Page 1 TWELVE STEPS TO FUN ENJOY YOURSELF

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TWELVE STEPS TO FUN • • • ENJOY YOURSELF – HAVE FUN! – Start with Yourself – Inspire Fun in Others – Create an Environment That Encourages Fun – Celebrate the Benefits of Fun – Eliminate Boundaries and Obstacles That Inhibit Fun – Look for the Humor in Your Situation – Follow Your Intuition – Be Spontaneous – Don’t Postpone Your Fun – Make Fun Inclusive – Smile and Laugh a Lot – Become Known as “Fun Loving” – Put Fun Into Action “one can discover more about a person in an hour of play than in a year of conversation. ”…. Plato Surprise yourself and others by changing things around regularly. “Laughter is the shortest distance between two people. ” Be the person who can find fun and humor in every situation. Always be ready to laugh, especially at yourself. (Page 2)

Military Terms MAIN LINE OF RESISTANCE…. . CHANGE ENGAGEMENT PERIOD…. . FIRST TIME INVITED GUEST TO LUNCHEON MAJOR WEAPONS SYSTEM…. . OUR KNOWLEDGE OF PAN AMERICANISM AMMUNITION…. . MEMBERS KNOWLEDGE OF PART MISSING IN ACTION…. MEMBERS NOT ATTENDING MEETINGS ANALYSIS & PRODUCTION…. WHAT WE HAVE ACCOMPLISHED (Page 3)

Guidelines Protocol/Etiquette for Alliance, State, & Local Table ü Prologue ü Protocol - Etiquette ü Alliance Constitution and Bylaws ü Alliance Organizational Chart ü Alliance Convention ü Alliance Dignitaries-Visits ü Table Readiness for the Alliance Convention ü Conventions of State or National Associations ü Texas State PART Constitution and Bylaws ü Texas State PART Organizational Chart ü ü ü State-National Dignitary Visits Planning – Convention Seating Charts-Protocol Flag Protocol OAS (Organization of American States) Parliamentary Procedures Glossary-Pan American Round Table Terms Hymn of the Americas (English/Spanish) Meeting Information Ways to Praise – Recognize Members Cans Do’s and Cannot Do’s (Page 4)

According to Webster, Protocol is the code of ceremonial forms and Courtesies, of precedence, accepted as proper and correct in official dealings. For the women members of Pan American Round Table (PART) this definition governs the actions applied in conducting meetings, recognizing and addressing the dignitaries who attend meetings or ceremonies of the Table. In observing protocol, honor is accorded the office not the individual. (Page 5)

PAN AMERICAN CREED By Emma E. de Gutierrez Suarez, Alliance Director General 1962 -1966 • I BELIEVE in Pan Americanism and everything it stands for; • I BELIEVE that it is through women that it can best be attained. • I BELIEVE in the basic unity of the countries of this Hemisphere; • I BELIEVE that spiritual unity can be achieved through the Pan American Round Tables; • I BELIEVE in the sincerity of every woman engaged in this movement, in her desire to promote friendship and understanding. • I BELIEVE that friendship and understanding can be gained only by mutual tolerance, • I BELIEVE that the “Golden Rule” should be applied to every phase of our Pan American work; • I BELIEVE that if we stand united, we can attain what we are striving for; faith and good will, Pan Americanism will become a reality; • I BELIEVE in Pan Americanism as a way of life, • And, because I BELIEVE, I so pledge my efforts, with the help of God, to this purpose. (Page 7)

THE PAN AMERICAN PLEDGE By Ottilia de O. Chavez of Porto Allegre, Brazil, Alliance Director General 1958 -1962 “I pledge allegiance to the Pan American movement and shall endeavor to work with all my power and to the best of my ability to fulfill its objectives of Knowledge, Understanding and Friendship, until we are “One for All and All for One”. ” (Page 7)

2008 “One for All and All for One” “Una para Todas y Todas para Una”. Alliance of Pan American Round Tables Table of Contents Alliance Constitution Alliance Bylaws Alliance Standing Rules Guideline for Formation and implementation of Youth Groups Grievance Resolution Process (Page 9 -34)

