It is the responsibility of all PART of Laredo members to review and inform themselves of and abide by the following governing instruments:
History of Pan American Round Tables (www.partt.org) Resource Library
Alliance Constitution and Bylaws, Standing Rules (www.partt.org)
Resource Library/Constitution and Bylaws
State Constitution and Bylaws, Standing Rules (www.partt.org) Resource
Library/Constitution and Bylaws
PART of Laredo Constitution and Bylaws
PART of Laredo Handbook
Protocol Guide (www.partt.org) Resource Library/Directories and Lists
Robert's Rules of Order (Current Edition)
ROLE
To serve as Chairperson of the Executive Board
To serve as ex-officio member of all committees, except the Nominating Committee
To comply with all governing instruments of the PART of Laredo
To appoint all officers, with the exception of the First and Second Associate Directors
To appoint the Standing and Special Committee members
To oversee the work of the Table and ensure that Table Officers are complying with their duties and responsibilities at the Local, State and Alliance levels
To send notice to members after three (3) unexcused absences
To file the appropriate IRS Form within the specified time frame
To preside at all meetings and Table functions, following the rules of parliamentary procedure as stated in Robert's Rules of Order, latest edition
To prepare an agenda, using the form suggested in Robert's Rules of Order
To accept the slate of nominees presented by the Nominating Committee Chair and to call for additional nominations from the floor
To inform the Table members of voting qualifications and procedures in accordance with Robert’s Rules of Order
To preside and conduct a memorial service for deceased members
To coordinate the compiling of the PART of Laredo Handbook
Ask officers, committee chairpersons and membership to review the existing handbook and give recommendations for improvement
To update, organize, and compile information for all sections with the assistance of the First and Second Associate Directors and the Immediate Past Table Director
Proofread and revise all information in all sections of the handbook
Coordinate the printing process and the distribution of the handbook
Send copies to designated State and Alliance officers
To serve as an Active, Active Honorary, Honorary, or Associate Member
To represent one of the independent countries of the Americas belonging to the Organization of American States (OAS)
To know and comply with the instruments governing the Table
To uphold the purpose, objectives and ideals of the PART of Laredo
To accept appointments and lead responsibly when serving on committees and/or as an officer
ROLE
To serve as a member of the Executive Board
To oversee the Standing Committees
To serve as Chairperson of the Program and Decorations Committees
To fill the unexpired term of the Director, in case of her untimely resignation or death
To preside at meetings in the absence of the Table Director
To comply with all instruments governing the PART of Laredo
To know all Standing Committees' Duties and Responsibilities
To verify the reservation count for meetings and special events provided by the Telephone Committee Chair and communicate it to the caterer at the appropriate time
To inform the Directors of the Day that they are responsible for all expenses related to their program, including those of guest speakers, subject to prior approval from the Table Director
To assist the Table Director with the drafting of the meeting agendas
To assist the Table Director with the compiling of the yearly handbook
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the duties and responsibilities of the First Associate Director and of the Standing Committees to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To oversee the Special Committees
To fill the unexpired term of the First Associate Director, in case of her untimely resignation or death
To preside at meetings in the absence of the Director and First Associate Director
To comply with all instruments governing the PART of Laredo
To know the Special Committees' Duties and Responsibilities
To assist the Table Director with the drafting of the meeting agendas
To assist the Table Director with the compiling of the yearly handbook
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the duties and responsibilities of the Second Associate Director and of the Special Committees to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To serve as a member of the Scholarship Committee
To comply with all instruments governing the PART of Laredo
To record minutes at Executive Committee, Regular, Special Called and Scholarship meetings
To provide the Parliamentarian with the revisions of the Constitution and Bylaws as approved by the members
To record recommendations, resolutions, etc. to be presented at the next Table meeting for discussion, approval and/or adoption
To prepare minutes to be e-mailed, read or posted for the membership to correct and approve before filing them
To note changes and dates of approved minutes in red ink
To provide a copy of the minutes of the previous meeting to the Director
To maintain a file of all recorded minutes, using acid-free materials, in the form of a journal and at the end of her term turn it over to the Historian(s) for the archives
To provide copies of the minutes to her successor previous to the first business meeting of each PART of Laredo year.
