PRESIDENT TABLE OF CONTENTS OFFICER NOTEBOOK SYSTEM W = peointernational.org / TX W = peotexas.org
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1 PRESIDENT To be kept in the President s Book: Print entire Policies Pertaining to Local Chapters section and all Officer Sections Counsel Booklet for Preacceptance/Postinitiation W Local Chapter Bylaws (copy of 8 ½ x 11 version sent to the recording secretary of TSC) List of Additional Supplies to be kept by President of Local Chapter TX W Forms: (Copy of Form is Optional, if available online) Consent to Select a Charter List W Emblem Return W Request for Emblem of Deceased Member W Request for Emblem of Inactive Member W Sponsor for Membership (presentation of name) W Introduction of a Woman Not a P.E.O. W Chaplain s Prayer Card (COI) W Memorial Service W P.E.O. Wish (Texas form includes Texas projects) TX W P.E.O. Wish Completed form for all chapter members (May be held by chaplain or other designated chapter member) Tellers Report of Ballot (2) (Elective W; Written W) Local Chapter Documents and Finances: (Copy of Form is Optional, if available online) Tax ID # - Bank Information Certificate of Authority W Treasurer's Annual Reports for 6 years Bed & Breakfast documents (if applicable) W Local Chapter Yearbook Checklist TX W Suggestions for Local Chapter Bylaws W
2 Pocket of Binder Instructions to Auditing Committee (two copies) W Texas Tax Exempt Certificate TX W P.E.O. Automobile Insurance (keep copy on file) TX W Claims Reporting Statement (keep copy on file) TX W General Liability Insurance (keep copy on file) W Statement on Circularization (see IOLC) TX W Fundraising Policy and Internet Fundraising Policy (see IOLC) W Outline of Yearly Meeting for Local Chapter Officers W U.S.A. Patriot Act Informational Envelope (or back binder of President s Book) Texas State Chapter Communication: Texas State Chapter President s Letter (current) Nominating Committee Letter (current) The Texan enewsletter TX W Reference Guides: Bylaws, Constitution and Proceedings Online Reference: Chapter Annual Reference Edition (CARE) W P.E.O. Constitution - Three copies with chapter president W Small notebook for names receiving unfavorable ballot Bylaws of Texas State Chapter One copy with chapter president TX W Opening Ode (3 melodies) W Training for Local Officers and Technical Contact (President) W Optional Officer Notebook Cover Page Colors President Vice President Treasurer Corresponding Secretary Recording Secretary Chaplain Guard Yellow Orchid Mint Green Light Blue Pink Gray Peach
3 VICE PRESIDENT Print entire Policies Pertaining to Local Chapters section and Vice President Section Online Reference: Bylaws, Constitution and Proceedings Training for Local Officers (President) W
4 TREASURER Print entire Policies Pertaining to Local Chapters section and Treasurer Section Tax ID # and Bank Information TSC Local Chapter Treasurer s Guide TX W Forms: (Copy of Form is Optional, if available online) TSC Chapter Donation Form TX W TSC Individual Donation Form TX W List of Named Funds Associated with Texas Chapters and Individuals TX W International Chapter Individual Donation Form Tax Deductible Gifts W Notice of Dues W Monthly Report to Chapter W Copies of Treasurer s Monthly Reports (current fiscal year) Copies of completed Project Donation Forms (two years) Supply Order Form W Emblem Order Form (may also order online) W Local Chapter Documents and Finances: (Copy of Form is Optional, if available online) Zip Pouch Annual Report of Treasurer, Form 25 (6 years) Annual Report Summary of Treasurer, Form IRS-LC (6 years) Membership Cards and Receipt Book Checkbook Fundraising Policy and Internet Fundraising Policy (see IOLC) W Online Reference: Bylaws, Constitution and Proceedings See Texas website, Forms & Resources, Treasurer, for information on sales tax and current news Training for Local Officers (Treasurer) W TSC 02/2011
5 CORRESPONDING SECRETARY Instructions to Officers of Local Chapter (IOLC) W Print entire Policies Pertaining to Local Chapters section and Corresponding Secretary Section Membership Records: Chapter Membership History (CMH) may request new report every 5 years or more General Enrollment Book (GEB) (for records before 1980) For chapters organized before 2010 Chapter Membership Summary (CMS) (current) Add membership decreases during year Annual Report of the Corresponding Secretary (ARCS) (current) Add membership increases during year Forms: Pocket List of Supplies for Officers of Local Chapters - W Current Monthly Report to Chapter Correspondence to be Read Change in Membership Form W Monthly Report to Chapter W Lateral Transfer Introduction W Notice of Member Moving W Invitations to Transfer Invitations to Membership Annual Reports and Releases for 6 years Online Reference: Bylaws, Constitution and Proceedings Report of Election of Officers W (includes Technology and Membership) W Report of Delegate to Convention of State Chapter W Training for Local Officers (Corresponding Secretary) W
6 RECORDING SECRETARY Print entire Policies Pertaining to Local Chapters section and Recording Secretary Section Local Chapter Bylaws (copy of 8 ½ x 11 version sent to the recording secretary of TSC) Forms: Minutes outline; form for taking business meeting minutes TX W Instructions to Recording Secretary Instructions for Minutes W P.E.O. Style Record Guide guide for P.E.O. spelling and capitalization W Current reports of Treasurer & Corresponding Secretary Correspondence Read For Minutes Treasurer's Monthly Reports to Chapter (for the auditing committee) Ballots & Envelopes Online Reference: Bylaws, Constitution and Proceedings: Bylaw Requirements TX W Sample Local Chapter Bylaws TX W Suggestions for Local Chapter Bylaws (under Forms President) W Training for Local Officers (Recording Secretary) W
7 CHAPLAIN Print entire Policies Pertaining to Local Chapters section and Chaplain Section List of Supplies for Officers of Local Chapter W Forms: Chaplain s Prayer (card), chapter meeting W Memorial Service see chapter president or online W Online Reference: Bylaws, Constitution and Proceedings: P.E.O. Wish (under Forms & Resources President) TX W
8 GUARD Print entire Policies Pertaining to Local Chapters section and Guard Section Online Reference: Bylaws, Constitution and Proceedings:
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