THETA STATE PROCEDURES MANUAL
Revised: June 3, 2009
Duties of Theta State President
A. State Meetings
1. President may
select a theme for meetings she calls.
2. President has final
approval over all activities dealing with State Convention
a).
Meal menus
b).
Convention program
c).
Entertainment
d).
Favors
e).
Budget
f) Convention theme
3. President has
final approval of ALL Theta State Events
4. President decides dress code for banquet at
state convention and is to inform
International
Representative of same
5. President's
choice of program at banquet may include the following-but is
not restricted to:
a). Chapter Presidents' Ceremony (even years)
b). Golden
Moments (honoring past Theta State
Presidents)
c). Founders'
Celebration
6. President
should guide host chapters to procure quality programs for attending
members. Program should address one of the 7 purposes
of Delta Kappa
Gamma
7. President shall
sign all contracts regarding state convention and fall meeting
8. President and treasurer will guide hosting chapter(s) as to
numbers to turn in for catered meals.
General rule is to go 10% under projected number. This is a safeguard against paying extra
for meals not purchased by convention
goers.
B. Theta State President is to work with Central Coordinating
Council (CCC) for Fall
Birthday Luncheon: Theme for luncheon and program during
luncheon
1. CCC is to arrange
for the luncheon speaker
2. Stipend should
be shared from Theta State Speaker's Fund and the CCC
3. State President
should have final approval concerning the intended speaker
4. President and treasurer shall guide CCC as to numbers to turn in
for catered meals.
General rule is to go 10% under projected number.
C. Concerning International Conventions (even numbered years) and
SW Regional
Conferences (odd numbered
years)
1. Theta State
President is expected to attend these functions and represent New
Mexico
2.
President or her appointee shall arrange for a meal function for
attending
members during the gatherings
3. Corsage for the
president/person representing the president shall be ordered
by the individual
and Theta State shall pay for the
corsage
D.
President shall convene a minimum of two (2) (executive) administrative council meetings per
year: August and January
1. August
Meeting: prepare for Fall Executive
Board Meeting; decide upon
international
guest to request for spring state
convention
2. January
meeting: prepare for spring State
Convention
3. President may call (executive) administrative
council meeting after state meetings
(fall and
spring)
E.
President should always be aware of any agenda changes for approval/non
approval
F.
Training at International Meetings:
1. International meetings: State President is expected to attend all
training sessions/
meetings called by the
International President
2. International Society
generally pays 1/2 of a shared room for required training of
state president and will
pay transportation to and from such events
(airfare/automobile) with
mileage being counted from the state's capital city
G.
President should work with finance and nominations committee chairmen to
schedule meetings:
1. Nominations Committee:
meet by November 1 of the year when new officers are to
be nominated
2. Finance committee should meet in March or April on a yearly
basis prior to state
convention
H.
State President should visit all chapters in the state at least once
during the biennium
I.
At the start of the biennium, the president shall appoint a minutes
approval committee
which shall consist of three
(3) Delta Kappa Gamma members in good standing. They
shall not be voting members of
the Executive Board
J. The president shall expect assistance from the parliamentarian as
needed at all
meetings
K.
The president shall work with the state treasurer to insure that on July
1 or close to the
date, ALL signatories in the
new biennium which will include Theta
State Treasurer, Theta State
President, and two (2) Theta State Delta Kappa members
will convene at the same time
to have signatures on file in the bank(s)
where Theta State monies are
held.
L.
Safety deposit box shall be maintained in president's hometown with one
(1) other local member
to have access to deposit
box.
II. First
Vice-president
A.
First Vice President shall head the programs in Theta State
1.
Coordinate work shops
2.
Contacts presenters
3.
Write articles for Theta State News
4.
Shall be in charge of directional signs for state meetings (if required)
5.
Is in charge of fund raisers for Theta State
6.
Shall make strong effort to attend Regional Training sessions during the
SW Regional
Conferences or find another
Theta State member to take her place; International
Meeting Stipend is 1/2 shared
room for one night
7.
Should be expected to present a workshop re Program at the President's
discretion
8.
