GUIDELINES FOR SOUTH CAROLINA DAR

GUIDELINES FOR SOUTH CAROLINA DAR These revised guidelines are in effect following the adoption at the SCDAR Board of Management on 28th May 1999 and revised August 2, 2005, March 29, 2007, April 3, 2008, April 2, 2009, August 26, 2011, March 24, 2012, August 15, 2014 and March 28, 2015. The guidelines are to be printed in all SCDAR Directories and in the SCDAR Annual Proceedings the third year of each administration. STATE REGENT An annual reimbursement, the amount to be set by the SCDAR Board of Management and approved by the State Conference, will be provided the State Regent. This reimbursement will assist in meeting costs of postage; personal stationery; telephone; travel; expenses at other state meetings and at NSDAR; gifts for official guests of the South Carolina State Society and a gift taken when a guest of another state society and for the Regent's personal page. The per year allowance is not expected to cover all of the expense of the State Regent, as accepting the high HONOR of Regent naturally requires added personal expense not covered by the SCDAR. In the past many State Regents did not receive any allowance. SCDAR stationery with officers listed is printed only at the beginning of the administration, at the expense of SCDAR. The State Regent assumes responsibility for her correspondence concerning State Conference guests, speakers, and all courtesies extended to her including Congress. Immediately after her administration begins, the State Regent appoints a Finance (Budget) Committee of at least three SCDAR members to work with the State Treasurer on a budget for each year of her administration. The State Regent requests an annual report of Tamassee DAR School, from the Tamassee Board chairman, for the SCDAR Annual Proceedings. The State Regent requests an annual report of the Old Exchange Building Commission (alternating between the two representatives) including any negotiations between the State of South Carolina and the Commission; also, the original contract shall be printed in the SCDAR Annual Proceedings the third year of each administration. The SCDAR shall honor the State Regent with one full-page ad in the DAR Magazine during her administration; preferably, the third year of her administration, especially if she is a candidate for the office of Vice President General. The State DAR Magazine Advertising Chairman, with the approval of the State Regent, is responsible for creating, designing and submitting this ad to NSDAR at the appropriate time. Any picture used of the State Regent is her expense.. Anytime the President General is in her official position in South Carolina, the State Regent acts as her official hostess, including, when the President General is at Tamassee. When she is there the State Regent must be on campus. The State Regent serves ex-officio on the Tamassee Executive Committee and Tamassee Board. 1

OFFICERS, STATE CHAIRMEN AND CHAPTERS NSDAR Protocol shall be in this order: State Regent, Honorary State Regents (by seniority), Vice Regent, Chaplain, Recording Secretary, Corresponding Secretary, Organizing Secretary, Treasurer, Registrar, Historian, Librarian, State Directors I through VI (State Directors are also elected officers!), State Chairmen (in order). Officers and Chairmen must reply to all invitations (acceptance or regrets). The State Vice Regent is the chairman of the South Carolina event at Continental Congress. At the end of the second year of an administration, the State Vice Regent receives donations from the State Officers and Chairmen for a gift to be given the State Regent upon the completion of her term of office. It is customary to give the Honorary State Regent pin and whatever the Vice Regent chooses. The Honorary State Regent's Sunburst must be ordered at least a year in advance, as sometimes it is out of stock at Hamilton Jewelers. The pin is ordered by the Vice Regent and funds are taken from the contributions. The State Chaplain shall send cards from SCDAR on the occurrence of any deaths that she is notified of, including SCDAR members and spouses or immediate family; family members of NSDAR Executive Officers; serious illness of SCDAR Board members and Honorary State Regents or immediate families. The State Recording Secretary shall send copies of minutes to State Board and Advisory members. At Fall Meeting all state officers, honorary regents, chairmen, and chapter regents receive a copy of the SCDAR Directory and the Annual Proceedings. The first year of each administration, the current Directory and Annual Proceedings for the last year of the past administration are given to all state officers and chairmen for both administrations. Whenever changes are made, the State Recording Secretary shall send the most current State Bylaws and State Guidelines to the State VIS Chairman to post on the State Member s Only Website. The State Treasurer may when directed by the Board, purchase a laptop computer and all necessary software to include antivirus software, for managing the SCDAR Treasury files and accounting and to be used by the SCDAR State Treasurer. The computer will be paid for and remain the property of the SC State Society. The Appointed State Budget Committee along with the State Treasurer shall prepare an Annual Budget to be presented for consideration at the first Executive Board meeting of each administration year. This shall include all known expenses and a contingency fund to cover unanticipated expenses. The expenses cannot exceed the amount of estimated available funds. Upon approval by the Executive Board, The Approved Annual Budget shall be made available to all members of the State Society by the following media notifications: the next State Society Newsletter and the State Society Members Only Web Page. The 2

