National Society Colonial Dames - Weebly · 2 Seventeenth Century Review, 2013 NATIONAL OFFICERS...

DIRECTIVES

2013-2015

National Society

Colonial Dames

XVII Century

1300 New Hampshire Avenue NW

Washington, DC 20036-1595

Directives From:

National Officers

&

National Chairmen

Mrs. Horace M. Davis 20 Lessies Drive

Poquoson, VA 23662-1640

2 Seventeenth Century Review, 2013

NATIONAL OFFICERS

PRESIDENT GENERAL It is a great honor and privilege to serve as the President General of the National Society Colonial Dames Seventeenth Century for the 2013-2015 term. Thank you for your vote of confidence. This position is taken very seriously, and the concerns of the National Society are of utmost importance. Our National Officers and Chairman have been diligent in preparing the following Directives for publication. These Directives focus on the Society’s activities for the next two years and provide guidelines and practical answers to most questions. It is extremely important for all State and Chapter Officers and Chairmen to study the Directives and immediately make notes on your calendars of deadlines for reports. This Goldenrod Directory has been designed for the binder containing your National Handbook and Bylaws. Having these easily accessible will be essential for your position. Should you need additional assistance, please contact an officer or chairman directly. Also know that this President General will be delighted to assist you. The Summer Packet of Instructions and Forms are for your Officers and Committee Chairmen for this Administration. In August the Summer Packet will be posted in its entirety and as individual forms on the “members only” section of the Society website. Check this often as the most recent version of each form is always available. It is a goal of this Administration to have all NSCDXVIIC forms “fillable” so that one can open, complete, save, and return all forms online and no longer take the time

and the expense of filling out individual envelopes, and mailings. As you prepare for your Workshops and the first meeting in the fall you should review these with the Committee Chairmen and others involved in planning. In an effort to eliminate any future confusion, be sure everyone understands the goals of the various National Chairmen, who have worked hard to review and clarify these instructions. All awards, credentials and arrangements depend upon the timely filing of these reports. Members of the National Committees and your National Officers are working to keep these forms current on our national website. The Summer Packet and the Directives printed in this Goldenrod Directory, are the necessary guidelines and tools for the work of the Society. Again, it is very important these be immediately distributed to the members directly responsible for each of these duties. Please note and place all deadlines on your calendars. During these next two years as we “Celebrate our One Hundredth Anniversary” help me to emphasize our Theme: “Uniting Our Strength Toward Common Goals,” and our Scripture: “And let the peace that comes from Christ rule in your hearts. For as members of one body you are called to live in peace. And always be thankful.” (Colossians 3:15) It is my honor and pleasure to serve the members of this noble Society for the next two years and I do hope you will support the following projects and goals of this Administration: Projects and Goals for 2013-2015

Continued Restoration of our National Headquarters

Membership Challenge

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Marking and Preservation of Historic Sites

Heraldry and Coats of Arms

Historic Jamestown Island

Pocahontas Projects

Strategic Long Range Planning May God give us joy in our hearts as we move forward with honesty and grace. Lillie Frances “Fran” Harrington Davis

FIRST VICE PRESIDENT GENERAL

This officer is honored to be serving as your First Vice President General and thanks all members for their support. Congratulations to all of you who have been elected as either State or Chapter First Vice Presidents. The duties of these offices can be challenging and having the support of your other officers and members is invaluable. Tools available to help you with your office include the National, State, and Chapter Bylaws; the National Handbook; the Directives in the Goldenrod section printed in the Seventeenth Century Review; issues of the Review; the National website where important information, report forms, timely notices, and updates are posted; and, Board of Management and Conference reports. Learn as much as you can about our wonderful Society. Throughout your term of office, you are encouraged to offer support and assistance to your State or Chapter President as needed. Your duties may include arranging programs, securing meeting places, and selecting menus. You also may serve on committees such as Finance, Program, and/or Membership. Be prepared and available to preside at meetings should your President be unable to be present. Plans are under way for the 90th Annual National Conference to be held

April 9-12, 2014 at the Mayflower Hotel in Washington DC. Please plan to attend and encourage your members to attend. Details will be printed in the “Call to Conference” which will be published in the Review. Hostess states are selected alphabetically to prepare decorations for events at Conference. To assist with the cost of decorations and expenses, a stipulated amount of money is given to each of the hostess states. (See National Standing Rule #6.) Hostess States are alerted so that the appointed Chairmen can attend the planning session to be held during the October Board of Management Meeting which will be October 3-5, 2013. The National Society will celebrate its 100th Anniversary at the 91st Annual National Conference to be held April 8-11, 2015 at the Mayflower Hotel. Serving as hostess for all events will be the 100th Anniversary Celebration-2015 Committee. Members are encouraged to mark their calendars for the 2015 Conference as plans have been underway for several years to make the Centennial Conference very special and most memorable. If this officer can be of assistance in any way, please call, fax, or e-mail. This officer extends her very best wishes for a most successful term. Elizabeth “Libby” Snuggs McAteer SECOND VICE PRESIDENT GENERAL The duties of the Second Vice President General are to Encourage donations to the: a) Endowment Fund b) Expansion Fund c) Headquarters Maintenance Fund These three funds are focused on the expansion, maintenance and upkeep


of our beautiful Headquarters Building. We have an old, historic building that we are extremely proud of and keep in pristine condition. We are located in the DuPont Historical District of DC and are currently applying for inclusion in the National Historical Register. Our Headquarters Building is a treasure to be loved and appreciated by all of our members. Other donation funds focus on Scholarships offered, support of our Museum and various other goals as named in the Object of the Society. By using the Gift Form and following directions, individuals and chapters may make a donation either honoring an individual or group or in memory of a deceased person. All Gifts are acknowledged and the honoree or person memorialized are sent notice of the gift. Some gifts to specified national funds enable the donor to obtain the appropriate pin for their insignia ribbon. The Second Vice President General also has specified responsibilities for the arrangements for our National Conference held each April and the Fall Board of Management Meeting in October of each year. Attending either or both of these national meetings will reinforce one’s pride and pleasure in holding membership in our wonderful Society. Your National Executive Board hopes you will plan to attend and hear all the informative reports telling of the wonderful achievements the members and chapters have made. Mary Ellen Hinson

THIRD VICE PRESIDENT GENERAL

The office of the Third Vice President General is mainly focused on stewardship of our beautiful headquarters

building. As the momentous 100th Anniversary of our beloved Society draws our attention, let’s consider some other anniversaries that relate to our wonderful home at 1300 New Hampshire Avenue NW. One hundred and thirty years ago (1885) the first residents were moving into their handsome new home. Though the Dupont Circle area was young then, the three story building with its tower, bay window and mansard roof must have been striking. Our Entrance Hall, Reception Room, Sitting Room, Music Room, Kitchen, Museum Room, President General’s office, Textile Room as well as all Bedrooms and Powder Rooms are currently housed in this portion of the building. The Vault, Genealogist’s Office, Mailroom, Furnace, Microfiche and Records/Family Name File Room are in the basement. About one hundred and fifteen years ago (1901), a new owner decided to expand with two-story addition that now houses our Drawing Room, Dining Room, Flag Room, and Ballroom, as well as the Office and Library in the basement. It is difficult to imagine Headquarters without these places to mount the extensive collection of Coats of Arms, display the Flags of each of our State Societies, or accommodate busy researchers pouring through our volumes of genealogical material. Sixty-five years ago, during Mrs. Gupton’s administration, the “Fund for the National Headquarters” was created and received its first donation - $200. These forward thinking ladies made the 1957 building selection and purchase possible. Fifty-five years ago (1958) at the Thirty-Fourth Conference Mrs. Burkett dedicated the building with the following quote that still speaks so powerfully today: “We are gathered here today to dedicate this- the first National

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Headquarters of the National Society Colonial Dames of XVII Century, and we welcome you. It will not only provide a meeting place, a library, and a repository for valuable records and papers, it is a monument to the memory of our esteemed forefathers, the Founders of our wonderful country, for their wise vision and noble objectives - which is our richest heritage. We are grateful to the members whose efforts and contributions have made this Dedication today possible. We pay tribute to the leaders of our Society, past and present, whose inspiration, and labors of love and sacrifice have built the foundation of our beloved Society. We honor them today. To us they have handed the Torch for future generations. May we merit this responsibility, and prove worthy of our trust.” As we now carry that Torch, it is our task to continue to preserve and improve the Headquarters building which has meant so much to so many for such a long time. As can be expected with any building of a certain vintage, she needs our continual and vigilant attention to her care. Our immediate battle is water seepage and all the associated plights – mold, termites, peeling paint, material damage, water remediation and restoration. Let’s prove worthy of that trust. Please consider donations to the Maintenance and Endowment Funds as these funds provide for the care so desperately needed to keep our home attractive and functional. Should you have any questions about Headquarters, please feel free to contact this officer or our very capable Headquarters Supervisor, Jacque-Lynne Schulman. We hope that you will plan a visit sometime soon to see the museum collections, research in the library or host a chapter meeting. As Dames we are so

very fortunate to have such a gorgeous home to share with each other. Millicent M. Jordan

GUIDELINES FOR VISITING OUR

HEADQUARTERS BUILDING The glorious 130 year old dame at 1300 New Hampshire Avenue NW, Washington, DC, is the property of the National Society Colonial Dames 17th Century membership. We hope that you will plan a visit sometime soon to see the museum collections, research in the library or host a chapter meeting. We ask that you follow these guidelines for the preservation of the house, efficiency of Society operations and the general safety of yourself and others. 1. ALL Visits must be scheduled with the

Office Manager at 202-293-1700 or cd17th@verizon. net. The Office is open from 10:00am to 3:00pm Monday through Friday.

2. Library Use: The Library is open from 10:00am to 3:00pm Monday through Friday except during the National Conference and Genie sessions. Be sure to schedule the time with Staff as space is limited.

3. Meeting Use: Chapter meetings or events must be scheduled for Tuesday-Friday between the hours of 10:00 AM-3:00PM.

4. If a tour of the house is desired, contact the Docent Chairman as soon as possible to request a docent. They have wonderful insight and information to share.

5. All persons visiting Headquarters are required to sign the Guestbook.

6. Individuals should not wander the house alone; please stay together as accidents can happen.


7. Be aware of the locations of fire extinguishers and exits in case of fire.

8. Preparation of food should be coordinated with the Headquarters Supervisor.

9. Food/drink is permitted only in the Kitchen and Dining Room areas. Please do not take food/drink to other rooms. Care should be taken to protect the Dining table with a cloth or placemats.

10. No alcoholic beverages are allowed in the house without written permission from the President General.

11. The kitchen shall be left clean and tidy. Do not leave food/drinks in the refrigerator when departing.

12. Be sure to turn off all lights as you depart as we all pay the utility bills.

13. The Society is not responsible for personal items brought into the building.

14. No tobacco use is permitted within the house. There are designated smoking areas outside the house.

15. Parking in the area is very limited. You may wish to consider public transportation such as Metro, buses or taxicabs.

16. Headquarters Staff are administrative support for the Society and are not available to perform research or assist researchers during their visits. They may assist if their time permits, but it is best to plan for independent research.

17. Enjoy your visit! Millicent M. Jordan

CHAPLAIN GENERAL To be a chaplain connects us with the eternal more than any other job we may choose to do. We must learn to be sensitive to the needs of others and pray

daily for inspiration to help them to find peace of mind. It is an honor to serve as your Chaplain General. It is also an honor for you to serve as State or Chapter Chaplain. We need to be prepared to provide invocations, grace, and benedictions, many of which are found in the Chaplains’ Handbook, In Reverence, Rituals and Prayers published by the National Society Colonial Dames XVII Century. It also includes a Chaplain's Motto, Duties, Instructions for Hours of Remembrance, Dedications, and Scripture. We also need to have a copy of the current Bylaws and Handbook of the Colonial Dames XVII Century. Let us strive to work together in performing our duties to the best of our ability. ALL REPORTS can be emailed as attachments. If you do not have access to the internet, write to your State or Chaplain General and we can mail you the proper report forms. If you do not have a typewriter, please print clearly using ink or ballpoint pen. REPORTING DECEASED MEMBERS: TYPE OR PRINT LEGIBLY on the Chaplain's Report Form found on our website. Log in, click on “Members Only,” enter password to login, find “Click here to visit the Members only site.” Click on the left column, “Report Forms & Directives,” scroll down the National Officers list in the middle and find “Report a Death” under Chaplain General. Fill out Sections 1, 2, and 6 completely, especially #6. Please indicate if spouse is alive and fill out Next of Kin with an address. The Chaplin General sends this person a sympathy card with an invitation to attend the special Memorial Service that is held during National Conference. This service honors the members who have died since the previous conference. On the bottom of the form are directions where each copy is to be mailed. Of

