Alpha Alpha Chapter Standing Rules
PURPOSE Chapter Standing Rules are those procedures adopted by vote of the members that govern the administration of the chapter. Robert’s Rules of Order Newly Revised state that procedures that have been followed over a period of time (traditionally) can be written as rules of the organization. Adopting a new rule may be accomplished by a majority vote with prior notice of the meeting. To amend a rule already adopted requires a 2/3 vote with prior notice. No provisions of this document shall be in conflict with those of Xi State and The Delta Kappa Gamma Society International.
ARTICLE I NAME The name of this chapter shall be Alpha Alpha Chapter, Xi State (Tennessee) Organization, The Delta Kappa Gamma Society International.
ARTICLE II PURPOSES
The purposes of Alpha Alpha Chapter shall be the seven purposes of The Delta Kappa Gamma Society International and those of the Xi State Organization:
To unite women educators of the world in a genuine spiritual fellowship;
To honor women teachers who have given or who evidence a potential for distinctive service in any field of education;
To advance the professional interest and position of women in education;
To initiate, endorse and support desirable legislation or other suitable endeavors in
the interests of education and of women educators:
To endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to nonmember women educators;
To stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action;
To inform the membership of current economic, social, political and educational issues so that they may participate effectively in world society.
ARTICLE III MEMBERSHIP
Membership is in accordance with the CONSTITUTION, ARTICLE II and the STANDING RULES, Section 3. The chapter has full authority for the administration of membership.
A. Membership in the Society shall be by invitation only. Members must either teach in or live in a geographical area, which would provide accommodation for regular attendance to chapter functions.
B. There are three classes of membership:
1. Active: Members who have been duly elected by a professional vote of the members and who meet the financial obligations of initiation and dues, or members who transfer may be active members of Alpha Alpha Chapter. An active member shall be a woman who is employed as a professional educator or has been retired from an educational position. An active member shall participate in the activities of the Society.
2. Reserve: As defined by the 2002 International convention, “Reserve membership shall be granted only to those who are unable to participate fully in the activities of the chapter because of physical disability and/or geographical location.” Reserve status shall be granted by majority vote of the chapter. A reserve member, so requesting, may be restored to active membership by a majority vote of the chapter.
3. Honorary: Special friends of education may be invited to become honorary members of the chapter.
C. The Membership Committee shall have applications to nominate new members available at all meetings, and at the March meeting will accept nominations. At the May meeting, the Executive Board will recommend the number of members to be accepted. “The candidates for active membership shall be voted upon in a chapter meeting by ballot. The election shall be either by preferential ballot or by approval of four-fifths (4/5) of the ballots cast.” (Constitution of The Delta Kappa Gamma Society International 1998, p.2) The 2002 International Convention now allows chapters to determine manner of voting for new and reinstated members. Orientation of new members, conducted by the Membership Committee, will take place during the Summer Tea (held at the home of a member) following their election. Orientation is to acquaint new members with goals and policies of the Society. A reorientation from time to time is desirable for all members. The Membership Committee conducts the initiation for new members at the September meeting. Traditionally, Alpha Alpha pays for the meal of each new member at this meeting.
D. Membership may be terminated by a letter of resignation approved by the membership or by failure to pay the required dues of the Society. A resignation from membership must be presented to the chapter president and voted upon by the chapter. The resignation should carry with it an explanation for withdrawal. Prior to the vote, the president should contact the member and explain the other options.
E. A member may be reinstated by written request and approval of the members and by meeting the financial responsibilities of membership. The 2002 International Convention eliminated the reinstatement fee.
F. Only active and reserve members may transfer membership. All chapters must accept members transferring from another chapter. Members may apply for transfer by completing and mailing an official application (Form TR-A) to International Headquarters.
ARTICLE IV FINANCE
A. Dues (and fees) are paid annually at the September meeting. Payment includes International, State, and Chapter dues. Dues effective beginning in 2008-10:
International
Active Reserve New Members
$40.00 $20.00 $40.00
Initiation Fee $10.00--$5.00 to chapter
State
$14.00 $7.00 $14.00
State Scholarship
$1.00 $1.00 $1.00
Golden Gift Fund
$1.00 $1.00 $1.00
$29.00 $1.00 $29.00
$85.00 $30.00 $95.00
Deadline for payment of annual dues is not later than October 31 of each year. On November 1 members shall be dropped for non-payment of dues and fees. (Constitution of The Delta Kappa Gamma Society International 1998, page 3)
1. Occasionally, contributions may be collected from members for special Chapter, State, or International programs.
2. If any member (including reserve members) becomes unable to take care of her financial responsibilities to the organization, Alpha Alpha Chapter may pay the State and International part of her dues.
A. Financial Controls
1. The Finance Committee shall submit a budget to the Executive Board annually at the summer meeting. The budget will be presented to chapter members at the September meeting.
2. Dues will be raised in keeping with State and International raises and the general economy.
3. The chapter Treasurer shall sign checks covering chapter expenditures.
4. The fiscal year begins July 1 and ends June 30.
5. Books shall be closed and an annual audit will be made by members of the Finance Committee or an auditing committee appointed by the President before June 30 of each year.
6. At the beginning of her two-year term the chapter president shall be awarded a President’s Pin. The cost of the pin will be paid from the chapter’s treasury.
7. The Chapter provides funds to the President to assist with expenses incurred while attending State and International meetings. On even numbered years funds are also provided by the Chapter for the incoming President to attend the Xi State Convention. If the president’s expenses are less than budgeted, expenses for other chapter members in attendance may be paid.
