ELECTRA PROVINCE DUTIES OF ELECTRA PROVINCE PRESIDENT Keep in close contact with the Electra Province Board (Vice President, Educational Director, Recording Secretary, Corresponding Secretary, Treasurer, and Immediate- Past President) and the Electra Province National Trustee concerning matters of importance. PRE-CONCLAVE MEETING: 1. Notify Electra Province Board Members of the time and place for the Pre- Conclave Meeting. 2. Review Conclave business session agendas. 3. Address any questions, issues, or concerns. 4. Confirm Electra Province (incoming) Vice President is prepared to announce a Membership Theme for the new year. 5. Confirm all Conclave Committee Appointments have been made. POST-CONCLAVE MEETING: 1. Thank and congratulate all Electra Province Officers for a wonderful Conclave. 2. Verify with the Electra Province Treasurer that the hotel bill has been paid for all Electra Province Officers. 3. Review, if necessary, the duties of the Electra Province Officers. 4. Ask all Electra Province Officers to transfer the properties of their outgoing office to the incoming officer, offer advice and answer any questions concerning their new duties. 5. Discuss a date for the Electra Province Mid-Year Meeting: a. If a National Convention will follow Conclave that year, the meeting should be held in January so that matters related to the National Convention can be completed by January 31 st. If the meeting cannot be held by January 31 st, then all business related to the National Convention should be completed via mail/email/phone by January 31 b. If it is not a year for the National Convention the meeting can be held in January or February c. Inform the Electra Province Recording Secretary to have a rough draft of the Conclave Minutes ready for review at the Mid-Year meeting 6. Remind the Electra Province Corresponding Secretary to send the proper Thank You and Congratulatory notes after Conclave. Page 1 of 7
7. Advise all Electra Province Officers to send an article for the first issue of the Electra Province Pleiad. 8. Advise all Electra Province Officers that all copies of correspondence should be sent to all Province Officers. Include the Province Trustee on all important correspondences. OCTOBER: 1. Firm up a date for the Electra Province Mid-Year meeting. 2. Remind the Electra Province Recording Secretary to have the previous Mid-Year meeting Minutes and Conclave Minutes ready for review at Mid-Year. 3. Instruct the Electra Province Treasurer to send advances to the following (if not already done): a. $200.00 to the Conclave Treasurer or Chairman for the coming year b. Contact the Chapter publishing the Electra Province Pleiad whether they would like the $200.00 budgeted at this time, or whether they will wait to submit a bill at Conclave c. Contact the Electra Province Corresponding Secretary and ask if she would like to have the money budgeted at this time, or whether she will submit a bill at the Mid-Year and/or Conclave meeting(s). 4. Notify N.E.S.T. of all the new Electra Province Officers. NOVEMBER: 1. Write to each Chapter President about the upcoming Mid-Year Meeting and provide the following information: a. Date of the upcoming Mid-Year meeting b. Request nominations for the Bettye Bielfeldt Award. (Include the qualifications for the Bettye Bielfeldt award) c. Request any agenda items or suggestions the Chapter would like addressed by the Electra Province Board at Mid-Year meeting d. Instruct the Chapters to submit the information by a certain date 2. Review the letters in the Bettye Bielfeldt Nominee file. If the request is over five (5) years old, send a letter to the individual who wrote the letter, inform them that the nomination has expired, and encourage her to re-submit the individual s name if she so wishes. (Must be done prior to the Mid-Year meeting). 3. Traditionally the Mid-Year meeting is held in the city in which the Electra Province President lives, however, the President can hold the meeting in another city is she wishes. 4. Find and reserve hotel rooms to hold the Mid-Year meeting, if necessary. If you are unsure how many people will be attending, reserve enough space to accommodate the maximum number of people who might attend. You can always cancel later. The meetings may be held in homes of Sorority Sisters if there are enough Sisters willing to open their homes. 5. The Electra Province Treasurer will be instructed to pay for the rooms, if needed. Page 2 of 7