To conduct Roll Call at all meetings
To maintain accurate records of the attendance
To inform the Table Director when a member has had three (3) unexcused absences
To inform the Table Director after a member has had four (4) unexcused absences
To maintain a notebook having a
Record of attendance for the year
Record of Membership Status:
Month and year of entry (active, associate, honorary and active honorary)
Month and year of withdrawal, whether in good standing or not
Month and year of death
Names submitted to "Hour of Memory" with dates data
Record of any other information pertinent to membership history
Copies of all minutes
To submit the updated notebook to her successor by the first October Meeting of new PART Biennium
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the duties and responsibilities of the Recording Secretary to be stated in the PART of Laredo Hand book
ROLE
To serve as a member of the Executive Board
To serve as Chairperson of the Finance Committee
To comply with all instruments governing the PART of Laredo
To know all accounts belonging to the PART of Laredo
To keep records for each account: Administrative Checking Account, Scholarship Fund Account, CD Account and Stock Portfolio
To provide the bank officer a copy of the minutes certifying the election of the incoming officers which are required to approve signatures and account access to the Treasurer, Table Director and First Associate Director
To send Annual End-of-Year Financial Report to the State Director by June 15
To prepare fiscal information for the appropriate IRS form
To assist Table Director in filing the appropriate IRS Form within the specified time frame
To send a bill to those members who have not paid their dues by the October Meeting
To inform the Director of members who have not paid dues by the November meeting
To collect and record all dues, meal fees and donations made to the Table.
To maintain separate accounts for the Table Administrative checking account and the Scholarship savings account.
To ensure the Scholarship Fund is not used to supplement the Checking Account.
To transfer any interest accrued by the CD Account and the Stock Portfolio to the Scholarship Fund
To process reimbursements to Table members for Director approved expenses
To collect and distribute Local and State Scholarship Fund donations
To process the Table's $50.00 donation to the Table Scholarship Fund in memory of deceased member, member's deceased husband, and/or member's deceased child and/or grandchild
To inform the Directors of the Day that table decoration expenses are limited to $20.00 per table, and that any additional program expenses (such as meals, travel, or lodging) are their responsibility and require prior approval from the Table Director for reimbursement.
To reconcile the checkbook as bank statements arrive
To keep current the checkbook Transaction Register
To record and maintain current all transactions in an Accounting Ledger (permanent record book) detailing the account of all monies received and paid
To clearly identify operational expenses as: meals, postage, publications, gifts, etc.
To verify that all balances in the ledger reflect bank statement balances
To require review of the ledger by the Finance Committee at the end of each PART year
To indicate in the ledger the date and signature(s) of auditor(s)
To maintain a file which includes: the checkbook with the bank statements and deposit slips for the Administrative Account (checking), the Scholarship Fund (savings account) bank statements with deposit slips, the CD Account statements, the Stock Portfolio statements and the Accounting Ledger
To present a complete report of the Table's financial standing to the Finance Committee prior to the September meeting and after the May meeting
To prepare monthly financial reports to be emailed or presented at each regular meeting
To prepare the monthly Financial Reports as a summary of the collections and expenditures which should also call attention to any unusual items
To prepare a list of the yearly donations made In Memoriam to the Scholarship Fund
To file the Financial Report for audit
To keep copies of Financial Reports on file
To Submit at the end of May complete books and files to her successor
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of the Treasurer to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To comply with all instruments governing the PART of Laredo
To inform membership at regular meetings of all incoming mail: notices, announcements, invitations, and news
To inform the membership of outgoing mail: sympathy, congratulatory, invitations and thank you notes to guest speakers and visiting dignitaries, etc.
