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- Prepare for and host Fall
Council. (Fall Council is held in September or October, at Chapter's discretion, unless changed by vote at
State Convention)
TERM
- Appointed by State President,
upon recommendation of chapter, which will host Fall Council, for
one-year term. Refer to Rotational Plan in General Information Section
of this Procedural Manual.
DUTIES
-
Review approved budget.
- Announce date, site and any other
pertinent information at the State Convention preceding Fall Council.
- Provide each chapter an
informational letter (or invitation) and registration form for
duplicating and distribution to chapter members; obtain list from State
President of guests (including International Council representative and
MARC President) to whom invitations should be sent. Include one to ESA
Headquarters. Include Registration Form in ECHOES if possible.
- Get all flags at State Convention
(American Flag, South Dakota State Flag, ESA Flag, Flag of All Faiths,
ESA Foundation Flag and MARC flag if available) and arrange to display.
Flag poles and bases are property of SDESA. There is no Flag Ceremony.
- 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 year's Fall Council by December 1st.
Include information on planning, actual vs claimed costs, and a copy of
the financial statement.)
- Familiarize yourself with the
Procedural Manual.
- When negotiating facility and/or
fund service, watch for hidden costs like guaranteed number.
- Distribute invitations in person,
like at Summer Board, if possible, to minimize postage costs.
ADDITIONAL NOTES
- Establish budget for agendas,
invitations/postage, name tags, and such items as your chapter
determines (and can afford or finance through registration) such as
centerpieces, head table centerpiece or floral arrangement,
entertainment (if decide to have), meeting table (and luncheon table if
desired), place cards, nut cups (and contents), favors for lunch, door
prizes, etc.
- Obtain site and determine rental
cost; determine menu and cost; and established pre-registration and
registration at the door costs.
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