DIRECTOR'S HANDBOOK
Originally published in April 1985
Revisions dated in red

PREFACE

This Handbook for Table Directors is a compilation of information presented at past "Schools of Instruction for Table Directors" held biennially at most State Conventions through the years of PART. Those signed as authors of the contributing documents are:

Mrs. William C. Chase
Mrs. W. W. Ely
Mrs. Albert M. Fernandez
Mrs. Frank Harmon
Mrs. W. W. Hawkins
Mrs. Samuel Jagoda
Mrs. B. C. Judkins
Mrs. J. Page Kemp
Mrs. Claude R. Nobles
Mrs. Sherrill B. Oakes
Mrs. A. B. Pumphrey
Mrs. H. E. Reigle
Mrs. Cleo Seelinger
Mrs. Clyde P. Trotter

Compiled at the request of Mrs. Roy E. Cole, State Director by Mrs. George R. Lipe, First Associate Director April 1985

HANDBOOK FOR TABLE DIRECTORS

ATTACHMENTS

Guidelines for Pan American Round Tables of Texas

Suggested Protocol Procedures

Alliance Protocol

Convention Manual and Protocol Guide revised 2001

Spanish

Agenda Outlines

Cans and Cannots

Brochure on the History of Pan American Round Tables

Framework Constitution

DIRECTOR'S ROLL AND DUTIES
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It is the responsibility of all Table Directors to inform themselves. Their Tables have shown trust and confidence in selecting them to direct them in PART work. A Table Director must perform these duties to the best of her ability and can do so only by being aware of all rules and precedents governing this organization. They are not all written out - many precedents that are important - many little duties that fall on a Table Director can only be learned by experience or by consultation with others who have held their office before them.

To begin with, remember that a Table Director represents her Table at all times, whether at a business meeting or a social affair. Whenever she goes to a function given by another Table, she should go with pleasure - not as a duty; and it should be apparent to everyone present. Represent your Table with dignity, and with interest in what is going on around you.

As soon as you are elected study up on:

• History of Pan American Round Tables (attached)
• Your Table Constitution (should be part of your annual yearbook)
• PART Framework Constitution (attached)
• State Constitution (you will receive from State Parliamentarian)
• Protocol Guide (attached)
• Robert’s Rules of Order (you should own your Own COPY)
• And this Handbook
  

ORGANIZATION
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Each Table Director must direct the officers of her Table in their duties and oversee all the work of her Table. To do so, she herself must be informed on the various requirements for each office, not only her own. Carefully study duties of officers and committees in your Table and name your committee members with much due thought as to where each member can be most effective and happy in her job, and be sure every member is given at least one job. Perhaps pass out a sheet prior to making appointments; ask all to indicate the committees on which they would most care to serve. Never take it for granted that your officers know their duties. With subtle tact, check with your officers and committee chairmen to be sure all is done.

CORRESPONDING SECRETARY
Revision 3/2001
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The Corresponding Secretary shall be a resident of the same city as that of the State Director. The Corresponding Secretary shall conduct and file the general correspondence of the State as assigned by the Director.

In cases of incapacity of the State Director, the Corresponding Secretary may cosign checks with the State Treasurer.

At the end of her term of office, the Corresponding Secretary shall place a condensed record of her activities in the Director's file to be used for reference by the incoming Director.

CORRESPONDENCE - INCOMING AND OUTGOING
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Table Directors must learn to read their mail - being aware, naturally, of the fact that it is not their mail alone - it is sent to them as the Director of their Table and must be read to the Table as such. Of course, this does not mean the "junk" mail received by every organization, but it does include all letters from other Tables and from the Board. When State Officers send communications to the Tables it is for a purpose, not just to use stationery, spend postage and just be busy. So, please, answer these communications and do so on time, not two weeks later.

MEETINGS
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Whether in General meetings or Board meetings, do start on time. If a time has been set, there is obviously a reason for it. Stress that fact to your Board and to your general membership.

---AGENDA Back to the TOC
Draw up an agenda outline (see sample attached) and have copies run through a copy machine. Organize your meeting in detail on the outline. Give your Recording Secretary a copy to help her take minutes. Check off each item of business as it is completed. Keep your finger on your place on the outline and your meeting will flow quickly and smoothly. Never let your meeting drag.

