Local Chapter Officers Yearly Planning Calendar REMINDERS TO ALL OFFICERS Set a Goal! Attend all meetings. Always notify the president if you will be absent from a meeting. Give all supplies needed for the meeting to the appointed assistant officer or substitute you have found to fill in for you. Notify the president or vice president if you will be gone for an extended period of time, such as summer vacations, etc. Leave a number and address where you can be reached in an emergency. Give your supplies to the appointed assistant officer or substitute you have found to fill in for you. Use the following resources and references as needed: Instructions to Officers of Local Chapter (IOLC) W Online Training President/vice president, recording secretary, corresponding secretary, treasurer, technology contact and membership committee W President/vice president, recording secretary, corresponding secretary, treasurer, chaplain/guard, Ceremony of Initiation TX W President s Book P.E.O. Constitution (in particular, Part III, The Local Chapter) W Bylaws of Texas State Chapter (state proceedings TX W) Texas State Chapter website state forms and resources TX W International website local chapter forms W The P.E.O. RECORD W The TEXAN enewsletter TX W Counsel for Membership Booklet, Preacepptance Counseling PowerPoint and Postinitiation PowerPoint W Names, addresses, phone numbers and email addresses of state boards, committees, and the paid assistants appear in the State Leadership section of the Texas website. Most forms are available on the Texas website or International website or ask your technology chairman. Website info: www.peotexas.org or www.peointernational.org ID: sisterhood; Password: the number of our Founders spelled out. PRESIDENT: Appoint a preacceptance committee immediately following a favorable ballot and remind the corresponding secretary to send the Invitation to Membership to the potential member. Appoint a postinitiation committee following the initiation of a new sister. May also counsel new transfers, to discuss chapter customs and to refresh her on P.E.O. procedures. RECORDING SECRETARY: The correct wording for minutes is detailed on the Suggestions for Minutes, which is to be kept in the front of your Recording Secretary s Book. A helpful Template for Minutes of Regular Business Meeting and Social Meeting is available on the International website. CORRESPONDING SECRETARY: If the president, treasurer, corresponding secretary, membership chairman or technology contact changes or if their email or phone number changes during the year, report the change on the P.E.O. International website. Note: An address change for those reported in the annual report section requires submitting a Change in Membership (CIM) form. TREASURER: All direct donations from individuals payable to the P.E.O. Foundation or any International project should be sent unendorsed directly to International. All chapter donations payable to Texas State Chapter should be sent to the executive treasurer of TSC. Present bill for emblem for new initiate following initiation ceremony. Verify the name used by the initiate when signing the president s book. Check with the initiate as to her preference of emblem backings Order immediately. Page 1
BEFORE MEETINGS PRESIDENT: Notify the telephone/communication chair to start the phone/email tree. Inform the unaffiliate chairman of upcoming meeting and events. Prepare for the meeting. Prepare an agenda/make necessary phone calls/receive reports of committees, etc. ALL OFFICERS: Have reports ready for each meeting. AT EACH MEETING REC. SECRETARY: Read all papers not correspondence. Take minutes at the meeting. Read the minutes from the previous meeting. Note Approved as read or Approved as corrected. COR. SECRETARY: Read any correspondence received. Suggestion: start by stating the name of the sender and date of the correspondence. Read all correspondence in its entirety. Read a letter accepting invitation to transfer last. TREASURER: Call the roll. Present bills and make one motion to pay all bills. The treasurer usually collects bills before the meeting to expedite the chapter business; however, any member may present a bill. Prepare receipts for any cash received, or upon request. AFTER EACH MEETING REC. SECRETARY: Prepare the minutes for the Recording Secretary s Book. COR. SECRETARY: Send an Invitation to Membership for all favorable votes. Submit all membership changes (transfer in, initiation, reinstatement, death, address change or name change) on the online Change in Membership Form (CIM). Prepare Notice of Member in Your Area form when a member moves out of the area. Send as directed on the form. Use the Directory of Presidents and CARE information available online. MONTHLY COR. SECRETARY: At the first