• Confer with regional director as to her plans for topic of meeting
• Design the program covers
• Select the menu and set the price
• Plan decor as appropriate
• Ask regional director for seating arrangements at head table and make place cards
• Provide flag, microphone, lectern, etc.
• Favors are OPTIONAL with host
• Special seating should be marked
• Receive reservations and collect fees( actual cost of meal, plus registration fee), and remit along with proper receipts to the regional secretary / treasurer
• Meal expense for the official representative and / or state president shall be paid from the registration fees
• Other expenses of the official representative( travel, lodging if necessary) shall be paid from the registration fees
• Reservations not canceled by deadline will be billed by the host local organization
Responsibilities of Regional Secretary / Treasurer
• Keep accurate minutes of the annual regional meeting
• Keep correspondence of the region under the direction of the regional director
• Maintain a file for all records of the region
• Pay all budgeted items, including refunds, incurred at regional meetings
• Plan a budget with the regional director for the annual regional meeting
• At the end of the regional meeting file a financial statement with the state president and regional director and turn over all excess funds to the regional director
• SURPLUS FUNDS ARE TO BE USED ONLY FOR SUBSEQUENT REGIONAL MEETINGS
• Prepare a Regional Financial Report to be included in the packets at the Pre-Convention Board of Directors
Guidelines for Election Procedures for District Directors at Regional Meeting( for Regions having more than one District)
Each local organization in district is entitled to three( 3) votes for district director.
• Each local organization shall designate three( 3) members to vote in the district directorʼs election
• No member shall have more than one vote and no voting by proxy shall be allowed
• District local organizations shall send name( s) of nominee( s) for office of district director to state nominations chair no later than February 1
• Nominations chair will notify state president of any district without a nominee by March 1. State president and current regional director will contact local organizations to secure qualified person( s) to serve as nominee( s)
• District directors will assume office at post-convention board of directors meeting at the state convention.
Election Procedure Presiding Officer— Regional Director Prior to regional meeting, regional director will:
• Have election registration table( s) at meeting
• Appoint one( 1) election teller for each ballot box
• Provide ballot box for each district with district number on front of box
• Prepare ballots
• Prepare roster of organizations in district
• Prepare Election report( See Appendix A – follow format of state election report, p. 74)
At the meeting, regional director will:
• Announce nominees from each district
• Ask for nominations from the floor
• Each candidate may present a two-minute speech
If any one district has not more than one nominee for district director, a voting member of that district can make a motion that the nominee be elected viva voce. Otherwise, a ballot vote must be taken.
If a region decides to be undivided, the regional director shall assume all duties of the district director in addition to the duties of the regional director, and there will be no election or installation at the regional meeting.
17 June 2010