8. Funds will be available to the Communications Committee to cover the expense of mailing the Alpha Alpha Bits to members who are unable to attend meetings.
C. Katherine Kesner Elliott/Elizabeth Hickam Recruitment Grant Fund
1. The Katherine Kesner Elliott/Elizabeth Hickam Recruitment Grant Fund was established in Oct. 2004 with the formation of a committee to develop and sell a cookbook compiled of recipes from chapter members and from special submissions by other state members.
2. Proceeds from the sale of the cookbooks were to be used to fund the Alpha Alpha Recruitment Grant renamed to honor two charter members, Katherine Kesner Elliott and Elizabeth Hickam.
3. The creation of this fund also provided an opportunity for memorial contributions from chapter members and the community.
4. The goal of the fund was to create an adequate amount of money to use as an endowment for the fund. The chapter treasurer tracks expenditures and investments of this fund annually to maximize the return on the endowment.
5. All monies in the Katherine Kesner Elliott/Elizabeth Hickman Recruitment Grant Fund are to be used to subsidize the grant award and to cover administrative costs of the fund (postage, stationery, etc.)
D. Silent Auction
6. The Alpha Alpha Silent Auction is conducted annually during a chapter meeting.
7. Proceeds from the Silent Auction will be used to defray expenses incurred by chapter officers and members who attend Xi State professional functions not previously covered in a budgeted line item. Examples of professional functions include:
a. Xi State Legislative Seminar
b. Xi State Officer Training
c. Xi State Committee Meetings (if expenses are not state reimbursed)
8. Reimbursements require prior approval by the Alpha Alpha Executive Board.
9. Based on available income, the following expenses could be reimbursed:
a. Lodging (Shared rooms are recommended.)
b. Food (Actual costs not to exceed $30.00 a day)
c. Gas (Actual costs of gas)
d. Registration
e. Other expenses if approved by the Alpha Alpha Executive Board
10. Receipts will be required for all reimbursements.
11. Unused Silent Auction proceeds will be carried over annually as a separate line item in the Alpha Alpha budget to continue to defray costs associated with Xi State functions and/or activities.
ARTICLE V OFFICERS AND RELATED PERSONNEL
A. Chapter officers (except the treasurer, the parliamentarian, and the historian) and the Nominations Committee shall be elected in even numbered years and take office July 1 following election. The term of each elected officer shall be two years and no officer (except the treasurer) may serve in the same office longer than two terms in succession. Vacancies in office shall be filled by appointment by the President. Elected officers include:
President: The President shall preside at chapter meetings and those of the Executive Board. The President shall appoint committee chairmen and members and shall be ex-officio member. The President shall demonstrate leadership in development of chapter organization, and shall participate in state and international programs. She shall, if possible, attend the Xi State Convention and the Leadership Conference for Presidents, and additional meetings, conferences, and programs when necessary.
First Vice President: The First Vice President shall preside in the absence of the President. She serves as program chairman and develops the yearbook. The Program Committee is composed of the chairmen of the Program of Work Committees: Personal Growth, Professional Affairs, Research, Music, and the Chaplain. The Program of Work Committee will determine the yearly programs in a team effort based on the International focus.
Yearbooks should be distributed at the September meeting or at latest in November. It is the duty of the First Vice President to guarantee that members receive their yearbooks by distribution at the meeting or by delivery by hand or mail.
Second Vice President: The Second Vice President shall preside over chapter meetings and Executive Board meetings in the absence of the President and First Vice President. She will serve as the chairman of the Summer Tea and coordinate the Chapter Hostess Committees. (See duties as defined in Article X-C and X-D.)
Recording Secretary: The Recording Secretary shall keep accurate notes on business and make them available for approval at the following meeting. After approval, the minutes shall be filed properly for future reference. The Recording Secretary also maintains a record of attendance at meetings.
Corresponding Secretary: The Corresponding Secretary shall be responsible for mail and communications, reporting on these as necessary. She is also responsible for selecting gifts and for sending flowers and cards when necessary. (See duties as defined in Article X-B.)
B. The Treasurer shall be selected by the Executive Board and shall be responsible for receipts and expenditures. She shall make a report at each business meeting. She is an ex-officio member of the Finance Committee.
C. A Parliamentarian shall be appointed by the President, is not a chapter officer and serves as an ex-officio member, without vote, of the Executive Board.
D. The Historian shall be appointed by the President and will record the various activities of Alpha Alpha sisters in Society business and other related events.
E. The Nominations Committee presents the nominations at the February Meeting. Election of the officers and Nominations Committee is held at the March meeting, and the Nominations Committee installs the officers at the May meeting.
ARTICLE VI EXECUTIVE BOARD
A. The Executive Board shall be made up of elected officers, the Parliamentarian, the Treasurer, the Historian and the chairmen of the standing Delta Kappa Gamma committees.
B. It is the duty of the Board to discuss and organize the chapter’s business and to make recommendations to the chapter. In case of pressing problems when a chapter meeting is not feasible, the Executive Board may take action for the chapter. In the event of a pressing issue that requires a vote by the Executive Board, the president has the authority to take a vote via email or telephone call.
ARTICLE VII COMMITTEES
A. Standing Committees in the chapter shall correspond to those in Xi State and Delta Kappa Gamma International. Duties and responsibilities of each committee are defined in parent publications.