To submit to the Director all incoming mail
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of Corresponding Secretary to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To serve as Chairperson of the Revisions Committee
To comply with all instruments governing the PART of Laredo
To know the duties and responsibilities of the Revisions Committee
To verify quorum at all meetings
To see that all meetings are conducted according to all governing instruments of PART of Laredo
To advise the officers and members in matters pertaining to interpretation of the rules governing the PART of Laredo
To maintain order at the meetings
To protect rights of the minority and majority
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of Parliamentarian to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To serve as Chairperson of the Custodian of the Flags and Native Costumes of Pan American Nations Committees
To comply with all instruments governing the PART of Laredo
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of the Custodian(s) of the Flags to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To comply with all instruments governing the PART of Laredo
To know and adhere to the duties of the Historian
To request a list from the Table Director of required pictures to be taken, i.e., presenter, guests, special event hostesses, etc.
To send to State Historian: photographs, newspaper clippings and other items of interest clearly labeled
To send to State and Alliance Historians archival material, clearly labeled, at special occasions and ninety (90) days prior to their respective conventions
To send to Pan American Texana (PARTT) mailing address labels/emails when requested
To send Table pictures and news to be printed in the Texana
To send articles with pictures to the Alliance for their publication
To collect and preserve materials pertaining to the historical interest of the Table (photographs, newspaper articles, programs, favors, yearbook, etc.) for the elaboration of the yearly scrapbook
To take pictures for the yearly scrapbook and for the Electronics Communications and Publicity Committee
To make scrapbooks available for members to view
To file a scrapbook with other PART of Laredo archives of TAMIU's special collections and archives
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of the Custodian(s) of the Flags to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To serve as Chairperson(s) of the Scholarship Committee
To comply with all instruments governing the PART of Laredo
To oversee the monthly raffles at meetings, collect funds and submit to Treasurer
To follow the Table's Scholarship Guidelines
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of Scholarship Committee to be stated in the PART of Laredo Handbook
ROLE
To serve as a member of the Executive Board
To serve as chairperson of the AD HOC Committee
To serve as a guide and counsel to the Table Director
To know and abide by all contents stated in the PART of Laredo Handbook
To know the procedures as stated in the PART of Laredo Constitution and Bylaws
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the duties and responsibilities of Immediate Past Director to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, A, shall be composed of the Officers, the Immediate Past Director and any member who is a State Officer. The present Table Director shall serve as Chairperson.
Officers
To know and abide by all contents stated in the PART of Laredo Hand book
To know and abide by duties and responsibilities pertaining to the office
To know the procedures as stated in the PART of Laredo Constitution and Bylaws
Bylaws, Article V, Section 1, D, shall consist of three (3) at-large members and two (2) former Table Directors for a total of five Cs) members, of which one (1) will serve as Chairperson.
To know and adhere to Article V - Membership
To develop a recruitment plan
To review submitted Nomination Forms and oversee election in May
To maintain strict confidentiality of proposed applicants
To keep accurate records of extended invitations and declined replies
To know and follow election process as stated in the Bylaws Article IV, Section 1
To conduct orientation of newly elected members
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, C, shall be composed of the Treasurer who will serve as Chairperson, a minimum of two (2) assistants, and five Cs) members who will serve as Finance Advisory Members.
To assist the Treasurer with collections at all Table functions
To determine expenditures to include:
Scholarship donation to State Scholarship
Fund Publication expenses
Correspondence expenses
Operational expenses (office supplies, misc.)
To audit records at the end of the year or at Table Director's request
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, D, shall consist of a minimum of four (4) members, of which one (1) will serve as Chairperson.
To maintain a record of all credits and debits to the Scholarship Fund
To ensure that the interests accrued in the CD Account and the dividends from the Stock Portfolio are deposited into the Scholarship Fund
To accept, document and report all Memorial and Simple donations made into the Scholarship Fund
To ensure that a scholarship memorial in lieu of flowers is established (donations of $50.00) on behalf of the Table in the deceased member's name, member's deceased husband, member's deceased child and/or grandchild
To coordinate the monthly raffles at meetings
To prepare a monthly report to be given to the membership, either read or posted at the Director's discretion
To submit an end-of-year financial report to the Finance Committee and to the Table Director
To follow the most recent PART of Laredo "Criteria for Scholarship Applicants"
To invite the recipient(s) to attend a meeting to be introduced to the membership
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, E, shall be composed of all Directors of the Day assigned for that PART year. The First Associate Director will serve as Chairperson.