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course the Form can be filled out online and sent as an attachment by email to recipients who have email. All copies must be legible. Please include an obituary which can solidify many facts and clarify questions that may arise. When using email, such items can be scanned. Send the Chaplain General's copy to the address listed elsewhere in this book. CHAPTER CHAPLAIN’S YEARLY REPORT FORM is found on the same page under the Chaplain’s Directives. Please list the deceased members alphabetically by their LAST name. This form is to be used ONLY at the end of the year. Mail or email your report to your State Chaplain by January 15. STATE CHAPLAIN’S YEARLY REPORT FORM is found just under the Chapter Chaplain’s Report Form. Please prepare this report to mail or email to the Chaplain General by February 15. The Chapters are to be listed in alphabetical order. The names of the deceased members are to be listed under the name of the Chapter to which they belonged in alphabetical order as presented by each Chapter Chaplin. Each State Chaplain is encouraged to attend the National Memorial Service. If you are representing your State, the appropriate apparel is white or off- white dress or suit, white shoes, and white gloves. No hats, ribbons or sashes, please. This officer requests a copy of your new state Yearbook as soon as it is printed, hard copy or email. They are as helpful as the obituaries. Use the address listed on the forms or elsewhere in this book. Ellen Jayne Wheeler

RECORDING SECRETARY GENERAL

Recording the business of the Society whether it is on the National, State, or Chapter level is the most important duty of this office. An accurate and informative record of the Executive Board, Board of Management, and National Conference keeps the Society in focus and useful as a permanent reference to verify information on every level. Duties of recording the meeting include a roll call of members present to determine if there is a quorum. Take note of the place, date, and time the meeting started and ended. To aid in the transcription, a tape/digital recorder may be used to record the actions of the meeting. When using a computer to prepare the minutes, save the minutes in a separate folder from your other correspondence and documents. This will save you much time in transcribing future minutes by substituting new actions in the place of previous minutes. Exhibits may also be attached to the minutes. When motions are made, index cards may be used, signed by the author, and the seconder for reference. You should have in your possession a current copy of the Bylaws for use when typing up the minutes. A separate notebook containing all the minutes of your term of office is essential. Thus, you will be ready to answer any questions that may arise. Keeping the flow of the meeting with minimum interruptions is consistent with a good business meeting. This type of efficiency promotes confidence in the leadership and goodwill among the members.


Please contact this officer for further clarification. I look forward to serving with you in the new administration. Frances Caillouet Carlton

CORRESPONDING SECRETARY GENERAL

As your new Corresponding Secretary General, I am looking forward to helping everyone stay "in touch." We live in a society where communication is at our fingertips and we are so accustomed to being able to reach someone whenever we need them. In order for this to effectively happen, we must have accurate information on hand. This can only happen when the proper information is submitted by Chapter and State Presidents completing and sending in the proper forms with all of the required information within the time allowed. Many of us somehow consider our deadlines to be only suggestions. If each of us is going to accomplish all of our duties, the deadlines must be adhered to. As much as this officer would love to have the time to contact each State/Chapter President to get the information, chit chat and get to know each other, this is just not feasible. The duties of this officer are to compile a mailing list of the National Society and to publish an official Directory that contains the names and contact information of all National and State Officers as well as Committee Chairman. Chapter Officers and Chairmen are not included in the Directory, but must be on record in order to keep all lines of communication open. Chapter Presidents are included in the Goldenrod. When you receive your Summer Packet of Forms from National, there will be three required forms to fill our and return to the Corresponding Secretary

General. These three forms need to be received by this officer by April 1st in odd numbered years. Should the April 1st deadline be missed, it is the responsibility of the submitter to acquire the name and contact information of the newly elected Corresponding Secretary General and send all three forms to that officer. Completing the forms is a detailed response and should be the first thing each newly elected State/Chapter President should do. Please read them carefully paying close attention to where each form is to be sent. Form 1 is for the State and Chapter Presidents to provide information on their officers. Form 2 is for State and Chapter Presidents to provide information on their committee chairmen. Form 3 is for State Presidents to provide information on their state's Chapter Presidents. Please use on the current forms (2013-2015) sent in the Summer Packet. Also, please include full contact information for each person listed ( her name and husband's name if applicable, current mailing address with 9-digit zip code and phone number with area code, fax and email) If possible, please type all information. It is advisable to fill out the form online and e-mail it to the proper officer. This will save both time and postage.

The National Directory will be published and available in October. The Goldenrod directory will be published and sent with the summer edition of the Seventeenth Century Review. Please notify this officer of any changes in officers, chairman or contact information as they occur. Updates and corrections will be printed in the Seventeenth Century Review from information provided. An accurate and up to date Directory can only be accomplished with your cooperation.

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Please know that this officer is so pleased and honored that you have chosen her to represent you and our Society as Corresponding Secretary General and that she is more than willing to help in any way that she can. Please feel free to contact her for any assistance you may need. Working together will help to keep all lines of communication open. Leslie D. Breaux ORGANIZING SECRETARY GENERAL

I am honored to be serving as your new Organizing Secretary General for 2013-2015 and am looking forward to working with each of the States over the next two years. The duties of this National Officer include assisting in the overall formation of new Chapters and State Societies, assisting in the merging of chapters, and preserving chapter strength. As members of our Society, please keep me informed of areas of growth that can support a new Colonial Dames XVII Century Chapter. It will be my responsibility to assist the State Organizing Secretaries in the formation of those chapters. We are all aware that membership growth is essential for the National Society Colonial Dames XVII Century to survive! Increased chapter formation along with preserving the strength and vitality of our present chapters is this officer’s main objective. The chartering of chapters is the life blood of our society. It is through your leadership and surveillance that new chapters are organized. Please work to increase the membership in your chapters and to encourage your members to be involved in the important and satisfying goals of Colonial Dames XVII Century. In addition, you must always work diligently to retain

chapter membership. Each and every member is an important jewel in the crown of Colonial Dames XVI Century! Chapter membership count must be constantly observed. Please step in to inspire a chapter losing its members to seek new members before they are ready to disband! Do not allow the chapters in your state to “fall by the wayside”. All chapter members are an important part of the Membership Committee. Chapter members are the contacts and representatives within our communities that encourage new members to join our Society. Always be aware of ladies in your areas who would make good members and invite them to attend your Colonial Dames meetings. Serving as your Organizing Secretary General is a tremendous honor. This officer is here to serve you and our National Society. You will find no form enclosed with this letter. If any of the activities listed below are undertaken by your state or chapter, I will have to be notified. The National Society Colonial Dames XVII Century is a wonderful organization! With all of us working together, our wonderful Society will thrive and grow for generations! Anna Marie Lee

TREASURER GENERAL It is a sincere honor and privilege to serve as your returning Treasurer General. A warm welcome to our new State and Chapter Treasurers; I hope that we can all learn to love the complex world of Colonial Dames finances. A heartfelt “Thank You” is extended to those who have made the commitment to continue to serve in a Treasurer position. Also, please welcome Carolyn Jones, our new Headquarters Treasurer. Anyone who


has ever held a Treasurer position knows that it is a great responsibility, a major commitment of time and often involves quite a bit of detailed work. Remember, we all volunteered for this. One of the good things about returning as Treasurer General is that I have probably been faced with nearly any question that can be thought of. I am not asking you to stump me. The Treasurer General continues to make sure that all Society funds are accurately accounted for and put to their intended use in a timely fashion. As a longtime member of this Society, and of other societies, she believes that checks need to be deposited promptly and that proper allocating of funds is essential and foremost in her mind. This assures accuracy and that monies received will be credited to the designated funds. To see that this does happen during this administration, she will very much need the help of every member, especially the State and Chapter Treasurers. Forms: The Summer Packet is currently in preparation and will be available on the Society’s website soon (www.colonialdames17c.org). The Packet contains all the necessary forms and related instructions for use in this administration. Please discard all previous versions of the various forms. The Treasurer General will continue to use the Microsoft Excel spreadsheet generated version of the Annual Dues Form sent to State Presidents/Treasurers electronically as works well. Should anyone desire not to use the electronic version, contact the Treasurer General and the Annual Dues Form will be mailed to you directly. Dues and Fees: National Dues are $22.00 a year. Application fees are $45.00. A complete schedule of dues and fees is included in the Summer Packet

along with a flowchart for submitting funds for your reference. National Dues and Donations to National Funds are due to the Treasurer General no later than 31 December of each year. Rosters of Society members, listed by Chapter, will be prepared and distributed online before the Fall Board of Management meeting. Each State President/Treasurer will receive this information and is responsible for its dissemination within her State Society. It is the responsibility of each Chapter Treasurer to carefully review her Chapter’s membership roster for accuracy. In the event errors are discovered, please promptly notify the Headquarters Secretary in writing so that she may make the required corrections. Members who were still delinquent at the 01-March 2013 cut-off date have been dropped for non-payment of dues, thereby necessitating the payment of the reinstatement fee of $44.00. Donations: Donations to National Funds must be submitted to the Treasurer General, at her residence, no later than 31-December each year. The updated form (Donations to National Funds Form) has a list of the specific funds that are open for donations. Donations received for funds now closed will be transferred, at the discretion of the Executive Committee, to another existing fund which most closely resembles the intent of the original donation. Scholarships: Scholarships serve to support the third item listed in the Object of the Society, "to aid in the education of the youth of our country." Granting scholarships is also important in helping to ensure the continuance of our tax exempt status. To this end, the National Society reports all scholarships awarded annually to the IRS. The Society appreciates your assistance in maintaining the most comprehensive and

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accurate data possible. Please be sure to complete fully the State/Chapter Scholarship Form when sending scholarships to this Officer. She needs all the pertinent information to ensure that the funds are mailed to the correct institution for the benefit of the specific student so that the correct recipient may benefit from your good works. As Treasurer General, she will see that the funds are forwarded within days of their receipt. All scholarships issued from National Scholarship Funds (ex: Taney, Williamson, etc.) will be made payable to the College or University to which the scholarship recipient has been accepted. These funds will be mailed in early August so that the funds will be available prior to the start of fall term. Application forms for National Scholarships must be obtained from the appropriate scholarship chairman. Tax Exempt Status, IRS 950 Filing and EIN Numbers: Remember that the National Society has received an IRS 501(c)(3) ruling and all State Organizations and Chapters are subordinates. If your State or Chapter has obtained an EIN number and are listed on the National Society Exemption Roster, which is filed annually, the State or Chapter is considered a subordinate organization under the National Society umbrella exemption, provided that the Chapter or State organization has not had its EIN revoked by the IRS. As a result, it is the responsibility of State and Chapter Treasurers to file the appropriate IRS 990 form. The IRS code states that tax exempt organizations (i.e., State Societies with or without Chapters, and Chapters) must file an electronic form 990-N (also referred to as the e-Postcard), if the subordinate organization has received gross receipts of $25,000 or less in a fiscal year. The IRS code also

states that tax exempt organizations (i.e., State Societies with or without Chapters, and Chapters) must file an electronic form 990-EZ, if the subordinate organization has received gross receipts in excess of $25,000 in a fiscal year. These forms and more information regarding them are available on the web at www. IRS.gov. Documentation for State and Chapter Checking Accounts: Each Chapter and/or State Society should maintain a file that will be of assistance in opening a new bank account or changing an account. The National Society is a nonprofit organization and has tax-exempt status with the Internal Revenue Service; documentation of this status must be presented when opening a new account with any bank. A chapter wishing to obtain this documentation should contact her State Treasurer for the information needed. If the State Treasurer is unable to locate the necessary documentation, the State Treasurer may contact the Treasurer General. Once said documentation is received in the state, these documents should be placed in a clearly identified file. Remember to include the Chapter Name on the Chapter checks. Doing so makes damaged or incorrect checks much easier to track. If there is anything your Treasurer General can do to assist in completing the work of our Society, please contact her. The most reliable method is by e-mail at [email protected]. She can also be reached by telephone but, she does not have access to a fax machine. The Treasurer General looks forward to another productive two years working with the State, Chapter and Headquarters Treasurers and all the members, for the benefit of our Society. Nancy Cobos


REGISTRAR GENERAL Greetings from your Registrar General. It is a great pleasure to again serve the National Society. Please consult the goldenrod pages for instructions on submitting membership and supplemental papers. The closer you follow those instructions, the faster we can approve applications and supplementals. Also, remember that the Staff Genealogist does not work on supplementals, so those queries should always be directed to the Registrar General. I am always ready to help in any way I can. I look forward to working with you to increase our membership. INSTRUCTIONS TO STATE & CHAPTER REGISTRARS GENERAL PROCEDURES: Forms: Blank forms and paper are available from Headquarters. Please obtain a supply order form on the Society website. All supply orders are postpaid. The master copy of all applications and supplementals must be prepared using the Society’s preprinted and acid free paper forms. You may use the disk that is sold by the Society; or type manually, to complete either the member application or the supplementals. No handwritten applications will be accepted. Two [2] copies of the application must be submitted; the 2nd copy may be a photo copy. The application must be completed and with all the original signatures in place. Be sure the correct fee is enclosed. The Staff Genealogist approves applications and the Registrar General approves supplementals. The Executive Board does not approve papers. Genie sessions are held in January, June and August. Supplementals should arrive at headquarters at least two [2] weeks before any genie session. Include a check from the Chapter Treasurer, made

payable to National Society Colonial Dames XVII Century for the Application fee of $45 for regular members, $22.50 for Junior members or the Supplemental fee of $20. Be certain that the name of the applicant is spelled correctly on page 1 of the application or supplemental form. NOTORIZATION: No longer required. ZIP CODE: The nine [9] digit zip code is required. SIGNATURES: Check carefully to be sure that all the required signatures are in place. Membership Long and Short Forms: The Applicant, Chapter Registrar and the Chapter President, plus two [2] endorsers must sign. Supplementals: The member and the Chapter Registrar must sign. The Chapter President and endorsers do not sign. DATES: All dates are to be entered: day-month-year (14 Feb 1700). Do not use the slash or the dash; they will not be accepted. If a date is uncertain, then use the abbreviation ‘c’ or ‘ca’ for circa: which means ‘about.’ QUAKER DATES: The Quakers never adopted the Gregorian Calendar and consistently used the Julian Calendar. The first month of their calendar began March 25. Do not try to change the Quaker dates into the Gregorian Calendar. A date must be written exactly as found in the records: 1 9mo 1733. PROOF OF SERVICE: Only 17th century records will be accepted as proof of service. All records must be dated prior to 1 January 1701 (New Style) or 25 March 1700/01 (Old Style). LEGATEES: These applications are no longer accepted. APPLICATIONS FOR MEMBERSHIP: Membership Fee: $45. Long Forms: Generations 1 through 3 must be documented for applicant,

