pi chapter rules
STANDING RULES
Pi Chapter/ Beta State
ARTICLE I - NAME
The name of this chapter shall be Pi Chapter, Beta State, Organization Alabama of The Delta Kappa Gamma Society International.
ARTICLE II - PURPOSES
The purposes of Pi Chapter shall be the seven purposes of The Delta Kappa Gamma Society International and those of the Beta State Organization.
ARTICLE III - MEMBERSHIP
Section A. Membership in The Delta Kappa Gamma Society International shall be active, reserve or honorary. Membership classification is explained in the Constitution.
Section B. Nominations for prospective members shall be made at the November meeting each year.
Section C. Presentation of the names of prospective members and voting shall be at the January/February meeting. The election of new members shall be by the approval of a majority of votes cast by the members present.
Section D. Initiation shall be held at the April meeting. An initiation fee will be paid at the time of initiation, and dues for active membership will be paid in full in the fall.
Section E. An orientation for new members shall be held prior to initiation.
ARTICLE IV - FINANCE
Financial matters are in accordance with the Constitution, Standing Rules and the Beta State Bylaws.
Section A. Dues.
Annual chapter, state, and international dues and fees, as follows, shall be collected by the Treasurer no later than October 31 of each year.
Active: $75.00
Reserve: $35.00
ARTICLE VI - OFFICERS AND RELATED PERSONNEL
Section A. Elected Officers shall be President, First Vice President, Second Vice President, and Secretary. The Treasurer shall be elected by the Chapter Executive Board. The Parliamentarian shall be appointed by the President.
Section B. Nominations and Election of Officers
1. The Nominations Committee will be elected at the January/February meeting in odd-numbered years.
2. Nominations for elected officers will be presented at the November meeting in odd-numbered years.
3. Additional nominations may be made from the floor with prior consent of the person being nominated.
4. Election may be by voice vote if there is only one nominee for each office. If there are nominations from the floor, election will be by paper ballot.
Section C. New chapter officers are installed at the April meeting of the even-numbered years. Chapter officers take office on July 1 following their election. The term of each elected officer shall be two years or until a successor is named. No Chapter officer, except the Treasurer, may serve in the same office longer than two terms in succession.
Section D. Duties of Chapter Officers
1. The President shall:
a. act as presiding officer at regular and called meetings and direct the activities of the chapter
b. act as chair of the Chapter Executive Board
c. appoint a parliamentarian for the membership
d. appoint standing and special committees
e. approve for payment all expense claims
f. fill by appointment all vacancies in office
g. represent the Chapter at meetings and conferences
h. take action, with advice and approval of the Chapter Executive Board, on matters which cannot be deferred until the next chapter meeting
i. serve as an ex-officio member of all chapter committees except the Nominations Committee. As an ex-officio member, she has a vote.
j. insure that biennial reports are completed and returned on time to the designated persons
k. appoint hostesses as necessary for social events.
2. The First Vice-President shall:
a. act in place of the president when the need arises and perform those duties assigned by the president and/or the Chapter Executive Board
b. serve as chair of the Program Standing Committee to plan the chapter's Program of Work
c. prepare and distribute the chapter yearbook
d. in the event of the death or resignation of the president, become president and serve until the next regular election of officers.
3. The Second Vice-President shall:
a. serve as chair of the Membership Committee
b. oversee the new member initiation ceremony and necessary preparations
c. conduct an orientation session with new members
d. in the event of the resignation or death of either the president or the first vice president, become the first vice president and serve until the next regular election of
officers
e. prepare necrology and membership record reports.
4. The Secretary shall:
a. complete minutes of each chapter meeting noting (1) each official action taken, (2) all terminations of membership by death, resignation, nonpayment of dues, and/or
non participation, and (3) summary of treasurer's report
b. maintain a roll of chapter members including names of deceased members with dates of death and names of other members dropped or transferred (with reasons)
c. maintain a list of names and addresses of persons to whom invitations to membership are sent with the dates of invitation, dates of replies, and dates of initiation
d. maintain a short review of chapter founding
e. conduct the correspondence of the chapter as delegated by the president.
