Duties of Chapter Officers

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I. President's Responsibilities:

1. The President shall exercise general supervision over all the affairs of the Chapter. He shall enforce strict adherence to all of the ORSSAR Constitution and Bylaws and shall appoint all committees. The President, or in his absence the Vice President, or in his absence The Chapter Secretary, a Chairman pro tem, shall preside at all meetings of the Chapter. Exercising the usual powers of a presiding officer.
   1. Monthly Activity:
      1. Schedule meetings at a noon luncheon on the 3rd Saturday of every month except July and August.
         A Chapter Picnic is encouraged in July or August.
      2. Plan and provide meeting agendas; Coordinate with Program Chairman.
      3. Agenda should include:
         • Invocation
         • Pledge of Allegence
         • S.A.R. Pledge
         • Lunch
         • Program
         • Business
         • Ending:
           • S.A.R. Recessional
           • Benediction
      4. Call Meeting to Order, Control and keep on the Agenda. Parliamentary procedures follow "Robert's Rules of Order".
   2. Calendar for a Year Schedule:
      1. Ensure a Nominating person/committee is appointed by November of each year for Elections in December.
      2. Ensure Election of Officers is carried out in December for installation in the following January.
         Officers: President, Vice President, Secretary/Treasurer, Registrar and Chaplain.
      3. In January or February appoint additional Chapter Officers as necessary:
         Program Chairman, Historian/Custodian, Chancellor (lawyer), Journalist/Public Relations, Membership Chairman, and Medals & Awards Chairman. The President is an "exofficio" member of all committees.
      4. Ensure an Auditing person/committee is appointed by November of each year for review of the Treasurer's records
              to report to the incoming President in January.
      5. Ensure monthly meetings are scheduled on the third Saturday of each month except July and August.
         A Chapter Picnic is encouraged in July or August.
2. Reports and State S.A.R. meetings:
1. Make quarterly and annual reports of chapter meetings and activities to State Secretary of the Oregon Society S.A.R. for their Board of Managers Quarterly and Annual meetings. (State provides notice of meetings.)
2. The President is one of the Board of Managers. He should attend Quarterly and Annual meetings of the OSSAR Board of Managers and the Annual District Conference Meeting.
3. Miscellaneous:
1. Ensure the Chapter has at least one copy of the Official National Society S.A.R. Handbook for Reference on proper actions and procedures.
2. Maintain and provide a "Turn-over Folder" with pertinent data for the new president.

II. Vice-President's Responsibilities

1. The Chapter Vice President, presides at meetings of the Chapter in the absence of the Chapter President. He shall succeed to the Presidency of the Chapter. He shall succeed to the Presidency if that office becomes vacant during the year. He shall be familiar with all of the President's Duties and Responsibilities.
2. The Vice President is specifically responsible for the Chapter's meeting location. A restaurant with a noon luncheon on the third Saturday of each month in Salem, Oregon has been the policy for many years. It appears this policy is satisfactory to most chapter members and should be continued.
3. The Vice President is also responsible for the maintenance and updating of the Chapter's TELEPHONE TREE, Names, telephone numbers, and e-mail addresses of the Chapter's members. The "Tree" is to be used to notify members of meetings, change of meetings or special events.

III. Secretary/Treasurer's Responsibilities:

1. The Chapter Secretary shall:
1. Have charge of all organizational papers and correspondence.
2. Keep a written and accurate copy of the minutes of all Chapter meetings and read the minutes of the previous meeting for correction and approval.
3. Take and keep roll of members: maintain a listing of those present, excused, and those absent.
4. Fill out the Chapter Annual Reports and submit to State Secretary and Registrar as appropriate.
5. Assist the President with official Chapter correspondence as necessary.
2. The Chapter's Secretary/Treasurer shall take charge of a regular chapter meeting if the President or Vice-President is not present.
3. The Chapter's Secretary/Treasurer shall:
1. Keep accurate record books of deposits made, and authorized checks written. Also reconcile the bank statements on a monthly basis.
2. Make monthly reports at each regular monthly meeting for approval by a majority of the members.
3. Make the Chapter's financial books available for audit when given sufficient and appropriate notice. The books should include accounts of Assets, Liabilities, Receipts, and Disbursements.
4. Notify chapter members when annual dues are due and submit funds to appropriate authority (State Secretary Treasurer).

IV. Registrar's Responsibilities:

1. The Chapter Registrar shall:
1. Be responsible for all new membership applications and assist all prospective members in their completion.
2. Advise the prospective member when additional research or information is required.
3. Submit all satisfactorily completed applications to the State Registrar for further review and approval, to be forwarded to the National Society utilizing the "Prospective New Member Application Checklist".
4. When new member Certifications of Membership have been received back from the National Society, assist the President in presentation to the new member using suggested induction Ceremonies listed in the National S.A.R. Handbook.
2. The Registrar shall also act as Membership Chairman until the size of the Chapter and workload requires additional assistance.

V. Chaplain's Responsibilites:

1. The Chapter Chaplain Responsibilities:
1. Be prepared to open each regular chapter meeting with an appropriate invocation or designate some other member to give the invocation.
2. Be prepared to close the regular meetings with a proper benediction.
2. The Chaplain should also be aware of any Chapter members that are ill or incapacitated.
1. Call the member if appropriate and report to the Chapter President.
2. A Chapter member's death should also be reported to the State Secretary. A memorial service considered. Memorial Ceremonies are listed in the National S.A.R. Handbook.

VI. Program Chairman's Responsibilities:

1. The Chapter Program Chairman shall:
1. Try to provide meeting programs that are patriotic, historical, and educational in relation to the Revolutionary War, U.S. government, and present day activities etc., thus resulting in greater attendance.
2. Make an effort to announce program for the next meeting or even provide and annual program schedule for monthly meetings if possible.
3. Try to solicit from the chapter membership suggestions for future programs.

VII. Journalist/Public Relations Chairman Responsibilities:

1. The Chapter Journalist/Public Relations Chairman shall:
1. Publish and disseminate a Chapter Bulletin/Newsletter for each regular monthly meeting to ensure that members know the date, time, and place of the meeting. A review of the previous meeting should be given and highlights of the fore coming meeting listed.
2. Publicity for the chapter is vital for membership growth. Items and noteworthy events should be sought by the members and given to the Publicity Chairman for submission to the Newspapers, etc.
3. Chapter noteworthy events should be passed on to the State Society and sent in to the National Society for publishing in the S.A.R. Magazine.

VIII. Historian/Custodian Responsibilities:

1. The Chapter Historian/Custodian shall:
1. Maintain a scrapbook of pictures and clippings of special activities of the chapter.
2. Maintain a record of past officers by year with other pertinent data for chapter reference.
3. Be in charge of the chapter flags and ensure that some member brings them to all regular meetings.
4. Be in charge of any other chapter property: Projectors, podium, etc.

IX. Chancellor's Responsibilities:

1. The Chapter Chancellor (Lawyer) shall:
1. Provide advice and counsel to the President and Chapter on legal matters pertaining to the State and National Societies By-Laws and regulations.
2. Assist in the wording of resolutions that the Chapter may recommend.
3. Act as negotiator or mediator for any internal or external disputes.
4. The Chancellor shall also act as the Medals and Awards Chairman until the size of the Chapter or work load becomes too great.