---- MINUTES Back to the TOC
Be sure that your secretary gets details of the meeting correctly. Correct minutes are very important. They constitute a permanent record of your organization. It is not important that red, white and blue decorations were used, but it is important as to how much money was voted to be expended on a project and how the group voted on proposed legislation from the State or International Organizations, and it is important as to whether Mrs. Black or Mrs. Brown proposed an amendment to an amendment.

INTRODUCTION OF PROGRAM
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GUEST SPEAKERS
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DIRECTOR'S NOTEBOOK OF ALL RECORDS
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Organize a Director's Notebook. Make an index tab for each meeting. File in it: your agenda, all correspondence read that date, and any other pertinent materials (program, place cards, news clippings, etc.). When you finish your term of office, pass your Director's Notebook (and all previous ones) to the new Director as a reference guide to her. You really should run a complete duplicate copy of yours to keep for yourself so you can also refer back if someone comes to you later for help and advice.

PROGRAMS AND PROJECTS
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Select carefully your Program and Project Chairmen, naming those who will really arrange programs on Pan Americanism - not a tea party or report or a trip through Europe. Programs or Projects could include studies of the American countries; OAS flags; perhaps making a set of flags; scholarships; Spanish classes; guest speakers from the countries; music, history and culture of the Americas - to suggest only a few of many possibilities.

PAN AMERICAN COUNTRIES
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Tables may represent the original 21 American Republics plus Canada or may expand to represent all the countries, now 32, of the OAS Our constitutions say that we represent those of the Pan American Union, which is now an entity within the Organization of the American States.

FINANCE
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Each Pan American Round Table in the State is a Subordinate Group of the Pan American Round Tables of Texas, a Texas Corporation, and, as such, operates according to the Framework Constitution and by-laws of the Pan American Round Tables of Texas. The State Director is required to file Tax Form 990 with IRS showing all income and expenses of the organization. She must also file Financial Statements from EVERY individual Table. Therefore you, as Table Director must send the State Director the following at the latest by June 1^st of each year:

1. A LIST OF YOUR OFFICERS for the coming organizational year. Be sure name, address and zip codes are all complete.
2. A STATEMENT RE: CONSTITUTION AND BY-LAWS: whether there have been any changes in the purposes of your Table, and if there have been changes or deletions in your Constitution or by-laws during the fiscal year. If none, send a statement to that effect.
3. A FINANCIAL STATEMENT from your Treasurer showing your receipts and expenses for the past fiscal year. This report does NOT have to be prepared by an auditor. (If your Table income should exceed $10,000. In one year, then your Table must file Form 990 individually.)

Your State Director is required to file her combined Form 990 on or before June 15^th. She must be given two weeks to prepare it; so be sure the above items reach her by June 1st If she is late with ‘her report she will be fined a substantial amount per day.

The Constitution states that our organization is non-profit. Since the organization does recommend that Scholarships be given, and that Tables send delegates to the Convention, a plan for financial assistance to attend Conventions is compatible with our legal status. However, funds solicited or raised for purposes other than scholarships, Table Convention expenses and normal Table operational expenses could result in the entire organization losing its status for mailing services and its Tax Exempt income Tax status.

Every effort should be made to avoid co-mingling administrative and scholarship funds. If such is impossible, detailed record keeping and documentation must be maintained. This data must be complete enough to satisfy an IRS audit.

STATE CONVENTIONS
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Attend your State Convention and urge every member to attend also, whether a Delegate or Alternate or not. The more who go the stronger and more interested your Table will be. It gives great opportunity to socialize among yourselves and to build friendships with members of other Tables. Before leaving each State Convention, see that the New State Director Area Associate Director, Corresponding Secretary, Recording Secretary and Treasurer have the names of your new and/or current elected officers. If you change officers in the off year, immediately send the new officers to the above.

TABLE ELECTIONS
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Table officers should have been elected prior to the dates of the biennial convention. Please do not fail to send a list of your elected officers, both in-coming and out-going, with addresses and complete zip code to your newly elected State Director immediately if you did Dot give them to her at the Convention.

MEMBERSHIP LISTS AND YEARBOOKS TO BE SENT
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As early as possible, send copies of the membership lists to the State Director, Area Associate, Corresponding Secretary, Treasurer, and the Publications Committee Chairman. These lists should give full name, address and complete zip code.

Send copies of the yearbook to the State Director, Area Associate, Corresponding Secretary, Treasurer, State Historian and Publications Committee Chairman.

