Beta Chapter Standing Rules
2009
ARTICLE
1 – NAME
The
name of this chapter shall be Beta Chapter, Alpha Omicron State
Organization,
North
Dakota, The Delta Kappa Gamma Society International.
ARTICLE
II – PURPOSES
The
purposes of Beta Chapter shall be the seven Purposes of The Delta Kappa
Gamma
Society
International and those of the Alpha Omicron State Organization. In
addition,
Beta
Chapter will promote literacy, assist in the welfare of women and
children, and
support
educational endeavors.
ARTICLE
III – MEMBERSHIP
Membership
is in accordance with the Constitution,
Article III,
and the International
Standing
Rules, 3, and
those of Article
III of
the Alpha
Omicron State Organization Bylaws.
The
Chapter has full authority for the administration of membership.
These
procedures shall be followed:
1.
Recommendation for Membership forms shall be available at several
meetings
beginning
in November.
2.
Recommendation for Membership forms shall be completed and
returned
to the membership chairman by the March meeting.
3.
The Membership Committee shall review Recommendation for Membership
(Form
11) and prepare to present the candidates’ names to the
chapter membership.
4.
Voting for prospective members will occur at the April meeting.
Candidates
shall
be elected to membership by a simple majority vote of members present.
Invitations
shall be in writing and delivered as quickly as possible following
election
to membership.
5.
Orientation of members-elect shall be held in March. The orientation
program
shall
be the responsibility of the Membership Committee.
6.
Members-elect will indicate in writing their acceptance or rejection of
the invitation
to
membership before the initiation date.
Initiation
will be held in May and at other times dependent on circumstances
of
the members-elect.
7.
The recording secretary shall record in the minutes the name of any
member
whose membership is resigned or rescinded. The record shall include
the
reason and date of termination.
8.
Special recognition of a member’s retirement or death shall be
financed
by the chapter assessment/dues. The Executive
Board
shall determine the disposition of Society jewelry that has been
returned
to
the chapter.
ARTICLE
IV – FINANCES
Financial
matters shall be conducted in accordance with the Constitution,
International
Standing
Rules and
Alpha
Omicron State Organization Bylaws.
These procedures will
be
followed:
1.
The Finance Committee shall make recommendations for changes in chapter
dues
in April.
All
members shall be notified prior to the first meeting (September) of the
fiscal year.
2.
Chapter dues shall be determined annually by chapter vote no later than
the
September
meeting.
3.
Annual chapter, state organization, and international dues and fees
shall be
collected
by the chapter treasurer prior to October 31. State and international
funds
shall be forwarded to the Alpha Omicron State Organization treasurer
by
November 10.
4.
The Finance Committee shall develop an annual budget and present it to
the
membership
for approval no later than the first business meeting (September)
of
the fiscal year.
5.
When the condition of the treasury will not meet the current demands,
the Executive
Board
may recommend a special assessment subject to the approval
of
a majority of the active members present at that meeting.
ARTICLE
V – ORGANIZATION
Beta
Chapter shall govern the conduct of its business in a manner consistent
with
the Constitution,
International Standing Rules as
stated in the Handbook
of
The Delta Kappa Gamma Society International,
the
Alpha
Omicron State
Organization
Bylaws,
the Alpha
Omicron State Organization Standing Rules,
and
the Beta
Chapter Standing Rules.
ARTICLE
VI – OFFICERS AND RELATED PERSONNEL
Beta
Chapter officers shall be a president, a first vice-president, a second
vice-president,
and a secretary, who are all elected; and a treasurer and
parliamentarian,
who are selected by the president. These procedures are to
be
followed:
1.
A slate of officers, with one nominee per office, shall be prepared by
the
Nominations
Committee and presented during the April meeting. Election to
office
requires a simple majority vote of members present; the officers are
installed
in
May.
2.
A treasurer and parliamentarian are chosen by the President and
announced
following
the installation in May.
3.
Officers shall perform duties as specified in the Constitution,
VI, the
Alpha
Omicron
State Organization Bylaws,
and as authorized in the Beta
Chapter
Standing
Rules.
a.
In addition to the duties noted in the Handbook,
the first vice-president
is
responsible for the typing, printing, assembly, and distribution of the
annual
chapter yearbooks.
b.
In the absence of the president and first vice-president, the second
vice-president
shall act when the need arises. The second vicepresident
chairs
the Program Committee.
c.
