CHAPTER CREDENTIALS INFORMATION

Transcription

1 National Society Daughters of the American Revolution Committee on Credentials 1776 D Street NW Washington DC February 2019 CHAPTER CREDENTIALS INFORMATION 128 th CONTINENTAL CONGRESS June 26 June 30, 2019 READ THESE INSTRUCTIONS FIRST. THE COMPLETION AND RETURN OF THE CHAPTER CREDENTIALS FORM, IN ACCORDANCE WITH THESE INSTRUCTIONS VALIDATES YOUR CHAPTER S PRIVILEGE TO VOTE. Important Dates: 12/01/18 DUES FOR THE CURRENT YEAR for elected Chapter Representatives must be postmarked showing a postmark cancellation date no later than December 1 preceding Congress. [Bylaws, Article IV. s and Dues, Section 2] 12/01/18 CHAPTER REPRESENTATION for Continental Congress is based on the total number of members with dues for the current year credited by the first day of December preceding Congress. [Bylaws, Article XIII. Chapters, Section 8 (a)] 2/15/19 CREDENTIALS PACKAGES are mailed to the chapters. 4/01/19 DELEGATES AND ALTERNATES must be elected on or before April 1, 2019 [Bylaws, Article XIII. Chapters, Section 9] 4/15/19 CHAPTER CREDENTIALS FORM with a chapter check in the amount of $40 for each voter choosing to pre-register is made payable to the Treasurer General. The credentials form must have a postmarked cancellation date no later than April 15, /24 6/30/2019 ALL VOTERS, even pre-registered, must confirm their registration before assuming their status as delegates. They will be required to show valid personal identification with a signature, such as a driver s license or credit card when registering. (See Standing Rules) Registration fees shall be $40 for delegates, alternates, and non-voting members if paid at the time the credentials are filed. Otherwise, the fees shall be increased to $50 on-site. Voter badges are distributed at the time of registration with the Credentials Committee in the O Byrne Room of the Administration Building. Document No. OSG-CRE-1001 (Revised January 2019) 1

2 DETERMINING THE NUMBER OF CHAPTER REPRESENTATIVES DELEGATES: The number of Delegates (voters) from the chapter is determined by the number of members whose dues have been credited on or before December 1, See schedule below. [Bylaws, Article XIII. Chapters, Section 8] 8 (Units Overseas) the Regent or First Vice Regent = 1 voter members the Regent or First Vice Regent = 1 voter members the Regent or First Vice Regent plus 1 Delegate = 2 voters members the Regent or First Vice Regent plus 2 Delegates = 3 voters members the Regent or First Vice Regent plus 3 Delegates = 4 voters members the Regent or First Vice Regent plus 4 Delegates = 5 voters members the Regent or First Vice Regent plus 5 Delegates = 6 voters members the Regent or First Vice Regent plus 6 Delegates = 7 voters members the Regent or First Vice Regent plus 7 Delegates = 8 voters Chapters with memberships exceeding 349 will have an additional delegate added for each 50 members. ALTERNATES: Two (2) Alternates are elected for each voter. IMPORTANT: A Chapter Alternate who is to replace a Voter (Regent or Delegate) must have a written statement signed by the Chapter Regent giving the name and voting position of the person she is replacing. This statement may be mailed or presented at the time of registration to the Continental Congress. ELIGIBILITY REQUIREMENTS FOR CHAPTER REPRESENTATIVES [Bylaws, Article IV. s and Dues, Section 2; Article VIII. Meetings, Section 3; Article XIII. Chapters, Section 8, 9] Annual national dues are current showing a postmark or cancellation date no later than December 1 of the year preceding the Continental Congress. A member must have belonged to the chapter at least one continuous year immediately preceding the Continental Congress except the Regent or the First Vice Regent of a newly organized chapter, as provided in Article XIII. Chapters, Section 8. REPRESENTATION: The representation of a chapter at any meeting of the National Society during the year beginning January first, is based upon the number of members whose dues for the current year were credited the first day of December preceding Continental Congress, except as follows: a) A chapter organized and confirmed by the National Board of Management after the first day of February is allowed representation by the Regent only, or in her absence by the First Vice Regent; b) The right to elect delegates and alternates extends from the date the chapter is confirmed and recognized by the National Board of Management. This date must be at least one year prior to the opening day of Continental Congress. Confirmation in the month of Congress the year previous shall be deemed to be one year; Document No. OSG-CRE-1001 (Revised January 2019) 2

