Pan American Round Table of Texas Table Director's Information Packet Guide

1. PAN AMERICAN ROUND TABLES OF TEXASTABLE DIRECTOR’S INFORMATION PACKET

2. GUIDE FOR TABLE DIRECTORS Your Table members have chosen you to lead them in the work of the Pan American Round Table. They have put their trust in you to work on their behalf and to represent them with grace and dignity in all matters pertaining to the Pan American Round Table organization. You are here today because you care, and are interested in learning and informing yourself about your duties and responsibilities and wish to do a good job. During the time you are the Table Director, you are ultimately the one responsible for all that happens at your Table. To be an informed and effective leader you must first and foremost familiarize yourself with the governing rules of your own Table. Read your Table Constitution and Bylaws. Table members who have previously held office are the best sources for help and information. IT IS YOUR RESPONSIBILITY TO INFORM YOURSELF ON THE FOLLOWING: Your Table Constitution and Bylaws (should be in your yearbook). History of the Pan American Round Tables (www.partt.org) Resource Library. PART Framework Constitution (www.partt.org) Resource Library/Constitution and Bylaws. State Constitution and Bylaws, Standing Rules (www.partt.org) Resource Library/Constitution and Bylaws. Alliance Constitution and Bylaws, Standing Rules (www.alianzamrp.org) Resource Library/Constitution and Bylaws. Protocol Guide (www.partt.org) Resource Library/Directories and Lists. Robert’s Rules of Order (your own copy).

3. ORGANIZATION As Table Director you will oversee all the work of the Table and direct the officers in their duties. Study the duties of officers and committees and assign Table members to positions where they will be most effective. It is helpful to pass out committee preference sheets so members can indicate the committees on which they would like to serve. Review duties with the officers and committee chairman and check periodically to be sure duties are being performed and up to date. CORRESPONDENCE As Table Director you will receive notices, announcements, invitations, news and instructions by both email and regular mail. The communications will be from the State Director, the State and Alliance Board members, and other Tables. Read all communications carefully, respond on a timely basis when necessary and convey notices intended for the Table members promptly. MEETINGS Start general meetings and board meetings on time. Your members expect it.Draw up an agenda outline and organize the meeting in detail on the outline. Give a copy to the Recording Secretary to help her take minutes. Stay on agenda, follow the outline, maintain a steady pace, and do not let the meeting drag. MINUTES Correct minutes are very important. Be sure the secretary records details of the meeting accurately. Especially important to record correctly are the financial reports, decisions, voting results and amendments. PROGRAMS As Table Director you are the “The Chair” until the meeting is adjourned. If there is a program scheduled, introduce the Program Chairman to the membership. When a guest speaker is scheduled to give a program have it understood how long the presentation will last, and verify before the speaker begins. Work with the Program Chairman and committee to arrange for programs that focus on Pan Americanism and subjects related to the culture, customs, language, arts, history, literature and geography of the countries in the Western Hemisphere.

4. DIRECTOR’S NOTEBOOK Organize a Director’s Notebook. Make an index tab for each meeting. File your agendas, minutes, financial reports, programs and all pertinent materials. When you finish your term of office, pass your Director’s Notebook (and all previous ones) to the new Director as a reference guide for her. Make a complete duplicate copy of the notebook to keep for yourself. PAN AMERICAN COUNTRIES Tables may represent the original 21 American Republics, Canada and any of the 34 countries that are members of the OAS at present. Cuba has been suspended since 1962. The OAS removed a 47 year old ban of Cuba from the OAS, Cuba can take a seat only after a process to ensure it is “in conformity with the practices, purposes and principles of the OAS.” Since the last suspension 47 years ago of Cuba, the OAS has suspended the country of Honduras, as of June, 2009. ORGANIZATION OF AMERICAN STATES On April 14, 1890 in Washington, D.C., the First International Conference of American States founded the International Union of American Republics. In 1910, the International Union became the Union of American Republics, and the Commercial Bureau became the Pan American Union. The Charter that transformed the Union of American Republics into the Organization of American States and Pan American Union into the OAS General Secretariat, was signed in Bogota, Colombia, in 1948. Alliance, Zone 1 representative, as Chairman of the OAS Committee is Lydia Aguirre of the Washington, D.C. Table. FINANCE Each Table in the State is a Subordinate Group of the Pan American Round Tables of Texas, a Texas corporation. To ensure continued recognition of tax-exempt status, the State Director is required by the IRS to maintain a group file showing all income and expenses of the organization. This requirement includes individual financial statements from each Table.