In addition to the responsibilities outlined in the Handbook,
the
second
vice-president
meets with the Executive Committee for approval of the
year’s
program. This officer gives the approved program for the year
to
the first vice-president for inclusion in the annual chapter yearbook,
reserves
rooms and facilities for programs, and oversees Program
Committee
work on monthly programs. The second vice-president collects
copies
of Guidelines
for Officers & Committee Chairs near
the
end
of the biennium for officers and committees, checks completeness
and
physical condition, discards those that are worn out, prepares
necessary
new copies, and distributes manuals to the committee
chairs
and the Music representative.
4.
The recording secretary shall be a member of the Rules Committee. The
recording
secretary
shall be responsible for updating chapter standing rules as
policies
are changed during business meetings.
ARTICLE
VII – MEETINGS
Beta
Chapter shall meet at least seven times per year during the months of
September,
October, November, February, March, April, and May.
The
active members present at any given meeting shall constitute a quorum.
ARTICLE
VIII – EXECUTIVE BOARD
The
members of the Beta Chapter Executive Board shall be the elected
officers
and the immediate past president. The treasurer and the
parliamentarian
are ex officio “without vote”.
The
Beta Chapter Executive Board shall function according to the
Constitution,
Article VII.C.
ARTICLE
IX – COMMITTEES
Beta
standing committees shall be: Communications and Publicity, Finance,
Leadership Development, Nominations, Bylaws Review, Membership and Courtesy,
Educational Excellence, Music, Scholarship, World Fellowship, and Literacy.
Standing committees shall fulfill responsibilities
as outlined in the Constitution
and
as detailed in the Handbook. The Beta Chapter yearbook contains the duties of the committees as well as the names of members assigned to the committees.
It
is the responsibility of each committee chair to carry out duties
as
outlined in the Alpha
Omicron State Organization Bylaws and
the
Handbook
and
as directed by the chapter president.
Membership
and Courtesy includes the responsibilities outlined in the
Handbook,
and any designated additional duties, such as contacting
members
without email addresses by telephone about the program, its date,
and
location, having one or two members at the program location 30 minutes
before
the starting time to assist with registration, and bringing table
favors.
The
Nominations Committee includes the responsibilities outlined in the
Handbook.
The members of this committee are the immediate past president,
preceding
past president, and the second vice president.
The
Historian shall be responsible for keeping an up-to-date, annotated
picture
and clipping scrapbook.
ARTICLE
X – ACTIVITIES
Beta
Chapter publishes Beta Bits seven times per year.
The
Adeline Stevenson Nurse Scholarship is awarded at the Alpha Omicron
State
Convention during odd-numbered years. The Kegel Music Scholarship
is
given annually to selected middle school students attending the
International
Music Camp at the International Peace Gardens. The
Early Educators' Grant is given dependent upon the availability of funds.
The
Literacy Committee sponsors activities and events to enhance the
welfare and literacy
of children.
ARTICLE
XI – DISSOLUTION
The
following information is taken from the Alpha
Omicron State Organization
Bylaws
(2007):
Section
2. Chapter Dissolution
In
the event of the dissolution of a chapter, the net assets of the
chapter shall be
distributed
as follows: (International
Standing Rules p.
12- 5: 12 and Alpha
Omicron
State
Organization Bylaws)
a.
Before a chapter is dissolved, the approval of the state organization
executive
board
must be obtained.
b.
Careful consideration must be given to the manner in which those
desiring to
maintain
membership transfer to other chapters. International procedures
must
be followed.
c.
Any remaining funds in the chapter account shall be sent to the state
organization
treasurer
for state or international projects.
d.
The chapter’s paraphernalia, the Society publications, and
the chapter records
shall
be retained in the state organization’s archives and made
available
for
use.
e.
The charter must be returned to the state organization to be forwarded
to the
International
Headquarters. (There can be special arrangements made with
the
approval of International Headquarters.)
f.
The state organization executive board shall decide whether the Greek
name
will
be reused or not. (6-14-03)
ARTICLE
XII – PARLIAMENTARY AUTHORITY
“Robert’s
Rules of Order” newly
revised (current edition) is designated for the
governance
of the chapter in all instances in which the authority is not
inconsistent
with
the Constitution
or
other adopted Society rules.
ARTICLE
XIII – AMENDMENTS
The
Executive Board shall review the standing rules at least once during the
biennium.
Individual
rules may be considered at any regular business meeting. Any
suggestion
for a revision of the Standing
Rules may
be submitted by any
active
member of Beta Chapter. The suggested revision must be submitted
to
the president in writing ten days before the stated meeting. The first
reading
and discussion shall occur at this regular meeting and the second
reading
will be followed by the voting. The acceptance of the revision requires
a
2/3 vote of the active membership in attendance at this meeting.
Approved May 2, 2009, Amended October, 2011