National Society Colonial Dames XVII Century

Transcription

1 National Society Colonial Dames XVII Century Shirley Bland, State Treasurer CR 236 Oakwood, TX These forms with instructions should be forwarded to the Chapter Treasurer, immediately! Chapter Treasurers, please send to the State Treasurer, Your Name, Address, Phone number, address, and Chapter Name. Chapter Treasurers please remember the following: 1. Use the forms you receive in this packet. These forms are available on the Texas Members web site. The deadline for sending dues to the State Treasurer is still NOVEMBER 1 st. The dues for each Regular member are $38.00 and for a Junior member it is $ Type or print legibly all information (in black ink) when preparing the forms. 3. Send ALL Dues (National & State) and Donations for National and State Projects to the State Treasurer. Make checks payable to TSCDXVIIC. Please send checks rather than cash! 4. Chapter Treasurers must forward dues to the State Treasurer PRIOR TO NOVEMBER 1 st. 5. Send $2.00 Supplemental Fee and Form 9-TX promptly to the State Treasurer. Be sure to include the Member s name and Ancestor name. 6. Send $3.00 State New Member Fee and Form 9-TX promptly to the State Treasurer. (Note this is the New Members State Dues). 7. File the Electronic Form 990-N also called e-postcard within your chapters filing dates. Web site & use your Chapter s EIN #. If you need any assistance with this filing please contact the State Treasurer. 8. Fill out the Membership Change Form and mail as directed for any changes in membership. I look forward to working with each of you during the next year. Please do not hesitate to contact me if you have any questions or if I may be of assistance. Sincerely, Shirley Bland, State Treasurer

2 10 Sept TEXAS SOCIETY COLONIAL DAMES XVII CENTURY Shirley J. Bland, State Treasurer CR 236. Oakwood, TX Phone: (903) INSTRUCTIONS FOR TEXAS SOCIETY CHAPTER TREASURERS GENERAL GUIDELINES: 1) Destroy all old forms. Use only forms given to you from the Chapter Presidents packet at the Fall Board of Management Meeting or from the Texas Members Web Site. You will need copies of the following forms: Form 6A - REMITTANCE FORM FOR DUES NOT INCLUDED WITH ANNUAL REPORT Form 7B-TX - SPECIAL GIFTS REPORT FORM Form 8B - CHAPTER TREASURER S ANNUAL REMITTANCE FORM Form 9-TX - TEXAS CHAPTER TREASURER TO STATE TREASURER NEW MEMBER & SUPPLEMENTAL REPORT Form 10 - NATIONAL STATE/CHAPTER SCHOLARSHIP FORM MEMBERSHIP REINSTATEMENT FORM INSTRUCTIONS ON HOW TO FILE THE IRS FORM 990-N 2) Type or print all information requested on each form. If printing please use black ink and please make sure that all xerox copies are legible. 3) Dues and Donation Reports must be received by the State Treasurer prior to November 1 st, 2018 to qualify for any chapter awards. These reports will cover Dues and Donations for ) Make all checks payable to TSCDXVIIC, unless otherwise instructed. Forward the checks to the State Treasurer at the address listed above. 5) Please forward the State Treasurer One Chapter check attached to the required form and include a detailed list explaining what is included in the check. Include both National & State Dues in One Check made out to the TSCDXVIIC. 6) Please include your chapter EIN number on your chapter yearbooks. That way you can always find the number. DUES: DEADLINE NOVEMBER 1, ) Dues are based on a calendar year in advance. The dues for 2019 must be received by the State Treasurer no later than November 1, Start collecting dues early. Early reporting by Chapter Treasurers to the State Treasurer is much appreciated! 2) Chapter Annual Dues Spreadsheet Reports will be distributed on-line from National to the State Treasurer. The State Treasurer then forwards these reports to each Chapter Treasurer. Due to this system, it is imperative that the Chapter Treasurer review their Chapter s membership records and report any discrepancies to this officer. 3) National Dues: $ ($17.50 for Junior) State Dues: $ 3.00 Send a total of $38.00 dues for each regular member ($20.50 for Junior). Page 1 of 4