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parents and grandparents. If a person is still living, enter “Living” in the place for the death date. If a birth, death or marriage in these generations cannot be documented for any reason, a signed statement, explaining what resources have been consulted and the result is required. It is not necessary to include any marriage if there are no children. Do include the marriage if there are children and you were able to obtain the documentation. It could help prospective members. Marriage Records: These can be obtained from city/county courthouses. We prefer that you send a copy of the official application and license for proof. You may have to ask for this document. Church certificates are an acceptable alternate. Newspaper articles may be used only in the absence of official records. If a newspaper article is used, the date and name of the newspaper must accompany the article. Short Forms: Membership fee $45 and $22.50 for Junior members. All generations on the Short Form must be completed. At least one generation must be identical to one generation on the Long Form to which the connection is claimed. All proofs that were used on the Long Form must be listed on the Short Form. Do not type: “see #12345 for Jane Doe.” Enter national number and the name of the Long Form at the bottom of the page. Do not submit proofs that were sent previously. Proofs for any event that occurred after the Long Form was submitted must be submitted with the Short Form. OFFICIAL DOCUMENTATION: A copy of any birth or death that occurred after a state began registering such events must be submitted using the official record as supplied by the Town,

County or State. If no record exists, a confirmation of that fact by the Town, County or State must be submitted with the application or supplemental. SUPPLEMENTAL APPLICATIONS: The above instructions for Membership Applications apply also to the Supplemental Applications. The Supplementals are processed only in January, June, and August. The fee for the supplemental application is $20.00. The long form application paper is used. Be sure to mark at the top of the paper that it is a supplemental. Some CD’s include that designation already. Signatures required are for the Applicant and the Chapter Registrar only. Submit only five (5) supplementals at any one time. The five must be processed and any appropriate actions taken before five more can be sent. The Staff Genealogist does not process supplementals. Proofs that have been submitted with prior papers do not have to be sent in again, but they must be listed. Again, do not type “see #12345 for Jane Doe,” type “#12345-Ancestor name-gen. #-…” Proof of service must be listed and submitted on every paper even if that proof has been submitted previously. PROOFS: 1) Be sure that when you copy a page of relevant proof, you copy the entire section. Do not copy page 1 that has your ancestor on it, then skip to where the next generation continues. Copy the entire generation as there may be references to Wills, Deeds and other events that are needed to prove relationships. 2) If the Registrar General, the Staff Genealogist or a Genie cannot follow the text, the paper will be held in pending until receipt of the necessary clarification/proof; thus time is lost in


processing the application or supplemental. 3) Be sure to copy the correct Title Page for all documentation from books. Be sure to place it with the correct page of the proof. 4) Proofs must be on paper no smaller than 8 1/2 x 11 but no larger than 11 x 14. 5) Photos must be mounted on separate 8 1/2 x 11 paper. 6) Do not use highlighter of any kind. These appear as black spaces in the microfilm and thus the proof cannot be read. 7) Underline all relevant facts in RED. 8) Do not make multiple copies of a proof that is used for several generations. One copy, properly marked, will do. Mark on the margin: G3, G4, G5, etc 9) Send a published or transcribed record with each handwritten record. Old handwritten records are extremely difficult to read and do not microfilm well. SPECIAL NOTICE: Membership papers not approved will be held at headquarters for three [3] years pending receipt of additional requested documentation. After the three [3] year period, they will be discarded if no requested documentation is received. Supplemental papers will be held for one [1] year and then discarded if no requested documentation is received. CERTIFICATES: Certificate orders are sent to the engrossers at the beginning of each month. Depending on the number of certificates required, it should take about 4-6 weeks to receive the completed certificate. If your certificate is not received within this time frame, please write to the Registrar General and request a replacement. Certificate order forms are available for supplementals. Please consult the National Website to order. The cost is $10.

STANDARD ABBREVIATIONS: Because space is limited in various sections of the application forms, the following abbreviations may be used: BC/DC: Birth/Death Certificate. The certificate number is not needed. DB/WB: Deed Book/Will Book. Always be sure to specify the location of the proof. ML/MB: Marriage License/ Marriage Bond. Do not confuse the date on the license as the date of the marriage. WP/WD: Will Probated/Will Dated. The W/P can be used for the date of death if that exact date is unknown. INV: Inventory conducted. Can be used also to place the date of death if that is not known. ADMIN: Administration of the will granted. COLON: This is now accepted to replace page, or pg. Title, author, date of publication:(colon) page number/s, ie. Cavaliers and Pioneers, Vol. 2, 1666-1695, N.M. Nugent, 1977: 345 SHORT TITLES: Again, because space is limited, some titles may be shortened. Just be sure it is an easily recognizable abbreviation, example: HIST/JONES CO, IA = History of Jones County, Iowa. You may omit the authors and publishers but be sure to include the correct title page with the proof. You may always contact the Registrar General at any time if you have any questions about submitting applications or if you are unsure about a proof. We look forward to working with the membership, thereby increasing our membership and the members’ ancestors. Patricia Larkin Horton

HISTORIAN GENERAL We have an exciting duty as we promote the objectives of our Society as

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set forth in the National Bylaws, Article II. Please study our objectives to determine how your Chapter and State will execute each of those objectives. It is important to remember that all forms are available from your State President, State Historian and Chapter Historian. Also, the forms are available on line in the Colonial Dames Web Site. Remember the Chapter Historian is to send the Chapter Yearly Report to the State Historian by January 15 of each year. The State Historian is to send to the National Historian the State Yearly Report by February 15th of each year. Remember: “The Past is But a Prologue to the Future;” therefore promote interest in Colonial History, Celebrate National Patriotic Days, Preserve Records and Historic Sites and Celebrate National Patriotism Week. The Flag of the United States of America should be displayed, have programs about and contribute flags to public places as schools. Each chapter should purchase the program guide “Services to Commemorate Historic Patriotic Days.” The National Program guide has been updated and titled “Manuscripts and Visual Programs which is available from National Headquarters for educational and interesting programs. Keep the public aware of our Colonial Heritage by celebrating Colonial Day, Week or Month in chapters using displays in libraries, newspaper articles and proclamations. Keep and display a scrapbook for your chapter or state as this is a living record. It is very important; if the President General is guest in your chapter or state, please send pictures, mementos and programs of her visit to this officer to be included in this administration’s scrapbook. Also, send identified pictures

of any chapter activity that would be interesting to the President General. We will accomplish our national objectives if we aid in the preservation of the records, historical sites, foster interest in colonial research, aid the education of all, recognize the noble and heroic deeds of our ancestors and maintain the high principles that led to the formation of our great nation. We should preserve the lineages and Coats of Arms as we develop libraries locally and our national library to the specialization of the seventeenth century. Join me in a quest for a greater awareness of our grand history in order for the future to afford a lasting recognition for posterity. Let us make our history interesting and come alive for all. As you pursue these challenges, please contact me, if I can assist. It is an Honor for me to serve our National Society. Elizabeth W. Gramling

LIBRARIAN GENERAL

It is a pleasure to work and cooperate with each member for the improvement of our National Library and our Society. Our library is growing and we are concentrating on documented genealogical books. GUIDELINES FOR COMPLETION OF CHAPTER AND STATE LIBRARIAN REPORT FORMS (AVAILABLE IN THE SUMMER PACKET) 1. Obtain from your Chapter/State Registrar and Treasurer the following information: a. Number of members in your chapter of State society depending upon which form you are completing. b. Monetary donations given by your Chapter/ State to the National Library. Include Hour of Giving Donations to the


National Library and monetary donations to purchase books. The funds reported by the State Librarian should match those reported by the State Treasurer for the National Library. 2. Book donations to local libraries must be of genealogical value and well documented. Our focus is to acquire books of records for state/counties/municipalities that would serve to document lineages and support our research endeavors. Many of these types of books are produced by local historical genealogical groups and do not receive national publicity and remain unknown to us. Your assistance in making these books known to us is important for our acquisitions program. Especially desired are books of the following types of records: birth, death, & marriage registers, probate/estate, deed/tax, court, church registers (not histories), and cemeteries. 3. Unless documentation is attached when called for, CREDIT CAN NOT be given. Chapter librarians are to mail, before January 15th, their completed Chapter Librarian's Report to their State Librarian who in turn mails the State Report to the Librarian General before February 15th. The State President is asked to mail completed forms to the Librarian General, if your state does not have a State Librarian. State Librarians are asked to attach a copy of their State Library activities, which were presented at State Conference. 4. Documented credit for hours is given to Dames who have worked as volunteers in genealogical and local historical libraries. 5. A donation of $100.00 to the National Library will entitle the donor to purchase the Library pin from Hamilton. 6. There are five forms for each chapter:

a. Chapter Librarian's Report, National Donations b .Chapter Librarian's Report, Local Donations c. Book Donation approval Request Form d. State Librarian's Report, Local Donations e. Monetary Donations Report Form (The Hour of Giving Donations at Conference are to be included on form 5) GENERAL GUIDELINES Genealogy books are the only type of book to be given to local libraries in order to receive credit. Book donations to the National Library are made in adherence to the objectives of NSCDXVIIC. Volunteer library hours worked must be documented by library staff with name and address included. It is the responsibility of the State President to distribute the forms to Chapter Presidents. Thank you each and everyone for your contributions, volunteer hours, and your efforts to the NSCDXVIIC Library. Nan Ackerman

CURATOR GENERAL

The duties of the Curator General are to maintain an up-to-date and permanent file at the Headquarters Building of the furnishings, names and addresses of donors; to inform the National Board of Management of new acquisitions; to report to the Board of Management as required; and to serve as Chairman of the Headquarters Decorating Committee. (Bylaws, Article VII, Section 17). This committee is comprised of the Curator General, the President General, and the Third Vice President General. They shall approve the furnishings and placement. These three people, working with the Heraldry and Coats of Arms

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Chairman will coordinate the placement of Coats of Arms outside of the Ballroom. (Bylaws, Article VIII, Section 10.) The “Special Gift Form” (included in the Summer Packet for use 2013-2015 only) is used to donate monetary gifts to nationally authorized projects listed on the form. All old forms should be destroyed. The procedure to receive credit for financial donations to the National Society is to send your gift through the Chapter Treasurer, through the State Treasurer, to the Treasurer General. Use a separate form for each donation. This will assure each chapter receives credit for its donations. The “Headquarters Decorating Committee Report Form” (included in the Summer Packet for use 2013-2015 only) is used for proposed gifts and/or cash donations for furnishings to the Headquarters Building. The guidelines for acquisitions are listed in the Handbook. Approval must be received in advance from this Committee before any item is sent to Headquarters. All old forms should be destroyed. Remember that Allocated Funds must be spent for a specific purpose, and Unallocated Funds may be spent wherever they are needed. Please contact the National Museum Chairman for items designated for the Museum. Donations are welcomed and appreciated to help maintain our beautiful and resourceful Headquarters Building. Ann T. Alderman

NATIONAL OFFICERS BY APPOINTMENT

NATIONAL PARLIAMENTARIAN

“The will of the majority while protecting the rights of the minority” has been quoted by many famous people,

from Thomas Jefferson to General Henry M. Robert. This is the basis for the current edition of Robert’s Rules of Order Newly Revised. So many of our great organizations have drifted away from the governing documents that they themselves adopted, especially when members pick and choose which "rules" to abide by to suit their personal desires. This has significant consequences when it occurs, from denied member rights to hurt feelings. Trying to rectify the complications of ignoring the rules of an organization is difficult for the membership. Once the governing documents are recognized and adhered to, the entire membership can be assured of a fair and equitably managed organization. The Bylaws of the National Society Colonial Dames Seventeenth Century is our highest authority for our organization. The state bylaws are the governing documents for the states. The chapter bylaws are the governing documents for the chapters. These cannot be set aside or ignored. Custom or precedent has no bearing on the written bylaws. The bylaws can only be changed or “amended” through the process that is contained in the actual bylaws. As your National Parliamentarian, I am at your service to assist in reviewing your state or chapter bylaws. Our National Bylaws are currently being reviewed for clarity. The documents every President and Parliamentarian, should have on hand are:

1. The Bylaws and Standing Rules of the National Society, State Society, and your Chapter.

2. The current edition of the National Handbook from our Society.


3. Robert’s Rules of Order Newly Revised (11th edition).

4. Helpful for guidance only is Robert’s Rules of Order Newly Revised- IN BRIEF.

The rules of parliamentary procedure found in the documents of our society are constructed upon a careful balance of the rights of our members. That is, these rules are based with a regard for the rights:

• of the majority, • of the minority, especially a strong

minority—greater than one third, • of individual members, • of absentees, and • of all these together.

