)
Highest of the awards is the Six-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 due May 1 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, , and District Representative are
recipients.) What happens to the reports? They become part of the official DRT Annual Proceedings,
published following Convention. (See DRT Bylaws, Article VIII, Section 5 and MOP, p. 55.) A
sample Narrative is provided on p. 20.
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19
20
DRT Chapter Annual Narrative Sample
(Make sure you double check maximum number of words allowed.)
_ 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.
CRT Chapter Annual Award Narrative
_ _ Chapter _ _, District IV
(city)
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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
(Refreshments)
CALL TO ORDER
CHAPTER MONTHLY AGENDA
Date:
(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 meals, 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 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, Deceased Member Report Form, to report a
chapter member's death to the Chaplain General, and 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.
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
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.) 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.