3 Chapter Treasurers Instructions 10 Sept ) Send 1 copy of your dues report and a chapter check to the State Treasurer prior to the deadline. a copy of the filled out dues report form back to the State Treasurer. If a member has not paid their dues, mark them delinquent. But, continue to try to collect their dues. Retain a copy of the dues report for your chapter files. MEMBERS AND MEMBERSHIPS: 1) NEW MEMBERS - New members whose applications were approved by National prior to July 1, 2018, will pay 2019 dues. New members whose applications are approved by National after July 1, 2018, will not pay 2019 dues, but will pay dues for However they must pay the New Member Fee/State dues of $3.00 when the application is sent to National. 2) DELINQUENT MEMBERS - List all members who have not paid dues prior to NOVEMBER 1, 2018 as delinquent on your dues report. When you receive these dues, fill out Form 6A and forward the form with a check attached, to the State Treasurer. Delinquent members will be dropped, if dues are not received by National from the State Treasurer by MARCH 1, To insure that dues reach National before the deadline, delinquent dues must reach the State Treasurer prior to FEBRUARY 1 ST. Please remember that delinquent members are not eligible to vote, be a delegate or transfer to another chapter. 3) REINSTATED MEMBERS - The fee for reinstatement, after being dropped by National, is $76.00 ($41.00 for Juniors) (i.e. $70.00 for National dues ($35.00 Junior) plus $6.00 State dues) The individual must pay one year in arrears plus the current year s dues). To reinstate a member, fill out THE NEW MEMBERSHIP REINSTATEMENT FORM and forward the form with a check attached, to the State Treasurer. Always include the dates on the form as required. 4) RESIGNED MEMBERS - Dues must be current in order for a member to resign. A member who has paid dues for 2018 would have to resign prior to NOVEMBER 1, A member cannot resign after their dues have become delinquent, unless they pay their dues prior to February 1, If a resigned member wishes to become active again, the current year s dues of $38.00 ($20.50 for Junior s) must be paid (i.e. $35.00 National dues ($17.50 Junior) plus $3.00 State dues). A member is not resigned until a Membership Change Form has been sent to the National Headquarters Secretary. 5) MEMBER TRANSFERS, ADDRESS CHANGES AND NAME CHANGES - Changes must be reported on the National Membership Change Form available on the National Web Site. Please fill out the form online and follow the directions carefully. Remember, dues must be current in order for a member to transfer. 6) MEMBER EXEMPTIONS - Members over the age of 95, who have held continuous membership for at least 15 years, are exempt from paying National and State dues. Please be sure to include the member s date of birth on the Annual Dues Report Form. DONATIONS: 1) CHAPTER TREASURER ANNUAL REMITTANCE FORM - FORM 8B - Submit this form to the State Treasurer along with the dues report prior to November 1, Donations on this form qualify for year 2019 Awards. Please report only donations included in the enclosed chapter check on this form. Page 2 of 4