STATE NOMINATING COMMITTEE
(elected by State Board at interim Board Meeting)
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Upon publication of the names of the members of the Nominating Committee in the Panamericana Texana, send names of members your Table would like to place before the committee as prospective officers or committee members (along with background data) to the Chairman of the Nominating Committee.

STATE SCRAPBOOK
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Remind the Table Historian to send copies of all newspaper clippings and other items of a historical nature to the State Historian at the time they are available.

PANAMERICANA TEXANA
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Remind the Publicity Chairman or the Table Historian to send material to the Editor of the Panamericana Texana for publication.

MEMBERSHIP
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Choose new members who are really Pan-American minded, not just joiners. Keep your membership small and interested, rather than large and unwieldy. It is better to take in no new members than just to fill up your membership.

TABLE AUTONOMY
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Are we allowed local autonomy? YES, so long as the Table operates within the framework of the Constitution and as long as the Constitution and by-laws Committee of the State have accepted your own Constitution and by-laws. If you study the above mentioned, you will realize that you enjoy a great deal of local autonomy. The itemized suggestions and rules are very easily complied with, and if you try them, you will have a good Round Table and a happy membership, and you will make a real contribution to your ideals and your community.

PRESIDING
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There are four basic rules for Parliamentary Procedure. Without them all else is lost.

1. Courtesy and justice to all;
2. Consider one thing at a time;
3. The minority must be heard;
4. The majority must prevail.

POINTS TO BE STRESSED
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Always look your best, stand erect, speak and enunciate clearly, making your language definite. Remember that you were elected by the group, and that group is looking to you to lead them and to always represent them well.

DIRECTOR SPEAKING HER OPINION
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If as Director, you wish to enter into a discussion or bring up any questions, step out of the Chair to do so, asking the Associate Director to preside for you. And speaking of Associate Directors, many organizations consider it an honor and a courtesy for the Director to ask the Associate Director to preside at one meeting during the year. Of course, she would always preside in the absence of the Director, and be expected to move up in case of resignation or death of the Director.

MOTIONS
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Most business resolves itself around a main motion or resolution.

1. A member, to secure the floor, rises (in large bodies gives her name) and addresses the Chair, is recognized by the Chair.
2. To make a motion, the member "moves" as, "Madam Director, I move that___".
   The motion must be seconded by a member, else it dies on the floor.
   The Chair states the motion (or has the secretary read it) and calls for any discussion on same.
3. The Chair puts the question to the body and takes the affirmative vote the negative vote and must announce the result.

The presiding officer is addressed as "Madam Director" but always refers to herself as "the Chair".

There are "Basic rules for any debate".

1. Each member is entitled to Speak once to a question, perhaps twice, if there is no objection.
2. Members of the organization indulge in no personalities and avoid references by name.
3. Members always make inquiries or ask questions on any point through the Chair.
4. The member making the motion has the privilege of opening and closing the debate.
5. The Chair must remain neutral and if debating, must leave-the Chair until the debate is finished and the vote taken.

BOARD MEETINGS
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Board meetings are very important and are set up for the convenience of taking care of the business of the organization recommendations, resolutions, and so on, to later be presented to the general membership for approval and adoption. If small items, such as approval of bills, committee appointments, etc. are handled at the Board meetings, only the reading of important items need be mentioned at the General meeting, and so it can move on to the program, the lecture or other forms of interest. Thus the membership is informed, but not tired out by such business. After all, the Board is elected to handle the organization's business. If any member at large objects to or wishes to speak to any of the recommendations or resolutions from the Board, that member is entitled to do so, and a discussion could follow - but seldom does.

VISITS FROM STATE DIRECTOR AND AREA ASSOCIATE DIRECTOR
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As soon after the biennial convention as is possible, invite the State Director and the State Corresponding Secretary to visit your Table. Invite the Associate Director for your Area to visit your Table also, but not with the Director and her Secretary. You will benefit more from separate visits. Suggest several specified dates for such visits. It is necessary for the visiting officers to coordinate their visits and plan carefully so that the cost in time and money will be kept to a minimum.

It is advantageous for the State Director to visit all Tables in the State during the first year of her term of office.

Remember, when you invite your State Director, don't give a general invitation - "how happy you would be to have her visit." She will not come without a specific invitation. Tell her if you want her to present the program for the day or if you will expect only a few words from her. In the latter case, mention what the program will be on each date you offer. When time of the visit draws near, write and tell her where she will stay and all arrangements made for her visit with time of each planned affair. Take care of her lodging for the night of her visit.