To maintain the List of Nations reflecting assignments and the schedule of nations to be presented in alphabetical order or at the Director's discretion
To organize and oversee the development of the programs
To ensure programs reflect the Table's Pledge, Collect and Purpose
To focus program on Pan Americanism and subjects related to the culture, customs, language, arts, history, literature and geography of the Pan American nations
To organize programs which appeal to current members and attract future members
To hold meetings with the Directors of the Day
To maintain that expenses incurred for the program i.e. meal, travel, hotel, etc. is the responsibility of the Director of the Day and need previous approval from the Table Director
To coordinate the program with the Decoration Committee
To maintain expenditures within budget as approved by Executive Board
To plan decorations in coordination with Directors of the Day for business meetings and special event
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, F, shall be composed of Active Members appointed by the Director, of which one will serve as Chairperson.
Chairperson(s) is to meet with committee members at the beginning of the PART year to discuss duties and responsibilities of the telephone callers
Chairperson(s) is to assign and provide a membership list with phone numbers to telephone callers
Chairperson(s) is to give the callers all the details (e-mail, regular mail, or phone numbers) of information to be disseminated to membership prior to the monthly meeting and special events
Chairperson(s) is to tally the reservation count to be given to the First Associate Director at the appropriate time
Chairperson(s) is to give the Recording Secretary and Treasurer at each meeting a list of members who confirmed attendance
Chairperson(s) will submit the report of the members monthly unexcused absences
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section, G, shall be composed of five (5) members appointed by the Director of which one (1) will serve as Chairperson.
To meet and identify potential nominees by January of the election year for Table Director, First Associate Director and Second Associate Director
To nominate candidates for Table Director, First Associate Director and Second Associate Director biennially at the March meeting of the election year or as needed for the membership to vote
To contact prospective officer nominees and inform them of the respective office duties and responsibilities
Committee Chairperson is to read the slate of nominees when called upon by the Table Director at the March meeting
To maintain confidentiality of prospective nominees
To nominate candidates for State and Alliance elected positions (January meeting of State Convention year and January meeting of Alliance Convention year)
To coordinate the membership vote for State and Alliance nominations
To provide nominations results to the Table Director who will submit the names to the State and Alliance Nominating Committee Chairperson respectively
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, H, shall be composed of a minimum of six (6) members of which the Guardian(s) of the Flags will serve as Chairperson(s)
DUTIES AND RESPONSIBILITIES OF FLAGS
To know and adhere to flag protocol
To maintain and store flags with care
To display small flags at all meetings
To display large flags at Founder's Day and Pan American Day Commemoration, or at the Executive Committee's request
DUTIES AND RESPONSIBILITIES OF COSTUMES
To know the diverse costumes pertaining to each nation
To assist members with the research/ selection of respective costumes
To assist Directors of the Day with the planning for the Pan American Day Celebration
To encourage members to wear their assigned nations' native costume or any other authentic costume representing the OAS Nations
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 1, I, shall be composed of a minimum of four (4) members of which one will serve as Chairperson
DUTIES AND RESPONSIBILITIES
Chairperson(s) will hold one to four events per year celebrating peace among the PART of Laredo members
Chairperson(s), in an effort to foster peace activities in the general community will invite outside groups to join PART of Laredo at their peace events
Chairperson(s) will inform community groups about the PART peace movement throughout Latin American countries
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, A, shall be composed of the Parliamentarian who will serve as Chairperson, three (3) at-large members and two (2) former officers.
To know all duties pertaining to this committee
To review the Constitution and Bylaws at the State and Alliance levels and propose amendments to the PART of Laredo Constitution and Bylaws
To ensure that the revisions are printed/kept current in the PART of Laredo Handbook
To send revisions to State and Alliance Parliamentarians for approval
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, B, shall be composed of a minimum of three (3) members, of which one (1) will serve as Chairperson.