4 Chapter Treasurers Instructions 10 Sept ) SPECIAL GIFT REPORT FORM - FORM 7B-TX - Donations may be made to State and National Funds anytime during the year. A chapter check must be forwarded to the State Treasurer attached to Form 7B-TX, with donor information included. Please provide the name of the chapter and address or name of the individual donor with their address and chapter name. Donations may be made in honor or memory of someone, if so desired. Be sure to include the name and address of the person to receive the acknowledgement. BE SURE THAT THIS FORM IS PRINTED IN BLACK INK AND FORM WILL COPY LEGIBLY. SCHOLARSHIPS: 1) STATE/CHAPTER SCHOLARSHIP - USE THE NATIONAL FORM INCLUDED IN YOUR PACKET. Scholarships can be awarded by your chapter at anytime during the year. Use a separate form for each scholarship that is awarded. Make 3 copies of the form. Send one copy of the form along with a chapter check for the amount of the scholarship to the State Treasurer. The State Treasurer forwards the form and a State check to the Treasurer General. The Treasurer General issues a check from the National Society and forwards it to the University indicated on the form. Please allow a month for the transaction to be completed. This process may seem unduly intricate but it demonstrates that NSCDXVIIC and TSCDXVIIC are charitable organizations and ensures that our Society maintains its Tax Free Status with the IRS. Also, send a copy of the form to the State Scholarship Chairman and keep the other copy for your chapter files FEES FOR APPLICATION PAPERS: 1) APPLICATION PAPERS - A chapter check for $58.00 ($29.00 for Junior) made payable to the National Society Colonial Dames XVII Century, must be included with each set of application papers forwarded to National Headquarters. A Chapter check for $3.00 State Dues (new member fee) made payable to TSCDXVIIC must be forwarded to the State Treasurer when the application papers are sent to National, not after the application papers are approved as per State Bylaws. Use FORM 9-TX to send the New Member Fee to the State Treasurer 2) SUPPLEMENTAL PAPERS - A Chapter check for $25.00 made payable to the National Society Colonial Dames XVII Century, must be included with each set of supplementals forwarded to National Headquarters. A Chapters check for $2.00 (supplemental fee) made payable to TSCDXVIIC, must be forwarded to the State Treasurer when the supplemental is sent to National. Use FORM 9-TX to send the supplemental fee to the State Treasurer. If you are forwarding several supplementals at once, forward only one check to the Treasurer General and one check to the State Treasurer. Please include the member s name, National number and ancestor s name. AWARDS: Chapter awards are determined by Chapter Reports forwarded to State Chairman and the State Treasurer s Records. Award categories for each chapter are determined by the total number of members dues paid by November 1 plus exempt members. CREDENTIALS: The State Treasurer forwards the Credentials Chairman the total number of paid Members dues reported by November 1 plus exempt members. Chapter Treasurers use this figure to determine delegates. Page 3 of 4

5 Chapter Treasurers Instructions 10 Sept TAX EXEMPT STATUS, IRS 990-N POSTCARD FILING Please keep in mind that the State and National Society is considered a tax exempt entity by receiving the IRS 501(c)(3) status. Each chapter and State Society is considered a subordinate organization under the National Society umbrella exemption. Therefore, it is the responsibility of each chapter treasurer to file the appropriate IRS Form 990. The IRS code states that tax exempt organizations (i.e. State Societies with or without Chapters, and Chapters) must file an electronic Form 990-N (also referred to as the e-postcard), if the subordinate organization has received gross receipts of $50,000 or less in a fiscal year. The IRS code also states that tax exempt organizations must file another type of Form 990, if they received gross receipts in excess of $50,000 in a fiscal year. These forms and more information regarding them are available on the web at The Treasurer General maintains a list of the State and Chapter EINs and must file that information with the IRS to continue to have the States and Chapters covered by the National Society s tax exempt letter. Please keep this officer informed of any changes. If a chapter fails to file the required annual Form 990 with the IRS for three consecutive years, that chapter will lose its tax exempt status. A chapter who loses their tax exempt status puts the State and National Society at risk for losing their tax exempt status as well. It is possible to regain tax exempt status under the National Society s exemption. Any chapter that has lost their tax exempt status must contact the IRS customer account services at There will most likely be a fine involved so the chapters must be prepared to pay the fine and must have their tax exempt status regained. If the chapter does not regain tax exempt status, it cannot remain a part of the State or National Society. Page 4 of 4