B. Standing Committees
1. Society Business Committees shall include:
a. Finance: (See duties as defined in Article IV.)
b. Leadership/Legislative: Shall keep the chapter informed of current legislative activities related to education and encourage member involvement on boards, commissions, and community/state decision-making. This committee shall provide a program, promote the work of leadership training and personal and professional development.
c. Membership: This committee keeps a chapter history and a biographical file on chapter members. It provides a program for initiation. (See duties as defined in Article III-C, Article X-D, Article X-E.)
d. Nominations: This committee searches for candidates with qualifications outlined in Handbook, presents a slate of elected officers in even numbered years and sends names of newly elected officers to state president and international executive secretary. (See duties as defined under Article V-E.)
e. Expansion/International Projects: This committee informs members about women from countries where DKG is not organized and who have received monies for advanced studies. It encourages voluntary contributions to the World Fellowship Fund and keeps members aware of activities in the Schools for Africa Project and encourages activities in support of that project. It will maintain a model and assist with installation of new chapters. This committee will provide the program with the music committee and generate enthusiasm.
f. Bylaws (Rules): This committee shall submit, for member understanding, amendments that update XI State Bylaws and XI State Rules as needed to keep the documents current with the state practices and in line with the latest editions of the Constitution and International Standing Rules. Call for revised chapter rules and submit revisions in every biennium. (See Article XI.)
g. Historical Preservation: Shall decide what papers shall be preserved and by what means, update and maintain the chapter history and preserve the history. (See Article V-D.)
h. Program: (See Article V-A, First Vice President)
2. Society Mission and Purposes shall include
a. Personal Growth and Services: The Personal Growth and Services Committee is responsible for the Book Review Covered Dish dinner in February and will be responsible for the program at that meeting. The meeting is not intended as a business meeting but some discussion of business may be necessary. In the past this committee has “spotlighted” individual members or a group of members and provided a birthday list to the membership. This committee is also responsible for the Chapter projects which include the Cancer Society donations and they provide the basket for donations, communication of needs to the chapter and transport the items to the hospice/cancer society. This committee will organize volunteers for the Books from Birth Campaign. This committee will plan activities to improve the quality of daily living, encourage women to seek leadership roles, provide opportunities for developing better human relationships and encourage participation in study groups within the chapter.
b. Professional Affairs: Shall focus on the professional advancement of women in the field of education and encourage assistance to those wishing to enter or return to the teaching profession. This committee shall provide a professional affairs program that focuses on professional growth and education with the Leadership Committee.
c. Research: Shall provide research support for chapter programs, projects, and activities. Invites people doing important research in education to present study at chapter meetings and publicizes DKG research projects. This committee should provide a program with the Legislative Committee.
d. Music: Music should be provided at all meetings. Members should know the Delta Kappa Gamma song, which is used at Ceremonies, as well as, other Society songs. The music committee should assist the Expansion Committee with a program and educate members with DKG songs.
e. Chaplain: The chaplain shall provide an inspirational message or mediation for each meeting and/or the Collect should be given.
f. Communications/Technology: Publishes newsletter for each meeting and sends a copy to Xi State President, Xi State Editor, Xi State Communications Chairman, and Area Director. The newsletter is distributed to all members. Copies will be mailed to members not in attendance at a given meeting. Money is allocated in the budget to cover postage expense. Designs and maintains website and presents technology advances to Chapter members. This committee should also keep the public informed about Society goals, programs and activities. It should incorporate state and international news into chapter programs. The committee should suggest names of capable writers for The Bulletin to the international editor and design and maintain the chapter website.
g. Scholarships/Achievement Award/Recruitment Grant: It is the policy of the chapter to provide an annual recruitment grant to a young area woman planning to teach. Provision of this grant is made in the budget. The grant may be given to the same person over a period of time or a different person may be chosen each year. (Began in 1956 with $25 grant; $50 in 1964; $79 in 1969, $200 in 1971, $300 in 2003, $200 in 2004, $300 in 2005, $500 biannually in 2011.) A candidate for this grant will submit the Recruitment Grant Application by April 1st or November 1st of each year. It is the responsibility of the committee to distribute the application. This committee keeps membership aware of scholarship opportunities on the state and international level and encourages members to apply for such scholarships. The Achievement Award, which began in 1985, is presented annually and the member is honored at the May meeting with a plaque or gift. (Responsibilities added in 2002: Nominate members for Xi State Order of the Rose Award; Seek Alpha Alpha nominee for Xi State’s Achievement Award; Seek Alpha Alpha nominee for Xi State’s Liz Whorley Bradley Professional Growth Award.) This committee should assist with raising of funds for scholarships and select the recipients of awards.
h. CIEC (Children’s International Education Center)/Literacy/High School Essay: This committee will encourage the enjoyment of reading as a recreational outlet. It will support Xi State CIEC and report CIEC news to Alpha Alpha members. It will promote the visibility and productivity of Alpha Alpha’s and State literacy projects. It will relay guidelines and format for the annual high school essay contest with a topic for the contest and distribute contest information to participating high schools. In order to encourage students to participate in the Xi State Essay Writing Contest, a mini contest in our area has been established with an award of $50.00 and a certificate for the winner. All essays will be forwarded to the state chairman with no identification of the Alpha Alpha winner.
i. Special Events: Shall implement projects which help to fund leadership activities. (Second Vice President)
j. Strategic Planning: This committee provides for a continuous review and updating of identified action programs that implement the seven purposes and the mission of the Society. It should develop and revise as needed an individual chapter action plan.
k. Ad Hoc Committees: The president shall appoint ad hoc committees which have specific short term goals. Such committees must have the approval of the Executive Board.