5. Therefore, as Table Director you are responsible for sending to the State Director a Table financial statement signed by your Treasurer by June 15th of each year. (Form Included). PARTT maintains this data to satisfy an IRS audit. In addition to the financial statement, in 2008 began the filing of the electronic IRS Form 990N. How do I file the e-Postcard? The e-Postcard is filed electronically by answering fewer than ten questions in an online form. When you link to the system, you leave the IRS site and file the e-Postcard with the IRS through our trusted partner Urban Institute.  If you have trouble linking to the filing system through the IRS website, the URL for the Urban Institute site is http://epostcard.form990.org .  The form must be completed and filed electronically.  There is no paper form. *If your Table would like for the State Treasurer to file the 990N for you, you must send the request in to the State Director. PART is a non-profit organization, exclusively charitable and educational in purpose. Funds solicited or raised for purposes other than scholarships, convention expenses and Table administrative expenses can result in the entire organization losing its Tax Exempt Status. PART STATE CONVENTIONS The Texas State Convention is held on the odd years. Attend your State Convention and encourage Table members to attend also. Your Table must elect two delegates and one alternate to attend the convention to represent your Table. State conventions give the opportunity to socialize with women of other Tables across the State and share similar interests and build lasting friendships. TABLE OFFICER Table officers should be elected prior to the date of the Biennial State Convention. Send the name of your elected Table Director (even if she is the same director from the previous year) including mailing address, phone numbers (home & cell) and email address to the State Director immediately after the convention. YEARBOOKS Send copies of the yearbook as soon as possible to the State Director, Corresponding Secretary, Area Director, Historian, Parliamentarian, Archives Chairman, Publications Chairman, Alliance Director General, Alliance Zone I Director and Alliance Treasurer. NOTE: Publications Chairman: Raquel Oliva, 3900 Neuhaus De., McAllen, TX 78503 and State Corresponding Secretary, Fifi Heller Kaim, 700 Wakefield Ct., El Paso, TX 79922

6. STATE NOMINATING COMMITTEE (Elected by the State Board at the Interim Board Meeting) STATE SCRAPBOOK Remind the Table Historian to send clearly labeled photographs, newspaper clippings and other items of interest about the Table to the State Historian, Norma Paniagua, 561 Falcon Blvd., Eagle Pass, TX 78852 ARCHIVES State Archives are kept at The University of Texas San Antonio Library Archives located at the Institute of Texas Cultures in Hemisphere Park. Archives chairman is Laura Uzdavines, 250 Treeline Park #508, San Antonio, Texas 78209. PAN AMERICANA TEXANA Send Table news to Publications Chair, Raquel Oliva for publication in the Pan Americana Texana. Three (3) issues are published during a State Director’s term: first issue will go out in September, 2019; second issue, April, 2020 and the last issue will go out February, 2021. STATE SCHOLARSHIPS State Scholarship Chairman is Rosa Maria Vida, Ph.D. 3204 Winsome Court, Laredo, TX 78045. The Florence Terry Griswold donation forms to the scholarship fund are attached in the back.

