The Daughters of the Republic of

MANUAL OF PROCEDURE

2010

DRT Headquarters and Museum 510 East Anderson Lane Austin, Texas 78752-1218 512-339-1997 Fax 512-339-1998 [email protected] www.drt-info.org 2009-2011 Bylaws Committee

Patti Atkins, President General Doris Ross Johnston, Chairman, District V Connie Swing Surrency, Parliamentarian General, District V Carolyn McWhirter Casterline, District III Ora Jane Johnson, District III Shelley Rardin, District IV Lisa Lynette Kight, District II Chili Chilton Sanders, District III

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Published 2010 by The Daughters of the

Printing and Tabs by: LASERCOPY Digital Print Solutions 624 N. Great Southwest Pkwy. Arlington, TX 76011 800-687-1610 Fax: 817-649-4095 2010 The Daughters of the Republic of Texas

MANUAL OF PROCEDURE

TABLE OF CONTENTS

ORGANIZATION AND HISTORY ...... 1 The DRT Legacy...... 1 Brief History...... 1 Brief History of CRT ...... 2 History of the Texas Flag ...... 2 Pledge to the Texas Flag...... 3 Flag Protocol ...... 3 Texas Honor Days...... 4 Mirabeau B. Lamar Day (January 26) ...... 4 Texas (February 19, 1846) ...... 4 and ( 2, 1836) ...... 4 Alamo Heroes Day (March 6, 1836) ...... 4 Goliad Heroes Day (March 27, 1836) ...... 4 ( 21, 1836) ...... 5 Texian Navy Day (Third Saturday in September) ...... 5 Gonzales Day (October 2, 1835)...... 5 Stephen F. Austin's Birthday (November 3, 1793) ...... 5 DRT Founders Day (November 6, 1891) ...... 5 Custodial Property...... 7 DRT Library at the Alamo ...... 8 The French Legation Museum ...... 9 DRT Property ...... 10 DRT Headquarters and Museum ...... 10 The Cradle...... 11 J. B. Wells House...... 12 History of Memorial Medallions ...... 13

MEMBERSHIP ...... 15 Application Procedures...... 15 Introduction...... 15 Application to a Chapter...... 15 Application for Member-at-Large ...... 16 Application for Emeritus Membership ...... 16 Processing of All Applications ...... 16 Application Preparation Instructions ...... 17 Preprinted Application Forms...... 17 Manual of Procedure 2010

Computer-Version Application Forms: ...... 17 Proofs Information ...... 18 General Instructions ...... 18 Listing Proofs...... 19 Proof Records...... 19 Common Proof ...... 20 Page One...... 20 Application for Posthumous Membership ...... 20 Signature and Endorsement: ...... 21 Pages Two to Three...... 21 Proof of Ancestor's Service: ...... 22 Page Four...... 23 Children of Ancestor...... 23 Additional Proof or Family History ...... 24 DO Checklist...... 24 DO NOT Checklist...... 24 Processing of Papers ...... 24 Supplementals...... 25 Resources...... 26 Sample Completed DRT Membership Application ...... 27 Reinstatement of Membership ...... 31 Transfer of Membership ...... 31 From Chapter to Chapter ...... 31 From Chapter to Member-at-Large ...... 32 From Member-at-Large to Chapter ...... 32 Transfer from CRT to DRT ...... 32 Children of the Republic of Texas ...... 34 General Information ...... 34 Application for Membership...... 34 Certificates...... 35 Transfers ...... 35

FINANCES, RESTRICTED FUNDS, AND ENDOWMENTS ...... 37 Clara Driscoll Fellowship Award...... 37 Laura Lanigan Texas History Fund ...... 38 Native Texan License Plate (NTLP) Fund ...... 39 DRT Building Fund...... 40 DRT Living Legacy Endowment...... 41 Historical Publication Fund ...... 42

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CONVENTIONS ...... 43 DRT Convention...... 43 Convention Duties ...... 43 Color Guard...... 43 Convention Registrar ...... 43 Convention Treasurer...... 43 Coordinator...... 43 Marshall...... 43 Memorial Service Assistant...... 44 Music Coordinator...... 44 Platform Coordinator ...... 44 Publicity Person...... 44 Sales Tables Coordinator ...... 44 Sergeant-at-Arms ...... 44 Tellers ...... 44 Timekeepers ...... 44 Convention Call ...... 44 Convention Cost...... 45 Order of Opening Processional...... 45 Order of Business for the DRT Convention ...... 46 Convention Pages ...... 46 Memorial Service...... 46 Chapter Packets...... 47 CRT Convention...... 47

DISTRICT INFORMATION ...... 49 District Meetings...... 49 Scheduling District Workshops ...... 50 By the February BOM meeting...... 50 Hostess chapter(s)...... 50 Registration fee ...... 50 Sales tables...... 50 District Elections...... 51 Chapter List by District, City, Name, County, Charter Date ...... 52 District I...... 52 District II...... 52 District III ...... 52 District IV ...... 52 District V...... 53 District VI ...... 53

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District VII...... 54 District VIII...... 54 District IX ...... 54 District X...... 55

BOARD OF MANAGEMENT (BOM) ...... 57 General Information ...... 57 President General ...... 58 First Vice President General...... 58 Organizing a Chapter ...... 59 Second Vice President General ...... 60 Third Vice President General...... 62 Fourth Vice President General...... 63 Memorial Medallions...... 64 Fifth Vice President General...... 65 Chaplain General...... 65 Recording Secretary General ...... 66 Corresponding Secretary General...... 68 Treasurer General...... 69 Registrar General...... 71 Custodian General...... 72 Processing Applications...... 73 Microfilm/Microfiche...... 73 Membership Records...... 74 Copies of Papers...... 75 Archival Records...... 75 Forms and Supplies ...... 75 Finance ...... 75 Projects - Copyright...... 76 Annual Convention ...... 76 CRT Registrar General ...... 76 Historian General ...... 77 Mamie Wynne Cox Award for Historical Research ...... 77 Parliamentarian General...... 79 Retiring President General ...... 79 District Representatives ...... 79

PROJECTS / EMPLOYEES ...... 83 Projects ...... 83 Copyrights ...... 84

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Employees ...... 84 General Information ...... 84 Alamo Complex Employees ...... 85 DRT Library at the Alamo Employees ...... 86 DRT Headquarters and Museum Employees ...... 86 French Legation Museum Employees ...... 87

COMMITTEES ...... 89 General Information ...... 89 Administrative Committees ...... 90 General Information ...... 90 Alamo Committee...... 93 Cradle Committee...... 95 DRT Library Committee...... 96 Texas History Forum...... 97 June Franklin Naylor Award...... 98 The Virginia M. Law Research Award ...... 99 French Legation Museum Committee ...... 100 DRT Headquarters and Museum Committee ...... 102

NOMINATING COMMITTEE ...... 105

STANDING COMMITTEES ...... 105 Annual Proceedings Committee...... 105 Awards Committee ...... 108 Bylaws Committee...... 109 CRT Committee ...... 111 CRT Membership Committee...... 111 Credentials Committee...... 111 Daughters’ Reflections Newsletter Committee ...... 112 Education and Flag Committee ...... 113 Finance Committee...... 114 Historic Committee...... 114 Guidelines for Chapter History Books ...... 115 Guidelines for Chapter Yearbooks ...... 118 Historical Publication Committee ...... 119 Legislative Committee...... 120 Membership Committee ...... 120 Membership Cards Committee...... 120

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Memorial Park Committee ...... 121 Organization Committee...... 121 Publicity Committee ...... 121 Guidelines for Submitting Chapter Publicity ...... 121 Senior Members Committee...... 122 Relics, Old Trails and Historic Sites Committee ...... 123 San Jacinto Battleground Committee ...... 124

CHAPTER OFFICERS/DUTIES ...... 125 New Chapters ...... 125 General Information for Chapter Officers ...... 125 Chapter President ...... 126 Suggested order of business...... 126 Preparation of a budget...... 126 Annual Chapter Narrative Report ...... 127 Chapter Treasurer...... 128 Dues and Fees ...... 128 Guidelines for Chapter Treasurers ...... 128 Chapter Treasurer's Calendar...... 128 Dues Reports...... 129 Reinstatements ...... 132 Transfers ...... 132 Applicants ...... 132 Ordering Insignia...... 133 Ordering DRT Supplies...... 133 Checks...... 133 Donations and Memorials...... 133 Name and Address Changes...... 134 Sales Tax Collection and Remittance ...... 134 Purchases...... 136 Chapter Registrars and Chapter CRT Registrars ...... 136 Chapter Chaplain ...... 136 Chapter Recording Secretary ...... 137 Chapter Historian ...... 137 Chapter CRT Sponsor...... 138 Purchase of CRT Jewelry and Ribbon ...... 139

SEAL AND INSIGNIA ...... 141 Guidelines for submitting a new pin to BOM for approval ...... 142

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POLICIES ...... 143 Capital Assets and Depreciation Policy ...... 143 Depreciation ...... 144 Disposals ...... 144 Cash Fund Deposits Policy ...... 144 Conflict of Interest Policy ...... 144 Purpose...... 144 Definitions...... 145 Interested Person...... 145 Financial Interest...... 145 Procedures...... 145 Duty to Disclose...... 145 Determining Whether a Conflict of Interest Exists ...... 145 Procedures for Addressing the Conflict of Interest ...... 146 Violations of the Conflicts of Interest Policy ...... 146 Records of Proceedings...... 146 Compensation ...... 147 Annual Statements...... 147 Periodic Reviews ...... 148 Use of Outside Experts ...... 148 Conflict of Interest Information Form ...... 148 Credit Card Policy...... 149 Policy ...... 149 Procedures...... 149 Supervisor of cardholder employee making purchase ...... 149 Cardholder...... 150 Prohibited Transactions ...... 150 Consequences of Misuse ...... 150 General Records Retention Schedule ...... 151 Introduction...... 151 Definitions...... 151 Retention Schedule Items...... 152 Accession Records...... 152 Accounts Payable Records ...... 152 Accounts Receivable Records...... 152 Annual Reports...... 152 Applications for Hire – Not Hired ...... 152 Audit Reports ...... 152 Bank Statements...... 152

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Cash Deposit Vouchers and Cash Receipts ...... 153 Contracts and Leases...... 153 Correspondence - Administrative ...... 153 Correspondence - General ...... 153 Customer Surveys ...... 153 Daily Cash Receipt Logs ...... 153 Destruction Authorizations...... 153 Directives...... 154 Electronic Funds Transfers...... 154 Equipment History/Calibration/Inventory Files ...... 154 Equipment Manuals ...... 154 Evacuation and Emergency Preparedness Documentation . . . 154 Facilities Inspection Records ...... 154 Facilities Reservation Requests/logs ...... 155 Finding Aids, Indices, and Catalogs ...... 155 Former Employee Verification Records ...... 155 Forms...... 155 General Ledgers...... 155 Hardware/Software Documentation ...... 155 Insurance Policies ...... 155 Internal Fiscal/Financial Reports ...... 156 Inventory Files...... 156 Legal Opinions and Advice...... 156 Library Circulation Records ...... 156 Litigation Files...... 156 Lost and Stolen Property Reports ...... 156 Meeting Agenda and Minutes ...... 156 Meeting Notes...... 157 Meeting Supporting Documentation ...... 157 Miscellaneous Financial Records ...... 157 Museum Exhibition Records...... 157 Organizational Charts...... 157 Payroll Records ...... 157 Personnel Policies and Procedures ...... 158 Personnel Records...... 158 Plans and Planning Records ...... 158 Policies and Procedures...... 158 Postage Records...... 158 Property Damage Reports...... 159 Property Destruction Certificates ...... 159

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Public Relations Records...... 159 Purchasing Logs...... 159 Quality Control Reports ...... 159 Records Retention Schedule...... 159 Returned Checks/warrants/drafts ...... 159 Sales/receipt/expenditures Journals ...... 160 Security Access Records ...... 160 Software Programs...... 160 Speeches, Papers and Presentations ...... 160 Strategic Plans...... 160 Surplus Property Sales Reports...... 160 Training Materials...... 160 Bid Documentation...... 161 Budgets and Budgetary Documents ...... 161 Building Construction Project Files ...... 161 Building Plans and Specifications ...... 161 Calendars, Appointment and Itinerary Records ...... 161 Cancelled Checks/stubs/warrants/drafts ...... 161 Transitory Information ...... 162 Utility Usage Reports/bills...... 162 Vouchers ...... 162 In-Kind Contributions Policy ...... 163 Services ...... 163 Tangible Goods ...... 163 Investment Policy ...... 163 Preservation to Capital ...... 163 Risk Aversion ...... 163 Adherence ...... 164 Investment Objectives ...... 164 Investment Guidelines ...... 164 Prohibited Transactions ...... 164 Asset Allocation Guidelines ...... 165 Guidelines for Equity Investments ...... 165 Guidelines for Fixed Income Investments and Cash Equivalents . 165 Spending Policy...... 165 Selection of Financial Advisor ...... 166 Financial Advisor Performance Review and Evaluation ...... 166 Purchased and Donated Collections Policy ...... 167 Purchasing and Procurement Policy ...... 167 Purpose...... 167

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Purchasing Guidelines...... 167 Forms...... 168 Purchasing Procedure ...... 168 Responsibilities ...... 168 Whistleblower Policy...... 169

CEREMONIES AND SERVICES ...... 171 Chapter Memorial Service ...... 171 Chartering a DRT Chapter...... 172 Chartering of a CRT Chapter...... 176 Dedication of Memorial Medallion for a Citizen of the Republic of Texas ...... 179 Dedication of a CRT Memorial Medallion ...... 180 DRT Pledge for New Members...... 181 Founders Day Ceremony...... 181 Installation of Board of Management ...... 182 Installation Ceremony for Chapter Officers ...... 186 Stephen F. Austin Oak Tree Ceremony ...... 189 Welcoming Ceremony for New Members ...... 190

PROCEDURE FOR CHANGING THE MOP ...... 193 Authority...... 193 Proposed Amendments...... 193 Vote...... 194 Printing ...... 194 Bylaws/MOP on Website ...... 195

GENERAL INFORMATION/MISCELLANEOUS ...... 197 DRT Websites...... 197 Merchandise Available ...... 197 Merchandise Purchased from the Alamo Museum Gift Shop . . . . 197 Merchandise Available from DRT Headquarters ...... 198 Items Available to Chapters Only ...... 198 Items Available to General Membership ...... 198 DRT application Packet/CD version ...... 198 Preprinted (4-pages) Application ...... 198 DRT Publications ...... 199 Rare Books...... 199 Merchandise Available from the Republic of Texas Museum . . . . 200 Merchandise at the French Legation Museum Store ...... 200

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Officers General Club ...... 201

FORMS ...... 203 Awards Forms Achievement Award Form ...... 204 Attendance Award Form ...... 205 Texas History Award Form...... 206 Volunteer Hours, Membership, President General’s Project - Six-Star Chapter Awards Form ...... 207 Propose Bylaw Amendment Form ...... 208 Propose MOP Amendment Form...... 209 Motion Form-Amend Proposed Bylaw Convention Floor ...... 210 Motion Form - BOM Meeting, Amend MOP ...... 211 Chapter Dues Report Form...... 212 Dues Reconciliation Form...... 213 Chapter Endorsement for District Election Form ...... 214 Chapter Endorsement for Officer General Form ...... 215 Native Texan License Plate DRT Fund Request Form, p. 1 ...... 216 Native Texan License Plate DRT Fund Request Form, p. 2 ...... 217 Jewelry/Insignia Order Form - CRT ...... 218 Jewelry/Insignia Order Form - DRT ...... 219 M.01 Applicant Genealogy Worksheet-1 ...... 220 Applicant Genealogy Worksheet-2 ...... 221 CRT Transfer to DRT Short Form, p. 1 ...... 222 CRT Transfer to DRT Short Form, p. 2 ...... 223 CRT Chapter Transfer Form ...... 224 Deceased Member Report Form...... 225 Member Biographical Form...... 226 Member Data Change Form DRT/CRT ...... 227 Reinstatement Form ...... 228 Transfer Request Form ...... 229 Application for Member Memorial Medallion DRT/CRT ...... 230 Application for Veteran-Defender-Citizen Memorial Medallion . . . . 231 Application for Historic Site Medallion and Instructions ...... 232

MOP INDEX ...... 233

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Table of Contents xii ORGANIZATION AND HISTORY

The DRT Legacy

In 1907, at the last meeting of the Texas Veterans Association, only six members answered the roll call. After the usual memorial service, each one of these men expressed that, owing to the increasing infirmities of age, he would be unable to attend another meeting. They then unanimously voted for the dissolution of the organization.

But before adjourning for the last time, it was resolved that ‘the holy memories clinging around it should be merged into the patriotic association, The Daughters of the Republic of Texas.’ * * * * Upon motion, they repaired to the Presbyterian Church where without the furling of a banner or the strain of martial music these old heroes laid aside forever their badges of membership and bequeathed their memories and their deeds with an ‘Undivided Texas’ as a precious legacy to The Daughters of the Republic of Texas, by them to be held in trust forever (Fifty Years of Achievement, Daughters of the Republic of Texas, 1942, pp. 9-10).

Brief History

At the Cradle in Galveston, Texas, in the summer of 1891, Miss Betty Ballinger and her cousin, Miss Hally Bryan, conceived the idea of perpetuating forever the memory of the Texas pioneer families and soldiers of the Republic of Texas by forming an association of their descendants that we now know as The Daughters of the Republic of Texas.

The Daughters of the Republic of Texas is an association composed of over one hundred chapters. Each chapter is a part of the larger organization and must operate within the framework of Bylaws established by the Association.

The date of the Convention has varied through the years. At first San Jacinto Day, April 21, was stipulated. In 1928 and 1929, March 2 was specified. In 1930 the Annual Meeting was held March 18, and the 1932 meeting dates were February 18 and 19. May 13, 14, and 15 were chosen in 1936. May 14 is Velasco Day, the date when Interim President David C. Burnet and Santa Anna signed the treaties of Velasco following the defeat of the Mexican forces 2 Manual of Procedure 2010 at San Jacinto. Since 1936 the Daughters' tradition has been to choose a date for the Annual Convention as close to Velasco Day as possible in honor of this momentous occasion. The 1996 Convention voted that the Annual Convention not be on Mother’s Day weekend.

Brief History of CRT

On March 3, 1928, during the DRT General Convention, Mrs. Clara Driscoll Sevier, President General, asked the Daughters assembled to bring young people into the organization to take an active part. A committee was set up to make plans to organize the children into chapters. Members of this DRT committee were Mrs. Joseph Carnal, San Antonio; Mrs. J. T. Cox, Austin; and Miss Bess Ferguson, Palestine. During the DRT Convention one year later, on March 1, 1929, the committee made the following motion, which carried:

That The Daughters of the Republic of Texas sponsor the organization to be known as the Children of the Republic of Texas, such members to be subject to the Bylaws of our organization pertaining to membership and objectives and that a committee be appointed to further the same.

History of the Texas Flag

The first official national Lone Star Flag of the Republic of Texas was adopted on May 11, 1836, by the provisional government. It was designed by with a blue field, large white five-pointed star in the center, and the letters T E X A S between the points of the star. However, this flag was never made up in cloth or flown by the Texas army.

A month prior to the adoption of the Lone Star flag, President David G. Burnet and Commodore Charles E. Hawkins devised a flag for use by ships of the Texas Navy. Its conformation was union blue, white star central with thirteen prolonged stripes alternating white and red.

When the first Congress of the Republic of Texas met, an act was passed on December 10, 1836, designating the official flag to be the one designed by David G. Burnet showing a blue field with a large gold star in the center.

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On January 25, 1839, Congress changed the national flag to the one we fly today. Designed by Charles B. Stewart, it consists of a three-bar arrangement, blue at the hoist central with a five-pointed lone star and two horizontal bars of white and red joining the blue and extending to the fly with white stripe uppermost.

It is one of the simplest and most beautiful flags in existence in any land or nation and a flag revered and loved by all Texans.

Pledge to the Texas Flag

“Honor the Texas flag, I pledge allegiance to Thee, Texas, one state under God, one and indivisible.”

Flag Protocol

The Texas flag should be displayed on the viewer's right, and the United States flag should be displayed on the viewer's left when the flags are on separate poles.

When one flag pole is used for the United States and Texas flags, the United States flag is flown above the Texas flag, the flags should be of equal size.

Where the flags are flown side by side, the flags shall be of equal size and the poles of equal height. For additional information concerning the Flags of Texas, see DRT publication, Texas and Its Flags, compiled by Mrs. Florine Rhea Railing, 1983-85 Fourth Vice President General.

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Texas Honor Days

DRT promotes the celebration of Texas Honor Days. Chapters are encouraged to honor these days in some way, and members are encouraged to fly the Texas flag on each of these Honor Days.

Mirabeau B. Lamar Day (January 26)

Lamar is honored as the Father of Texas Education. DRT can observe this day by providing historical materials to local schools and the news media. It is also an excellent time to honor teachers of Texas history.

Texas Statehood Day (February 19, 1846)

The legal entry of Texas into the Union was 29 December 1845, but the decade-old Republic of Texas did not formally transfer its authority to the new State of Texas until 19 February 1846. DRT celebrates 19 February 1846 as Statehood Day and as a Texas Honor Day.

Texas Independence Day and Flag Day (March 2, 1836)

On this date, the Texas Declaration of Independence was signed at Washington-on-the-Brazos. A big celebration is held at the site each year and many Daughters participate in the event. Various programs and social events are held throughout the State by DRT chapters on this day which is also Sam 's birthday.

Alamo Heroes Day (March 6, 1836)

An observance at the Alamo honoring the patriots who died there is held annually by the Alamo Mission Chapter. The heroes' names and places of birth are called out by the President General in a solemn and impressive ceremony. Daughters are encouraged to participate in local celebrations on this day if at all possible.

Goliad Heroes Day (March 27, 1836)

Following the fall of the Alamo, the Mexican Army, under command of General Santa Anna, attacked Colonel James W. Fannin’s men at Goliad. Fannin was forced to surrender. He and his men were promised fair treatment

Organization and History 2010 The Daughters of the Republic of Texas 5 and parole, but General Santa Anna ordered that all of the men should be shot. On March 27, 1836, 320 Texian prisoners were executed, the largest loss of life in the cause of Texas independence. “Remember Goliad!” became one of the great battle cries at San Jacinto.

San Jacinto Day (April 21, 1836)

On this date, General and the Texas Army defeated Santa Anna's Mexican troops in the . An annual celebration is held at the San Jacinto Monument and Battlefield. In San Antonio an Annual Pilgrimage to the Alamo is sponsored by the Alamo Mission Chapter. It is always the first Monday of Fiesta Week, originally “Fiesta San Jacinto,” which includes San Jacinto Day.

Texian Navy Day (Third Saturday in September)

In September 1835 the first naval engagement of the occurred near Velasco. In that engagement between a Texian privateer, the San Felipe, and a Mexican war schooner, the Correo, the Mexican ship was forced to unconditionally surrender. Thus, the Texian Navy won its first victory in the War of Independence on the high seas. This event was one month before the first significant land battle of the Texas Revolution at Gonzales.

Gonzales Day (October 2, 1835)

The first recognized battle of the Texas Revolution was fought in Gonzales. The Texas force of one hundred and sixty men challenged the Mexican military authority by refusing to surrender a brass cannon previously given to the town as a means of protection against the Indians. The Battle of Gonzales lasted only a few minutes, but most citizens in Texas realized that there was no turning back. A war had begun.

Stephen F. Austin's Birthday (November 3, 1793)

The Father of Texas.

DRT Founders Day (November 6, 1891)

On this date, a group of seventeen ladies met in Houston in the home of Mrs. Andrew Briscoe to carry out the idea of Misses Betty Ballinger and Hally Bryan

Organization and History 6 Manual of Procedure 2010 for organizing a Republic of Texas daughters' organization to meet with the Texas Veterans.

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Custodial Property The Alamo

The crusade to save the Alamo was begun in 1903 by The Daughters of the Republic of Texas when they learned the sacred ground was about to be sold for a hotel site. Adina de Zavala, one of the leaders of this movement, enlisted Miss Clara Driscoll, twenty-one years of age and a member of the local DRT chapter, to assist the Daughters' efforts to save this hallowed site. Miss Driscoll bought the option on the property. When the option expired and no legislative appropriation had been secured, Miss Driscoll bought the property, protecting the site from commercial development. Her gesture sparked public interest, and in 1905 the State reimbursed her and turned the Alamo over to the care of the Daughters. In the 1930s Miss Driscoll gave land south of the Alamo Shrine to the State. The Alamo is maintained by the Daughters at no expense to the State. The Alamo Complex consists of the Shrine, Long Barracks Museum (Convento), Sales Museum, Alamo Hall (meeting room), Support Complex (guard room, rest rooms, committee meeting room, etc.) and DRT Research Library at the Alamo, Gallagher Building and Alamo grounds. Mission statement: The Daughters of the Republic of Texas are dedicated to the preservation of the Alamo as a sacred memorial to the Alamo Defenders. The DRT is committed to the conservation of the historic grounds and the research and study of Texas history. Vision statement: The Daughters of the Republic of Texas will be the recognized authority of Alamo history and the catalyst for the Alamo Legacy through preservation of the principles demonstrated by the Defenders. Regular hours: 9 am to 5:30 pm, Mon. - Sat.; 10 am to 5:30 pm, Sun. Summer hours: 9 am to 6:30 pm, Mon. - Sat.; 10 am to 6:30 pm, Sun., beginning Friday before to Tuesday after Closed: December 24-25 and for special occasions Admission: No admission fee. Donations accepted.

The Alamo Complex Corner of Houston and Alamo Streets P. O. Box 2599; San Antonio, Texas 78299-2599 (210) 225-1391; Fax (210) 229-1343 www.thealamo.org

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DRT Library at the Alamo

The Daughters of the Republic of Texas Library, located in the southwest corner of the Alamo Complex, has been developed and is supported and maintained by the DRT for the use of all researchers. The need to encourage the study of Texas history and to preserve its documents was of sufficient importance to the founders of the DRT to be stipulated specifically in the charter of 1893. The library contains materials pertaining to the , in particular, the period of the Texas Republic and associated fields. Books, documents, maps, photographs, periodicals, early newspapers, clippings, and family papers are among the materials in the library's files and closed stacks. A card catalog is available for the use of researchers to locate information, and library attendants provide assistance in retrieving materials for use. Duplication services and photographic reproduction services are available. Mission statement: The DRT Library is dedicated to advancing the understanding of the unique history of the Alamo and Texas and of the lives of those who experienced it. In order to accomplish this mission, the Library Committee and staff support: the selection and acquisition of materials about Texas focusing on the period of the Republic of Texas, 1836-1846; the conservation and restoration of the library’s holdings; educational initiatives that promote the study of Texas history at all levels; the accessibility of the collections to the general public; research by lay and professional historians; the publication of current research.

Hours: 9 am to 5 pm, Mon. through Fri.; closed Sun.; Sat. by appt. only Admission: No admission fee

DRT Library P. O. Box 1401, San Antonio, TX 78295-1401 (210) 225-1071 Fax (210) 212-8514 [email protected] www.drtl.org

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The French Legation Museum

Construction of the French Legation was begun in 1840 and completed in the Spring of 1841. The Legation was built by Comte Alphonse Dubois de Saligny, Charge d'affaires of His Majesty Louis Philippe, King of France, to the Republic of Texas. The house was purchased in 1949 by the State of Texas from the Robertson family in whose possession the Legation had been for 100 years. The historic house was put into the custody of The Daughters of the Republic of Texas by the State in 1949. The Daughters of the Republic of Texas has restored and maintained the Legation for the public to whom it was opened as a museum on April 5, 1956. The DRT maintains an extensive period garden surrounding the Legation with antique roses and other old-fashioned plants. The Legation grounds may be scheduled for weddings and other special events, and a small meeting room, which holds up to 50 people, is available as well. Mission statement: The mission of the French Legation Museum is to preserve the heritage of the French Legation of the Republic of Texas and to educate the public about Texas history and culture.

Open for tours: 1 - 5 pm, Tues. - Sun. Admission: $4 Adults; $3 Seniors; $2 Students and Teachers Group and AAA discounts available

The French Legation Museum 802 San Marcos Austin, Texas 78702-2647 (512) 472-8180 Fax (512) 494-9962 [email protected] www.frenchlegationmuseum.org

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DRT Property

DRT Headquarters and Museum

In 1903 the Republic of Texas Museum was housed in one room of the State Capitol. The collection of Republic era artifacts grew rapidly through the dedicated efforts of the DRT, and more space was required. In 1916 the Land Department moved from the Old Land Office Building on the Capitol grounds, and a portion of the structure was turned over to the DRT for use as a museum. The DRT Museum occupied the second floor of the building until 1989 when restoration of the deteriorating structure began. Four years later, during the centennial year of the DRT, the Daughters purchased a building to house the museum and the organization's headquarters. The DRT Headquarters is the communications center for the DRT and houses the archives and Business Office. The archives contain bound membership records and related documents from 1891 to the present. The office staff maintain membership and ancestor records and the database. They can do limited searches on ancestors registered with the DRT for a small fee plus copying costs. DRT supplies and historical publications are available for purchase. Mission statement: The mission of the Republic of Texas Museum is to preserve the heritage of the Republic of Texas historic period and to educate the public about the history and culture of that time. Museum hours: 10 am to 4 pm, Monday through Friday Admission: $2 Adults; $1 DRT Members; $1.50 Seniors; $1.00 Children Headquarters hours: 9 am to 5 pm, Monday through Friday DRT Headquarters and Museum 510 East Anderson Lane, Austin, Texas 78752-1218 (512) 339-1997 Fax (512) 339-1998 [email protected] 2010 The Daughters of the Republic of Texas 11

The Cradle

This building was originally the law library of William Pitt Ballinger, father of co-founder Miss Betty Ballinger. Now known as the Cradle, it is cherished by the Daughters as the place where Miss Ballinger and her first cousin, Mrs. Hally Bryan Perry, formulated the idea for their new organization which would become The Daughters of the Republic of Texas. The Cradle was restored in 1993-1995 to reflect the original furnishings of the late 1800s. The Cradle is open by appointment only. The address and phone number of the Cradle Committee Chairman may be found in the most recent Annual Proceedings. Location 2902 Avenue 0 ½ Corner of O ½ Street and 29th Street Galveston, Texas

Mailing Address The Cradle P. O. Box 3268 Galveston, TX 77552-0268

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J. B. Wells House

On Sunday, April 25, 1999, the Gonzales Chapter, Gonzales, presented to The Daughters of the Republic of Texas a deed of property to the J. B. Wells House, Gonzales. President General Tookie Walthall accepted the gift on behalf of the Daughters. This home was built in 1885 and retains much history of the early years of Texas. Original furnishings continue to grace the fifteen rooms of the interior surroundings. The structure consists of Florida long-leaf pine lumber delivered from the port of Indianola by oxen to Gonzales. The Gonzales Chapter is responsible for maintenance of the property at no cost to members of DRT. Tours are available upon request. You may find the house open to the public around the weekend of October 2, celebrating Come and Take It Days, and during the holiday seasons. For more information please contact the following:

Contact Mrs. Elizabeth (Polly) Fink (830) 672-9793 Location 829 Mitchell Street Gonzales, TX 78629-4125

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History of Memorial Medallions

The desire for a memorial grave medallion for DRT founders and Past Presidents General became apparent to the Board of Management in 1958. The first twelve Daughters' medallions were ordered March 1958 from James H. Matthews Co. in Pennsylvania by Mrs. W. L. Scarborough, Treasurer General. In May 1958 the following Recommendation No. 6 was brought by the Board of Management to Convention:

It is recommended that our official Daughters of The Republic of Texas Grave Medallion Seal be placed as a token of love, respect and gratitude from our organization on the grave or burial place of the remains of each of our two founders and on [the graves of] each of our deceased Past State Presidents and our Honorary President, and that this set a precedent to be followed in this regard throughout future years in paying our respects to our founders and our faithful leaders of The Daughters of the Republic of Texas.

The Board of Management traveled to Austin, San Antonio, Galveston and Houston in November 1958 marking the graves of Miss Betty Ballinger and Mrs. Hally Bryan Perry, DRT founders, as well as Past Presidents General buried in these cities. Daughters have continued to be honored by the placement of these medallions on their graves from that time forward. Prior to this medallion's establishment, DRT marked many historic sites and graves in conjunction with the Texas Historical Commission as noted in The Precious Legacy (1994) by Mrs. Frances Underwood, 1991-93 Fourth Vice President General.

Mrs. Mildred McElroy, 1979-81 Fourth Vice President General, chose as her project the marking of all Texas Revolution veterans' graves of men who saw combat in 1836, the final year of the war as accepted by the Texas Historical Commission. She spent one and a half years locating the graves and searching for a foundry to produce a suitable medallion. She underwrote the cost of the original die. Mrs. McElroy tended the Texas Veteran medallion project long after her term was over as a labor of love. In 1988 she passed the project to Mrs. Alice Kuykendall, then Fourth Vice President General. Since then the project has been passed to each succeeding Fourth Vice President General.

A Board of Management directive dated November 16, 1982, was written to “set up guidelines for issuing the citizen's medallion.” Mrs. Evelyn Armstrong, Mrs. Billie Menefee, and Mrs. McElroy created a Dedication Ceremony and

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Remembrance Book to include data of each medallion placed during Texas's sesquicentennial. The book was to be placed in the DRT Museum.

The medallion for the defender was researched and designed by Mrs. Wanda L. Perry, 1989-1991 Fourth Vice President General, and her committee. It was approved by DRT Board of Management in 1990. Criteria for use of a defender's medallion as having seen battle between April 23, 1836, and February 19, 1846. Also during the term of Mrs. Perry, the years of eligibility for the veteran's medallion were changed to 1821-1836. A children's medallion was designed by Mrs. Perry and her committee in 1990 upon the first death of a CRT member.

It is important for these medallions to be placed on all appropriate graves in cemeteries throughout the state. They are beautiful and visible symbols of our Texas heritage (written by Mrs. Carolyn Marble, 1995-1997 Fourth Vice President General).

The Historic Site medallion was designed by Jean Kalina, Fourth Vice President General 2003-2005 and approved by the BOM in September, 2004. Guidelines for placement of a Historic Site medallion was written by the Relics, Old Trails and Historic Sites Committee 2007-2009, Anita Cooper, Chair, and approved by the BOM in September 2007.

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MEMBERSHIP

APPLICATION PROCEDURES

Introduction

Before applying for membership, prospective member shall be informed to do her homework! She is expected to have researched her lineage thoroughly enough to be aware of problems which might arise during the verification process and to have documentation to resolve such problems. She will be required to submit data to prove the parentage of each person from whom descent is claimed and to prove each date and place of birth, marriage and death given on the lineage page of the application. She should also be informed that she shall have two years to complete the application. If not completed during that period of time, she must repeat application process. She is a “prospective member” until voted on and accepted by the Chapter or BOM. Then she becomes an “applicant.”

Application to a Chapter

A letter recommending a prospective member shall be presented to the Chapter President who shall give it to the Chapter Registrar or Membership Committee Chairman for consideration by the committee. If approved, the letter of recommendation must be presented by the Membership Committee Chairman to the Chapter's Executive Board for approval. After approval by the Executive Board, the prospective member's request for membership shall be presented to the chapter for approval. In chapters without a Membership Committee, the letter of recommendation may be presented by the Chapter President to the Executive Board for approval before being presented to chapter members for vote (See Bylaws Article I, Sec. 3).

The letter is then given to the Chapter Registrar or Membership Committee Chairman who shall notify the applicant of the acceptance or rejection of her request for membership. If accepted, the applicant shall be given an application worksheet by the Chapter Registrar, complete the worksheet according to instructions included (see Application Preparation Instructions below) and return it to Chapter Registrar along with her proofs. If the Chapter Registrar believes information on the worksheet is adequate, she shall give the applicant a printed application blank for completion, using the worksheet as 16 Manual of Procedure 2010 a guide, or sell her or inform her how to obtain the DRT Application CD and paper packet.

Application for Member-at-Large

See Bylaws Article 1, Sec. 1(a) and Sec. 3(c); Article II, Sec. 2(a), Sec. 2(b), and Sec. 5(a)(b).

Application papers may be purchased by the applicant from the Registrar General. Application papers, properly completed, signed by the applicant and endorsed by two members, shall be returned to the Registrar General, accompanied by a check for the initiation fee and Association dues.

Application for Emeritus Membership

See Bylaws Article 1, Sec. 1(a) and Sec. 6; Article II, Sec. 2(a); Article XIV, Sec. 5(b).

In the event a member of 15 years or more or a charter member of her chapter is placed in a nursing home or is incapacitated and would rather not resign but finances forbid her from continuing to pay dues, she shall be maintained on DRT records as an emeritus member until her death, with all DRT Association and chapter dues being waived. Application for emeritus membership shall be made and eligibility established through written request to the Second Vice President General, who shall inform the member’s Chapter Treasurer.

Processing of All Applications

Applications for membership, when approved, shall be signed by the President General and Registrar General. The application, together with all proofs of lineage, are sent to the Custodian General, who returns the signed, approved photocopy of the application to Chapter Registrar. The original application is filed, with proof of lineage, in the DRT archives. In the case of a member-at- large, the Custodian General retains both sets of papers, the original for binding and the other for the member-at-large files.

A set of photocopies of applications is made for the Historical Publication Committee for preparation of Founders and Patriots lineage books. A certificate of membership shall be sent to the new member by the Custodian General.

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Application Preparation Instructions

These instructions may be used for both DRT and CRT applications. See the sample completed DRT application in this Membership Section of MOP.

Preprinted Application Forms: Applicants shall use the following instructions to prepare a worksheet provided by the Chapter Registrar. When the worksheet has been approved by the Chapter Registrar, the same instructions will be used for completing an original DRT Application for Membership Form, using the worksheet as a guide. Each completed application package consists of one original, typewritten application form, one clearly legible photocopy of the original form, and one set of proofs. The original proof shall be photocopied on 8½ x 14-inch paper with a one-inch left margin for binding. All signatures must be original (signed after the photocopy is made), using a black acid-free archival pen. (See General Information/ Miscellaneous Section of MOP for cost and contents of the application.)

Computer-Version Application Forms: As an alternative to using preprinted application forms, a computer-version application is available for sale on CD from the Custodian General at DRT Headquarters. The program contains both the DRT application and the CRT application. The finished product must be printed on paper purchased from a Chapter Registrar or DRT Headquarters. The paper is 25 percent cotton bond, acid free, legal-size 8½ x 14-inch with a specific DRT imprint. The application must be printed with a laser or high-quality ink jet printer. (See General Information/ Miscellaneous Section of MOP for cost and contents of the application.)

The purchaser of the program may copy the program to her hard disk and use it for all of her applications (primary and supplementals), but the program is copyrighted by DRT and may not be copied by others.

When completed, an application package will include one four-page computer- printed application and one clearly legible photocopy of the original form (or two four-page printed applications), and only one set of proofs. All signatures must be original (signed after the photocopy is made), using a black acid-free archival pen. Paper-clip to the front your check made payable to DRT or the DRT Chapter for the amount and payee as instructed by the Chapter Registrar, or for members at large, by the Registrar General.

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If submitting more than one application or supplemental application at the same time, provide a separate check for each.

Proofs Information

General Instructions

Photocopies: Submit one set of photocopied proofs on legal-size paper (8½ by 14). Do not send original documents or photographs. Send only photocopies.

Illegible photocopies: All documents must be clear enough to read or they will not be accepted. If a photocopy of a document is illegible (difficult to read), do not alter it in any way. Type beneath it what information cannot be read and have the statement notarized.

Language: Documents written in a language other than English must be translated. Submit copies of both original and translation.

Pertinent information: Underline pertinent information on proof papers with red pencil, i.e., names linking one generation to next, birth and death dates, places of birth and death. Do not use a highlighter on the proofs.

Identification: On the back of each proof in the upper left corner, type name of the applicant, the ancestor, the generation number to which the document applies, and name of the DRT chapter. If a piece of proof applies to more than one generation, label the proof with all generations to which it applies. This is to prevent separation of documentation from the application.

Example: Mary Sue Brown Smith (Applicant) George Randall Smith (Ancestor) Generation Three James Butler Bonham Chapter

Paperclip proof together by each generation, attaching a cover sheet on which the generation number shall be written. Do not use staples or tape.

Married/widowed/divorced applicants: Include with your proofs a copy of your husband's (or former husband's) birth certificate if it is available to you, and his death certificate if deceased, to prove his dates and places of birth and death.

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In some instances this information is now available on marriage records; if so, the marriage record is acceptable to prove date and place of birth. In some instances, for former husbands, this information is not legally available to the applicant and therefore is not required. Do not enter dates and places on the application unless they can be verified by proofs submitted.