COUNTRIES AND STATES REPRESENTED (NUMBER OF TABLES PER COUNTRY/STATE) ARGENTINA (12) BOLIVIA (21) BRAZIL (2) CALIFORNIA (2) CHILE (8) COLOMBIA (3) COSTA RICA (10) DOMINICAN REPUBLIC (4) ECUADOR (4) FLORIDA (4) HONDURAS (1) MEXICO (74) NEW MEXICO (1) NICARAGUA (3) OKLAHOMA (1) PANAMA (0) PARAGUAY (1) PERU (27) PUERTO RICO (1) TEXAS (19) URUGUAY (2) WASHINGTON, D. C. (1) VENEZUELA (2 IN RECESS) TOTAL ALLIANCE TABLES…. . 202 NUMBER OF TABLES BY ZONE: ZONE I & II……. UNITED STATES (28) ZONE IIIA/IIIB/IIIC…. . MEXICO (74) ZONE IV. . . . CENTRAL AMERICA & CARIBBEAN (19) ZONE V & VI. . . SOUTH AMERICA (81) (Page 35)

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ALLIANCE BOARD OF DIRECTORS – 2018 - 2020 Director General Sylvia Williams, Zone I Associate Director General – Jani Marichal de Mendoza, Zone IIIB Recording Secretary - Martha Miles Stumbo, Zone I Treasurer – Frances Rodriguez, Zone I Historian – Ada Rozas de Escobar, Zone V Parliamentarian – Peggy Lasater Clark, Zone I Assistant Recording Secretary – Ma. Ines Montaldo de Figueiras, Zone VI Corresponding Secretary – Criseyda Rios, Zone I Assistant Treasurer – Angelica Villarreal Pinto, Zone IIIA Official Translator – Ina Agraz Pool, Zone I Ex Officio Director General –Nhury Gutierrez Vilches, Zone V ZONE DIRECTORS Zone I: Vianey Aponte-Uss Zone IIIA: Ma. Guadalupe Garcia de Sarabia Zone IIIB: Miriam Hurtado Rivera Zone IIIC: Alicia Vivas de Martinez Zone IV: Olga de los Santos Guerrero Zone V: Rosa Silva Ureta Zone VI: Cecilia Nava de Ayllon Pan American Woman 2018 - Carmen Robinson Guerra, Zone I The Alliance PART actively participates in activities convened by the Organization of American States (OAS), through its delegates duly accredited in its capacity as a Registered Civil Society. Since the year of its registration (2001), the Alliance PART has participated in different hemispheric forums, among them: General Assemblies: Santiago de Chile 2003 Quito, Ecuador 2004 Fort Lauderdale, USA 2005 Santo Domingo, Dom. Rep. 2006 Panama 2007 Colombia 2008 Summit of the Americas Special Summit : Monterrey, México IV Summit: Mar del Plata, Argentina Attendance is continuing in activities organized by the OAS and the Alliance PART will continue collaborating with the Department of International Affairs, especially in the area of Civil Societies. The Alliance PART presents proposals for solutions to hemispheric problems in subjects in which it has participation, through its “OAS Liaison Committee”, in dialogues at the level of the governing bodies. In this manner, they carry the voice of the governed to the forums that are held in the countries that have Tables and at the OAS headquarters in Washington. The Pan American Round Tables, have generated their own funds for more than 90 years of institutional life to support those that require help in the field of education. ALLIANCE OF PAN AMERICAN ROUND TABLES (APART) Civil Society Registered by the OAS Founded October 16, 1916 San Antonio, Texas “One for all and All for One” “Una Para Todas y Todas Para Una” Web Page: www. alianzamrp. org Institutional Information

ALLIANCE CONVENTION • INAUGURATION CEREMONY • PROGRAM FOR INAUGURATION CEREMONY • LIGHTING CEREMONY • GUIDELINES FOR ASSEMBLY BUSINESS MEETINGS • GUIDELINES FOR ALLIANCE BOARD MEETINGS (Page 39)

ALLIANCE CONVENTION • PRESS INTERVIEWS AND PICTURES • HONORING FLAGS AND NATIONAL ANTHEMS • PROTOCOL –CLOSING CEREMONY AND INSTALLATION OF OFFICERS • OUT-GOING SECRETARY DUTIES (Page 40)

THE FRIENDSHIP LIGHT CEREMONY • This is step number 5 in the program at the Opening Ceremony of the Alliance Convention. This is the time where the Alliance Director General, convention president, the Pan American Woman and whomever else the Director General assigns, lights the Friendship Candle. This candle will continue lit for all the meetings of the convention. It will be extinguished at the close of the convention. (Page 41)