7. TABLE AUTONOMY Tables are allowed local autonomy as long as the Table operates within the framework of the Constitution and that your own Constitution and Bylaws have been accepted by the State. Submit revisions to your Constitution and Bylaws to the State Parliamentarian and Revisions Committee for approval. PARLIAMENTARY PROCEDURES Information on parliamentary procedures and helpful guides are included in the workshop handbook. Make sure that you follow parliamentary procedure during you board and general membership meetings. Each one of your Parliamentarian should have a copy of Robert’s Rules of Order. BOARD MEETINGS Board meetings are important and are for the purpose of taking care of the business of the organization. Recommendations, resolutions, budgets are discussed, voted upon and later presented to the general membership for approval and adoption. Take care of small items at the board meeting, and read only the important items at the General Meeting. Always keep the membership informed but not to the point of boredom. PROTOCOL The Protocol Booklet is on the PARTT.org website. Log on to www.partt.org, go to menu on the left of the screen, click on Resource Library, click on Directories and Lists, click on 2007 PARTT PROTOCOL BOOKLET. You are there! Along with this booklet, the workshop booklet has a lot of information in reference to protocol. I HOPE THAT YOU FIND THIS INFORMATION USEFUL. THE WORKSHOP BOOKLET AND THIS HANDOUT, I FEEL WILL PROVIDE USEFUL INFORMATION AT YOUR FINGERTIPS.

8. ARCHIVES: • State information is at The University of Texas- San Antonio Library. • Alliance information is at the Benson Latin American • Collection at the University of Texas at Austin. • If the Table Director is not present or any other officer…any member of the Table • can represent the Table. • During voting, depending on how you going to vote, state or local, that is where you sit for the voting. • Small flags are used at the regular membership meetings. • Large flags are displayed at events or ceremonies.

9. PAN AMERICAN TABLES OF TEXAS • 2019-2021 TIMELINE • 2019 • APRIL • Send names, mailing addresses, phone numbers and email addresses of • your Table Director and Officers for the year to the State Director, • Martha Miles Stumbo, 3318 W. 5th St., Fort Worth, TX 76107 or • marthastumbo@icloud.com • JUNE • Send the Treasurer’s financial statement to the State Director by • June 15th to the above address. THE EARLIER YOU SEND THIS, • THE BETTER! • AUGUST • Email or mail articles and photographs of Table news to publish in the September issue of the Texana to the Publications Chairman Raquel Oliva, 3900 Neuhaus Dr., McAllen, TX 78503 or roliva39@gmail.com • SEPTEMBER • Send yearbooks to State Director, Corresponding Secretary, Area Director, Historian, Parliamentarian, Archives Chairman, Publications Chairman, Alliance Director General, Alliance Zone 1 Director and Alliance Treasurer. • Invite the State Director, Corresponding Secretary, Area Director, Alliance Director General and Alliance Zone 1 Director to visit your Table. • Make your Table’s room reservations for the Alliance Convention in Puna Cana, Dominican Republic. The hotel is Hotel Hard Rock Punta Cana, RepublicaDominicana. • DECEMBER • State dues of $6.00 per capita and Florence Terry Griswold Scholarship of $2.00 per capita is due by December 31. • You will be reminded by the State Treasurer and an attachment with the dues form will be sent to you. Mail form and two separate checks to State Treasurer, Margot Arevalo Gonzalez, 1021 A South Closner Blvd., Edinburg, TX 78539

10. 2020 JANUARY Alliance dues of $3.00 per capita and $25.00 per Table are due by January 31. The Zone Director is advised of the dues and she inturn will send reminders and an attachment with the dues form. Mail form and checks to Alliance Treasurer, Frances Rodriguez, 12625 Gruene Pass, San Antonio, TX 78253. MARCH State Board meeting, March 20 & 21, 2020 in Beeville, Texas. Information about this meeting will arrive in January, 2020. MAY If your Table has elected new officers, please send the names with complete information, address, phone numbers, email addresses.(Repeat April 2019) JUNE Send the Treasurer’s Financial Statement to State Director by June 15th. THE EARLIER THE BETTER. SEPTEMBER Start preparing for the Alliance Convention in Punta Cana, Dominican Republic on October 7 – 11, 2020. Make sure that all the information that has been asked from you has been sent to the Alliance Zone Director, Vianey Aponte-Uss, 17425 SW 245 Terrace, Homestead, FL 33031 or vianey.mrp.solamericas@gmail.com Mail yearbooks to State Officers and Alliance Officers. (Repeat September, 2019) OCTOBER ATTEND THE ALLIANCE CONVENTION IN PUNTA CANA! DECEMBER Send State dues to State Treasurer. (Repeat December 2019)