6 NSCDXVIIC MEMBERSHIP FEES- Effective May 1, 2018 NEW MEMBER APPLICATIONS: $61.00 National Society Application Fee $58.00 State Society Application Fee* $ 3.00 JUNIOR NEW MEMBER APPLICATIONS (18-36 years old): $32.00 National Society Application Fee $29.00 State Society Application Fee* $ 3.00 MEMBER SUPPLEMENTAL APPLICATIONS: $27.00 National Society Application Fee $25.00 State Society Processing Fee $ 2.00 JUNIOR MEMBER SUPPLEMENTAL APPLICATIONS: $27.00 National Society Application Fee $25.00 State Society Application Fee $ 2.00 * Mail the state fees to the State Treasurer as soon as the application is mailed to headquarters. Include a letter with the applicant s name and ancestor s name. MEMBERSHIP REINSTATEMENT Resigned Members (1 year annual dues): $38.00 Dropped Members:** $68.00 **Dropped member pay 2 years state and national dues. Chapters may also collect one year of chapter dues for reinstatements in order to reinstate a member. MEMBER ANNUAL DUES: $38.00 National Society Annual Dues $35.00 State Society Annual Dues $ 3.00 JUNIOR MEMBER ANNUAL DUES: $20.50 National Society Annual Dues $17.50 State Society Annual Dues $ 3.00 Note: Annual dues for new members are collected as part of the application fees. If the application is approved before July 1, the new member will pay annual dues again in the new membership year. COATS OF ARMS Application Fee: $25.00 Application Paper (3 pages): $ 2.00 RECORD COPIES (Application or Coat of Arms) $10.00 CERTIFICATE FOR APPROVED SUPPLEMENTAL ANCESTORS: $

7 NATIONAL SOCIETY COLONIAL DAMES XVII CENTURY TREASURER PROCESS FLOWS CHAPTER TREASURER You are responsible for collecting the following items in your chapter and remitting them as follows: Annual Dues Delinquent Annual Special Dues Donations Gifts Chapter Scholarships State Treasurer New Applications Supplemental Applications Supplies Headquarters Grave Markers National Chairman STATE TREASURER You are responsible for collecting the following items in your state and remitting them as follows: Annual Delinquent Annual Special Chapter/State Dues Dues Donations Gifts Scholarships Treasurer General PLEASE NOTE THE FOLLOWING DEADLINES: National Dues: Must be remitted by the State Treasurer and received by the Treasurer General no later than December 31 th Delinquent Dues: Must be remitted by the State Treasurer and received by the Treasurer General no later than March 1 st Annual Donations: Must be remitted by the State Treasurer and received by the Treasurer General no later than December 31 th State/Chapter Scholarships: Must be received by the Treasurer General no later than one month prior to its due date to the recipient Treasurer General s Address: Dorothy Thompson 1413 Fox Ave. Dumas, TX colonialdamedorothy@gmail.com SCHEDULE OF FEES AND DUES Annual Membership Dues $35/$17.50 Jr's* Reinstatement of Resigned $35.00 Member Reinstatement of Dropped Member $70 Supplemental Application $25 Coats of Arms Application $25 Member-at-large Dues $35/$17.50 Jr's Application Fee - $23 ($11.50 Jr.) application fee plus $35 ($17.50 $58/$29.00 Jr's Jr.)1 st years dues Charter Fee (postage included) $50.00 Record Copy $10.00 Certificate of approved $10.00 supplemental Supplies - See Headquarters order form on the website For use in

8 FORM 6A Rev. 10 Sep 18 NATIONAL SOCIETY COLONIAL DAMES XVII CENTURY REMITTANCE FORM FOR DUES NOT INCLUDED WITH ANNUAL REPORTS Chapter Treasurer Send to: Shirley J. Bland, State Treasurer CR 236, Oakwood, TX Chapter Treasurer Date Address Phone NATL # LAST NAME FIRST NAME CHAPTER DELINQUENT DUES $35 Natl. $ 3 State RESIGNED DUES $35 Natl. $ 3 State DROPPED DUES $70.00 Natl. $ 6 State DATE DELINQUENT DUES Must Reach the Treasurer General BEFORE MARCH 1 of the Year After Dues are Delinquent. RESIGNED DUES Member Must have Resigned Prior to DEC. 31 of the Year Their Dues were Paid. DROPPED DUES Member Must Pay Current Year Plus Previous Years Dues to be Reinstated. JUNIORS DUES Member pay one half of National dues.