The visit of the Area Associate Director is usually much simpler since she usually lives close enough to come and go the same day.

Consult your Guidelines for PROTOCOL for Head Table Seating and Receiving Line Order, and abide by it strictly as you place your Table Guests and Officers. Do not run the risk of offending dignitaries by lack of use of accepted PROTOCOL. Robert's Rules of Order also lays down Rules of Protocol.

EXTENSION COMMITTEE
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Part of each Table Director's work is helping to organize new Tables. Each Table Director is automatically expected to assist the Extension Committee, composed of the four Area Associate Directors. Remember all work on organizing new Tables must go through the State Area Director of the area involved. The new Table then, when approved, receives a Charter from the State. Afterwards, the State informs the Alliance of the existence of the new Texas Table and the said Table is offered the opportunity of joining the Alliance. Each Table is an individual member of the Alliance - the State organization, as such, is not a member. This procedure was set up years ago when the Alliance was formed as an outgrowth of the Texas and Mexican Tables.

ASSOCIATE DIRECTORS' DUTIES
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The State of Texas is divided into four Areas: Area A, Area B, Area C, and Area D.
Each Area is under the jurisdiction of an Associate Director.
An Associate Director is proposed for each Area by the Nominating Committee at the time of elections. The designation of First Associate Director, Second, Third, and Fourth Associate Directors is made by the Nominating Committee.
In case of death, incapacity or resignation of the State Director, the Associate Directors in their respective order shall fill the unexpired term.
The four Associate Directors serve as an Extension Committee with the First Associate Director as Chairman. The Table Directors in the respective Areas assist this Committee. The Four Associate Directors shall be in charge of information and publicity of their respective Areas.
The Associate Directors shall visit each Table in their respective Areas at least once during their term of office.
The Associate Directors shall keep the State Director informed of their activities concerning visits to Tables, extension activities, etc.
At the time of a visit of the State Director to the city in which an Associate Director resides, the Associate Director shall request a private conference with the State Director.
The Associate Directors shall attend all Board Meetings and the Biennial Convention during their term of office.

Attachment 1
GUIDELINES FOR
PAN AMERICAN ROUND TABLES OF TEXAS

The Board recommends the adoption of the following suggestions as aids to interpret more clearly our Constitution and by-laws.

1. Achievement of Purpose: Refer to Constitution Article H,

2. Action by Tables:

3. Endorsements: Refer to Constitution Article V, Section 2.

4. Fund Raising:

5. Publicity:

6. Languages:

7. Receipt of Funds:

8. Use of Funds:

9. Young People:

10. Awards to Individual Members:

11. Transfer of Membership:

Mrs. J. Page Kemp
Mrs. Samuel Jagoda
Mrs. William C. Chase
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Attachment 2
PROTOCOL

GUIDELINES AND SUGGESTIONS FOR OBSERVING PROTOCOL

The term "protocol" as used in most deliberative societies embodies the courtesies, amenities, and rules of etiquette used in the official life of an organization.

It provides a pattern for recognizing and honoring officers, leaders, and distinguished guests. It prescribes the courtesy and etiquette generally used to establish the order of introductions, presentations, speaking, seating at the head table, and positioning in a receiving line.

Whether on the local, state, national or international level, proper protocol is vital in assuring that relations between the officials of organizations and governments are conducted with minimum friction and maximum efficiency.

One of the cardinal rules in protocol is the observance of the order of precedence at all functions. Failure to recognize the proper rank and precedence of a guest is equivalent to an insult to his/her position. Just as parliamentary procedure teaches the correct way to conduct a business meeting, protocol teaches proper etiquette ' for recognizing and honoring those in positions of leadership. Good protocol promotes orderly procedure and good relations among members at all levels.

The presiding officer is generally responsible for directing the application of principles of protocol within a society. In many instances, however, this responsibility may be delegated to others.

THE RECEPTION LINE

When the function is held in a public place the Table Director shall head the line. When held in a private home, the hostess shall head the line and the Table Director takes the next position. In both instances the State Director's position is next to the Table Director.

Each person in the reception line tells the name of the person passing through the line. Any Table member who is chairman of an event terminates the line.

SUGGESTED PROTOCOL PROCEDURES

Table Seating:

1. When in her own State, the State Director outranks all guests present and sits at the right of the Table Director. Any other guests of honor are placed in order of office to the State Director's right.
   