PROTOCOL – VISITS OF ALLIANCE DIGNITARIES • • • ALLIANCE PROTOCOL COMMITTEE CHAIRMAN ZONE DIRECTORS TABLE DIRECTOR WELCOME COMMITTEE COURTESIES REPRESENTATIVE OF DIRECTOR GENERAL INVITATIONS TO ALLIANCE OFFICERS GIFTS ASSIGN SEATING THANK YOU NOTES/LETTERS (Page 49)

ALLIANCE CONVENTION – PREPAREDNESS • • CORRESPONDENCE PROPOSALS REGISTRATION NOMINATIONS REPORTS ZONE DIRECTOR YEARBOOK/PICTURES/ARTICLES (Page 52)

CONVENTION STATE / NATIONALPREPAREDNESS (WHEN ALLIANCE OFFICERS ARE INVITED GUEST) • INVITATIONS – DIGNITARIES (PAGE 87) • REGISTRATION • SEATING ARRANGEMENTS • GUESTS ONLY • SPECIAL REGISTRATION AREA • CONVENTION COURTESY COMMITTEE • PAN AMERICAN WOMAN • COURTESIES (Page 54)

STATE CONVENTION (TEXAS) PREPAREDNESS: • REGISTRATION-CONVENTION AND HOTEL • DELEGATES • HOUR OF MEMORY • REPORTS • HISTORIAN • NOMINATIONS • ALLIANCE WORKSHOP (Page 56 -57)

PAN AMERICAN ROUND TABLES OF TEXAS • CONSTITUTION AND BYLAWS • REVISED: MARCH 31, 2019 • STANDING RULES – REVISED 2019 (Page 58 -70)

ORGANIZATION DATES FOR PAN AMERICAN ROUND TABLES -USA TABLE NAME YEAR ORGANIZED YEAR CHARTERED TABLE EXISTS YES NO Alamo-San Juan-Pharr September 27, 1949 1951 X Albuquerque I, NM 1945 X Albuquerque II, NM May 16, 1976 X Albuquerque III, NM October 1, 1978 X Austin, TX January, 1922 X Beaumont, TX September, 1939 X Beeville, TX 1964 X 1963 X Brownsville I, TX November, 1932 X Brownsville II, TX December, 1941 X Bryan-College Station, TX X Conroe, TX March 8, 1949 1951 q X Conroe II, TX X Corpus Christi, TX December, 1955 1958 X Corsicana, TX October 22, 1941 X Dallas I, TX February 23, 1937 X Dallas II, TX November, 1940 X Dallas III, TX March 24, 1949 1951 X Del Rio, TX February, 1970 X Eagle Pass, TX 1953 X Edinburg, TX March 12, 1958 X El Paso, TX November, 1921 X Ft. Worth I, TX October 11, 1944 X Ft. Worth II, TX 1964 1988 X Houston, TX May, 1940 X Laredo, TX June, 1921 X Los Gatos-Saratoga, CA November, 1958 February, 1960 X Las Cruces, NM 1931 October 11, 1942 X Mc. Allen, TX October 10, 1934 X Mission, TX September, 1982 X Odessa, TX 1977 1978 X Rio Grande City-Roma, TX April, 1951 X Rock Island, IL May, 1972 X San Antonio, TX October 16, 1916 April 26, 1921 X San Benito, TX 1948 X San Jose, CA November, 1951 May 1, 1958 Santa Clara, CA X Tulsa I, OK October, 1974 1976 X Tulsa II, OK 2004 X Waco, TX May 23, 1957 1958 X (Page 72) Washington, DC 1988 X

PAN AMERICAN ROUND TABLES OF TEXAS ORGANIZATIONAL CHART (Page 73)