9 FORM 8B Rev. 10 Sept NATIONAL SOCIETY COLONIAL DAMES XVII CENTURY Chapter/State Treasurer s Annual Remittance Form Send to: Shirley J. Bland, State Treasurer Due by November 1, CR 236, Oakwood, TX Chapter/State IRS# Date Chapter Treasurer Phone # Address DONATIONS TO NATIONAL PROJECTS Colonial Heritage & Research $ Computers/Technology Support $ Electronic Imaging/Digitization $ Endowment Fund $ Expansion Fund $ Headquarters Decorating/Furnishing $ Headquarters Maintenance Fund $ Heraldry & Coats of Arms Fund $ Historic Documents Fund $ Library Fund $ Marking of Historic Sites Fund $ Museum Fund $ Pocahontas Garden & Project Fund $ President General s Project Fund $ General Scholarship $ Johnston Scholarship Fund $ Pocahontas Scholarship $ Taney Founder s Scholarship $ Williamson History Scholarship $ Headquarters State Room Fund: $ TOTAL NATIONAL DONATIONS $ STATE PROJECTS State Presidents Project Fund Amount Honorary State President Grave Marker Dedication Fund Amount Texas Scholarship Fund Amount Texas Scholarship Designated Fund Amount Massengill-Harding Scholarship Fund Amount Massengill-Harding Scholarship Designated Fund Amount Dale Cook Memorial Music Fund Amount Pages to National Conference Amount State Conference Fund Amount

10 TEXAS SOCIETY COLONIAL DAMES XVII CENTURY Shirley J. Bland, State Treasurer CR 236, Oakwood, TX Phone: (903) SPECIAL GIFT REPORT FORM Please type or print legibly. Prepare a separate form for each donation. Make the check payable to TSCDXVIIC. Forward the form and check to the State Treasurer. Donor: Name Address City State Zip Fund/Project Donating to: (See List Below for Project / Fund Choices.) State Fund/Project Name National Fund/Project Name If applicable, do you wish to qualify for a pin? Yes No Check No. Date Amount (Please choose one, if applicable.) In Honor of In Memory of Name Forward Acknowledgment to: Name Address City State Zip Credit Applied to: Chapter Name Chapter State This form prepared by: Name Address City State Zip NATIONAL PROJECTS: Colonial Heritage & Research **Computers/Technology Support Electronic Endowment Expansion Fund Headquarters Decorating/Furnishing **Headquarters Maintenance Heraldry & Coats of Arms Fund Historic Documents Library **Marking of Historic Sites Museum Fund Pocahontas Garden & Projects **President General s Project **General Scholarship **Johnston Scholarship Fund **Pocahontas Scholarship **Taney Founder s Scholarship PROJECT / FUND CHOICES ** Williamson History Scholarship State Room Fund (indicate room) STATE PROJECTS: - State President Projects - Dale Cook Memorial Music Fund - Honorary State President Grave Marker Dedication Fund - Massengill-Harding Scholarship Fund - Massengill-Harding Scholarship Designated - Pages to National Conference Fund - State Conference Fund - Texas Scholarship Fund -Texas Scholarship Designated indicates $ donation to these projects Entitles the donor to purchase the applicable pin from Hamilton Jewelers **Indicates President General s Project

11 Form 9-TX 17 September 2018 NATIONAL SOCIETY COLONIAL DAMES XVII CENTURY STATE APPLICATION FEE REMITTANCE FORM Shirley Bland, State Treasurer CR 236 Oakwood, TX INSTRUCTIONS: Complete this form and send it to the State Treasurer along with the applicable State Application Fees collected for each new member or supplemental application sent to headquarters for approval. This fee is not refundable. Retain a copy of this form for the chapter records, and forward a copy of the completed form to the State Registrar. Chapter #: Chapter Name: Date: Total Remitted: $ Treasurer Name: Phone: National # Last Name First Name Ancestor & Colony New Member $3.00 Supplemental $2.00