5. The Treasurer will be elected by the Chapter Executive Board and shall:
a. be responsible for receiving and paying all moneys
b. keep an accurate record of receipts and expenditures
c. keep a file of receipts, bills, canceled checks and bank statements
d. make a financial report at regular chapter meetings and an annual report on Form 15 to the state treasurer and state president
e. prepare annually, if necessary, a Form 990 for the Internal Revenue Service
f. submit records for audit
g. collect dues of active and reserve chapter members
h. report on Form 18 the payment of every member who has paid dues and send the report to the state treasurer
i. serve ex-officio to the Finance Committee.
6. A Parliamentarian will be appointed by the President and shall serve as an adviser to the officers and members in matters pertaining to interpretation of the Society's
Constitution and to parliamentary procedure, giving opinions only when requested to do so. The Parliamentarian is not an officer.
ARTICLE VII - CHAPTER EXECUTIVE BOARD
Section A. The Chapter Executive Board shall consist of the elected officers, the Immediate Past President, and the chairs of the following committees: Personal Growth and Services, Professional Affairs, Research, Music, and Finance.
Section B. The Board shall elect a Treasurer each biennium.
Section C. The Treasurer and Parliamentarian serve ex-officio to the Board and do not have a vote.
Section D. Duties of the Board shall be to recommend policies, procedures, and activities/projects for consideration by the chapter membership.
Section E. The Board shall meet at least annually.
ARTICLE VIII - COMMITTEES
Section A. Pi Chapter Standing Committees and duties shall be as follows:
1. Chapter Society business
a. Finance - responsible for supervision of financial affairs of the chapter including recommendations for expenditure and investment of funds. Prepares a
budget for adoption by the membership at the first fall meeting each year.
b. Membership - evaluates the recommendations of persons proposed for membership; studies and makes recommendations related to membership
problems; and prepares necrology and membership records. Initiation properties and supplies will be retained by this Committee. The Committee will
inform the Treasurer as needs occur.
c. Records - responsible for assembling, organizing, and preserving materials essential to the continuation of the history of the chapter during biennium of
service.
2. Program of Work
a. Program - chaired by the First Vice President, develops a chapter Program of Work; plans a Program of Work that includes programs, projects, and
activities related to personal growth and services, professional affairs, legislation, research and music; plans the year's program for the chapter using
the international theme from the Program Manual adjusting the focus to meet local needs and interests; encourages maximum member participation in
programs; and prepares and distributes to chapter members a chapter yearbook.
b. Personal Growth and Services - provides direction for work in personal growth; recognizes the needs of members and recommends programs and
projects to aid in individual growth; encourages participation in study groups concerned with economic, social, political and educational issues;
encourages members to reach beyond themselves; and provides opportunities for developing better human relationships within the community.
c. Professional Affairs - develops chapter interest and participation in activities designed to improve the professional status of women educators;
encourages participation in legislative activities for education; and provides a grant-in-aid to an outstanding high school graduate entering a teacher
preparation program.
d. Research - responsible for providing research support for chapter programs, projects, and activities; encourages research of interest to those
responsible for Program of Work; suggests coordination with other chapters in cooperative research projects related to the purposes of the Society;
invites persons doing relevant research to discuss their findings at chapter meetings; assesses local needs represented by members; and publicizes
pertinent research in the area of the program theme and of current educational trends and issues.
e. Music - provides for use of music as an integral part of programming and uses music to enhance appreciation of the Society's goals and give dignity
and beauty to programs.
3. Educational Services
a. Communications - supports the efforts of chapter members and groups to communicate effectively with one another; seeks opportunities to
publicize information about the Society and the noteworthy achievements of its members; helps incorporate international and state news of the
Society into chapter programs; sends news of chapter programs, projects and activities to local newspapers and to the state editor; and chairs the
telephone chain to notify members of upcoming meetings
b. Scholarships - promotes Purpose V of the Society and promotes interest and support for scholarships at the Chapter level
c. World Fellowships - promotes Purpose V of the Society and promotes interest and chapter activities to support World Fellowships at the chapter
level.
Section B. The Nominations Committee shall be elected at the January/February meeting in odd-numbered years. This committee presents, in election years, a report of one nominee for each elective office and prepares a ballot in accordance with the Chapter Standing Rules.
Section C. General Procedures
1. All committees shall be appointed by the president except the Nominations Committee.
2. The president shall be an ex-officio member of all committees, except the Nominations Committee.
3. Committee meetings shall be held with the approval of the president.
4. Committee expenditures must receive prior approval of the president.
ARTICLE IX - MEETINGS
Section A. At least four regular meetings of the Chapter shall be held each year. Dates, times, and places for meetings shall be determined by the Executive Board.