Listing Proofs

Beginning with Generation 1 (Applicant), list all proofs included with the application. Relationship of one generation to the next must be proved. Examples:

Gen. 1: Applicant's birth certificate; husband's birth certificate; marriage certificate; first page of divorce decree(s), if applicable; and if remarried, those proofs for subsequent husband(s)’ date and place of birth. Gen. 5: GG grandmother's obituary and funeral notice; GG grandfather's notarized family Bible record of birth and death; record of marriage; deeds and/or wills.

Proof Records

All dates since the inception of vital records (since 1903 in Texas) require copies of birth and death certificates and marriage licenses. Dates in earlier generations may be approximated from census records, wills, tax rolls, obituaries, tombstones, deeds, probate records, guardianships, church records, newspaper articles, pensions, 1867 voter registration certificates, ships' lists, Bible records, etc. If more exact information is not available, estimated dates should be shown as “ca (yr).”

If submitting tombstone information, use a photo of the tombstone and have it photocopied, with name and location of cemetery typed on the page. If the information is difficult to read, type beneath it a transcript verifying the name and location and have it signed by a person other than the applicant who has seen the tombstone; and have the statement notarized. Tombstones must have been erected at the time of death to be used as proof. Tombstones or monuments erected in later years must have supporting proof.

When using 1846 tax rolls of Texas as proof of payment of poll tax and presence in Texas, a photocopy of the microfilm must be submitted. The

Membership 20 Manual of Procedure 2010 published book is not acceptable. Applicants must obtain a copy of the marriage record from the County Courthouse.

Bible records must have been recorded as the event happened, and a photocopy of the Bible record, including the title and copyright pages submitted. Only if a typed transcript is submitted instead must it be notarized attesting to this fact.

A photocopy of a census record microfilm, if difficult to read, must have a typed transcription of the pertinent portion.

Very important! Do not use family and/or county histories as proof. Only documentation from primary sources is acceptable.

Common Proof

Common proof is used when two or more applicants are joining or have joined on the same ancestor, such as a relative (mother, daughter, sister, cousin, aunt, etc.). Proof already on file may be cited, provided the claimed relationship is proved. When referring to proof in another file, give the DRT membership number, member's name, and relationship. It must be verified that proper proof was submitted with that member's application. Example:

Gen. 3: Grandmother's birth and death certificate; grandfather's birth and death certificate; marriage license. Please see DRT File No. 000000, Mary Sue Smith Johnson, my aunt.

Page One

Application f or P osthumous M embership: Type POSTHUMOUS in upper-case letters at top center of page 1.

Applicant's Name: Type the full legal name, including given name, middle name, maiden name, and married surname (if applicable) centered in uppercase letters. Underline either preprinted “Miss,” “Mrs.” or “Ms.” Example: Mrs. Mary Jane Wood Thomas

Husband's Name: If applicable, indicate if you are wife, widow, or divorced. Type the full name of the husband. Do not use initials.

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Residence: Type the home address, including zip+4, telephone number including area code, and email address if applicable.

Descendant of: Type the ancestor's full name centered in upper-case letters. Do not use titles.

Chapter Record: Type the chapter name and city.

Remainder: The remaining part of page 1, except the endorsement section, will be completed by the Chapter Registrar after the application is complete.

Signature and Endorsement: After the application is complete and has been photocopied, the applicant must sign her name on both the original and one photocopy of the application. She will get original signatures of two members who endorse her application on both the original and photocopy. All signatures, including the applicant, the two endorsements, the Chapter Registrar and Chapter President, must be in permanent black acid-free archival pen. Endorsements are not necessary on supplemental applications.

Copies: In accordance with the Texas Nonprofit Corporation Act, members' membership applications and proofs of lineage are subject to review by other DRT members. However, copies of application papers and/or proofs of lineage may be obtained from the office of the Custodian General by applicants only if the member gives written permission on her application papers by checking the appropriate boxes. Upon the death of a member, her papers shall be considered open. The fee for copies of an approved application or supplemental, not including proofs, will be $10.

Pages Two to Three

Lineal Descent Proof: Relationship from one generation to the next must be shown and then proved. The applicant must furnish acceptable proof of her lineal descent from a man or woman who resided in Texas prior to 19 Feb 1846. Lineal descent must be proved from Generation 1 (the applicant) through each generation to the ancestor (not beyond), using as few proofs as possible. Redundant proof of a relationship, date or proof of service is not required and will be discarded.

Applicant: Type applicant's name exactly as it appears on page 1.

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Ancestor: Type ancestor's name exactly as it appears on page 1.

Dates: Type all dates: day of month, month abbreviated to three letters, year. Example: 6 Mar 1836. If exact date not known, type: ca (yr). Example: ca 1837

Places: Type all places using standard two-letter abbreviations for states. Example: Smith Co., TN

Generation 1: Complete applicant information. Applicant is Gen. 1. On Posthumous applications, type date and place of death.

Generations 2, 3, 4, 5, etc: List husband's name first on each generation. Type full given name and maiden name (not married name) of wife. Example: Ruth Ann Carr

The applicant's parents are Generation 2; Grandparents, Generation 3; GGP, Generation 4; etc.

If wife had been married previously, type: “Mrs.” then her full given name, maiden name and prior husband's surname. Example: Mrs. Mary Jane Smith Jones

Indicate whether she was 1st, 2nd, or “only” wife in the parentheses area of each Generation on the application.

Type “living” in the “died at” blank if a person is alive.

If a maiden name and married name are the same, put an asterisk with a footnote and state circumstances, such as, “*m. second cousin.”

Complete generation information only through the ancestor that this application is proving. Do not type information beyond that ancestor.

Proof of Ancestor's Service: Only one document should be listed and submitted. Example: George Randall Smith, Land Grant for service in Texas Army, General Land Office File No. 0000.

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Death records may NOT be used as positive proof of service.

Include only one document showing positive proof of ancestor's being in Texas prior to 19 Feb 1846. Others will be discarded.

Proof of ancestor service requires positive proof that an ancestor was in the Republic of Texas prior to 19 Feb 1846 and was: 1. A colonist with Austin's Old Three Hundred or any colonies authorized under the Spanish (i.e., grants from the Crown of Spain (1758 to 1821) and Mexican government (i.e., grants from Mexico (1821 to November 1835) before the Texas revolution or those authorized by the Congress of the Republic of Texas; 2. An officer or private in the service of the colonies or of the Republic of Texas; 3. A loyal citizen, male or female, regardless of age, who established residence in Republic of Texas prior to 19 Feb 1846, thereby aiding in its settlement; and 4. A recipient of a land grant authorized by the Provisional Government of the Republic of Texas. These land grants include: a. “Toby scrip” authorized issuance by the Republic of Texas 10 Dec 1836 to finance the Republic gave bearer rights to locate land in the Republic; b. Head rights granted under the laws of the Republic of Texas: First Class, granted to those living in the Republic on 2 Mar 1836; Second Class, granted to those who came to the Republic after 2 Mar 1836 but prior to 1 Oct 1837; Third Class, granted to those who came to the Republic after 1 Oct 1837 but prior to 1 Jan 1842; Fourth Class, granted to those who came to the Republic after 1 Jan 1840 but prior to 1 Jan 1842; c. Bounty and donation land granted for length of service and particular service such as at the Alamo, Goliad, or San Jacinto.

Page Four

Children of Ancestor: If the information is available, list children of the ancestor, their births, and their spouses. This information is not required; therefore, it does not have to be documented.

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Additional P roof o r F amily H istory: If additional space is needed for listing proofs documenting a generation, use this section of the application. Interesting stories, whether documented or not, may be included.

Statement: Type the name of the ancestor as it appears on Page 1. Type your name as you wish it to appear on your certificate.

DO Checklist • DO type with a good, black ribbon. • DO make a legible photocopy of original application and of all documents. • DO sign both original and photocopy with permanent black ink only. • DO keep a copy of all papers and proof for your personal records. Application papers and proofs have been lost in the mail. • DO use paperclips to hold papers together.

DO NOT Checklist • DO NOT use ballpoint, felt tip, blue ink, or pencil when signing papers. • DO NOT use a highlighter on the application or proofs. • DO NOT use correction fluid. If a correction must be made, very carefully erase or type xxx's over the mistake and type the correction beside, above or below. • DO NOT use staples, pins, or tape. • DO NOT send photographs. Send photocopies of photographs. • DO NOT send original proofs. Send photocopies. • DO NOT send more than one set of proofs. • DO NOT fold papers. Place in legal-size envelope for mailing.

Processing of Papers

Upon completion of her application, the applicant submits an original and one photocopy of the application (both with original signatures and endorsements) and one set of proofs to the Chapter Registrar with a check made payable to DRT, for the initiation fee and Association dues, and a check payable to the Chapter for Chapter dues. Or, if the Chapter Registrar directs, the applicant submits a check for Association dues, the initiation fee, and Chapter dues so the Chapter Treasurer can issue a Chapter check to DRT for the fee and Association dues.

Membership 2010 The Daughters of the Republic of Texas 25

The Chapter Registrar carefully determines whether the application and proofs are complete and correct. Papers are signed by the Chapter Registrar and Chapter President.

The two applications, proofs, and a check payable to DRT are forwarded by the Chapter Registrar to the Registrar General for approval. After approval, the Registrar General signs and dates the applications and has the President General sign them and a membership certificate and forwards them to the Custodian General for processing.

The Registrar General notifies the Chapter Registrar of the applicant's approval and her membership number. The Custodian General mails the membership certificate to the applicant and the photocopy of the application to the Chapter Registrar for Chapter files. All original applications are retained in DRT's files.

If the application is rejected, the applicant's papers, including proofs and dues, shall be returned. The initiation fee shall be retained by DRT. The entire procedure may take a few months.

Supplementals

Supplemental papers shall be prepared in the same manner as a primary application, using the same standards of documentation to prove lineal descent from a different ancestor. The member shall furnish supporting proofs for the generations not previously submitted. The Chapter Registrar and Chapter President sign supplemental applications, but endorsements are not necessary since the applicant is a DRT member.

Each supplemental application shall be accompanied by a separate check for the fee specified in the DRT Bylaws, payable to DRT, for each new ancestral lineage.

Posthumous Membership

The application by a descendant for Posthumous Membership on behalf of a deceased woman shall be signed by the descendant, showing their relationship.

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Resources

General Land Office Archives and Records, Suite 800 1700 North Congress Avenue Austin, TX 78701-1495 512-463-5277 or 1-800-998-4456, press 2

DRT Library at the Alamo P. O. Box 1401 San Antonio, TX 78295-1401 210-225-1071 or 210-225-8155

Center for American History University of Texas at Austin Sid Richardson Hall, Unit 2.109 Austin, TX 78712-1001 512-495-4515

Texas State Library and Archives Street Address: 1201 Brazos Street, Austin Mailing Address: P. O. Box 12927 Austin, TX 78711-2927 512-463-5463 (Genealogy Collection) 512-463-5455 (Reference) 512-463-5480 (State Archives) 512-454-2705 (State Records Management)

Sample Completed DRT Membership Application Next four pages

Membership 2010 The Daughters of the Republic of Texas 27

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Membership 2010 The Daughters of the Republic of Texas 29

Membership 30 Manual of Procedure 2010

Membership 2010 The Daughters of the Republic of Texas 31

Reinstatement of Membership

A former member need not seek reinstatement to her former chapter. She may be reinstated to a different chapter. In either case, she must follow the procedure for joining a chapter outlined in DRT Bylaws Article I, Sec. 3(a). The Chapter Treasurer shall complete Reinstatement Form M.08 and mail it with the reinstatement fee of $25.00 and current Association dues to the Second Vice President General.

Follow the procedure in the Chapter Officers/Duties Section of MOP. Upon completion of her reinstatement as outlined in DRT Bylaws Article I, Sec. 4, if the member was reinstated to a different chapter, a copy of her papers should be sent to the Registrar of her new Chapter by the Registrar of her former Chapter or, if necessary, from the DRT Headquarters (See Reinstatement Form M.08 in the FORMS Section of MOP or Members website at drt- info.org/Members.

Transfer of Membership

From Chapter to Chapter

A member wishing to transfer to another chapter must have her name presented to the new chapter and voted upon, conforming to the rule governing new applicants found in Bylaws Article I, Sec. 3(a). Upon election to membership the following procedures shall be followed:

1. The member shall obtain from the New Chapter Treasurer a Transfer Request Form, complete and sign the form, and follow the directions outlined thereon. The Chapter Treasurer may copy the form (See Form M.09 in the FORMS Section of MOP or download it from the DRT Members website).

2. The Current Chapter Treasurer shall confirm whether the member is active (her dues are not delinquent), sign the form, and return it to the member.

3. The member shall present the form and transfer fee to the NEW Chapter Treasurer.

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4. The New Chapter Treasurer shall confirm the transfer by completing Step 3 of the Transfer Form, and shall mail the form and all fees to the Second Vice President General.

5. When the Second Vice President General receives the Transfer Request Form (signed by the transferring member and both Chapter Treasurers) and fee, she shall post the transfer, and notify both treasurers, Headquarters, the member, and both Chapter Registrars, if possible by email.

6. The Former Chapter Registrar shall send a photocopy of the member's application(s) to the New Chapter Registrar, but shall keep the member’s original application in the Chapter’s Inactive file (See Bylaws Article XIV, Sec. 4).

From Chapter to Member-at-Large

A Chapter member wishing to transfer to member-at-large shall follow Steps 1and 2 above. She shall then sent the fee and completed transfer request to the Second Vice President General, who shall notify the Registrar of the former Chapter that the member is transferring. The Chapter Registrar will forward a completed Transfer Request Form M.09 and a copy of the member's application(s) to the Custodian General. The Chapter Registrar shall inform the member and the Chapter Treasurer that the transfer is complete. The member’s original application(s) shall remain in the inactive files of her original chapter (See Bylaws, Article XIV, Sec. 4; Form M.09 in FORMS Section of MOP or download from Members website.)

From Member-at-Large to Chapter

A member wishing to transfer from member-at-large to a chapter must first be accepted by vote of the new chapter. Upon acceptance, the member shall follow the above transfer procedure. Her current membership status shall be verified by the Second Vice President General.

Transfer from CRT to DRT

A CRT member and/or aged-out CRT member wishing to transfer to Member- at-Large or a DRT chapter shall follow the rules set forth in DRT Bylaws, Article I, Sec. 5(c). The receiving DRT Chapter Registrar shall request in writing a CRT to DRT Transfer Card from the CRT Registrar General of DRT.

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The CRT member shall obtain and provide two photocopies of her approved CRT application from her Chapter CRT Registrar or Sponsor.

Any girl who is a member of the Children of the Republic of Texas is eligible for transfer to DRT after her sixteenth (16th ) birthday but before her twenty- first (21st ) birthday without payment of initiation fee. To transfer is to leave one organization and join the other. She may, however, apply for DRT membership by submitting a new application and paying the full initiation fees and dues, and simultaneously remain a CRT member until her 21st birthday, as DRT Bylaws do not prohibit concurrent membership in both DRT and CRT.

Upon acceptance by the DRT Chapter, she shall submit the transfer card, two photocopies of her approved CRT application, her completed CRT Transfer to DRT Short Form (original and one photocopy, and dues to the DRT Chapter Registrar). There is no initiation or transfer fee for CRT Transfers to DRT for members who have not aged out. (See FORMS Section of MOP, M.03.)

The CRT Transfer to DRT Short Form must be printed on 8½ x 14-inch 25 percent cotton archival bond with the DRT imprint obtained from the Headquarters. She shall submit to the Chapter Registrar one printed and one photocopy of the Short Form (both bearing original signatures); one set of proofs for such changes in Generation 1 as name and if married her husband’s birth certificate and their marriage license, and in Generations 2 and 3 births, deaths, and marriages if not documented in the original application. These are also needed by the Historical Publication Committee for preparing Founders and Patriots lineage books. The Bylaws do not require the Chapter Registrar or Registrar General to reprove the transferring CRT member’s lineal descent and ancestor’s service on her approved CRT application.

The Chapter Registrar shall submit the application papers to the Registrar General. Upon approval, the Registrar General shall assign a DRT membership number, process the papers in the same manner as any new member’s application, and return the completed transfer card to the CRT Registrar General for her files [See MOP, BOM (CRT Registrar General)].

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CHILDREN OF THE REPUBLIC OF TEXAS (CRT) MEMBERSHIP

General Information

Application for Membership

A set of CRT application papers may be purchased from the CRT applicant's sponsoring DRT Chapter's CRT Registrar or the CRT Registrar General of DRT. The DRT’s computer-version application CD-ROM packet is available for purchase from the Custodian General of DRT in Austin. Each packet includes files for a worksheet, the CRT and DRT applications, and the required 8½ x 11-inch 25% cotton bond acid-free paper for printing applications. Instructions for completion of a CRT application are the same as for a DRT application. One original typewritten or printed application and one photocopy of the application both signed after photocopying, using black acid- free archival ink, shall be submitted. (See Membership Section of MOP for Application Preparation Instructions.)

A check or money order for the CRT initiation fee of ten dollars ($10.00) or supplemental fee of ten dollars ($10.00) should accompany the completed application. Make checks or money orders payable to Children of the Republic of Texas.

One check must be sent for each applicant. When a family with two or more applicants sends papers at the same time, one check to cover all members of the family is acceptable. A chapter check covering several applicants of different families is not acceptable. This could hold up approval of all others if one application is delayed.

The Chapter CRT Registrar will be notified by the CRT Registrar General when an application is approved. If the applicant wishes to be notified, a stamped, self-addressed post card may be included with the name of the applicant, the ancestor's name, and space for the date approved.

Certificates

Upon approval, application papers and certificates are signed by the CRT Registrar General and the DRT President General. They are then given to the DRT Custodian General for processing. The Custodian General mails the

Membership 2010 The Daughters of the Republic of Texas 35 membership certificate to the new member and the Chapter copy of the approved application to the sponsoring DRT chapter. The entire process may take a few months.

Transfers

Members may request to transfer from one CRT chapter to another or to Member-at-Large.

CRT to DRT Transfer

See Membership Section and FORMS Section of MOP, M.03 CRT Transfer to DRT Short Form.

CRT Chapter Transfer

A member wishing to transfer membership to a chapter from either member-at- large or another chapter must (1) be accepted by the new chapter, (2) fully complete the CRT Chapter Transfer Form, and (3) give it to the new Chapter CRT Registrar, who shall sign it, keep the original, and send one copy to each of the following:

1. The CRT Registrar General of DRT, who shall update the membership card for the member and file it with the new chapter.

2. The DRT Headquarters, whose staff shall update the membership data file and, if the transfer is from member-at-large to chapter member, shall send the CRT Registrar of the new chapter a the member-at-large file copy of her application papers.

3. The former Chapter CRT Registrar shall forward a copy of the member’s approved application papers to the CRT Registrar of the new chapter [See DRT Bylaws Article XIV, Sec. 4 Registrar (b)].

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FINANCES, RESTRICTED FUNDS, AND ENDOWMENTS

Clara Driscoll Fellowship Award

The Clara Driscoll Fellowship for Research in Texas History and Texas Sesquicentennial Fellowship Awards are presented each year to the most promising graduate student(s) conducting research in Texas history at the University of Texas at Austin. The chairman of this committee shall be a resident of the Austin area and shall be able to work closely with the University of Texas.

The recipient(s) and a guest shall be invited as guests of DRT for dinner and recognized at the Historical Evening of the DRT Convention. DRT is not responsible for any expenses incurred by recipient(s) in order to attend Convention.

Laura Lanigan Texas History Fund

In order to encourage and reward participation in the DRT’s Texas History contests, the DRT has established a Restricted Fund named the “Laura Lanigan Texas History Fund.” The principal is to be maintained in a fully insured, interest bearing account drawing maximum interest commensurate with safety. Only the annual interest from this fund may be used, and any unused portion of the annual interest is to be reinvested in the “Laura Lanigan Texas History Fund.” The monetary awards shall be presented by the Fifth Vice President General at DRT’s Annual Convention to:

Winner of 4th Grade Texas History Essay Contest: $300.00 Winner of 7th Grade Texas History Essay Contest: $300.00 Outstanding 7th Grade TX History Teacher Contest: $500.00 Outstanding 4th Grade TX History Teacher Contest: $500.00

The amounts of these awards may be increased at the direction of the BOM when sufficient funds have accumulated in this Restricted Fund Account.

Finances, Restricted Funds, Endowments 38 Manual of Procedure 2010

Native Texan License Plate (NTLP) Fund

On June 22, 2003, the Governor signed House Bill 2971, creating the Native Texan License Plate, sponsored by the DRT. It became law September 1, 2003, and the Texas Department of Transportation began producing a specialty vehicle license plate sponsored by the DRT – the Native Texan License Plate. The likeness of the whole plate is the property of the Texas DOT. Ownership of the Native Texan License Plate artwork is retained by the Texas artist, Benjamin Knox. Anytime DRT wants to use either of these for a project, permission must be received from each of them. Knox’s address is Benjamin Knox Gallery, 405 University Drive East, College Station, TX 77840; phone 979- 691-2787; fax 979-691-2788; website: www.benjaminknox.com.

Application form for the Native Texas License Plate can be found on the TXDOT website and the DRT website: www.drt-info.org.

Administered for the state by the Economic Development and Tourism Department of the Governor’s Office, the contract with the DRT states:

DRT shall use the funds for the purpose of all aspects of preserving Texas historic sites or funding educational programs that teach Texas history, including, but not limited to the maintenance and preservation of historic properties and documents and artifacts.

Using the State’s calendar (year ending August 31), the State will deposit the funds quarterly into the DRT’s NTLP money market account maintained by the Treasurer General; by September 30 of each year, the Treasurer General will provide the State with a financial statement containing detailed and documented explanations of the expenditures and their relevance to the stated purpose of the project. Upon request from the State, DRT shall open to inspection all books and records reflecting NTLP transactions.

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Requests for NTLP funds will be received by the Finance Committee using the NTLP Grant Request Form, which may be obtained from DRT Headquarters or from the Treasurer General. There are two such NTLP Grant Request Forms, one for DRT Committees or Chapters (See F.01 in FORMS Section), and the other for non-DRT maintained historic sites or projects.

Requests should be sent to the Treasurer General (or designated member of the Finance Committee) no later than one week prior to a Board of Management meeting. The Finance Committee will present the requests to the BOM who will make the decision on disbursement of the funds.

The Finance Committee shall publish a list of the recipients in each issue of Daughters’ Reflections and at the end of the year in the Annual Proceedings.

Requests for use of the Native Texan Artwork are restricted by the artist, Benjamin Knox, and must be approved by the BOM and, per his directive, by DRT member Elaine Milam Vetter, or her successors. All approved use must give credit to Benjamin Knox as artist.

Only Benjamin Knox, who holds the copyright to his NTLP artwork, or his heirs, can replace Mrs. Vetter as his DRT designee to approve or disapprove use of the design. At the time of her demise, the DRT Board of Management should contact Benjamin Knox at his main studio in College Station, Texas, and ask him to designate a member, to honor their agreement for use of his design.

DRT Building Fund

In November 1991, the Daughters purchased a building to house the DRT Headquarters and Museum. A building fund drive was established with a goal of two hundred fifty thousand dollars ($250,000.00) which would replenish the unrestricted funds used to purchase the building and create a reserve fund to be available for repairs and maintenance. This goal was achieved in 1996, and the DRT Building Fund is now a reserve (restricted) fund to be available for repairs and maintenance to the DRT Headquarters and Museum Building and its contents.

The Daughters welcome donations in any amount from individuals or chapters, with an award system based on the amount of the donation. The awards listed

Finances, Restricted Funds, Endowments 40 Manual of Procedure 2010 below are named in honor of our two founders and the first three Presidents General of DRT:

$5,000 donation: Hally Bryan and Betty Ballinger Award $2,500 donation: Mrs. Award $1,000 donation: Rebecca Jane Fisher Award $ 500 donation: Clara Driscoll Award $ 100 donation: President's Club

Many companies will match an employee's (and retiree's) contribution made to a nonprofit organization. A list of known participating companies may be obtained from the DRT Headquarters.

Please send the following information along with your check payable to DRT, to the Treasurer General:

Name ______Address ______City/State/Zip ______Phone ______Name of person(s)/chapter(s) to be honored if other than donor: ______

DRT Living Legacy Endowment

In order to encourage major donations and bequests and to help maintain DRT’s financial security, the DRT has established an Endowment Fund named the “DRT Living Legacy Endowment Fund.” The principal is to be maintained in a fully insured, interest-bearing account drawing maximum interest commensurate with safety. Only the annual interest from this fund may be used, and any unused portion of the annual interest is to be reinvested in the “DRT Living Legacy Endowment.” The amount of the endowment fund is not limited. However, after an initial goal of ten thousand dollars ($10,000.00) having been reached, the BOM will name at its February meeting the recipient(s) for that fiscal year and designate the amount to be used out of the

Finances, Restricted Funds, Endowments 2010 The Daughters of the Republic of Texas 41 earned interest from this endowment and shall name the property or fund in greatest need, such as a named DRT property, fund, or “DRT, General Funds.”

Donors shall be recognized at the following levels: $1,000 or more received from a deceased person’s estate: DRT Angelic Bequest $5,000 or more: Pioneer Woman Award $2,500 - $4,999: Beautiful Bluebonnets Award $1,000 - $2,499: Texas Skies Award $ 500 - $ 999: Texas Star Award $ 100 - $ 499: Yellow Rose Award

Recognition shall be given in a manner similar to that utilized for the DRT Building Fund except that DRT Angelic Bequests shall be acknowledged during the Annual Convention’s memorial service by the Chaplain General. Names of deceased from whom the DRT Living Legacy Endowment Fund has received bequests shall be engraved on brass plates placed on a plaque inscribed “DRT Angelic Bequests,” and maintained at DRT Headquarters. The names of other donors of $500.00 or more shall be engraved on brass plates placed on plaques inscribed with the name of the award and maintained at DRT Headquarters. The President General shall recognize all donors at the Annual Convention.

All levels of donations shall be recognized in DRT’s Annual Proceedings. By the first day of May each year, the Treasurer General shall send one copy of the list of contributors and amounts each contributed to the President General, the Chaplain General, the Recording Secretary General, and electronically to the Annual Proceedings Chairman.

The Treasurer General shall also advise the President General immediately upon receipt of any donation to this endowment so that the President General may write an appropriate letter of appreciation.

Historical Publication Fund

See Bylaws Article XII, Sec. 12; MOP, Committees - Standing Section; “Preface,” Founders and Patriots of the Republic of Texas, Book V (1996), p. i.

Only the interest from the twenty thousand dollar ($20,000.00) restricted Historical Publication Fund which was established by vote of the Annual

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Convention of 1927 shall be used for publications. All contracts shall be signed by the President General, Recording Secretary General, and the Historical Publication Committee Chairman.

After obtaining three bids and consulting with the Treasurer General, the committee shall approve the lowest and best bid from a printer. A price (including postage and handling) shall be set. The committee shall then conduct a prepublication sale to members of DRT by notifying Chapter Treasurers of the prepublication sale and price. The publications shall be delivered to and shipped from Headquarters and made available for sale at Conventions and District Meetings.

Finances, Restricted Funds, Endowments 2010 The Daughters of the Republic of Texas 43

CONVENTIONS

DRT Convention

The Annual Convention of DRT is held on or as close to Velasco Day, May 14, as possible. Velasco Day is the day General Santa Anna signed the Treaty of Velasco recognizing the Republic of Texas. In order to honor the mothers of our organization and to prevent a conflict of interest, the DRT Convention shall not be scheduled the weekend of Mother’s Day.

Convention Duties

The District Representative of the hostess district is Convention Chairman, responsible for planning and hosting the DRT or CRT Convention when it meets in her district [See Bylaws Article III]. It is her responsibility to acquire the necessary assistance within her district. It is suggested that she designate individuals responsible for the following duties:

Color Guard posts and retires the flags at the opening ceremony. It may be a military or historical period color guard.

Convention Registrar is Chairman of the Credentials Committee and shall receive and record all members' registration fees and activities, prepare registration packets, and assign seating for meals [See Article XII, Sec. 7(a); MOP, BOM (Second Vice President General); MOP, Committees (Credentials Committee)].

Convention Treasurer shall accept and deposit registration fees from the Convention Registrar, record deposits and any other Convention income, pay bills approved by Convention Chairman, and prepare the Convention's financial report sent to the BOM.

Coordinator serves as Convention Chairman's general assistant.

Marshall is responsible for the opening processional. She shall assume responsibility for inviting representatives of historical/genealogical associations as guests to the opening ceremonies and provide the President General with information on those attending to be used in introductions.

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Memorial Service Assistant assists the Chaplain General and is an excellent job for a Chapter Chaplain.

Music Coordinator selects the music and musicians, when necessary, and acquire and coordinate the sound systems.

Platform Coordinator plans the seating, decorations, etc., for the platform/head table(s) used during meetings.

Publicity Person seeks publicity locally through newspapers, radio and television.

Sales Tables Coordinator plans the layout of the sales tables and record reservations for them. Sales tables for Administrative Committees and CRT (state) are given priority and should be complimentary. Sales tables are made available to DRT chapters for a small fee.

The President General shall appoint the Sergeant-at-Arms, Tellers and Timekeepers.

Sergeant-at-Arms ensures that the doors to the meeting room are closed during voting and during closed business meetings.

Tellers pass out, collect and count all votes made by the membership during the business meetings.

Timekeepers time any necessary portions of the Convention business meetings.

Convention Call

The Convention Call notifying all members of the Convention, its date, time, place, activities and costs should be mailed to all chapter presidents, Administrative Committee chairmen and BOM members before February 1, published in Daughters’ Reflections, and posted on the DRT Members website. This Convention call should include the registration form to be filled out and returned with a check in the proper amount by each member when registering for the Convention. Registration deadline has traditionally been approximately two weeks prior to the start of the Convention.

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Convention Cost

The Convention pays for, among other things • Rooms for the President General (if the hotel does not provide) • Flowers for the President General or fruit and cheese (if hotel does not provide) • Professional Registered Parliamentarian (see Bylaws Article III, Sec. 7), whom the President General shall have the privilege of selecting; public address system, microphones, etc. • Meals for the President General, speakers, Pages, winners and parents of Seventh Grade and Fourth Grade History Essay Contests, winner and guest of Clara Driscoll Fellowship for Research in Texas History and/or Texas Sesquicentennial Fellowship Award, winners and one guest each of Outstanding Fourth and Seventh Grade Texas History Teacher Contests • Flowers for opening night; and cake and punch served at the reception honoring the President General on opening night.

Printing responsibilities include programs, napkins for the opening evening reception, meal tickets, badges, etc.

A location for judging history books and yearbooks every odd-numbered year must be planned and coordinated with the Historian General who is responsible for the judging.

The Installation Service for the Officers General on odd-numbered years should be planned and coordinated with the outgoing.

Order of Opening Processional

The opening evening processional comprises six groups: (1) CRT Pages; (2) Chapter Presidents of the hostess district; (3) BOM; (4) Past Presidents General; (5) President General’s Page; and (6) the President General.

The Past Presidents General are led by the Retiring President General and followed in order by the one with the least seniority to the one with the longest seniority.

The BOM begins with the District Representatives commencing with District X and ending with District I. The remainder of the BOM begins with the Parliamentarian General and concludes with the First Vice President General.

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The President General’s Page will be the CRT President General unless the President General designates a related CRT.

Order of Business for the DRT Convention 1. Call to order by the President General 2. Invocation 3. Pledge to the United States Flag 4. Pledge to the Texas Flag 5. Report of Credentials Committee 6. Reading and acceptance of minutes, but not necessary when committee to approve Convention minutes has been appointed. 7. Reading of officers reports 8. Reading of Administrative Committee reports 9. Reading of Standing Committee reports 10. Reading of Special Committee reports 11. Chapter reports filed 12. Unfinished business 13. New business 14. Installation of new officers (odd-numbered years) 15. Benediction

Convention Pages

The Third Vice President General is responsible for obtaining, assisting and supervising the six official pages at the DRT Convention. The CRT President General usually serves as page to the DRT President General. Five other CRT Officers General serve as pages during the DRT Convention, and she should submit their names to the DRT Convention Chairman for inclusion in the Convention program. She should request a CRT sales table at the DRT Convention and arrange for CRT members and CRT committee members to assist at the table.

Memorial Service

The Chaplain General has complete responsibility for coordinating the memorial service at the Convention. She selects the place, time, music, prayers and participants, including other chaplains.

As a general rule, she invites the Registrar General to call the roll of deceased members. Each deceased daughter is represented by a flower: red flowers for a fifty-year member, blue flowers for twenty-five to forty-nine year members

Conventions 2010 The Daughters of the Republic of Texas 47 and white flowers for all others. If blue flowers cannot be found, white ones may be dyed.

A woman who has been a member for many years but becomes inactive because of age or illness shall, on the occasion of her death, be included in the roll call of deceased daughters at that year's memorial service, if the Chaplain General was notified of her passing.

Members are asked to stand when their chapter member's name is called. The annual memorial service is a solemn occasion and should not be interrupted. The Chaplain General closes the service with a benediction (See MOP, BOM - Chaplain General).

The cut-off date for the Chaplain General to receive names of deceased daughters for remembrance at this service is April 15. Any names received after this date will be included in the ceremony at the following Convention.

Chapter Packets

Chapter packets not picked up at Convention, including Awards and Senior Member certificates, forms and instructions from the BOM and Committees, shall be taken by the Custodian General to the Headquarters and mailed to the Chapter President ASAP after Convention, with an invoice for postage. Packet contents are needed by chapters during the summer.

CRT Convention

The CRT Convention is held on the third Friday and Saturday in June. Attending this Convention is the first duty of the newly elected Third Vice President General. She will plan the next two CRT Conventions.

She shall request that the DRT Treasurer General send the three hundred dollars ($300.00) allotted for the CRT Convention directly to the CRT Convention Chairman (DRT District Representative in charge of the Convention) and meet with the CRT Convention Chairman and her committee to plan the Convention. She shall prepare the program for the CRT Convention, have it checked by the CRT Convention Chairman and then printed.

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The CRT Convention Registrar will compile a list of those attending the Convention who are ten years of age on the day of the business session at the Convention and give it to the CRT Director. A CRT member must be ten years of age in order to vote.

She notifies CRT Officers General that their reports are due the first of June, informing them of the part of the Convention program they must prepare and present. She prepares the report for the CRT Treasurer General to read at the Convention and prepares the agendas for the CRT BOM and business meetings and forwards them to the CRT President General. She obtains the membership information from the CRT Registrar General.

A much more detailed description of duties and schedule of activities for the Third Vice President General is available and shall be passed along to each successor of this office.

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DISTRICT INFORMATION

DISTRICT MEETINGS

District meetings are held each year between August 1 and December 1. They provide an opportunity for the BOM to communicate with chapter officers and members. They allow Chapter Presidents an opportunity to briefly report on the chapter's activities and accomplishments during the previous year and their plans for the future.

The District Representative shall remind Chapter Presidents in the Spring that to nominate Chapter member(s) for election at its District Meeting, the Chapter must vote to do so, at a meeting in which a quorum is present (District Representative or Alternate in even-numbered years, or Nominating Committee or Alternate in odd-numbered years).

Written Chapter endorsement is required and must be sent to the District Representative prior to the District Meeting. The endorsement may be on the “Chapter Endorsement for District Election Form,” or a letter which provides all the same information (See Form C.03 in FORMS Section of MOP). It must be signed by the nominated Member, the Chapter President, and the Chapter Recording Secretary.

The hostess chapter(s) should invite the District Representative to a planning meeting for the district meeting. She shall inform the hostess Chapter President(s) or representative to make the following arrangements for the meeting: luncheon menu, sales tables, publicity, lectern and microphone for the head table. Door prizes, decorations and table favors are optional. The chapter(s) should endeavor to keep the cost of the meeting as low as possible and not treat it as a fund-raising event for the chapter(s).

The District Representative should prepare a district meeting announcement and registration form, have them reviewed and approved by the hostess chapter, and distributed at least one month prior to the meeting. Invitations should be sent to BOM members, committee chairmen, Past Presidents General, and electronically to Presidents of the District’s Chapters for ease in forwarding to members, and posted on the DRT Members website.

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The hostess chapter(s) often sponsor a social function the evening before the meeting for the BOM and others from out of town. This may be as simple as a Dutch treat dinner at a restaurant or a covered dish dinner at a member's home.

The District Representative presides at the meeting and should appoint someone to take the minutes. If possible, the meeting should be limited to five hours and adjourn by 2 p.m.

Scheduling District Workshops

All Districts shall follow each other in numerical order in choosing their workshop dates. The first District to select a workshop date each year should be the District hosting the Annual Convention of the same year.

For example, if District I is hosting Convention, it has first choice of workshop dates that year. The next to choose would be District II, and so on. The following year, District II has first choice, District III has second choice, and District I will be the last to choose its workshop date.

District meetings shall be scheduled by the February BOM meeting each year. By the November BOM meeting, District Representatives shall submit two possible district meeting dates to the Corresponding Secretary General. District Representatives of adjoining districts should try to schedule consecutive meeting dates.

The hostess chapter(s) for the meeting should be established by a rotation of chapters within the district.

Registration fee

All members who attend District meetings, even if only to sell items, must pay the registration fee.

Sales tables

The CRT and Administrative Committees should not be charged for sales tables.

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District Elections

Each nominee, or her choice of one qualified and present DRT member, will be allowed two minutes to speak in support of her election. Votes may be cast on blank ballots; the presiding officer must give clear instructions such as, “You are to write the name of the candidate of your choice on the blank ballot distributed by the tellers.”

When there are two or more nominees for any given office, the election shall be by ballot. When there is but one nominee for any given office, the election may be viva voce.

A majority of votes cast shall be necessary for election. If there are three or more nominees for these positions and no nominee receives a majority of the votes on the first ballot, only the two nominees who receive the most votes shall be on the second ballot.

If a District Representative did not receive a resume for the District Representative alternate or Nominating Committee alternate, the nominee receiving the second largest number of votes shall be the alternate (See Bylaws, Article V).

After the election, the names of the new District Representative and Alternate shall be sent to the chairman of the current Nominating Committee to be added to the report she will give at the next Convention. The names of winners and alternates of all elections shall be included in the District Representative’s report to the BOM.