History The first Pan American Round Table (PART), organized by Mrs. Florence Terry Griswold in San Antonio, Texas on October 16, 1916, was modeled closely after the Pan American Union. At that time the Union had 21 member nations. Thus, each new Table would have a minimum of 21 members, each representing one of the Pan American countries. In 1945 the Pan American Union became the Organization of American States (OAS). In 2001, the Alliance of Pan American Round Tables became a recognized and registered civil society of the OAS. The round table represents the medieval concepts of a circle with no beginning and no ending, symbolizing unit, perpetuity, equal representation and opportunity. The motto is “One for All and All for One; Una para Todas y Todas para Una, ” penned by Alexander Dumas. The purpose of Pan American Round Table is to promote mutual knowledge, understanding and friendship among the women and children of the Western Hemisphere. During Mexico’s turbulent political period of 1910 to 1916, Mrs. Griswold opened her home to women and children who were refugees. She became acutely aware of the need for better understanding among the peoples of the Americas. The movement grew outward from San Antonio with Tables formed in Laredo and El Paso in 1921 and in Austin in 1922. The first Pan American Round Table outside the United States formed in Mexico City in 1928 and outside of Texas in Las Cruces, New Mexico, in 1931. Mrs. Griswold envisioned an international organization of women “united in a close and everlasting friendship. ” Three years after her death, the first international convention of Pan American Round Tables took place in Mexico City in October, 1944, with representation from 18 Tables in five countries, the United States, Mexico, Costa Rica, Honduras, and Cuba. Now, there are over 200 Pan American Round Tables in 17 countries and Puerto Rico. Legacy Gladys Noble wrote our Legacy, a faithful member closely associated with the Founder, on the occasion of a commemorative program following Mrs. Griswold’s death. I, Florence Terry Griswold, mindful that the day will come when I can no longer lead you along the path that we have chosen, do hereby give, devise and bequeath to you, members of the Pan American Round Tables, all my faith in the righteousness of our cause, all of my hope in the ultimate realization of our ideals, my love and devotion to the work, my courage in the face of disappointments, my vigilance and alertness to changing conditions, my steadfastness in my duty to my fellow man, my confidence in the cooperation of all peoples of the Western Hemisphere in our effort to bring about that perfect understanding and good will among the American Nations that will present to the World a united front under the unconquerable banner of a living Pan Americanism. Because of the great love and affection I bear you, all this I leave unto you and through you to all the women of the Americas. PAN AMERICAN ROUND TABLES OF TEXAS www. partt. org For more information about P. A. R. T. www. partt. org Brochure printed April 2009. “One for All and All for One” Una Para Todas y Todas para Una”

STATE DIRECTOR’S VISIT: • INVITATION (STATE DIRECTOR AND CORRESPONDING SECRETARY) • OVERNIGHT STAYS • GIFTS • COURTESY COMMITTEE • ADDRESS MEMBERSHIP • AREA ASSOCIATE DIRECTOR (Page 74)

SCHEDULING TIMELINE FOR A STATE, NATIONAL OR INTERNATIONAL MEETING: • 2 YEAR – 18 MONTHS TIMELINE SUGGESTIONS • HOSTING AN ALLIANCE CONVENTION SUGGESTIONS – PRIOR TO ALLIANCE CONVENTION – PRESENTATION AT THE CONVENTION – NAME AND ADDRESS AND ANY OTHER CONTACT INFORMATION OF CONVENTION CHAIRMAN – TIMELINE AND PROCEDURE FOR COMMITTEE – VISIT BY DIRECTOR GENERAL TO HOST CITY/TABLE – OTHER PERTINENT INFORMATION (Page 75 -77)

• HOSTING AN ALLIANCE CONVENTION • • Activity Schedule is suggested: • Any Table interested in hosting a convention should discuss the matter at a regular Table meeting, at least (5) five months prior to the next scheduled Alliance Convention. If the offer is approved by the majority vote, a letter to that effect should be sent to the Zone Director. The delegate of the proposing Hostess Table should take a letter of invitation signed by the Table Director to the Alliance Convention. If the invitation is accepted by the assembly, the delegate should request the following material: Protocol Guide, Standard Credentials Form, Financial Guidelines and any other pertinent information that the current convention chairman can produce, including sample agendas and programs. Upon returning home, the delegate should share the information with her table members and make as many copies as necessary. At the November Table meeting (a month after convention) candidates for Convention Chairman and Convention Treasurer should be proposed. The Table Director should email the name and address of the Convention Chairman and the Treasurer no later than January 31 to the Alliance Director General. Prior to March 15 the Table Director will mail the complete list of convention committee members to the Director General, Zone Director, Treasurer and Chairman of Protocol Committee of the Alliance. As of April 15, ALL convention committees should be working actively. • • (Page 78 -79)