First VP will communicate with the International Program of Work
Committee in order
to meet the goals set by the
biennium program.
B.
State Committee Chairmen in Program of Work are First Vice-president's
Committee
1. Personal Growth and Services
2.
Professional Affairs
3.
Research
4. Rituals and Ceremonies
5.
Legislative/US Forum
6.
Music
III. Second Vice-president
A.
State Convention
1.
Contact State Convention Chairman to arrange for necrology needs: microphone,
room, etc.
2.
Coordinate with State Music Chairman/host chapter(s) to assist with
necrology
3.
Contact State Treasurer/ State Editor re member
deaths
4.
Is responsible for workshop at State meetings: topic Membership Concerns
B.
Receives notice of member deaths in Theta State
1.
Second Vice President shall send death notification of a member to Theta
State News
editor for publication in Theta State News.
C.
Should have accurate inventory to pass on to new Second Vice
president/membership
chairman
D.
Should have in Membership inventory, paraphernalia for conducting Necrology
Service
IV. Recording Secretary
A.
Is Responsible for minutes from all meetings called by Theta State
President
B.
Minutes are to be typed and sent to President and the Minutes Committee
within
14/fourteen days after the meeting
C.
Use e-mail with attachment whenever possible
D.
Administrative Council meeting minutes stay within the Administrative
Council: these
minutes are not sent to the minutes committee
E.
Equipment shall be assigned to the secretary in order to assist in
gathering accurate
minutes: tape recorder, tapes
F.
Tapes will be stored for one biennium
G.
No minutes shall ever be destroyed
V. Corresponding Secretary
A.
Shall read all correspondence at State meetings as desired by the
President
B.
Shall send correspondence deemed necessary by the President
C.
Shall gather, coordinate, and arrange ( in meeting agenda order) all state reports for the
fall and spring Theta State
meetings
D.
Shall notify Theta State Committee Chairmen when state reports are to be
submitted for
meetings AND shall acknowledge
via e-mail that report has been received
E.
Shall be responsible for folders for state meetings: distribution at
state meetings
F.
Have a list of all who need folders at state meetings; if a name appears
more than once
on the list, a single folder shall be issued
VI. State Treasurer
A.
The treasurer is the authorized custodian of Theta State funds.
B.
The treasurer is to keep an accurate and detailed account of all moneys
received and
paid out.
B.
The treasurer should immediately deposit all moneys received in a bank
approved by
the administrative council.
C.
At least one person other than the treasurer should be identifiable at
the bank as
accountable for the funds.
D.
Checks are to be signed by the treasurer, the president, or another
"identifiable"
person.
E.
Organization moneys collected (special sales, special projects, etc.)
should be turned
over to the treasurer without delay.
F.
All moneys should be paid out by check.
Date, payee, purpose or reason for payment,
and budgeted fund under which the
payment is made should be noted on the check
stub. Similar information is
entered in the permanent record book.
G.
The treasurer prepares a report for regular meetings of the society and
at other times
as requested by the president or finance committee.
H.
The treasurer's reports should contain minimally the following
items:
1. balance on hand at
the beginning of the period covered by the report
2. total receipts for
the period
3. total
disbursements for the period
4. balance on hand at
the date of the report
I.
An audit of the books (for the treasurer's protection) should be made
annually.
J.
The treasurer is to be notified
prior to issuance of any moneys.
K.
Treasurer shall prepare annually if necessary, before November 15, a
Form 990 report for the IRS.
L.
Shall assist president in guiding state convention host chapters and the
CCC which hosts fall meeting re
numbers to give meal
caterer(s). Number(s) should reflect
10% less than actual meal count.
VIII. Theta State News Editor A.
Will be in charge of publishing Theta State News four (4)
times annually B.
Editor may ask chapters, officers, other members of Delta Kappa Gamma to
contribute newsworthy items. IX. Parliamentarian A.
Should be familiar with general parliamentary rules and terms B.
Should be familiar with the Constitution of the Society C.
Should be familiar with Theta State Bylaws and Standing Rules D.
Is present at all meetings called by the president and is to assist the
president when there is need. E.