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CHAPTER LIST BY DISTRICT, CITY, NAME, COUNTY, CHARTER DATE

District I Abilene, Frontier Chapter, Taylor Co...... 3-01-2006 Alpine, Hally Bryan Perry Chapter, Brewster Co...... 8-10-1950 El Paso, El Paso Chapter, El Paso Co...... 6-12-2003 Fort Stockton, Tunas Creek Chapter, Pecos Co...... 3-29-1961 Midland, Aaron Estes Chapter, Midland Co...... 1-19-1955 San Angelo, Fort Concho Chapter, Tom Green Co...... 4-29-1945

District II Arlington, Charles Calvin McCoy Chapter, Tarrant Co...... 9-28-1966 Brownwood, Welcome W. Chandler Chapter, Brown Co...... 5-01-1979 Duncanville, Cedar Mountains Chapter, Dallas Co...... 9-14-1982 Euless, Isaac Low Chapter, Tarrant Co...... 10-07-1989 Fort Worth, Frances Cooke Van Zandt Chapter, Tarrant Co. . . . . 4-12-1926 Granbury, Comanche Peak Chapter, Hood Co...... 9-29-1990 Grand Prairie, Cross Timbers Chapter, Tarrant Co...... 3-03-1990 Stephenville, Bosque River Chapter, Erath Co...... 5-12-1975 Wichita Falls, Rebecca Jane Fisher Chapter, Wichita Co...... 2-16-1963

District III Dallas, Charles S. Taylor Chapter, Dallas Co...... 9-29-1958 Dallas, James Butler Bonham Chapter, Dallas Co...... 6-30-1931 Dallas, Mary Ann Lawhon Chapter, Dallas Co...... 9-01-1956 Denton, Peters Colony Chapter, Denton Co...... 12-13-1969 Irving, Peter James Bailey Chapter, Dallas Co...... 4-17-1993 Mesquite, Hiram Bennett Chapter, Dallas Co...... 10-18-1991 Mount Pleasant, Anson Jones Chapter, Titus Co...... 5-08-1951 Paris, George Washington Stell Chapter, Lamar Co...... 5-24-1921 Plano, Collin McKinney Chapter, Collin Co...... 10-18-1991 Sherman, Solomon Bostick Chapter, Grayson Co...... 8-28-1993 Texarkana, James Bowie Chapter, Bowie Co...... 6-15-1937

District IV Center, William Carroll Crawford Chapter, Shelby Co...... 11-13-1996 Chireno, Halfway Inn Chapter, San Augustine Co...... 5-02-1963 Crockett, David Crockett Chapter, Houston Co...... 5-07-1955

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Hemphill, James Frederick Gomer Chapter, Sabine Co...... 11-09-1968 Jasper, John Bevil Chapter, Jasper Co...... 9-30-1988 Livingston, John Floyd Gilbert Chapter, Polk Co...... 3-26-1994 Longview, John Tilley Edwards Chapter, Gregg Co...... 3-29-1965 Lufkin, Mary Hall Mantooth Chapter, Angelina Co...... 10-11-1965 Nacogdoches, Stone Fort Chapter, Nacogdoches Co...... 11-14-1950 Palestine, Fort Houston Chapter, Anderson Co...... 9-07-1927 San Augustine, Ezekiel Cullen Chapter, San Augustine Co...... 2-23-1953 Tyler, Charles G. Davenport Chapter, Smith Co...... 4-17-1946

District V Belton, Sam Houston Chapter, Bell Co...... 5-31-1933 Bryan, Robert Henry Chapter, Brazos Co...... 4-26-1950 Burnet, Jane Wells Woods Chapter, Burnet Co...... 4-05-1997 Corsicana, Jose Antonio Navarro Chapter, Navarro Co...... 4-30-1980 Franklin, Mary O'Neal McCuistion Chapter, Robertson Co...... 2-27-1971 Georgetown, John Berry Chapter, Williamson Co...... 5-18-2007 Lampasas, Oran Milo Roberts Chapter, Lampasas Co...... 4-13-1991 Madisonville, Rev. John Haynie Chapter, Madison Co...... 8/18/2002 Marquez, Fort Boggy Chapter, Leon Co...... 2-10-1982 Navasota, Zuber-Hadley Chapter, Grimes Co...... 4-16-1910 Salado, Village of Salado Chapter, Bell Co...... 7/08/2002 San Saba, San Saba River Chapter, San Saba Co...... 2-20-1998 Temple, Ben Milam Chapter, Bell Co...... 8-04-1921 Waco, Sterling C. Robertson Chapter, McLennan Co...... 4-21-1900

District VI Brenham, Dr. Richard Fox Brenham Chapter, Washington Co. . . . 4-11-1983 Friendswood, Bluebonnet Branch Chapter, Harris Co...... 10-21-1984 Houston, Miss Ima Hogg Chapter, Harris Co...... 12-18-1982 Houston, San Jacinto Chapter, Harris Co...... 11-09-1891 Houston, Texas Star Chapter, Harris Co...... 9-30-1977 Huntsville, President Houston Chapter, Walker Co...... 3-08-1933 Kingwood, Seth Hurin Bates Chapter, Harris Co...... 5-13-1981 Montgomery, Judge Nathaniel H. Davis Chapter, Montgomery Co...... 4-29-1967 Spring-Tomball, New Kentucky Chapter, Harris Co...... 10-16-1986 Beeville, Rio Medio Chapter, Bee Co...... 2-20-1969

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District VII Brownsville, Fort Brown Chapter, Cameron Co...... 4-28-1940 Corpus Christi, Clara Driscoll, Nueces Co...... 3-16-1932 Edna, Texana Chapter, Jackson Co...... 4-27-1963 Goliad, Presidio La Bahia Chapter, Goliad Co...... 1-23-2010 Laredo, Villa de San Agustin de Laredo Chapter, Webb Co...... 6-08-2002 New Braunfels, Austin's Ranging Company Chapter, Comal Co. 10-18-2003 Rockport, Stenson-Simpson Chapter, Aransas Co...... 10-14-1984 San Antonio, Alamo Couriers Chapter, Bexar Co...... 4-30-2000 San Antonio, Alamo Heroes Chapter, Bexar Co...... 4-20-1993 San Antonio, Alamo Mission Chapter, Bexar Co...... 4-18-1906 Uvalde, Caddel-Smith Chapter, Uvalde Co...... 3-05-1977 Victoria, James W. Fannin Chapter, Victoria Co...... 4-20-1904

District VIII Austin, Reuben Hornsby Chapter, Travis Co...... 4-21-1919 Austin, Stephen F. Austin Chapter, Travis Co...... 4-21-1933 Austin, Texian Chapter, Travis Co...... 4-13-1957 Austin, William Barret Travis, Travis Co...... 6-20-1892 Bastrop, Baron de Bastrop Chapter, Bastrop Co...... 11-07-1985 Brady, Heart Of Texas Chapter, McCulloch Co...... 11-06-2007 Columbus, Dilue Rose Harris Chapter, Colorado Co...... 3-09-1969 Fredericksburg, Dr. Wilhelm Keidel Chapter, Gillespie Co...... 5-08-1987 Gonzales, Gonzales Chapter, Gonzales Co...... 3-20-1903 Kerrville, Joshua D. Brown Chapter, Kerr Co...... 1-09-1996 Lockhart, James George Chapter, Caldwell Co...... 5-18-2003 Luling, Cornelius Smith Chapter, Caldwell Co...... 10-05-1986 New Braunfels, Ferdinand Lindheimer Chapter, Comal Co...... 5-11-1982 Round Rock, Martin Wells Chapter, Williamson Co...... 11-03-1982 San Marcos, Moon McGehee Chapter, Hays Co...... 9-10-1929 Seguin, Abishai Mercer Dickson Chapter, Guadalupe Co...... 4-26-1969 Smiley, Elizabeth Zumwalt Kent Chapter, Gonzales Co...... 4-29-1989

District IX Baytown, Solomon Barrow Chapter, Harris Co...... 10-21-1968 Beaumont, Tejas Chapter, Jefferson Co...... 4-27-1939 Freeport, Cradle of Texas Chapter, Brazoria Co...... 1-26-1950 Galveston, Sidney Sherman Chapter, Galveston Co...... 11-06-1891 La Grange, Monument Hill Chapter, Fayette Co...... 11-06-1985 Liberty, Franklin Hardin Chapter, Liberty Co...... 5-28-1936 Pasadena, James W. Brown Chapter, Harris Co...... 8-19-1984

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Sugar Land, Fort Settlement Chapter, Fort Bend Co...... 9-19-1989 Winnie-Stowell, James Taylor White I Chapter, Liberty Co. . . . . 10-20-1983 Amarillo, Palo Duro Chapter Chapter, Potter Co...... 5-10-1955

District X Lubbock, General James Smith, Lubbock Co...... 4-13-1954 Monahans, Thomas William Ward, Ward Co...... 10-10-1998 Odessa, Presidents of Texas, Ector Co...... 4-17-1981

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BOARD OF MANAGEMENT (BOM)

General Information

The Board of Management (BOM) consists of fourteen Officers General (not State Officers), ten District Representatives (twenty-four voting members), the Parliamentarian General and the Retiring President General (See Bylaws Article VI).

At all BOM meetings, each BOM member should submit a written report of her DRT activities since the last BOM meeting. One copy is given to the Recording Secretary General and one copy is given to the President General. Before May 1 each year, one copy of each officer's annual report, typed on 8½- by 11-inch paper, must be sent to the President General and one copy to the Recording Secretary General, and a copy sent electronically to the Annual Proceedings Chairman. All BOM members shall include their volunteer hours in the reports of their respective chapters.

Communications to and from the full Board of Management -- including meeting agendas, minutes, and reports; Committee minutes and reports; employees required by Bylaw to report to the BOM; and Chapter Presidents -- shall be sent, electronically when possible, to the DRT Headquarters Office Administrator or designated staff for distribution to the appropriate list. All members’ changes of name, address, telephone, or e-mail are sent to the Headquarters for entry into the members’ database, so it is more efficient to have one person with access to the current data do the distributing, making it unnecessary for each individual to notify everyone else of changes.

At the Convention at the end of their term, the retiring Officers General and District Representatives shall deliver to their successors all records and information necessary to facilitate the work of each office. They shall send other appropriate items to the Custodian General for filing at DRT Headquarters. All BOM pins must be returned to the Treasurer General prior to the installation ceremony at the Convention (See Bylaws Article XV, Sec. 3).

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President General

See Bylaws Article VI, Sec. 5(a).

The President General shall be the chief executive officer, legal representative, and the official spokesman of DRT and shall preside at the Convention and at the BOM meetings [See Bylaws Article VI, Sec. 5(a)1]. She is an ex-officio member of every committee except the Nominating Committee and should try to attend as many committee meetings as possible. She is responsible for scheduling and planning the BOM meetings. The President General is also responsible for planning the Annual Convention in coordination with the district hosting the Convention.

The President General appoints all committee chairmen, except as otherwise specified in the Bylaws [See Article VI, Sec. 1(f) and Sec. 5(a)(3); Article IX, Sec. 3(a); Article X, Sec. 1(b)]. All committee members, with the exception of the Nominating Committee, are appointed by the President General with input from the respective committee chairmen and approval of the BOM [See Bylaws Article X, Sec. 1 ( c)].

The new President General must provide the retiring Recording Secretary General with photographs of the new BOM and a list of all new committees by July 31.

Traditionally, the President General chooses as her project the area in greatest need of funds. There is an award for those chapters that support her project one hundred percent (See Form A.04 of the Awards Committee in the FORMS Section of MOP).

First Vice President General

See Bylaws Article VI, Sec. 5(b), Article XII, Sec. 17, and XIII, Sec. 1-2.

The First Vice President General shall assist the President General and preside whenever she is requested to do so by the President General.

The Third Vice President General is chairman of the Organization Committee. She and her committee are responsible for the formation and disbanding of chapters. During the formation of a new chapter, she shall supervise and assist

Board of Management 2010 The Daughters of the Republic of Texas 59 the Organizing President, making certain that all proper procedures are followed as outlined below:

Organizing a Chapter l. The First Vice President General either contacts or is contacted by a person interested in forming a new chapter.

2. She must submit the request for formation of a new chapter to the BOM for approval.

3. The President General, with approval of the First Vice President General, appoints a chapter member of a nearby chapter or a member-at-large to be the Organizing President to assist in forming the new chapter, and she notifies the Registrar General of this person's name and address.

4. The Organizing President, on behalf of the prospective chapter, shall purchase nine or more sets of DRT application papers from the DRT Headquarters, making the check payable to DRT The nine prospective members must be new members only. Transfers and members-at-large may join, but they are not included in the nine needed to form a new chapter.

5. After receipt of these papers, the Organizing President will call a meeting of all prospective members to decide upon a name for the proposed chapter. The First Vice President General should determine the acceptability of the name chosen for the new chapter. The chapter may be named after an approved ancestor who was in Texas during the period of the Republic, or an individual, location, or incident of historical significance. The name must be approved by the BOM.

6. After approval of at least nine sets of papers by the Registrar General, a date for the chartering of the chapter and installation of officers should be set. The First Vice President General should coordinate the date with the President General and seek approval from the BOM.

7. The First Vice President General will advise the new chapter to elect its officers before the actual chartering so they may be installed during the charter ceremony. She will also advise the Chapter Treasurer to contact the Treasurer General to obtain the forms for applying for the necessary Federal Identification Number in order to open a bank account. All new

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chapter officers should be advised to obtain copies of DRT Bylaws and DRT MOP. The Chapter President shall be given a copy of both.

8. Once a charter date is set, the Organizing President should send invitations to the chartering ceremony to all members of the BOM. The First Vice President General should provide the Organizing President with the names and mailing addresses of the BOM.

9. The First Vice President General should send the Organizing President a copy of the installation and chartering service to help her with the program.

10. The First Vice President General shall obtain the gavel which is presented by DRT to a newly organized chapter. It is paid for by DRT and is inscribed with the chapter name, chartering date, and town.

11. The First Vice President General shall keep the President General, Registrar General, and the appropriate District Representative informed of all pertinent information.

Second Vice President General

See Bylaws Article I, Sec. 4-5-6; Article VI, Sec. 1-4, 5(b); Article VI, Sec. 5(b)(2); Article XII, Sec. 7 and 15; and Article XIII, Sec. 2.

The Second Vice President General keeps a card file of all active and inactive members. The active members’ cards are filed alphabetically by city and chapter; the inactive members’ cards are filed alphabetically by name. She shall post changes on the cards (with the help of the Membership Cards Committee, of which she is chairman).

The Second Vice President General shall receive and note the date of receipt of reinstatement fees, transfer fees, and dues on the cards of active members. When a member becomes inactive or is deceased, this date should be noted on the card before it is transferred to the inactive file. At the end of each year, cards of deceased members are sent to the DRT Headquarters for storing. Any change in a member's status should be sent to the DRT Headquarters for the staff to make the change in the membership records in the database.

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The Second Vice President General shall send or request the DRT Headquarters staff to send dues notices to members-at-large prior July 1 with final notices being sent by September 1.

A transfer should not be made until the fee is collected (See MOP, Membership Section).

When an inactive member requests reinstatement, whether to her former chapter or a different chapter, the Second Vice President General certifies her status and advises that a reinstatement fee is necessary to renew her membership. The Second Vice President General shall notify the member and chapter of her reinstatement (See M.08 Reinstatement Form in FORMS Section of MOP).

The Second Vice President General then marks the membership card with the current information, reinstatement date, and if necessary, the new chapter name before filing with the chapter records. If she cannot find the card of a member being reinstated in the inactive file, she should ask the Headquarters staff to search the applications or database for her by number to see if there’s been a name or chapter change (though only members active in 1988-1989 and subsequently were entered in the database).

She should reconcile discrepancies between a member’s number sent in by a Chapter Treasurer and the number on the membership card in the files.

The Second Vice President General should keep a list of transfers, reinstatements, deaths, and name/address changes made during her term of office and notify the Headquarters.

She should keep a file for each chapter, including dues lists and correspondence for the current and previous year.

She shall keep a supply of membership cards, insignia permits, and Member-at- Large handbooks and furnish them to members-at-large on request at no charge. Insignia permits may be downloaded or printed from the Forms page of the DRT members website (See Form J.02 Jewelry/ Insignia Order Form DRT in FORMS Section of MOP).

Upon request she shall supply insignia permits to Chapter Treasurers. When a new chapter is chartered, she shall send its Chapter Treasurer a supply of insignia permits.

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The Second Vice President General is vice chairman of the Credentials Committee.

The Second Vice President General shall deliver to her successor all records and information necessary to facilitate the work of her office thirty days after the conclusion of the DRT fiscal year.

Third Vice President General

See Bylaws Article XII, Sec. 5. and the Membership, Conventions, District Information, and Ceremonies Sections of MOP; as well as CRT and CRT Bylaws published separately by CRT.

The Third Vice President General serves as Director of the Children of the Republic of Texas (CRT). She advises CRT committees, receives nominations and secures impartial judges for the Roth Trophy and Haltom Trophy. She works with the appropriate District Representative to arrange for the annual CRT Convention and CRT BOM meetings. She directs the chartering ceremonies for new CRT chapters and the day-by-day business and correspondence of CRT.

She shall have control of the CRT funds, including collection of initiation fees and donations to the CRT scholarship fund. She shall pay all expenses from the CRT General Fund, such as those associated with the annual printing and mailing of the CRT Handbook.

Immediately following the CRT Convention, she shall prepare and send the Convention report and a list of the new CRT Officers General to the DRT Recording Secretary General.

She shall correspond with the new CRT Officers General advising them of their duties and instructing them to prepare written descriptions of their individual projects for the CRT Handbook being prepared by the Third Vice President General for distribution to CRT and DRT Chapters. She should attend all district workshops, arrange for the CRT sales table, and encourage the CRT BOM members and members of the CRT Committee to attend the district workshops to assist with the sales table.

The Third Vice President General should write articles for each issue of Daughters' Reflections. Suggestions for the Fall/Winter issue include a photo

Board of Management 2010 The Daughters of the Republic of Texas 63 and the names of the CRT Officers General along with a brief report of the CRT Convention listing the award recipients, CRT President General's theme and his/her special project(s). An article for the Spring/Summer issue should include a photo of the current CRT President General with a brief biography which he/she has prepared; reminders of deadlines for entries for CRT awards including Roth Trophy, Haltom Trophy, CRT Scholarship Award and CRT Grandmother Award; information on the upcoming CRT Convention with a registration form; and a list of new CRT Chapters chartered or planning to charter soon.

She shall purchase the Texas-shaped charm given to the CRT Grandmother of the Year and the small, gold-filled gavel and chain given to each Retiring CRT President General.

Entries for the Roth Trophy, Haltom Trophy and Scholarship Awards are submitted to the Third Vice President General by May 1. She must collect the trophies and have the appropriate engraving done for the new recipients before the CRT Convention.

The Third Vice President shall deliver to her successor all records and information necessary to facilitate the work of this office by August 1.

Fourth Vice President General

See Bylaws Article VI, Sec. 5(b)(2); and Article XII, Sec. 20.

The Fourth Vice President General serves as chairman of the Relics, Old Trails and Historic Sites Committee. This committee carries out the objectives of DRT as found in the Bylaws. It is the duty of the chairman and committee members to seek out and encourage the preservation and marking of the historical areas of Texas; to foster the authentication and preservation of documents and relics; to work with museums, historical tours, pilgrimages, etc.; and in any way possible to preserve artifacts and mementos of the Republic of Texas. She should stay informed of action or proposed action by custodians of Texas's historical sites.

The Fourth Vice President General works with members and chapters, as well as with other interested parties, to locate and see that these objectives are carried out.

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As chairman of the Relics, Old Trails and Historic Sites Committee, she shall maintain a complete list of all historic medallions placed by DRT prior to and during her term.

See Stephen F. Austin Oak Tree Ceremony in Ceremonies and Services Section of MOP.

Memorial Medallions

The Fourth Vice President General is responsible for DRT/CRT Memorial Medallions. She works closely with the Treasurer General in obtaining these markers and with the Custodian General who stores and issues them. She assists chapters with applications for memorial medallions, medallion dedication services, and the use of cenotaphs when grave sites have been lost. Completed applications, with necessary proofs and payment for medallion(s) are sent to the Fourth Vice President General for approval of applications. She sends a copy of the application and payment for the medallion to the Custodian General, instructing her to send the medallion to the proper person.

The Fourth Vice President General keeps a record of all medallions issued and location of the grave sites where they are placed. Upon completion of her term of office, she shall prepare an index of all records concerning memorial medallions and send it to the Custodian General.

The Custodian General will file all original applications alphabetically with all previously approved applications. Some applications duplicate proof submitted for DRT membership, but many contain information and proof not available elsewhere. They are also a permanent record of where DRT memorial medallions have been placed.

The following proofs are required: 1. A DRT or CRT approved ancestor name with appropriate application number, or 2. Proof of service for the individual as outlined in DRT Bylaws, Article I Membership, Sec. 2 Proof of Eligibility. Also required is primary proof that the individual is the same as represented in record of eligibility. Types of records that can be used to support this proof of service are census records, tombstone, or cemetery records. See MOP re Membership, Application Procedures, Proof Records for a discussion of acceptable proofs.

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There are three Applications for Memorial Medallions in the FORMS Section of MOP, or download from the Members website:

1. MM.01 Member Memorial Medallion DRT-CRT. 2. MM.02 Citizen-Defender-Veteran of the Republic of Texas. 3. MM.03 Historic Site Memorial Medallion and instructions.

Fifth Vice President General

See Bylaws Article VI, Sec. 5(b)(2) and Article XII, Sec. 9.

The Fifth Vice President General is chairman of the Education and Flag Committee. She is responsible for monitoring the adoption of Texas history text books and the development of curriculum for Texas history courses taught in public schools.

She shall, with her committee, conduct annual Outstanding Texas History Essay Contests for Fourth and Seventh Grade Students and annual Outstanding Texas History Teacher Contests for Fourth and Seventh Grade Teachers (See MOP, Committees – Education and Flag Committee – for contest rules).

She shall, with the help of her committee, promote the display of and pledge to the Texas flag. She should be knowledgeable in flag etiquette and become familiar with all laws dealing with the flag. She should also be knowledgeable in the history of the flag.

She shall have charge of the flags belonging to the BOM. It is her responsibility to position them properly before each BOM meeting and to lead the pledges. She shall be responsible for getting the DRT flag to Convention.

Chaplain General

See Bylaws Article VI, Sec. 5(c). The Chaplain General shall open and close all Convention and BOM meetings with an invocation and benediction. If requested, she performs these duties at district and local meetings and must be available at all times to present prayers for any occasion.

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She shall keep a record of the deaths (with dates) of all members reported to her, including inactive members. She shall notify DRT Headquarters, Second Vice President General, and the Senior Members Committee Chairman of these deaths. She shall send cards or letters of condolence to the families of the deceased members. She shall maintain the Book of Memory, therein preserving items and articles concerning deceased members. She selects the memory book, gathers information and clippings sent to her from members and/or Chapter Chaplains and arranges them in the book which is displayed at Convention.

Deaths are to be reported to her by Chapter Chaplains on the Deceased Member Report Form and the Member Biographical Form (Forms M.05 and M.06 in the FORMS Section of MOP). They can also be downloaded from the Members website, filled out on-line, printed from the DRT members website Forms page, and mailed to the Chaplain General with a copy of the obituary and photograph of the member. (See Conventions and Chapter Officers/Duties - Chapter Chaplain Sections of the MOP).

Upon the death of a Past President General, the Texas flag at the Alamo shall be flown at half mast on the day of the memorial service. Afterwards, the flag shall be presented to the family.

The Chaplain General shall administer the oath of office to the new BOM. She presents each new Board member with her pin and places the ribbon sashes on the incoming President General and Retiring President General.

Recording Secretary General

See Bylaws Article VI BOM, Sec. 4 Meetings, Sec. 5(a) and (d) Duties; Article VIII Employees, Sec. 3(a)(3), (b-c) and(d).

The Recording Secretary General records, transcribes and distributes minutes of all regular, special (called or electronic) BOM meetings. The minutes of the BOM meetings shall be approved by the President General and then distributed as soon as possible after the meeting to BOM members, Chapter Presidents, Committee Chairmen, and Past Presidents General.

She shall notify the Bylaws Committee Chairman of any amendments in the MOP that are adopted by the BOM. She shall maintain a copy of the MOP,

Board of Management 2010 The Daughters of the Republic of Texas 67 insert all changes approved by the BOM into that copy, and use it to proofread the next edition of the MOP before publication by the Bylaws Committee.

She shall record the proceedings of the Annual Convention and by June 15 shall send all members of the BOM, Committee Chairmen, and Chapter Presidents, and the Headquarters a condensed report of the important actions adopted at Convention. • In even-numbered years her report shall include Bylaws amendments adopted. • In odd-numbered years her report shall include officers elected, their complete addresses, telephone numbers, and e-mail addresses, and those of committee chairmen when appointed, to the Headquarters, Annual Proceedings Chairman, and Daughters’ Reflections Chairman. • She shall assemble any material, including Convention proceedings, requested by the Annual Proceedings Committee for the Annual Proceedings.

She works closely with the Custodian General and the Treasurer General.

Prior to opening a checking account for the purpose of managing the finances for a Convention, the Convention Chairman shall present a motion to the BOM authorizing this account and the signers (if known at that time). If adopted, the Recording Secretary General shall send the Convention Chairman a signed copy of the motion to present to the bank at the time the account is opened.

The Recording Secretary General, with the President General, shall sign all deeds, abstracts, contracts, leases and other legal documents pertaining to DRT, the President General having first consulted a qualified attorney and received permission from the BOM [See Bylaws, Article VI, Sec. 5(a)].

By May 1 each year, she shall be sent electronically a copy of all Administrative and Standing Committee reports to the BOM, including, when applicable, financial statements as of March 31, and a copy of their annual reports.

By May 1 the Recording Secretary General shall be sent electronically copies of annual reports of the Chairman of the Alamo Committee, the Director of the Alamo Complex, the Alamo Shrine Hostess report to the Alamo Committee, the Historian/Curator of the Alamo Museums, and the Library Director’s annual report to the Library Committee.

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By May 1 she shall be sent electronically copies of all Chapter Presidents’ Annual Chapter Narrative Reports, and copies of all Chapter CRT Sponsors’ annual reports describing the chapter's work.

After Convention in even-numbered years, the Bylaws Chairman shall provide the Recording Secretary General with a list of amendments adopted, for inclusion in the Convention minutes.

Immediately following the CRT Convention, she shall be sent by the Third Vice President General a Convention report and list of the new CRT Officers General.

By August 15 she shall be sent by the Library Committee Chairman a copy of the DRT Library audit for the fiscal year ending May 31, which shall be presented at the September BOM meeting.

At the conclusion of her two-year term of office, the Recording Secretary General shall file all minutes of the BOM, including officer, committee, and designated employee reports, at DRT Headquarters.

The retiring Recording Secretary General shall deliver to the new Recording Secretary General any books or other material pertinent to the office by July 1 or thirty days after the conclusion of the DRT fiscal year.

Corresponding Secretary General

See Bylaws Article VI, Sec. 5(e).

The Corresponding Secretary General assists the President General with her correspondence and arranges the BOM meetings, sending notices of the meetings to the BOM members and committee chairmen who should attend the meetings. In general, she assists the President General whenever possible. All thank-you correspondence for donations, memorials, honorariums, services, et al, toward programs and projects of DRT, excepting those made through the Administrative Committees, should be prepared by the Corresponding Secretary General and signed by the President General.

She shall coordinate scheduling the district meetings. District meetings shall be scheduled by the February BOM meeting each year. District Representa- tives of adjoining districts should try to schedule consecutive meeting dates.

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Once the schedule is set, she shall distribute copies to the BOM and committee chairmen, have it printed in the Spring Daughters’ Reflections, and posted on the DRT Members website.

After the minutes from all district meetings have been received, she shall deliver them to DRT Headquarters to be permanently filed under the supervision of the Custodian General.

Treasurer General

See Bylaws Article II, Sec. 3(c), (e), 4; Article III, Sec. 3(c); Article VI, Sec. 1-4, 5(f); Article XII, Sec. 10, 12; Article XIV, Sec. 3; and Article XV, Sec. 2 (e), 3.

The Treasurer General is chairman of the Finance Committee. The Treasurer General shall receive all Association dues from the Second Vice President General (see Chapter Treasurer’s Calendar). The Treasurer General shall have charge of the funds and securities of DRT

The Treasurer General must be able to keep a double entry set of books and prepare a monthly balance sheet and statement of income and expenses. She should be familiar with all tax forms and information forms required by the Internal Revenue Service in operating a business. She must maintain and pass on to the succeeding Treasurer General permanent files on restricted funds, insurance, contracts, inventory, and anything else of a continuing nature.

During the first year of her term of office she will prepare an unaudited financial report as of April 30, to be presented to the Annual Convention and an unaudited financial report through May 31 to be printed in the Annual Proceedings. During the second year of her term of office she will prepare an unaudited financial report through April 30 to be presented to the Annual Convention. She must have a certified audit of her books for the two-year period ending May 31 which must be completed by August 15 and be printed in the Annual Proceedings.

By June 1, the beginning of the fiscal year, a letter should be written by the Treasurer General to each Chapter Treasurer noting changes in the Bylaws pertaining to their office. When a new chapter is chartered, the Treasurer General should send the Chapter Treasurer instructions on how to obtain a Federal Identification Number for the chapter and sales tax information. This

Board of Management 70 Manual of Procedure 2010 information should be kept in the permanent files, corrected and updated when necessary and passed on to the next Treasurer General.

The Treasurer General is responsible for the payroll at the French Legation Museum and the DRT Headquarters and Museum. The actual payroll is prepared and paid by the accounting department at the Alamo. Payroll information is faxed to the Treasurer General prior to the paycheck date. The Treasurer General must deposit the amount of the payroll, including wages, taxes and employee benefits, into the DRT Payroll Escrow Account at Frost Bank. The state and federal payroll tax reports and W-2 Forms are prepared by the Alamo staff.

If work is done by an individual who is not an employee, the Treasurer General prepares Form 1099 which must be provided for non-employee compensation paid during the year. (The Alamo Complex Business Office prepares Form 1099 for payments of that type made from their funds.) The deadline for providing Form 1099 to the individuals is January 31.

The monthly Texas Sales Tax Return is made by the Treasurer General based on sales and sales tax collected at the Alamo, the French Legation and the Republic of Texas Museum. She keeps current sales tax guidelines in the permanent files and sends these to Chapter Treasurers at the beginning of each new administration or when changes in the law occur that affect DRT. A permit is maintained at the DRT Headquarters so that chapters selling items at Convention and/or district meetings may send taxes they collect to the Treasurer General to be reported through the DRT Headquarters. Since sales tax permits are free, chapters selling items regularly should obtain their own sales tax permit from the State Comptroller's office.

The Treasurer General is responsible for timely filing of Form 990 which must be done annually with the IRS by October 15 and should be prepared by a Certified Public Accountant or the Treasurer General.

The Treasurer General is responsible for obtaining a safe deposit box at a bank of her choice, or she may utilize the vault at DRT Headquarters for storage of all Certificates of Deposit.

The Treasurer General shall prepare a list of all donations of $100.00 or more for the fiscal year June 1-May 31 and send it to the President General and Annual Proceedings Chairman ASAP in June (after the fiscal year end).

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She shall send donor acknowledgements to all donations she deposits in the bank.

The retiring Treasurer General shall pay all bills of the outgoing administration before turning over her records and funds to her successor by July 1. There shall be no outstanding debts left unless such commitments shall have been authorized by the BOM. Sufficient funds must be allocated to the incoming Treasurer General to defray the cost of the Annual Proceedings and the necessary operating expenses of DRT until October 15.

The retiring Treasurer General shall deliver to her successor all records and information necessary to facilitate the work of her office by July 1, thirty days after the conclusion of the DRT fiscal year.

Registrar General

See Bylaws Article I; Article II, Sec. 2; Article VI, Sec. 1-4, 5(g); Article XII, Sec. 1, 14; Article XIII, Sec. 1 (a); and Membership Section of MOP .

The Registrar General is chairman of the Membership Committee. The Registrar General keeps a log which records the date applications are received. Upon receiving the application, she should immediately determine that the proper amount of money is enclosed. She has one month from the date each application is received to approve it or notify the applicant that additional proof is necessary. When approved, applications are numbered and signed by the Registrar General in permanent black ink. At the first opportunity applications and certificates are signed by the President General and are delivered with proof to the Custodian General.

Any proposal to republish, revise or amend the then currently existing membership form (printed or computer generated) is to be coordinated with the Registrar General before initiating action. The Registrar General is responsible for approving any proposal to republish without change or, with BOM concurrence, to change the design, format or content of membership application forms, whether printed or computer generated.

The Registrar General shall keep a separate list of all rejected application papers. This list should include the applicant's name, ancestor, date of application, and rejection and reason for rejection. This list should be passed to each succeeding Registrar General.

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It is the responsibility of the Registrar General, under the direction of the BOM, to close a line of ancestry where proof of ancestry previously accepted is found to be incorrect, invalid, or insufficient. The membership of Daughters previously accepted on that line will not be affected, but no other applications using that line of ancestry will be approved by the Registrar General until the ancestry is established with proper proof.

All correspondence should be handled as promptly as possible, and correspondence concerning applications received from a chapter should be addressed to the Chapter Registrar [See MOP, Chapter Officers/Duties (Chapter Registrar) Section].

The Registrar General should save receipts for postage or other supplies for which she is entitled to be reimbursed. Upon approval from the President General, the Treasurer General will issue a check.

She sends the Treasurer General a monthly report of money being transmitted which lists each individual's DRT number, name, fees and check amount and the total number of applicants and supplements. She should enclose with the checks an adding machine tape showing the check amounts and total being remitted.

The Registrar General's reports to the BOM shall include recommended candidates for member-at-large. She shall notify a member-at-large applicant who has been approved for membership by the BOM that she may purchase her application papers through the Registrar General.

When the Registrar General leaves office, she passes on to the next Registrar General all books, materials and equipment pertaining to her office with the exception of the microfiche records and microfiche reader, which she turns in to the Custodian General, who in turn checks it out to the incoming Registrar General. She provides copies of reports she has made and generally assists her successor in any way that she can.

Custodian General

See Bylaws Article VI, Sec. 1-5(h) and Article X, Sec. 1, 6.

The Custodian General is chairman of the DRT Headquarters and Museum Committee and supervisor of the Headquarters and Museum employees. She

Board of Management 2010 The Daughters of the Republic of Texas 73 is responsible for the filing and safekeeping of completed membership application papers, the second copy of the papers of members-at-large, and all records of DRT. She works closely with DRT and CRT Registrars General, the Treasurer General, the Second Vice President General, and the Recording Secretary General.

The Custodian General shall use the DRT permanent files in responding to requests from the general public for information on the organization and its affairs, as permitted by the BOM. The Custodian General answers inquiries concerning possible membership in the organization.

Processing Applications

When application papers receive final approval from the Registrar General and have been signed by the President General, they are sent with the proofs and the certificates to the Custodian General for final processing. The office staff promptly enter them in the computer, print mailing labels and membership cards, verify that all signatures are in the proper places on the papers and certificates, affix the seal and ribbons to the certificates, and mail them to the new members, maintaining a record of when certificates are issued and mailed. The membership cards for new members are routinely sent to the Second Vice President General. The staff mail the chapters' copies of the papers to the Chapter Registrars and file the archival papers for microfilming and binding.

The DRT Headquarters staff assigned to data entry in the membership database shall keep a list of New Ancestors (not previously in the Ancestor table of the database) on new members’ applications approved by the Registrar General or CRT Registrar General. The ancestors’ information shall periodically be sent to the DRT Website for insertion on the posted Ancestors pages.

Microfilm/Microfiche

All approved DRT and CRT membership applications will be sent to be microfilmed and processed into microfiche as soon as possible after May 31 each year. One original and two duplicate sets of microfiche records (DRT and CRT) exist, and newly processed film is added to each set as soon as possible. One complete set of microfiche records is placed with each of the following: (1) Republic of Texas Museum (in vault for safekeeping); (2) DRT Registrar General (to aid in approving new DRT membership applications); (3) CRT Registrar General (to aid in approving new CRT membership applications).

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When the applications have been microfilmed, they will then be sent to the bindery for binding.

The Custodian General maintains a complete listing of microfiche checked out by the DRT and CRT Registrars General. One copy of the list is filed in the Headquarters, one copy is sent to the DRT Registrar General, and one copy to the CRT Registrar General. At the end of each term of office, the sets of microfiche and the microfiche readers are returned to the Custodian General to be reissued to the incoming DRT and CRT Registrars General. Additional microfiche are issued in the same manner.

Membership Records

The Custodian General shall keep a complete membership file on the Headquarters computer database including deaths, marriages, resignations and transfers of DRT and CRT members. Approved membership applications and supplements as well as changes and corrections to DRT records are received at the Headquarters throughout the year.

Any change in a member's status should be sent to the Headquarters for the staff to either make the change or verify the change. The Custodian General is responsible for ensuring the integrity of the records of the database. She shall ascertain that office personnel promptly enter all new records and all changes to old records. The Headquarters shall notify the Second Vice President General of changes it receives, unless the changes came from the Second Vice President General. The Custodian General shall ensure that daily backups are made of all data recorded on both the Headquarters and the Museum computers.

A complete record of honorary members (a former membership category for some distinguished Texans) will be maintained by the Custodian General. This list should include the date and administration of their election to membership, sponsoring chapter and district, service to DRT, and deaths.

In late March, the Custodian General shall mail to Chapter Treasurers a chapter roll which they should correct and return to the Headquarters as soon as possible for data entry and preparation of a Membership Roster. The Chapter Treasurer should send a copy of the corrected roll to her Chapter President.

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Copies of Papers

In accordance with the Texas Nonprofit Corporation Act, DRT membership applications and proofs of lineage are subject to review by other DRT members. However, copies of applications may be obtained from the office of the Custodian General by prospective members only if the member has given written permission on her papers. After a member's death her papers shall be considered open. The fee for copies of an approved application or supplement, not including proofs, will be $10.

Archival Records

Records of the organization, from both current and previous years, deposited with and filed by the Custodian General include original minutes of the BOM, the Annual Convention, and Administrative Committees; inventories and reports of all committees; member-at-large records; and charters, application papers and other records of disbanded chapters.

Forms and Supplies

The Custodian General has custody of award certificate forms and charter forms which are supplied to the proper officer on request. DRT and CRT membership forms, DRT membership cards, DRT ribbon and DRT historical publications, etc., may be purchased from the Headquarters. The Custodian General may sell DRT supplies and books to members at district meetings and the Annual Convention.

Finance

At the end of each month, the Custodian General shall send the Treasurer General all sales reports from the DRT Headquarters and Museum. All invoices and bills requiring payment shall be approved by the Custodian General and forwarded to the Treasurer General. Copies of all bank deposits and copies of all charge card receipts should also be sent to the Treasurer General. The Custodian General shall conduct a thorough inventory of all items sold by Headquarters and by the Museum gift shop.

This inventory should include the cost of all items and should be sent to the Treasurer General no later than June 15 for inclusion in the DRT’s year-end financial reports.

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Projects - Copyright

The Custodian General shall be responsible for applying for (registering) copyright on newly published projects as soon as they are delivered from the printing company. The on-line form on the U.S. Copyright Office may be used for registration, both to expedite completion and to pay a lower fee. The US Copyright Office website is at http://www.copyright.gov/, Library of Congress, Copyright Office, Records Research and Certification Sec., 101 Independence Avenue SE, Washington, DC 20559-6300.

Annual Convention

Chapter packets not picked up at Convention, including Awards and Senior Member certificates, forms and instructions from the BOM and Committees, shall be taken by the Custodian General to the Headquarters and mailed to the Chapter President ASAP after Convention, with an invoice for postage. Packet contents are needed by chapters during the summer.

CRT Registrar General

See Bylaws Article I, Sec. 1(c), 2, 5(c), 8; Article VI, Sec. 1-4, 5(I); Article IX, Sec. 2(c); Article XII, Sec. 5, 6; and CRT Bylaws and Manual of Procedure.

The CRT Registrar General assists Chapter CRT Registrars with application papers and questions. She should be well acquainted with the DRT Bylaws and MOP, and with the CRT Bylaws and Procedures which have been placed in a separate manual as voted at their 2009 Convention and approved by the DRT BOM in Sep 2009.

After carefully examining CRT applications and proofs, she approves those found acceptable. She signs and dates the application papers and secures the President General’s signature on the applications and certificates. The signed and dated applications, proofs, and certificates are sent to the Custodian General for processing, microfilming, filing and mailing. She notifies the Third Vice President General of all new members, sending a new membership file card for each, with the fees attached. She notifies the Chapter Registrar when applications are approved, and handles all correspondence with Chapter Registrar concerning CRT applications.

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To transfer aged-out CRT members to a DRT chapter, the receiving DRT Chapter Registrar shall request in writing a CRT to DRT Transfer Card from the CRT Registrar General. The Chapter Registrar shall send it along with two copies of the original CRT application and two copies of the CRT Transfer to DRT Short Form to the Registrar General. Upon approval, the Registrar General shall return the completed CRT to DRT Transfer Card to the CRT Registrar General (See MOP Membership Section (Transfer of Membership, From CRT to DRT); and Form M.03 in the FORMS Section).

The CRT Registrar General maintains a card file on each CRT member and maintains records on the following transactions: membership numbers, aged- out children, insignia permits, and transfers.

Upon request, she issues jewelry permits and instructions for purchasing jewelry, and transfer cards with transfer instructions.

A list of children who will age-out (reach their twenty-first birthday) is received annually from the Headquarters. The CRT Registrar General mails notices to Chapter CRT Registrars notifying them of their members who will age out in the next year.

The CRT Registrar General assists the Third Vice President General with the CRT Convention by supplying statistical information on membership and chapter enrollment and by conducting the installation ceremony for new CRT officers.

Historian General

See Bylaws Article VI, Sec. 1-4, 5(j); Article XII, Sec. 11; and MOP, Chapter Officers/Duties (Chapter Historian) Section.

The Historian General is chairman of the Historic Committee. She shall communicate with the Chapter Historians at least once a year, in late summer or early fall, to inform them about awards, history book and yearbook judging, and to notify them of the appropriate deadlines.

Mamie Wynne Cox Award for Historical Research

The Historian General is responsible for the Mamie Wynne Cox Award for Historical Research. She secures impartial judges and gives the winner's name

Board of Management 78 Manual of Procedure 2010 to the Custodian General, who has the wall plaque engraved. Each year the Historian General presents a plaque and a framed official DRT certificate of award to the winner at the historical dinner at Convention. The Historian General will purchase and be reimbursed for the plaque for the winner of the Mamie Wynne Cox Award that the winner will retain. The Custodian General will have the wall plaque engraved which shall be on display at DRT’s Republic of Texas Museum.