SEATING ARRANGEMENTS: • BALANCE IS THE POLICY FOR SEATING ARRANGEMENTS. AT ALL MEETINGS THE NUMBER OF PERSONS TO BE SEATED AT • HEAD TABLE IS DETERMINED BY: – – PURPOSE OF THE MEETING SIZE OF THE ROOM ANTICIPATED AUDIENCE NUMBER OF PERSONS TO BE HONORED • HEAD TABLE SHOULD NOT EXCEED 15 PEOPLE. (Page 80 -82)

PRESIDING OFFICER • HIGHEST RANKING OFFICERS/GUEST TO THE RIGHT OF PRESIDING OFFICER • LESSER RANK TO THE LEFT • WHEN IN OWN STATE, THE STATE OFFICER OUT RANKS ALL OTHER GUESTS • PRESENT OFFICES – PAST OFFICERS • SPEAKER OUT RANKS ALL STATE AND NATIONAL REPRESENTATIVES…COURTESY • LATE ARRIVALS • REMEMBER – WE HONOR THE OFFICE AND NOT THE PERSON! (Page 82)

Protocol in reference to meetings • the relative importance of persons • their position at a table or in a receiving line • their precedence for recognition and introductions • the courtesies to be extended to prominent persons before, during, and following a meeting (Page 83 -84)

• INTRODUCTIONS – KNOWN OR UNKNOWN • ORDER OF PRECEDENCE/RANK • GREETINGS BY DIGNITARIES • PROGRAM CHAIRMAN • WHO INTRODUCES SPEAKER – THINGS TO REMEMBER • DO NOT RECAP THE SPEECH…JUST A THANK YOU • RELAX AND ENJOY!! (Page 85)

REMEMBER THE LITTLE THINGS THAT COUNT! • OPENING EXERCISES…. INVOCATION, GRACE, INSPIRATION, MEMORIAL • LOCAL MEMBERS AT EVENTS ON STATE OR ALLIANCE BOARD • INVITATIONS TO DIGNITARIES/GUEST…INFORMATION • RECEPTION – RECEIVING LINE • LOCATION • HOME (Page 86)

INVITATIONS TO DIGNATARIES/GUEST: • • Verbal invitations for speakers, guests, or dignitaries, etc. , should always be confirmed on official letterhead stationary and envelope of the organization. Carefully check the full name, title and correct address. The Table Corresponding Secretary should send the invitation as early as possible/or person assigned to do this task. Include: – – – – – • • Full details of the event (date, place, time, kind of meeting, number of attendees, etc). Directions to meeting site. Parking information. Appropriate dress – formal, cocktail, or business attire. Suggestion that guest may bring travel companion. What are you inviting the guest to do? Topic to be covered, if appropriate. The amount of time provided for the presentation/speech. Any honorarium or fee agreed to. Written invitations should request a response by a certain date so that the arrangements committee can plan seating whether or not dining is involved. If no response is received by the date requested, follow up with another letter or telephone call. Never assume a lack of response means the acceptance of your invitation. Instead of using “R. S. V. P. ” on the invitation, use “A Response is Requested by (date) or “Please Respond by (date)” (Page 87 -88)

FLAG PROTOCOL • • • SPECIAL EVENTS COURTESIES – GUESTS COUNTRY CUBAN FLAG NO FLAG PRESENT NATIONAL ANTHEM DISPLAYING THE FLAG – RULE AND REGULATIONS – RESPECT FOR THE FLAG (Page 89 -94)

ORGANIZATION OF AMERICAN STATES • MEMBER STATES Antigua and Barbuda Barbados Brazil Colombia Dominica Ecuador Guatemala Honduras Nicaragua Peru Saint Lucia Suriname United States of America Argentina The Bahamas Belize Bolivia Canada Chile Costa Rica *Cuba Dominican Republic El Salvador Grenada Guyana Haiti Jamaica Mexico Panama Paraguay Saint Kitts and Nevis Saint Vincent and the Grenadines Trinidad and Tobago (Page 95) Uruguay Venezuela (*) By resolution of the Eighth Meeting of Consultation of Ministers of Foreign Affairs (1962) the current Government of Cuba is excluded from participation in the OAS.