DECEMBER: 1. Make up the Electra Province Mid-Year agenda. 2. Write the Mid-Year President s Report. 3. Send invitations to attend the Electra Province Mid-Year meeting to: a. Electra Province National Trustee b. N.E.S.T., especially if she is from Electra Province c. National President and National Vice President d. Loretta Cutler Electra Province Scholarship Fund Treasurer, if the meeting is held in the city where the Treasurer lives 4. Mid-Year meals: a. If possible make a reservation at an area restaurant for Friday night dinner b. Write a letter to the Hosting Chapter asking if they will provide a simple lunch (soup or sandwiches or salad) for Saturday. Lunch is usually brought to the business meeting location c. Write a letter to the Hosting Chapter asking if they will host dinner on Saturday night. This is usually held at the home of one of the Chapter members d. Sunday breakfast is usually at the home of the President. If Board members choose to go to a restaurant, it is self-pay 5. Request written reports for Mid-Year from: a. All Electra Province Officers b. Conclave Hosting Chapter for the current year c. National Convention Chairperson (if Electra is scheduled to host) 6. Make the following appointments, if possible, prior to the Mid-Year meeting: a. Electra Province Nominating Committee which consists of 4 Past Presidents (ask Immediate Past President to Chair the Committee) b. Parliamentarian for Conclave c. New member for (4) four years to the Electra Province Loretta Cutler Scholarship Committee. Verify current Committee members are willing to step up to the next level d. Contact the next Chapter on the Conclave rotation chart and request that they make a bid at Conclave in October i. NOTE: If Chapter A agrees to do Conclave and asks Chapter B to Co-host Conclave, Chapter B is still in the rotation to host Conclave. Co-hosting does not count as your turn in the rotation. e. Notify the next Chapter responsible for the publication of the Pleiad for the upcoming year. They should be prepared to announce the submission deadlines at Conclave. i. The rotation is tricky. It rotates through the states in alphabetical order and the Chapter within the state rotates by Greek letter. Rotation example: KS Alpha KS Theta NE Zeta NE Eta KS Beta KS Kappa MO Delta (repeat) Page 3 of 7
JANUARY/FEBRUARY 1. About two weeks prior to Mid-Year meeting, send a letter to the Electra Province Officers reminding them what they will need to do and bring for the Mid-Year meeting. The letter should include: a. Mid-Year Meeting Location, Date, Time, Directions b. Friday dinner Location, Time, Directions c. Brief description of the meeting agenda d. Reminder to bring 10 copies of their Mid-Year report e. Reminder to bring copies of any letters or other information that will be discussed f. Reminder- gift exchange (if participating) g. Reminder- Road conditions could be bad Travel only if you feel safe in doing so FEBRUARY / MARCH: 1. Write Thank you notes to: Chapters that hosted Mid-Year lunch and Saturday dinner Board members for gifts exchanged 2. If any Chapters or members sent letters to be considered by the Board during the Mid-Year meeting, write a response explaining what action was taken and thank them for writing. 3. After the Mid-Year meeting, write a summary of the meeting for the Pleiad as well as to the Electra Province National Trustee, especially if she did not attend the meeting. Keep a copy of all material provided during the meeting. 4. Write a letter to each Chapter with the Electra Province Board updates. 5. Write an article for the Electra Province Pleiad. APRIL / MAY: 1. April send to the Nominating Committee Chair: Duties of this office Committee member names Duties of each Electra Province Board member Deadlines to be met 2. Begin thinking about the following appointments for the Conclave Committees: a. Province Treasurer Auditing Committee b. Scholarship Auditing Committee c. Participation Committee d. Resolution of Thanks Committee e. Constitution and Bylaws Committee (2 year commitment) 3. Contact the Conclave Chairperson(s) to get a report on progress of Conclave. JUNE: 1. Contact the Electra Province Nominating Committee Chair to confirm that she has sent out the letter requesting nominations for the Electra Province Board. Page 4 of 7
2. Contact each Electra Province Board member to follow-up on their responsibilities: a. Vice President -- update on Installation of Officers, Initiation, Memorial Service, and Pledging Ceremony b. Educational Director Achievement Contest update c. Recording Secretary Conclave and Mid-Year meeting Minutes d. Corresponding Secretary Electra Province roster updates e. Treasurer Fundraiser update f. Past President History update and Bettye Bielfeldt Award. 3. Fifty year member members will be recognized but the awards are given out at the National Convention. The N.E.S.T. will inform the Electra Province President. JULY: 1. Conclave Appointments: Write letters requesting individuals to perform the duties listed below. If they will not be able to perform these duties, they should let you know by a specified date. a. (2 sisters) Electra Province Treasurer Auditing Committee b. (2 sisters) Electra Province Scholarship Auditing Committee c. (2 sisters) Electra Province Participation Committee d. (2 sisters) Electra Province Resolution of Thanks Committee e. (2-6 sisters) Escorts for National Officers for Saturday f. (2 sisters) National Collect & Pledge of Allegiance for Saturday & Sunday g. (1 sister) Electra Province Rules of Conclave h. (6 sisters) Sergeant-At-Arms for Saturday and Sunday business meetings, Initiation Ceremony, Memorial Service, and any other ceremony as needed i. (1 sister) to serve as Parliamentarian (selected at Mid-Year). Traditionally the Electra Province President will select new initiates to act as Sergeant-At-Arms and escorts. Avoid asking Sisters of the Hosting Chapter to serve since they will most likely be busy during Conclave. Avoid asking Delegates to serve in any capacity during the Saturday and Sunday business sessions since it may cause conflicts. Be sure to let all National Officers know what is happening so they can be prepared. Let them know if they will be escorted, the place, and time. 2. Contact the Conclave Chairperson(s) for updates. 