Created for the purpose of encouraging research by DRT members in Texas history, this award honors the memory of Mrs. Mamie Wynne Cox, historian and devoted Honorary Member of the DRT. A silver tray, given to DRT by Mae Wynne McFarland (Mrs. I. B.), a niece of Mrs. Cox and also an Honorary Member of DRT, was engraved with the winners' names until 1991. A second tray was purchased by DRT to continue the tradition and was filled in 2005, at which time the BOM established the wall plaque which shall be displayed.

Entrants should submit an unpublished monograph or essay of merit in the field of Texas history, preferably during or before the period of the Republic. Any subject may be addressed. If no essay of sufficient merit is submitted, an award will not be made that year. A member may submit more than one entry. Submission of entries for the Mamie Wynne Cox Award gives DRT the right to publish winning essays.

Essays must be in scholarly form and must be based for the most part upon the use of source material, properly documented. Important statements must be accompanied by explicit notations as to sources, and a bibliography shall be appended. Essays are to consist of no less than 1,000 words. In making the award, the committee will consider effectiveness of research, originality of thought, accuracy of statements, excellence of style, and value of the contribution to Texas. Entries will be judged by a group of qualified historians who are not members of DRT.

All entries must be typed, double spaced, with a 1½-inch margin on the left side of all pages for binding. A sealed envelope must be attached to each entry containing the author's real name and address and title of entry, with the entrant's nom de plume and title of essay on the outside of the envelope. Contestants should retain duplicate copies of their manuscripts. The Historian General shall place the original of the winning paper in the DRT Library at the Alamo in San Antonio within thirty days after Convention.

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The deadline for entries is March 31, and all essays must be in the hands of the Historian General by that date. Entrants will be notified of competition results before May 1.

Parliamentarian General

See Bylaws Article IV, Sec. 2(c); Article VI, Sec. 5(l); Article XI, Sec. 2; and Article XII, Sec. 4.

The Parliamentarian General is consulted by the President General on all parliamentary questions during BOM meetings. She is a member of the Bylaws Committee and should be consulted when questions arise concerning the Bylaws, especially regarding elections. She shall meet with the Nominating Committee when they elect their chairman. She shall approve the Bylaws for all newly organized chapters. She shall maintain a file of copies of the Bylaws of each chapter.

Retiring President General

See Bylaws Article VI, Sec. 5(m).

The Retiring President General is a resource person for the BOM. She helps the President General upon request. The Retiring President General must approve the proceedings of her administration before they are printed in the Annual Proceedings.

District Representatives

See Bylaws Article IV and Article VI, Sec. 1, 2(a)(b)(d)(f)(j), 3-5(k).

District Representatives shall be knowledgeable in the work of the DRT. In addition to the instructions to all BOM members found in the beginning of this BOM Section, the following suggestions will be helpful to District Representatives.

1. Records kept by each District Representative and passed on to her successor should include copies of reports given at each BOM meeting, the

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annual report given at each Convention, minutes of each district meeting, and all planning notes, programs, etc., pertaining to the district meeting.

2. As soon as possible after the start of her term, she should contact the Chapter Presidents in her district, offer to help in any way she can and request a copy of their yearbook and an invitation to visit one of their meetings.

3. She should visit each chapter within her district and be thoroughly familiar with the DRT Bylaws, Manual of Procedure, past achievements, holdings and custodianships, and the actions of the BOM so that she can answer questions. Each representative shall encourage the chapters in her district to promote the teaching of Texas history and the observance of Texas Honor Days in all schools. She shall encourage chapters to have programs on Texas history.

4. The District Representative shall encourage each Chapter President to obtain a copy of the latest Bylaws and MOP from the Headquarters.

5. She should remind Chapter Presidents in the Spring that to nominate a Chapter member(s) for election at its District Meeting, the Chapter must vote to do so, at a meeting in which a quorum is present (District Representative or Alternate in even-numbered years, or Nominating Committee or Alternate in odd-numbered years). She should send them the Form C.03 Chapter Endorsement for District Election (see FORMS Section of MOP).

6. The District Representative is responsible for planning and hosting the DRT or CRT Convention when it meets in her district (See Bylaws Article III and MOP, Conventions).

7. District Representatives shall solicit entries from each chapter in their districts for Fourth and Seventh Grade Texas History Teacher Contests and Texas History Essay Contests for fourth and seventh grade students. These entries should be sent to her by March 2. She shall appoint a committee of DRT members and/or qualified individuals who will select one entry for each award. The winning entries shall be forwarded to the Fifth Vice President General by March 25.

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8. In the event a District Representative moves to a chapter outside her district or can no longer serve, her Alternate District Representative shall serve out the term. They cannot alternate or take turns serving.

See District Information Section of MOP for further details on conducting elections at District Meetings.

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PROJECTS

See Bylaws, Article VII; MOP, Board of Management (Custodian General), Committees - Administrative, and Committees - Standing (Historical Publications) Sections.

Any project into which DRT enters must have Board of Management approval. Any major project into which DRT enters must be thoroughly studied by a special committee appointed for that purpose. A plan of procedure must be adopted by the Convention before any work can be started on said project. All committees appointed on the project must then abide by the adopted plan, alteration of which can be made only by a succeeding Convention. Each project of DRT shall be under the control of an administrative or a special committee responsible to the BOM.

Any project of DRT involving expenditure of six hundred dollars ($600.00) or more, with the exception of the Alamo Committee and French Legation Museum with one thousand five hundred dollars ($1,500.00) or more, shall be under the control of an administrative committee. The project shall be presented to the BOM and, if approved, shall be presented to the Convention for final approval or rejection. Emergency repairs are not affected by this rule.

If a project involving business contracts or agreements cannot be completed by the close of an administration, those contracts and agreements shall be honored by the new administrative committee and BOM.

DRT may put its stamp of approval upon the project of another organization.

After careful study by its Historical Publication Committee and the BOM, DRT may give a stamp of approval to the publication of a book or the presentation of a cinema, either of which would deal with some phase of Texas history.

Copyrights

All formal material prepared for publication under the name of DRT must be copyrighted by the Custodian General, but under current U.S. Copyright laws, cannot be copyrighted prior to publication.

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EMPLOYEES

See Bylaws, Article VIII; MOP, Committees - Administrative, and Policies Sections.

Employees named by the BOM, on the recommendation of the appropriate committee, and salaries fixed by the BOM:

Director of the Republic of Texas Museum in Austin Office Administrator of DRT Headquarters in Austin Director of the Alamo Complex DRT Library Director Library Librarians Library Archivist Alamo Shrine Hostess Superintendent of the Gardens of the Alamo Complex Chief of Security of the Alamo Complex; Historian/Curator of the Alamo Museums Historian/Curator of the Alamo Complex Director of the French Legation Museum Such other employees for projects as the demand arises

General Information

All employees of DRT shall be governed by and adhere to the rules approved by the BOM.

Members are ineligible for employment by DRT, with the exception of the Alamo Shrine Hostess. The Hostess shall not hold an elective office or serve on a committee appointed by the BOM.

DRT and Alamo Employees may not accept personal gifts which are valued at more that $25.00 from anyone including vendors.

The responsibility of oversight for The Daughters of the Republic of Texas Alamo Park 401K Plan shall belong to the Alamo Committee. The trustees for the 401K Plan for the employees of The Daughters of the Republic of Texas shall be the Director of Operations, the Chairman of the Alamo Committee,

Projects / Employees 2010 The Daughters of the Republic of Texas 85 and one member of the Alamo Committee who will be selected by the Alamo Committee and the President General.

By May 1 the Recording Secretary General shall be sent electronically copies of annual reports of the Chairman of the Alamo Committee, the Director of the Alamo Complex, the Alamo Shrine Hostess report to the Alamo Committee, the Historian/Curator of the Alamo Museums, and the Library Director’s annual report to the Library Committee.

Alamo Complex Employees

The Alamo Committee works closely with the Director of the Alamo Complex on all employee relations. The Director of the Alamo Complex must have approval of the Alamo Committee for administrative activities at the Alamo. The Alamo Committee and the Director of the Alamo Complex, in managing the Alamo Complex, use the following: (1) DRT Policies for Alamo Complex, (2) Employee Manual, (3) Job Descriptions (all of which have been approved by BOM), and (4) Alamo Master Plan (which has been approved by the Texas State Historical Commission). None of the above can be changed without BOM approval.

An Alamo Committee member(s) or the Alamo Shrine Hostess shall greet all important visitors at the Alamo and attend all important functions relating to the Alamo.

With the Director of the Alamo Complex, the Alamo Committee Chairman must see that the Alamo funds are invested in fully insured, interest bearing accounts paying the highest rate of interest consistent with safety of principal. All checks must have two signatures [See Bylaws Article X, Sec. 2(g)(h)].

The Alamo Historian/Curator should be consulted on authenticity of any gifts or donations. No loans may be accepted without the prior and expressed approval of the BOM [See Bylaws Article X, Sec. 2(a)].

The Alamo Committee chairman shall ensure that the State inventory is prepared by the Historian/Curator each year according to State procedures and is mailed to the Texas Comptroller of Public Accounts by January 31. The Alamo Committee Chairman signs this inventory as Property Manager.

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DRT Library at the Alamo Employees

The Library staff are Alamo Complex employees who make the DRT collection available to the public and provide educational support to other departments on the complex.

The Chairman and Library Director shall prepare a tentative budget for the Library Committee's approval and then present the tentative Library budget to the Alamo Committee in November to ensure the availability of funds. After the second approval of the budget by the Library Committee in January, the budget is sent to the BOM for approval.

The Library Committee Chairman shall receive from the Library Director an annual report to be included in the committee's annual report due on May 1.

The Chairman shall ensure that the Library Director keeps a current inventory of Library holdings and that one copy of this inventory is sent to the President General, one copy to the DRT Headquarters and one copy to the Treasurer General by May 31 each year.

The Library personnel shall assist the Alamo Curator in maintaining the inventory of Library furnishing and fixtures as required for the annual State inventory which is due by January 31.

DRT Headquarters and Museum Employees

With approval of the Headquarters and Museum Committee, and under the direction of the BOM, the Custodian General shall supervise the personnel of the DRT Headquarters and Museum. When invited, the Museum Director shall attend meetings of the committee.

Under supervision of the Office Administrator, the DRT Headquarters shall furnish administrative support to the entire organization of DRT, which functions through specific authority and responsibility assigned to each Officer General. The Office Administrator, in carrying out day-to-day operations, consults when appropriate with Officers General in matters involving their individual areas of responsibility and authority as reflected in the DRT Bylaws and Manual of Procedure (MOP). She shall develop sufficient understanding of the DRT Bylaws, MOP, and Employee Manual to carry out her duties.

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The Custodian General and Museum Director shall prepare a budget for the Museum each year. The Custodian General and the Office Administrator shall prepare a budget for the Headquarters each year.

The Custodian General with the assistance of the Office Administrator and the Committee shall maintain an inventory of all holdings of the DRT Headquarters. Before May 31 of each year, one copy of this inventory shall be sent to the President General, one copy to the Treasurer General, and one copy retained and put in the Committee's permanent files at DRT Headquarters.

The Custodian General, with the assistance of the Museum Director and the committee, shall maintain an inventory of all holdings of the Republic of Texas Museum. Before May 1 each year, one copy of this inventory shall be sent to the President General, one copy to the Treasurer General, and one copy retained and put in the Committee's permanent files.

The Museum Director and the Office Administrator shall both submit monthly financial reports to the Custodian General for presentation to the Headquarters and Museum Committee and the BOM.

The Museum Director shall submit an annual report to the DRT Headquarters and Museum Committee for inclusion in its annual report to the BOM and the Convention.

When invited, the Museum Director shall attend meetings of the Headquarters and Museum Committee.

French Legation Museum Employees

The French Legation Committee Chairman, committee members, or Library Director shall greet all important visitors to the Library and attend all important functions of the Library.

The Director of the French Legation Museum shall, when invited by the Chairman, attend meetings of the French Legation Museum Committee.

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COMMITTEES

General Information

An asterisk (*) indicates committee chairmen appointed by the President General with approval of the BOM.

Administrative Committees: *Alamo *Cradle *DRT Library at the Alamo *French Legation Museum DRT Headquarters and Museum

Elective Committee: Nominating

Standing Committees: *Annual Proceedings *Awards *Bylaws CRT CRT Membership Credentials *Daughters' Reflections Newsletter Education and Flag Finance Historic *Historical Publication *Legislative Membership Membership Cards *Memorial Park Organization *Publicity *Senior Members Relics, Old Trails and Historic Sites *San Jacinto Battlefield

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All Administrative and Standing Committees shall report on committee business at each regularly scheduled BOM meeting unless excused by the President General. One copy of the report shall be presented at the BOM meeting or mailed to the President General, one copy to the Recording Secretary General, and sent electronically to the Annual Proceedings Chairman. A copy of the report shall be retained for the committee's permanent files which shall be passed to the succeeding committee chairman. Committee chairmen will attend BOM meetings as requested by the President General.

Each chairman shall report to the Annual Convention on all major activities of the committee during the previous year. This report should be typewritten on 8½- by 11-inch paper and, whenever applicable, should include financial statements as of March 31. Before the first of May, the chairman shall send one copy of this annual report to the President General, one copy to the Recording Secretary General, and send electronically to the Annual Proceedings Chairman.

ADMINISTRATIVE COMMITTEES

General Information

See Bylaws Article II, Sec. 3-6; Article VII; Article IX; and Article X.

Plan regularly scheduled meetings which have been coordinated with the President General. Minutes of all meetings must be kept for a minimum of two years.

The President General must be informed of and invited to all important functions. She should be invited to greet visiting dignitaries if possible. The President General must be informed of all problems that exist at the property. Any plaques or commemorative medallions erected must have the approval of the BOM.

Communications to and from the full Board of Management -- including meeting agendas, minutes, and reports; Committee minutes and reports; employees required by Bylaw to report to the BOM; and Chapter Presidents -- shall be sent, electronically when possible, to the DRT Headquarters Office Administrator or designated staff for distribution to the appropriate list. All members’ changes of name, address, telephone, or e-mail are sent to the

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Headquarters for entry into the members’ database, so it is more efficient to have one person with access to the current data do the distributing, making it unnecessary for each individual to notify everyone else of changes.

The chairman shall assign specific duties to committee members. Examples for the Alamo would include secretary, security, gift shop, shrine, grounds, Alamo Hall, and public relations. (The Alamo has a paid public relations person.) For the French Legation Museum, they could include secretary, treasurer, gift shop, publicity, ways and means, and social events.

The committee secretary is responsible for typing and sending minutes of committee meetings to the BOM, Past Presidents General, committee members and two copies to the DRT Headquarters within two weeks after the meeting. These minutes must be approved and signed by the committee chairman and secretary. Mailing labels are available to committees from the Headquarters.

With the exception of the DRT Headquarters and Museum Committee, the treasurer of each committee shall prepare a financial report which will be attached to, or incorporated into, the body of the minutes of each meeting. An annual financial statement for the fiscal year ending March 31 must be received before May 1 each year for inclusion in the Annual Proceedings and for presentation at the Annual Convention. The Alamo financial report is prepared by the Director of the Alamo Complex.

Each committee shall prepare a proposed budget with the Director or Business Manager, if there is one, for approval of the BOM and then the Convention. After approval by the committee, copies of proposed budgets are sent to the BOM members at least ten days prior to the February BOM meeting so that BOM members have sufficient time to study them. The chairman shall present the proposed budget to the BOM at the February BOM meeting.

All Administrative Committees handling funds are permitted to make repair and maintenance expenditures costing less than six hundred dollars ($600.00). Emergency repairs are not limited to this amount, but routine repairs that cost in excess of six hundred dollars ($600.00) must be approved by the BOM, with the exception of the Alamo Committee which is allowed up to one thousand five hundred dollars ($1,500.00) for routine repair costs [See Bylaws Article II, Sec. 3(b)]. For all major expenditures, the committee shall secure three bids, recommending the lowest and/or best bid to the BOM.

A called meeting must comply with DRT Bylaws.

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A committee member who misses two consecutive meetings without a valid excuse is automatically resigned, and the chairman is asked to select a new member. In the case of committees whose membership is outlined in DRT Bylaws, a member who meets the same requirements as the resigned member should be appointed.

Projects begun but not completed by the previous committee must be honored by the next committee whenever practicable.

All documents such as government forms, tax returns, etc., must be sent to the Treasurer General as these documents become due. The Treasurer General then incorporates them into the reports DRT sends to the Government. Business Managers or Directors of each project shall make these reports in triplicate, keeping one for the files of the project affected and forwarding two copies to the Treasurer General. These reports shall be accompanied by checks to cover any tax required.

Acknowledgment cards for donations shall be sent to donors by all Administrative Committees.

The chairman of each Administrative Committee shall present an insurance report to the BOM annually at the September BOM meeting. This report will include a listing of all insurance carried and the coverage provided, including but not limited to commercial multi-peril, commercial liability umbrella, workman's compensation, fidelity bonds, and hired and non-owned auto insurance.

The chairmen of all Administrative Committees should be available daily for and problems which may arise. It is especially important that they be available between the hours of 8 a.m. and 5 p.m.

Each Administrative Committee Chairman shall appoint a Committee Historian to retain information such as photographs, invitations and newspaper clippings. The committee will determine how the information is to be compiled and stored.

DRT and Alamo Employees may not accept personal gifts which are valued at more that $25.00 from anyone including vendors.

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Alamo Committee

See Bylaws Article II, Sec. 3-6; Article VI, Sec. 3(b); Article VII; Article VIII, Sec. 1-3; Article IX; Article X, Sec. 1-2, 4; and MOP, Committees (General Information Section.

An Alamo Committee member(s) or the Alamo Shrine Hostess shall greet all important visitors at the Alamo and attend all important functions relating to the Alamo. This committee must always remember that the DRT is custodian of the Alamo for the State of Texas. This committee attempts to accommodate the Mayor's requests for tours for dignitaries and, of course, accommodates requests from the Governor. A public relations fund is set up for entertaining public officials.

The committee is responsible for compliance with and enforcement of all Bylaws pertaining to the Shrine and Alamo Complex. No person shall conduct an assembly or demonstration within or upon the Alamo Complex, including, but not limited to, political or religious activities and weddings. Ceremonies in the Alamo shall be limited to observances honoring the Alamo heroes.

With the Director of the Alamo Complex, the Alamo Committee Chairman must see that the Alamo funds are invested in fully insured, interest bearing accounts paying the highest rate of interest consistent with safety of principal. All checks must have two signatures [See Bylaws Article X, Sec. 2(g)(h)].

The committee chairman must inform the Texas Historical Commission of any alterations or changes to the complex. The Alamo Complex is state property. Entities of the Texas Historical Commission will monitor activities. Permits are issued for preservation, construction, and archeology by the Texas Historical Commission. Consultation and contact with these departments are necessary and should be on a continuing basis. The Historic Preservation office of the City of San Antonio is kept informed of Complex projects.

A competent attorney should be consulted by the committee before presenting any agreement, contract or document to the BOM for its approval and the President General for her signature.

The Alamo Historian/Curator should be consulted on authenticity of any gifts or donations. No loans may be accepted without the prior and expressed approval of the BOM [See Bylaws Article X, Sec. 2(a)].

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The committee works closely with the Director of the Alamo Complex on all employee relations. The Director of the Alamo Complex must have approval of the Alamo Committee for administrative activities at the Alamo. The Alamo Committee and the Director of the Alamo Complex, in managing the Alamo Complex, use the following: (1) DRT Policies for Alamo Complex, (2) Employee Manual, (3) Job Descriptions (all of which have been approved by BOM), and (4) Alamo Master Plan (which has been approved by the Texas State Historical Commission). None of the above can be changed without BOM approval.

The Alamo Committee Chairman should join the Alamo Plaza Association and any other downtown associations, which helps create friendly relations with the Alamo's neighbors.

No pictures are allowed to be taken inside the Shrine. Special requests shall be given consideration.

The Director of the Alamo Complex shall be authorized to schedule tours of the Shrine and other Alamo facilities that occur after the normal operating hours of the Alamo Complex and to establish appropriate fees for such events to offset the associated additional costs. If having the fees waived is requested for a tour, this shall be granted upon approval of the Alamo Committee.

Immediately after the minutes of each committee meeting have been approved, a copy shall be mailed to all members of the committee, the President General, the BOM and Past Presidents General, the French Legation Committee Chairman, the DRT Library Committee Chairman, and the Cradle Committee Chairman. Two copies shall be sent to the DRT Headquarters.

A file on all Alamo Committee activities must be kept. All letters written by the Alamo Committee Chairman must be made in duplicate, one to be mailed to addressee and one filed.

The chairman and Director of the Alamo Complex shall review the DRT Library Committee's budget with the Library Committee Chairman in November to ensure the availability of funds.

The Chairman shall ensure that a qualified CPA performs an audit each year for the period ending March 31 and completes and delivers it to the Chairman before April 30. On May 1 the Chairman shall send one copy of this audit to the President General, one to the Recording Secretary General (e-mail

Committees - Administrative 2010 The Daughters of the Republic of Texas 95 preferred), and electronically to the Annual Proceedings Chairman. Copies of this audited financial statement will be furnished to the BOM at its May meeting and to the Director of the Alamo Complex for the permanent file.

The chairman shall ensure that the State inventory is prepared by the Historian/Curator each year according to State procedures and is mailed to the Texas Comptroller of Public Accounts by January 31. The Alamo Committee Chairman signs this inventory as Property Manager.

The responsibility of oversight for The Daughters of the Republic of Texas Alamo Park 401K Plan shall belong to the Alamo Committee. The trustees for the 401K Plan for the employees of The Daughters of the Republic of Texas shall be the Director of Operations, the Chairman of the Alamo Committee, and one member of the Alamo Committee who will be selected by the Alamo Committee and the President General.

Cradle Committee

See Bylaws Article II, Sec. 3-6; Article VII; Article IX; Article X, Sec. 1, 3; and MOP, Committees (General Information) Section.

The Cradle Chairman shall prepare financial reports to be included with the minutes of each committee meeting sent to the BOM. Either the Chairman or the Treasurer General shall prepare a year-end (May 31) financial report to be included in the Annual Proceedings.

The Cradle funds are a part of DRT funds and are therefore included in its audit every two years. The Cradle Chairman shall forward to the Treasurer General all bank statements, check stubs and investment account statements by June 30 of odd-numbered years. Upon completion of the DRT audit all records will be returned to the Cradle Chairman for permanent storage.

The Chairman shall prepare an annual inventory of all property at the Cradle. By May 1 she shall send one copy to the President General and one copy to the DRT Headquarters. One copy should be kept in the committee's permanent files.

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DRT Library Committee

See Bylaws Article II, Sec. 3-6; Article VI, Sec. 3(b); Article VII; Article VIII; Article IX; Article X, Sec. 1-2, 4; and MOP, Committees (General Information) Section.

The State mandates a research facility on the Alamo Complex. The Alamo Fund is used to maintain the library building, which is State property, to pay the staff, and to support operations. The library building belongs to the State, but the collections within belong to The Daughters of the Republic of Texas, and they are made available to the public through the generosity of the DRT. The library staff are Alamo Complex employees who make the DRT collection available to the public and provide educational support to other departments on the complex. The building, most furnishings and equipment are the property of the State of Texas and must be accounted for on the State inventory each year. Alamo funds are State funds, and budgeted amounts are used to pay the necessary operating expenses for the DRT Library. The Chairman or her committee designee must approve the invoices for these budgeted expenses before submission to the Director of the Alamo Complex. Only DRT funds and grants are used for acquisitions and conservation of the collection. There is no co-mingling of DRT funds with Alamo Funds.

The Library Committee is responsible for compliance with and enforcement of all DRT Bylaws pertaining to the Library, all DRT policies, and all Library job descriptions. It shall ensure that only books or materials pertaining to Texas and Texas history shall be placed in the Library. All books, pictures, paintings and documents which are purchased must have the approval of the Library Committee and shall be purchased with DRT Library funds, not with Alamo funds.

The Library Director must have approval of the Library Committee in administrative activities of the Library. The committee shall have supervision of the Library contents.

The Library Committee Chairman must ensure that Library funds are invested in fully insured, interest-bearing accounts paying the highest rate of interest consistent with safety of principal.

A competent attorney should be consulted by the committee before presenting any agreement, contract or document to the BOM for its approval and to the President General for her signature.

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The Chairman, committee members, or Library Director shall greet all important visitors to the Library and attend all important functions of the Library.

A file on all DRT Library Committee activities must be kept. All correspondence from the Library Committee Chairman shall be made in duplicate, with one copy filed at the Library.

The Chairman and Library Director shall prepare a tentative budget for the Library Committee's approval and then present the tentative Library budget to the Alamo Committee in November to ensure the availability of funds. After the second approval of the budget by the Library Committee in January, the budget is sent to the BOM for approval.

The Chairman shall ensure that an audit of DRT Library funds is performed for the year ending May 31. This should be done by the CPA performing the DRT audit (Library funds are DRT funds). This audit should be completed by August 15. One copy should be sent to the President General, one copy to the Treasurer General, one copy to the Recording Secretary General for the permanent files at Headquarters, and one sent electronically to the Annual Proceedings Chairman. Copies of this audited financial statement will be furnished to the BOM at its September meeting.

The Library Committee Chairman shall receive from the Library Director an annual report to be included in the committee's annual report due on May 1.

The Chairman shall ensure that the Library Director keeps a current inventory of Library holdings and that one copy of this inventory is sent to the President General, one copy to the DRT Headquarters and one copy to the Treasurer General by May 31 each year. The Library personnel shall assist the Alamo Curator in maintaining the inventory of Library furnishing and fixtures as required for the annual State inventory which is due by January 31.

Texas History Forum

The Library Committee is responsible for the annual Texas History Forum, if any is conducted.

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The June Franklin Naylor Award for the Best Book for Children on Texas History

The June Franklin Naylor Award for the Best Book for Children on Texas History, endowed by the family of June Franklin Naylor and sponsored by The Daughters of the Republic of Texas Library, is given annually to the author/illustrator of the most distinguished book for children and young adults, grade K-12, that accurately portrays the history of Texas, whether fiction or nonfiction. Immediately after the Annual Convention, the DRT Library Committee shall see that the current award winner’s name and book description are posted on the DRT website.

General Guidelines for the June Franklin Naylor Award

1. The book must have been published for the first time within the calendar year, January-December (as specified in annual Guidelines).

2. The exception to this rule is the reprint of an early book for children that is annotated or revised to make its story accessible to today’s students.

3. Two copies of the book must accompany the entry. All books become the property of The Daughters of the Republic of Texas, and will not be returned.

4. All entries must be sent to the attention of the Library Director, whose mailing address is DRT Library, P.O. Box 1401, San Antonio, TX 78295- 1401; and shipping address is DRT Library, 300 Alamo Plaza, San Antonio, TX 78205. Entries must be postmarked or hand delivered to the library during regular library hours no later than January 31 of the year of the award.

5. Selections will be made from books nominated. If no nominated book is considered to meet the listed criteria, no award will be presented. The text and illustrations should be of highest quality and accuracy.

6. The Library Committee Chairman will ask a three-member panel of judges to select the top five entries. The panel shall consist of historians, educators, and/or librarians who may or may not be DRT members. At the end of February all Committee members and a member of the Naylor family will meet in San Antonio at the DRT Library to select the award winner from the five top entries.

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7. The winning entry will receive a cash prize of $400.00. If the winning entry has multiple authors and/or illustrators, the committee may choose to honor them singly or together. If there are multiple honorees, the cash award will be divided among them.

8. Awards will be presented at the Historical Evening during the Annual Convention of the Daughters of the Republic fo Texas. Only the winner will be notified prior to the awards ceremony. The award winner will be a guest of the Library at the Historical Evening but will be responsible for his travel expenses.

The Virginia M. Law Research Award

The Virginia M. Law Research Award is designed to bring scholars to San Antonio, Texas, to work with materials housed at the DRT Library. Research must be done at the DRT Library and completed by June 1 of the following year. The award is accompanied by a grant of $400.00 ($200.00 when the award is announced and $200.00 after completion of research). The award is funded through the Virginia M. Law Endowment Fund, which was established in May 2006 by Nancy M. Law.

Guidelines for the Virginia M. Law Research Award

1. The Virginia M. Law Award is open to individuals in any field whose research can benefit from the holdings of the DRT Library collections. Considerations for awarding the grant include: (a) suitability of the project for meaningful research in the DRT Library collections; (b) applicant’s academic training or professional experience: (c) potential of the project to make a significant contribution to scholarship.

2. If no project submitted is considered to meet the listed criteria, no award will be presented.

3. A copy of the applicant’s curriculum vitae and a description of the proposed research project should be mailed to the DRT Library, P.O. Box 1401, San Antonio, TX 78295-1401. The applicant should also arrange to have sent to the above address letters of reference from two persons who can assess the significance of the work and the ability of the scholar to carry it out.

4. The deadline for submission of all documents is September 29. The award recipient will be announced October 31.

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5. One complimentary copy of any resulting publication is to be placed in the DRT Library collections. A presentation of research findings will be made at a DRT Texas History Forum, at a time convenient to the recipient, in order to publicly disseminate research results.

6. Recipients of the award shall acknowledge it in writing and all resulting publications, exhibits, or projects for which the award has made research possible.

7. The judging committee is composed of the DRT Library Committee Chairman, the DRT Library Director and the DRT Library Archivist.

The Library Committee shall meet in the Committee Meeting Room on the Alamo Complex for its monthly meetings and/or other meetings as required. When the Alamo Meeting Room is used by the DRT Library Committee, the Library Committee shall not be denied the use of conveniences.

French Legation Museum Committee

See Bylaws Article II, Sec. 3-6; Article VI, Sec. 3(b); Article VII; Article VIII, Sec. 1-2; Article IX; Article X, Sec. 1, 5; and MOP, Committees (General Information) Section.

The Chairman of the French Legation Museum Committee shall appoint members of the committee to chair the following subcommittees: gift shop, publicity, public relations, ways and means, and social events. The Chairman shall also appoint a recording secretary and treasurer with computer and bookkeeping skills.

The Chairman shall attend all BOM meetings and be prepared to present the committee report and any committee recommendations needing BOM approval. Copies of this report shall be given to each member of the BOM.

The Chairman shall ensure that an audit of French Legation Museum funds is performed each year as of March 31 by a competent CPA. Before the first of May, the Chairman shall send one copy of this audit to the President General, one to the Recording Secretary General (e-mail preferred), and electronically to the Annual Proceedings Chairman. Copies of this audit shall be furnished to the BOM at its May meeting.

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The French Legation Museum Committee Treasurer, with the assistance of the Director, shall prepare the budget for approval of the committee. The French Legation Museum Chairman shall send copies of the budget to the BOM at least ten days prior to the February BOM meeting and then formally present the budget at that meeting for approval by the BOM.

All horticultural activity pertaining to French Legation Museum grounds and gardens undertaken by the committee must be in accord with the architectural master plan on file at the Legation office. All digs and building restorations or improvements on the French Legation grounds are governed by the Texas Historical Commission.

The Chairman must be thoroughly familiar with the duties and responsibilities of the Director of the French Legation Museum in order to provide adequate supervision and support to that individual. Of particular importance are those director responsibilities related to financial management, general administration, public relations, and gift shop administration. Familiarity of the Chairman with all areas associated with funds is of critical importance. The Chairman must be willing and able to perform key director responsibilities in the absence of the Director; these include responding to security alarms when notified by the security service.

The Chairman must be thoroughly familiar with the history of the French Legation. It is highly desirable that she be competent as a docent in order to direct tours for distinguished visitors during special occasions and in case of staff emergencies.

The committee shall be responsible for the acceptance of all gifts to DRT for display at the French Legation Museum and shall investigate and approve the authenticity of all gifts and artifacts, with the help of an expert trained in the museum field who is qualified to give curatorial and/or historical opinions of said artifact [See Bylaws Article X, Sec. 1(h)].

The Director of the French Legation Museum shall, when invited by the Chairman, attend meetings of the French Legation Museum Committee.

The Chairman shall prepare annual and separate inventories of all State and DRT property at the French Legation Museum. By May 1 she shall send one copy to the President General and one copy to the DRT Headquarters. One copy should be kept in the committee's permanent files. The Chairman shall ensure that the State inventory (consisting only of State property) is prepared

Committees - Administrative 102 Manual of Procedure 2010 each year according to State procedures and is mailed to the State agency currently handling the French Legation Museum by the deadline required by said agency. The French Legation Museum Committee Chairman signs this inventory as Property Manager.

DRT Headquarters and Museum Committee

See Bylaws Article I; Article II, Sec. 3(b)(c)(d); Article VI, Sec. 3(b), 5(h); Article VII; Article VIII, Sec. 1, 2, 4; Article X, Sec. 1, 6.

Under the direction of the BOM, the DRT Headquarters and Museum Committee, with the Custodian General as Chairman, shall have supervision of the DRT Headquarters and Museum.

With approval of the committee and under the direction of the BOM, the Custodian General shall supervise the personnel of the DRT Headquarters and Museum. When invited, the Museum Director shall attend meetings of the committee.

Under supervision of the Office Administrator, the DRT Headquarters shall furnish administrative support to the entire organization of DRT, which functions through specific authority and responsibility assigned to each Officer General. The Office Administrator, in carrying out day-to-day operations, consults when appropriate with Officers General in matters involving their individual areas of responsibility and authority as reflected in the DRT Bylaws and Manual of Procedure (MOP). She shall develop sufficient understanding of the DRT Bylaws, MOP, and Employee Manual to carry out her duties.

The Museum Director shall submit an annual report to the DRT Headquarters and Museum Committee for inclusion in its annual report to the BOM and the Convention.

A competent attorney should be consulted by the committee before presenting any agreement, contract or document to the BOM for its approval and to the President General for her signature.

The Custodian General, committee members, or the Museum Director shall greet all important visitors to the Museum and attend all important functions of the Museum. Requests for special tours shall be considered.

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A file must be kept on all DRT Headquarters and Museum Committee activities. All correspondence from the committee shall be made in duplicate with one copy filed at the Headquarters.

The Custodian General and Museum Director shall prepare a budget for the Museum each year.

The Custodian General and the Office Administrator shall prepare a budget for the Headquarters each year.

All income and disbursements of the Republic of Texas Museum are supervised by the Treasurer General, and these funds will be included in the audit of the DRT General Fund. However, it is possible that memorials, gifts, etc., will be received by the Museum in the future and these funds would be overseen by this committee with an annual audit of the account.

The Custodian General, with the assistance of the Museum Director and the committee, shall maintain an inventory of all holdings of the Republic of Texas Museum. Before May 1 each year, one copy of this inventory shall be sent to the President General, one copy to the Treasurer General, and one copy retained and put in the Committee's permanent files.

The Custodian General with the assistance of the Office Administrator and the Committee shall maintain an inventory of all holdings of the DRT Headquarters. Before May 31 of each year, one copy of this inventory shall be sent to the President General, one copy to the Treasurer General, and one copy retained and put in the Committee's permanent files at DRT Headquarters.

The Museum Director and the Office Administrator shall both submit monthly financial reports to the Custodian General for presentation to the Headquarters and Museum Committee and the BOM.

The Headquarters and Museum Committee is responsible for coordinating the maintenance of the DRT website at drt-info.org, the public site for general information, and the password-protected site for members only site at drt- info.org/members. Username: Alamo Password: 100YearS (case sensitive)

On the Members site shall be all current Forms, including the Awards, Member Data Change, Deceased Member Report, Reinstatement, Transfer, Chapter

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Dues Report, Dues Reconciliation, Applications for Memorial Medallions Forms, and others; as well as current Announcements; lists of chapters, BOM, committee chairmen, District Meetings, Conventions, and Properties.

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NOMINATING COMMITTEE

See Bylaws Article IV, Sec. 2(b)(c); Article VI, Sec. 2(f); Article IX, Sec. 2(b) and 3(b); and Article XI.

The Nominating Committee Chairman is elected by the Committee in a meeting at Convention in even-numbered years. She shall distribute to Chapter Presidents by September 1 a Chapter Endorsement Form (C.04 in the FORMS Section of the MOP). A copy of the form shall be posted on the Members website.

When chapters vote to endorse a member, the form must be signed by the member, chapter president, chapter recording secretary, and submitted to all ten members of the Nominating Committee, postmarked by December 1 in an even-numbered year. Endorsement forms postmarked after that date shall be discarded. Forms may be submitted by e-mail only if the form is scanned to show the signatures.

STANDING COMMITTEES

See Bylaws Article II, Sec. 3-5; Article VII; Article IX; Article XII; and MOP, Committees (General Information) Section.

Annual Proceedings Committee

See Bylaws Article VI, Sec. 5(d); Article XII, Sec. 2; and MOP, Committees (General Information) Section.

The Annual Proceedings Committee shall be responsible for preparing for publication the Proceedings of each year of a two-year term of office, from assembling, editing, and proofreading to delivery “print-ready” to the printing company whose bid was accepted by the BOM. The President General or Retiring President General has supervisory approval of the Proceedings of her administration.

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In even-numbered years the Annual Proceedings consists of one book. In odd- numbered years, at the end of a term, the Annual Proceedings are in one book and sold as a set with a Membership Roster in another, as produced from the DRT Membership data by the Headquarters staff. Advance orders are taken and the books, when printed, are distributed by staff to purchasers.

The Annual Proceedings Chairman shall send members of the BOM, Committee chairmen, and Chapter Presidents instructions on sending her their reports electronically, due by May 1. As requested by the Committee, the Recording Secretary General and Headquarters staff shall assemble material needed for printing the book.

All submissions for insertion into the Annual Proceedings (AP) book must be sent to the Chairman by e-mail ONLY, by May 1 annually. Use “DRT (Chapter Name, City, District) or (Committee or Office)” in the subject line of the e-mail. Send your CRT Chapter report at the same time and manner, in a separate e-mail. Paste your report into the body of the e-mail, using Times New Roman font.

Reports sent to the Chairman are only for the Annual Proceedings book.

Also e-mail Chapter reports to the President General by May 1, and e-mail Committee and Officer reports to the President General and Recording Secretary General by May 1.

If not familiar with how your report will look in the AP, please refer to a prior copy. Listings of chapters should be by District, by City, by Chapter. Please help the AP Committee keep this listing consistent throughout the AP.

Chapter reports may not exceed 300 words in length. If a report is longer than 300 words, it will be returned to the sender for editing.

Remove any formatting such as headers and footers, page numbers, multi- columns, etc. Your report will appear without paragraph spacing.

Important note: Every year, a copy of the Annual Proceedings, with chapter reports included, goes to the Governor’s office. Choose information about your year’s activities to show the important role DRT plays in promoting Texas and Texas History. (Do not include your personal story, your illnesses, etc.)

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Send the following items for the Annual Proceedings by e-mail:

EACH BOM OFFICER is responsible for: 1. Your photo (a digital black and white copy sent by e-mail) 2. Your annual report 3. Your committee report (if different from your officer’s report)

RECORDING SECRETARY GENERAL is responsible for: 1. BOM Minutes, motions only 2. Verification Organizational Chart, Miscellaneous Information, Honor Days and Addresses, Official Calendar, Past Presidents General list.

CORRESPONDING SECRETARY GENERAL is responsible for: 1. List of Committee members with address, phone and e-mail in this format: First Name, Last Name (all caps), e-mail address Mailing address, phone number

CHAPLAIN GENERAL is responsible for: 1. Memoriam Service program 2. In Memoriam list of deceased members, by District, by City, by Chapter (one or two columns only)

TREASURER GENERAL is responsible for: 1. Audited Financial Statements from DRT, Alamo, Library and French Legation 2. Approved Budget for next year 3. Monetary Gifts to DRT

REGISTRAR GENERAL is responsible for: 1. New members by District, by City, by Chapter 2. Number of members by District, by City, by Chapter (obtained from Membership database at Headquarters)

CRT REGISTRAR GENERAL is responsible for: 1. CRT number of members by District, by City, by Chapter 2. CRT New Members by District, by City, by Chapter

THIRD VICE PRESIDENT GENERAL is responsible for: 1. CRT Convention report 2. CRT Awards recipients 3. CRT Chapter reports

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FIFTH VICE PRESIDENT GENERAL is responsible for: 1. Names of Winners of Teacher of the Year and Essay Contests; 2. Contestant’s school, city, and sponsoring DRT chapter 2. Copies of Fourth and Seventh Grade Essays

Each DISTRICT REPRESENTATIVE is responsible for: 1. Your report 2. All of your District’s Chapter Reports 3. List of your Chapter Presidents (by District, by City, by Chapter), with addresses, phone numbers, e-mail addresses in this format: First Name, Last Name (all caps), e-mail address Mailing address, phone number 4. Special Note: Remind chapters to send names of the entire slate of new chapter officers in odd-numbered years, when they are elected, with addresses, phone numbers, e-mail addresses, to DRT Headquarters.