2. To the Table Director's left sits the Table's Recording Secretary, except when some non-member gives the invocation or is the principal speaker; then, he or she is placed at the Table Director's left.
3. The remaining Table Officers and/or Honorary Members fill the available seats to the right and to the left of the Table Director.

Receiving Line:

Courtesies for Special Guests:

Collect:

Collect

Mrs. H. E. Reigle
Mrs. Claude R. Nobles
Mrs. Clyde P. Trotter
Mrs. Frank Harmon

RANK OF OFFICERS AND CHAIRMEN

National above state, state above local, local elected officers before appointed committee chairs. Past national presidents extended honor and courtesy. Credit and recognition should be given those responsible for the meeting.

TABLE SEATING

When in her own State, the State Director outranks all other guests present and sits at the right of the Table Director. Any other guests of honor are placed in order of office to the State Director’ s right.

The remaining Table officers and/or Honorary members fill the available seats to the right and to the left of the Table Director.

If a special chairman is to present a program portion of the meeting, this person is usually seated at the left of the Presiding Officer when there is an honored guest at the right of the Presiding Officer.

Occasionally the distance a guest travels has bearing on seating.

At a business meeting the Table's Recording Secretary sits to the Table Director's left except when some nonmember gives the invocation or is the principal speaker: then he or she is placed at the Table Director's left.

During a meeting the work of the parliamentarian should be limited to giving advice to the chair and, when requested, to any other member. The parliamentarian should be assigned a seat next to the chair.

INTRODUCTION OF GUESTS AND DIGNITARIES

Distinctions between "introducing" and "Presenting"

1. Persons not known to the assembly are introduced;
2. Persons known to assembly are presented;
3. An "introduction" is generally more informative than a "presentation".

When guests of honor are merely to bow (i.e., say nothing), introduce from highest ranking down to lowest. When guests of honor are to say a few words, introduce from lowest ranking to highest.

When the National President is introduced, the entire membership rises in recognition of the office. Often this courtesy is extended to the State Director as well as the Director General of the Alliance.

Beware of introducing "the head table. It is always "those seated at the head table."

COURTESIES FOR SPECIAL GUESTS

Each special guest should have a Table member assigned to her to see that the guest is met and welcomed an arrival, and provides any necessary transportation for the duration of the visit. The assigned member should see that the guest meets the membership prior to the program.

Whenever it is necessary for the invited guest to remain overnight, it is expected that the host Table shall be responsible for the hotel room.

VISIT OF STATE DIRECTOR

As soon after the biennial convention as is possible, invite the State Director and the State Corresponding Secretary to visit your Table.

Invite the Associate Director for your Area to visit your Table also, but not with the Director and her Secretary as you will benefit more from separate visits.

Suggest several specified dates for such visits. It is necessary for the visiting officers to coordinate their visits and plan carefully so that the cost in time and money will be kept to a minimum.

It is advantageous for the State Director to visit all Tables in the State during the first year of her term of office.

VISITS OF HEADS OF OTHER PART ORGANIZATIONS

The Alliance of Pan American Round Tables is an organization of Tables only: each Table is equally represented with one 'vote.

Heads of national or state Pan American Round Tables may attend the conventions as honored guests and observers - and frequently do -but they have no vote. The same courtesy is extended to the Director General of the Alliance by the national and state organizations. The ideals and objectives are the same.

Have one program a year at which both State and Alliance are represented. It is the courteous thing to invite your State Director and an Alliance officer to meet with your Table and be your guest during your term of office.

FLAG PROTOCOL

When saluting the flag of the United States of America, the right hand should be held over the heart and the lower part of the arm raised so it is parallel to the ground. The salute begins at the precise moment the flag comes within field of vision. The salute ends when the f lag bearer comes to a definite halt and places the flag in the floor stand.

The Flag of the United States of America should hold the position of honor at the presiding officer's right while facing the audience regardless of whether it is on the platform or on the floor level.

The Pledge of Allegiance to the flag is not repeated if no flag is present.

MISCELLANEOUS

An Invocation (a prayer calling for divine assistance) is given before the Pledge of Allegiance to the flag of the United States of America.

An Inspiration (a spiritual or ethical thought or message) is given after the Pledge of Allegiance.

Name tags should be provided in large meetings. Tags placed near right shoulder are readily visible during handshake.