OAS Origins The Organization of American States (OAS) is the natural forum for the hemispheric dialogue on political, economic, social, educational, cultural, scientific and technological matters. On April 14, 1890 in Washington, D. C. , United States of America, the First International Conference of American States founded the International Union of American Republics. The Conference also established the Commercial Bureau, to act as the Union’s secretariat. 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. (Page 95 -97)

Parliamentary Information • • AGENDA MINUTES QUORUM PARLIAMENTARIAN ELECTIONS BYLAW CHANGES—LOCAL & STATE Revisions to the State Constitution or bylaws: (State) (Page 98)

BYLAW CHANGES—LOCAL & STATE Bylaws Changes – (Local) • Since the changes are a proposed replacement of the current bylaws, the organization should send a copy of the revisions with a letter explaining the proposed major changes to the members. The bylaw changes will be voted upon at a regular business meeting. FYI…a revision is like presenting new bylaws…open to change by the membership, not just the changes that the committee proposes making to the bylaws, but can be amended. The current bylaws are not under consideration at all. It depends on whether the revision is accepted or defeated. Submitting local Table bylaw changes to State: • Send the changes only after they have been voted on by the membership. Send on Table letterhead, include the date of the membership meeting and that the membership voted to adopt the changes to the bylaws. Also, include a copy of the Tables bylaws to expedite the Process. The State Parliamentarian reviews the changes and then forwards a copy to the Alliance Parliamentarian for approval. Revisions to the State Constitution or bylaws: (State) • Should be sent to the State Parliamentarian no later than December 1, the year prior to the State convention. This will give the State Parliamentarian ample time to review the revisions and meet with her committee. The State Parliamentarian will forward the letter and the revisions to the Tables by the middle of January of the convention year. (Page 99)

ALLIANCE AND STATE DUES: • Send in 2 checks every year. • Local Table dues are $6. 00 per member. • $2. 00 per member for FTG Scholarship Fund. • Pay for not less than 22 members per year. • Every Table has to maintain a membership of no less than 22 members per year. • Be sure to include the form used for state dues. • These checks are due no later than December 1 of each year and are mailed to the State Treasurer. ALLIANCE DUES: • Send in only 1 check made out to Alliance PART. • This check is dues no later than January 31 of each year. • Dues are $3. 00 per member (not less than 22 members per year and $25. 00 for the Table. This check is sent to Alliance Treasurer along with a copy of the Table Yearbook/directory. (Page 100)

AWARDS TO INDIVIDUAL MEMBERS: Member Tables of the Pan American Round Tables shall neither name nor suggest any individual member to be considered for any award or honor to be made by the local Table or the State Organization. TRANSFER OF MEMBERSHIP: For any member of a Pan American Round Table changing residence to a city where there is an active Table, it is suggested that the Director of the Table from which the member is resigning, write the Director of the Table in the city to which the said member is moving, asking that all courtesy and consideration be extended to this newcomer, and if possible, that she be considered for membership, through the regular Membership Committee channels of the Table.

In 1966, during the International convention in San Antonio, Texas, the idea was presented to the Assembly to elect each biennium a lady who would be named “Pan American Woman” as an expression of recognition and stimulus for the work done by an associate of a Pan American Round Table during all the time of her institutional life. This concept was approved in 1967. To be effective, a permanent Committee was created. This honorable title is for life and indicates that the recipient should be honored in public events. Carmen Robinson Guerra, Mc. Allen Table member was named Pan American Woman 2018 -2020 To all the Pan American Women of the Century, The Alliance of Pan American Round Tables offers a special recognition for what you have done and because You are examples for all Pan American Members.

RECRUITING MISTAKES How to Recruit Generation Me, based on suggestions from Cynthia D’Amour – Promotional materials and activities fail to clearly spell out the benefits of being involved. – Don’t use nametags. – Don’t ask for the “sale” (failing to ask the prospect to join). – Plan your recruitment welcome meeting on a heavily conflicted meeting date. – Fail to delegate. – Have dollar signs in your eyes when talking to potential members. – Don’t bother getting your current members to buy in on the need for new members. – Ignore “older paper members” who could be reactivated. – Make it a real challenge to join. – Don’t have an activation plan for new members. – Ignore your new members second thoughts about joining- don’t give them any proof that they made a good decision by joining you alliance. – Don’t bother to ask for dues when you ask them to join – Turn away new members-it’s not “time” to join, yet. – Fail to follow up on people who could not make it to the first event. – Don’t bother thanking the members who give you names of potential members. – Promise what you can not deliver.