CONVENTION CHAIRMAN is responsible for: 1. A Convention program by e-mail and two clean copies of the program 2. List of Hostess Chapters 3. List of Convention attendees by District, by City, by Chapter with total DRT, CRT, and guests

Each COMMITTEE CHAIRMAN is responsible for: 1. Committee report 2. All lists by District, by City, by Chapter

Awards Committee

See Bylaws Article IX; Article XII, Sec. 1, 3; and MOP, Committees (General Information) Section.

The Awards Program became effective May 16, 1964, with adoption of the plan by the DRT in Convention assembled at Beaumont. In 1994 the Membership Award category was added. In 2000 the Volunteer Hours Award was added. In 2001 the Six-Star Chapter Award was added by the BOM to the MOP, and in 2010 to the Bylaws, Article XII, Sec. 3.

The Awards Committee is responsible for seven chapter awards presented at Annual Conventions. They are Achievement, Attendance, Membership,

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President General's Project, Volunteer Hours, Six-Star Chapter, and Texas History Award. Chapter awards provide chapter recognition and give chapters an opportunity for self-evaluation. They stimulate pride in and enthusiasm for the goals of DRT and encourage Chapters to support the work of the organization including preserving and promoting the study of Texas history.

Chapter Presidents should complete the four Awards Forms covering seven Chapter awards found in the FORMS Section of MOP, or download from Members website, all covering the period of April 16 the previous year to April 15 of the current year: 1. A.01 Achievement Award Form. 2. A.02 Attendance Award Form. 3. A.03 Texas History Award Form. 4. A.04 Volunteer Hours, Membership, President General’s Project, Six-Star Chapter Award Form.

Photocopy or print the blank forms so a spare set will be available in case of error. Submit the Awards Forms and Annual Chapter Narrative Reports by April 22 as follows: 1. Mail or e-mail the awards forms to the Awards Chairman. 2. Mail or e-mail only the Annual Chapter Narrative Report to the President General. 3. Send electronically the Annual Chapter Narrative Report to the Annual Proceedings Chairman.

The Awards Committee shall receive the reports from the chapters and determine eligibility of each chapter for each award. The committee shall prepare awards certificates and distribute them at Convention.

If no chapter member attends Annual Convention or picks up its chapter packet, including awards certificates, the Custodian General will take the packets to Headquarters and mail them ASAP to Chapter Presidents, with an invoice for postage.

Bylaws Committee

See Bylaws Article XII, Sec. 4; Article XVIII; Article XX; and MOP, Committees (General Information) and Procedure for Changing the MOP Sections.

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The Committee is responsible for receiving Proposed Bylaws Amendments submited by November 15 in odd-numbered years, voting whether or not to recommend each of them, and sending them to the BOM to review before presentation by the Bylaws Chairman at their February BOM meeting in even- numbered years.

The Proposed Bylaws Amendments shall be sent to Chapter Presidents at least sixty days before the Annual Convention for distribution to their members, showing whether recommended by the Committee and (optionally) the BOM; and shall be posted on the DRT Members website.

The Committee shall receive proposed amendments to the Manual of Procedure (MOP) and transmit them to the BOM for study or review prior to the February or May BOM meeting, for inclusion in the next book.

The Committee shall present three competitive bids at the February BOM meeting for approval, to republish the amended, updated Bylaws and MOP in even-numbered years following Convention, and shall recommend its selling price.

After Convention in even-numbered years, the Bylaws Chairman shall provide the Recording Secretary General with a list of amendments adopted, for inclusion in the Convention minutes; and by June 1 shall send her annual Committee report to the Annual Proceedings Chairman by e-mail .

The Bylaws Chairman and Committee shall have sufficient computer expertise and proofreading skills to prepare the book for print. Preparation may if necessary be done with the assistance of the Headquarters office staff under supervision of the Custodian General.

The Committee shall provide a digital copy of the Bylaws/MOP to be stored for backup at the Headquarters. The DRT Bylaws/MOP shall be made available by the Headquarters for purchase at district meetings.

Only when a new edition of the Bylaws/MOP is published in even-numbered years should the copy posted on the members website be changed, unless necessary to correct a publication error.

Updates to the MOP adopted by the BOM shall not be inserted into the on-line MOP, causing it to be out-of-sync with the printed book and index purchased by members. To allow members to see subsequent MOP amendments, the

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Bylaws chairman shall provide the Headquarters with a separate list to post on the MOP page of the Members website.

It is expected that if an approved amendment must take effect immediately in order to comply with State or National law, the Officer requesting its approval will notify her Chapter counterparts (i.e., Treasurer General to Chapter Treasurers).

CRT Committee

See MOP, Committees (General Information) Section.

The CRT Committee, with the Third Vice President General as chairman, shall assist in the organization of new CRT chapters. In addition to duties found in DRT Bylaws Article XII, Sec. 5, Committee members shall assist the Third Vice President General with her duties, such as CRT sales tables at DRT meetings and Convention. The Third Vice President General shall have the CRT Committee audit the CRT accounts before the books are turned over to the next Third Vice President General. See CRT Bylaws.

CRT Membership Committee

See Bylaws Article XII, Sec. 6, and MOP Membership and Committees (General Information) Sections.

This Committee, with the CRT Registrar General as chairman, may consult with the Registrar General and DRT Membership Committee when necessary.

Credentials Committee

See Bylaws Article XII, Sec. 7, and MOP, Committees (General Information) Section.

The Convention Registrar is chairman of the Credentials Committee and the Second Vice President General is Vice-Chairman. This Committee records the number of members registered at the Annual Convention. A count of registered members in attendance is usually called for at least three times during the Convention, at the beginning of the first business session on the first

Committees - Standing 112 Manual of Procedure 2010 full day of the Convention, at the beginning of the second business session following lunch on the first day, and at the beginning of the third business session on the second day of Convention (i.e., first day at 8:30 a.m. and 2 p.m.; second day at 8:30 a.m.).

Daughters’ Reflections Newsletter Committee

See Bylaws Article XII, Sec. 8; and the MOP, Committees (General Information) Section.

The purpose of the newsletter is to provide communication and to promote goodwill among members of DRT. A mix of news, reports and features is suggested. Furnishing timely information is of primary importance. Each committee may choose slightly different methods, and flexibility should be encouraged as long as the goals are accomplished.

Arrangements should be made for desktop or other publishing services, printing, and a bulk mailing permit. Plans should be made for applying labels to the newsletters and preparing them for bulk mailing. Some publishing services will undertake the complete procedure of typesetting, printing and bulk mailing. Bids for various ways of producing the newsletter should be obtained before the committee decides which procedures it will undertake and which it will hire out.

Plan the newsletter layout, and request and edit articles with this layout in mind. Information should be obtained from BOM and Committee Chairmen. Special contributions may be asked of specific members or Committee members, using their special strengths. The Editor of Daughters’ Reflections must notify the submitter of an article anytime she makes changes in an article before the newsletter is published. Committee members should listen to Daughters' comments and suggestions, and the Committee Chairman should attend BOM meetings if possible.

The newsletter should be received by members before the District Meetings and the Convention, such as by March 1 and August 1. This will be determined by the BOM and the Committee. In preparing material for the newsletter, the following time table should be considered. It is listed in reverse order to help determine a starting date.

1. Allow three to seven days for delivery of bulk mail.

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2. Allow at least one week for labeling and bulk mail preparation. 3. Allow one week once camera-ready copy is delivered to printer. 4. Allow one week for final proofreading and editing. 5. Allow two weeks for editing and layout. 6. Allow at least two weeks for preparation of articles by committee or other members, time for phone calls, coordinating preparation and for mail delivery. 7. Allow one week to write and mail letters to Daughters asking for articles, reminding them of articles, or checking on articles. 8. Plan ahead! Articles which are not time dependent should be written before the time table goes into effect.

At Convention in May 2010, a motion from the floor was adopted to charge a $10 subscription fee to members who wish to be mailed a hard copy of Daughters’ Reflections, rather than receive by e-mail; checks are to be sent to the Treasurer General. No procedure for the MOP was submitted.

Education and Flag Committee

See Bylaws Article XII, Sec. 9; and MOP, Committees (General Information) Section.

This Committee, with the Fifth Vice President General as chairman, is charged with the responsibility of stimulating interest in early Texas history, especially in our State schools, colleges and universities. It also assembles and distributes information on Texas flags.

This committee sponsors four Texas history contests: Fourth and Seventh Grade Texas History Teacher Contests and Fourth and Seventh Grade Texas History Essay Contests for students.

To better prepare teachers, essay topics shall be selected a year in advance. The Fifth Vice President General shall notify District Representatives and Chapter Presidents of the topics for the upcoming year during the Convention. It shall be the last duty of the outgoing Fifth Vice President General to present the topics for the upcoming year to the newly elected officers and to turn over committee information to the newly elected Fifth Vice President General.

Judging shall be by DRT members or other qualified individuals. Student contests should be open to any interested student. An appropriate award

Committees - Standing 114 Manual of Procedure 2010 should be presented to the winner of each contest by the sponsoring chapter, such as a plaque, framed certificate, monetary award, or Texas charm, dated and bearing chapter name and “The Daughters of the Republic of Texas."

Topics of the essays will be chosen by the committee with input from the nominated Fifth Vice President General. Chapters will be notified of the topics no later than thirty days after Convention. Contest rules for the four contests can be found on the DRT Members website.

Finance Committee

See Bylaws Article XII, Sec. 1, 10; and MOP (General Information) Section.

The Finance Committee serves in an advisory capacity to the Treasurer General.

The finance committee members shall be assigned duties of oversight. A minimum of two committee members shall be assigned duties of oversight to all audits of all DRT entities, and a minimum of two other committee members shall be assigned duties of the oversight to the investments of DRT. A non- member of DRT, who has a background in accounting and finance, shall serve as a financial advisor to the members overseeing all audits. This advisor shall be approved by the Board of Management. All audits of DRT entities shall be reviewed by the Treasurer General, the President General, the DRT Finance Committee members assigned the duty of oversight to audits, and the financial advisor. This advisor shall review all audits, including information and letters to management, and shall report to the DRT finance committee members his/her opinions.

Historic Committee

See Bylaws Article VI, Sec. 5(j); Article XII, Sec. 11; and MOP, BOM (Historian General) and Committees (General Information) Sections.

The Historic Committee, with the Historian General as chairman, shall assist the Historian General with all of her duties.

They shall encourage Chapter Historians to compile chapter history books and provide information about what should and should not be saved in the books.

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The committee shall judge the chapter yearbooks and history books at the Convention of odd-numbered years. Awards will be announced for first, second, and third-place winners.

A recognition award is established for those chapters which produce publications to perpetuate our heritage as stated in the DRT Charter , Sec. II (2): “To encourage historical research into the earliest records of Texas . . .” These should be brought to the Annual Convention in odd-numbered years to be displayed along with history books and yearbooks but not to be judged.

Guidelines for Chapter History Books

1. The Binder (10 pts.) a. The official DRT seal described and illustrated in Bylaws Article XV, Sec. 1, may be used. If so, it must be above the words, “The Daughters of the Republic of Texas.” Nothing may be above the seal. b. Include the Chapter name and location. c. Dates are optional (without years, the cover binder can be reused.) d. Art work may be used.

2. Cover Page (5 pts.) 5. The seal may be used. If so, it must be above the words, “The Daughters of the Republic of Texas.” Nothing may be above the seal. 6. It must include the Chapter name, location, years covered, and the size classification of the chapter (number of total members), as history books are judged in size classifications. 7. It must include the name/address/phone number of the Chapter President, and name/address/phone number of the person who prepared the history book. Classifications are: Class I: 30 or fewer members Class II: 31-60 members Class III: 61-100 members Class IV: 101-150 members Class V: 151 or more members

3. Table of Contents (5 pts.) a. Must be included and the pages of the book must be numbered. b. May be laid out in chronological order, or in sections by type of event, or however the Chapter Historian chooses.

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4. Chapter Activities (25 pts.) Should reflect the work of the chapter, including all programs for two years. The only exception is if the chapter chartered within the biennium. Both years are kept in same book. Suggestions include (not all are absolutely necessary to win): a. Meeting agenda, party invitations, and financial information. b. Include appropriate Chapter correspondence, such as thank you cards, notices, Chapter business, appreciation for sympathy notes, etc. c. Photo of Chapter pin or include pin, explaining its history or meaning; also its selling price. d. Fund Raisers: Photos of sellers and what sold, for how much, and total raised (e.g., chapter recipe book – consider mounting on inside of back cover).

5. Labeling (10 pts.) a. All photos should be labeled. b. Labeling design and quality will be considered. c. Identify all persons in photos, if possible.

6. Newspaper Clippings/Obituaries (10 pts.) Must include the dateline of the newspaper that shows its name, date and page number. Do not use medallions or underline on the news clippings; use scotch tape; or cover over areas on clippings. To correct newsprint, make a side note that is mounted close by (same or opposite page) and include title, newspaper name, page number, date, corrected information, and name of person who made the corrections.

7. Yearbook (10 pts.) Include a copy of Chapter yearbook (or membership roll) or yearbook insert. A sleeve or pocket can be made to slip the yearbook into, or it can be photocopied and inserted.

8. Texas Community Interest (5 pts.) a. Texas stories in newspapers or other periodicals. b. Texas travel stories/photos of members. c. DRT related brochures, invitations, etc., related to the properties: Alamo, DRT Library, French Legation, Republic of Texas Museum, and the Cradle.

9. Quality (10 pts.) a. Photo and other matting quality

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b. Calligraphy/handwriting quality c. Artistic appearance d. Neatness e. Systematic arrangement f. Durability of materials

10. Originality and Imagination (10 pts.) a. Theme b. Chapter identity: (1) Identify the Chapter, who or what it’s named for and why; (2) special write-ups (biographies/photos perhaps of emeritus or special members); (3) list important facts pertaining to the Chapter (note that membership figures are on the cover page). c. Locale: (1) To help judges put into perspective the efforts of the historian and Chapter, include the names of counties and towns/population covered by the chapter; (2) addresses/phone numbers of local newspapers; (3) identify other printed sources that may publish information on chapter, such as flyers, programs, historical directories, libraries, etc. d. State Chapter involvement such as BOM/State committee members. Brag on your chapter stars. e. Chapter Officers/Committee Members: Write information on officers, committee members and include photos. Perhaps featuring the President during her term with photo(s) of her ancestor and her history would be interesting. f. Ancestral histories/photos and photos of member descendants. g. New member highlights. h. Chapter Awards: Include chapter awards with chronological order or include them in a special awards division of the table of contents. Since annual awards certificates are given at the end of each year, they can be added at that time. i. Use of DRT objectives. j. Other.

Total possible points: 100

Suggestions for Materials

Archival Preservation Hints: Use “Bookkeeper” spray on newsprint. Use acid- free adhesives or acid-free, pre-glued corners. Use acid-free pens and paper. These may be purchased from such stores as Lights Impressions

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(lightimpressionsdirect.com), Exposures (exposuresonline.com), Wal-Mart or book stores.

Suggestions for Judges

Make sure each history book is placed in the correct classification according to size (See “2. Cover Page”). 1. The door to the judging area should be locked during judging. 2. Judges shall not judge their own chapter’s classification. 3. Review all history books before rating any. 4. Very important: Score No. 10, Originality and Imagination, after all books have been scored on the first nine areas, which gives some flexibility in determining winners. 5. Complete the Judging Sheet. Comments should be made about anything that is outstanding or lacking. 6. First, Second, Third and Honorable Mention certificates are awarded in each chapter size classification (see “2. Cover Page”).

Delivering/Picking Up History Books

Make arrangements for someone to be responsible for getting history book entered in competition before 5 p.m. the first night of the Convention before the opening ceremonies. Inquire at the Convention registration table for the location of history book competition. Also, arrange for someone to pick up the book and get it back to the Chapter after being judged.

Guidelines for Chapter Yearbooks

Any format, size or color is acceptable. Nothing may be placed above the DRT seal as shown in Bylaws Article XV, Sec. 1, and only the seal may be above the words, “The Daughters of the Republic of Texas.” 1. Cover a. Any color or size b. Must contain: “The Daughters of the Republic of Texas” Name and location of chapter Dates for yearbook 2. Contents a. Names and addresses of BOM and chapter officers b. Order of business c. DRT motto (Bylaws Article XVI)

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d. DRT colors (Bylaws Article XVII) e. List of Honor Days, dates and names f. Meeting schedule, dates and place (a regular meeting room needs to be mentioned only once) g. Pledge to the United States Flag • Pledge to the Texas Flag • Words to Texas, Our Texas (first verse and chorus) • Roster of chapter members. It is suggested that the order of listing of members' names be left to the chapters. However, an example for listing members would be: DRT No. Smith, Mary Sue Jones Phone No. (Mrs. William) Email address Address City, State, Zip DRT No.+R and primary ancestor name DRT No.+S and supplemental ancestor name k. Any additional material the chapter would like to add.

Historical Publication Committee

See Bylaws Article XII, Sec. 12; and MOP, Finances, Restricted Funds, and Endowments; and Committees (General Information) Sections.

The Historical Publication Committee shall be responsible for publication of any DRT material relating to membership and/or ancestral information, such as Founders and Patriots, 90 Years of the Daughters, etc. Should the committee find a historical manuscript or other historical material that they deem worthy of publication, they must secure the approval of the BOM before proceeding with any contracts, bids, etc.

Only the interest from the twenty thousand dollar ($20,000.00) restricted Historical Publication Fund shall be used for publications.

All contracts shall be signed by the President General, Recording Secretary General, and the Historical Publication Committee Chairman.

After obtaining three bids and consulting with the Treasurer General, the committee shall select the lowest and best bid from a printer and set the selling price, submit them to the BOM for approval, and conduct a prepublication sale. The Committee shall be responsible for the entire process of publication,

Committees - Standing 120 Manual of Procedure 2010 from assembling, editing, to having printed. Upon delivery of the printed books to DRT Headquarters, the Custodian General shall apply for the Copyright, have the prepublication orders shipped to buyers, and make the books available for sale at District Meetings and Annual Conventions.

Legislative Committee

See Bylaws Article XII, Sec. 13; and MOP, Committees (General Information) Section.

The purpose of this committee is to keep DRT informed of any legislation before the Texas Legislature which is of interest to DRT membership. The committee is also charged with keeping the Texas Legislature aware of the special interests of the DRT. The committee shall not take action concerning any legislation without the permission and direction of the BOM; however, recommendations from the committee are encouraged.

Membership Committee

See Bylaws Article XII, Sec. 14; and MOP, Membership and Chapter Officers/ Duties (Chapter Registrar) Section.

The Registrar General is chairman of this Committee, whose members assist her in verifying the proofs submitted with applications for membership. The Committee Members may assist prospective members and applicants with references for areas of research, but are not expected to conduct the research.

Membership Cards Committee

See Bylaws Article XII, Sec. 15; and MOP, BOM (Second Vice President General) Section.

This committee assists its chairman, the Second Vice President General, in maintaining an accurate card file of the active and inactive membership and in posting of dues. DRT membership cards, which represent permanent membership records, shall remain in the possession of the Second Vice President General.

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Memorial Park Committee

See Bylaws Article XII, Sec. 16.

Organization Committee

See Bylaws Article XII, Sec. 17; Article XIII, Sec. 1; and MOP, BOM (First Vice President General) Section.

Publicity Committee

See Bylaws Article XII, Sec. 18; and MOP, Committees (General Information) and Chapter Officers/Duties (Chapter Historian) Sections.

The goal of the Publicity Committee is to educate and inform the general public about the work of the DRT and the contributions and sacrifices of Texas's heroes.

The committee shall encourage chapters in publicizing Texas Honor Days, historical events, and functions of DRT. It shall endeavor to supply the chapters with press releases. Awards are given at Convention to those chapters who submit the most inches of acceptable publicity. Counting of inches shall be made by the Publicity Chairman and/or her committee. Awards are announced and certificates are presented at each Annual Convention for the first, second, and third-place winning Chapters for the most inches of acceptable publicity.

The committee shall collect articles from the Chapter Historians relating to chapter activities, dedications and projects for the publicity file. At the end of her term the Publicity Committee Chairman must see that the publicity file is placed in the DRT Archives at DRT Headquarters.

The Committee shall be responsible for promoting the Native Texan License Plate project.

Guidelines for Submitting Chapter Publicity

1. Submit articles to the Publicity Chairman quarterly with the postmark deadline for the final quarter being April 24.

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2. The chapter name or mention of DRT must appear in the article, brochure, radio, or TV feature. 3. Any article about a DRT member is acceptable only if her name and DRT affiliation are included in the article. 4. Do not send snapshots or photographs. Do not use tape, glue, staples, or highlighters. Do not write on articles; do not correct them. 5. The number of inches and the number of articles will be counted. 6. The number of radio and TV spots will be counted. A copy of the text that is aired should be sent. 7. To submit newspaper articles, first carefully clip the article, the source name and publication date. Then, preferably, photocopy the article and accompanying information for submission. The original can then be used for a Chapter History Book or a Chapter Publicity Book. However, if preferred or the article is too large, the original may be submitted. 8. A list of articles must accompany each submission. 9. Obituaries are not considered publicity. Send all obituaries to the Chaplain General for the Book of Memory.

Senior Members Committee

See Bylaws Article XII, Sec. 19, and Article XIV, Sec. 3(a); and MOP, Committees (General Information) Section.

A Senior Member is a member with continuous or cumulative active membership in the DRT for 25 years or longer.

Senior Member Certificates are issued at Annual Conventions to members who have reached 25, 50, or 75 years of membership during the preceding year (prior to June 1), based on their date of admission, whose dues have been paid every year for the designated time period. The DRT Headquarters database will be used to identify eligible members with continuous membership, and the Senior Members Chairman will verify their past dues payments with the Second Vice President General's records.

If a Chapter has a member with cumulative but not continuous membership for that many years, the Chapter President or Treasurer must notify the Senior Members Chairman, who must verify the member’s record with the Second Vice President General.

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In the event a member has been placed on inactive status without her knowledge and requests reinstatement within six months of learning that she has been designated inactive, the certificate will be based upon accumulated years rather than continuous years.

CRT membership does not count toward these certificates. Certificates will not be awarded posthumously.

The Senior Members Committee shall send to Chapter Presidents a letter by February 1 listing their members who appear eligible to receive a certificate at the Annual Convention.

Appropriate year designation pins can be ordered from J. Brandt Co., 2816 W. Lancaster Avenue, Ft. Worth, TX 76107, phone 817-877-0513, after a member receives a certificate. Ordering information can be obtained from Chapter Treasurers (See the J.01 Jewelry/Insignia Order Form DRT and J.02 Jewelry/Insignia Order Form CRT in FORMS Section of MOP ).

Relics, Old Trails and Historic Sites Committee

See Bylaws Article XII, Sec. 20; and MOP, Organization and History (History of Memorial Medallions), BOM (Fourth Vice President General), and Ceremonies and Services Sections.

The Fourth Vice President General is chairman of this committee. It assists donors in the placing of relics and artifacts pertaining to Texas history in museums designated by the donor. It is also charged with locating, identifying, and helping preserve historic roads, buildings, sites, etc. The committee cooperates with the Republic of Texas Museum and the San Jacinto Museum in the discovery and placement of artifacts at those museums. It should be informed of any proposed action at Texas historical sites and the activities of their custodians.

The three Applications for Memorial Medallions are MM.01 DRT-CRT Members, MM.02 Veteran-Defender-Citizen, and MM.03 Historic Site (and instructions) in the FORMS Section of MOP, and on the Members website.

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San Jacinto Battleground Committee

See Bylaws Article XII, Sec. 21, and MOP, Committees (General Information). 2010 The Daughters of the Republic of Texas 125

CHAPTER OFFICERS/DUTIES

New Chapters

See Bylaws Article VI, Sec. 5 (b); Article XIII, Sec. 1; and MOP, BOM (First Vice President General) Section.

Formation of new chapters is the responsibility of the Organization Committee, with the First Vice President General as chairman. Individuals interested in forming a new chapter should contact the First Vice President General who will in turn consult with the BOM.

The chapter's Organizing President shall call a meeting to formally organize the chapter. The chapter shall select a name and decide upon a date for the first election of officers. The date for the chartering ceremony shall be recorded, and the BOM shall commemorate the date by issuing a charter bearing the date of organization and the names of the charter members. New members and transfer members may be charter members. The chapter has the option of holding the charter open for up to one year from the date of charter.

The newly organized chapter shall receive assistance and guidance from the Organizing President for two years following chartering of the chapter. A more detailed description of the steps involved in the formation of a new chapter may be found in the duties of the First Vice President General.

Each new chapter must have a federal identification number. To obtain this number, a chapter must first obtain an Application for Employer I.D. Number (Form SS-4) by calling 1-800-829-3676. After completing the Form SS-4, call the IRS in Austin at (512) 462-7843 to obtain a Federal Tax Identification Number. This can also be done on the IRS web site at www.irs.gov.

General Information for Chapter Officers

Chapter officer elections and terms of office are defined in DRT Bylaws Article XIV, Sec. 1, and general chapter information is in Bylaws Article XIII. All chapter officers are encouraged to own and be familiar with the current DRT Bylaws and MOP.

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Chapters may have one or more vice presidents, depending on the wishes of the membership and the size of the chapter. If a chapter has five vice presidents, it is advisable that their duties closely reflect those of the corresponding Vice Presidents General.

Should the Chapter President be unable to preside, the chapter should call on the vice presidents to do so in their numerical order. Chapters should include in their Bylaws a provision for the replacement of non-functioning officers.

Chapter President

The President presides at all meetings, conducting the business in the prescribed manner. It is her duty to expedite the business in an orderly manner, allowing all members the right to speak or debate on questions according to the most current edition of Robert's Rules of Order Newly Revised. The presiding officer does not speak for or against any subject.

She shall share all information received from the BOM and the Headquarters, including Minutes of BOM and Administrative Committee meetings, with her officers and members as quickly as possible, by forwarding reports she receives via e-mail and having copies available at meetings.

The meeting program may be scheduled at whatever time is convenient for the speaker and the chapter, but other than that, the following is the suggested order of business for a chapter business meeting: 1. Call to order 2. Invocation 3. Pledge to the United States flag 4. Pledge to the Texas flag 5. Reading and acceptance of minutes 6. Reading of officers' reports 7. Reading of committee reports 8. Unfinished business 9. New business 10. Benediction

The President appoints and is an ex-officio member of all committees except the Nominating Committee. The President shall call a board meeting for the preparation of a budget at the beginning of the chapter year (unless the

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Chapter Bylaws require a different procedure, i.e., through a financial or budget committee).

The President shall send by e-mail, no later than April 15, one copy of the Annual Chapter Narrative Report to the Annual Proceedings Chairman and one to the President General. She shall complete and submit by April 22 each year the four completed Award Forms to the Awards Committee Chairman, covering the period of April 16 to the next April 15 (See A.01, A.02, A.03, and A.04 in FORMS Section of MOP, or download from Members website).

The Awards Committee shall determine the eligibility of each chapter for each award, prepare awards certificates, and distribute them at Convention. If no chapter member attends Annual Convention or picks up its chapter packet, including awards and other certificates, the Custodian General will take the packets to Headquarters and mail ASAP to them to Chapter Presidents, with an invoice for postage.

For a Chapter to endorse its member(s) to the Nominating Committee for officer candidates for the Board of Management, the Chapter must vote at a Chapter meeting in which a quorum is present. A completed Chapter Endorsement for General Office Form must be sent to all ten members of the Nominating Committee, postmarked by December 1. It may be submitted by e-mail only if the form is scanned and shows the signatures (See Bylaws, Article XI, and form C.04 in FORMS Section of MOP, or download from Members website).

For a Chapter to endorse its member(s) for election at its District Meeting, the Chapter must vote in a Chapter meeting at which a quorum is present. The Chapter President must notify her District Representative in writing prior to the District Workshop, sending the Chapter Endorsement of Member for District Election Form, or a letter which provides all the same information, signed by the Chapter President, Recording Secretary, and the member (See District Information Section, BOM - Representatives, and Form C.03 in the FORMS Section of MOP, or download from Members website): • For election at the District Meeting (in even-numbered years), to District Representative or Alternate. • For election at the District Meeting (in odd-numbered years) to the Nominating Committee or Alternate.

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Chapter Treasurer

The Treasurer collects all chapter dues. Association dues must be received by the Chapter Treasurer by October 1, and in the hands of the Second Vice President General by October 7 [See Bylaws Article II, Sec. 2(b)].

New members whose applications are approved after April 1 are not liable for Association or Chapter dues again until the following year.

Review the information regarding chapters in the Bylaws in Article XIII, Chapter information; and in Article XIV, Chapter Officers. Information is also in the MOP under Chapter Officers/Duties.

Reinstatement and Transfer Request Forms are M.08 and M.09 in the FORMS Section of the MOP; they may be copied/enlarged for your use, or downloaded from the DRT Members website. It is important that chapter officers have a copy of the latest edition of the DRT bylaws and MOP, published in even- numbered years. They may be purchased from the DRT Headquarters.

Dues and Fees

Collecting and Remitting Dues Guidelines for Chapter Treasurers

Chapter Treasurer's Calendar

June 1 Fiscal year begins, start collecting dues at last Chapter meeting. by August 1 Send first dues notices to unpaid Chapter members. by August 1 Remit collected dues to Second Vice President General with a Chapter Dues Report Form (C.01), Dues Reconciliation Form (C.02), and Chapter check. (See FORMS Section of MOP or download from Member website. ) by September 1 Send second dues notices to unpaid Chapter members and remind members of the consequences of being placed on the inactive list. September 1 Deadline to qualify for Membership Award, all dues sent to Second Vice President General. October 1 Deadline for receipt of dues by Chapter Treasurer, who shall remit final collected dues to the Second Vice President General. Unpaid members shall be placed on inactive status

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without further notice; payment of a Reinstatement fee and current dues shall be required to return to active status. October 7 Final Chapter Dues Report Form C.03, Reconciliation Form C.04, and Chapter check shall be sent to the Second Vice President General postmarked by this date.

Send All Association Dues Reports and Fees to the Second Vice President General as soon as possible, with a Chapter check made payable to DRT.

Dues and Fees as set in Bylaws, Article II, Sec. 2. Dues: Chapter Members $35.00 per annum Members-at-Large $35.00 per annum plus $5.00 administrative fee Fees: Initiation Fee 50.00 Supplemental Fee 25.00 Reinstatement Fee 25.00 Transfer Fee 10.00 Subscription Fee for mailed Daughters’ Reflections 10.00 (Adopted 2010 Convention, send to Treasurer General)

Dues Reports

Each Chapter Treasurer’s dues remittance to the Second Vice President General shall contain three items: 1. Chapter check for Association dues, made payable to DRT, accompanied by 2. Dues Report Form C.01, a printed, numbered, alphabetical list of all members, their DRT No. and status, with column headings similar to the shown below, and 3. Dues Reconciliation Form C.02 (See FORMS Section of MOP, or Members website).

An electronic spreadsheet file of the Dues Report Form may be obtained via e- mail from the Second Vice President General. START with a list of ALL chapter members from last year’s final dues report, plus those added since then, in alphabetical order by last name/first name. Indicate which have deceased, resigned, or transferred out and when (to what chapter); which are new by application (approved by April 1), reinstated, transferred in and when (from what chapter); which are new by application since April 1 and emeritus

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members who pay no dues. Indicate which have not replied to dues notices. Do not list associate or posthumous members.

This procedure allows the Second Vice President General to account for all members, added or removed, from each chapter since the previous year’s final dues payment. PLEASE LIMIT THE NUMBER OF DUES REPORTS TO THREE.

CHAPTER DUES REPORT FORM C.01 Instructions: Make as many copies as needed of Form C.01 in FORMS Section of MOP, or download from Members website. If your chapter uses a computer file for dues reports, please use a similar format.

Report Heading at the top of each report: 1. Report number 1, 2, or 3 and the date should be on every page. 2. The fiscal year you are reporting, such as 2010-2011. 3. Your chapter name, city, and district. 4. Treasurer’s name, phone number, and e- mail address.

The Chapter Roster list of members sent to the Second Vice President General with dues shall include: All members and their DRT Nos. listed in alphabetical order regardless of payment status. Include members as shown on the official roll sent to Chapter Treasurers each April by DRT Head- quarters, or as marked for correction when you returned the roll to Headquarters; members gained since then, and Emeritus members approved by the Second VPG – but not associate or posthumous members.

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(Submit any other name or address changes to the Second Vice President General on a Member Data Change Form, M.07).

New members approved after April 1 and Emeritus members owe no dues but should be listed.

Column headings: A. Number each member in this column when you are finished, or let the computer do it for you. B. DRT No., from the roll sent by Headquarters in April or your Chapter yearbook. C. Last name, first name of member, in alphabetical order. When submitting multiple reports, always list all members; do not omit names of members whose dues were remitted on a previous report or not yet received. D. Report 1. If this member’s dues are remitted in your first report, enter the amount. Total the column at bottom of report, should equal the amount of first check you send. E. Report 2. If this member’s dues are remitted in your second report, enter the number 1. Total the column at bottom of report, should equal the amount of second check you send. F. Report 3. If this member’s dues are remitted with your third report, enter the number 1. Total the column at bottom of report, should equal the amount of third check you send. These are members lost: G. Deceased. Enter date of member’s death. H. Resigned. Enter date of member’s resignation. I. Transfer Out Date-To. Enter date of the transfer, and name of Chapter she transferred to. J. No Reply. If member did not ever reply to dues notices, enter the number 1 here, and total column at bottom. These are members gained: K. New member before 4/1. Enter date new member’s application was approved; remit her dues. L. Reinstated. Enter date member was reinstated; remit her dues. M. Transfer In Date-From. Enter date and name of Chapter she transferred from; remit dues. N. New member aft 4/1. Enter date approved after April 1, they owe no dues this year. O. Emeritus. Enter 1 for each emeritus member; they pay no dues; total column at bottom of report.

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Complete and submit a Dues Reconciliation Form C.02 with each dues remittance (See FORMS Section of MOP).

Reinstatements

An inactive member who desires reinstatement and whose written request is accepted by vote of a chapter shall be restored to full membership upon the payment of her dues for the current year and a $25.00 reinstatement fee. The Chapter Treasurer shall collect Association and Chapter dues, the reinstatement fee, and submit a completed M.08 Reinstatement Form, fee, and current Association dues to the Second Vice President General. (See Bylaws Article I, Sec. 4(a), and Article II, Sec. 2. Dues and Fees; M.08 in the FORMS Section of MOP, or download from the Members Website).

Transfers

The Chapter Treasurer has a significant role in membership transfers. She shall ensure that any DRT or CRT member wishing to transfer into her Chapter is accepted for membership by the Chapter before any other action is taken [See Bylaws Article I, Sec. 3(a) and 5]. A detailed description of all transfer procedures may be found in the MOP, Membership Section.

Upon election to membership by vote of her NEW chapter, the member shall obtain a Transfer Request Form, M.09 in the FORMS Section of MOP or download from the Members website.

Applicants

When an applicant submits her application papers to the Chapter Registrar, the check accompanying the application shall include Association dues and initiation fee. It may or may not include the chapter dues, depending on the chapter's procedure for collection of this first payment of chapter dues. Technically, the chapter dues are not due until the applicant's papers have been approved by the Registrar General and a membership number assigned. Some chapters prefer to collect Association and Chapter dues and the initiation fee in one check payable to the Chapter. The Chapter then sends a Chapter check for the Association dues and initiation fee with the application papers. If this procedure is followed and the application is rejected, the Chapter must refund the Chapter dues to the applicant.

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Ordering Insignia

Jewelry/Insignia Order Forms are J.01 for CRT members and J.02 for DRT members in the FORMS Section of MOP, or downloadable from the Members website. After completing the order form, including the signatures of the Chapter President and Chapter Treasurer, attach a check and send to J. Brandt Co., Inc. 2816 W. Lancaster Ave., Ft. Worth, TX, Telephone: 1-800-435- 5749.

Ordering DRT Supplies

Application papers, CDs, ribbons, books, etc., should be ordered from the Custodian General, DRT Headquarters, 510 East Anderson Lane, Austin, Texas 78752-1218. A current supply list is found in the MOP under the General Information/Miscellaneous Section. Applications for memorial medallions must be sent to the Fourth Vice President General. The Treasurer General does not sell anything.

Checks

All checks sent to the Registrar General, to the Custodian General for items purchased from the DRT Headquarters, and to the Second Vice President General for dues and fees should be made payable to DRT.

Donations and Memorials

For donations to a specific project, checks should be mailed directly to the appropriate committee. Contributions to the President General’s Project should be with a separate check mailed to the Second Vice President General with a dues report, or afterwards to the Treasurer General. Undesignated donations should be sent to the Treasurer General. When sending a memorial donation, please include the name and address of the person(s) who should receive acknowledgment and notification. Those sent to a DRT project or property should be made payable to that project as follows:

Project: Send to: Building Fund Treasurer General The Alamo Alamo Committee Chairman P. O. Box 2599 San Antonio, TX 78299-2599 Republic of Texas Museum Custodian General

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510 East Anderson Lane Austin, TX 78752-1218 The Cradle The Cradle P. O. Box 3268 Galveston, TX 77552-3268 French Legation Museum French Legation Museum Chairman 802 San Marcos Austin, TX 78702-2647 DRT Library DRT Library Chairman P. O. Box 1401 San Antonio, TX 78295-1401

Name and Address Changes

Send all changes regarding membership information (deaths, marriages, address changes, etc.) to the DRT Headquarters as they occur. Changes can be sent by email to [email protected], with a copy to the Second Vice President General (or CRT Registrar General if for a CRT member), or the fill- in Member Data Change Form M.07 in the FORMS Section of MOP or downloaded from the Members website. It may be emailed or sent through the mail.

It is not necessary to send the names of new members, since the Registrar General sends a list of all newly-approved members to the Second Vice President General and the Treasurer General. Staff at DRT Headquarters maintain the membership database. They provide the Second Vice President General with membership cards for new members, and she posts changes on the membership cards.

In late March each year the Chapter Treasurer will receive a chapter membership roll from the Custodian General. The Chapter Treasurer should make all necessary corrections and return the chapter roll to the Headquarters, keeping copies for herself and the Chapter President. This corrected data will be used for the Annual Proceedings. This membership roll provides a starting point for listing chapter members on the dues report in the Fall.

Sales Tax Collection and Remittance

If a chapter sells anything, with the exception of books that the chapter has published, the chapter must collect and remit sales tax on all items it sells. Each

Chapter Officers/Duties 2010 The Daughters of the Republic of Texas 135 chapter can hold two one-day, tax-free sales or auctions each calendar year. For purposes of exemption, one day is counted as 24 consecutive hours.

The sale of tangible personal property is subject to Texas sales and use tax. Tangible personal property includes personal property that can be seen, weighed, measured, felt, touched, or that is perceptible to the senses in any other manner. A ground rental for hosting an event is not subject to sales tax unless billed in connection with the sale of a taxable item. Sales tax is due from the purchaser on the sales price of taxable items sold at an auction.

If a chapter plans to sell frequently and to the general public, it must obtain a sales tax permit. This permit can be obtained free of charge from a State Comptroller's Field Office or through the toll free number, 1-800-252-5555. You must first have your chapter’s federal identification number to obtain the Texas sales tax number [See MOP, Chapter Officers/Duties (New Chapters), fourth paragraph]. Chapter sales will probably be small enough for an annual sales tax report, and the report itself is very simple with easy-to-follow instructions.

If a chapter plans to sell items only at Chapter meetings, at the district meeting and Convention, and not to the general public, the sales tax can be reported through Headquarters's sales tax permit. After such sales, the Chapter Treasurer should send a check for the proper amount of tax due and a report on total sales and tax collected to the Treasurer General. Make the check payable to DRT.

The following formulas provide a simple method to calculate the taxes while charging a round amount for items being sold: 1. Assume a price of $10.00 includes tax at a sales tax rate of 8.25 percent. Dividing $10.00 by 1.0825 gives $9.264, which is the price of the item without tax. To prove, multiply $9.264 by 8.25% which is 76 cents. $9.24 + $.76 = $10.00. 2. To clear $10.00 on an item without charging $10.73, i.e., $10 price plus 83 cents tax, round the price up to the nearest dollar, in this case, charge $11.00. Applying the formula, divide $11 by 1.0825 which gives $10.16 as the price of the item for reporting purposes and $.84 is the tax. $10.16 + $.84 = $11.00.

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Purchases

DRT and all chapters are exempt from paying sales tax on all items purchased for use by DRT or the chapters. This includes office supplies, printing, equipment rental, or meals at a chapter luncheon meeting at a public eating place. It does not include members' hotel rooms at Convention. A sales tax exemption form must be completed and furnished to the retailer. (A copy of this form may be obtained from the Treasurer General.) The Chapter Treasurer should keep a supply of these forms to use when making purchases, listing the chapter as and signing the form. If the chapter does not have a mailing address, the person making the purchase should use her own address. Please note that an ID number is not necessary to be exempt. If the supplier is insistent, use the chapter's Federal Identification Number. The important information is that we are exempted under Section 501(c)(3) by the Internal Revenue Service.