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13 NATIONAL SOCIETY COLONIAL DAMES XVII CENTURY STATE/CHAPTER SCHOLARSHIP FORM Cheryl Cher Miller Sesma Asuncion Street Porter Ranch, CA (818) Are you reporting on a State or a Chapter Scholarship: State: Chapter: Name of State or Chapter: If Chapter list Chapter ID: Scholarship Chairman: National #: Address: City: State: Zip: Phone: Amount of Scholarship Award: Name of Recipient: Address: City: State: ZIP: Social Security # or College ID# of Recipient: Phone: Name of College or University: Mailing Address of College or University: City: State: Zip: Name and title to whom check should be sent: Signed: Date: Address: City: State: ZIP: Phone: Distribution Instructions for this form: CHAPTER Treasurer: make 3 copies (1) Send one copy to your State Treasurer along with the Chapter check (2) Send a copy to your State Chairman of the State/Chapter Scholarship Chairman (3) Keep a copy for your files STATE Treasurer: make 4 copies (1) Send copy of this form with the State check to Treasurer General (2) Send copy to National State/Chapter Scholarship Chairman as listed above (3) Send a copy to your State Chairman of the State/Chapter Scholarship Chairman (4) Keep a copy for your files Form for use (Please contact the National Chairman listed above, if you have any questions) USE A SEPARATE FORM FOR EACH SCHOLARSHIP PLEASE

14 National Society Colonial Dames XVII Century Shirley Bland, State Treasurer CR 236 Oakwood, TX Chapter Presidents and Treasurers, As you know, all Exempt Organizations including all CDXVIIC chapters must file an annual IRS Form 990-N "on- line". The 990-N form must be filed by organizations whose annual gross receipts are $50,000 or less. Below are the instructions on how that form should be completed. You may need someone who has access to the Internet to help you do this. Please do not be intimidated by the instructions. The IRS site is user friendly. Please file as soon as possible after the close of your chapter s fiscal year. Not filing this form risks your Tax Exempt Status as well as the National Society s Tax Exempt Status. How to file the IRS Form 990-N 1. Log into the Internet. Type IRS.GOV in the address box and click "enter". 2. Click Filing on the upper left hand corner. 3. Click Charities & Non-Profits on the left hand side. 4. Click Annual Electronic Filing Requirements for Small Exempt Organizations Form 990-N (e- Postcard) 5. Under How to file Click Form 990-N Electronic Filing system (e-postcard) 6. If you are a first Time User click Get Started 7. Follow the directions on Let s Get Started. You will have to have your window open as well as the IRS window. A confirmation code will be sent to your address. You will need to go to your s to retrieve the code and then go directly back to the same page on the IRS site to enter the code. 8. E-POSTCARD PROFILE PAGE: From the drop down page, select Exempt Organization in the user type field. After selecting the user type, select CONTINUE 9. Follow the instruction filling out the PROFILE PAGE. This is a one time filing. Once your profile is accepted you will be allowed to continue. 10. Enter NO for question regarding terminated or gone out of business unless chapter has disbanded. Enter YES if your gross receipts are $50,000 or less. Enter NO if your gross receipts are more than $50,000. If you entered NO, then stop filling this form and file Form 990 or 990EZ. C & D. Verify that the legal name and EIN are correct. Print page for your records. Click Next. 11. "Electronic Notice- Form 990-N (epostcard) Organization Address and Principal Officer Information" C. Organization's legal name - verify and leave alone. Go to next line asking "If organization does business using another name" type in chapter name followed by Colonial Dames 17th Century. A. Organization'swebsite address: Leave blank B. Principal officer: Type your name followed by a dash and Treasurer. Type in name: Your Name

15 Name and Address: Your Name and your street address and city. Print page before going to the next page. Type your state and zip code. Print page. Click "Submit Filing to IRS". 12. "Form 990-N (epostcard) Submitted". Print this page for your records. Click "Log out". 13. Once your submission has been accepted, Chapter Treasurers forward a copy of the Electronic Notice (e-postcard) to your State Treasurer. If, by chance, your submission is rejected, you will need to start the process from the top. If you fail to file the required annual 990 form with the Internal Revenue Service for three years, the IRS will revoke the chapter or state's EIN. The National Society cannot intervene on your behalf with the Internal Revenue Service. Let me repeat, the chapter or State Society is responsible for the maintenance of its own EIN. It is possible to reinstate the revoked tax exempt status after filling out a multi-page form and paying a significant fine to the IRS. If a chapter or state loses their tax exempt status, they must pay the fine to be reinstated, otherwise they will be dropped from the National Society.