The means of protecting all of these rights in appropriate ways is through the use of our governing documents and parliamentary procedure. Your National Parliamentarian is available to give guidance on parliamentary procedure.

Susan Lawrence Cameron, PRP

STANDING COMMITTEES

AWARDS, GIFTS, AND SPECIAL ACTIVITIES

The objective of this committee is to assist in the granting of suitable annual recognition at the National Conference by presenting awards approved by the Executive Board. This recognition is made to state societies for their outstanding contributions to the advancement of the National Society. The period to be covered for Chapter and/or State accomplishments is from January 1st to December 31st. Refer to NSCDXVIIC National Bylaws Revised, Article VIII, Section 1 for the categories to be honored. Additional categories will be awarded as follows:

donations to the Cornelia H. Williamson History Scholarship and the Mary Florence Taney Scholarship. In addition to the State Chairman’s report, National Officers and Chairman may request the National Chairman of Awards, Gifts and Special Activities to make a presentation on their behalf. State entries for judging are based on membership and divided into six (6) Divisions: I) States unorganized or up to 24 members; II) States with 25-99 members; III) States with 100-249 members; IV) States with 250-399 members; V) States with 400-599 members; VI) States with 600 plus members. IMPORTANT DEADLINES:

January 15th – Chapter Chairman’s Awards Form to State Chairman including the Chapter Treasurer’s Remittance Form with a listing of all monetary donations to the National Society.

February 15th – State Chairman’s Awards Form mailed to National Chairman must have the State Treasurer’s Remittance Form showing donations made to the National Society throughout the year.

This chairman looks forward to working with each of you during the next two years. Please do not hesitate to get in touch with me, if you have any questions. Betsy Phillips Jones

BYLAWS

Bylaws are the rules by which the Society governs itself. The rules outline the way in which the society functions. The Bylaws are so important that they cannot be changed without previous notice to the members and a two/thirds vote. Bylaws provide authority and power of the officers, members and established

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procedures to be followed with respect to the Society as a whole, and have a direct bearing on the rights of members within the organization. Accompanying the Bylaws should be an up-to-date copy of Roberts Rules of Order, currently in the 11th Edition. The National Society’s Bylaws are always considered initially and if a situation is not addressed, then Roberts Rules of Order is consulted. You are encouraged to study the Bylaws, accompanying Standing Rules and learn the parliamentary procedures governing our Society. The most current bylaws revision is on the member’s only website. Any suggested changes to the Bylaws by members should be sent to the Bylaws Chairman at least 45 days prior to the October 2013 Board of Management Meeting. Please give careful consideration to the impact on the organization before submitting suggestions. The committee will take the suggestions under advisement. Juanita L. Gex

COLONIAL HERITAGE, RESEARCH &

RECORDS

The task of this committee is to find colonial data and to preserve important records. We are fortunate to have slides, film strips, manuscripts and other items for use by our members. You can find lists of these items in the Summer Packet plus information on how to order them. The Historian General would be very interested in learning of any new programs. The records available have been obtained in libraries, archives, churches, cemeteries, family Bibles as well as other sources. Hopefully, chapters will put up displays in local schools and libraries.

Have a colonial history program at your chapter and/or state meetings. Colonial Heritage Month is October, so publicize it! Every member has a colonial ancestor and many have multiple ancestors. Have a “colonial ancestor moment” at your meetings where members give a short history of one their ancestors. If your chapter has had a special program that was well received, this chairman would like to hear about it. Some of the best program ideas are those that chapters hear about from members in other chapters. Spread the word! Jeannine Sheldon Kallal

FAMILY NAME FILE The Family Name File is just what it implies: a group of files that are listed by family name which are stored in the genealogy section at the Colonial Dames Seventeenth Century Headquarters. These files have accumulated over the years as part of application papers that are not retained with the actual application. Today, these records are kept on microfilm. The older papers, previously filed by surname and kept in large filing cabinets, are also being placed on microfilm so they will still be available to members for genealogy research. By using the microfilm system, it will also make needed office space available. Marsha O'Dell Young

FLAG CUSTODIAN Each chapter should have a copy of the current flag code. These may be obtained from local military recruiters or from the internet.


A few basic rules: 1) Place your hand over your heart ONLY for the National Anthem and the Pledge of Allegiance to the Flag of the United States of America. When saluting the flag of the Colonial Dames of the XVII Century stand erect with your hands at your sides. 2) When displayed with other flags, the Flag of the United States of America should be to the right of the speaker/presiding officer with all other flags together to the left. 3) When using smaller flags, displayed together in one base, the American Flag should be on the speakers right (for 2) or in the center (3). When saluting the flag of the Colonial Dames of the XVII Century stand erect with your hands at your sides. Chapters are encouraged to display the American Flag and recite the Pledge of Allegiance to the Flag of the United States of America at all meetings and to donate flags to schools or community groups, such as scouts. Members are encouraged to fly the flag on all national and state holidays. State Presidents or their representatives should check the condition of their state flag, its pole and stand, at National Headquarters. It is each states responsibility to be sure their flag is clean and in good repair. Chapter Flag Custodians please send your reports to your State Flag Custodian by 15 January, so she can send her report to the National Flag Custodian by 15 February. Karen Landers

GENEALOGICAL QUERIES

Is there a missing piece to one of your research puzzles? Perhaps another member has clues or records that may be helpful. Reach out to other members with

a query on the Members Only section of our website. You may submit queries following these guidelines: Query does not exceed 100 words, including member’s name and email address

1. Abbreviations and dates will be counted as words.

2. Capitalize all surnames 3. Add location and time period on

first line 4. Use standard abbreviations

b.=born, m.=married, d.=died 5. Use standard date conventions:

dd mmm yyyy or 20 Jan 1775 6. Limit of six queries at a time 7. Please put “Dames Gen

Queries” in email subject line There is no charge for this service, and this chairman will appreciate learning if you have received responses from other members to assist in the evaluation of the value and effectiveness of this membership benefit. For further information, or to submit a genealogical query, please contact this chairman by email at [email protected] Sandra MacLean Clunies

GRAVE MARKERS

Every member of the National Society Colonial Dames XVII Century is eligible to have her grave marked with a Society marker. What a meaningful way for a member to be honored for her loyalty and years of service. Statesmen and ancestor graves may also be marked. Placement of a marker for a statesman or ancestor is a visible symbol to commemorate their place in establishing this country during the 17th Century. Bronze markers of the emblem are available in two sizes: 6-3/4” width with lug mounting hardware or a 19” stake, or

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3” width with lug mounting hardware. Grave markers may be purchased by chapters, members, or their families; however, an official Grave Marker Order Form included in the summer packet and posted to the web site must be used and sent by the Chapter to the National Grave Marker Chairman. Please follow the directions on the form as to the number of copies and where they are to be sent and include a check payable to the National Society Colonial Dames Seventeenth Century. Marker prices are subject to change; consult the latest issue of the Review or the National Grave Marker Chairman for the most current price. Do not place orders directly with Newman Brothers as this will delay your order. A drawing of the official insignia which may be used for etching or engraving on a gravestone is available without charge from this Chairman. Only the full emblem or the bronze marker is to be used. Do not use NSCDXVIIC or CDXVIIC. Chapters may place advance orders but to insure accuracy of society records, please notify this Chairman and your State Chairman when one of these markers or an etching or engraving is placed. Reporting for this committee on both the National and State level is maintained year round when markers are ordered or when they are placed. No additional annual report needs to be completed. Barbara M. Ray

HERALDRY & COATS OF ARMS

The Heraldry & Coats of Arms Committee will keep members informed on the program primarily through the Review. INSTRUCTIONS: When filing a Heraldry & Coat of Arms application, the package must include the following:

(1) The original Heraldry & Coat of Arms application on the acid free Heraldry application paper (3 page letter sized set with blue logo and blue margin stripes) plus two copies (on plain bond). (2) Copy of your Primary or Supplemental approved application evidencing the Colonial Ancestor (or spouse) you are using. (3) Copies of proofs/references which document each generation starting with the emigrant ancestor connecting to your armorial ancestor, including copies of previously approved Coat of Arms applications cited in your application. If proofs/references apply to more than one application in the same package, only one copy is necessary. (4) Check for $15.00 per application, made out to NSCDXVIIC. If multiple applications are submitted at one time, one check for the entire amount is acceptable. Application packages should be mailed to Maureen L. McGowan-Singer, Post Office Box 3393, Tequesta, FL 33469-1006. Use black ink on all application pages. Remember to start with your emigrant ancestor and use the same generation number as appears on your Primary or Supplemental application. Family histories or genealogies used as proofs must include the bibliography or source documentation from information gathered and the title page. Cite proof sources in the appropriate reference blocks under each generation. Names, places and dates on your proof pages are to be underscored in red pencil, and the generation number to which it pertains noted in the side margin of each page. Detailed instructions, a reference list of reliable (and not so reliable books) is available from the National Heraldry Chairman.


When the application is finished, sign the back page in black ink. Indicate on the front page whether you will allow your application to be copied by other members. Keep in mind that approval of Coats of Arms is one of the Objects of our Society. You may order a copy of an approved Coat of Arms application from the National Society for a fee of $10.00. Please supply as much information on the record as possible when ordering copies. At a minimum the COA # must be supplied (found in The Review or on the National Roll of Armigers). If possible, include the name of the emigrant ancestor and/or the name of the Armiger. SUPPLIES AND PRODUCTS: Heraldry & Coat of Arms acid free application paper is letter sized with a blue logo and blue margin stripes. There are 3 pages to the set. Application forms may be ordered from the National Society via the Members’ Section of the website using the on-line order form, with payment by PayPal. If you prefer you may write to Headquarters and enclose a check made out to NSCDXVIIC. Heraldry & Coat of Arms blank COA forms are $2.00/set. Heraldry & Coat of Arms application CD is available on the National Society on-line order form. As with the application paper, the method of payment will be PayPal. The cost of the CD is $15.00 plus $1.50 postage and handling. If you prefer to order by mail with a check, that is acceptable. National Roll of Armigers CD is available from the National Heraldry & Coats of Arms Chairman. It is a listing of all COAs issued by the National Society. Each entry includes the name of the Colonial Ancestor, Colony, Years in Colony, Armiger, COA #, Member, State and whether the COA can be copied. At the time of printing of this Goldenrod

Directory, there are nearly 14,000 entries. The CD is $15.00 plus $1.50 postage. Orders and the check should be made payable to Maureen L. McGowan-Singer should be sent directly to the National Chairman. All profits go to the President General’s projects. Heraldry & Coats of Arms Volume I CD is now available. The book was originally printed in 2003 and is no longer available. However, the entire book along with a listing (and location) of all paintings of Coats of Arms hanging at the National Society is now on a CD. The CD includes the color plates of Coats of Arms that were in the original book. This CD is $25.00 plus $1.50 postage and can be ordered from the National Society. HERALDRY INSIGNIA: When your COA is approved, you will receive an order blank for Heraldry insignia. Fill in your order and return to the National Chairman with 2 stamped envelopes: One addressed to Hamilton Jewelers and one addressed to yourself. Hamilton will not process your order without the Chairman’s signature. PAINTING OF COATS OF ARMS: A member may wish to have their Coat of Arms painted and submitted for hanging at the National Society. The first step is to check with the National Chairman to insure that the Coat of Arms is not already hanging at the National Society. If it is not, you may submit the name for permission and it will be annotated as “in the process of being painted” on the list (which can be found on the members’ section of the website). It is the responsibility of the member to arrange for the painting and payment. The National Society does not get involved with this arrangement. The Coat of Arms must be painted on medium weight artist board (i.e., #300) and measure 9” x 11”, centered so that

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the division of remaining space is 1/3 at the top and 2/3 at the bottom and the family name about 1 ½” from the bottom. The cost of framing is $30.00 per Coat of Arms and a check made out to the NSCDXVIIC must accompany the Arms when they are mailed to the National Chairman. The National Chairman will see that the Coat of Arms is framed in accordance with established standards. INQUIRIES: The Heraldry & Coats of Arms National Chairman or the Vice Chairman will always be happy to assist you. You may e-mail or mail your inquiries. Please include as much information as possible but at a minimum the name of the Colonial Ancestor and Colony. Be sure to include your name, address, phone number and e-mail address. Heraldry & Coats of Arms is approached with great interest and enthusiasm on the part of the National Chairman and Vice Chairman and we look forward to working with you on this important and unique program of the Colonial Dames XVIIC. Maureen L. McGowan-Singer

INSIGNIA Keeping an accurate record of the insignia purchased by members of the society is the responsibility of the National Chairman. All reports should be sent to her by February 15th of each year. Hamilton Jewelers has taken over from J.E. Caldwell. Insignia may be ordered by members, by Chapter or State Societies. Insignia orders may be placed on the Hamilton Jewelers Insignia website: http://www.hamiltoninsignia.com/categories/Colonial-Dames-XVII-Century/ or call (800) 786-5890 and they will obtain authorization for you or requests may be

sent to the Registrar General for her signature, she verifies the eligibility of the order, signs the form permitting the purchase and forwards it to Hamilton Jewelers. THE INSIGNIA CHAIRMAN DOES NOT AUTHORIZE OR PLACE ANY ORDERS. ORDERING: The procedure for ordering is as follows:

1. Download a copy of the insignia order form from the “members only” section of the CDXVIIC website: http://www.colonialdames17c.org/ (your chapter or state president can give you the password) or request the order form from Hamilton Jewelers Insignia by sending a self-addressed envelope (address below) or call toll-free (800) 786-5890.