Chapter Registrars and Chapter CRT Registrars

The Chapter Registrar is custodian of the chapter's file of all application papers, active, inactive, emeritus, transferred-out, and deceased.

The Chapter Registrar is responsible for seeing that the membership applications and proofs submitted by her chapter are properly completed before sending them with the appropriate fees to the DRT Registrar General or the CRT Registrar General. She should verify all names, dates and places typed on the applications against those on the proofs submitted. See DRT Bylaws Article I; Article II, Sec. 1-2; Article XIV, Sec. 4; and MOP, Membership Section.

Chapter Chaplain

The Chapter Chaplain shall open Chapter meetings with a prayer and may close with a benediction.

She sends notice of the death of a member to the Chaplain General as soon as possible [See Bylaws Article VI, Sec. 5(c); Article VI; Sec. 5(c); Article XIV, Sec. 5]. Her duties may include sending condolence cards to members who have had deaths in their family and/or get well cards to members who are ill or

Chapter Officers/Duties 2010 The Daughters of the Republic of Texas 137 hospitalized. She also may conduct a chapter memorial service for deceased members, either annually or as the need arises.

She is requested to have each member complete a copy of the Member Biographical Form M.06 and keep it on file in the chapter, with a picture, if possible, in a 3-ring binder. The Form can be used for speaker information, record of activities of members, chapter Memorial Service, and submission to the Chaplain General when reporting a member’s death.

The death of a chapter member is reported to the Chaplain General on the Deceased Member Report Form M.05, to include a copy of the obituary, funeral service and any other information on the member. Submit with a copy of the Member Biographical Form.

Both forms are given to each chaplain in the Chaplain General’s Instruction Package. (See Forms M.05 and M.06 in the FORMS Section of MOP, or download/print from Members website.)

Chapter Recording Secretary

The Chapter Recording Secretary shall keep the minutes of all chapter meetings and all chapter board meetings.

• She shall assist the President in the preparation of the chapter's annual narrative report and must co-sign the report. • She shall co-sign the Chapter Endorsement for District Election Form when the Chapter votes to nominate its member(s) for election to District Representative or Alternate, or Nominating Committee member or Alternate, at the District Meeting. • She shall co-sign the Chapter Endorsement for General Office Form of the Nominating Committee when the Chapter votes to endorse its member(s) for election to the Board of Management.

Chapter Historian

The information below relates to chapter history books, chapter publicity, and chapter yearbooks. Some chapters have a Chapter Historian, a Publicity Committee Chairman, and a Yearbook Committee Chairman in which case the job descriptions will apply separately.

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The Chapter Historian shall document the chapter's activities in a history book. She shall take photographs whenever possible at chapter meetings and activities. The history book shall be taken to Annual Convention in odd- numbered years and entered in competition. [See MOP, Committees (Historic Committee)], for guidelines for history books. She shall encourage interest in locating, marking and preserving historic sites.

She shall send the Publicity Committee Chairman copies of news articles concerning the chapter for the DRT publicity file and for the counting of publicity inches. See MOP, Committees (Publicity Committee), for guidelines for publicity.

She shall prepare a chapter yearbook. A copy shall be taken to Annual Convention in odd-numbered years and entered in competition. See MOP, Committees (Historic Committee), for guidelines for chapter yearbooks.

Chapter CRT Sponsor

In many chapters one of the vice presidents is the CRT sponsor. She directs the activities of the CRT and arranges CRT meetings. She places special emphasis on the study of Texas history, endeavors to interest CRT members in the preservation of documents and relics, and encourages CRT members to cherish their heritage.

It is her duty to work with the CRT Registrar (or Chapter Registrar) to determine the eligibility of applicants and to seek qualified new members. In some chapters the CRT Sponsor and the CRT Registrar are the same.

The sponsor should inform the CRT members about the CRT Convention and encourage members to attend and participate in all activities. If at all possible, she accompanies them to the CRT Convention.

She shall prepare an annual report describing the chapter's work. Before the first of May, one copy of the annual report and the membership roll shall be sent to the Recording Secretary General, one copy each to the Third Vice President General, Custodian General, and electronically to the Annual Proceedings Chairman.

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Purchase of CRT Jewelry and Ribbon

Chapter members may obtain jewelry permits and order blanks for jewelry from their Chapter CRT Registrar who will assist them in completing the forms (see J.01 Jewelry/Insignia Order Form in FORMS Section of MOP). Members-at- Large should request the permit and order blank from the CRT Registrar General of DRT, or download from the Members website. The DRT Third Vice-President General should be contacted concerning ribbon.

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SEAL AND INSIGNIA

Members may purchase ancestor bars and DRT membership pins through J. Brandt Co., 2816 W. Lancaster Avenue, Ft. Worth, TX 76107, phone 817- 877-0513. See Forms J.01 and J.02 for Jewelry/Insignia Order Forms for CRT and DRT members in the FORMS section of MOP, or download from the Members website.

Ordering information and procedure may be obtained from Chapter Treasurers. The pins are fastened to ribbon which may be purchased from the Chapter Treasurer or the DRT Headquarters. See Bylaws Article XV.

The one-inch insignia is the membership pin. It is pinned to the top of the membership ribbon and worn over the left breast at official DRT functions. No other item shall be worn above the membership pin with the exception of the plain, gold fastener bar approved by the BOM. The ribbon may be suspended from beneath the bar. The official DRT pins that may be worn on the membership ribbon and the order in which they should appear is as follows: • One-inch membership pin • Senior Member pin • Ancestor bars • BOM pins • Ex-BOM pins in order of listing in Article VI, Sec. 5 • Preservation Projects Donor pin (approved2/3/06-donation of $100 or more required) • DRT General Committee pin (approved by BOM Nov. 1995) • DRT General Committee bar • Chapter President pin • Ex-Chapter President pin • YOUR Chapter pin (approved by BOM) • Chapter officer pin (approved by BOM 10 Feb. 1994) • Six-Star pin • Six-Star bar pin • Star Pin • Bluebonnet pin • Commemorative pins (approved by BOM)

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The three-quarter inch insignia (or recognition pin) can be worn as a piece of jewelry over the left breast, at meetings of DRT and on such occasions as are worthy of its display.

Guidelines for submitting a new pin to BOM for approval:

1. The proposed design should be sent to the District Representative. 2. Design specifications should not exceed one and one-fourth inch. 3. The design should commemorate something or someone before 1860. 4. The design should include “The Daughters of the Republic of Texas” at the top of the pin.

Pins not approved by the BOM, and which cannot be worn on the ribbon, are sometimes sold by DRT chapters and committees as fund-raising projects. An example is the San Jacinto Heroes Monument pin sold by Sidney Sherman Chapter, Galveston.

Trinkets, such as derricks, Texas-shaped charms and rhinestone Texas pins, are not to be worn on the ribbon. Insignia of other organizations, such as Chamber of Commerce, DAR or UDC pins, also are not to be worn on the ribbon.

If a member finds it necessary to wear multiple widths of ribbon, the membership pin, ancestor bars and DRT service pins should be worn on the inside ribbon. The commemorative pins should be displayed on the outside ribbon, lower than the membership pin.

Upon the death of a member, any family member eligible to wear the insignia may do so. Otherwise, the local chapter should offer to take or purchase the insignia until such time as the Association can find an appropriate person to whom to give or to sell the insignia.

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DRT POLICIES

CAPITAL ASSETS AND DEPRECIATION POLICY

All capital assets with an acquisition price of $5,000 or greater will be recorded as a fixed asset in DRT’s financial statements. Capital assets include land, land improvement, buildings, building improvements, fixed and moveable equipment, furniture and fixtures, computer systems and software, art and other such items.

Land cost to be capitalized as land includes all costs connected with the acquisition of land. These include but are not limited to the costs of purchase, appraisals, professional services and title insurance.

Building cost to be capitalized includes all costs related to the acquisition or construction of buildings. Acquisition cost includes but is not limited to the costs of: purchase, professional services, appraisals and title insurance. Construction cost includes but is not limited to the costs of: professional services, test borings, materials and site preparation. Building improvements to be capitalized are significant alterations or structural changes that cost in excess of $5,000 and that increase or amend the usefulness, enhance efficiency, or prolong the useful life of the subject building for a period of at least five years.

Equipment to be capitalized is an article of non-expendable tangible personal property with a useful life of at least two years and a cost in excess of $5,000 per unit, excluding freight charges and taxes. In addition, acquisitions of individual items of software with an acquisition cost of $5,000 or more will also be considered a capital asset.

Repair and maintenance costs are normal and recurring expenditures made to maintain a property in an efficient operating condition without adding value to or prolonging the life of the building or equipment. These costs are not capitalized.

Land and building improvements and equipment repairs not capitalized (based upon capitalization policy) will be recorded as a current expense.

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Equipment repair costs to be capitalized are those repairs or equipment replacement costs in excess of $5,000 intended to extend the useful life of equipment of at least two years.

Depreciation

Depreciation on entity assets will be expensed monthly in accordance with applicable financial accounting pronouncements, offsetting the purchase price in the accumulated depreciation account.

All entity assets will be depreciated using the straight-line method for financial reporting purposes. All entity assets will be depreciated over a useful life as determined by the Treasurer General and in accordance with GAAP.

Disposals

The Treasurer General will be responsible for accounting for the disposal of all DRT assets at the time of disposal in accordance with the applicable financial accounting pronouncements. The treasurer general shall be notified in writing via email or letter within 10 business days of the disposal of any capital asset.

CASH FUND DEPOSITS POLICY

All persons processing financial donations shall follow the Guidelines for Processing Donations to DRT prepared and issued by the Treasurer General. These guidelines address administration of DRT funds in a manner adequate to ensure that donors’ and donees’ directives will be carried out. Any questions should be referred to the Treasurer General for clarification.

CONFLICT OF INTEREST POLICY

Article I – Purpose

The purpose of the conflict of interest policy is to protect this tax-exempt organization’s (The Daughters of the Republic of Texas) interest when it is contemplating entering into a transaction or arrangement that might benefit the private interest of a member of the Board of Management, committee member, or management employee of this organization or might result in a possible excess benefit transaction. This policy is intended to supplement but

Policies 2010 The Daughters of the Republic of Texas 145 not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.

Article II – Definitions

1. Interested Person – Any member of the Board of Management, an administrative committee, or a management employee with governing board delegated powers, who has a direct or indirect financial interest, as defined below, is an interested person. 2. Financial Interest – A person has a financial interest if the person has, directly or indirectly, through business, investment, or family: a. An ownership or investment interest in any entity with which The Daughters of the Republic of Texas have a transaction or arrangement. b. A compensation arrangement with The Daughters of the Republic of Texas or with any entity or individual with which this organization has a transaction or arrangement, or c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which The Daughters of the Republic of Texas are negotiating a transaction or arrangement.

Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.

A financial interest is not necessarily a conflict of interest. Under Article III, Sec. 2, a person who has a financial interest may have a conflict of interest only if the Board of Management or governing committee decides that a conflict of interest exists.

Article III – Procedures

1. Duty to Disclose – In connection with any actual or possible conflict of interest, an interested person must disclose the existence of the financial interest and be given the opportunity to disclose all material facts to the Board of Management and members of committees with governing board delegated powers considering the proposed transaction or arrangement.

2. Determining Whether a Conflict of Interest Exists – After disclosure of the financial interest and all material facts, and after any discussion with the interested person, he/she shall leave the Board of Management or governing committee meeting while the determination of a conflict of

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interest is discussed and voted upon. The remaining Board of Management or governing committee members shall decide if a conflict of interest exists.

3. Procedures for Addressing the Conflict of Interest a. An interested person may make a presentation at a Board of Management or governing committee meeting, but after the presentation, he/she shall leave the meeting during the discussion of, and the vote on, the transaction or arrangement involving the possible conflict of interest. b. The President General or the chairman of the governing committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement. c. After exercising due diligence, the Board of Management or governing committee shall determine whether The Daughters of the Republic of Texas can obtain, with reasonable efforts, a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest. d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board of Management or governing committee shall determine by a majority vote of the disinterested members whether the transaction or arrangement is in The Daughters of the Republic of Texas’ best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination, it shall make its decision as to whether to enter into the transaction or arrangement.

4. Violations of the Conflicts of Interest Policy a. If the Board of Management or governing committee has reasonable cause to believe an employee or member has failed to disclose actual or possible conflicts of interest, it shall inform the employee or member of the basis for such belief and afford the employee or member an opportunity to explain the alleged failure to disclose. b. If, after hearing the employee’s or member’s response and after making further investigation as warranted by the circumstances, the Board of Management or governing committee determines the employee or member has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.

Article IV – Records of Proceedings

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The minutes of the Board of Management and all committees with board delegated powers shall contain: 1. The names of the persons who disclosed or otherwise were found to have a financial interest in connection with an actual or possible conflict of interest, the nature of the financial interest, any action taken to determine whether a conflict of interest was present, and the Board of Management’s or governing committee’s decision as to whether a conflict of interest in fact existed. 2. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.

Article V – Compensation

1. A voting member of Board of Management who receives compensation, directly or indirectly, from The Daughters of the Republic of Texas for services is precluded from voting on matters pertaining to that member’s compensation. 2. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from The Daughters of the Republic of Texas for services is precluded from voting on matters pertaining to that member’s compensation. 3. No voting member of the Board of Management or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, is prohibited from providing information to any committee regarding compensation.

Article VI -- Annual Statements

Each member of the Board of Management, each member of a committee with governing board delegated powers, and each management employee shall annually sign a statement which affirms such person: 1. Has received a copy of the conflicts of interest policy, 2. Has read and understands the policy, 3. Has agreed to comply with the policy, 4. Understands that The Daughters of the Republic of Texas are charitable, and, in order to maintain their federal tax exemption, they must engage primarily in activities which accomplish one or more of their tax-exempt purposes.

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Article VII – Periodic Reviews

To ensure that The Daughters of the Republic of Texas operate in a manner consistent with their charitable purposes and do not engage in activities that could jeopardize their tax-exempt status, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects: 1. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining. 2. Whether partnerships, joint ventures, and arrangements with management organizations conform to The Daughters of the Republic of Texas’ written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes, and do not result in inurement, impermissible private benefit, or in an excess benefit transaction.

Article VIII -- Use of Outside Experts

When conducting the periodic reviews as provided for in Article VII, The Daughters of the Republic of Texas may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of Management or the governing committees of their responsibility for ensuring periodic reviews are conducted.

Conflict of Interest Information Form

Name:______Date:______

Please describe below any relationships, positions, or circumstances in which you are involved that you believe could contribute to a conflict of interest arising as defined in The Daughters of the Republic of Texas’ policy on conflicts of interest.

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I hereby certify that the information set forth above is true and complete to the best of my knowledge. I have reviewed, and agree to abide by, the Policy of Conflict of Interest of The Daughters of the Republic of Texas that is currently in effect.

Signature:______

Date:______

CREDIT CARD POLICY

Policy

The Board of Management of The Daughters of the Republic of Texas authorizes the issuance of credit cards to employees to purchase merchandise and/or non-travel related services that are in compliance with the approved budget of the governing administrative committee. Purchases can be made in person, over the telephone, or on the internet in accordance with the regulations of The Daughters of The Republic of Texas. Credit cards are encouraged to be used when the check payment process will not secure the merchandise or services in a timely manner.

Procedures

The governing administrative committee must approve the authorization of all credit cards issued for the respective program that it administers. The supervisor of the employee to whom the credit card is issued will be responsible for monitoring the proper use of the credit card system.

Authorized employees who are issued credit cards are responsible for card's protection and security. If an employee receives a unique card with his/her name on it, only that cardholder is authorized to use that card. All other credit cards issued to The Daughters of the Republic of Texas, or one of its subordinate organizations, are to remain in a secure, locked location in the financial office of the entity when not used by an employee.

The supervisor of the cardholder of the employee making a credit card purchase is responsible for: 1. Approving all charges

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2. Reviewing all charges 3. Ensuring all purchases are in compliance with the approved budget or have the approval of the Board of Management. 4. Ensuring that the credit card was not used for a prohibited purchase 5. Ensuring that detailed receipts for all credit card purchases are retained and attached to the credit card statement when received.

The Cardholder is responsible for: 1. Obtaining an itemized receipt/invoice that includes: a. The description, quantity, and price per unit of items purchased. b. Shipping/handling charges, if any. c. The following additional notation: the purpose of the purchase, if there was any under/over quantity shipment, damaged goods, or errors to be resolved. d. Total amount. 2. If the receipt is not itemized, he/she must write the items purchased on a separate sheet of paper and sign the sheet. 3. The security of Corporate Credit Card. 4. Giving the receipts for credit card purchases to the department supervisor in a timely manner. 5. Handling all credit card purchase disputes. 6. Payment for all prohibited or unauthorized purchases. 7. Lost or stolen credit cards shall be reported to the credit card company as soon as the loss in discovered. The approving supervision should also be immediately notified.

Prohibited Transactions 1. Cash Advances, leases, maintenance agreements, or other term contracts. 2. Personal purchases. 3. Alcoholic beverages/tobacco products. 4. Travel Expenses.

Consequences of Misuse Any employee guilty of misuse of a credit card issued to The Daughters of the Republic of Texas will be subject to disciplinary action and/or possible dismissal.

I have read and understand The Daughters of The Republic of Texas' Credit Card Policy and Procedures and I agree to adhere to them.

Signature ______Date______

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General Records Retention Schedule

Introduction

The Daughters of the Republic of Texas present this retention schedule to its membership and its employees as a guide to the proper retention and disposition of the records of the organization at its constituent properties: DRT Headquarters, the Republic of Texas Museum, the Alamo, the DRT Library, the French Legation, and the Cradle. The organization intends for this retention schedule to be used by all offices in the organization.

This retention schedule is meant to be used in conjunction with the records management policies adopted by the Board of Management and records management guidelines and procedures adopted by the constituent properties in a records management manual.

Definitions

Retention – the amount of time a record is kept in the office after it has lost its usefulness as a current record. This is sometimes called a semi-current record. In other words, you no longer use the record regularly, but may consult it from time to time.

Record - information recorded on a tangible medium (paper or electronic media being two common examples) and intentionally retained and managed as evidence of an organization’s activities, events, or transactions for business, legal, regulatory, and/or historical purposes. Record copy – the original, official copy of the record. Duplicate copy – a copy of the record that is not the record copy. Archival value – whether the record has any historical value for preservation in the organization’s archives. OSA – “Obsolete, Superseded, or Administrative value is lost.” All duplicate copies of records in the organization are considered to be “OSA” unless otherwise stated in this retention schedule. When a record is OSA, then it can be discarded according to approved disposition procedures by the person approved to discard the material.

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Retention Schedule Items

Accession Records – records of acquisitions for materials of cultural or intellectual value (archives, manuscripts, publications, ephemera) that include donor information and dates of acquisition. Retention: permanent Record copy belongs to: Archival value: high

Accounts Payable Records – records related to accounts payable transactions. Retention: three (3) years Record copy belongs to: Archival value: none

Accounts Receivable Records Retention: three (3) years Record copy belongs to: Archival value: none

Annual Reports - Narrative reports to the Board of Management. Retention: permanent Record copy belongs to: Archival value: high

Applications for Hire – Not Hired - Applications, resumes, and related materials whose submission by candidates for vacant positions is required on the application forms. Retention: two (2) years Record copy belongs to: Archival value: none

Audit Reports - Audits and reviews performed by or on behalf of an agency, including the working papers that support the audit. Retention: seven (7) years after release of final audit findings. Record copy belongs to: Archival value: none

Bank Statements Retention: seven (7) years Record copy belongs to: Archival value: none

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Cash Deposit Vouchers and Cash Receipts – cash deposit slips and receipts for fees. Retention: three (3) years Record copy belongs to: Archival value: none

Contracts and Leases – Contracts, leases, and agreements include general obligation, land lease, utilities, and construction except for buildings. Retention: expiration of contact/lease plus four (4) years Record copy belongs to: Archival value: none

Correspondence - Administrative -- Incoming/outgoing and internal correspondence pertaining to the formulation, planning, implementation, interpretation, modification, or redefinition of the programs, services, or projects of an agency and the administrative regulations, policies, and procedures that govern them. Retention: three (3) years. Record copy belongs to: Archival value: review necessary

Correspondence - General -- Non-administrative incoming/outgoing and internal correspondence, in any media, pertaining to or arising from the routine operations of the policies, programs, services, or projects of an agency. Retention: one (1) year. Record copy belongs to: Archival value: none

Customer Surveys -- Surveys returned by the customers or clients and the statistical data maintained rating an agency's performance. Retention: as long as administratively valuable Record copy belongs to: Archival value: none

Daily Cash Receipt Logs – Retention: three (3) years Record copy belongs to: Archival value: none

Destruction Authorizations – Documents authorizing the final disposition of records under the retention schedule.

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Retention: ten (10) years Record copy belongs to: Archival value: none

Directives -- Any document that officially initiates, rescinds, or amends general office procedures. Retention: one (1) year Record copy belongs to: Archival value: none

Electronic Funds Transfers – Records such as direct deposit registers and receipts for electronic funds transfers. Retention: three (3) years Record copy belongs to: Archival value: none

Equipment History/Calibration/Inventory Files – Records related to agree- ments or contracts between vendor and organization to provide maintenance service for equipment, calibration records, and inventory records for equipment owned or leased by the organization. Retention: Termination of contract or loss/replacement of equipment plus three (3) years. Record copy belongs to: Archival value: none

Equipment Manuals Retention: loss/replacement of equipment plus sixty (60) days Record copy belongs to: Archival value: none

Evacuation and Emergency Preparedness Documentation – Records association with plans for evacuation of the facilities and grounds and for emergency preparedness and recovery. Retention: one (1) year Record copy belongs to: Archival value: review necessary

Facilities Inspection Records – Building and other facility inspection records. Retention: inspection plus ten (10) years Record copy belongs to: Archival value: none

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Facilities Reservation Requests/logs Retention: occupancy or denial of occupancy plus one (1) year Record copy belongs to: Archival value: none

Finding Aids, Indices, and Catalogs – Automated or print indices, lists, registers, and other finding aids used in libraries and archives to provide access to records and manuscripts. Retention: permanent Record copy belongs to: Archival value: high

Former Employee Verification Records – Minimum information needed to verify employment, including name, social security number, exact dates of employment, last known address. Retention: Termination of employment plus seventy-five (75) years Record copy belongs to: Archival value: none

Forms – Print masters of all versions of forms used by the organization. Retention: one (1) year Record copy belongs to: Archival value: none

General Ledgers Retention: permanent Record copy belongs to: Archival value: high

Hardware/Software Documentation – Records documenting operational and maintenance requirements of computer hardware and software, such as operating manuals. Retention: one (1) year Record copy belongs to: Archival value: none

Insurance Policies – Policies on vehicles, equipment, and facilities. Retention: expiration of policy plus four (4) years Record copy belongs to: Archival value: none

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Internal Fiscal/Financial Reports -- Includes monthly budget reports. Retention: three (3) years Record copy belongs to: Archival value: none

Inventory Files Retention: three (3) years Record copy belongs to: Archival value: none

Legal Opinions and Advice -- From legal counsel, including any requests eliciting the opinions. Retention: as long as administratively valuable Record copy belongs to: Archival value: none

Library Circulation Records Retention: Record copy belongs to: Library Archival value: statistical compilations have archival value.

Litigation Files -- Records created by or on behalf of an agency in anticipation of or in the adjudication of a lawsuit. Retention: one (1) year Record copy belongs to: Archival value: review required. Attorney working papers, if archived, will have restricted use for fifty (50) years

Lost and Stolen Property Reports Retention: loss of property plus three (3) years Record copy belongs to: Archival value: review necessary

Meeting Agenda and Minutes -- Official agenda and minutes of the Board of Management and all committees, subcommittees, task forces, working groups, chapters, or other bodies of the organization. Retention: permanent record Record copy belongs to: Archival value: high. Records must be retained in organization archives.

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Meeting Notes – Notes taken during meetings of the Board of Management and all committees, subcommittees, task forces, working groups, or other bodies of the organization. Retention: six (6) months Record copy belongs to: Archival value: none

Meeting Supporting Documentation – Documents submitted at meetings of the Board of Management and all committees, subcommittees, task forces, working groups, or other bodies of the organization, including documents sent in advance of meetings for briefing purposes. Retention: two (2) years Record copy belongs to: Archival value: none

Miscellaneous Financial Records – Records of a financial nature that do not fit into any other category of financial records in this retention schedule. Retention: three (3) years Record copy belongs to: Archival value: none

Museum Exhibition Records Retention: Record copy belongs to: museum Archival value:

Organizational Charts – Records pertaining to the development of organizational charts and the charts themselves. Retention: as long as administratively valuable. Record copy belongs to: Archival value: none

Payroll Records – Records of employee payroll that differ from personnel records (see Personnel Records) which include: employee deduction authorizations, earnings records, federal tax records, income adjustment authorizations, W-4 forms, wage rate tables, unemployment compensation records, workers compensation records, and direct deposit authorizations. Retention: Termination of employee plus four (4) years Record copy belongs to: Archival value: none

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Personnel Policies and Procedures – Any internally distributed manual, guideline, or similar record that defines organization-wide policies and procedures concerning personnel. Retention: three (3) years Record copy belongs to: Archival value: none

Personnel Records – Record files that include materials such as applications for employment, employee counseling records, employee insurance records, employment contracts, employment selection records, employee grievance records, employee performance appraisals, employee corrective action documentation, personnel disciplinary documentation, criminal history checks, results of blood/urine screenings, physical examination/medical reports, accumulated leave adjustment requests, leave status reports, overtime authorizations, educational achievement records (transcripts and certificates), time cards and time sheets, sick leave documentation, employee benefit records, resumes/curriculum vita, and job descriptions. Retention: Termination of employment plus five (5) years. Record copy belongs to: Archival value: none (lists of employees and dates of employment may be permanent records)

Plans and Planning Records -- Plans and records relating to the process of planning new or redefined programs, services, or projects of an agency that are not included in or directly related to other records series in this schedule. Retention: three (3) years. Record copy belongs to: Archival value: review necessary

Policies and Procedures – Manuals, guidelines, administrative rules, or similar records distributed internally for the use of employees or externally to the public or those individuals or entities regulated by the organization that set out the rules, policies, and procedures that govern the programs, services, or projects of the organization. Retention: three (3) years Record copy belongs to: Archival value: review necessary

Postage Records – Records and reports of postage expenses. Retention: three (3) years Record copy belongs to:

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Archival value: none

Property Damage Reports – Internal and external reports and forms related to the damage of property owned by the organization. Retention: damage plus three (3) years Record copy belongs to: Archival value: review necessary

Property Destruction Certificates Retention: destruction of property plus three (3) years Record copy belongs to: Archival value: none

Public Relations Records -- News, press releases, or any public relations files maintained or issued by the organization. Retention: two (2) years. Record copy belongs to: Archival value: review necessary

Purchasing Logs – Logs, registers, etc., providing a record of purchase orders issued, orders received, and procurement status. Retention: purchase plus three (3) years Record copy belongs to: Archival value: none

Quality Control Reports Retention: two (2) years Record copy belongs to: Archival value: none

Records Retention Schedule – This schedule and its revisions. Retention: permanent record Record copy belongs to: Library Archival value: high

Returned Checks/warrants/drafts Retention: three (3) years Record copy belongs to: Archival value: none

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Sales/receipt/expenditures Journals Retention: three (3) years Record copy belongs to: Archival value: none

Security Access Records – Records relating to the issuance of keys, identification cards, building passes, passwords, signed statements or similar instruments of access to organization facilities, equipment, or automated systems. Retention: two (2) years Record copy belongs to: Archival value: none

Software Programs – Automated software applications. Retention: one (1) year Record copy belongs to: Archival value: none

Speeches, Papers and Presentations -- Notes or text of speeches, papers, or reports delivered in conjunction with organization’s work. Note: This includes presentations to community and civic groups and organizations and presentations at professional conferences by individual employees. Retention: as long as administratively valuable Record copy belongs to: Archival value: review required

Strategic Plans -- Information resources and operational strategic plans. Retention: six (6) years Record copy belongs to: Archival value: review necessary

Surplus Property Sales Reports Note: This does not include sales of cultural property or publications/ ephemera. Retention: sale plus three (3) years Archival value: none

Training Materials -- Instructional materials developed by an agency for training employees or volunteers. Retention: one (1) year

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Record copy belongs to: Archival value: none

Bid Documentation – Includes bid requisitions and authorizations, invitations to bid or propose, bid specifications, accepted and rejected bids, and bid evaluations. Retention: closing/termination of bid plus three (3) years Record copy belongs to: Archival value: none

Budgets and Budgetary Documents – includes all documents used for the determination of annual budgets. Retention: three (3) years Record copy belongs to: Archival value: none

Building Construction Project Files – planning, design, and construction records; accepted bids; correspondence; etc. Retention: construction termination plus ten (10) years. Record copy belongs to: Archival value: none

Building Plans and Specifications – Includes architectural and engineering drawings, profiles, and blueprints. Retention: permanent Record copy belongs to: Archival value: high

Calendars, Appointment and Itinerary Records -- Calendars, appointment books or programs and scheduling, or itinerary records, maintained by staff during business hours that document appointments, itineraries, and other activities of officials or employees. Retention: one (1) year Record copy belongs to: Archival value: review necessary

Cancelled Checks/stubs/warrants/drafts – Retention: three (3) years Record copy belongs to: Archival value: none

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Transitory Information - Records of temporary usefulness that are not an integral part of a records series of an agency, that are not regularly filed within an agency's record-keeping system, and that are required only for a limited period of time for the completion of an action by an official or employee of the agency or in the preparation of an on-going records series.

Note: Transitory records are not essential to the documentation of organization functions. Some examples of transitory information, which can be in any medium (voice mail, fax, email, hard copy, etc.) are routine messages; post-it notes; telephone message notifications; internal meeting notices; routing slips; incoming letters or memoranda of transmittal that add nothing of substance to enclosures; and similar routine information used for communication, but not for the documentation, of a specific agency transaction. Retention: AC. Vital: No. Archival: No. Comments: AC = Purpose of record has been fulfilled. Retention: 3 months Record copy belongs to: Archival value: none

Utility Usage Reports/bills Retention: one (1) year Record copy belongs to: Archival value: none

Vouchers – Encumbrance, purchase, expenditure, and general journal vouchers. Retention: three (3) years Record copy belongs to: Archival value: none

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IN-KIND CONTRIBUTIONS POLICY

DRT receives numerous non-monetary contributions of both time and various types of tangible items.

Services

In accordance with SFAS 116, significant services received, which create or enhance a non-financial asset or require specialized skills that DRT would have to purchase if not donated shall be recorded as an increase in unrestricted net assets in the financial statements.

Tangible Goods

Contributions of equipment or other noncollection tangible items are recorded at fair market value as an increase in unrestricted net assets where there is an objective basis upon which to value these contributions and where the contributions are an essential part of DRT’s Museum activities.

INVESTMENT POLICY

Gifts to The Daughters of the Republic of Texas are generally given with the donors’ expectations that the funds will stay intact and will grow from earnings, which can then be used for current or long-term needs of the Daughters. Records will be maintained by the Treasurer General on the separate funds to ensure that the corpus of each fund remains intact and does not violate the terms of the donor agreements. The funds shall be invested in accordance with these general policies:

1. Preservation to Capital. Both with respect to the overall Fund and to the assets assigned to each investment manager, the DRT Finance Committee members assigned investment oversight, the Treasurer General, and the Financial Advisor should make conscious efforts to preserve capital within the framework of the policy and consistent with the primary objective of safety, understanding that losses may occur in individual securities.

2. Risk Aversion. Understanding that risk is present in all types of securities and investment styles, the DRT Finance Committee members assigned

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investment oversight recognize that some risk is necessary to produce long- term investment results sufficient to meet the Fund’s objectives. However, financial advisors are to make reasonable efforts to control risk, and they will be evaluated regularly to ensure that the risk assumed is commensurate with the given investment style and objectives.

3. Adherence to Investment Discipline. Financial Advisors are expected to adhere to the investment management styles of The Daughters of the Republic of Texas, and will be evaluated regularly for adherence to investment discipline.

Investment Objectives. Specifically, the primary objective in the investment management of fund assets shall be: • To preserve purchasing power after spending • To achieve returns that are more than the rate of inflation plus spending over the investment horizon in order to preserve purchasing power of fund assets. • To control risk in the investment of fund assets

Investment Guidelines. Allowable Assets: • Cash Equivalents: P Treasury Bills P Money Market Funds P Certificates of Deposits • Fixed Income Securities: P U. S. Government and Agency Securities P U. S. Corporations R Notes and Bonds R Preferred Stock • Equity Securities: P U. S. Corporations R Common Stocks R Convertible Notes and Bonds R Convertible Preferred Stock P American Depository Receipts of Non-U. S. Companies • Mutual Funds • Mutual Funds, which invest in securities as allowed in this statement

Prohibited Transactions • Short Selling

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• Margin Transactions • Purchase of P Privately held securities P Real Estate properties (This does not exclude gifts of real estate to DRT) P Derivative securities

Asset Allocation Guidelines

Equities, including any convertible securities, will constitute no more than 50% of the total portfolio market value at any time; the remainder (a minimum of 40%, and up to 100% of the total market value) will be invested in fixed obligations (bonds, cash or cash equivalents). Foreign domiciled stocks will be limited to a maximum of 20% of the portfolio market value. The Investment Committee can direct the asset allocation or delegate that to the financial advisor within the above limits.

Guidelines for Equity Investments

American Depository Receipts of Non-U. S. Companies (ADRs) are limited to no more than 15% of the total market value of the Fund at the time of investment. To ensure sufficient trading liquidity, at least 80% of the total equity portfolio (by market value) shall be in companies having a market capitalization of greater than $500 million.

Guidelines for Fixed Income Investments and Cash Equivalents

• Corporate bonds must be “investment grade,” rated A by Standard and Poors (S&P) and A by Moody’s at the time of investment • Fixed income maturity restrictions are as follows: • Maximum maturity for any single security is 15 years • Weighted average portfolio maturity may not exceed 10 years • Money Market funds selected shall contain securities whose credit rating at absolute minimum would be rated investment grade by S&P, and /or Moody’s

Spending Policy

If the endowment, net asset fund, or trust agreement contains specific directives for income distribution, the donor directives will be followed. If the endowment, net asset fund, or trust agreement does not have specific directives

Policies 166 Manual of Procedure 2010 for income distribution, no more than 5% of the last 12-quarter market average value as of May 31 for the previous fiscal year will be appropriated. Income will be composed of interest earnings, dividends, and realized capital gains. Any exceptions to the maximum distribution of 5% of investment market value will require the approval of the Board of Management of The Daughters of the Republic of Texas.

Selection of Financial Advisor

The Investment Committee’s recommendations to the DRT Board of Management regarding the selection of a Financial Advisor must be based on prudent due diligence procedures. A qualifying investment manager must be a registered investment advisor, or a bank.

Financial Advisor Performance Review and Evaluation

The Investment Committee will, at least quarterly, review and measure the performance of the total portfolio, as well as asset class components, against commonly accepted performance benchmarks. Consideration shall be given to the extent to which the investment results are consistent with the investment objectives, goals, and guidelines as set forth in this statement.

The Investment Committee intends to evaluate the portfolio (s) over at least a two year period, but reserves the right to terminate a financial advisor for any reason, including the following: • Investment performance that is significantly less than anticipated, given the discipline employed and risk parameters established, or unacceptable justification of poor results • Failure to adhere to any aspect of this statement of investment policy, including communication and reporting requirements • Significant qualitative changes to the investment management organization

The Investment Committee shall review the Financial Advisor regularly regarding performance, personnel, strategy, research capabilities, organization and business matters, and other qualitative factors that may impact their ability to achieve the desired investment results.

The DRT Finance Committee members with duties of investment oversight will evaluate the portfolio(s) over at least a two-year period, but reserve the right to terminate a financial advisor for any reason, including the following: • Investment performance that is significantly less than anticipated, given the

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discipline employed and risk parameters established, or unacceptable justification of poor results. • Failure to adhere to any aspect of this statement of investment policy, including communication and reporting requirements. • Significant qualitative changes to the investment management organization.

PURCHASED AND DONATED COLLECTIONS POLICY

The Daughters of the Republic of Texas (“DRT”) maintains numerous historical collections at its various museums and custodial properties as part of its mission to foster preservation of documents and relics pertaining to Texas history.

The collections are maintained for public exhibition, education and research in furtherance of public service rather than for financial gain. DRT’s collections acquired through purchase and donation are not recognized as assets in the financial statements. Purchases of collection items shall be recorded in the year in which the items are acquired as decreases in unrestricted or temporarily restricted net assets, depending on the source of those assets used to purchase the items and whether those assets were restricted by donors. Contributed collection items are not reflected in the financial statements. Proceeds from deaccessions, which are reflected as increases in temporarily restricted net assets, are used exclusively to acquire, restore, and maintain museum artifacts for this collection.

PURCHASING AND PROCUREMENT POLICY

Purpose

A. To establish uniform and systematic procurement procedures and basic standard forms for DRT purchases. B. To assure complete and adequate control over all procurement practices for maximum benefit to the DRT.

Purchasing Guidelines

A. Purchases shall be made under competitive conditions, where feasible,

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which provide the Company the lowest price consistent with quality, quantity, delivery and service.

B. Suppliers will be selected based on fair and equitable consideration of proposals from all financially responsible and reliable sources.

C. Except for bonafide emergencies, nonbudgeted expenditures over six hundred dollars ($600), with the exception of the Alamo Committee and the French Legation Committee, which are allowed up to one thousand five hundred dollars ($1,500) in nonbudgeted expenditures, Purchase Orders (P.O.) must be approved by the BOM prior to placing any order or request for services.

D. Where it is advantageous, purchase agreements should be negotiated for repetitive purchases of the same component or services.

Forms

Standard procurement process will be used by the DRT and all committees to initiate authorize and procure goods and services.

Purchasing Procedure

When necessary, each administrative committee handling funds shall establish specific purchasing procedures suitable to their operating requirements and circumstances within the framework established by the BOM.

Responsibilities

All Daughters delegated the authority to initiate or approve DRT purchases will be responsible for:

A. Compliance with all guidelines and practices designated by "Purchasing and Procurement" statements and all other established DRT practices.

B. The Committee Chairman shall be responsible for establishing adequate internal control and accounting procedures necessary to administer this policy.

C. A committee chairman, committee member, or employee may be held personally liable for payment of any DRT expenditure that is not in compliance with the Bylaws and DRT Purchasing Policy. Financial liability for

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Proceeds from deaccessions, which are reflected as increases in temporarily restricted net assets, are used exclusively to acquire, restore, and maintain museum artifacts for this collection.

WHISTLEBLOWER POLICY

It is the intent of The Daughters of the Republic of Texas to adhere to all laws and regulations that apply to this organization, and the purpose of this policy is to support this organization’s goal of legal compliance. The support of all employees and volunteers is necessary to achieve compliance with various laws and regulations.

If any employee or volunteer reasonably believes that some policy, practice, or activity of The Daughters of the Republic of Texas is in violation of federal or state law or in violation of this organization’s bylaws, a complaint may be filed with the chief employed executive or with the governing administrative committee chairman. If both of those persons are implicated in the complaint, report, or inquiry, it should be directed to the President General of The Daughters of the Republic of Texas.

The Daughters of the Republic of Texas prohibit retaliation by or on behalf of the organization against staff or volunteers for making good faith complaints, reports, or inquiries under this policy or for participating in a review or investigation under this policy. This protection extends to those whose allegations are made in good faith but prove to be mistaken. The Daughters of the Republic of Texas reserve the right to discipline persons who make bad faith, knowingly false complaints, reports, or inquiries or otherwise abuse this policy.

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CEREMONIES AND SERVICES

Chapter Memorial Service

(This ceremony shall be coordinated by the Chapter Chaplain as a memorial service for deceased DRT members.)

Introduction and Welcome: Chapter President

Daughters, it is with honor and reverence that we gather here today to pay tribute to our beloved deceased DRT member(s).

The Lord's Prayer: Chapter Chaplain (in unison)

Remembrance: Chapter Vice President

(The chapter members may be honored at this time with a flower or the lighting of a candle as their names are called.)

Roll Call: Chapter Registrar

Tribute: Chapter Chaplain

(Mention what the member has done and meant to the chapter. Member's favorite song or poem may be read.)

Benediction: Chapter Chaplain

Our Heavenly Father, grant thy blessing on those who have passed before, grant consolation to the loved ones who are left, and we pray Thy loving benediction on all members of our chapter and organization. In Jesus's name we pray. Amen.