Budget Committee may from time to time submit amendments to the budget for the current fiscal year, which may be adopted by a majority vote of the Executive Board. From the $10.00 state dues, the State Treasurer disburses $1.00 per member sent directly to Tamassee DAR School, Inc. to the Tamassee Children's Fund (general expenses); $.50 for SC Cottage Maintenance stays in SCDAR treasurer's funds and can only be dispensed by the State Treasurer in consultation with the State Regent and amounting to no more than $1,000 per year without further Board approval; $.50 is sent directly to Tamassee DAR School, Inc. for use of the Tamassee Academy. $8.00 remains in the SCDAR general fund. The State Treasurer must hold all SCDAR funds. The State Treasurer holds the South Carolina Cottage Endowment Fund. Only the interest earned from this fund can be expended and this interest is sent directly to Tamassee when paid to SCDAR. Funds in the Richardson Utility Endowment Fund will be transferred to the Richardson SC Cottage Endowment certificate of deposit when it matures. The Richardson SC Cottage Endowment and the Richardson Utility Endowment Fund are permanently restricted. The State Treasurer's report must specify expenses as to postage, printing, etc., with proper documentation for each check written and each deposit received. Minutes (containing a copy of all motions and a copy of the Bylaws authorizing disbursement of funds) are required to be in the State Treasurer's records. When appropriate the State Treasurer is to expend the following: 1. State Regent's annual stipend shall be paid half in January and half in July in an amount recommended by the State Board of Management and approved by the next State Conference. 2. Meals for Tamassee children at Conference 3. PSOC - Meals for Guests to PSOC Treasurer before State Conference if needed as a reservation 4. Bond insurance for State Treasurer 5. Donation for their General Fund is given to the CAR State, amount to be decided on by the Board each year for the annual budget, will be sent by February. $200.00 2009-2012 6. Memorials for deceased Honorary Presidents General, NSDAR Executive Officers and current SC State Officers shall be $50. For deceased Presidents General, SC State Regents, or Honorary SC State Regents memorials shall be $100 to be sent to an appropriate SCDAR or NSDAR project. 7. $550.00 from the Junior/Page Fund to provide the State Outstanding Junior with certain meals at Continental Congress and awards. 8. $500.00 from the Junior/Page Fund to cover cost of discounted meals, etc. as needed. 3

9. $200.00 from the Junior/Page Fund to provide funds for art supplies, snacks, and games for the Tamassee Krazy Kids Day When the President General visits the State Conference, an honorarium is sent to the President General's Project from funds set aside in the State Budget. The State Treasurer sends the honorarium to the NSDAR Treasurer General. All interest earned from the checking account is to be distributed to all funds held by the Treasurer according to the percentage of money in each fund to the total. The State Treasurer shall maintain a file of all major donors in accordance with IRS regulations. Each State Treasurer shall pass this information on to the succeeding State Treasurer. A public inspection file shall be held by the State Treasurer for the appropriate number of years, containing a copy of: 1. Each year s annual proceedings, audit, and 990 tax return. 2. Permanently restricted Richardson SC Cottage Endowment information 3. Motions pertaining to disbursements of funds from various meetings. Each State Treasurer shall pass this information on to the succeeding State Treasurer. All information in the State Treasurer s possession at the end of her term shall be delivered to the incoming State Treasurer and held for the appropriate number of years. The State Curator shall keep a file of information containing the synopsis of the State Regent's term and photo. The State Curator will also update the files of Officers for any SCDAR History publication. The State Directors shall suggest that each district honor the State Regent the third year of her administration in their DAR Magazine ad (especially if she is a candidate for the office of Vice President General). Any picture used of the State Regent is the expense of the State Regent. Every Chapter is encouraged to invite the State Regent to visit the chapter (or a group of chapters) and be the speaker at that event. The State Regent shall visit every chapter in the State (if invited) during her administration. Each officer or chairman, at the end of her term, must pass to her successor all necessary information pertaining to her position. STATE CONFERENCE AND FALL MEETING A Conference Coordinator may be appointed at the discretion of the State Regent. The State Regent and/or State Director may not wish to have one. If a Coordinator is appointed, she shall assist the State Regent and State Director in planning the specified state meetings held each year during the State Regent's administration. State Conference shall be held preferably the third full week of March, with all 4