Section B. A meeting will be held each April to celebrate the founding of Pi Chapter.
Section C. A joint meeting of local chapters will be held annually, in May, with chapters alternating hostess/program responsibilities.
1. Financial assistance will be provided for the cost of the birthday cake.
2. A memorial recognition will be observed for members who have died during the past year.
Section D. Quorum. Members present at any meeting shall constitute a quorum.
Section E. Attendance. Active members shall attend at least half of the regularly scheduled chapter meetings, unless notification of valid excuse is given to the Secretary.
ARTICLE X - AREAS OF ACTIVITY
Section A. Memorial Gifts. In the event of death of a chapter member, a ten (10) dollar donation will be sent in her name to the World Fellowship Fund.
Section B. Cards/notes. The Secretary shall send cards/notes to members who experience professional or personal success, personal illness, and/or death of immediate family member.
Section C. Newsletter. A chapter newsletter shall be published and sent to all chapter members at least three times a year.
Section D. Grant-in-aid. A grant-in-aid shall be given to an outstanding college graduate who will be beginning her first year of teaching career in the following fall.
Section E. Literacy. Books and information to encourage parents to read to their children shall be prepared and distributed at the discretion of literacy committee.
Section F. Records. The outgoing officers/committee chairs should transfer records to the incoming officers/committee chairs during June/July at a time specified by the outgoing President. The outgoing President shall be responsible for coordinating the transfer of past records to the Department of Archives housed at the Ralph B. Draughon Library, Auburn University.
ARTICLE XI - AMENDMENTS
Section A. With prior notice, Chapter Standing Rules may be amended at any meeting by a two-thirds (2/3) vote of members present.
Section B. Proposed amendments may be submitted by any officer/committee chair to the Executive Board.
Section C. Minutes containing amendment actions should be dated and attached to the original document and copies retained by the President, Secretary, and Treasurer.
ARTICLE XII - DISSOLUTION
In the event of dissolution the Chapter Executive Board shall:
Section A. Satisfy or make adequate provision for all liabilities and obligations.
Section B. Determine specific procedures for liquidating remaining assets and shall supervise disbursement of funds.
Pi Chapter/ Beta State
ARTICLE I - NAME
The name of this chapter shall be Pi Chapter, Beta State, Organization Alabama of The Delta Kappa Gamma Society International.
ARTICLE II - PURPOSES
The purposes of Pi Chapter shall be the seven purposes of The Delta Kappa Gamma Society International and those of the Beta State Organization.
ARTICLE III - MEMBERSHIP
Section A. Membership in The Delta Kappa Gamma Society International shall be active, reserve or honorary. Membership classification is explained in the Constitution.
Section B. Nominations for prospective members shall be made at the November meeting each year.
Section C. Presentation of the names of prospective members and voting shall be at the January/February meeting. The election of new members shall be by the approval of a majority of votes cast by the members present.
Section D. Initiation shall be held at the April meeting. An initiation fee will be paid at the time of initiation, and dues for active membership will be paid in full in the fall.
Section E. An orientation for new members shall be held prior to initiation.
ARTICLE IV - FINANCE
Financial matters are in accordance with the Constitution, Standing Rules and the Beta State Bylaws.
Section A. Dues.
Annual chapter, state, and international dues and fees, as follows, shall be collected by the Treasurer no later than October 31 of each year.
Active: $75.00
Reserve: $35.00
ARTICLE VI - OFFICERS AND RELATED PERSONNEL
Section A. Elected Officers shall be President, First Vice President, Second Vice President, and Secretary. The Treasurer shall be elected by the Chapter Executive Board. The Parliamentarian shall be appointed by the President.
Section B. Nominations and Election of Officers
1. The Nominations Committee will be elected at the January/February meeting in odd-numbered years.
2. Nominations for elected officers will be presented at the November meeting in odd-numbered years.
3. Additional nominations may be made from the floor with prior consent of the person being nominated.
4. Election may be by voice vote if there is only one nominee for each office. If there are nominations from the floor, election will be by paper ballot.
Section C. New chapter officers are installed at the April meeting of the even-numbered years. Chapter officers take office on July 1 following their election. The term of each elected officer shall be two years or until a successor is named. No Chapter officer, except the Treasurer, may serve in the same office longer than two terms in succession.