(See FORMS Section of MOP, M.05 Deceased Member Report Form, to report a chapter member's death to the Chaplain General, and M.06 Member Biographical Form for Chapter Chaplain to submit to Chaplain General).

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Chartering a DRT Chapter

Call to Order: Organizing President

Invocation: Chaplain General

Pledge to United States Flag: Fifth Vice President General

Pledge to Texas Flag: District ______Representative

History of Chapter: Chapter President

Presentation of Chapter: First Vice President General, Chairman of Organization Committee

Madam President General, members of the Board of Management, and other DRT members, it is my privilege and my pleasure as Chairman of the Organization Committee to present to you the newly organized ______Chapter of The Daughters of the Republic of Texas.

Welcome to DRT: President General

Honored guests, The Daughters of the Republic of Texas. The organization of a chapter of The Daughters of the Republic of Texas is a most solemn and significant occasion when we, the Daughters, take unto ourselves others whom we consider worthy to share the legacy and heritage bequeathed to us by the men who achieved, secured and maintained the Republic of Texas by their blood and valor.

Almost everyone is familiar with the story of the two young women, Miss Betty Ballinger and Miss Hally Bryan, who, after attending a meeting of the Texas Veterans Association, realized the necessity of a patriotic group to assist in, and in time to carry on, the work of these aging heroes, for in 1891 it had been 55 years since the Battle of San Jacinto.

The Daughters of the Republic of Texas had their early meetings in conjunction with the Veterans. In 1907, the 34th and last reunion of the Texas Veterans Association took place in Austin. Mrs. Rebecca Fisher, First Vice President of the Daughters, called the meeting to order. Six veterans answered the roll call. After memorial services, each expressed

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the opinion that owing to the infirmities of age he would be unable to attend another meeting, and cast his vote for the dissolution of the Association; but before adjourning it was determined:

That the holy memories clinging around it should be merged into that patriotic Association, The Daughters of the Republic of Texas. Be it resolved that we are unalterably opposed to any division or diminution of our beloved State of Texas, and desire that it shall ever be one and indissoluble. For its preservation as such we rely upon The Daughters of the Republic of Texas, who will survive us, and we hope will live as an organization until the end of time.

Then upon motion they repaired to the Presbyterian Church where, without the furling of a banner, or strains of martial music, these old heroes laid aside forever their badges of membership and bequeathed their memories and their deeds, with undivided Texas as a precious legacy, to The Daughters of the Republic of Texas, by them to be held in their trust forever.

To the members of the ______Chapter of The Daughters of the Republic of Texas, we extend our welcome to share this sacred trust. May you ever be worthy of it.

Roll Call of Chapter: DRT Registrar General

Oath of Membership: President General or Parliamentarian General

Please rise and raise your right hand:

Having been duly received as members of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws, to work zealously to promote the success of the Association in ensuing years?

Response: I do.

Do you solemnly promise to love this Association and conscientiously discharge your duties as members with charity for all and malice towards none?

Response: I do.

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It is a happy privilege for me to welcome you as members of The Daughters of the Republic of Texas.

Pledge to DRT: First Vice President General

(To be repeated by the members as the First Vice President General reads the following:)

Realizing that the Heritage to eligibility in the Association of The Daughters of the Republic of Texas is a special honor to be cherished, as a member of the ______Chapter, I pledge myself to be faithful to its lofty ideals and to guard its interests and achievements.

Roll Call of Officers: Organizing President

Officers, please step forward as your names are called.

Installation of Officers: President General

The Daughters of the Republic of Texas, members of the ______Chapter, this is a momentous occasion to install in office the women whom you have selected to guide and direct your chapter for the next two years. Your duty and responsibility is to loyally support these women whom you have selected as your leaders.

Do you, Ms. ______, having been duly elected President of the ______Chapter by vote of the members (or by acclamation), solemnly promise to uphold its Charter and Bylaws, and endeavor through just administration of them, to keep the spirit of unity in the bond of peace and to work to promote the success of the chapter?

Response: I do

I charge you always to remember your heritage, yours by right of birth, not only as an honored member of The Daughters of the Republic of Texas, but as an individual Texan. You are now confirmed as President and officers of the ______Chapter of The Daughters of the Republic of Texas.

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Presentation of Charter and Gavel: President General

Ms. ______, Madam President, assuming your duties, I now present the Charter of the ______Chapter with my best wishes, and may God's blessing be with you.

I also give you herewith a beautiful rosewood gavel inscribed with the name of the chapter and the date of organization as a gift from The Daughters of the Republic of Texas.

Introduction of Guests: Chapter Vice President

Speech: Chapter President

Prayer: Chaplain General or President General

Let us pray:

Our Father, we have added a new chapter to our Association and received the pledges of these elected officers and members. We thank Thee for these women and our Founders whose vision was the beginning of our Association. We thank Thee for the beauty of the symbolism which is expressed in our flag.

God, we thank Thee for the simple joys of life, for the fellowship we have in work, and for our Association which unites us in ideals and service.

Bless us, we pray Thee, our work and our friendship, and make us an increasing force for good which expresses itself in self-denying service. Strengthen us in all that is worthwhile, in Christ's name. Amen.

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Chartering of a CRT Chapter

Call to Order: DRT Chapter President

Invocation: CRT Chaplain General

O Lord, be in our presence this day. We give Thee praise for our heritage. Keep us always mindful of our sacred trust to nurture and guide our young members. By looking back with care, we learn how to endure, how to transcend, and how to move into the future with courage and honor to Thee. Amen.

Pledge to the United States Flag: CRT Fifth Vice President General

Pledge to the Texas Flag: CRT Fifth Vice President General

Singing of Texas, Our Texas

Introduction of Guests

History of CRT Chapter: CRT Chapter President

Welcome: DRT Third Vice President General

Members and guests, it is my pleasure as CRT Director to welcome you to the chartering ceremony of the Children of the Republic of Texas. Many years ago, six heroes of the Texas Veterans Association entrusted to The Daughters of the Republic of Texas the legacy of memories and deeds of the Republic of Texas. The Daughters later deemed it advisable to sponsor a junior organization to be known as “The Children of the Republic of Texas.” Today these young people will be joining more than ______other youths who, over the last years, have chosen to exercise the honor and privilege of having had ancestors living in the Republic of Texas.

Welcome to CRT: CRT President General

In 1934, the thirty-four young people who formed the first chapter of the Children of the Republic of Texas chose as their slogan the words of David Crockett, “Be sure you are right, then go ahead.” During the next _____ years, more than _____ chapters were sure it was right and

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went ahead. It is to this forward moving organization, that continually looks back to its heritage, that we welcome you today. As a member of the Children of the Republic of Texas, you will be encouraged to study the history of Texas, to preserve its documents and relics, and to cherish your heritage.

This Association, being organized under The Daughters of the Republic of Texas, must conform to their Bylaws. (hold up the Indian Paintbrush)

This Indian Paintbrush not only represents our official flower but also the colors of our organization, green and scarlet. Our motto, “Not for self, but for Texas,” exemplifies the trust being placed in the members of the ______CRT Chapter today. May each of you ever be worthy of this trust.

Objectives of the Association

The objectives of the Association shall be to encourage the study of Texas history; to help preserve the places made sacred by the men and women who achieved Texas independence; to stimulate historical research into the earliest records of Texas; to foster the preservation of documents and relics; to promote the celebration of all Texas Honor Days; to revere the flag of Texas and to promote the display of same; and to cherish and preserve Texas, One and Indivisible, as achieved and established by the Fathers and Mothers of the Texas Revolution.

Presentation of Charter to CRT Chapter Sponsor

Would the CRT Chapter Sponsor please come forward.

It is my pleasure as CRT President General, to present to you, the sponsor, the charter of the ______Chapter of the Children of the Republic of Texas.

Oath

Will the members of the ______Chapter please come forward.

Having heard the objectives of this Association, do you promise to work

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toward achieving these objectives? Your response is, “I do.”

Do you promise to uphold the Bylaws of the Children of the Republic of Texas? Your response is, “I do.”

Presentation of Certificates and Roll Call

When your name is called, please come forward to receive your membership certificate in the Children of the Republic of Texas and sign the Chapter Charter.

Installation of Officers: CRT President General

The red and green ribbons represent the colors of the Children of the Republic of Texas and are a symbol binding you to your office and its duties. As I call your name, please grasp a piece of the ribbon with your left hand.

President: Vice President: Secretary: Registrar: Chaplain: Historian: Sergeant-at-Arms: (Use of more officers is up to individual chapters.)

Please raise your right hand.

The members of the CRT ______Chapter have indicated their faith and trust in you by appointing you as their officers for the coming year.

Do you promise to perform the duties of your offices to the best of your ability? Your response is, “I do.”

I declare you duly installed officers of the ______Chapter of the Children of the Republic of Texas.

It is my pleasure to present to President ______this gavel as a symbol of his/her office. Best wishes to you and your chapter.

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Sponsor

DRT Chapter Presentation and Explanation

Benediction: (Please stand.)

Almighty God, Heavenly Father, give us calm strength and patient wisdom as we encourage these young leaders to walk before Thee in humility, yet with a high sense of the duties of their oaths.

Give them and all of us carefulness, unselfishness, faithfulness, wisdom and zeal in the affairs committed to them. May we teach them to live whatever is just and true and good, following the example of our savior, Jesus Christ. Amen.

Dedication of Memorial Medallion for a Citizen of the Republic of Texas 1836 to 19 February 1846 (Modify for Veteran or Defender Medallion)

Scripture Reading

“One generation passeth away and another cometh, but the earth abideth forever.” Ecclesiastes 1:4

Invocation

O Lord, from whom all good things do come, grant to us, Thy humble servants, that by Thy holy inspiration, we may think those things that are good, and by Thy merciful guidance may perform the same, through our Lord Jesus Christ. Amen.

Pledge to the United States Flag Pledge to the Texas Flag Welcome and Introductions Scripture: 1 Thessalonians 4:13-18

Call to Remembrance

We have come today to pay respect to ______, a staunch

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citizen of our Republic. Remember today the years that are gone. Let us call to remembrance the great, the good, and those who were honored in their generation. Though we come to honor their memory, we ourselves are honored. Those who, for a time, have walked this way and who now have attained the Eternal Springtime of a Greater Land, have learned forever the beauty and truth of these words of Thomas Wolfe:

To lose the earth you know for greater knowing; to lose the life you have for greater life; to leave the friends you loved for greater loving; to find a land more kind than home, more large than earth, whereon the pillars of this earth are founded, toward which the conscience of this world is tending, a wind is rising, and the rivers flow.

Biographical Sketch of Life and Times of Citizen Unveiling of Medallion Benediction

Dedication of a CRT Memorial Medallion

Call to Order: Chapter President

Invocation: CRT Chaplain General or Minister

Pledge to United States Flag: CRT Fifth Vice President General

Pledge to Texas Flag: CRT Fifth Vice President General

Greetings: CRT Chapter President

Introduction of Guests: CRT Chapter President

Introduction of DRT BOM: DRT District Representative

Introduction of CRT BOM: CRT President General

History of CRT: CRT President General

Remembering the Deceased CRT Member (a teacher, minister or someone particularly qualified)

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Friends, sung by ______

History of CRT Medallion: DRT Third Vice President General

Unveiling of Medallion: CRT President General and CRT Chapter President

Placing of Flowers: CRT BOM and CRT Chapter Members

Texas, Our Texas, sung by ______

Presentation of Pages for Book of Memories to CRT Chaplain General: Sponsoring CRT Chapter President

Benediction: CRT Chaplain General or Minister

Reception

Note: The cover to be used for the CRT Memorial Medallion Dedication Ceremony will be provided by the Cedar Mountains Chapter, CRT, Duncanville. This is a project which has special meaning for this chapter that held the first CRT Medallion Dedication Ceremony for Roxanna Kristine McBride, September 8, 1990. The Book of Memory was also provided by this chapter. The chapters need only to illustrate the pages in memory of their deceased member which will be placed in the Book of Memory.

DRT Pledge for New Members

Realizing that the heritage to eligibility in the Association of The Daughters of the Republic of Texas is a sacred honor to be cherished, as a member of the ______Chapter, I pledge myself to be faithful to its lofty ideals, and to guard its interests and achievements (written by Mrs. Belle Fenn Clark).

Founders Day Ceremony

President: It is a most significant occasion to gather today to celebrate with those who share the legacy and heritage bequeathed to us by the men and women who settled, established, secured, maintained, and defended the Republic of Texas.

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Now, ______years after our founding, we, the members of The Daughters of the Republic of Texas, have sought and are charged with carrying on the patriotic, historical, and educational responsibilities that ensured Betty Ballinger and Hally Bryan Perry to unite others in establishing this organization.

You have been duly received as members of The Daughters of the Republic of Texas by verification of proven lineal descent from an ancestor who served the Republic of Texas. Therefore, do you solemnly promise to uphold its Charter and Bylaws and to work zealously to promote the success of the Association in enduring years?

Response: I do.

President: Do you solemnly promise to support this Association and conscientiously discharge your duties as a member with charity for all and malice toward none?

Response: I do.

President: Do you also promise to work to keep the unity of the spirit of the ______Chapter and to work to promote its success?

Response: I do.

President: As President, I charge you always to remember your heritage, yours by right of birth, not only as an honored member of The Daughters of the Republic of Texas and the ______Chapter but as an individual Texan. Please join me in repeating our pledge to The Daughters of the Republic of Texas (see above):

Installation of Board of Management

Chaplain General

Our Father, in this solemn hour, within these sacred walls, as we assemble to receive the pledges of our newly elected officers and bestow upon them their badges of office, we thank Thee for those women of ____ years ago, our Founders, whose vision was the beginning of our Association. We thank Thee for the strong foundations they laid. Bless, we pray Thee, the

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enlarging vision which has come to us though the years which has led to material and spiritual growth.

Oh God, we thank Thee for the beauty of the symbolism which is expressed in our Flag. It speaks to us of the intangible things of the spirit, reminds us of heroic sacrifices, and calls us to devotion and service.

We thank Thee, Lord, for the simple joys of life, for the fellowship we have in work, and for our Association which unites us in ideals and service.

Bless, we pray Thee, our work and our friendships, and make us an increasing force for good which expresses itself in self-denying service, and strengthen us in all that is worthwhile. In Christ's name. Amen.

President General

The Daughters of the Republic of Texas, this is a momentous occasion. As we install in office the women whom you have selected to guide and direct your Association these next two years, I charge you to remember in this hour your duty and responsibility to loyally support the women whom you have elected your leaders. Upon you in a large measure rests the success of the new administration.

And I charge you to always remember your heritage, yours by right of birth, a heritage that sings in your blood, which is spirit of your spirit, that in which you live and move and have your being, not only as members of an honored Association but also as individual Texans.

Because of the labors and sacrifices of the men and women who established and maintained Texas independence, you began life as children of liberty. Though the wilderness stretched before them, they conquered it; they crossed it; deserts obstructed, they passed them, for they had faith in God and His providence; and holding as their eternal ideals–truth, justice and tolerance – they marched fearlessly forward. And in these perilous times, let us pray:

Renew their breed, Almighty God, Those pioneers of yesterday, Who through wilderness and wastes Undaunted pushed their way. New frontiers lift their rocky heights;

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New deserts stretch before our years. Renew in us, Almighty God, The spirit of the pioneers.

Past Board of Management members have turned in their pins. When the Chaplain General has completed administering the oath of office and your response is complete, the Treasurer General will call the roll. When your name is called, please pass by and accept your pin which denotes your further acceptance of your office. The Chaplain General will now administer the oath of office.

Chaplain General

Please raise your right hand. Having been duly elected as members of the Board of Management of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and endeavor through just administration of them to keep the unity of spirit in the bond of peace, and also to work zealously to promote the success of the Association during the ensuing years?

Response: I do.

“When thou shalt vow a vow unto the Lord, thy God, thou shalt not slack to pay it, for the Lord thy God will surely require it of thee.” Deuteronomy 23:21.

President General

It is a happy privilege for me as your President to welcome you as the new Board of Management of The Daughters of the Republic of Texas, and my wish for you is that you may find ever-increasing joy and inspiration in the service you render this Association.

Chaplain General

Will the Retiring President General and the newly elected President General please come forward?

Please raise your right hand. Having been duly elected as President General of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and endeavor through just administration

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of them to keep the unity of spirit in the bond of peace, and also to work zealously to promote the success of the Association in the ensuing years?

Response (Newly Elected President General): I do.

Retiring President General

Daughters of the Republic of Texas, I present to you your new President General, and I bespeak for her your loyalty and cooperation. And it is now my privilege to pass to my successor this lovely pin which denotes the office as President General of The Daughters of the Republic of Texas. I give you this pin for safekeeping and with it the high hope that you may find, as I have, great joy in your service. And now, like Elisha of old, it is my happy privilege to drop upon your shoulders the mantle of service and responsibility. This broad ribbon, whose colors symbolize truth, courage and purity, and your pin are the emblems of the highest honor the Association can bestow. You are now confirmed as President General of The Daughters of the Republic of Texas, assuming your duties. I give you and your officers my very best wishes. God's blessing rest upon you.

Chaplain General

Madam Retiring President General, it is now my privilege to place upon your shoulders this ribbon, emblem of your loyal service to our Association. This honor is confirmed upon you by The Daughters of the Republic of Texas with love, gratitude and affectionate regard. Your deep and sincere love for our Association has been evidenced by your faithful, just and efficient service. May the future hold for you much happiness, and may God's blessing rest upon you always.

Retiring President General Thank you one and all. I assure you that, although I am your Retiring President General, I shall continue as an active member feeling it a happy privilege and high honor to serve The Daughters of the Republic of Texas.

Ceremonies and Services 186 Manual of Procedure 2010

Installation Ceremony for Chapter Officers

Installer (District Representative, Chaplain, Retiring President, etc.)

Let us pray.

Our Father, as we assemble to receive the pledges of our newly elected officers and bestow upon them vows of office, we thank Thee for those women of many years ago, our Founders, whose vision was the beginning of our Association. We thank Thee for the strong foundations they laid. Bless, we pray Thee, the enlarging vision which has come to us through the years which has led to material and spiritual growth.

O God, we thank Thee for the beauty of symbolism which is expressed in our flag. It speaks to us of the intangible things of the Spirit, reminds us of heroic sacrifices, and calls us to devotion and service. We pray that all we say and do will be worthy in your sight. Amen.

Assistant Installer (Past President, BOM Officer, or Chapter Member):

The Daughters of the Republic of Texas, ______Chapter of ______(city), this is a momentous occasion. As we install in office the women whom you have chosen to guide and direct your chapter these next two years, I charge you to remember in this hour your duty and responsibility to loyally support the women whom you have elected your leaders. Upon you in large measure rests the success of the new administration. Therefore, let us all renew our pledge to DRT.

Please repeat after me (all members):

Realizing that the heritage of eligibility in the Association of The Daughters of the Republic of Texas is a sacred honor to be cherished, as a member of the ______Chapter, I pledge myself to be faithful to its lofty ideals and to guard its interests and achievement.

[Installer and Assistant Installer alternate calling each officer by office and name, then giving her a Bluebonnet (or other appropriate token) before her specific responsibilities are read.]

Ceremonies and Services 2010 The Daughters of the Republic of Texas 187

Installer Officers, please come forward (or stand) as your name is called.

Ms. ______, as President, you will preside at all meeting of the chapter, appoint all committees, and represent the chapter officially. You will have the general supervision of plans for extending, unifying and rendering effective the work of the chapter.

Assistant Installer Ms. ______, as Vice President, you will preside in the absence of the President and, when requested to do so by the President, will assist in the discharge of the duties and responsibilities of the President. You will chair the ______Committee.

(If there are other vice presidents, call upon them using similar format to above.)

Installer Ms. ______, as Secretary, you will record the proceedings of all meetings, collaborate with the President in the preparation of all annual reports and cosign such reports. You will also prepare correspondence as required by the chapter.

Assistant Installer Ms. ______, as Treasurer, you will collect all dues and, upon authority of the chapter, make disbursements as necessary. Before October 7 you will send to the Second Vice President General the monies for the chapter dues and the President General's Project plus an alphabetical list of all chapter members, including a list of resignations, transfers, and marriages and deaths. You will chair the Finance Committee.

Installer Ms. ______, as Historian, you will keep a history book of the chapter. You shall enter the chapter History Book to be judged at DRT Convention on odd-numbered years. You will chair the ______Committee.

Assistant Installer

Ms. ______, as Registrar, you will have custody of all duplicate application papers of the members, and these papers must remain

Ceremonies and Services 188 Manual of Procedure 2010

in the chapter files. You are responsible for verifying the accuracy of all papers and proofs submitted to the Registrar General. You will chair the ______Committee.

Installer

Ms. ______, as Chaplain, you will open all meetings with a prayer. When a member of the chapter dies, you will send a sympathy card to the family. You will immediately send to the Chaplain General the name and address of the deceased member with the date of her death and the name and address of her nearest relative. You will also send any newspaper notices available in order that proper tribute may be paid at the next Convention.

Assistant Installer

Ms. ______(Installing Officer's Name) will now administer the Oath of Office.

Installer

(Facing new officers) Please raise your right hands. Having been duly elected as officers of the ______Chapter of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and endeavor through just administration of them to keep the spirit of unity in the bond of peace and to work zealously to promote the success of the Association during the ensuing years?

Response by all the new officers: I do.

It is a privilege for me to welcome you as the new officers of the ______Chapter, and my wish for you is that you may find ever-increasing joy and inspiration in the service you render this Association.

Will the Retiring President and the newly elected President please come forward?

(To the chapter) The Daughters of the Republic of Texas, I present to you your new President, and I bespeak for her your loyalty and cooperation.

Ceremonies and Services 2010 The Daughters of the Republic of Texas 189

Retiring President to Incoming President

You are now confirmed as President of the ______Chapter of The Daughters of the Republic of Texas. I give you and your officers my very best wishes. I assure you that, although I am your Retiring President, I shall continue as an active member feeling it a privilege and high honor to serve DRT. (Optional:) And now it is my privilege to pass to you this gavel, a sign of authority of our chapter.

Installer

Let us pray.

Our Father, bless and guide the officers and members of the ______Chapter. We thank Thee for the simple joys of life, for the fellowship we have in work, and for our Association which unites us in ideals and service. We pray that you will bless each of us, our work and our friendship, and make us an increasing force for good which expresses itself in self-denying service. Strengthen us in all that is worthwhile. In Christ's name we pray. Amen.

Stephen F. Austin Oak Tree Ceremony

To honor Stephen F. Austin’s birthday, DRT shall be responsible for a commemorative flag-raising ceremony at the Stephen F. Austin Oak Tree on or near November 3 each year. Born in southwestern Virginia on November 3, 1793, Stephen F. Austin died on December 27, 1836, in Columbia (now West Columbia), Texas, at the home of the Honorable George B. McKinstry, the first Chief Justice of Brazoria County. At the site of the old McKinstry home is a giant live oak tree that has been in that location since before Austin lived there. This site is located north of West Columbia just off of Highway 36. The purpose of the annual marking of this historic site is to encourage the participation of school children in the ceremony in order to perpetuate the life and history of Stephen F. Austin, the Father of Texas.

Ceremonies and Services 190 Manual of Procedure 2010

Welcoming Ceremony for New Members

President It is a most significant occasion when we, as Daughters, take unto ourselves others who share the legacy and heritage bequeathed to us by the men and women who settled, established, secured, maintained, and defended the Republic of Texas.

The purpose of The Daughters of the Republic of Texas is to perpetuate the memory and spirit of our ancestors and to encourage research and preservation of Texas's rich history, especially during the period of the Republic.

Now, ____ years after our founding, we, the members of The Daughters of the Republic of Texas, have sought and are charged with carrying on the patriotic, historical, and educational responsibilities that inspired Betty Ballinger and Hally Bryan Perry to unite others in establishing this organization.

Registrar

Your eligibility for membership has been certified by the Registrar General of The Daughters of the Republic of Texas by verification of proven lineal descent from an ancestor who served the Republic of Texas.

Having been duly received as a member of The Daughters of the Republic of Texas, do you solemnly promise to uphold its Charter and Bylaws and to work zealously to promote the success of the Association in ensuing years?

Response: I do.

Do you solemnly promise to support this Association and conscientiously discharge your duties as a member with charity for all and malice towards none?

Response: I do.

Do you also promise to work to keep the spirit of unity of the ______Chapter and to work to promote the success of the chapter?

Ceremonies and Services 2010 The Daughters of the Republic of Texas 191

Response: I do.

It is a signal privilege for me to welcome you to The Daughters of the Republic of Texas and the ______Chapter.

(Registrar presents new member with Certificate of Membership.)

President

To commemorate this occasion, it is my privilege to present to you two symbols, recognized worldwide, that are synonymous with the pride, joy and beauty of our great State, our State Flag, whose Lone Star once flew over the Republic from which you are descended, and our State flower, the Bluebonnet, whose azure beauty blankets our beloved State each spring.

(President makes presentation of flag and flower.)

I charge you always to remember your heritage, yours by right of birth, not only as an honored member of The Daughters of the Republic of Texas and the ______Chapter but as an individual Texan.

(If a relative or sponsor present wishes to lend her membership pin to the new member for the ceremony, she may pin it on her at this time.)

Chaplain

As we welcome you, Ms. ______, we ask that you join us in repeating our Pledge to DRT:

Realizing that the heritage to eligibility in the Association of The Daughters of the Republic of Texas is a sacred honor to be cherished, as a member of the ______Chapter, I pledge myself to be faithful to its lofty ideals and to guard its interests and achievements.

It seems particularly appropriate to reflect on the words found in Job 8:8-10 at this time:

Ask the former generations and find out what our fathers learned, for we were born only yesterday and know nothing, and our days on earth are but a shadow. Will they not instruct you and tell you? Will they not bring forth words from their understanding?

Ceremonies and Services 192 Manual of Procedure 2010

Let us pray:

Our Heavenly Father, we lift our hearts in prayer, ever grateful for the blessings of freedom. We thank you for this occasion to welcome a new member into our chapter. May she find a kindredship through friendship and patriotism that will be ever meaningful to her life.

And, dear God, guide our thoughts and efforts as we continue our endeavors to uphold the legacy bequeathed to us by the ancestors we honor, the brave men and women who achieved and maintained the independence that we enjoy today.

As we meet with diversity, dear Lord, give us the strength, unity, and foresight that you gave those who came before us. And, Father, guide us in our actions, that we may continue as individuals and as an Association to uphold the goals of freedom for future generations.

This we ask in Thy name and for Thy sake. Amen.

Ceremonies and Services 2010 The Daughters of the Republic of Texas 193

PROCEDURE FOR CHANGING THE MOP

Authority

The BOM shall have the authority to change procedures in this MOP, providing the submitter has first sent her proposal to the Bylaws Chairman at least three weeks before a BOM meeting, so that the Bylaws Committee can review, decide whether or not to recommend, and forward the proposals to the BOM for action at least ten days before the next BOM meeting.

Proposed Amendments

Proposals and changes should be made during even-numbered years to coincide with the Bylaws amendment procedure and republication, to avoid making the new book out of date; or as deemed necessary by the BOM.

Motions by BOM members to amend or add procedures should state whether the MOP shall be updated and the effective date if adopted.

Any member may submit proposed changes to the MOP by sending them in writing to the Bylaws Committee using the same guidelines and deadlines governing proposed amendments to the DRT Bylaws, but marked as suggestions for the MOP.

If the Bylaws Committee believes any of the proposed Bylaw amendments submitted for vote at Convention in even-numbered years are more appropriate for the MOP, it should forward them to the BOM. The member who submitted the proposed amendment shall be notified of this action.

The Bylaws Committee Chairman shall carefully check all BOM minutes throughout the year for changes made by the BOM to the MOP and incorporate them therein.

Under Bylaws Article XII, Sec. 3, changes to Awards Forms can only be made by the Awards Committee, but must be approved by the BOM, and shall not become effective until after the next Convention.

The BOM must ensure that the MOP reflects all amendments to the Bylaws adopted by the DRT at Convention. The Recording Secretary General shall

Procedure to Change MOP 194 Manual of Procedure 2010 keep a file of MOP amendments adopted by the BOM with which to check the new MOP for their inclusion before it is printed.

Once the new edition Bylaws/MOP is published in even-numbered years, the Bylaws/MOP files on the Members’ website should remain identical to the book, so as not to render the new books purchased by members immediately out of date. Instead, a separate downloadable file listing post-publication changes adopted by the BOM should be provided by the Bylaws chairman to be posted on the website. Updates to the MOP adopted by the BOM shall not be inserted into the on-line MOP, causing it to be out-of-sync with the printed book and index purchased by members, unless necessary to correct a publication error.

Motions to amend the MOP should state their effective dates, such as “after the next convention,” or ideally, “when the next Bylaws/MOP are published.”

It is expected that if an approved amendment must take effect immediately in order to comply with State or National law, the Officer requesting its approval will notify her Chapter counterparts (i.e., Treasurer General to Chapter Treasurers).

Vote

Amendments to the MOP shall be submitted to the Bylaws Committee at least three weeks prior to a BOM meeting, reviewed and sent to the BOM for study at least ten days before the next BOM meeting, where a two-thirds (2/3) vote shall be required to adopt (as the Bylaws require the Convention body to have sixty days advance notice and amendments to be adopted by a 2/3 vote).

Printing

After Convention in even-numbered years, the Bylaws and MOP shall be updated and republished by the Bylaws Committee. The Bylaws chairman shall present to the BOM for approval at its February meeting three bids for printing, send them to the Treasurer General for review, and give the BOM its recommended sales price at its February meeting. The BOM shall award the winning bid and set the sales price.

Preparation for print and CDs of the Bylaws/MOP to sell may be assisted by the DRT Headquarters staff under supervision of the Custodian General. An order form for the new DRT Bylaws/MOP book shall be available at Convention, or sent to Chapter Presidents, BOM, and Committee chairmen soon afterward;

Procedure to Change MOP 2010 The Daughters of the Republic of Texas 195 and posted on the website. The books and CDs shall be made available for sale at the Headquarters and for purchase at district meetings.

Bylaws/MOP on Website

Only when a new edition of the Bylaws/MOP is published in even-numbered years should the copy posted on the members website be changed, unless necessary to correct a publication error.

Updates to the MOP adopted by the BOM shall not be inserted into the on-line MOP, causing it to be out-of-sync with the printed book and index purchased by members. To allow members to see amended MOP procedures, a separate list shall be provided by the Bylaws chairman for posting on the MOP page of the website.

Procedure to Change MOP 196 Manual of Procedure 2010

Procedure to Change MOP 2010 The Daughters of the Republic of Texas 197

GENERAL INFORMATION/MISCELLANEOUS

DRT Websites

http//drt-info.org Public site for general information

The site for Members only, drt-info.org/members, is password-protected: Username: Alamo Password: 100YearS (case sensitive)

The Headquarters and Museum Committee is responsible for coordinating the maintenance of the DRT websites.

On the Members’ website, all current BOM-approved official forms are provided for posting by the Bylaws Committee. They are for the use of members, BOM, and Committee Chairmen, and include Awards, Chapter Endorsement of Member for Election, Chapter Dues Reports, Dues Reconciliaton, CRT Transfer to DRT Short Form, Deceased Member Report, Member Data Change, Jewelry/Insignia Order, Request for Reinstatement, Transfer, and Applications for Memorial Medallions Forms, and others.

Also posted are Current Announcements; lists of Chapters and links to Chapter websites, BOM, committee chairmen, District Meetings, Conventions, Properties, and names of DRT Ancestors.

Every DRT chapter is encouraged to have a chapter website. It is good public relations for our organization, may help to attract new members, and is a good resource for chapter members.

Merchandise Available

Merchandise Purchased from the Alamo Museum Gift Shop

All DRT members when properly identified may purchase regular priced items from the Alamo Museum Gift Shop at a 25 percent discount (excluding books and candy).

General Info/Miscellaneous 198 Manual of Procedure 2010

Merchandise Available from DRT Headquarters

Prices for the items listed below may be obtained by contacting the DRT Headquarters by calling, writing or emailing the office. New price lists will be made available as prices change. Order forms are available on the Members website: DRT-info.org/members.

Items Available to Chapters Only DRT Membership Card Certificate of Appreciation Certificate of Award Chapter roster Chapter member labels

Items Available to General Membership

! DRT application Packet/CD version includes DRT/CRT Application CD, acid free pen, and 24 sheets of DRT watermarked legal-size application paper sells for $38.00 if picked up, or $43.30 if shipped, and includes a yellow sheet of instructions, general guidelines for proofs (from MOP Membership Section: Application Preparation Instructions. Packet contents and pricing breakdown: CD: $25.00 Paper: $12.00 Pen: $ 3.00 +tax $ 3.30 $43.30 *$5.00 discount when all three are bought together; $5.00 shipping charge is added, if shipped.

Completed Computer Applications must be exactly four pages when printed; if one rolls over to a fifth page, go back and abbreviate or delete a few characters in your Proofs listings. See Membership Section of MOP.

! Preprinted (4-pages) Application A four-page preprinted application on the proper watermarked legal- size bond is sold at Headquarters for $10.00 to chapters, plus $.83 sales tax to individuals, plus the yellow instruction sheet, usually sold to people who don’t have access to a computer and prefer to complete their application on a typewriter.

General Info/Miscellaneous 2010 The Daughters of the Republic of Texas 199

! DRT brochure ! Pledge to the Texas Flag cards ! DRT ribbon ! DRT note cards and envelopes ! DRT letterhead and envelopes ! DRT note pads (50 pages) ! Current edition of Bylaws/MOP printed booklet inserts and Tabs for binder ! Current edition of Bylaws/MOP on CD ! Blue binders for Bylaws/MOP/Tabs ! Texas flag pin (may be worn on ribbon) ! Headquarters and Museum pin (may be worn on ribbon) ! Memorial Medallions (see Index) ! Annual Proceedings/Membership Roster

DRT Publications

Texas and Its Flags booklet Founders and Patriots: The Lineages of the Members of the Daughters of the Republic of Texas Founders and Patriots, Book I, Third Edition, 2003 Founders and Patriots, Book IV, 1993 Founders and Patriots, Book V, 1998 Founders and Patriots, Book VI, 2001 Founders and Patriots, Book VII, 2002 Founders and Patriots, Book VIII, 2005 Founders and Patriots, Book IX, 2010 Liberty, Justice & F’rall (specify hardbound or paperback), 1999 The Real Daughters. 2007 Mamie Wynne Cox Essay Book, 2005 A Combined Index for Books IV-VIII on CD of Founders and Patriots of the Republic of Texas: the Lineages of the Members of the Daughters of the Republic of Texas, 2010

Rare Books

The following DRT publications are out of print but possibly may be found at rare book stores, on the Internet, or through Texana dealers: James Harper Starr, by John Nathan Cravens, 1950 Fifty Years of Achievement, 1941 Now You Hear My Horn, 1967

General Info/Miscellaneous 200 Manual of Procedure 2010

Muster Rolls of the Texas Revolution Defenders of the Republic of Texas, 1989 The Precious Legacy, 1994 Founders and Patriots: The Lineages of the Members of the Daughters of the Republic of Texas Founders and Patriots of the Republic of Texas, Book I, 1953 Founders and Patriots, Book I, Second Edition, 1963 Founders and Patriots, Volume II, 1974 Founders and Patriots, Volume II, 1984 Founders and Patriots, Volume III, 1985 Founders and Patriots, Volume IV, 1993 Texas Wildflowers, Eliza Griffin Johnston, 1972, 1976 Letters From the Ursulines, 1852-1853, Catherine McDowell, 1977 (The DRT Library) Texas A B C's Coloring Book, composed by the 4th grade students of Colonies North Elementary School, San Antonio, 1978 90 Years of the Daughters, 1981

Merchandise Available from the Republic of Texas Museum

Prices for the items listed below may be obtained by contacting the Republic of Texas Museum by calling, writing or emailing the museum at [email protected]. Texas Poster Maps, covered with colorful Texas trivia Inside Texas (coffee table book) Texas Veterans (ribbon pin) Pioneer Woman Ornament

For other items, click the DRT Museum Gift Shop link on the DRT website (drt-info.org).

Merchandise at the French Legation Museum Store

Prices for the items listed below may be obtained by contacting the French Legation Museum, 802 San Marcos St., Austin, TX 78702, phone: 512-472- 8180 or emailing: [email protected]. Also, please check on the French Legation Museum website for new items at frenchlegationmuseum.org.

General Info/Miscellaneous 2010 The Daughters of the Republic of Texas 201

Official DRT Seal Ring in your choice of: 14k gold 10k gold Sterling silver Official Pins: Fleur de Lis Pin (French and Texas flags crossed behind the Fleur de Lis): red, white, blue, and gold enamel.

French Legation Gate Pin (commemorates the 50th anniversary of 1956 opening of the French Legation Museum to the public): red, white, blue, and gold enamel. DRT Silver Charm Bracelet

OFFICERS GENERAL CLUB

The Officers General Club was organized for the purpose of fellowship at an annual breakfast held at Convention. It is suggested that the program, plate favors, decorations, etc., be eliminated in favor of a more relaxing and informal reunion. Members present at the breakfast take up a collection and vote to select which DRT entity to donate it to.

A president, vice president, secretary and treasurer are elected in odd- numbered years. Lifetime dues are two dollars ($2.00).

General Info/Miscellaneous 202 Manual of Procedure 2010

General Info/Miscellaneous 2010 The Daughters of the Republic of Texas 203

FORMS

Awards Forms A.01 2010-05 Achievement Award Form A.02 2010-05 Attendance Award Form A.03 2010-05 Texas History Award Form A.04 2010-05 Volunteer Hours, Membership, Pres. Gen. Project, Six- Star Chapter Awards Form Bylaws/MOP Amendment Forms B.01 2010-05 Propose Bylaw Amendment Form B.02 2010-05 Propose MOP Amendment Form B.03 2010-05 Motion Form-Amend Proposed Bylaw Conv. Floor B.04 2010-05 Motion Form-BOM Mtg. Amend MOP Chapter Officers Forms C.01 2010-05 Chapter Dues Report Form C.02 2010-05 Dues Reconciliation Form C.03 2010-05 Chapter Endorsement for District Election Form C.04 2010-05 Chapter Endorsement for General Office Form Finance Committee Forms F.01 2010-05 Native Texan License Plate DRT Fund Request, pp. 1-2 Headquarters Order Forms (D.01 or H.01 series, see website) Jewelry/Insignia Order Forms - J. Brandt Co. J.01 2010-05 Jewelry/Insignia Order Form - CRT J.02 2010-05 Jewelry/Insignia Order Form - DRT Membership Forms M.01 2010-05 Applicant Genealogy Worksheet-1 M.02 2010-05 Applicant Genealogy Worksheet-2 M.03 2010-05 CRT Transfer to DRT Short Form M.04 2010-05 CRT Chapter Transfer Form M.05 2010-05 Deceased Member Report Form M.06 2010-05 Member Biographical Form M.07 2010-05 Member Data Change Form M.08 2010-05 Reinstatement Form M.09 2010-05 Transfer Request Form Memorial Medallion Forms - 4th Vice President General MM.01 2010-05 Application for Member Memorial Medallion DRT- CRT MM.02 2010-05 Application for Veteran-Defender-Citizen Memorial Medallion MM.03 2010-05 Application for Historic Site Memorial Medallion and Instructions

Forms 204 Manual of Procedure 2010

A.01 Achievement Award Form

A.02 Attendance Award Form

Forms 2010 The Daughters of the Republic of Texas 205

Forms 206 Manual of Procedure 2010

A.03 Texas History Award Form

Forms 2010 The Daughters of the Republic of Texas 207

A.04 Volunteer Hours, Membership, President General’s Project - Six-Star Chapter Awards Form

Forms 208 Manual of Procedure 2010

B.01 Propose Bylaw Amendment Form

Forms 2010 The Daughters of the Republic of Texas 209

B.02 Propose MOP Amendment Form

Forms 210 Manual of Procedure 2010

B.03 Motion Form-Amend Proposed Bylaw Conv. Floor

Forms 2010 The Daughters of the Republic of Texas 211

B.04 Motion Form - BOM Mtg. Amend MOP

Forms 212 Manual of Procedure 2010

C.01 Chapter Dues Report Form

Forms 2010 The Daughters of the Republic of Texas 213

C.02 Dues Reconciliation Form

Forms 214 Manual of Procedure 2010

C.03 Chapter Endorsement for District Election Form

Forms 2010 The Daughters of the Republic of Texas 215

C.04 Chapter Endorsement for Officer General Form

DRT CHAPTER ENDORSEMENT FOR OFFICER GENERAL NOMINATING COMMITTEE

CHAPTER NAME______CITY______DISTRICT___

VOTED TO ENDORSE ITS MEMBER Name______DRT No. _____ Date Admitted: ______Member of this Chapter since: _____ Phone ______email______

FOR ELECTION TO (CHECK APPLICABLE):

___ OFFICER GENERAL, 1ST CHOICE ______

2ND CHOICE ______3RD CHOICE ______

(Send signed form to Nominating Committee Chairman, postmark by Dec 1) Qualifications and Eligibility: Bylaws Article VI, Sec. 2(a-b), require: Active in DRT for four (4) years and previously served as chapter president for one (1) term or two (2) terms in an elective office(s). Article XI, Sec. 1(a) Endorsement of an Officer Candidate at a chapter meeting in which a quorum was present.