ARTICLE VIII PARLIAMENTARY AUTHORITY
Parliamentary Authority shall be derived from the Constitution and Bylaws of the Delta Kappa Gamma Society International and Xi State Bylaws. Robert’s Rules of Order shall determine questions on procedure.
ARTICLE IX MEETINGS
A. Regular meetings are held on the second Monday evening in September, October,
November, March and on the 1st Monday in May.
September—2nd Monday October—2nd Monday November—2nd Monday
February Book Review—2nd Monday March—2nd Monday May—2nd Monday Summer Tea—TBA
B. The Book Review meeting will be held in February.
C. Meeting dates/times may vary at the discretion of the Executive Board.
D. Place for meetings are set by the hostess committee and approved by the Executive Board.
E. Reservations, collections of dinner costs, and decorations are the responsibility of the hostess committee.
ARTICLE X CHAPTER CUSTOMES, TRADITIONS, AND POLICIES FOR
SPECIAL OCCASIONS
A. When a Xi State officer visits a local chapter, the state organization is responsible for lodging and food.
B. The Corresponding Secretary shall select another member to help her with the gifts, memorials, etc.
1. Gifts are given by Alpha Alpha when a member marries or has a baby. ($10.00)
2. A member who is hospitalized receives a bud vase (locally).
3. A member ill at home may receive a card(s) showing the concern of our members.
4. At the death of a member, a gift of a dozen roses shall be sent to the funeral.
5. A death in a member’s family (parent, child, sister, brother, husband) will call for a $10.00 contribution from the treasury to a charity of the member’s choice.
6. Birthday cards will be sent to members of the Society on their birthday.
C. Hostess Responsibilities: Every member is assigned a position on a hostess committee once during the biennium. The chairman of the committee will be assigned by the President and will be designated in the Yearbook. The Second Vice President will coordinate the work of the hostess committees following guidelines in the “Alpha Alpha Hostess Committee Contact Form” printed in the chapter yearbook. The major duties of the hostess committee include confirming the meeting with the restaurant and/or church, determining the menu, decorating and if desirable, furnishing favors, calling each member to inform her of the date, time, and place of the meeting, confirming whether or not the member will be eating at the upcoming meeting, and collecting meal costs from members prior to the meeting. The money is turned over to the Treasurer who sees that obligations are met.
All reservations for meals must be paid; therefore, it is the member’s responsibility to make it clear to the hostess committee member who contacts her whether or not she is reserving a meal. Likewise, committee members should make it clear that they are making reservations for the meal and not for the meeting. The meeting may be attended without joining the group for a dinner. Members who make reservations, but do not attend the meeting, are financially responsible for the cost of the meal. That expense should be sent to the treasurer.
D. The Membership Committee is responsible for the Orientation of new members at the Summer Tea. The Second Vice President is chairman of the Tea. It is customary for the officers to provide the drinks, and the chairman of the various committees to provide other refreshments and services. For example the Research Committee chairman may volunteer her committee to bring cookies. She would also notify her committee members of the date and time of the Tea.
E. The Membership chairman directs a Necrology Service at the death of a member. In case there are several deaths during the year, it may be desirable to hold one service honoring all at the March or May meeting. At the July 17, 2002 Executive Board meeting, it was recommended that services be planned for either the October or March meetings.
F. Community service will be encouraged of members. Activities to include:
1. Encouraging members to continue personal service to any nursing home or hospital.
2. Placing copies of Delta Kappa Gamma Bulletins in offices of doctors and dentists and in libraries.
3. Urging members to vote and take an active part in political affairs.
4. Informing membership of local cultural events.
G. Other ceremonies may be held (Founders’ Day, Rededication, etc.) in keeping with the guidelines set forth in the “Ceremonies” book.
Alpha Alpha
Hostess Committee Contact Form
Three weeks before an upcoming Alpha Alpha meeting, the Second Vice President will contact the chair of the designated hostess committee. If the chair is unable to serve, the Second Vice President may appoint a replacement chair ttom the members of that committee. The Second Vice President will give the chair this form to follow and will discuss the form for clarification.
1. The committee chair will divide the membership list to contact for the upcoming meeting among committee members, and give each member of her committee their list to contact. The chair and her committee will decide about decorations, favors (optional), etc. The committee may want to assign people to tables in order to have people mingle. The hostess committee buys the placemats and napkins. The caterer provides plates, cups and utensils.
2. The committee will contact each member (including reserve members) in advance of the meeting date to ascertain whether or not she will attend. The committee members will keep a count of members' names that plan to attend.
3. When phoning each member, remind her to bring items for the cancer project and any other project that may be included at that time, and to state that the cost of dinner is $9.00. The time of the meeting (6:00) and also include the meeting place. There may be other special information to be relayed for the meeting.
4. The chair will have a total co~t of members planning to attend a week before the meeting. The chair will contact the caterer to give a number of meals to prepare.
5. The chair will provide a list of members with reservations for the meeting to be given to the treasurer with the money at the end of the meeting.
6. The hostess committee should arrive at the designated meeting place no later than 5:15 p.m. to set-up for the meeting.
7. The hostess committee should bring change for the meal money collected.
Checks are to be written to Alpha Alpha Chapter.
8. One member of the committee should be at the door to greet incoming members.
One or two committee members should take the money and check members' names on the list. Members that have made reservations but do not attend will be billed by the treasurer for the cost of the meal to be given to the treasurer.
9. The hostess committee will need to coordinate with the caterer at the meeting to help the caterer, if needed, for set-up, serving and clean-up after the meeting.