GLOSSARY OF PAN AMERICAN ROUND TABLE TERMS • These terms were approved at the XXX Biennial Convention in Corpus Christi, Texas USA, on October, 2006. The Special Committee for the unification of terms included Saeb de Davila, Adela Vargas Peredo, Ana Maria Acuna de Macedo, Guadalupe Ochoa de Garcia Faura, Beatriz Sepe and Director General Ex-Officio Norma Rios de Flores. • • GOVERNING BODY ORGANIZATIONAL ORDER OF RANK TITLES OF OFFICER POSITIONS IMMEDIATE PAST DIRECTORS TERM USED IN THE AUTHORITY OF THE DIRECTOR GENERAL INSTALLATION OF THE NEW BOARD OF DIRECTORS HEAD TABLE INSIGNIA (Page 114 -116)

GLOSSARY OF PAN AMERICAN ROUND TABLE TERMS • • • DIRECTORS OF A TABLE THE GOVERNING DOCUMENT LETTERHEAD STATIONERY (LOGO) ABBREVIATIONS OTHER WORDS • The English equivalents for the Spanish were translated by the Alliance Official Translator Ina Agraz Pool and the Director General Peggy Lasater Clark, 2006 -2008, and presented in the revised Alliance Protocol Manual 2008.

HIMNO DE LAS AMERICAS Un canto de amistad, de buena vecindad, Unidos nos tendra eternamente. Por nuestra libertad, por nuestra lealtad Debemos de vivir gloriosamente. Un simbolo de paz alumbra el porvenir De todo el Contienente Americano. Fuerza de Optimismo, fuerza de la hermandad Sera este canto de buena vecindad. Argentina, Brasil y Bolivia, Colombia, Chile y Ecuador, Uruguay, Venezuela y Honduras, Guatemala y El Salvador, Costa Rica, Haiti, Nicaragua, Cuba y El Paraguay, Norteamerica, Mexico, Peru, Santo Domingo y Panama. Somos hermanos soberanos de la libertad! (Page 117 -118)

CALLING YOUR BOARD OR COMMITTEE TO O. R. D. E. R. • ORGANIZE: – Goals/Tasks – Job Description • RECOGNIZE: • DELEGATE: • EDUCATE: • REWARD: (Page 119 -128)

Minutes • • MINUTES ARE THE WRITTEN RECORD OF THE PROCEEDINGS OF A MEETING. THEY ARE A RECORD OF WHAT WAS DONE AT THE MEETING, NOT WHAT WAS SAID AT THE MEETING. MINUTES SHOULD INCLUDE THE FOLLOWING INFORMATION: – – – – KIND OF MEETING (REGULAR, SPECIAL, CALLED MEETING, ETC. ) NAME OF ORGANIZATION DATE, TIME, AND PLACE OF THE MEETING (IF NOT AT THE SAME PLACE). NAME OF THE PRESIDING OFFICER AND SECRETARY, OR SUBSTITUTES. THE APPROXIMATE NUMBER OF MEMBERS PRESENT (OPTIONAL). IF NEED TO INCLUDE THE NAMES OF THE MEMBERS PRESENT, DO A SIGN IN SHEET AND ATTACH TO THE MINUTES. THE ESTABLISHMENT OF A QUORUM (OPTIONAL). IF A QUORUM IS NOT PRESENT, THE PRESIDING OFFICER NEEDS TO CALL THE MEETING TO ORDER, TO SATISFY THE BYLAW REQUIREMENT THAT THE MEETING IS HELD AND THEN ANNOUNCE THAT THERE IS NO QUORUM AND ADJOURN THE MEETING. RECORD OF THE ACTION TAKEN ON THE MINUTES OF THE PREVIOUS MEETING. OFFICERS’ AND BOARD REPORTS, IF A COPY OF THE REPORT IS HANDED IN ATTACH TO THE MINUTES AND MAKE NOTE OF IT. (Page 129)