Member’s Qualifications (continue on back of form if needed): Chapter Office(s) held:______Terms Served:______DRT Committee Service:______Terms Served:______BOM Positions:______Terms Served:______

Permission has been given for my name to be submitted, signifying my willingness to serve if elected.

Nominee’s signature:______Date: ______

Chapter voted at its meeting on ______to endorse her for Office. Chapter President’s Signature:______Date: ______Phone______e-mail______Chapter Secretary’s Signature:______Date: ______

C.04 2010-05 Chapter Endorsement for Officer General Form

Forms 216 Manual of Procedure 2010

F.01 Native Texan License Plate DRT Fund Request Form, p. 1

F.01 2010-05 NTLP Fund DRT Request Form, p. 1

Forms 2010 The Daughters of the Republic of Texas 217

F.02 Native Texan License Plate DRT Fund Request Form, p. 2

Forms 218 Manual of Procedure 2010

J.01 Jewelry/Insignia Order Form - CRT

Prices are subject to change, call before ordering.

J.01 2010-05 Jewelry-Insignia Order Form-CRT

Forms 2010 The Daughters of the Republic of Texas 219

J.02 Jewelry/Insignia Order Form - DRT

Prices subject to change, call before ordering.

J.02 2010-05 Jewelry-Insignia Order Form-DRT

Forms 220 Manual of Procedure 2010

M.01 Applicant Genealogy Worksheet-1

M.01 2010-05 Applicant Genealogy Worksheet-1

Forms 2010 The Daughters of the Republic of Texas 221

M.02 Applicant Genealogy Worksheet-2

M.02 2010-05 Applicant Genealogy Worksheet-2

Forms 222 Manual of Procedure 2010

M.03 CRT Transfer to DRT Short Form, p. 1

M.03 2010-05 CRT Transfer to DRT Short Form

Forms 2010 The Daughters of the Republic of Texas 223

M.03 CRT Transfer to DRT Short Form, p. 2

M.04 CRT-to-DRT Transfer Short Form

Forms 224 Manual of Procedure 2010

CRT Chapter Transfer Form

M.04 2010-05 CRT Chapter Transfer Form

Forms 2010 The Daughters of the Republic of Texas 225

M.05 Deceased Member Report Form

Forms 226 Manual of Procedure 2010

M.06 Member Biographical Form

Forms 2010 The Daughters of the Republic of Texas 227

M.07 Member Data Change Form DRT/CRT

Forms 228 Manual of Procedure 2010

M.08 Reinstatement Form

Forms 2010 The Daughters of the Republic of Texas 229

M.09 Transfer Request Form

Forms 230 Manual of Procedure 2010

MM.01 Application for Member Memorial Medallion DRT/CRT

Forms 2010 The Daughters of the Republic of Texas 231

MM.02 Application for Veteran-Defender-Citizen Memorial Medallion

Application for Memorial Medallion Veteran, Defender & Citizen Please print the following information and mail or fax/e-mail completed application with the necessary documents To: 4th Vice President General ______Telephone / Fax ______, E-mail: ______Enclose check payable to DRT Inc for $59.54 ($55+ $4.54 sales tax) Check # ______Payments by credit card will be accepted by calling DRT Headquarters (512)-339-1997 __Visa __M/C __Discover (Payment must be received before medallions will be shipped) __Veteran __Defender __Citizen Please send marker to: ______Name & Address ______City/State/Zip Code ______A/C Telephone # E-mail address

Medallion is for: ______Name Date of arrival ____ Residence in the Republic of Texas ______Service rendered to the Republic of Texas (Defender) ______Name/location of cemetery where medallion will be placed. ______Family Member__ Cemetery Official REQUIRED: Signature of person granting permission to place medallion. Applicant is __DRT __CRT __Family __Other ______Applicant’s Name & Address ______City/State/ Zip Code ______A/C & Telephone # e-mail address ______Chapter and DRT/CRT membership number if applicable. ______Relationship (to Veteran, Defender or Citizen) ______If applicant is not a DRT/CRT member. ______Name of DRT/ CRT sponsor ______(Please print) Chapter Member # PROOFS: Veteran: Documented proof of service rendered in the Texas Revolutionary War 1820-1836, from State Archives, DRT, SRT. Defender: documented proof of military service rendered for the Republic of Texas between April 23, 1836 and February 19,1846. Citizen: Documented proof of place of residence, court record, land grant marriage record, or DRT membership used to establish lineage. Proofs in foreign languages must be accompanied by translation in English. ______Approved by 4th Vice President General ______Date ______

MM.02 2010-05 Application for Veteran, Defender, Citizen Memorial Medallion Forms 232 Manual of Procedure 2010

MM.03 Application for Historic Site Medallion

Forms 2010 The Daughters of the Republic of Texas 233

MOP INDEX

401K Plan ...... 84, 95 90 Years of the Daughters ...... 200 Acknowledgment cards for donations ...... 92 Administrative Committees ...... 91 Called Meeting...... 91 Committee Historian ...... 92 Donation Acknowledgment Cards ...... 92 Financial Report...... 91 Funds...... 91 Historian...... 92 Insurance Report ...... 92 Minutes...... 90 Plaques ...... 90 Projects Begun ...... 92 Reports ...... 46 Secretary...... 91 Treasurer...... 91 Administrative Committee chairmen ...... 44 Administrative Committees ...... 44, 50, 68, 75, 83, 89, 90 Alamo Committee ...... 7, 83-85, 89, 91, 93-95, 152 Cradle Committee ...... 95 DRT Headquarters and Museum Committee ...... 102, 200 DRT Library Committee ...... 89, 96 French Legation Museum Committee ...... 100 General Information...... 90 Handling funds...... 91 Alamo Committee Chairman ...... 94 Letters...... 94 Alamo Complex...... 96 Museums...... 84 Alamo Fund ...... 96 Fully insured, interest bearing accounts ...... 85, 93 Alamo Hall ...... 91 Alamo Heroes ...... 93 Alamo Heroes Day (March 6, 1836) ...... 4 Alamo Historian/Curator ...... 85, 86, 93, 97 Alamo Master Plan ...... 85, 94

MOP Index 234 Manual of Procedure 2010

Alamo Museum Gift Shop...... 199 Alamo Plaza Association ...... 94 Alamo Shrine Hostess...... 67, 84, 85, 93 Alamo Staff ...... 70 Alternate District Representative ...... 81 Annual Chapter Narrative Reports ...... 68, 109, 127 Annual Convention . . . . . 37, 50, 57, 58, 67, 69, 75, 76, 91, 98, 108-111, 115, 121, 123, 127, 138, 195 Historical Evening ...... 99 Annual Proceedings . . . . 41, 67, 69, 71, 79, 90, 91, 95, 97, 100, 105, 127, 134, 201 Annual Proceedings Chairman . . . . . 57, 67, 70, 90, 95, 97, 100, 109, 127, 138 Annual Proceedings Committee...... 67, 105 Application for Emeritus Membership ...... 16 Application for Membership, CRT ...... 16, 27, 34 Application for Membership, CRT to DRT ...... 32 Application for Membership, Sample Form ...... 27-30, 220 Application Forms, Computer-Version ...... 17 Application Forms, Preprinted ...... 17 Application Papers, Copies of...... 21, 75 Application Preparation Instructions ...... 17 Application Procedures for Membership ...... 15 Application to a Chapter...... 15 Applications are approved after April 1 ...... 128 Applications in Inactive File...... 136 Applications, Do Not's Checklist ...... 24 Applications, Do's Checklist...... 24 Applications, Processing of All...... 16, 73 Applications, Processing of Papers ...... 24 Archival Records...... 75 Attorney consulted ...... 96, 102 Audits All DRT entities...... 114 Certified ...... 69 DRT Library...... 68, 97 Every two years...... 95 French Legation Museum funds ...... 100 Qualified CPA ...... 94 Award Beautiful Bluebonnets ...... 41 Pioneer Woman ...... 41

MOP Index 2010 The Daughters of the Republic of Texas 235

Texas Skies...... 41 Texas Star...... 41 Yellow Rose...... 41 Awards Committee ...... 108 Awards Committee Chairman ...... 109, 127 Awards...... 75, 200, 206-209 Achievement ...... 108, 206 Attendance...... 108, 207 Membership ...... 108, 209 President General's Project ...... 109, 209 Six-Star Chapter...... 109, 209 Texas History ...... 109, 208 Volunteer Hours...... 109, 209 Ballinger, Miss Betty ...... 1, 5, 11, 13, 190 Battle of San Jacinto ...... 5, 172 Beautiful Bluebonnets Award...... 41 Bible records ...... 20 Bids Annual Proceedings Committee ...... 105 Bylaws/MOP...... 110 Daughters Reflections ...... 112 Historical Publication Committee ...... 42, 119 Major Expenditures ...... 91 Blue binders for Bylaws/MOP/Tabs ...... 119 Board of Management (BOM) . . . . 13, 37, 40, 46, 57, 59, 83-85, 93, 125, 146, 148, 150, 152, 153, 157, 193 Project Approval...... 83 Book of Memory ...... 66, 122, 181 Book of Memory, CRT ...... 181 Brief History, DRT ...... 1 Bryan, Miss Hally...... 1, 5, 11, 13, 172, 190 Budget ...... 91 Alamo Complex ...... 96 Chapter...... 126 DRT Headquarters...... 87, 91, 103 DRT Library Committee ...... 86, 94, 97 French Legation Museum Committee ...... 101 Republic of Texas Museum ...... 87, 91, 103 Treasurer General...... 107 Building Fund ...... 39, 41, 133 Bulk Mailing Permit ...... 112

MOP Index 236 Manual of Procedure 2010

Burnet, David G...... 1, 2 Business Managers or Directors ...... 92 Bylaws and MOP...... 60, 80, 195-198 Bylaws Committee...... 67, 79, 109, 110 Bylaws Committee Chairman ...... 66, 68, 79, 110, 193 Bylaws/MOP on CD ...... 199 Bylaws/MOP on Website ...... 195 Bylaws/MOP printed booklet inserts and Tabs ...... 199 Capital Assets and Depreciation Policy ...... 144 Ceremonies and Services ...... 171 Chapter Memorial Service...... 171 CRT Memorial Medallion Dedication Ceremony ...... 180 Stephen F. Austin Oak Tree Ceremony ...... 189 Ceremony for Chartering of DRT Chapter ...... 172 Certificate of Appreciation ...... 198 Certificate of Award ...... 198 Certified Public Accountant ...... 70 Chairman of the Alamo Committee ...... 67, 84, 85, 95 Chaplain General . . . 41, 44-47, 65, 66, 107, 122, 137, 171, 175, 177, 182, 184, 185, 188, 191 Chapter History Book ...... 122 Chapter Officers/Duties ...... 125 Chapter Chaplain...... 45, 66, 136, 173, 190, 193 Chapter CRT Registrars...... 76, 77 Chapter CRT Sponsor ...... 33, 138 Annual reports ...... 68 Chapter Historians...... 77, 121, 137, 189 Chapter President ...... 15, 25, 45, 49, 57, 60, 66, 74, 76, 105, 106, 109, 110, 113, 122, 126, 127, 133, 134, 173, 174, 177, 178, 183, 189, 190, 192, 193 Annual Chapter Narrative Reports ...... 68 Chapter Recording Secretary...... 49, 137 Chapter Registrar . . 15, 24, 25, 31-34, 72, 73, 76, 77, 132, 138, 171, 187, 190, 191 Chapter Registrar and Chapter CRT Registrars ...... 136 Chapter Secretary...... 187 Chapter Treasurer . 24, 31, 32, 42, 59, 61, 69, 70, 74, 111, 122, 123, 128, 130, 132-135, 189 Chapter Treasurer’s Calendar ...... 69, 128 Chapter Vice President ...... 171, 175, 187 Chapter Member Labels ...... 198

MOP Index 2010 The Daughters of the Republic of Texas 237

Chapter Packets not picked up...... 47 Chapter Publicity Book...... 122 Chapter Publicity Committee Chairman ...... 137 Chapter Reports...... 46 Chapter Roster...... 130, 198 Chapter Yearbook Committee Chairman ...... 137 Chapter Yearbooks and History Books ...... 115 Chapters Alamo Mission ...... 4, 5 Cedar Mountains Chapter ...... 181 Gonzales ...... 12 Charter...... 8, 175, 177 Charter Forms ...... 75 Charter Members...... 125 Chartering a Chapter...... 59-61, 69, 75, 172 Chartering Ceremony ...... 125 Chartering of a CRT Chapter...... 62, 176 Checks...... 133 Children of the Republic of Texas (see CRT) ...... 2, 33, 176, 177 Clara Driscoll Award...... 40 Clara Driscoll Fellowship for Research in Texas History ...... 37, 45 Clark, Belle Fenn...... 181 Collecting and Remitting Dues...... 128 Committee Chairmen ...... 66 Committee Meeting Room ...... 100 Committee Member misses two consecutive meetings ...... 92 Committees ...... 89 Administrative Committees...... 90 General Information...... 89 Nominating Committee...... 105 Standing Committees...... 105 Special Committees ...... 47 Conflict of Interest Policy (see Policies) ...... 147 Contracts...... 42, 83, 119 Conventions ...... 43, 83 Chapter packets not picked up ...... 76 Call ...... 44 Chairman ...... 43, 46, 108 Checking Account ...... 67 Color Guard ...... 43 Coordinator ...... 43

MOP Index 238 Manual of Procedure 2010

Cost...... 45 Duties ...... 43 Marshall ...... 43 Order of Business ...... 46 Registrar ...... 43, 111 Sales Tables Coordinator...... 44 Sergeant-at-Arms...... 44 Tellers...... 44 Timekeepers...... 44 Treasurer...... 43 Copies of an approved application ...... 21 Copyright...... 17, 20, 39, 76, 83 Corresponding Secretary General ...... 50, 68, 107 Coordinate scheduling the district meetings ...... 68 Cradle, The ...... 1, 11, 89, 95, 116, 134, 151 Cradle Committee...... 89, 95 Cradle Committee Chairman ...... 11, 94 Credentials Committee...... 44, 47, 62, 111 Crockett, David...... 178 CRT Application for Membership ...... 34 CRT Applications ...... 76 CRT Awards ...... 63 CRT BOM meetings ...... 62 CRT Book of Memory...... 181 CRT Bylaws and Procedures...... 76 CRT Ceremonies and Services...... 177 CRT Certificates of Membership ...... 34 CRT Chaplain General...... 180 CRT Chapter Chartering Ceremony ...... 178 CRT Chapter President...... 180 CRT Chapter report ...... 106 CRT Chapters chartered...... 63 CRT Committee ...... 62, 111 CRT Convention...... 43, 47, 62, 63, 77, 138 CRT Convention Chairman, District Representative ...... 47 CRT Convention Registrar...... 48 CRT Fifth Vice President General ...... 176, 180 CRT Funds ...... 62 CRT General Fund ...... 62 CRT Grandmother Award ...... 63 CRT Handbook...... 62

MOP Index 2010 The Daughters of the Republic of Texas 239

CRT Membership ...... 123 CRT Membership Committee...... 111 CRT Memorial Marker Dedication Ceremony ...... 171 CRT Officers General...... 48, 62, 68 CRT Pages...... 45 CRT President General...... 46, 177 President General's theme ...... 63 CRT Registrar ...... 138 CRT Registrar General . . . . 32, 34, 35, 48, 73, 76, 77, 107, 111, 134, 136, 139 Installation ceremony for new CRT officers ...... 77 CRT Scholarship Award...... 63 CRT Scholarship Fund ...... 62 CRT Sponsor...... 177 CRT to DRT Transfer Card ...... 33, 77 CRT Transfer to DRT Short Form ...... 77 CRT Treasurer General ...... 48 CRT Transfer Card...... 33, 34 CRT, Brief History of...... 2 Custodial Property...... 7 Custodian General . . . . 16, 21, 25, 32, 34, 35, 47, 57, 64, 67, 69, 71-79, 86, 87, 102, 103, 127, 133, 134, 138 Chapter packets not picked up ...... 76 Chapter roll...... 74 Daily backups ...... 74 List of New Ancestors ...... 73 Membership cards for new members ...... 73 Microfilmed and processed into microfiche ...... 73 Database, membership ...... 10, 57, 60, 61, 73, 74, 91, 107, 122, 134 Daughters’ Reflections ...... 39, 44, 62, 69, 89, 112 Daughters’ Reflections Chairman ...... 67 Daughters' Reflections Newsletter Committee ...... 112 Subscription fee if mailed...... 113 Deceased Member Report Form...... 66, 137 Deceased Members ...... 60 Dedication of Memorial Medallion for a Citizen of the Republic of Texas . 181 Defenders of the Republic of Texas ...... 202 Depreciation ...... 144 Director of Operations ...... 84, 95 Director of the Alamo Complex ...... 67, 85, 91, 93, 95, 96 Employee relations ...... 85, 94 Director of the Children of the Republic of Texas (CRT) ...... 62

MOP Index 240 Manual of Procedure 2010

Director of the French Legation Museum ...... 101 Disposals ...... 144 District Meetings ...... 42, 62, 68-70, 75, 80, 110, 112, 127, 137, 197 District Representative . . . . . 44, 45, 50, 60, 62, 68, 79, 80, 108, 113, 127, 174, 182, 188 Alternate...... 51 Contact the Chapter Presidents in her district ...... 80 Hosting Convention...... 80 Records kept...... 79 Solicit entries for Fourth and Seventh Grade History/Essay Contests . 80 District Representative or Alternate ...... 49, 137 District to select a workshop date...... 50 Donations and Memorials...... 133 Driscoll, Clara ...... 2 DRT and Alamo Employees, not accept personal gifts ...... 84, 92 DRT Angelic Bequest...... 41 DRT Application Packet/CD version/paper ...... 198 DRT Brochure...... 198 DRT Business Office (see Headquarters) ...... 60, 70, 198 DRT Bylaws and MOP ...... 76 DRT Charter...... 115 DRT Convention, June F. Naylor Award ...... 99 DRT Flag ...... 65 DRT Founders Day (November 6, 1891) ...... 5 DRT General Fund ...... 41, 103 DRT Headquarters ...... 57, 59, 66, 69, 94, 119, 128, 130, 133, 151 DRT Headquarters and Museum ...... 10, 75 DRT Headquarters and Museum Committee ...... 72, 89, 102 DRT Headquarters Office Administrator ...... 57, 90 DRT Legacy...... 1 DRT Letterhead and Envelopes...... 199 DRT Library...... 8, 26, 78, 94, 96, 100, 116, 134, 151, 200 DRT Library Archivist ...... 100 DRT Library at the Alamo ...... 89 DRT Library Committee...... 89, 96-98 June F. Naylor Award...... 98 Virgina Law Research Awa ...... 99 DRT Library Committee Chairman ...... 94 DRT Library Director ...... 100 DRT Living Legacy Endowment...... 40 DRT Members website ...... 38, 49, 69, 98, 110

MOP Index 2010 The Daughters of the Republic of Texas 241

DRT Museum Director...... 84 DRT Note Cards and Envelopes...... 199 DRT Note Pads...... 199 DRT or CRT Convention...... 80 DRT Policies (see Policies)...... 143 DRT Policies for Alamo Complex...... 85, 94 DRT Property ...... 10 DRT Publications ...... 199 DRT Registrar General ...... 136 DRT Supplies, Ordering ...... 133 DRT/CRT Memorial Medallions ...... 64 Dues...... 16, 24, 25, 60, 61, 69, 120, 187 Dues Notices ...... 61 Education and Flag Committee ...... 65, 113 Election Runoff ...... 51 Elective Committee...... 89 Emeritus Members ...... 129 Employee Manual ...... 85, 86, 94, 102 Employees ...... 57, 72, 84, 86, 90, 92, 95, 96, 149, 151, 158, 160, 161, 169 Alamo Complex Employees...... 85 Alamo Shrine Hostess ...... 84 Archivist...... 84 Chief of Security of the Alamo Complex ...... 84 Director of the Alamo Complex ...... 84, 95 Director of the French Legation Museum ...... 84, 101 Director of the Republic of Texas Museum ...... 84 DRT Headquarters and Museum Employees ...... 86 DRT Library at the Alamo Employees ...... 86 DRT Library Director...... 84 French Legation Museum Employees ...... 87 General Information...... 84 Historian/Curator of the Alamo Complex, Museums ...... 84 Librarians ...... 84 Museum Director ...... 86, 87, 102, 103 Named by the BOM...... 84 Office Administrator ...... 87, 103 Superintendent of the Gardens of the Alamo Complex ...... 84 Employer I.D. Number (Form SS-4) ...... 125 Expenditures, Emergency ...... 91 Expenditures, Major ...... 91 Expenditures, Repair and Maintenance ...... 91

MOP Index 242 Manual of Procedure 2010

Fannin, James W...... 4 Federal Tax Identification Number ...... 59, 69, 125, 135, 136 Fee ...... 7, 25, 32, 61 Administrative, Members at Large ...... 129 Alamo after-hours tours...... 94 Ancestor search ...... 10 Copies of application ...... 75 Copyright ...... 76 CRT initiation ...... 34, 62 Daughters' Reflections Newsletter subscription ...... 113, 129 Dues and Fees...... 128 Initiation...... 16, 24, 33, 129, 132 No admission ...... 8 No co-mingling of...... 96 Registration, Convention...... 43 Registration, District Meeting ...... 50 Reinstatement ...... 31, 60, 61, 129, 132 Sales tables ...... 44 Send to Second Vice President General ...... 129 Supplemental ...... 34, 129 Transfer...... 31, 60, 129 Fifth Vice President General ...... 37, 65, 80, 108, 113, 172 Fifty Years of Achievement ...... 1, 199 Finance Committee...... 39, 69, 75, 114, 163, 166 Financial Advisor ...... 114, 163, 166 First Vice President General ...... 46, 58, 59, 121, 125, 172, 174 Fiscal Year ...... 62, 68, 71 Flag Protocol ...... 3 Form Building Fund Donation...... 39, 40 CRT Transfer Card ...... 33 Form 1099 ...... 70 Forms...... 203 Achievement Award ...... 204 Applicant Genealogy Worksheet-1 ...... 203, 220 Applicant Genealogy Worksheet-2 ...... 203, 221 Application for Historic Site Memorial Medallion ...... 203, 232 Application for Member Memorial Medallion DRT/CRT ...... 230 Application for Veteran-Defender-Citizen Memorial Medallion . . . . 231 Attendance Award Form...... 205 Chapter Dues Report Form ...... 128-130, 203, 212

MOP Index 2010 The Daughters of the Republic of Texas 243

Chapter Endorsement for District Election . . . . . 50. 127, 137, 203, 214 Chapter Endorsement for Officer General Form . . . . 105, 127, 137, 215 CRT Chapter Transfer Form ...... 224 CRT Transfer to DRT Short Form, p. 1 ...... 33, 222 CRT Transfer to DRT Short Form, p. 2 ...... 223 CRT-to-DRT Transfer Short Form ...... 227 Deceased Member Report Form ...... 137, 225 Dues Reconciliation Form ...... 128, 129, 213 Jewelry/Insignia Order Form - CRT ...... 218 Jewelry/Insignia Order Form - DRT ...... 219 Jewelry/Insignia Order Forms ...... 133 Member Biographical Form ...... 137, 226 Member Data Change Form DRT/CRT ...... 131, 134, 227 Motion Form-Amend Proposed Bylaw Convention Floor . . . . . 203, 210 Motion Form-BOM Meeting. Amend MOP ...... 211 Native Texan License Plate DRT Fund Request Form, p. 1 ...... 216 Native Texan License Plate DRT Fund Request Form, p. 2 ...... 217 Propose Bylaw Amendment Form...... 208 Propose MOP Amendment Form ...... 209 Reinstatement Form...... 128, 228 Texas History Award Form ...... 206 Transfer Request ...... 128, 229 Volunteer Hours, Membership, President General’s Project - Six-Star Chapter...... 210 Forms and Supplies ...... 75 Founders and Patriots of the Republic of Texas ...... 119 Founders and Patriots, Book I ...... 199, 200 Founders and Patriots, Book II ...... 200 Founders and Patriots, Book III ...... 200 Founders and Patriots, Book IV ...... 199 Founders and Patriots, Book V ...... 41, 199 Founders and Patriots, Book VI ...... 199 Founders and Patriots, Book VII ...... 199 Founders and Patriots, Book VIII ...... 199 Founders and Patriots, Book IX ...... 199 Founders Day...... 5 Founders, DRT ...... 1, 5, 8, 11, 13, 40, 172, 190 Founder’s Day Ceremony ...... 181 Fourth and Seventh Grade Texas History Essay Contests ...... 113 Fourth and Seventh Grade Texas History Teacher Contests ...... 113 Fourth Vice President General ...... 13, 63, 64, 123, 133

MOP Index 244 Manual of Procedure 2010

French Legation Committee Chairman ...... 94 French Legation Museum ...... 9, 70, 84, 87, 89, 91, 94, 100, 101, 134, 151 French Legation Museum Committee ...... 89, 100-102 French Legation Museum Gift Shop...... 200 Funds Fully insured, interest-bearing accounts ...... 96 Historical Publication...... 41, 119 No co-mingling ...... 96 Gavel, newly organized chapter ...... 60 General Information for Chapter Officers ...... 125 General Information/Miscellaneous ...... 197 DRT Website ...... 197 Goliad Heroes Day (March 27, 1836)...... 4 Gonzales Day (October 2, 1835) ...... 5 Governor’s Office ...... 38, 106 Guidelines for Chapter History Books ...... 115, 138 Guidelines for Chapter Yearbooks ...... 118, 138 Guidelines for Processing Donations ...... 144 Guidelines for Publicity...... 138 Guidelines for Submitting Chapter Publicity ...... 121 Hally Bryan and Betty Ballinger Award ...... 40 Haltom Trophy ...... 62, 63 Hawkins, Charles E...... 2 Headquarters...... 61, 67, 111 Headquarters and Museum...... 39 Headquarters and Museum Committee ...... 91 Headquarters and Museum pin ...... 199 Historian General ...... 45, 77, 78, 114 Historian, Administrative Committee ...... 92 Historian/Curator of the Alamo Museums ...... 67, 85, 95 Historic Committee...... 77, 114 Historic Medallions ...... 64 Historic Preservation office of the City of San Antonio ...... 93 Historic Site Medallion ...... 14 Historical Dinner at Convention ...... 78 Historical Publication Committee ...... 16, 33, 83, 119 Historical Publication Committee Chairman ...... 42, 119 Historical Publication Fund ...... 41, 119 History Book and Yearbook Judging...... 77 History Books...... 45, 114, 115, 137, 187 History of the Texas Flag ...... 2

MOP Index 2010 The Daughters of the Republic of Texas 245

Honor Day(s)...... 4, 80, 119, 121, 177 Honorary Members ...... 74 Indian Paintbrush ...... 177 Inside Texas ...... 200 Insignia Cards, DRT ...... 61, 133 Insignia Permits...... 61 Insignia Permits, CRT...... 77 Insignia, CRT...... 139 Insignia, DRT ...... 141 Installation Ceremony...... 57 Installation Ceremony for Board of Management ...... 46, 182 Installation Ceremony for Chapter Officers ...... 186 Internal Revenue Service ...... 69 Inventory...... 101 Annual Cradle ...... 95 Annual State...... 86, 97 Library holdings ...... 86, 97 Republic of Texas Museum ...... 87, 103 State ...... 85, 95 Investment Committee...... 165, 166 J. B. Wells House...... 12 J. Brandt Co., Inc...... 123, 141 James Harper Starr ...... 199 Jewelry Cards, CRT...... 139 Jewelry Permits ...... 77 Job Descriptions...... 85, 94 June Franklin Naylor Award for the Best Book for Children on Texas . . . . . 98 Knox, Benjamin...... 38, 39 Legislative Committee...... 120 Letters From the Ursulines, 1852-1853 ...... 200 Liberty, Justice & F’rall ...... 199, 200 Library Committee ...... 67, 85 Library Committee Chairman...... 68 Correspondence ...... 97 Library Director...... 96 Annual report ...... 67, 85 Mamie Wynne Cox Award for Historical Research ...... 77 Manual of Procedure (MOP) ...... 86, 102, 125 Manual of Procedure, Procedure for Changing ...... 193 Member Biographical Form ...... 66, 137 Members website...... 111

MOP Index 246 Manual of Procedure 2010

Membership...... 15 Active...... 60, 120, 136, 187, 191 Emeritus ...... 16, 117 Inactive...... 32, 60, 120, 123, 128, 136 Posthumous...... 25, 123, 130 Membership Application Form, Sample of ...... 27-30 Membership Application Procedures ...... 15 Membership Award...... 128 Membership Cards...... 61, 75, 134, 198 Membership Cards Committee...... 60, 120 Membership Committee ...... 71, 111, 120 Membership File Cards ...... 60, 73, 120 Membership Forms ...... 75 Membership Records...... 74 Membership Roster...... 74, 106, 199 Members-at-large...... 61, 139 Handbooks ...... 61 Memorial Medallion, Veteran, Defender, Citizen ...... 179 Memorial Medallions...... 64, 197, 199 Memorial Medallions, History of...... 13 Memorial Park Committee ...... 121 Memorial Service...... 1, 41, 47, 66, 172 Chapter...... 137 Merchandise at French Legation Museum Gift Shop ...... 200 Merchandise Available ...... 197 Merchandise Available from DRT Business Office ...... 198 Merchandise Available from the Republic of Texas Museum ...... 196, 200 Microfilm/Microfiche...... 73 Minutes ...... 57, 66, 75, 156 Board of Management ...... 68, 147, 193 Officer, Committee, and designated Employee report ...... 68 Chapter...... 137 Committee meeting ...... 94 Convention...... 47, 68, 110 Cradle Committee ...... 95 District Meetings ...... 69 Mirabeau B. Lamar Day (January 26) ...... 4 Miss Betty Ballinger and Miss Hally Bryan ...... 172 Mother’s Day...... 44 Mrs. Anson Jones Award ...... 40 Mrs. Rebecca Fisher ...... 172

MOP Index 2010 The Daughters of the Republic of Texas 247

Museum Director...... 86, 87, 102 Muster Rolls of the Texas Revolution ...... 199 Name and Address Changes...... 134 Native Texan License Plate Fund...... 38, 121 New Chapters ...... 125 Nominating Committee ...... 52, 58, 79, 89, 105, 126, 127, 137 Alternate...... 51 Chapter Endorsement Form...... 105 Nominating Committee or Alternate ...... 49, 80 Now You Hear My Horn ...... 199 Obituaries ...... 122 Office Administrator...... 86, 87, 102, 103 Office Personnel ...... 74 Officers General Club ...... 201 One-day, tax-free sales or auctions ...... 134 Order of Opening Processional...... 45 Ordering DRT Supplies...... 133 Ordering Insignia...... 133 Organization and History ...... 1 Organization Committee...... 58, 121, 125 Organizing a Chapter ...... 59 Organizing President...... 59, 60, 125, 172, 174 Outstanding Fourth and Seventh Grade Texas History Teacher Contests . 45 Pages ...... 45 Parliamentarian General...... 45, 57, 79, 173 File of copies of the Bylaws of each chapter ...... 79 Parliamentarian, Professional Registered ...... 45 Past President General, Death of ...... 66 Past Presidents General...... 46, 50, 66, 91, 94 Payroll ...... 70 Perry, Mrs. Hally Bryan...... 1, 5, 11, 13, 40, 172, 190 Pioneer Woman Award...... 41 Pioneer Woman Ornament ...... 200 Pledge to the Texas Flag...... 3, 47, 126 Pledge to the Texas Flag Cards...... 199 Pledge to the United States Flag...... 47, 126 Policies Capital Assets and Depreciation Policy ...... 143 Cash Fund Deposits Policy...... 144 Conflict of Interest Policy...... 144 Credit Card Policy ...... 149

MOP Index 248 Manual of Procedure 2010

Investment Policy...... 163 In-Kind Contributions Policy...... 163 Purchased and Donated Collections Policy ...... 167 Prohibited Transactions...... 166 Purchasing and Procurement Policy ...... 167 Whistleblower Policy ...... 169 Posthumous Membership ...... 20, 22, 25, 130 Precious Legacy, The...... 202 President General ...... 4, 25, 35, 41-46, 57-60, 66-68, 73, 79, 85, 87, 89, 90, 94-97, 100-103, 105, 109, 114, 119, 127, 146, 172-174, 183-185, 187 Appointments of...... 45, 58 Official Spokesman...... 58 Plans Convention...... 58 President General's Project ...... 58, 109, 189 President General's Ribbon ...... 66, 187 President General’s Page ...... 46, 47 President General’s Signature ...... 76 Procedure for Changing the MOP ...... 109, 193 Authority ...... 193 Bylaws/MOP on Website...... 195 Printing...... 194 Proposed Amendments ...... 193 Vote ...... 194 Professional Registered Parliamentarian ...... 45 Projects ...... 39, 83, 84, 141, 153, 158 Adopted by the Convention ...... 83 Begun but not completed...... 92 Control ...... 83 Copyright ...... 76 Major...... 83 Proof Information ...... 18 Proof of Ancestor Service ...... 23 Proof of Lineage, Copies of ...... 21, 75 Proposed Amendments...... 110 Publicity Committee ...... 121 Publicity Committee Chairman ...... 121, 137, 138 Purchases ...... 135 Rare Books...... 199 Rebecca Jane Fisher Award ...... 40 Recording Secretary ...... 127

MOP Index 2010 The Daughters of the Republic of Texas 249

Recording Secretary General 41, 42, 57, 58, 62, 66-68, 73, 90, 94, 97, 100, 106, 107, 110, 119, 127, 138 Administrative and Standing Committee reports to the BOM ...... 67 Proofread the next MOP ...... 67 Registrar General . . . 16, 25, 33, 46, 59, 60, 71-74, 77, 107, 111, 120, 133, 134, 175, 134 190, 192 Close a line of ancestry...... 72 Microfiche records and microfiche reader ...... 72 Monthly report of money ...... 72 One month from the date each application is received to approve . . . 71 Reimbursed...... 72 Reinstatement of Membership ...... 26, 31, 60, 61, 123 Active...... 132 Relics, Old Trails and Historic Sites Committee ...... 14, 63, 123 Republic of Texas Museum ...... 10, 70, 73, 87, 103, 116, 123, 133, 151, 200 Republic of Texas Museum, Merchandise Available From ...... 200 Resignations, Members...... 60 Resources for Research ...... 26 Restricted Funds ...... 37, 41, 119 Retiring CRT President General...... 63 Retiring President General ...... 45, 57, 66, 79, 105, 184, 185, 190 Annual Proceedings...... 79 Retiring President General's Ribbon ...... 66, 185 Ribbon ...... 75 Ribbon, CRT ...... 139 Ribbon, DRT...... 75, 133, 141, 142, 199 Ribbon, President General ...... 66, 185 Ribbon, Retiring President General ...... 66, 187 Robert's Rules of Order Newly Revised ...... 126 Roth Trophy ...... 62, 63 Sales Tables...... 62, 111 Sales Tax ...... 69, 70 Collection and Remittance ...... 134 Exemption...... 136 Permits ...... 70, 135 Return...... 70 San Jacinto Battleground Committee ...... 124 San Jacinto Day (April 21, 1836) ...... 5 San Jacinto Monument and Battlefield ...... 5 San Jacinto Museum ...... 123 Santa Anna ...... 1

MOP Index 250 Manual of Procedure 2010

Seal and Insignia, DRT...... 141 Second Vice President General 16, 31, 32, 43, 60-62, 66, 69, 73, 74, 111, 120, 122, 128-130, 132-134, 187 List of transfers, reinstatements, deaths, name/address changes . . . . . 61 Section 501(c)(3) by the Internal Revenue Service ...... 136 Senior Member ...... 122 Senior Member Certificates ...... 122 Senior Members Committee...... 89, 122, 123 Senior Members Committee Chairman ...... 66 Sergeant-at-Arms ...... 44 Seventh Grade and Fourth Grade History Essay Contests ...... 45 Shrine, no pictures are allowed...... 94 Six-Star Chapter Award ...... 108 Special Committee reports ...... 46 Special committees ...... 83 Standing Committee reports...... 46 Standing Committees ...... 89, 105 Annual Proceedings...... 89 Awards ...... 89 Bylaws...... 89 Credentials ...... 89 CRT ...... 89 CRT Membership...... 89 Daughters' Reflections Newsletter ...... 89 Education and Flag...... 89 Finance...... 89 Historic...... 89 Historical Publication...... 89 Historical Publication Committee ...... 83 Legislative...... 89 Membership ...... 89 Membership Cards ...... 89 Memorial Park ...... 89 Organization...... 89 Publicity ...... 89 Relics, Old Trails and Historic Sites ...... 89 San Jacinto Battlefield ...... 89 Senior Members ...... 89 State Comptroller's Field Office ...... 135 Sales tax permits ...... 70 Stephen F. Austin Oak Tree ...... 189

MOP Index 2010 The Daughters of the Republic of Texas 251

Stephen F. Austin Oak Tree Ceremony ...... 64 Stephen F. Austin's Birthday (November 3, 1793) ...... 5, 189 Stewart, Charles B...... 3 Supplementals...... 21, 25 Tellers ...... 44 Texas A B C's Coloring Book ...... 200 Texas and Its Flags ...... 3, 199 Texas Comptroller of Public Accounts ...... 85, 95 Texas Flag at the Alamo ...... 66 Texas Flag Pin...... 199 Texas Historical Commission ...... 13, 85, 93, 94, 101 Texas History Awards Fund ...... 37 Texas History Essay Contests ...... 45, 65, 113 Texas History Forum...... 97, 100 Texas History Teacher Contests...... 65 Texas History text books ...... 65 Texas Honor Days ...... 4, 80, 121 Texas Independence Day and Flag Day (March 2, 1836) ...... 4 Texas Legislature...... 120 Texas Nonprofit Corporation Act ...... 21, 75 Fee for copies of approved application ...... 75 Texas Poster Maps...... 200 Texas Revolution ...... 5 Texas Sales Tax Return ...... 70 Texas Sesquicentennial Fellowship Award ...... 37, 45 Texas Skies Award ...... 41 Texas Star Award ...... 41 Texas State Library and Archives...... 26 Texas Statehood Day (February 19, 1846) ...... 4 Texas Veterans ...... 200 Texas Veterans Association ...... 1, 172, 176 Texas Wildflowers ...... 200 Texas's Historical sites...... 63 Texian Navy Day (third Saturday in September) ...... 5 The Precious Legacy ...... 13 The Real Daughters ...... 199 Third Vice President General ...... 46-48, 62, 76, 77, 107, 111, 138, 176 Third Vice President General, CRT Director ...... 139 Timekeeper ...... 44 Transfer Cards...... 77 Transfers ...... 132

MOP Index 252 Manual of Procedure 2010

Transfers from CRT to DRT...... 33, 35 Transfers, Membership ...... 31, 132 Treasurer General . 38, 39, 41, 42, 47, 57, 59, 64, 67, 69, 72, 73, 75, 92, 95, 97, 103, 107, 114, 133-136, 144, 163 Association dues...... 69 Certificates of Deposit ...... 70 DRT Payroll Escrow Account at Frost Bank ...... 70 Form 990 ...... 70 List of all donations of $100 ...... 70 Monthly Texas Sales Tax Return ...... 70 Payroll at the French Legation Museum and DRT Hq. and Museum . 70 Restricted funds ...... 69 Safe deposit box ...... 70 Treaties of Velasco ...... 1, 43 U.S. Copyright Office ...... 76 Velasco Day...... 43 Vetter, Elaine Milam...... 39 Virginia M. Law Endowment Fund ...... 99 Virginia M. Law Research Award...... 99 Volunteer hours...... 57 Wall plaque, Republic of Texas Museum ...... 78 Washington-on-the-Brazos...... 4 Website ...... 38, 44, 98, 110, 114 Welcoming Ceremony for New Members ...... 190 Yearbook Committee Chairman...... 137 Yearbooks ...... 45, 80, 118, 137, 138 Yellow Rose Award ...... 41

MOP Index