meeting of every month, read the monthly report (report of correspondence sent). The report is dated the day of the meeting. TREASURER: At the first meeting of every month, read the monthly financial report. Date the report as Report for the Month (s) of 20. MARCH ANNUAL REPORTS TREASURER AND CORRESPONDING SECRETARY: Complete the annual report after March 1 and before March 10. Verify that all membership numbers match on all reports, including number of initiates and the number of reinstatements. After the numbers match, sign the annual report and give to the president for her signature. The vice president may sign if the president is unavailable. When releases are received, treasurer and corresponding secretary read releases with the monthly reports, and recording secretary records both events in the minutes. PRESIDENT: Mail annual reports of the corresponding secretary and treasurer no later than later than March 10 as directed in the annual report cover letter. BYLAWS OUTGOING RECORDING SECRETARY: Prepare a copy of your chapter s bylaws and standing rules on 8 ½ x 11 paper. Make copies for the Recording Secretary s Book, chapter president and yearbook committee. Send by email, to the secretary of Texas State Chapter by March 10, one entire copy of local chapter bylaws and standing rules, ONLY if a change was made during the year. ELECTION AND INSTALLATION CORRESPONDING SECRETARY: Immediately following installation, report the Election of Officers, technology contact and membership chairman, and the Delegate and Alternate to Convention of State Chapter on the Page 2
P. E. O. International website. Use this same site to report changes in phone number and/or email addresses during the year. Report a change in home address/mailing address using the online Change in Membership form (CIM). Odd numbered years only! If your chapter is sending a delegate to the Convention of International Chapter, report the Delegate to Convention of International Chapter online as instructed. The auditing committee presents its report. After report, vote to accept the report. PRESIDENT: Convention registration materials sent to the chapter. Make copies of registration information for visitors and direct them to the website. Encourage attendance! Remind the delegate and all visitors to register prior to the deadline. Appoint standing committees for the year. Collect emblem of any member who became inactive as of March 1. Counsel her on reinstatement and encourage her to do so before she returns her emblem. Give her a copy of the pamphlet A Guide for an Inactive Member. Keep emblem in president s materials for 3 years before returning to the P.E.O. Supply Department using Emblem Return form. Determine if any of the following events will be scheduled in the year ahead and inform the program committee to avoid scheduling conflicts: Delegate s report of Convention of International Chapter (Fall odd numbers years, by December 1) Delegate s report of Convention of Texas State Chapter (within 6 weeks) Official Visit Training Workshops Founders Day After Installation of Officers, hold an officers training session for all officers for training and exchange of supplies. Outgoing officers may wish to make a list of suggestions. Refer to the IOLC (Instructions to Officers of Local Chapters) and resources listed on the first page. (Corresponding secretary and treasurer exchange supplies AFTER they are released by the state.) TREASURER: If part of a council, pay council dues as per your local bylaws. ALL OFFICERS: Attend local area Officer Training Workshop, if scheduled. Watch online training videos. APRIL ALL OFFICERS: Sign out your initiation part from the president. You should keep the part for no longer than four weeks at a time. At the chapter's discretion, the Ceremony of Initiation may be memorized or read from printed booklets provided by International Chapter. If the chapter's decision is to use the official booklets, all officers participating in the ceremony must hold a booklet to provide uniformity, including officers who elect to recite from memory. An exception is made for the president who memorizes. May use proxy officers. TREASURER/PRESIDENT: Complete new signature cards at the bank. PRESIDENT: Appoint a chapter member to review proposed amendments to the Bylaws and Standing Rules that will be presented at convention. Read explanations and discuss at chapter meeting. APRIL/MAY DELEGATE TO CONVENTION: Attend convention and give report from the Convention of Texas State Chapter to your chapter within six weeks following convention. Be sure to report on all amendments adopted that affect the local chapter and others of interest. Distribute new list of state officers information to president and yearbook chairman. State officers are elected and installed at convention and usually move up one office. Distribute new list of Committee Appointments and other handouts from convention. Page 3