Robert's Rules of Order, Newly Revised (current edition) shall
govern the proceedings of Theta State New Mexico
in all cases not provided for in the Constitution. F.
Shall prepare rules of order for state meetings X. DEFINITION OF DUTIES THETA STATE CHAIRMEN A. Society
Business
1. Finance Committee-meet
annually prior to state convention to prepare proposed state budget; chairman or a
designee will present budget at state convention
2. Membership Committee-state
Second Vice-president is chairman 3. Nominations Committee-is to search for best qualified nominees
for state office; slate is presented in odd numbered years at
state convention; ballots are prepared for
voting at state convention; committee counts ballots and chairman announces the
new slate of officers
4. Expansion Committee-is to
work to solidify existing chapters and encourage establishment of new
chapters where feasible in Theta State
5. Bylaws Committee-update Theta
State Standing Rules and Definition of Duties Handbook as necessary
6. Leadership Development Committee-plan
and present a seminar for incoming chapter presidents in even
numbered years; plan and present a seminar for incoming state officers and
committee chairmen in odd numbered years 7. Technology Committee-maintains Theta State Web Site; advisor for
updating hardware and software for
Theta State; maintain accurate technology inventory B.
Program of Work 1. Program Committee-state first vice-president is chairman 2. Personal Growth and Services Committee-promote programs for
personal growth, implement state service
projects; responsible for guidelines for Travel Study Memorial Grant 3. Professional Affairs
Committee- select recipient(s) of B. June West Recruitment Grant ; Chairman shall
notify all applicants of receipt of paperwork 4. Research Committee-duties as outlined in International
Handbook 5. US
Forum/Legislative Committee- liaison to International US Forum Committee 6. Music Committee-provides music at meetings/seminars as requested
by President 7. Ritual/Ceremonies Committee-provides required services as
requested by President C.
Educational Services 1. Awards Committee See
Section III, C-1 of Theta State
Standing Rules and Bylaws
2. Communications Committee See Section III, C-2 of Theta State
Standing Rules and Bylaws
3. Scholarship Committee See Section III , IV C-3 of Theta
State Standing Rules and Bylaws 4.
World Fellowships Committee See
Section III, IV C-4 of Theta State Standing Rules and Bylaws D.
Special Committees
1. Public
Relations/Red Chili Committee
See Section III, IV D-1of Theta State Standing Rules and Bylaws E.
Reports: ALL committee
chairmen are expected to provide a report of the committee business twice each biennium--one for the fall meeting and
one for the state convention XI. Expenses of Officers, Related Personnel,
and State Committee Chairmen A.
President's Expenses--see State Budget for the Biennium B. Other elected,
appointed state officers, immediate past president and committee chairmen shall be allowed thirty dollars ($30) per
night for motel per night for motel when travel is necessary to
carry out Society business as designated by the president. C.
Elected officers, appointed state officers shall be paid thirty cents ($.30) per mile when travel is necessary to carry out Society business D.
Finance Committee members shall be paid thirty
cents ($.30) per mile for one budget planning meeting per annum E.
Nominations Committee members shall be paid thirty
cents ($.30) per mile for one meeting per biennium F.
ALL VOUCHERS MUST BE POSTMARKED NO LATER THAN FOURTEEN (14) DAYS FOLLOWING ACTIVITY OR EVENT FOR
REIMBURSEMENT TO BE VALID. VOUCHERS RECEIVED AFTER THE
DEADLINE WILL BE DISALLOWED. G.
Reimbursement Procedure 1. Invoices will be sent to Theta State President who will then
forward materials to Theta State Treasurer 2. All reimbursements for cash paid out by an individual MUST HAVE
RECEIPTS attached 3. Approved reimbursements will be mailed ASAP. 4. All personnel will use the correct reimbursement form(s) see attachments XII. Stipend Procedures A. Stipend
personnel MUST invoice the president for signature by November 1 and May 1. Invoices will be sent to the state treasurer for payment. B.
Stipends will be paid on December 1 and June 1 C.
Stipends over $500 will be made in two (2) equal payments (treasurer and editor) D.
Other stipend personnel are paid once a year on June 1 (records coordinator and web master)