RESPONSIBILITY

• Prepare for and host the annual State Convention.     

(Date is first week-end in May unless changed by vote at State Convention or Fall Council.  In event of catastrophic occurrence, date may be changed by consensus of Executive and/or General Board.)

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TERM

• Appointed by State President, upon recommendation of chapter, which will host Convention, for a one-year term.  Rotational Plan is in General Information section of this Procedural Manual.

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DUTIES

• Review approved budget.  Refer to Article XI – FINANCE in the By-laws regarding what the State pays, advance funding requested, and profit/lost.
• Provide each chapter an informational letter (or invitation).  Obtain name and address of International Council and MARC representatives and list of other guests from State President to whom invitations should be sent.  Include one to ESA Headquarters.  INCLUDE REGISTRATION FORM IN ECHOES. 
• Get all flags at Fall Council (American Flag, South Dakota State Flag, ESA Flag, Flag of All Faiths, ESA Foundation Flag, and MARC flag if available).  Remember there will a Flag Ceremony and you will need to make necessary arrangements for all flags, including the State Flag of both the International Council and MARC representatives, and Chapter Banners.
• Provide tables for scrapbook (chapter and state display), ESA Foundation, Educational Programs, Association of the Arts, and any other tables as requested/approved by the State President.
• Prepare, i.e., type, copy, collate, staple, stuff agendas, provided by State President for distribution to members in attendance.
• Prepare financial statement including distribution of any remaining funds.  Chapter absorbs loss unless extraordinary circumstances and voting action will be necessary.
• Make changes to the Procedural Manual as appropriate and forward to the President of the Quills.
• Forward all permanent files to your successor (chapter hosting next Convention) by August 31^st.  Prior year's files could be transferred prior to August 31.

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HELPFUL HINTS

• Familiarize yourself with the Procedural Manual.
• Make notes at Fall Council and State Convention.
• Invitations to State Convention can be given to Chapter Presidents at Spring Executive Board, to minimize postage costs.

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ADDITIONAL NOTES

• The chapter hosting Convention should plan to pay from registration income:  costs involved in planning, decorations, meals, entertainment, tote bags (if desired), and agendas.
• The State Council should pay for:  registration, room, and corsage for the IC Representative, MARC rep,  and the State President, as budgeted.
• The Quills pay for any Quills induction costs and any recognition they arrange.
•  Make arrangements for room reservations and corsages for IC Representative, MARC Representative, and State President.  Check budget for funding allowed.
• Establish deadline for Convention pre-registration and registration refunds.  After this date, no exceptions will be made.
• Retain profits from Convention as outlined in the by-laws.
• Absorb any loss from Convention, except in extreme situations, where an appeal may be made to the State Council.
• Absorb any hidden costs arising at the time of Convention.
• Work out with State Council any unspecified State-related expenses.
• Work with Installing Officers to facilitate their job.  All Installation expenses are the responsibility of the incoming President or her Chapter.