Attachment 3
ALLIANCE PROTOCOL

1. The Chairman of the Alliance Protocol Committee should maintain constant communication with the Director General and be aware, ahead of time, of any trips or -visits that the Director General is planning. She will request a complete list of the itinerary, names of officers that will accompany the Director General, times and means of arrival, etc. She will then pass this information to each Zone Director of areas to be visited.
2. The Zone Directors will coordinate plans with the members of the Alliance Protocol Committee of their respective areas and with the Table Directors of the Tables to be visited. They will make the necessary arrangements to welcome the Director General and her entourage.
3. The Tables will decide on hospitality details. If the guests are to stay at a member's home, the Table Director will ascertain that appropriate courtesies will be extended. If they are to stay at a Hotel, the reservations should be made and, if possible, the Director General's room should be paid for.
4. The Director General's "Welcoming Committee". at an airport, etc. should consist of at least: Zone Director (if possible), director of State or National Association, member of the Protocol Committee and Table Director.
5. Members of the hostess Table should be assigned to transport the guests to and from the airport and also to and from each event that will take place. Extra cars should be available in case of excess luggage.
6. If the Director General is unable to attend an event and sends a representative, such a representative shall be given the same treatment as if she were the Director General, even if higher ranking officers are present.
7. When inviting an Alliance Officer to an event, they should be advised if they are expected to deliver any speeches and about how much time each presentation should take. This should be done well in advance, so as to give them enough time to prepare their talk. They should also be informed whether the event will be formal or informal.
8. In every event where the Director General is present, she should be given an opportunity to say a few words to the audience. In her absence, the highest ranking Alliance officer should done well in advance, so as to give them enough time to prepare their talk. They should also be informed whether the event will be formal or informal.
9. In every event where the Director General is present she should be given an opportunity to say a few words to the audience. In her absence the highest-ranking Alliance officer should greet the audience. If the highest-ranking Alliance Officer belongs to the hostess Table, the visiting Officer that follows in rank should be asked to present a greeting. It is polite to inform her ahead of time about her participation. These courtesies will emphasize the fact that Tables appreciate the efforts of the visiting guests. We must keep in mind that some of them travel long distances without any financial compensation. We must also keep in mind that they want to share knowledge and offer suggestions, but they are also entitled to some relaxation and sightseeing.
10. When Zone Directors, members of the Alliance Advisory Board (ex-Director Generals), the "Pan American Woman" or any other Alliance Board member attend an event, they should receive special courtesies. Arrangements should be made to welcome them at airports, etc. and hospitality details should be planned.
11. Any meeting is always presided by the Table Director. At regular business Table meetings, Alliance Board members that belong to the Table need not be given any special treatment. However, during special celebrations, seminars, etc. the Table Director should introduce the local Alliance Board member, as recognition for her position.
12. It is a matter of Table courtesy to offer gifts to visiting dignitaries. Normally, they are welcomed with a corsage or bouquet of flowers and upon their departure they are offered a souvenir gift. It is advisable not to give large or bulky gifts that may cause packing problems. It is important to keep in mind that at ALL events there should be assigned seats for: the Alliance Director General, The National or State Association Director, any other Alliance Board member present and the "Pan American Woman".
13. After the completion of the Director General's visits to the Tables, the Chairman of the Protocol Committee will send "thank you letters" to each Table visited. Copies of these letters should be mailed to the Director General.

PRESS INTERVIEWS AND PICTURES

The Chairman of the Protocol Committee will notify the Director General and other Officers that may be interviewed by the Press. She will inform them of the time, place and estimated duration of the interviews. The interviews will take place in a private, comfortable area. Later on, the members of the Convention Courtesy Committee will procure copies of the newspapers, magazines, etc. where the interviews were published. These should be given to: the Director General, Alliance Historian, Table Historian and one each for the persons who were interviewed. Usually the official photographers will bring the Convention photographs that they took at the various events and will exhibit them at the Hotel. It is important that some members of the Courtesy Committee take several of the key photographs to the Director General's suite. Thus, she will have an opportunity to select and purchase some photographs for her personal album. Remember that she is a busy person during the Convention and unless someone saves photographs for her, she will end up with no Convention photos of her own. The Convention Publicity Committee will invite the press, radio and TV to the various social events. They should be treated with utmost courtesy so as to enable them to function properly.

REFERENCES

Archives of the Pan American Round Tables of Texas

"PROTOCOL, CEREMONIES. AND DECORUM" - compiled by The Education Committee, National Association of Parliamentarians, 1975-1977.