business transacted on the same day. The State Director is Chairman of State Conference or Fall Meeting as specified in State Bylaws. The Chairman makes plans for State Conference or Fall Meeting but only after consulting with the State Regent. The State Director, with the approval of the State Regent, selects dates, hotel, menu, blocking rooms, negotiates to obtain an affordable package including rooms and meals; and the following: meeting rooms, piano, two microphones, tables with covers, guest rooms, display area, head tables and risers, etc. The State Director in consultation with the State Regent approves the hotel contract, but the State Regent must sign it. The Conferences and Fall Meetings must be planned and reservations made as far in advance as possible. The State Conference Hostess District is responsible for: Meeting official guests and for tips at airport and/or hotel Placing fruit, flowers or candy in official guest rooms Transportation of official guests, as needed Table decorations for Awards Luncheon and Banquet Registration of attendees-state Officers including Honorary State Regents, Guests, and District I -VI attendees One registration table shall be supplied Providing tickets and nametags- large enough to read at a distance Conference Treasurer When the Conference Chairman makes reservations for meals, she takes the number of reservations and deducts 10% for the number to reserve, with this stipulation. Say you have 100 that have paid for tickets. Tell the hotel you want to guarantee 90 for that event, but that they should set up for 100. The hotels may give you a 10% leeway, if you ask. Conference and Fall Meeting funds: 1. Tickets must be taken up at each meal by the pages, and given to the Conference Treasurer. 2. The State Treasurer, the Conference or Fall Meeting Treasurer and State Regent, together, are responsible for reconciling the bills of State events with the hotel contract, the number attending each event and the charges to ensure accuracy before paying. 3. After the approval of the State Regent, the State Treasurer shall pay any bills due from the Conference Fund. After the conference income is exhausted any remaining bills may be paid from the Events Fund. 4. Programs, flowers for memorial service and all Conference expenses shall be the responsibility of the State. 5. No refunds shall be made after the deadline except in the case of illness and/or death of the member or in the member's immediate family. Refunds must be made within 30 days after the event. 6. Late Fee: A $5.00/person late fee will be added to any registration that is 5

postmarked or submitted in person after the official registration deadline. At the Awards Luncheon and Banquet, two head tables must be reserved for the National Officers, Honorary State Regents, out-of-state guests, state officers, and others according to NSDAR protocol. The front tables must be reserved for the overflow of those previously listed and State Chairmen. Only the head tables have place cards, as placed by the Protocol Chairman. The guests sit as they choose at the other tables. Meals for all attending shall be rounded off to the nearest dollar. The State Regent selects and invites the official guests for state conference and the hostesses for the guests. State provides for two double rooms for four guests plus meals including PSOC Luncheon for all the Conferences, except the one where the President General is guest of the state. At that Conference the state provides one double room for two guests, and a single room for the President General and the above meals. All SCDAR member attendees to State Conference must pay a registration fee for State Conference and have on name tags at all times to attend any meeting, business or other function of the Conference. A Conference or Fall Meeting registered SCDAR member may have any non- SCDAR member, guest or spouse as her guest. Any SCDAR member having a guest at conference or Meeting must notify the State Regent two weeks in advance. The member having guests must pay for any event tickets that must be purchased, by the date specified in newsletter. No registration fee is charged for any guest. Anyone having guests, State Regent, Chairmen, or SCDAR member, must notify the Protocol Chairman with names of guests and contest winners at least two weeks before State Conference. She must notify the Protocol Chairman when and what the guests shall be attending and when they are coming and leaving. Each chairman with an award-winner must make all reservations with the Conference Treasurer as the newsletter indicates, even if they are guests of SCDAR. This includes the winner and those attending the Awards Luncheon or Banquet, and others that are being paid for by a Chapter or personally paying. The State Chaplain, with the approval of the State Regent, plans the Memorial Service for State Conference, including a special tribute to a deceased current state officer or an Honorary State Regent. The service must include the Roll Call of deceased: i.e., Jane Smith Doe, deceased May 1, 1999, Chapter Regent, Treasurer and State Registrar and State Director (whatever pertains). If there is a special tribute to be given, the Chaplain, with the approval of the State Regent, invites a SCDAR member who served with and personally knew the deceased officer or Honorary State Regent, to give the special tribute. The Chaplain must acquire flowers, if so used. For anyone taking part in the Memorial Service, the dress shall be at the discretion of the State Chaplain. A Chapter Chaplain or Regent must report all deaths to the State Chaplain, and must include date of death, NSDAR number and any office held in chapter, state or national. At any meeting requiring an election or voting by ballot, the voting must be done by secret ballot and voter must place her ballot in a concealed compartment of a box. The procedure for voting has to be held in a fashion that protects the voter from others seeing 6