2. Fill out order form completely, giving National Number, Chapter Name and State. Place the number of each item to be ordered in the proper column. Make 3 additional copies of the completed form; mail 2 copies to the Registrar General, 1 to your chapter insignia chairman and keep one for your records.

3. Include a check made out to Hamilton Jewelers Insignia, or include credit card information, along with your signature. If payment is not included Hamilton WILL NOT process the order.

4. When ordering, ENCLOSE A STAMPED ENVELOPE, WITH RETURN ADDRESS INCLUDED, addressed to Hamilton Jewelers Insignia, 930 Town Center Drive, Suite G-50; Langhorne, PA 19047

5. Mail completed order to: Mrs. H. F. Horton (Pat), Registrar General NSCDXVIIC, 603 N. W. Falk Drive, Lee's Summit, MO 640631810, with 2 copies of the completed order form and the envelope addressed to Hamilton’s.


6. Heraldry Bars or the Heraldry Pin: send the completed order form to the Heraldry and Coat of Arms Chairman for approval, with the stamped envelope addressed to Hamilton’s as above.

CORRECT WEARING OF INSIGNIA: The length of the ribbon shall not exceed (12) inches. The insignia of the Society shall be worn over the heart, whether a single pin or several, placed on a Society ribbon. It shall NEVER be worn as an ornament or placed on the right side of the garment. Order of placement of Insignia on the Official Ribbon is listed on pages 97-98 of the 2011 Handbook. Please contact me with any insignia questions you may have. Cheryl Merrick

JUNIOR MEMBERSHIP

Junior Membership is essential for the growth and continuation of the Society; therefore, every chapter should set a goal to recruit and retain Junior members. A Junior member is a young lady under the age of thirty-six (36). Chapters need to encourage Juniors to participate on the chapter, state, and national level at every opportunity. Juniors can serve as chapter chairmen and officers, which will lead them to taking state chairmanships and offices, and later national. Remember that Junior members need to gain points so that they are eligible for our Outstanding Junior Member Award Contest. Juniors learn much about the society while serving as a page at the state and national level. Chapters need to support their Junior members, making it possible for them to attend these events as pages since many are in school or just beginning their

careers and families. Junior members make lasting friendships with other Juniors in their state and all over the country while paging. The possibilities are endless for our Junior members, so promote them whenever possible. OUTSTANDING JUNIOR MEMBER AWARD: Our Outstanding Junior Member Award Contest is open to all Junior members who have earned the minimum of ten points. Chapters need to be aware of the point system in order to ensure that their Junior members gain all the necessary points. Chapters should recognize their hardworking Juniors as their “Chapter Outstanding Junior Member,” nominating them for “State Outstanding Junior Member.” The State winner will then be entered in the national competition. Make this recognition, even on the chapter level, special for your Juniors. The National winner is announced at the Awards Luncheon at the National Conference in April. Truly, this is a great honor for the Junior member, her chapter, and her state. These women are the future leaders of our Society, and they need to be applauded for their contributions. Be sure that your chapters and state recognize “Outstanding Junior Members” annually.

ANNUAL JUNIOR MEMBERSHIP REPORT: Chapter Chairman: Submit your completed report to your State Chairman before January 15th. Each State Chairman provides forms. Be sure that your report is prompt and accurate. State Chairman: Submit your State report to the National Chairman by February 15th. The national form can be altered so that you can use it on the state level, but be sure to change the contact information to reflect your own and not the National Chairman’s. Feel free to design your own State Junior Membership form if it better suits your

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individual needs. Outstanding Junior Member Form: OUTSTANDING JUNIOR MEMBER FORM: Chapter Chairman: Return your completed form to your respective State Chairman by December 15th, along with copies of proof for each point earned and a black and white photograph of the applicant. Send the appropriate number of copies of the application and proofs. Specific instructions should be on the bottom of the form provided. State Chairman: Submit the form of the State Winner to the National Chairman by January 15th, along with the requested number of copies and the black and white photograph of the state winner. Specific instructions should be provided on the bottom of the form; however, feel free to contact this chairman for any additional information. State societies are encouraged to purchase the State Outstanding Junior Member pin to present to the winner at the State Conference. Make this event as special as possible, recognizing all that your Junior members do for the Society and the community. Please remember to submit all forms before their assigned deadlines so that Junior members will be recognized on the state and national level, as they deserve. Carol Tisdale Whitsell

MARKING & PRESERVATION OF HISTORIC SITES

One object of the National Society is to aid in the preservation of the historic sites of our country. It is also one of President General Frances Harrington

Davis' President General's Projects. There is no better way to learn history than by hearing the stories and visiting the sites that made our country great. We, as Colonial Dames, can share the histories of our communities by marking historic sites for our own generation and generations to come. Look around your town and state and find appropriate sites to mark. SELECTING A SITE: A site must be of historic significance to the community in which it is located. However, it does not have to be a colonial site. Approval cannot be given to a site which honors only an individual. A person's name may appear on the marker if it describes the site or an historical event. After the site has been selected, you must obtain written permission from the owner, manager, or the municipality responsible for the site. Next, determine the most suitable location and type of marker appropriate for the site. The chapter chairman must complete Form I "Request to Mark", then forward it to the state chairman. The state chairman has to verify that all information is included and all requirements met. The form must contain a description of the site and a description of the marker that has been selected, as well as wording for the marker. The permission letter from the responsible person must be enclosed with Form 1 and sent to the National Chairman. Approval from the National Chairman and President General must be received before ordering the marker. (Allow at least 30 days for official approval before ordering the marker.) After receiving approval, the marker may be ordered from Newman Brothers, 5609 Center Hill Avenue, Cincinnati, OH 45216. Phone (513) 242-0011; FAX (513) 242-0015; 800-447-1072. Newman Brothers is the official source for bronze


markers and they have the correct die for our emblem which saves the expense of having it reproduced. Should you choose to use another company, you must ensure that the emblem reproduced is correct. The Lady's bonnet must appear in exactly the correct place. After the company gives you a date of delivery of the marker, you may plan the date of the dedication ceremony. NATIONAL MARKER DIRECTIVES: The Society emblem must be placed on the top center or top left of the marker. NOTHING may be placed above the emblem, not even wording. The marker must include the name of the State or Chapter Society and also the words "Colonial Dames XVII Century". The insignia or emblem of another society is not permitted on a CDXVIIC marker. For joint markings, the emblem of the society may not be used and the names of the national societies shall be listed on the marker in the order of the organization of the national society. MATERIAL APPROVED FOR MARKERS: Markers may be made of bronze with raised lettering and with a minimum border of 1/2 inch. Free standing markers may be made with the same guidelines as above or may be made of aluminum. Granite, marble, or similar material may be used with engraved lettering. All lettering must be a suitable size for reading from a short distance. Indoor markers may be of wood or other quality material suitable for indoor use only. The wording on these plaques can be added by most trophy shops. PRESERVATION: Describe what you did to preserve a site and be sure to give the exact location of the site. Report the financial support and time spent on the project including any work on grounds of existing marker.

REPORTING: Please use the current Form II "Annual Report" for use in 2013-2015. Chapter Chairman reports should be mailed to the State Chairman by January 15 of the reporting year. The State Chairman will compile and mail report to the National Chairman by February 15. Attachments may be included when necessary. Please use Form III "Update Society History" to report your State's Markings and Preservation of Historic Sites from 1993 to present if your state has not already done so. I am looking forward to working with you. Please contact this Chairman if you require any additional information or assistance. Together we can be a part of preserving and marking our history. Brenda M. Hamilton

MEMBERSHIP This Dame is excited to continue representing the National Society as your Membership Chairman during the Davis Administration. I will encourage chapters to continue as before to recruit new members and reach out to your local community advertising the good deeds of our Society. As Chairman, I will suggest to you to keep your meetings and programs interesting to keep the enthusiasm of your members. I will challenge you to think outside the box. Be on the leading edge with new ideas! After membership chairmen have been appointed in chapters and for the state, please forward your names and emails to me. I would like to keep in contact with you during the year. We will work together on ideas. One of the areas we would like to see is how you are following up with prospective members and if this committee can help.

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This committee would like to recognize those membership chairmen for the creativity and hard work at the annual conference. So don’t forget to send in your Membership Form by the due dates; 15 January 2014, chapter chairmen to State Chairman and 15 February 2014, to the National Chairman with that information. I am looking forward to working with you. Please feel free to contact me at any time. I will be your biggest cheerleader. Let’s make this year better than ever for our Society. Go team! Jacqueline “Jackie” W. Ruffing

MUSEUM

Our National Society has the nucleus of an excellent Museum and Textile Room; however, as with all evolving, growing collections they must continually receive qualifying additions. These additions are best if dated from the daily life in the American Colonial Period. Items dating from the early 1800’s may be approved, depending on their condition, history and how they reflect early American life.

Proposed items are sent to the Museum Chairman and her committee for approval. The Museum Chairman sends the application to the Headquarters Decorating committee for their approval. The Museum Chairman will notify the donor of the decision concerning the acceptance of the gift. Do not send any item to headquarters that does not have prior written approval.

The Summer Packet will include a “Museum Report Form” dated 2013-2015. Please use this form when submitting items for approval. This report form may also be used for you monetary donations to the Museum and Textile Room as well.

Complete this form, giving as much information as possible. A colored photograph of the proposed gift is so important. Also, an appraised valuation should be included (for insurance purposes), along with size given in exact measurements, antique or reproduction, name and location of designer and material used (fabric, silk, homespun, linen, glass, wood, silver, etc.). Other pertinent information (historic interest, original owner, family connections, etc.) is helpful to the committee.

Cash donations are appreciated. Please send them to the Treasurer General, going through your chapter and state treasurer. State chairman should report their State Society monetary gifts to the Museum Chairman by February 15.

The Museum is located in the Mississippi Room on the second floor. Glass front cabinets in the room and in the hallway outside the door, display our artifacts. The Textile Room (which includes a library) is located on the third floor and is sponsored by the Connecticut, New Hampshire, and Vermont State societies.

Your support of these two areas at our Headquarters, both with monetary gifts and approved items, is most appreciated. This treasure belongs to all members and is for enjoyment by all members Anne S. Anderson

MUSIC

Won’t those of you who attend National Conference join the National Chorus? You don’t have to be a vocal major to perform. All are welcomed. Singing in the chorus is a wonderful way to develop friendships with Dames from around the country.