"PROTOCOL - WHAT AND WHY" - by Susan M. Ammons, printed in National Parliamentarian, Vol. 44, 1983 (Official Publication of National Association of Parliamentarians

Basic Principles of Parliamentary Law and Protocol" by Marguerite Grumme, Registered Parliamentarian (1973)

ROBERT S RULES OF ORDER, Newly Revised, 1981

PROTOCOL COMMITTEE:

Attachment 4
AGENDA OUTLINES

March, 1986

Date:

PAN AMERICAN ROUND TABLE OF

CALL TO ORDER

MOTTO:

"ONE FOR ALL AND ALL FOR ONE"

LUNCHEON

WELCOME TO HONORARY MEMBERS, GUESTS AND MEMBERS.

MOMENT OF SILENT PRAYER FOR (deceased)

INTRODUCTION OF GUESTS:

DIRECTOR'S MESSAGE

ROLL CALL BY COUNTRIES - with current events

INTRODUCE PROGRAM CHAIRMAN:

THANKS FOR PROGRAM

EXCUSE GUESTS AND ASK MEMBERS TO STAY FOR BUSINESS MEETING.

March, 1986

Date:

PAN AMERICAN ROUND TABLE OF

CALL TO ORDER

ROLL CALL BY NAME

READ MINUTES OF LAST MEETING
(Ask for additions or corrections. Approve the minutes.)

CORRESPONDENCE: (listed)

REPORT OF EXECUTIVE BOARD MEETING

TREASURER'S REPORT
Closing balance:

• General Account
• General Savings
• Scholarship Act.
• Scholarship C.D.

HISTORIAN REPORT

CUSTODIAN REPORT

PARLIAMENTARIAN REPORT

REPORTS FROM STANDING COMMITTEES:

MEMBERSHIP

PROGRAM

LUNCHEON

DECORATING

PUBLICITY

FINANCE

REPORTS FROM SPECIAL COMMITTEES:

PAN AMERICAN DAY OBSERVANCE

SCHOLARSHIP

COURTESY

PROTOCOL

TELEPHONE

OLD BUSINESS: (listed)

Attachment 5
CANS AND CANNOTS

A Pan American Round Table can:

1. Foster friendship through exchange of letters, local publications and visits between persons and Table members.
2. Arrange to exchange suggestions and programs with other Tables.
3. Recognize peoples of other countries who are living or visiting in their locale.
4. Serve as Goodwill liaison citizens by introducing accredited representatives of international movements, which are nonpolitical, nonsectarian and nonprofit making, to their own communities.
5. Stimulate Pan American ideals among students by giving rewards for the best paper on a Pan American subject, by sponsoring students who show through organization and leadership the best understanding of the people of this hemisphere.
6. Organize Pan American Clubs among students.
7. Organize and contribute to Pan American libraries and museums,
8. Promote the study of the languages spoken in the Americas: Spanish, Portuguese and English.
9. Give full or partial scholarships to qualify applicants or assist in locating a qualified applicant for an existing scholarship.
10. Commemorate, in yearly programs, special dates such as:

A Pan American Table cannot:
*Updated 3/01

1. Affiliate with or sponsor any political organization or movement.
2. Violate the Constitution of the State or Alliance by expressing an opinion as a group on international political affairs.
3. Endorse any individual or organization for any honors to be conferred upon them by another organization.
4. Affiliate with other organizations. *This means becoming a dues-paying member of another organization as a Table. Individual members are free to join other organizations on their own, but not an behalf of the Table.
5. Receive funds for Table maintenance from any government, political party or church.
6. Use Table funds for any purpose other than the regular business of the Table, or to assist in delegate representation to board meetings or conventions or to raise funds for scholarships.
7. Engage in any profit-making business
8. *Refuse membership to an accredited member of a "sister" Table who comes to the community.
9. Conduct an official business meeting or keep official records in a language other than that of the country in which it is situated, except in so far as translations of an existing text may be used. *English is the official language of all Zone I Tables in the Alliance. All Zone I Tables should be conducting their business meetings in English. Correspondence may be sent to members in both languages.
10. *Exercise the right to vote in State and Alliance Conventions, if not in good standing with the Alliance.
    

Attachment 6
HISTORY: TEXT OF PART STATE BROCHURE

A BROCHURE OF THE HISTORY

OF THE PAN AMERICAN ROUND TABLES

Attachment 6

Framework Constitution

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