ARTICLE XI AMENDMENTS TO CHAPTER STANDING RULES
The Bylaws Committee may make amendments to Chapter Standing Rules after a study. Their findings shall be presented to the membership for vote. A majority vote shall be required.
No provisions of this document or supplementary documents shall be in conflict with those of Xi State and The Delta Kappa Gamma Society International.
_
ARTICLE I NAME The name of this chapter shall be Alpha Alpha Chapter, Xi State (Tennessee) Organization, The Delta Kappa Gamma Society International.
ARTICLE II PURPOSES
The purposes of Alpha Alpha Chapter shall be the seven purposes of The Delta Kappa Gamma Society International and those of the Xi State Organization:
To unite women educators of the world in a genuine spiritual fellowship;
To honor women teachers who have given or who evidence a potential for distinctive service in any field of education;
To advance the professional interest and position of women in education;
To initiate, endorse and support desirable legislation or other suitable endeavors in
the interests of education and of women educators:
To endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to nonmember women educators;
To stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action;
To inform the membership of current economic, social, political and educational issues so that they may participate effectively in world society.
ARTICLE III MEMBERSHIP
Membership is in accordance with the CONSTITUTION, ARTICLE II and the STANDING RULES, Section 3. The chapter has full authority for the administration of membership.
A. Membership in the Society shall be by invitation only. Members must either teach in or live in a geographical area, which would provide accommodation for regular attendance to chapter functions.
B. There are three classes of membership:
1. Active: Members who have been duly elected by a professional vote of the members and who meet the financial obligations of initiation and dues, or members who transfer may be active members of Alpha Alpha Chapter. An active member shall be a woman who is employed as a professional educator or has been retired from an educational position. An active member shall participate in the activities of the Society.
2. Reserve: As defined by the 2002 International convention, “Reserve membership shall be granted only to those who are unable to participate fully in the activities of the chapter because of physical disability and/or geographical location.” Reserve status shall be granted by majority vote of the chapter. A reserve member, so requesting, may be restored to active membership by a majority vote of the chapter.
3. Honorary: Special friends of education may be invited to become honorary members of the chapter.
C. The Membership Committee shall have applications to nominate new members available at all meetings, and at the March meeting will accept nominations. At the May meeting, the Executive Board will recommend the number of members to be accepted. “The candidates for active membership shall be voted upon in a chapter meeting by ballot. The election shall be either by preferential ballot or by approval of four-fifths (4/5) of the ballots cast.” (Constitution of The Delta Kappa Gamma Society International 1998, p.2) The 2002 International Convention now allows chapters to determine manner of voting for new and reinstated members. Orientation of new members, conducted by the Membership Committee, will take place during the Summer Tea (held at the home of a member) following their election. Orientation is to acquaint new members with goals and policies of the Society. A reorientation from time to time is desirable for all members. The Membership Committee conducts the initiation for new members at the September meeting. Traditionally, Alpha Alpha pays for the meal of each new member at this meeting.
D. Membership may be terminated by a letter of resignation approved by the membership or by failure to pay the required dues of the Society. A resignation from membership must be presented to the chapter president and voted upon by the chapter. The resignation should carry with it an explanation for withdrawal. Prior to the vote, the president should contact the member and explain the other options.
E. A member may be reinstated by written request and approval of the members and by meeting the financial responsibilities of membership. The 2002 International Convention eliminated the reinstatement fee.
F. Only active and reserve members may transfer membership. All chapters must accept members transferring from another chapter. Members may apply for transfer by completing and mailing an official application (Form TR-A) to International Headquarters.
ARTICLE IV FINANCE
A. Dues (and fees) are paid annually at the September meeting. Payment includes International, State, and Chapter dues. Dues effective beginning in 2008-10:
International
Active Reserve New Members
$40.00 $20.00 $40.00
Initiation Fee $10.00--$5.00 to chapter
State
$14.00 $7.00 $14.00
State Scholarship
$1.00 $1.00 $1.00
Golden Gift Fund
$1.00 $1.00 $1.00
$29.00 $1.00 $29.00
$85.00 $30.00 $95.00
Deadline for payment of annual dues is not later than October 31 of each year. On November 1 members shall be dropped for non-payment of dues and fees. (Constitution of The Delta Kappa Gamma Society International 1998, page 3)
1. Occasionally, contributions may be collected from members for special Chapter, State, or International programs.
2. If any member (including reserve members) becomes unable to take care of her financial responsibilities to the organization, Alpha Alpha Chapter may pay the State and International part of her dues.
A. Financial Controls
1. The Finance Committee shall submit a budget to the Executive Board annually at the summer meeting. The budget will be presented to chapter members at the September meeting.
2. Dues will be raised in keeping with State and International raises and the general economy.
3. The chapter Treasurer shall sign checks covering chapter expenditures.
4. The fiscal year begins July 1 and ends June 30.
5. Books shall be closed and an annual audit will be made by members of the Finance Committee or an auditing committee appointed by the President before June 30 of each year.
6. At the beginning of her two-year term the chapter president shall be awarded a President’s Pin. The cost of the pin will be paid from the chapter’s treasury.
7. The Chapter provides funds to the President to assist with expenses incurred while attending State and International meetings. On even numbered years funds are also provided by the Chapter for the incoming President to attend the Xi State Convention. If the president’s expenses are less than budgeted, expenses for other chapter members in attendance may be paid.
8. Funds will be available to the Communications Committee to cover the expense of mailing the Alpha Alpha Bits to members who are unable to attend meetings.