Learning new State songs each year is a great way to experience our diverse heritage. After singing in the chorus for three years, members are eligible to purchase the insignia pin. Does your State have a State Chorus? If not, I’m certain that there is a member in your society who would take the lead in organizing a chorus. This Chairman would be happy to assist. There is also a State Chorus insignia pin that one can purchase after three years of service. The National Music Chairman recognizes outstanding music programs and activities each year at National Conference. Both Chapter and State Music Chairmen are encouraged to report their programs and activities on the annual reporting form. When you plan your programs each year, remember to include at least one music program. A program featuring Colonial Music is a wonderful addition to any chapter’s program agenda. You would be surprised at how many resources are available in your community, including the local school music departments. There are also numerous music programs that can be ordered from our National Headquarters. Check with your local libraries, music groups, and other state societies. Should you have access to a Colonial Music performer, share the era with your community. Promote Colonial Music in the schools, community events, and festivals. You would be surprised to see the interest that a costumed musical performer can generate. Chapters are encouraged to sing the National Anthem at each meeting. Make it a regular part of your meeting agenda. Please contact me, sooner rather than later, if you would like to join

our group. Previous chorus members are also encouraged to contact me regarding their National Conference plans. Let’s make the Davis Administration a term when musical activities, programs, and performances are featured throughout the National Society. Carol Mills Shrader

NATIONAL DEFENSE

Article VIII Standing Committees Duties, Section 19. Duties of the National Defense Committee (2010 National Bylaws), require that the Committee shall (a) keep members alerted to legislation and government policies which protect, strengthen, or weaken our Republic and, (b) preserve the ideals for which this country was founded as stated in the Constitution of the United States of America. During the 2013-2015 administration, this Committee Chairman would like to continue the emphasis on Homeland Security National Defense topics, to add to a growing list of information sources at the National and State levels, and to respond to inquiries from Society members. Society members are encouraged to be informed citizens by reviewing local, national, and international policies that affect our country. Communications to elected/appointed representatives and “letters to the editor” can educate and influence our fellow countrymen. Let your voice be heard by expressing your personal views remembering, however, that only the President General can speak on behalf of the Society. This chairman encourages the use of the two National Defense reports developed during the 2011-2013 term. Both ‘Homeland Security Guidelines’ and ‘National Defense Newsletter re: TSA Airport Security’ are filled with useful

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information. They are found on the National Society’s web site in the Members Only section under “Advisories.” The reports will be updated with new information as it becomes available. New reports on such topics as “Getting Medically Necessary Equipment Through TSA Security: Traveling with your CPAP machine.” will be added as they are developed. This Chairman urges chapter National Defense Chairmen to have a ‘National Defense Message’ at each chapter meeting and to plan at least one community or school program each year that could include veterans, community leaders, and educators. There are numerous resources in every community. The U.S. Department of Defense web site (http://www.defense.gov/) and the National Defense University Reading List (http://www.ndu.edu/Library/index.cfm?type=section&secid=217&pageid=126) have information that might be useful for a Chapter or State event and/or to broaden your own horizons. Reporting for the National Defense Committee:

Use the current report form for 2013-2015. Copies may be reproduced for reporting in the second year.

January 15th - Chapter Chairman’s report is due to State Chairman. Chapter Chairman also sends one copy of her completed report form to the Chapter President and retains one copy for her files.

February 15th - State Chairman’s consolidated report is due to the National Chairman. State Chairman also sends one copy of her report form to the State President and retains one copy for her files. Completed forms may be submitted electronically to the National Chairman. Thank you to all Chapter and State

National Defense Chairmen for fulfilling this important role. Please contact this Chairman, if you require any additional information or assistance. Lea Fowlie

PUBLIC RELATIONS What a wonderful time to be a member of Colonial Dames 17th Century. With the upcoming 100th Anniversary of our society we will have numerous opportunities to increase public awareness of Colonial Dames 17th Century and of the exciting work we are doing. As Chapter Committee Chairmen you are encouraged to send articles and photos to the Review, and into local Community newspapers. Begin by writing a newsletter for your chapter which focuses on your Chapter’s activities both at meetings and in the community. Send an article with photographs to your State Newsletter. It is important that we share ideas among our members. Does your local newspaper print a Community Calendar? How about local TV and Radio Stations? Announcements of special activities such as a historic marking, proclamations, an exhibit at a library or recognition of a “Woman of the Year” are all newsworthy events and a press release about them should be submitted to local newspapers, magazines, radio and television stations. Be sure to include photographs with your press release. On the state level upcoming conferences, special visits by the President General, state projects and historic markers placed within your states are most important news and should be submitted to the Review as well as in your State Newsletter. With the approval


of the President General you might arrange for a local TV or Radio to interview her. Use your imagination. Colonial Dames 17th Century is worth “shouting about”. Annual Chapter reports are due to your State Chairman by January 15th. State Chairman reports are due to the National Chairman by February 15th. Be sure to detail all published articles and photographs so that you can be recognized and receive well-earned credit. This year the State Chairmen for Public Relations will be reporting to one of two Chairmen. States east of the Mississippi will report to Yvonne Hiteshue: [email protected], and states west of the Mississippi will report to Pat Dell’aira: [email protected]. Your Chairmen will be delighted to assist you in any way they can. We are excited to help you share the news of our Society. Patricia S. Dell’aira, Western Division Yvonne Y. Hiteshue, Eastern Division

SCHOLARSHIPS

CORNELIA H. WILLIAMSON HISTORY SCHOLARSHIP

Cornelia H. Williamson was a dedicated Colonial Dame from Georgia who worked to inspire people to become scholars of this nation’s history. Her generosity and devotion to this purpose led to the creation of the Cornelia H. Williamson History Scholarship. This Scholarship is for undergraduate students (Junior or Senior) attending an accredited college who are majoring in History with an emphasis on American (U.S.) studies. A 3.0 GPA and a minimum of 12 credit hours in the most

recent semester are required. The applicant must request a transcript from the last completed semester verifying these requirements and send it to this Chairman by the deadline of July 15th for the fall semester and January 15th for the spring semester. Two letters of recommendation must accompany first-time application forms. Once the applicant has received the Scholarship he/she must contact this Chairman in writing to receive funding for the next semester using the July 15th and January 15th deadlines. A $500.00 Scholarship can be awarded for a total of four semesters during the spring and fall semesters. Society members or relatives are given first priority. One of the more important objects of our Society is “to aid in the education of the youth of our country.” State and Chapter Presidents, please write to the History Chair of those accredited colleges/universities in your community. Explain the particulars of this Scholarship and ask if they know a qualified student majoring in History with an emphasis on American (U.S.) studies who would be interested in applying for this Scholarship. Then please send all information to this Chairman so that the necessary guidelines and application form may be sent to the qualified student. Billie Jo McIlwain Westby

GENERAL SCHOLARSHIP This scholarship’s application form must be requested by the student – not by his family or by a chapter. Although emphasis for this scholarship is focused on the undergraduate, applications for Master’s level work will be reviewed on a “case by case” basis. The applicant must

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have carried from the last semester of school a 3.0 GPA and a minimum of twelve (12) undergraduate credits/hours or nine (9) Master’s level credits/hours. Credits/hours may not be combined from two or more different sessions/semesters to qualify for this scholarship. Any applicant must be planning to attend, or currently attending, an accredited college or university. An applicant must submit 1) the completed application form; 2) two letters of reference; 3) a personal goals statement explaining why the scholarship is needed; and 4) the most recent transcript. Letters of reference/recommendation can be written by a business executive, a teacher, a minister, an employer, or another. The official transcript should be sent to the committee chairman directly from the school, either in paper or electronic format. This scholarship is not limited to, nor restricted to, members or relatives of members of Colonial Dames XVII Century. Any member-related application will, however, receive a priority point. Any applicant sponsored by a Colonial Dames XVII Century chapter will also receive a priority point. No two students from the same family unit may be awarded scholarships concurrently. Scholarships are awarded for the fall and spring semesters. For the fall semester, all documents must be received by this chairman by August 1. For the spring semester, all documents must be received by January 15. These deadlines will be strictly enforced. The General Scholarship of Colonial Dames XVII Century awards $500.00 per semester, for up to four semesters, to a qualified recipient who has followed the renewal procedures. No student may be awarded more than four scholarships. After being awarded a scholarship for the

first time, the student may request a renewal for future semesters. Any student requesting a renewal must contact the Chairman (name/address above), preferably by e-mail, by the above deadlines to document this request. The renewal applicant must also contact the school in a timely manner to ensure that the Chairman receives by the same deadline the transcript confirming the GPA and minimum credits/hours required above. Should a student transfer to another school, this chairman must be notified at once and be given the correct address of the new school. No member is authorized to duplicate the application for distribution to schools nor may the application be placed on a website. Mary Ellen Boyd

MARY FLORENCE TANEY

SCHOLARSHIP

This Chairman is honored to continue as the Mary Florence Taney Scholarship Chairman. Each State and Chapter President shall appoint a Mary Florence Taney Scholarship Chairman as soon as possible. No application forms may be distributed to schools or put on a school website or bulletin board. The decision of the President General and the National Scholarship Chairman shall be final. Applications shall be the property of the National Society, the President General, and the National Scholarship Chairman. A student wishing to obtain a Founders Scholarship must have a 3.0 GPA and must be a High School Senior at the time of application. Application forms for this scholarship must be requested by the student and not by the family or the chapter member. Applicants must contact their school office to request that their latest transcript be sent to this Chairman


by the deadline below. No scholarship will be awarded for attendance to summer school– Spring and Fall sessions only. A $500 scholarship can be awarded for a total of four semesters during the spring and fall semesters. If a student is applying for a Fall semester, all items must be submitted to the Chairman by July 15th; if applying for a Spring session, the deadline is January 15th. Society members or relatives are given first priority. Two letters of reference and a statement of the student’s goals and aspirations must accompany the original application. Letters of reference must be from a business person, a teacher, a minister, or an employer. The Founders Scholarship may be awarded to a student who fulfills the above requirements. Patricia Dell-aira

POCAHONTAS SCHOLARSHIP & PROJECTS

The Pocahontas Project consists mainly of raising funds for NSCDXVII Century's donation to help maintain the final resting place of Pocahontas, Pocahontas Gardens at Gravesend, England, and for funding the Pocahontas Scholarship. With the 400th anniversary of the wedding of Pocahontas on April 5, 1614, being celebrated in 2014, each chapter is encouraged to plan an historical program in the spring of 2014 with the Pocahontas wedding theme. Information is available in program manuscript form from our National Headquarters (the list of programs is included in the Historian General's Section of the Summer Packet) and new information is available on the Jamestown Rediscovery web site. Please contact this chairman with any questions.

The Pocahontas Scholarship is open to any male/female student of Native American descent studying in any medical field who has completed one year of college. The scholarship is $ 500.00 a semester for a possible 4 semesters. After the first semester award the student must send a letter of request for another semester along with an official copy of his/her last semester grades to the sponsoring chairman or the national chairman. If the grades meet the requirements, the award will be made. All scholarship checks are sent to the students' college where the money is credited to the students' account. No money is sent to the student. It is the responsibility of the Chapter/ State Chairman to locate students, distribute applications, check applications for completeness and that all requirements have been met. Chapters and Chairmen please verify that each application includes;

1. The application, completed 2. Two letters of recommendation 3. A picture of the student 4. Last semester grades; 5. A letter from the State/Chapter

Chairman stating their desire to sponsor the student

This information must be forwarded to the National Chairman in time to be in her hands by January 15 for the spring semester and by July 15 for the fall semester. Thank you chairmen, for fulfilling this important work of NSCDXVIIC. If there are questions, please contact your National Chairman. Jane C. Congdon

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STATE/CHAPTER SCHOLARSHIPS States and Chapters are highly commended for awarding scholarships to students to assist them in attaining their educational goals. The State or Chapter Scholarship Chairman should use the required reporting form when awarding a scholarship. The State/Chapter Scholarship form is available on-line and in the summer packet. All information on this form should be complete, including the amount of the scholarship and the school of choice of the recipient. The form is then sent with the check to the State Treasurer. The State Treasurer deposits this check into the State Treasury and then sends a State check to the Treasurer General. The reporting of these funds through the office of the Treasurer General allows the National Society to retain its non-profit status with the IRS. The State/Chapter Committee Chairman is responsible for keeping a record of the scholarships given by States and Chapters, respectively. It is from these records that this chairman’s report is made each year at the National Conference. It is hoped that States and Chapters will report their scholarships to this committee chairman so that they will receive the recognition that they so deserve. This can only be accomplished if the awarded money goes through the State Treasurer and if the reporting form is completed correctly. States and Chapters are encouraged to provide additional scholarships as funds permit. The youth of today become the leaders of tomorrow. A scholarship can make a significant difference in the lives of our future leaders. Please know that your State/Chapter

Scholarship Chairman always stands ready to provide assistance. Laura Clark Howell