3. Write invitations to the National Officers and other Province Presidents unless you asked the Electra Province Corresponding Secretary to complete this task. 4. Write the following letters (when necessary): a. National Nominating Committee: If a National Convention follows Conclave, it will be necessary to elect a member of Electra Province to serve on the National Nominating Committee. During the Saturday Business session, you will call for nominations from the floor. If more than one Sister is nominated, it will be necessary to have the Delegates cast ballots. The individual with the most votes will serve on the National Committee. The individual with the second amount of votes will serve as the Alternate. If only one person is nominated and elected, you will need to call for a volunteer to serve as Alternate. Page 5 of 7
b. Nomination of National Trustee: Every (4) four years, a new Electra Province Trustee is elected. You will need to send out a Statement of Qualifications form requesting nominations. Nominations should be received prior to Conclave. If not, you will need to call for information from the floor. If more than one sister is nominated, it will be necessary to have the Delegates cast ballots. The Sister with the most votes will serve as Electra Province Trustee. The Sister with the second most votes will serve as Alternate. If only one person is nominated and elected, you will need to call for a volunteer to serve as Alternate. AUGUST: 1. Follow up on appointments and re-verify that those Sisters are still attending Conclave. 2. Prepare detailed agendas for the First and Second business sessions of Conclave for the Province Board and reduced agendas for Delegates/Alternates and National Executive Council members in attendance. 3. Review your files and properties to make sure that they are in proper order prior to turning them over to the incoming Electra Province President. Retain material in the files for (5) five years only. 4. Contact a Past President (usually from the Chapter hosting last years Conclave) to see if a Past President Award will be presented at the Sunday Luncheon. 5. Verify that the Electra Province Nominating Committee has received nominations for the Board. If not, make a second request from the Chapters for nominations. Ask the Chair to send out the proposed slate of officers or nominees. 6. Write a letter to the Chapters requesting any new business to be considered. 7. Begin receiving / requesting regular updates from the Conclave Chair and the Registration Committee. 8. You will need a list of National Officers who will be attending. 9. You will need a list of Electra Province Past Presidents. 10. Instruct the Electra Province Treasurer to send the registration fee for Province Board Members. SEPTEMBER: 1. Begin finalizing your agendas for Conclave. 2. Write your annual Electra Province President report. 3. Continue receiving weekly updates from Conclave Chairperson(s) and Registration Committee. 4. Keep in close contact with the Conclave Chair. 5. Verify that all the Sisters that you have appointed to committees/duties have registered. 6. Send out a reminder letter to Electra Province Board members of their duties. Page 6 of 7
7. Write a letter to the Chapters informing them of issues to be discussed at Conclave. It may be a simplified version or a more detailed letter about the issues to be discussed. In the letter, remind the Chapter President that someone from their chapter will need to give a summary of the activities during the prior year. OCTOBER: 1. Re-verify everything. 2. Arrange for a computer and printer to be available in the Officer s suite, or check to see if the hotel has a Business Center. 3. Make copies of your agenda for each Province Officer (6). Make copies of the reduced agenda for the National President, National Vice President, N.E.S.T., Electra Province National Trustee, any other National Trustee in attendance, and each Chapter. 4. Prepare and submit your expense report to the Electra Province Treasurer at Conclave. 5. Preside over the Conclave meetings. If for any reason you are unable to perform this duty, notify the Electra Province Vice President as soon as possible. It will be her duty to preside over the Conclave meetings. ----- BREATH SMILE GREET EVERY SISTER HAVE FUN ----- Page 7 of 7