Section D. Duties of Chapter Officers
1. The President shall:
a. act as presiding officer at regular and called meetings and direct the activities of the chapter
b. act as chair of the Chapter Executive Board
c. appoint a parliamentarian for the membership
d. appoint standing and special committees
e. approve for payment all expense claims
f. fill by appointment all vacancies in office
g. represent the Chapter at meetings and conferences
h. take action, with advice and approval of the Chapter Executive Board, on matters which cannot be deferred until the next chapter meeting
i. serve as an ex-officio member of all chapter committees except the Nominations Committee. As an ex-officio member, she has a vote.
j. insure that biennial reports are completed and returned on time to the designated persons
k. appoint hostesses as necessary for social events.
2. The First Vice-President shall:
a. act in place of the president when the need arises and perform those duties assigned by the president and/or the Chapter Executive Board
b. serve as chair of the Program Standing Committee to plan the chapter's Program of Work
c. prepare and distribute the chapter yearbook
d. in the event of the death or resignation of the president, become president and serve until the next regular election of officers.
3. The Second Vice-President shall:
a. serve as chair of the Membership Committee
b. oversee the new member initiation ceremony and necessary preparations
c. conduct an orientation session with new members
d. in the event of the resignation or death of either the president or the first vice president, become the first vice president and serve until the next regular election of
officers
e. prepare necrology and membership record reports.
4. The Secretary shall:
a. complete minutes of each chapter meeting noting (1) each official action taken, (2) all terminations of membership by death, resignation, nonpayment of dues, and/or
non participation, and (3) summary of treasurer's report
b. maintain a roll of chapter members including names of deceased members with dates of death and names of other members dropped or transferred (with reasons)
c. maintain a list of names and addresses of persons to whom invitations to membership are sent with the dates of invitation, dates of replies, and dates of initiation
d. maintain a short review of chapter founding
e. conduct the correspondence of the chapter as delegated by the president.
5. The Treasurer will be elected by the Chapter Executive Board and shall:
a. be responsible for receiving and paying all moneys
b. keep an accurate record of receipts and expenditures
c. keep a file of receipts, bills, canceled checks and bank statements
d. make a financial report at regular chapter meetings and an annual report on Form 15 to the state treasurer and state president
e. prepare annually, if necessary, a Form 990 for the Internal Revenue Service
f. submit records for audit
g. collect dues of active and reserve chapter members
h. report on Form 18 the payment of every member who has paid dues and send the report to the state treasurer
i. serve ex-officio to the Finance Committee.
6. A Parliamentarian will be appointed by the President and shall serve as an adviser to the officers and members in matters pertaining to interpretation of the Society's
Constitution and to parliamentary procedure, giving opinions only when requested to do so. The Parliamentarian is not an officer.
ARTICLE VII - CHAPTER EXECUTIVE BOARD
Section A. The Chapter Executive Board shall consist of the elected officers, the Immediate Past President, and the chairs of the following committees: Personal Growth and Services, Professional Affairs, Research, Music, and Finance.
Section B. The Board shall elect a Treasurer each biennium.
Section C. The Treasurer and Parliamentarian serve ex-officio to the Board and do not have a vote.
Section D. Duties of the Board shall be to recommend policies, procedures, and activities/projects for consideration by the chapter membership.
Section E. The Board shall meet at least annually.
ARTICLE VIII - COMMITTEES
Section A. Pi Chapter Standing Committees and duties shall be as follows:
1. Chapter Society business
a. Finance - responsible for supervision of financial affairs of the chapter including recommendations for expenditure and investment of funds. Prepares a
budget for adoption by the membership at the first fall meeting each year.
b. Membership - evaluates the recommendations of persons proposed for membership; studies and makes recommendations related to membership
problems; and prepares necrology and membership records. Initiation properties and supplies will be retained by this Committee. The Committee will
inform the Treasurer as needs occur.
c. Records - responsible for assembling, organizing, and preserving materials essential to the continuation of the history of the chapter during biennium of
service.