Minutes – THE EXACT WORDING OF EACH MAIN MOTION AS IT WAS VOTED ON, AND WHETHER IT PASSED OR FAILED, ALONG WITH THE NAME OF THE MAKER (ONLY), UNLESS ORDERED BY THE MEMBERSHIP, TO INCLUDE THE NAME OF WHO SECONDED MOTION. – ANY NOTICE GIVEN AT THE MEETING. PREVIOUS NOTICE IS SOMETIMES REQUIRED, SUCH AS WITH AMENDMENTS TO THE BYLAWS; IF ANY SUCH NOTICE WAS GIVEN AT THE MEETING, IT SHOULD BE INCLUDED IN THE MINUTES. – POINTS OF ORDER AND APPEALS. – FOR COMMITTEE REPORTS, THE NAME OF THE COMMITTEE, AND THE REPORTING MEMBER. IF THE COMMITTEE PROVIDES A PRINTED REPORT, ATTACH IT TO THE MINUTES AND NOTE THAT IT IS ATTACHED. – UNFINISHED BUSINESS / SUBJECT AND TITLE. – NEW BUSINESS / SUBJECT AND TITLE. – ANNOUNCEMENTS/PROGRAM/SPEAKER. – THE HOUR OF ADJOURNMENT. – ONLY SIGNATURE OF THE SECRETARY AND DATE OF APPROVAL ON RIGHT HAND SIDE OF MINUTES (APPROVAL DATE WOULD BE THE NEXT MEETING DATE, AFTER APPROVED) – IF THERE IS AN HONORED GUEST / SPEAKER…. THE NAME OF THE SPEAKER / HONORED GUEST, BUT NOT A SUMMARY OF THE REMARKS.

Ways to Praise - Recognize • JUST MAKE SOMEONES DAY! • (All these projects can be done in cellophane or plastic bags) (On a blank or bordered index card or colored paper you can write out the information on front and back to include in bag). – Pennies…. Because teamwork makes good “cents”. – Band-Aid…Because together we can make things better. – TOOTSIE ROLL. . A REMINDER THAT EACH TEAM MEMBER PLAYS an important “roll” – Rubber Band…To remind you that good team players must be flexible. – Puzzle Piece…Because without you, the team would not be complete. – Chewing Gum…To help our team stick together. – Tea Bag…A reminder that our goal is to be a “tea”-riffic team. – Mint…Because great teamwork requires commit-“mint. ” (Page 130 -137)

Pan American Round Table Can Do’s • • • Foster friendship through exchange of letters, local publications and visits between persons and Table members. Arrange to exchange suggestions and programs with other Tables. Recognize peoples of other countries who are living or visiting in their locale. Serve as Goodwill liaison citizens by introducing accredited Representatives of international movements, which are nonpolitical, nonsectarian and nonprofit making, to their own communities. Organize Pan American Clubs among students. Organize and contribute to Pan American libraries and museums. Promote the study of the languages spoken in the Americas: Spanish, Portuguese and English. Give full or partial scholarships to qualify applicants or assist in locating a qualified applicant for an existing scholarship. Commemorate, in yearly programs, special dates such as: – Pan American Day (April 14 th) – Founders Day (October 16 th) – National Independence Day of the various countries of the hemisphere. (Page 140)

Pan American Round Table Cannot Do (Page 141) • • • Affiliate with or sponsor any political organization or movement. Violate the Constitution of the State or Alliance by expressing an opinion as a group on international political affairs. Endorse any individual or organization for any honors to be conferred upon them by another organization. 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 on behalf of the Table. Receive funds for Table maintenance from any Government, political party or church. Use Table funds for any purpose other than the regular business of the Table. Engage in any profit-making business. *Refuse membership to an accredited member of a “sister” Table who comes to the community. Conduct an official business meeting or keep official records in 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. *Exercise the rights to vote in State and Alliance Conventions, if not in good standing with the Alliance.

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References • • • Guidelines and Suggestions for Observing Protocol, 1986, PARTT Protocol Committee. Pan American Round Table Handbook, Long Range Planning and Survey Committee, Edinburg, Texas, 2001. Protocol Guidelines, Alliance of Pan American Round Tables, Revised, September 2008. Convention Manual and Protocol Guide, written by Mrs. Helena T. Richards, 1992, Member of the Alliance Advisory Council. Toastmasters International Protocol Guide, 2007. How to Prepare for Conventions, 2000, Gladys N. Simpson. Standard Order of Business, Robert’s Rules of Parliamentary Procedures, 2004. The OAS at Your Fingertips, 2006, General Secretariat, Washington, D. C. (Page 142)

Our Founder Florence Terry Griswold May 29, 1875 – July 1944 Founded The Pan American Round Tables on October 16, 1916