SEVENTEENTH CENTURY REVIEW

The Review Team is looking forward to publishing the "The Review". during the 100th Anniversary Administration of the Society. Deadlines for each issue are: October 15 for the Winter issue, January15 for the Spring issue and May 15 for the Summer issue. NATIONAL BOARD REPORTS & STATE/CHAPTER NEWS ARTICLES: Submit your report via email, with your committee or office in the subject line to: [email protected] as a Microsoft Word (.doc, .docx , .rtf) attachment or in the body of an email, no PDF’s please. Financial reports may be submitted in Excel (.xls, .xlsx,) or as a .csv file. National Chairman and State President’s reports and chapter and state articles are limited to 150 words, There is no limit to the number of words permitted for National Officers reports. Type your reports in New Times Roman 10 pt, single space, no bold, underlining, or other “fancy” formatting. Indent using a tab at the beginning of each paragraph, do not use the “enter” key at the end of each line or sentence and only put one space following a period. Be sure to read your article, use spell check and the “Word Count” function, before submission. Articles, reports and photos sent in any manner other than email will not be published. If computer or email skills are not one of your talents, please ask for help from a chapter or state member. You will receive an auto-responder when your email is


received, should there be any questions, you will be contacted via return email near the publication deadline. If your article is longer than 150 words, you will be asked to reduce its size. If you do not do so by the magazine deadline listed above, this chairman will reduce the size of your article (Article XV, Section 7 of the National Bylaws). Our members love reading your reports and articles but we receive numerous submissions for every issue of "The Review." It is this chairman's goal to publish all articles received for each issue and stay within the budget. PHOTOS: Photos must be submitted via email as .JPG files. Photographs should be of good resolution/quality, please do not submit poor quality photographs, they will not reproduce well in the “Review”. All items for your article should be included in one email, but as separate attached files (i.e. the article and picture/s). Do not imbed photos in your article; they must be attached as a separate file/s. Indicate the persons & event in the photo either in the same file as the article or in the email. A separate file for the photo description is not necessary. You may put this information at the bottom of your report or article. Be sure to mark the description as photo 1 or 2. The first photo per chapter per issue is complementary; the second photo is $20.00. The 2nd photo will NOT be published unless the check is received before the date the magazine is ready for submission to the publisher. See below on how the check should be sent. ADVERTISEMENTS: Ads that encourage sales of NSCDXVIIC, State or Chapter products are welcome. Personal advertisements, those for other lineage societies or that are political in nature will not be accepted. Ads must be submitted as a .JPG via email. Cost of a 1/2 page

ad is $15 per ad, per issue and $30 for a full page advertisement per ad, per issue. All ads must be copy ready. This chairman will not change or modify the content. Ads must conform to the following sizes: Full page: 4 2/5" by 7 1/2"; one half page ad is 4 2/5” by 3 3/4”. Consult the chairman of this committee should you have any questions. CHECKS FOR PHOTOS OR ADVERTISEMENTS: Checks for the second photo or an advertisement are to be made payable to NSCDXVIIC and MAILED TO THE REVIEW CHAIRMAN whose address will be inside the front cover of each issue of "The Review". Attach a note to remind the Editor which State/Chapter Photo or Advertisement the check is paying for. This chairman will send an email notification of receipt of your check as time permits and if your email address is included with your note. The checks MUST be received by this chairman before the issue deadline in order for the second photo or ad to be published. Your check will be returned if received after the deadline. Note: Checks are not submitted to the Treasurer General until “The Review” goes to press; so expect a delay before your check is cashed. The mailing list for "The Review" is maintained by our Headquarters personnel. Please send all your member address changes to the National Headquarters to the attention of the Office Manager. This chairman looks forward to reading your articles about the accomplishments of your office, chapter or state and viewing your photos. Ann Waggaman

TECHNOLOGY SUPPORT

This committee is responsible for

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the National Society’s webpage. Many things have already been done to make this a major communications tool for the public and the members. We have pages which tell our history, give information on our headquarters building and share our events through photographs. The member’s only section now gives you the opportunity to download and save the bylaws to your computer. The membership change form is also available, as is an order form for supplies, with the ability to pay via PayPal, or to print the form out and send by regular mail. It is hoped that by the time this directive reaches you, the Summer Packet will be available on our site. You will be able to open the forms and fill them out on your computer, save them and e-mail them to your chairman, if she wants them via e-mail. We hope to build pages for the Chairman who may wish to post on the web. Many states now have websites. Some are stand-alone which are linked to the National website. Each state many have their own stand- alone site, or they may choose to be part of the National site. It is the goal of this committee to help every state that currently has a site, get them updated and to assist those who don’t have active sites, to get one started. Keep in mind that all web sites need to be preapproved by this committee before they are launched. Look at the websites created by the different states to get ideas for your own site. If this chairman has not contacted you, and you wish to have assistance in developing a site, please contact this chairman at: [email protected] or by calling (928) 453-1824 When creating a website you may use pictures to enhance your presence

on the web. Pictures of your events and activities can attract prospective members. We suggest you do not list the address of your meetings, instead give a contact number. If pictures are to be added to your site you can reduce them to 90 dpi resolution, making smaller files for sending electronically to this Chairman. Make sure all pictures sent have a caption. By using the website you will continue with the Society’s commitment to “go green” by saving paper and postage. Selena Mayes Du Lac

VETERANS SERVICE In a country where our protection and freedom comes from men and women who volunteer to serve in our military, we MUST show our gratitude by assisting them in any way that they need our help. Our Society promotes this through our VAVS (Veterans Affairs Voluntary Service) program. It is a great benefit to our hospitalized men and women veterans and those presently serving our country. We must encourage and motivate our chapter members to participate in our VAVS program. All chapters should order a copy of the VAVS Handbook from our Society Headquarters for only $3.00. It explains the program thoroughly and has other helpful information on serving our veterans and active military. If you do not have a VA facility nearby, there are many ways we can assist our veterans and active military. They love parties, carnivals and short local excursions; adopt a local shut-in veteran for occasional visits, phone calls and remembrances on holidays; provide support for families of deployed military; adopt an active duty service person, they


would welcome news from home, a card or package; manufacturer coupons are a big help to military families overseas; local nursing home and hospitals have veterans who would appreciate a visit, etc. A veterans service instruction manual (not the VAVS Handbook) will be sent to all State Chairmen and they will be asked to make a copy for each chapter in their State so we will all have the same information in providing the needs of our veterans and active military. Each States VA facilities will be included in their manual along with a Table of Values (for donated items), all forms and patterns you will need for your veterans service. Ladies, let’s get busy and have a great two years! Virginia C. Layman

SPECIAL COMMITTEES

AUDIO-VISUAL TECHNOLOGY Our headquarters houses many historical items, which are rarely seen and need to be obtainable and viewable by our membership. A project is underway, with the Historian General, to visually record the historic items stored at National. This undertaking would be made accessible through a series of programs produced on DVDs. The support of recording these documents is encouraged by the President General as a way of keeping our members informed. If members cannot visit our headquarters, then the information needs to be made available to them through today's technology. Look forward to hearing more about this project in the near future. Linda L. Hunt

COMMUNITY OUTREACH This chairman and both vice chairmen are issuing a Challenge to all chapters. We challenge you to adopt a program of volunteerism and make it your own. Each chapter should research volunteer opportunities in its community and find a way for members to make a difference. For example many states have women’s shelters for those women needing help the most. Often women must leave their homes with their children and little else in order to escape a bad situation. These women and children need shelter, food, clothing, books, and toys. Older children need school supplies. Mothers need clothes, make up, job skills, and rides to job interviews so they can begin to support their families. They often need help with finding apartments, buying cars and budgeting their money. They may need babysitters for their children. These are everyday things for most of our members, but not so for women in distress. Hospitals, libraries, and food closets always need volunteers. The Salvation Army receives requests for help from families in trouble and evaluates their needs. A chapter could apply to the Salvation Army or other organizations for the name of a family to adopt for holidays or for back- to-school clothes and supplies. Literacy programs everywhere need volunteers to help illiterate adults learn to read or non-English speaking residents to learn to speak English. Local USOs can use volunteers as can Veterans Administration Hospitals. Assisting communities which are rebuilding due to weather related disasters can also be necessary and fulfilling for a chapter. The possibilities are endless, and there is no doubt that as individuals we are

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already involved in our communities’ volunteer activities. But how many of our chapters are involved as a chapter? How often does the name “Colonial Dames XVII Century” become attached to a communities’ activities? The Challenge is for each chapter to decide on a project of community outreach, participate in it and then report on it. Each State should recognize and reward the outstanding work of chapters in their projects and forward the very best projects to the National Chairman for review. The chapter and state with the most outstanding activities will be recognized at National Conference. These projects will not be evaluated solely by the number of hours worked or goods or money donated, but on the impact the project is having in the community. This impact can be measured by testaments from community members, publicity surrounding the activity or the level of commitment of the chapter members. The chairman and vice chairman are available for assistance in locating projects for chapters and to answer any questions you may have. Please feel free to call on us. Pamela Redd Meiring

GRAVESTONE PRESERVATION The Gravestone Preservation Committee’s purpose is to preserve and restore our ancestral gravestones and cemeteries. Genealogy research can’t be done in cemeteries if the stones can’t be found or read. We want to educate members and the public on the proper procedures for cemetery care for all cemeteries not just colonial. Please make sure your state and your chapters have a Gravestone

Preservation chairman. Look around your communities for ways to showcase this new committee. State or local societies or individual members are encouraged to place or repair headstones to the graves of missing or illegible ones with the purpose of preserving our records and our ancestral heritage. Chapters might consider contributing to one sponsored by your state. Besides the free of charge monuments for military veterans, monument companies may be able to donate services or provide a reduced cost. One project involved a flat stone with an error, flipped over and paying only for engraving. Contact the responsible cemetery personnel for acceptable methods and procedures. Our older cemeteries are full of illegible gravestones and unmarked graves. It is the responsible thing to honor those who came before us. There are a plethora of resources online, here are few to get you thinking: http://www.gravestonepreservation.info/terms http://www.stonehugger.com/resources.html http://www.cem.va.gov/hmm/ http://www.in.gov/dnr/historic/3744.htm Please make sure the chapter chairmen send their reports to their state chairmen by Jan 15 and the state chairmen send to this chairman by Feb 15. If you have any questions, ideas or suggestions for this committee please lets us know. Kathryn Stoess Kessinger

HISTORIC SITES MARKED BY CDXVIIC

Please list your state’s Markings of Historic Sites for a future volume of “Guide to Historic Sites”. Be sure to keep

http://www.gravestonepreservation.info/terms

http://www.gravestonepreservation.info/terms

http://www.stonehugger.com/resources.html

http://www.stonehugger.com/resources.html

http://www.cem.va.gov/hmm/

http://www.in.gov/dnr/historic/3744.htm


a record of the name of a marker or the subject if no name; wording on marker; name of state, chapter or officer who placed the marker; date the marker was dedicated and the location of the marker.

Please report markers that were placed but have been move, stolen or removed. Fill out as much information as you know. We want as complete a record as possible. Thank you very much for your time and your help with this project. If I can be of any help, don’t hesitate to contact me. Diane King, Chairman

ONE HUNDREDTH ANNIVERSARY CELEBRATION

Welcome to the 100th Anniversary Committee! This is a very exciting time as we unite our strength through common goals to celebrate the 100th anniversary of our beloved National Society in 2015. ANNUAL REPORT FORM 100TH ANNIVERSARY CELEBRATION Chapter Chairmen should submit one copy of this report to the State Chairman by January 15th and the State Chairmen should compile all chapter information and submit one copy of this report to the National Chairman by February 15th. Keep one copy for your file and reproduce this form locally as needed. PROGRAMS ON THE HISTORY OF OUR SOCIETY The 100th Anniversary Celebration Committee recommends that chapters present a program on the history of our Society. Please see the following sources for programs. Our Founder, Organizing President General of the National Society Colonial Dames XVII Century. (See the section under One Hundredth Anniversary Celebration Chairman in the Goldenrod

Directives from National Officers and National Chairmen for information on our founder, Miss Mary Florence Taney). The History of the National Society Colonial Dames XVII Century: A Retrospective 1915 - 1999 by Anne McMath Roy Recording Secretary General. This book was written and sold in Mrs. Swanson’s administration in 1997 – 1999 and 300 copies were sold again in 2007 – 2009 in the administration of Mrs. Gex. CD (new slides) and DVD (old slides) and a script of the NSCDXVIIC Headquarters Building and Furnishings was written and developed in the 2003 - 2005 administration of Mrs. Johnston. Both the CD (new slides) and DVD (old slides) were a personal gift from Mrs. Johnston to each state for chapter use. These presentations should be found in the State Presidents file. Chairmen, if your state has misplaced these slides, and a chapter would like to have a program on the Headquarters building and furnishings, please contact the Headquarters Secretary or Mrs. James E. Johnston, Honorary President General, 304 Hastings Road, Athens, AL 35613-2514. Colonial Dames 101 is a PowerPoint presentation with accompanying text is available for use by chapter for programs. The program includes an overview and brief history of the National Society; information on the Society’s emblem, motto, object, membership eligibility, and ceremonies; background on the National Headquarters Building; and composition of the Headquarters staff; National Officers and Executive Board. This program was written in 2007. List of all Presidents General may be found in the Handbook of the National Society.

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Two 100th anniversary insignia pins are available from Hamilton Jewelers. You may purchase one pin for a minimum donation of $100.00 or both pins for a donation of $200.00. All donations should go through your State Treasurer. A special commemorative brooch has been designed especially for our 100th anniversary celebration. It will be for sale in the very near future. The 100th Anniversary Committee will host the tea, banquet, and luncheons at the 2015 National Conference. Please encourage your chapter members to begin making plans to join us for this grand celebration! Our committee is honored to complete the celebration plans developed during the last seven administrations. It is a joy to celebrate the heritage of our ancestors!