C. Katherine Kesner Elliott/Elizabeth Hickam Recruitment Grant Fund
1. The Katherine Kesner Elliott/Elizabeth Hickam Recruitment Grant Fund was established in Oct. 2004 with the formation of a committee to develop and sell a cookbook compiled of recipes from chapter members and from special submissions by other state members.
2. Proceeds from the sale of the cookbooks were to be used to fund the Alpha Alpha Recruitment Grant renamed to honor two charter members, Katherine Kesner Elliott and Elizabeth Hickam.
3. The creation of this fund also provided an opportunity for memorial contributions from chapter members and the community.
4. The goal of the fund was to create an adequate amount of money to use as an endowment for the fund. The chapter treasurer tracks expenditures and investments of this fund annually to maximize the return on the endowment.
5. All monies in the Katherine Kesner Elliott/Elizabeth Hickman Recruitment Grant Fund are to be used to subsidize the grant award and to cover administrative costs of the fund (postage, stationery, etc.)
D. Silent Auction
6. The Alpha Alpha Silent Auction is conducted annually during a chapter meeting.
7. Proceeds from the Silent Auction will be used to defray expenses incurred by chapter officers and members who attend Xi State professional functions not previously covered in a budgeted line item. Examples of professional functions include:
a. Xi State Legislative Seminar
b. Xi State Officer Training
c. Xi State Committee Meetings (if expenses are not state reimbursed)
8. Reimbursements require prior approval by the Alpha Alpha Executive Board.
9. Based on available income, the following expenses could be reimbursed:
a. Lodging (Shared rooms are recommended.)
b. Food (Actual costs not to exceed $30.00 a day)
c. Gas (Actual costs of gas)
d. Registration
e. Other expenses if approved by the Alpha Alpha Executive Board
10. Receipts will be required for all reimbursements.
11. Unused Silent Auction proceeds will be carried over annually as a separate line item in the Alpha Alpha budget to continue to defray costs associated with Xi State functions and/or activities.
ARTICLE V OFFICERS AND RELATED PERSONNEL
A. Chapter officers (except the treasurer, the parliamentarian, and the historian) and the Nominations Committee shall be elected in even numbered years and take office July 1 following election. The term of each elected officer shall be two years and no officer (except the treasurer) may serve in the same office longer than two terms in succession. Vacancies in office shall be filled by appointment by the President. Elected officers include:
President: The President shall preside at chapter meetings and those of the Executive Board. The President shall appoint committee chairmen and members and shall be ex-officio member. The President shall demonstrate leadership in development of chapter organization, and shall participate in state and international programs. She shall, if possible, attend the Xi State Convention and the Leadership Conference for Presidents, and additional meetings, conferences, and programs when necessary.
First Vice President: The First Vice President shall preside in the absence of the President. She serves as program chairman and develops the yearbook. The Program Committee is composed of the chairmen of the Program of Work Committees: Personal Growth, Professional Affairs, Research, Music, and the Chaplain. The Program of Work Committee will determine the yearly programs in a team effort based on the International focus.
Yearbooks should be distributed at the September meeting or at latest in November. It is the duty of the First Vice President to guarantee that members receive their yearbooks by distribution at the meeting or by delivery by hand or mail.
Second Vice President: The Second Vice President shall preside over chapter meetings and Executive Board meetings in the absence of the President and First Vice President. She will serve as the chairman of the Summer Tea and coordinate the Chapter Hostess Committees. (See duties as defined in Article X-C and X-D.)
Recording Secretary: The Recording Secretary shall keep accurate notes on business and make them available for approval at the following meeting. After approval, the minutes shall be filed properly for future reference. The Recording Secretary also maintains a record of attendance at meetings.
Corresponding Secretary: The Corresponding Secretary shall be responsible for mail and communications, reporting on these as necessary. She is also responsible for selecting gifts and for sending flowers and cards when necessary. (See duties as defined in Article X-B.)
B. The Treasurer shall be selected by the Executive Board and shall be responsible for receipts and expenditures. She shall make a report at each business meeting. She is an ex-officio member of the Finance Committee.
C. A Parliamentarian shall be appointed by the President, is not a chapter officer and serves as an ex-officio member, without vote, of the Executive Board.
D. The Historian shall be appointed by the President and will record the various activities of Alpha Alpha sisters in Society business and other related events.
E. The Nominations Committee presents the nominations at the February Meeting. Election of the officers and Nominations Committee is held at the March meeting, and the Nominations Committee installs the officers at the May meeting.
ARTICLE VI EXECUTIVE BOARD
A. The Executive Board shall be made up of elected officers, the Parliamentarian, the Treasurer, the Historian and the chairmen of the standing Delta Kappa Gamma committees.
B. It is the duty of the Board to discuss and organize the chapter’s business and to make recommendations to the chapter. In case of pressing problems when a chapter meeting is not feasible, the Executive Board may take action for the chapter. In the event of a pressing issue that requires a vote by the Executive Board, the president has the authority to take a vote via email or telephone call.
ARTICLE VII COMMITTEES
A. Standing Committees in the chapter shall correspond to those in Xi State and Delta Kappa Gamma International. Duties and responsibilities of each committee are defined in parent publications.