11. 2021 • JANUARY • Alliance dues of $3.00 per capita and $25.00 perTable are due by January 31. • Mail or email articles and photographs of Table news to Raquel Oliva to publish in the February, 2021 issue of the Texana. • You will be notified to begin preparations for the State Convention, and given instructions for the Table reports. • Send Table nominee names and curriculum vitae to the State Nominating Committee. Names will be needed for all State Offices, and Standing Committee Chairmen and Committee members. • Send Constitution/Bylaws revisions to the Parliamentarian. • Send Resolutions to the Resolutions Chairman. • Consider hosting the State Convention or the State Board meeting. • FEBRUARY • 1. Continue preparations for the State Convention. • 2. Elect two delegates and one alternate to represent your Table at the State Convention, and send names to the Convention Chairman. • 3. You will be notified where to send your Table report. • MARCH • State Convention, April 2021, in McAllen, Texas. As soon as the dates are available, they will be sent to you.

12. TO BE AN EFFECTIVE PAN AMERICAN ROUND TABLE LEADER • REMEMBER: • Be informed. • Live up to the duties of the office. • Develop your ability to communicate. • Promote the spirit of teamwork. • Seek the best interest of the Table. • Be prepared for each meeting. • Give credit where credit is due. • Persuade capable persons to run for office and stand by them once elected. • Encourage, don’t discourage. • Keep long range goals in mind. • Persevere amidst shortcomings and difficulties. • NEVER LOSE YOUR SENSE OF HUMOR!

13. MISCELLANEOUS INFORMATION • ADD MAGIC INTO YOUR MEETINGS: • M……….Minutes • A…………………Agenda • G………………………….Groundrules • I…………………………………………...Involvement • C…………………………………………………………Concensus • In order for someone to learn a skill or become knowledgeable about a specific thing….you TEACH them. • TRAIN……show how to do a thing. • EDUCATE…..show someone why we do something, hopefully it will be passed on. • Education lasts forever….create then transfer. • Give OWNERSHIP, let them make decisions, be involved. • PRAISE….gasoline for the soul, it’s a high octane boost. • How long do you keep trying? When a child starts to walk, do you give up because it seems that he doesn’t get it? Do we give up? • EVERY SMALL ACTION AFFECTS OTHERS!!! • MOTIVATION….temporary…motivated by wants. • INSPIRATION…permanent…inspired to do something. • Inspire…ownership…allow people to have ownership by letting them make decisions, mental ownership. Learn by doing. • Listen…to what is important to members..ask before you give your opinion. • Reward Effort…few people achieve greatness but are determined to try their best. Reward large and small accomplishments. • Give Praise in front of others. People need fuel, just like a car does…fill them up with “High” octane fuel. • *Recognize signs….when you are sick, we know you are getting sick because we recognize the signs and symptoms. • *Engage.....with each and every member of your team on a regular basis.

14. Responsibilities of PART Membership • Implement and model the purpose and objectives/ goals of PART • Be familiar with the • History of Pan American Round Table • Website www.PARTT.org • Local Table, State, and Alliance Constitution and By-laws • Table Year Book • Table Handbook • Attend scheduled meetings and other functions • Participate in meeting deliberations, business discussions and voting • Nominate candidates for office or committees • Support programs and projects • Express gratitude for work well done by officers and other members • Abide by the support the decisions of the majority • Acceptable reasons for absence • Illness • Absence from city • Pressing business • Family emergency • Bereavement • Give financial support and annually pay dues and fees Become involved in projects • Serve as mentor for new members, chairpersons and/or officers • Build self esteem • Be a role model • Encourage risk-taking • Assist in accomplishment and being productive • Encourage strengths and skills • Create a sense of belonging • Communicate effectively • Verbal • Non-verbal • Written

15. Practice effective human relation skills Be empathetic Respect options and suggestions Treat persons as equal but with different prior knowledge Be genuine in your relationship Acknowledge contributions Encourage participation Capitalize on strengths Instigate and nurture the development of new skills Reward work and accomplishments publicly Remember, members remain committed if they: Experience opportunity for growth Feel they belong Feel they make a difference Are capable of handling tasks Experience personal fulfillment of objectives Help others remember the responsibilities of the membership Share the responsibility of leadership by serving on committees and/or as an officer Attend committee meetings Participate in committee assignments in a timely fashion Support and participate in committee projects and decisions Facilitate and encourage all members to participate Assume personal responsibility to obtain information missed Help Historian collect information and memorabilia including who, what, when and where Model courteous behavior Speak to chair as madam Refrain from disturbing assembly or presiding officer through whispering, cell phones and restlessness Refrain from calling out a motion to adjourn or question when another has the floor