3 c) Chapters merged during the year are eligible for representation according to the number of members with dues credited for the current year by the first day of December; d) A Life Member is counted in the basis for representation of the chapter. ADVANCE REGISTRATION FOR DELEGATES AND ALTERNATES Advance Registration for chapter delegates and alternates must be indicated on the Chapter Credentials Form in the appropriate column opposite her national number and name. Advance Registration s are NON-REFUNDABLE but may be transferred to another representative from the same chapter. Chapters may collect the fee of $40 from each representative choosing to pre-register. Only one chapter check payable to the Treasurer General, NSDAR for the total amount for the delegates and alternates should be sent with the Chapter Credentials Form. COMPLETING THE CHAPTER CREDENTIALS FORM The current Chapter Regent is responsible for the proper completion of the Chapter Credentials Form after the election on or before April 1, 2019 of Chapter Delegates and Alternates. Type or print the national numbers and names. Mark the boxes (X) if the pre-registration payment is included. List only the elected delegates and alternates who will attend Continental Congress. The following three (3) Chapter Officers must sign the Chapter Credentials Form: Regent, Recording Secretary, and Treasurer. Please submit one copy of the Credentials form with a chapter check or money order in the enclosed addressed envelope to the Committee on Credentials, 1776 D St NW, Washington, DC You may obtain a Certificate of Mailing from your USPS. This will provide proof from the post office that the mailing was posted. If you wish a return confirmation, you may enclose a stamped, self-addressed postcard. Also, please make a copy and forward to your State Regent. Both mailings must be postmarked showing a Federal Postal Service, or other carrier, cancellation date no later than April 15, RETAIN A COPY for your chapter s file. If the Chapter Regent is attending Continental Congress, the First Vice Regent can only be a voter if she is elected as a Delegate or an Alternate. If the Chapter Regent is unable to attend Continental Congress, the First Vice Regent automatically takes her place as the voter. If neither the Regent nor the First Vice Regent can attend, the first elected Alternate becomes the voting delegate. The number of chapter voting representatives (delegates) is based on the total number of chapter members with dues credited by December 1, 2018, and may differ from the total number of chapter members. Please note that members accepted at the December 2018 Board meeting, are not included in the total count for the chapter. Document No. OSG-CRE-1001 (Revised January 2019) 3

4 The Chapter Regent or the First Vice Regent holding office at the time the representatives are elected to attend Congress will be the voter for the chapter. Do not alter the preprinted information on the Chapter Credentials Form. A Non-voting attendee of Congress cannot be changed to an Alternate in order to be a voter. All elected Alternates MUST be listed on the Chapter Credentials Form and cannot register as Nonvoting attendees. 128 th CONTINENTAL CONGRESS REGISTRATION TIMES ALL CONGRESS ATTENDEES WILL REGISTER IN THE O BYRNE ROOM DURING THE FOLLOWING TIMES. ALTERNATE TO DELEGATE TRANSFERS WILL BE MADE DURING REGISTRATION HOURS. REGISTRATION HOURS: Monday June 24 th 11:00 a.m. until 6:00 p.m. Tuesday June 25 th 8:00 a.m. until 6:00 p.m. Wednesday June 26 th 8:00 a.m. until 4:00 p.m. Thursday June 27 th 8:00 a.m. until 4:00 p.m. Friday June 28 th 8:00 a.m. until 3:00 p.m. VOTING HOURS: REGISTRATION CLOSED Saturday June 29 th 8:00 a.m. until 2:00 p.m. Document No. OSG-CRE-1001 (Revised January 2019) 4

5 National Society Daughters of the American Revolution Chapter Credentials Form for The 128 th Continental Congress June 26 June 30, 2019 The Chapter Credentials Form must be returned to Committee on Credentials, 1776 D St NW, Washington, DC with a cancellation date no later than April 15, INSTRUCTIONS: Do not alter the preprinted information given on this form. Mark (X) in the box if you or the Vice Regent will not be attending. Print the name of the Vice Regent (if replacing Regent) in the space provided. Mark (X) in the $40 fee box if advance registration payment is included. If advance payment is not included, the cost of registration will be $50 upon arrival at Continental Congress. List only the elected delegates and alternates. DO NOT elect a separate voter to represent the non-attending regent. The first elected alternate will be the voter if neither the Regent nor the First Vice Regent is attending. CHAPTER REPRESENTATIVES Chapter Name: Computer Code: Available Count 1/1/2019: REGENT: Or First Vice Regent if replacing Regent (List only one): $40 National Number Name DELEGATES: (List in order elected) $

6 ALTERNATES: (List in order elected - please note the alternate number - 2 alternates for each voter) National Number Name $40 National Number Name $ TOTAL ADVANCE REGISTRATION FEE FOR VOTING $ (Check Enclosed) I CERTIFY that the above Delegates and/or Alternates to the 128 th Continental Congress were duly elected at a regular chapter meeting held on day of 2018/2019. Signed Date Recording Secretary I CERTIFY the Dues for (print number) chapter members including the dues for each of the above named and duly elected delegates and alternates were postmarked with a cancellation date no later than December 1, Signed Date Treasurer I CERTIFY that all of the above is correct in accordance with the Bylaws and Standing Rules of the National Society. Signed Date Regent