2. Program of Work
a. Program - chaired by the First Vice President, develops a chapter Program of Work; plans a Program of Work that includes programs, projects, and
activities related to personal growth and services, professional affairs, legislation, research and music; plans the year's program for the chapter using
the international theme from the Program Manual adjusting the focus to meet local needs and interests; encourages maximum member participation in
programs; and prepares and distributes to chapter members a chapter yearbook.
b. Personal Growth and Services - provides direction for work in personal growth; recognizes the needs of members and recommends programs and
projects to aid in individual growth; encourages participation in study groups concerned with economic, social, political and educational issues;
encourages members to reach beyond themselves; and provides opportunities for developing better human relationships within the community.
c. Professional Affairs - develops chapter interest and participation in activities designed to improve the professional status of women educators;
encourages participation in legislative activities for education; and provides a grant-in-aid to an outstanding high school graduate entering a teacher
preparation program.
d. Research - responsible for providing research support for chapter programs, projects, and activities; encourages research of interest to those
responsible for Program of Work; suggests coordination with other chapters in cooperative research projects related to the purposes of the Society;
invites persons doing relevant research to discuss their findings at chapter meetings; assesses local needs represented by members; and publicizes
pertinent research in the area of the program theme and of current educational trends and issues.
e. Music - provides for use of music as an integral part of programming and uses music to enhance appreciation of the Society's goals and give dignity
and beauty to programs.
3. Educational Services
a. Communications - supports the efforts of chapter members and groups to communicate effectively with one another; seeks opportunities to
publicize information about the Society and the noteworthy achievements of its members; helps incorporate international and state news of the
Society into chapter programs; sends news of chapter programs, projects and activities to local newspapers and to the state editor; and chairs the
telephone chain to notify members of upcoming meetings
b. Scholarships - promotes Purpose V of the Society and promotes interest and support for scholarships at the Chapter level
c. World Fellowships - promotes Purpose V of the Society and promotes interest and chapter activities to support World Fellowships at the chapter
level.
Section B. The Nominations Committee shall be elected at the January/February meeting in odd-numbered years. This committee presents, in election years, a report of one nominee for each elective office and prepares a ballot in accordance with the Chapter Standing Rules.
Section C. General Procedures
1. All committees shall be appointed by the president except the Nominations Committee.
2. The president shall be an ex-officio member of all committees, except the Nominations Committee.
3. Committee meetings shall be held with the approval of the president.
4. Committee expenditures must receive prior approval of the president.
ARTICLE IX - MEETINGS
Section A. At least four regular meetings of the Chapter shall be held each year. Dates, times, and places for meetings shall be determined by the Executive Board.
Section B. A meeting will be held each April to celebrate the founding of Pi Chapter.
Section C. A joint meeting of local chapters will be held annually, in May, with chapters alternating hostess/program responsibilities.
1. Financial assistance will be provided for the cost of the birthday cake.
2. A memorial recognition will be observed for members who have died during the past year.
Section D. Quorum. Members present at any meeting shall constitute a quorum.
Section E. Attendance. Active members shall attend at least half of the regularly scheduled chapter meetings, unless notification of valid excuse is given to the Secretary.
ARTICLE X - AREAS OF ACTIVITY
Section A. Memorial Gifts. In the event of death of a chapter member, a ten (10) dollar donation will be sent in her name to the World Fellowship Fund.
Section B. Cards/notes. The Secretary shall send cards/notes to members who experience professional or personal success, personal illness, and/or death of immediate family member.
Section C. Newsletter. A chapter newsletter shall be published and sent to all chapter members at least three times a year.
Section D. Grant-in-aid. A grant-in-aid shall be given to an outstanding college graduate who will be beginning her first year of teaching career in the following fall.
Section E. Literacy. Books and information to encourage parents to read to their children shall be prepared and distributed at the discretion of literacy committee.
Section F. Records. The outgoing officers/committee chairs should transfer records to the incoming officers/committee chairs during June/July at a time specified by the outgoing President. The outgoing President shall be responsible for coordinating the transfer of past records to the Department of Archives housed at the Ralph B. Draughon Library, Auburn University.
ARTICLE XI - AMENDMENTS
Section A. With prior notice, Chapter Standing Rules may be amended at any meeting by a two-thirds (2/3) vote of members present.
Section B. Proposed amendments may be submitted by any officer/committee chair to the Executive Board.
Section C. Minutes containing amendment actions should be dated and attached to the original document and copies retained by the President, Secretary, and Treasurer.
ARTICLE XII - DISSOLUTION
In the event of dissolution the Chapter Executive Board shall:
Section A. Satisfy or make adequate provision for all liabilities and obligations.
Section B. Determine specific procedures for liquidating remaining assets and shall supervise disbursement of funds.