16. To: PART of Texas Directors • The Historian needs to record the activities of the Tables of Texas for the biennium of 2019-2021. The PARTT Scrapbook(s) will hopefully be displayed at the 2021 state convention in McAllen, Texas. • In addition to your Table’s yearbook, please send the Historian photographs and newspaper articles pertaining to your Table’s activities such as: • Visits from guests at the Alliance, Zone, State and Area levels • Installation of Officers • Group Picture of Table Members • Founder’s Day Activity • Pan American Day Celebration • Scholarship Recipient • Special Table Project • Community Involvement • Table Logo or Table Banner Logo • Send the Historian your pictures on a CD and a hard copy of the same pictures no later than • December 10, 2020. All photos need to be clearly labeled. Identify all persons in the picture, left to right, whether they are sitting or standing, front row, etc. State the date, occasion and where the picture was taken. Newspaper clippings should be copied on acid free paper with the dateline of the newspaper showing its name, date and page number. • Norma Paniagua • PARTT Historian • (830) 968-0020 • Fax (830) 773-5138 • 561 Falcon Blvd. • Eagle Pass, Texas 78852 • npaniagua0607@yahoo.com

17. PAN AMERICAN ROUND TABLE FINANCIAL STATEMENT JUNE 1, ____ TO MAY 31, ____ (RETURN TO STATE DIRECTOR BY JUNE 15, ____) PLEASE PRINT PAN AMERICAN ROUND TABLE OF: ____________________________________________ TABLE DIRECTOR: Name: ____________________________________________ Address: ____________________________________________ City/State/Zip Code: ____________________________________________ E-mail Address: ____________________________________________ Home & Cell Phone # ____________________________________________ TABLE TREASURE: Name: ____________________________________________ TREASURER’S SIGNATURE: ____________________________________________ ADMINISTRATIVE ACCOUNT: TOTAL FROM PREVIOUS YEAR: $_______________________ INCOME FOR THIS YEAR: Total # members/Total member dues: __________/$_____________ Contributions received this year: $________________________ Interest earned this year: $________________________ Miscellaneous income/contributions: $________________________ TOTAL INCOME FOR THIS YEAR: $ _______________________ EXPENSES: Combined Alliance & State Dues: $ _______________________ Administrative costs: $_______________________ Miscellaneous: $_______________________ TOTAL EXPENSES FOR THIS YEAR: $_______________________ BANK BALANCE AS OF MAY 31, _________ FOR THIS ACCONT: $_______________________ (PLEASE NOTE: Bank balance as of end of last fiscal year(+) income (-) expenses this year must equal to bank balance for the fiscal year.)SCHOLARSHIP ACCOUNT: TOTAL FROM PREVIOUS YEAR: $________________________ INCOME FOR THIS YEAR: Fundraising event(s): $________________________ Contributions/donations: $________________________ Interest earned this year: $________________________ Miscellaneous: $________________________ TOTAL INCOME FOR THIS YEAR: $________________________ EXPENSES FOR THIS YEAR: Amount of Scholarship(s) given: $________________________ Committee expenses: $________________________ Miscellaneous expenses: $________________________ TOTAL EXPENSES FOR THIS YEAR: $ ________________________ BANK BALANCE ON MAY 31, _____FOR THIS ACCOUNT: $_________________________ CERTIFICATES OF DEPOSIT: TOTAL FROM PREVIOUS YEAR: $_________________________ ADD (+) MONEY TRANSFERRED INTO CD’S THIS YEAR: $________________________ DEDUCT (-) MONEY TRANSFERRED INTO SCHOLARSHIP OR GENERAL FUND THIS YR. $________________________ INTEREST RECEIVED: $_______________________ CD BANK BALANCE AS OF MAY 31,_________ $_______________________ TABLE DIRECTOR’S SIGNATURE:________________________________________________________