what has been cast upon her ballot. Counting cannot begin until all delegates have cast their ballots. Report has to be given including all votes. The Page Chairman must give details of duties and dress to the Pages, which includes all-white dress, with gloves. Pages shall not pay a registration fee. Pages shall pay 1/2 price for State Conference meals, the other 1/2 to come from the Junior/Page Fund. The SAR representative and his spouse, the CAR President and adult accompanying, and the CAR Senior President, are guests of the State Society except if any is member of SCDAR. The State Outstanding Junior is announced at the Banquet. The chairman is responsible for securing and awarding her pin, certificate and corsage, with monies from the Junior/Page Fund. History Essay Winners, including the Christopher Columbus Essay Winner, are given a gift. Each winner and one adult guest is paid for by SCDAR for the Conference event at which they receive the awards. The sponsoring chapter may wish to pay for additional guests. The Outstanding History Teacher is given a framed certificate and the Outstanding History Teacher pin and gift. The chairman is responsible for securing and awarding her pin and certificate, but at the expense of SCDAR. The teacher and one guest are paid for by SCDAR at the Conference event. The Bobby Gilmer Moss Award recipient is given an Engraved Awards Plaque. The State Historian is responsible for securing and awarding the Plaque, but at the expense of SCDAR. The winner and one adult guest is paid for by SCDAR for the Conference event at which the Award is presented. (See attachment for details of Bobby Gilmer Moss Award) The Media Award Winner is given an Award. The State Media Chairman of Public Relations, Motion Picture, Radio and Television is responsible for securing and awarding the Plaque, but at the expense of SCDAR. The winner and one guest is paid for by SCDAR for the Conference event at which the Award is presented. The Good Citizen and one adult meal for the Conference event are paid for by SCDAR. The chairman is responsible for securing and awarding the pin and the check, but at the expense of SCDAR. The check or cash is issued by the State Treasurer and $250 is reimbursed by National. To entertain or for a program, Tamassee students may be invited to State Conference not more than one time during each administration. If students from Tamassee are in attendance for entertainment, SCDAR pays amount to be decided on by Board each year for annual Budget for meals and traveling expenses. The DAR School Chairman, with the approval of the State Regent, shall coordinate the details of food, etc., to be provided by SCDAR. Fall Meeting requires registration. The first year of each administration is a Special 7

Call Meeting for voting upon the State Regent's Project. The Fall Meeting hostess district is in charge of registration. At any Special Called Meeting, including the first Fall Meeting of each administration requiring a vote, the delegates are the ones elected to serve at the preceding State Conference. An Officer or Chairman must have printed information to the Corresponding Secretary for inclusion in Chapter Regents' packet or workbook (State Information Packet) by a deadline set by the Corresponding Secretary. SOUTH CAROLINA EVENT AT CONTINENTAL CONGRESS The State Vice Regent is the chairman of the South Carolina event at Continental Congress. Invitations are to be mailed by the South Carolina event Chairman to the following four to six weeks in advance of the event, and only once during the current South Carolina Regent's term: Honorary Vice Presidents General Vice Presidents General that supported Tamassee as State Regent State Regents not sponsoring a building Invitations are mailed to the following four to six weeks in advance of the event: President General Executive National Officers Honorary Presidents General National Chairman, DAR School Committee State Regents sponsoring a building NOMINATING COMMITTEE AND CANDIDATES Each State Director must have a District Meeting and elect a District member to be on the State Nominating Committee. This election must be before February 10 preceding the Second State Conference of the current administration. The name and address of the Nominating Committee member must be sent to the State Regent by February 16 of that year. Prior to March l, the State Regent shall notify (can be in newsletter) the Chapter Regents, if a chapter wishes to endorse a member of its chapter for consideration as a nominee for a state office. The Chapter must vote at a regular chapter meeting to endorse only one member. After the Chapter has voted to endorse a member, the name and a short resume must be sent to each member of the nominating committee by the chapter before October 1 preceding the election of the officers. This does not include the office of Corresponding Secretary or State Director. The State Regent shall call a meeting of the Nominating Committee at the State Conference preceding the election of State Officers. The only business the State Regent presides over or attends is the call to order and the election of the chairman. After the election of the Chairman, the State Regent is excused and the Nominating Committee then 8

sets up meetings for that committee, and any other business it needs to conduct. The State Regent is responsible for publishing the names and addresses of all the Nominating Committee members in the summer newsletter preceding the election of the officers. After November 1 preceding the election of the officers, the Nominating Committee selects a nominee for each state office. A State Regent endorsee may recommend a nominee for State Corresponding Secretary and shall send her name and address to each member of the nominating committee before November 1. Preferably only one officer shall be nominated from a chapter. The State Treasurer nominee selects the Assistant State Treasurer nominee. The Assistant State Treasurer nominee shall be approved by the Nominating Committee prior to election. The State Regent nominee selects the Corresponding Secretary nominee and the Chapter Regents select a State Director nominee from the respective districts. At least ninety days prior to State Conference of election year the Nominating Committee Chairman shall send a report to the State Regent and State Newsletter Chairman, who shall distribute the report through the Newsletter. Amended: August 26, 2011 March 24, 2012 August 15, 2014 March 28, 2015 9