To know the rules of protocol using the latest edition of the State Protocol booklet
To assist the Table Director by overseeing that there is proper observance of protocol (ceremonial forms and courtesies) in relation to Local, State and Alliance officers at all monthly meetings and special functions
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, C, shall be composed of a minimum of four (4) members of which one (1) will serve as Chairperson.
To greet members and guests at all Table functions
To plan and purchase the giveaway favors and auction item(s) to be taken by those attending the State and Alliance conventions
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, D, shall be composed of a minimum of three (3) members of which one (1) will serve as Chairperson.
To maintain a current list of contact persons and phone numbers at local newspapers and local magazines
To establish a working relationship with editors to facilitate the sharing of information and to learn of due dates, editors' preferences for reporting, etc.
To draft a plan including a timeline so Table’s events are featured in local publications
To request from Table Director the publication dates for the Panamericana Texana
To send pictures and story to the State Publication Chairperson to be published in Panamericana Texana
ALL PUBLICITY TO BE PRESENTED TO ANY MEDIA PERTAINING TO THE PAN AMERICAN ROUND TABLE OF LAREDO MUST BE CLEARED THROUGH THIS COMMITTEE, THE TABLE DIRECTOR, AND/OR HISTORIAN.
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, E, shall be composed of a minimum of three (3) members of which one (1) will serve as Chairperson.
To send meeting minutes, financial reports, forms, community service updates, event reminders, PART announcements via email to all Table members.
To coordinate and maintain PART of Laredo's website
To publicize Table's meetings and special events on Table’s website and What’s App Business Group
To compile and send articles and photographs periodically to PART of Texas Electronic and Communications Chairperson
ALL ELECTRONICS COMMUNICATIONS TO BE PRESENTED TO ANY MEDIA PERTAINING TO THE PAN AMERICAN ROUND TABLE OF LAREDO MUST BE CLEARED THROUGH THIS COMMITTEE, THE TABLE DIRECTOR, AND/OR HISTORIAN.
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, G, shall be composed of a minimum of three (4) members of which one (1) will serve as Chairperson.
DESCRIPTION: The Community Service Community is dedicated to supporting local organizations that serve women and children by identifying their needs and organizing the Table’s donation-based initiatives and partnerships.
- To facilitate community service projects throughout the PART of Laredo year
- To research and maintain contact with local nonprofits, schools, shelters, and other charitable organizations
- To identify and document specific needs of each organization (e.g., seasonal supplies, hygiene kits, nonperishable food, school items, baby goods)
- To plan and coordinate donation activities based on identified needs, such as toy collections, backpack supplies, clothing donations, and water drives
- To provide campaign information to the Publicity Chairperson to promote events within the community through local newspapers
- To submit campaign information to the Electronic Communications Committee Chairperson for distribution to the Table via email, the PART of Laredo website, and the WhatsApp group business chat
- To collect, sort, and deliver donated goods to the designated organizations.
- To maintain records of all donation campaigns and prepare a report to be submitted at the end of the year
- To communicate regularly with partner organizations to foster long-term partnerships
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
Bylaws, Article V, Section 2, E, shall be composed of a minimum of three (3) members of which one (1) will serve as Chairperson.
- To order new members' name tags
- To assist in the distribution and collection of member name tags at all meetings and events
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations on the committee's duties and responsibilities to be stated in the PART of Laredo Handbook
shall be composed of all Past Directors, with the two most recent Immediate Past Directors serving as Chairpersons.
DUTIES AND RESPONSIBILITIES
To know and abide by all contents stated in the PART of Laredo Handbook
To know the procedures as stated in the PART of Laredo Constitution and Bylaws
END-OF-THE-YEAR-REPORT: To submit to the Table Director recommendations pertaining to the committees' duties and responsibilities to be stated in the PART of Laredo Handbook
