Reports— State and Local Organizations Reports of the state officers, regional directors, and state chairs shall be presented to the convention body. Duplicated reports of local organizations shall be submitted by local organization presidents for distribution at the convention. The person to whom sent, number of copies and deadline dates will be set by the state president. Reports should be written in the third person.( See Chapter XXII. State Historian, p. 55, for correct form.) Minutes and Approval Committee Minutes of the state convention shall be approved by a committee composed of the state president, presidentelect, vice president, and treasurer, duplicated and distributed to each member of the board of directors, all active past state presidents, bylaws chair, handbook chair, and historian. Minutes of the convention should include an addendum listing all awards conferred at the Installation banquet. Meetings— Executive Committee and Board of Directors The executive committee and the board of directors shall meet immediately preceding the opening of the convention at a time set by the state president. A post-convention board of directors meeting will be held immediately following the close of the convention. Meetings of the board of directors are open to all members. However, only board members may transact business. Convention General Chair The state president shall appoint a general chair from the area in which the convention is to be held. The chair and the state president will select subordinate convention chairs. Host Local Organizations The general chair working with the state president will determine which local organizations will be responsible for( 1) stated meals,( 2) special functions,( 3) meeting rooms for business meetings, executive committee and board of directorʼs meetings, workshops, and such other meetings as may be necessary to conduct the convention. Convention Financing The convention shall be self-supporting from registration fees. Expenses of the state include:
• General chair * Registration fees for co-chair or registration chair, and credentials chair
• Badges, ribbons, kits, signs, printing meal tickets, credential and registration cards, and registration expenses
• Voting ballots
• Printing of official convention program
• Decorations for speakerʼs table during business meetings
• Guest speakers and special program guests( those approved by the president and / or the president-elect)
• Copies of recommendations and workshop materials
• Approved recognition awards
• State reception in conjunction with president-elect and / or her local organization
• Expenses of the state president, including transportation, stated meals, room, registration fees, shall be paid in full, if not included in complimentary policy of the hotel
• Expenses of other state officers, regional directors, standing committee chairs, parliamentarian, bylaws chair, and immediate past state president( See Chapter XV, FINANCIAL POLICIES for allowable expenses for State Convention and Interim Board.)
• Registration fees of district directors and registration fee and / or stated meals of the Administrative Assistant.
• Allowable expenses, if money available, for any special committee chairs, task force chairs and members required to attend convention
• Approval for the payment of registration fee and / or stated meals for special committee chairs, task force chairs and members required to attend the convention, shall be approved by the pre-convention executive committee upon recommendation of the state president and / or the president-elect.
Expenses of Host Local Organizations Any amount expended in excess of that stated in the state convention budget shall be the responsibility of the local organization( s) hosting the event. Any favors, gifts, or souvenirs furnished shall be at the expense of the local organization( s) hosting an event, but NO SUCH GIFTS, FAVORS, OR SOUVENIRS SHALL BE REQUIRED. Convention Committees The state president shall appoint the following committees for the convention and may appoint other committees as necessary: Credentials Public Relations * Doorkeepers Registration Elections Pages Resolutions Timekeeper Floortellers Clerk
* The state public relations committee shall function as the public relations committee for the state convention.
32 June 2012