18. PAN AMERICAN ROUND TABLES OF TEXAS • STATE DUES AND SCHOLARSHIP ASSESSMENT FORM • DIRECTIONS • 1. Be sure that you fill out the entire Table name, for example “Pan American • Round Table of Edinburg”. • 2. Fill out sections A and B listed below. • 3. Make one check for dues @ $6.00 per member payable to PART of Texas. • Make a second check for Scholarship @ $2.00 per member payable to • PART of Texas. • 4. Note on the face of the check (Memo): “State Dues” or “Scholarship Fund”. • 5. Make a copy of this completed form for your records. Your copy and your • canceled checks will be your receipt. • Mail this form and both checks to the State Treasurer by December 30th . • Table Name:___________________________________________________ • Total dues paying members:__________________ • State Dues: Check #________ Amount $_______________ • Scholarship Fund: Check #________ Amount $_____________ • A. Number of DUES PAYING MEMBERS in your Table for each category that • applies: • ___active members ____honorary members ____members on leave • ___associate members ____inactive members ____senior active members • ___charter members ____non-resident members ____temporary associate • ____other members • B. Number of Members NOT PAYING DUES in your Table for each category that • applies: • ___active members ___inactive members ___on leave members • ___associate members ___honorary members ___senior active members • ___charter members ___non-participating/dues waived • ___sustaining members ___non-resident members ___temporary associate • ___other members • Mail form and checks to: Margot S. Arevalo-Gonzalez, PARTT Treasurer • 1021-A SoutnClosner Blvd. • Edinburg, Texas 78539 • Questions: 956-383-5544 (work) 956-802-5544 (cell) • Email: margots@sbcglobal.net

19. ALLIANCE OF PAN AMERICAN ROUND TABLES DUES FORM Zone___I____ Table Name___________________________________________________________ Your Name:___________________________________________________________ Your Address:_________________________________________________________ Your Phone Number/Email Address:_____________________________________________ _____________________________________________ Number of Members:_____________ Year Paying (/2020, 2021, 2022)________________________________ Paying by Check/Money Order/check #__________________________ Amount Dues $_______________________ (Dues are $25.00 Table/$ 3.00 per member) PLEASE PRINT… Mail to Alliance Treasurer: Frances Rodriguez 12625 Gruene Pass San Antonio, TX 78253 Questions: 830-734-5970 Email: rodriguezfrances67@gmail.com ______________________________________________________________________________________ DUES ARE DUE BY JANUARY 31, EVERY YEAR! DUES CANNOT BE LESS THAN 22 MEMBERS.

20. Pan American Round Tables of Texas Florence Terry Griswold Scholarship Donations DATE:_________________ DONOR NAME AND ADDRESS: ---------------------------------------------------------------------------------------------------- ---------------------------------------------------------------------------------------------------- TYPE: MEMORIAL_____________ HONOR____________ SIMPLE_____________ BY(Circle) TABLE__________________________ INDIVIDUAL______________________ MEMORIAL TO/ IN HONOR OF:______________________________________________________ DOLLAR AMOUNT: $_________________________________ PERSON(S) TO NOTIFY OF DONATION IF ANY:_______________________________________________________ ___________________________________________________________________________________________________ MAIL THIS FORM WITH YOUR CHECK MADE PAYABLE TO: PAN AMERICAN ROUND TABLES OF TEXAS MAIL THIS FORM WITH YOUR CHECK MADE PAYABLE TO: PAN AMERICAN ROUND TABLES OF TEXAS MARGOT S. AREVALO-GONZALEZ, TREASURER 1021 –A SOUTH CLOSNER BLVD. EDINBURG, TEXAS 78539 (PLEASE MAKE AS MANY COPIES OF THIS FORM AS YOU NEED) __________________________________________________________________________________ (FOR STATE TREASURER’S USE ONLY) DATE RECEIVED:__________________ CHECK #________________ AMOUNT:___________________ DATE NOTIFIED SCHOLARSHIP CHAIRMAN:____________________________________________