B. Standing Committees
1. Society Business Committees shall include:
a. Finance: (See duties as defined in Article IV.)
b. Leadership/Legislative: Shall keep the chapter informed of current legislative activities related to education and encourage member involvement on boards, commissions, and community/state decision-making. This committee shall provide a program, promote the work of leadership training and personal and professional development.
c. Membership: This committee keeps a chapter history and a biographical file on chapter members. It provides a program for initiation. (See duties as defined in Article III-C, Article X-D, Article X-E.)
d. Nominations: This committee searches for candidates with qualifications outlined in Handbook, presents a slate of elected officers in even numbered years and sends names of newly elected officers to state president and international executive secretary. (See duties as defined under Article V-E.)
e. Expansion/International Projects: This committee informs members about women from countries where DKG is not organized and who have received monies for advanced studies. It encourages voluntary contributions to the World Fellowship Fund and keeps members aware of activities in the Schools for Africa Project and encourages activities in support of that project. It will maintain a model and assist with installation of new chapters. This committee will provide the program with the music committee and generate enthusiasm.
f. Bylaws (Rules): This committee shall submit, for member understanding, amendments that update XI State Bylaws and XI State Rules as needed to keep the documents current with the state practices and in line with the latest editions of the Constitution and International Standing Rules. Call for revised chapter rules and submit revisions in every biennium. (See Article XI.)
g. Historical Preservation: Shall decide what papers shall be preserved and by what means, update and maintain the chapter history and preserve the history. (See Article V-D.)
h. Program: (See Article V-A, First Vice President)
2. Society Mission and Purposes shall include
a. Personal Growth and Services: The Personal Growth and Services Committee is responsible for the Book Review Covered Dish dinner in February and will be responsible for the program at that meeting. The meeting is not intended as a business meeting but some discussion of business may be necessary. In the past this committee has “spotlighted” individual members or a group of members and provided a birthday list to the membership. This committee is also responsible for the Chapter projects which include the Cancer Society donations and they provide the basket for donations, communication of needs to the chapter and transport the items to the hospice/cancer society. This committee will organize volunteers for the Books from Birth Campaign. This committee will plan activities to improve the quality of daily living, encourage women to seek leadership roles, provide opportunities for developing better human relationships and encourage participation in study groups within the chapter.
b. Professional Affairs: Shall focus on the professional advancement of women in the field of education and encourage assistance to those wishing to enter or return to the teaching profession. This committee shall provide a professional affairs program that focuses on professional growth and education with the Leadership Committee.
c. Research: Shall provide research support for chapter programs, projects, and activities. Invites people doing important research in education to present study at chapter meetings and publicizes DKG research projects. This committee should provide a program with the Legislative Committee.
d. Music: Music should be provided at all meetings. Members should know the Delta Kappa Gamma song, which is used at Ceremonies, as well as, other Society songs. The music committee should assist the Expansion Committee with a program and educate members with DKG songs.
e. Chaplain: The chaplain shall provide an inspirational message or mediation for each meeting and/or the Collect should be given.
f. Communications/Technology: Publishes newsletter for each meeting and sends a copy to Xi State President, Xi State Editor, Xi State Communications Chairman, and Area Director. The newsletter is distributed to all members. Copies will be mailed to members not in attendance at a given meeting. Money is allocated in the budget to cover postage expense. Designs and maintains website and presents technology advances to Chapter members. This committee should also keep the public informed about Society goals, programs and activities. It should incorporate state and international news into chapter programs. The committee should suggest names of capable writers for The Bulletin to the international editor and design and maintain the chapter website.
g. Scholarships/Achievement Award/Recruitment Grant: It is the policy of the chapter to provide an annual recruitment grant to a young area woman planning to teach. Provision of this grant is made in the budget. The grant may be given to the same person over a period of time or a different person may be chosen each year. (Began in 1956 with $25 grant; $50 in 1964; $79 in 1969, $200 in 1971, $300 in 2003, $200 in 2004, $300 in 2005, $500 biannually in 2011.) A candidate for this grant will submit the Recruitment Grant Application by April 1st or November 1st of each year. It is the responsibility of the committee to distribute the application. This committee keeps membership aware of scholarship opportunities on the state and international level and encourages members to apply for such scholarships. The Achievement Award, which began in 1985, is presented annually and the member is honored at the May meeting with a plaque or gift. (Responsibilities added in 2002: Nominate members for Xi State Order of the Rose Award; Seek Alpha Alpha nominee for Xi State’s Achievement Award; Seek Alpha Alpha nominee for Xi State’s Liz Whorley Bradley Professional Growth Award.) This committee should assist with raising of funds for scholarships and select the recipients of awards.
h. CIEC (Children’s International Education Center)/Literacy/High School Essay: This committee will encourage the enjoyment of reading as a recreational outlet. It will support Xi State CIEC and report CIEC news to Alpha Alpha members. It will promote the visibility and productivity of Alpha Alpha’s and State literacy projects. It will relay guidelines and format for the annual high school essay contest with a topic for the contest and distribute contest information to participating high schools. In order to encourage students to participate in the Xi State Essay Writing Contest, a mini contest in our area has been established with an award of $50.00 and a certificate for the winner. All essays will be forwarded to the state chairman with no identification of the Alpha Alpha winner.
i. Special Events: Shall implement projects which help to fund leadership activities. (Second Vice President)
j. Strategic Planning: This committee provides for a continuous review and updating of identified action programs that implement the seven purposes and the mission of the Society. It should develop and revise as needed an individual chapter action plan.
k. Ad Hoc Committees: The president shall appoint ad hoc committees which have specific short term goals. Such committees must have the approval of the Executive Board.
ARTICLE VIII PARLIAMENTARY AUTHORITY
Parliamentary Authority shall be derived from the Constitution and Bylaws of the Delta Kappa Gamma Society International and Xi State Bylaws. Robert’s Rules of Order shall determine questions on procedure.
ARTICLE IX MEETINGS
A. Regular meetings are held on the second Monday evening in September, October,
November, March and on the 1st Monday in May.