PROGRAM ON THE HISTORY OF OUR

SOCIETY Chapters, The 100th Anniversary Celebration Committee recommends that you present a program on the history of our Society. Please see the following sources for programs: Our Founder, Organizing President General of the National Society Colonial Dames XVII Century On July 15, 1915, The National Society Colonial Dames XVII Century was organized during the meeting of the International Genealogical Congress at the Panama Exposition in San Francisco California. The Founder of the National Society was Miss Mary Florence Taney of Covington, Kentucky, and five other ladies, Mrs. Alice Hardeman Dulaney, New York, Miss Anna Taylor Hodge, Kentucky, Mrs. Georgena Hodge Bailey, Kentucky, Miss Florence May Washington, Kentucky, and Miss Grace

Marie Cheever, Ohio. These ladies had common interest in genealogy which led them to form a lineage organization which became of national scope. Miss Taney was Founder, President General, Treasurer General and Organizing President General. Miss Mary Florence Taney, daughter of John Peter Taney and Catherine Alphone Rogers Taney, was born May 15, 1856 in Newport, Campbell County, Kentucky and passed away on October 9, 1936 while residing in Covington, Kentucky. Miss Taney is buried among her family and loved ones in St. Mary’s Cemetery, Fort Mitchell, Kentucky. She was a descendant of a long line of illustrious ancestors. Miss Taney was a descendant of the distinguished Taney family of Maryland. Her ancestor, Roger Montfort Taney, came to Maryland with Lord Baltimore in 1632, and held office in the Council and Assembly. Her kinsmen, Roger B. Taney, Chief Justice of the United States married the sister of Francis Scott Key, author of the “The Star Spangled Banner”. Her family traces its lineage back to 1122 when Roger de Taney, who for valor at the Battle of Hastings, was created a baron by King Edward I. The Taney line is direct from Richard Neville, the Great Earl of Salisbury and Warwick. Miss Taney came from a large family of children; she was the youngest child. She was educated at the Catholic Immaculate Academy, Newport, Kentucky. Our founder lived in an eloquent detailed Victorian brick home at 312 Garrard Street, Covington, Kentucky. The home was built circa 1867 by a Mr. Whips in what is now a beautiful historic district of Covington where there are many other magnificent mansions from the 1800’s.


Miss Taney held a position in Washington, DC as the first woman to become private secretary to the Collector of Internal Revenue during the Harrison administration. She also was the first woman in the state of Kentucky to become licensed as a Notary Public, being appointed by the governor Simon Bolivar Buckner, Sr. in 1889. Mary Florence Taney early entered upon a career which won her a name as an author, musician, artist, and leader in civic, religious, social and patriotic circles of her community, state, and later of her nation. Possessed of a brilliant mind, a charming personality, with a gift for leadership, she was the founder of three National Patriotic Societies:

Founder and Honorary President General of the National Society of the Colonial Daughters.

Founder, Organizing President General and Treasurer General of the National Society Dames XVII Century, July 15, 1915.

Founder and Organizer of the National Society of the Dames of the Court of Honor, May 15, 1921.

The Roger Montfort Taney Chapter Colonial Dames XVII Century Chapter in Covington, Kentucky is named for Miss Taney’s colonial ancestor, Roger Montfort Taney.

Pamela Rouse Wright PRESIDENT GENERAL’S PROJECTS

This is an informational announcement that this new committee will coordinate fundraising for the President General’s Projects. In future editions of The Review, you will find information about these projects. For example, the first project underway is the Jamestown Anniversary

Ship Pin. The National Pocahontas Scholarship and Project Chairman, Jane Congdon, is coordinating these sales and may be reached at [email protected]. State Presidents and State Pocahontas Scholarship and Project Chairmen should already have this information to distribute to the chapters in their respective states. Look for the ads in upcoming issues of The Review. Inquiries are always welcome. Carol Sutton-Shipps

CONFERENCE COMMITTEES

CREDENTIALS

Please destroy all old Chapter and State Credential Forms. The new forms will be available in the Summer Packet which will be provided to you by your State President. You will not be receiving them from any other source. Per the Bylaws, Article XIII, National Conference, Section 2a, Delegates and Alternates, “Delegates to the National Conference shall be: National Officers elected and appointed; Honorary National Officers; National Committee Chairmen, both elected and appointed; State Presidents and State Vice Presidents or duly elected Alternates, Presidents of all chapters and Presidents of newly organized chapters or elected Alternates; also one Delegate or elected Alternate for each twenty-one members of a chapter or major fraction thereof as listed on the books of the Treasurer General in good standing before March 1st. No voting by proxy shall be permitted. Each voting member shall be permitted only one vote.” If a Delegate is serving in more than one office or chairmanship, she must

mailto:[email protected]

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declare in which capacity she is voting at the time of registration. Delegates and Alternates to the National Conference must be elected by March 25th each year. Immediately following the elections of the qualified Delegates, the Credential Forms should be completed and mailed to the National Credentials Chairman early enough so that she will have received them by April 1st. State Presidents, if you have members who are National Officers, elected or appointed; Honorary National Officers; or National Committee Chairmen, both elected and appointed, please list them on the STATE Credential Report Form under Delegates. Use only the forms marked for use in 2013-2015. If you do not have room on your Credential Form for all of your Delegates, Alternates and Guests, please attach a second form. Clearly mark “ATTACHMENT” on the top of the second form. Receipt of the Credentials Form(s) will be verified if an e-mail address or self-addressed, stamped post card is provided. The State Credential Report Form is to be completed by the State President and SIGNED BY THE STATE PRESIDENT AND THE STATE TREASURER. The Chapter Credential Report Form is to be completed by the Chapter President and SIGNED BY THE CHAPTER PRESIDENT AND THE CHAPTER TREASURER. State and chapter Presidents are requested to study the entire Credential Report Form carefully. Chapter forms MUST indicate the total number of chapter members. This is the number that determines how many chapter Delegates you will have. The signatures of the chapter Presidents and Treasurers verify that those listed on this form are in good standing on the books of the Treasurer General as of March 1st.

The following chart is helpful and reliable in determining the number of Delegates a chapter is allowed. This chart includes the chapter President (or her elected Alternate) in the count. # of Members = # of Voters 21 - 31 2 (President + 1) 32 - 52 3 (President + 2) 52 - 73 4 (President + 4) 74 – 94 5 (President + 4) 95 – 115 6 (President + 5) 116 -136 7 (President + 6) A chapter organized and confirmed by the Organizing Secretary General and the President General after April 1st shall be permitted representation by the chapter President or her elected Alternate, and notification shall be made to the Credentials Chairman. Presidents and other new officers assume their duties AFTER the National Conference in odd-numbered years. Thus, the Credential report reflects the current President or officer, not the President-elect or officer-elect. The Credential Report Forms, as received by the National Chairman, are used at the National Conference for the Delegates and Alternates to sign at the Registration Desk. If a member’s name is not on the Credential Report Form as a Delegate or Alternate, or if the National Credentials Chairman has not received the Credential Form, the member appearing at the Registration Desk shall be registered as a Non-Voting Member. PLEASE REMEMBER: Credential Forms must be signed by BOTH the State/Chapter President and the State/Chapter Treasurer, as applicable. A member who is in arrears for dues as of March 1st shall not be counted in determining representation at the meetings of the National Society nor act as a Delegate or Alternate at such meetings.


DO NOT list State Officers other than the State President and the State First Vice President on the State Form. Chapters DO NOT list titles for State Officers when putting them on the Chapter Form. The form does not ask for this information. DO NOT list a National Officer or National Committee Chairman as a Chapter Delegate. Listing her as a Chapter Delegate will cost the Chapter one Delegate/vote. If a member is going to vote at National as a State Delegate, she cannot vote as a Chapter Delegate. If you have any questions regarding credentials, please call or e-mail this National Credentials Chairman as she will be most happy to assist you. I am looking forward to seeing you all at the Credentials Table. Rebecca “Becky” M. Rostron

PAGES

Paging is an excellent way for young members or inactive members to be involved in the society! As the National Society will celebrate our centennial anniversary in 2015, this chairman challenges each state president to send at least one member to serve as a page at one National Conference during Ms. Davis’ administration. This chairman is looking for at least twelve – fifteen young ladies between the ages of 18 – 40 to serve during the National Conferences held at the Mayflower Hotel during April 2014 and April 2015. With the centennial celebration in April 2015, this chairman will need extra pages. Names of prospective pages for National Conference are needed by mid-January. Prospective pages, state presidents or chapter presidents send

names to this chairman. Once names are received, this chairman will notify the prospective page in writing and then will send a list to the President General. All pages will receive an information packet, which includes a Page Manual as well as registration instructions. Pages are responsible for their own registration and meals form. Typically, pages who serve during the entire conference will only need to pay for their Banquet ticket as all other meals are complementary. Pages can also serve as chapter delegates. A page meeting will be held on Wednesday afternoon to go over duty assignments as well as protocol. Page duties include but are not limited to assisting members in need, carrying items, carrying flags, handing out certificates, holding doors and running errands. It is our duty to be polite and helpful to keep our National Conference running smoothly in every way possible. We are here to serve ALL of the CDXVIIC members. A smile and white clothes are the your only prerequisites. Pages always wear white with white gloves while on duty. During daytime business sessions, pages wear appropriate white business casual with white shoes that have a strap around the heel. A white skirt suit is recommended. Pages do not wear pants. For the Opening Night Ceremony and the Friday night banquet, a white formal dress that is either tea-length or floor length is required. Pages may wear off-white or ivory as well. Pages not only serve the National Society, but can also serve their state societies as well. Members who are interested should contact their state president about paging opportunities within their state societies.

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Remember our pages of today become our society’s leaders tomorrow.

Anne-Cabrie Forsythe PRESIDENT GENERAL’S PROJECTS

This is an informational announcement that this new committee will coordinate fundraising for the President General’s Projects. In future editions of The Review, you will find information about these projects. For example, the first project underway is the Jamestown Anniversary Ship Pin. The National Pocahontas Scholarship and Project Chairman, Jane Congdon, is coordinating these sales and may be reached at: [email protected]. State Presidents and State Pocahontas Scholarship and Project Chairmen should already have this information to distribute to the chapters in their respective states. Look for the ads in upcoming issues of The Review. Inquiries are always welcome.

Carol A. Sutton-Shipps

PROTOCOL

Protocol is the proper etiquette for courtesy and respect for the leadership positions of an organization. The fundamental principles are good manners and common sense. COURTESY TO THE PRESIDENT GENERAL: The President General is the highest ranking officer and recognition should be accorded to her. At the National Conference in Washington, DC, when the President General enters the room, all members stand and give applause. Remain standing until she reaches the podium and requests you to

be seated. If a state society wishes the President General to visit, an invitation should be sent as soon as possible after the National Conference, where she is elected. If the date you request is not possible, please be flexible, as she will try to coordinate her travels to include two, three, or more State Conferences and/or Board of Management meetings in sequence. If the President General is unable to attend the State Conference or Board meeting, the State President should arrange a luncheon or dinner meeting in her honor to which all members are invited. COURTESY TO STATE PRESIDENT: On the State level the State President is the highest ranking officer. At all State activities, the State President holds the place of honor. She is last in the processional and first in the recessional, first in the receiving line, and sits to the right of the podium at the head table. When a National Officer visits, she precedes the State President in the processional, follows her in the recessional, and receiving lines. She is seated to the right of the State President. You may refer to our National Society Handbook for more details regarding protocol. If you have any questions regarding protocol issues, please call or e-mail me and I will be most happy to assist you. This chairman is delighted and honored to serve our National Society. I look forward to meeting and working with each of you for a successful National Conference. Shelley Martin

TICKET SALES AND RESERVATIONS

(Meal and Tea Tickets) The President General and her Conference Committee establish entree


choices and prices with the hotel. The Meal Reservation Form is printed and distributed with the Call to Conference in the Winter “Review.” Please follow these simple procedures when ordering your meal tickets: 1) Complete a Meal Reservation form for each person requiring Tea or Meal tickets; make copies of the form for your prospective members, spouses or other guests. Complete each form in its entirety, print the name, state, etc., indicate the entree choice and the number of member and guest tea tickets required. Include the payment with the order form or forms. 1) Print the e-mail address clearly; confirmation that the reservation has been received will be sent via e-mail. No e-mail? Just include a self-addressed stamped postcard or envelope. 2) If you wish to be seated with friends or chapter members, please mail the reservations together, in one envelope, and every effort will be made to accommodate your request. 3) Any special dietary restrictions, food allergies, or special mobility access needs must be stated on the Meal Reservation Form. The kitchen staff will be notified in advance and your special needs will also be noted on the back of your ticket. 4) If you wish to attend the Tea only, please complete a Meal Reservation form and return it by the deadline; the reservation count is used by the Hostess State to prepare for the Tea. Both members and guests need tickets; there is no charge to members for the Tea; payment for guest tickets should be included with the reservation. 6) Tea and Meal Tickets will be available for pick-up at the “ticket table.” No tickets will be mailed.

7) The deadline date for receiving your Meal Reservation Form will be stated on the form. If the form is received after the deadline date, a late fee of $5.00 will be assessed. The deadline date is the date by which the form must be delivered to the home address of this chairman; postmark dates do not count. Do not use mail that requires a signature for delivery. Do not mail your form to Headquarters, the Credentials Chairman, or to the Hostess States. 8) The deadline date for cancelling one or more meals will be stated on the form. If you must cancel your reservations, please mail a self-addressed envelope (SASE) to this chairman with your request for a refund. There is no guarantee of a refund if you cancel after the deadline. Your refund will be mailed approximately 6 weeks after the Conference. This chairman looks forward to greeting you all at the National Conference in April! Margaret Joan (Joanne) Byerly © 2013 National Society Colonial Dames XVII Century

National Society Colonial Dames - Weebly · 2 Seventeenth Century Review, 2013 NATIONAL OFFICERS...

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