AUGUST/SEPTEMBER Proceedings of Texas State Chapter will be posted on the website. Review and share contents. COR. SECRETARY or YEARBOOK CHAIRMAN: Upload your chapter yearbook to peotexas.org, as instructed, no later than October 1. Send one paper copy to TSC secretary. Refer to the Checklist for Local Chapter Yearbook Requirements for instructions and required yearbook content. SEPTEMBER/OCTOBER ALL OFFICERS: If your chapter is being visited, make sure your supplies are current and ready for the organizer or her proxy. The president may call a meeting of the officers to prepare the official visit. Review chapter meeting procedures, look up information requested by the organizer or proxy and prepare any questions for the visitor. Rehearse the Ceremony of Initiation, if you will be initiating or exemplifying the ceremony. COR. SECRETARY: Read state President s Fall Letter received and/or in The TEXAN under correspondence (if distributed). NOVEMBER/DECEMBER/JANUARY TREASURER: Send chapter contributions for the projects at any time during the year, but no later than February 14 to be included in the annual gift list. A report of all donations for the fiscal year through December 31 will be included in the annual report packet for verification. A final report will be sent with your release in April, but corrections can no longer be made. Donations for Time of Remembrance must be received by March 1. Donations will be listed in the Time of Remembrance program at convention. Donations received pay for the cost of the service and may be sent in memory of a P.E.O. or as a chapter donation. JANUARY (Six weeks prior to March 1, or earlier) ALL MEMBERS: Pay your dues! Show a loving concern to the treasurer. Set an example for others. TREASURER: Notify members that dues are payable. Send written notices to nonresident members and to those who do not attend regularly. Check with the president to see if she has a newsletter or other communication she would like to include. Check with officers regarding any supplies that need to be ordered for the year. Supplies may be ordered at any time, but January is a good time, as officers prepare for training their successors. JANUARY/FEBRUARY ALL MEMBERS: Attend Founders Day celebrations, if in your area. PRESIDENT: Appoint a nominating committee, if not previously done. Work with chapter treasurer to share chapter news for inclusion with dues notices to be sent to nonresident and local sisters unable to attend meetings. If you have a budget, appoint or activate the budget committee. Plan an officers training session for retiring officers to review duties with new officers. Ask officers to notify treasurer of any needed supplies. Refer to List of Supplies for Local Chapters and Additional Supplies to be Kept by President of Local Chapter. COR. SECRETARY: Read state President s Spring Letter received and/or in The TEXAN under correspondence (if distributed). Review initiation dates of members to determine golden girl anniversaries for your chapter. Page 4
FEBRUARY PRESIDENT: Write your annual President s Letter. It is read at the chapter meeting as an item under new business and is approved by the chapter. Send to the state president by March 1. File copy in the President s Box. May also send to inactives, nonresidents, and others. The letter may include: Number of active resident members and number of active nonresident members Membership gain and loss during past year Brief summary of program theme, special programs, activities, news and social events Involvement in council events or other activities with other chapters Chapter involvement in P.E.O. projects contributions, applicants, courtesies to recipients Instruct the auditing committee to function and report to the chapter in March. Make sure they have the most current copy of Instructions to the Auditing Committee. Annual Report Forms received. IMMEDIATELY give to corresponding secretary and treasurer. TRANSFERS MAY NOT BE EXTENDED OR ACCEPTED IN FEBRUARY. A chapter may initiate. Consult with treasurer to see if all dues have been paid. If dues are to be advanced, a chapter vote is required, unless defined by a local chapter bylaw. Make a list of suggestions for the new president and clean out files. TREASURER: Receive and deposit dues from all members. Issue membership cards. Move to allow bill for state and International Chapter dues and convention registration fees. Send second notice to members who have not yet paid dues. Dues must be received by the last day of February in order to remain an active member. ALL MEMBERS: Pay your dues, if you did not do so in January. Do not wait until the last minute! Page 5