September—2nd Monday October—2nd Monday November—2nd Monday
February Book Review—2nd Monday March—2nd Monday May—2nd Monday Summer Tea—TBA
B. The Book Review meeting will be held in February.
C. Meeting dates/times may vary at the discretion of the Executive Board.
D. Place for meetings are set by the hostess committee and approved by the Executive Board.
E. Reservations, collections of dinner costs, and decorations are the responsibility of the hostess committee.
ARTICLE X CHAPTER CUSTOMES, TRADITIONS, AND POLICIES FOR
SPECIAL OCCASIONS
A. When a Xi State officer visits a local chapter, the state organization is responsible for lodging and food.
B. The Corresponding Secretary shall select another member to help her with the gifts, memorials, etc.
1. Gifts are given by Alpha Alpha when a member marries or has a baby. ($10.00)
2. A member who is hospitalized receives a bud vase (locally).
3. A member ill at home may receive a card(s) showing the concern of our members.
4. At the death of a member, a gift of a dozen roses shall be sent to the funeral.
5. A death in a member’s family (parent, child, sister, brother, husband) will call for a $10.00 contribution from the treasury to a charity of the member’s choice.
6. Birthday cards will be sent to members of the Society on their birthday.
C. Hostess Responsibilities: Every member is assigned a position on a hostess committee once during the biennium. The chairman of the committee will be assigned by the President and will be designated in the Yearbook. The Second Vice President will coordinate the work of the hostess committees following guidelines in the “Alpha Alpha Hostess Committee Contact Form” printed in the chapter yearbook. The major duties of the hostess committee include confirming the meeting with the restaurant and/or church, determining the menu, decorating and if desirable, furnishing favors, calling each member to inform her of the date, time, and place of the meeting, confirming whether or not the member will be eating at the upcoming meeting, and collecting meal costs from members prior to the meeting. The money is turned over to the Treasurer who sees that obligations are met.
All reservations for meals must be paid; therefore, it is the member’s responsibility to make it clear to the hostess committee member who contacts her whether or not she is reserving a meal. Likewise, committee members should make it clear that they are making reservations for the meal and not for the meeting. The meeting may be attended without joining the group for a dinner. Members who make reservations, but do not attend the meeting, are financially responsible for the cost of the meal. That expense should be sent to the treasurer.
D. The Membership Committee is responsible for the Orientation of new members at the Summer Tea. The Second Vice President is chairman of the Tea. It is customary for the officers to provide the drinks, and the chairman of the various committees to provide other refreshments and services. For example the Research Committee chairman may volunteer her committee to bring cookies. She would also notify her committee members of the date and time of the Tea.
E. The Membership chairman directs a Necrology Service at the death of a member. In case there are several deaths during the year, it may be desirable to hold one service honoring all at the March or May meeting. At the July 17, 2002 Executive Board meeting, it was recommended that services be planned for either the October or March meetings.
F. Community service will be encouraged of members. Activities to include:
1. Encouraging members to continue personal service to any nursing home or hospital.
2. Placing copies of Delta Kappa Gamma Bulletins in offices of doctors and dentists and in libraries.
3. Urging members to vote and take an active part in political affairs.
4. Informing membership of local cultural events.
G. Other ceremonies may be held (Founders’ Day, Rededication, etc.) in keeping with the guidelines set forth in the “Ceremonies” book.
Alpha Alpha
Hostess Committee Contact Form
Three weeks before an upcoming Alpha Alpha meeting, the Second Vice President will contact the chair of the designated hostess committee. If the chair is unable to serve, the Second Vice President may appoint a replacement chair ttom the members of that committee. The Second Vice President will give the chair this form to follow and will discuss the form for clarification.
1. The committee chair will divide the membership list to contact for the upcoming meeting among committee members, and give each member of her committee their list to contact. The chair and her committee will decide about decorations, favors (optional), etc. The committee may want to assign people to tables in order to have people mingle. The hostess committee buys the placemats and napkins. The caterer provides plates, cups and utensils.
2. The committee will contact each member (including reserve members) in advance of the meeting date to ascertain whether or not she will attend. The committee members will keep a count of members' names that plan to attend.
3. When phoning each member, remind her to bring items for the cancer project and any other project that may be included at that time, and to state that the cost of dinner is $9.00. The time of the meeting (6:00) and also include the meeting place. There may be other special information to be relayed for the meeting.
4. The chair will have a total co~t of members planning to attend a week before the meeting. The chair will contact the caterer to give a number of meals to prepare.
5. The chair will provide a list of members with reservations for the meeting to be given to the treasurer with the money at the end of the meeting.
6. The hostess committee should arrive at the designated meeting place no later than 5:15 p.m. to set-up for the meeting.
7. The hostess committee should bring change for the meal money collected.
Checks are to be written to Alpha Alpha Chapter.
8. One member of the committee should be at the door to greet incoming members.
One or two committee members should take the money and check members' names on the list. Members that have made reservations but do not attend will be billed by the treasurer for the cost of the meal to be given to the treasurer.
9. The hostess committee will need to coordinate with the caterer at the meeting to help the caterer, if needed, for set-up, serving and clean-up after the meeting.
ARTICLE XI AMENDMENTS TO CHAPTER STANDING RULES
The Bylaws Committee may make amendments to Chapter Standing Rules after a study. Their findings shall be presented to the membership for vote. A majority vote shall be required.
No provisions of this document or supplementary documents shall be in conflict with those of Xi State and The Delta Kappa Gamma Society International.
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