Senior State 1st V.P.- Be in charge of nominating committees both member and senior. They will be on all correspondences so that they are aware of what is going on. Can help with state conference set up and planning.
Senior State 2nd V.P. - Our societies really want to receive the state questionnaire as soon as possible. Once the new program packet is available at the national website nscar.org, the senior first vice president should work with the president in emailing the state questionnaire to each senior society president by September 10th. This officer could also be a liason for the SAR. They will keep in contact with the SAR so they can know what is going on and help explain things to the SAR.
Senior State Chaplain- Please work with your state chaplain to help them have prayers ready for all state board meetings. The state Chaplin is also in charge of the memorial service at the state conference. Please make sure your member has all her prayers ready to go. The senior state chaplain sends out all condolences if we have any members or seniors that pass away this year. These people will be the ones remembered at the memorial service. A copy of the memorial service can be found in the CAR handbook. The handbook can be found at NSCAR.org. If we have no deaths from Indiana, the state conference memorial service is still held for our founder, Harriett Lothrop.
Senior State Recording Secretary- The job of the recording secretary is to make sure that we have accurate minutes from all the meetings and those get sent out to the state president, state recording secretary, all board members, chapter senior presidents and guests attending state meetings.
Senior State Organizing Secretary- The organizing secretary will need to keep in communication with new members wishing to start a new society. The organizing secretary would work with the senior state president as mentors to insure a stable society. The organizing secretary should work with the Senior State President to see what societies are struggling. Together the two officers will need to brainstorm possible solutions. The officer will evaluate resources the society needs to help them stay an active society.
Senior State Corresponding Secretary- This position sends out calls to board meetings, regionals, state conferences and the Hoosier Highlights. If anyone has someone, they think should be getting the Hoosier Highlights and is not getting it, please let this officer know.
Senior State Treasurer- - This is a big job. We need to make sure that the check book is balanced. All checks for the state project need to go through the state treasurer. This person is also in charge of collecting state dues. Local societies do need to make sure that they send in their dues to the state treasurer. We need to start the process of getting our state tax exempt number. Has this been completed? We have been using the DAR number for years and did not have one of our own. This is something that should have been done years ago and was not. We will have to put all the current state officer information on the form. We just wanted everyone to know that.
Senior State Registrar- Your job is easy but is important. The Hoosier Highlights is supposed to have a list of all new members. The registrar will need to be an authorized user to the nscar.org member’s website, that will allow you access to eC.A.R. to obtain this information. At the website you will find all of the new members for the state from issue to issue so that they can be listed in the Hoosier Highlights. This is a requirement for the State President’s Award and for our state newsletter. This position will help new prospective members become members of the closest active society. The state president will forward prospective members to this officer to help.
Senior State Historian- The historian should be making sure that all local societies have filled out their Local Society Annual Report form and sent it into national headquarters. These forms can be found online. The senior state historian is also in charge of judging the society scrapbooks at state conference.
Senior State Librarian- Currently the state does not have a Library. With the help of the senior state president his position oversees filling out and filing the state society report form. The state librarian will help the state curator with displays.
Senior state curator- We do not have a museum. (The War Memorial 431 N Meridian St, Indianapolis, IN 46204 does have a revolutionary war display) Along with the state librarian, a traveling display should be placed around the state at libraries. This will promote knowledge about C.A.R. in Indiana.
Senior State President - This is for those who don’t know what the SSP does. There are several responsibilities for this office, many of you may not know, and I think it is good to have at least some of them spelled out.
Works with the State President to help as needed when they pick a project, theme, sales items, etc.
Works with the State President to make sure all state chairman positions are filled; appoints Senior State Chairs
Signs all contracts (setting up State Conference location and Board meeting locations); works with the State President to select meal options or other variables for meetings as needed
Signer on all bank accounts
Approves the State President’s agendas
Works with the Treasurer and follows up with each Society to make sure all EIN postcards (society and state) are filed on time
Reports to Senior National Board of Management meetings on the Indiana State Society (April & October)
Answers a variety of questions from members and seniors
Submits letters to the Hoosier Highlights; submits material to Facebook
Speaks at parent organization meetings as requested; encourages the State President to do so as well
Supports the State President with any questions or issues
Expectations for Senior State Chairmen.
In February you and your member will receive contest entries from all local societies via email. Please familiarize yourself with the contest and know the current expectations. Then your member should judge the contest on which society did the best job or had the best program. Your job as the senior is to guide the member. Make sure they are choosing the best program not just their own society. If their society did do the best job then by all means they should win, but we want to make sure that it is a fair choice.
The only three senior chairman that have added responsibilities are the magazine and newsletter chairman, the public relations chairman, and the merit award chairman.
The magazine and newsletter chairman is in charge of the Hoosier Highlights, and making sure that the state newsletter follows all the national requirements in the national packet (which is to help with the State President’s Award).
The public Relations Chairman oversees the state Facebook page. This includes approving posts and posting meeting reminders and other things that pertain to the state society.