The Delta Kappa Gamma Society International

Xi State Organization

Beta Chapter Rules

 

ARTICLE I CHAPTER NAME

The name of this chapter shall be Beta Chapter representing parts of the Metropolitan Nashville area; Xi State Organization, The Delta Kappa Gamma Society International.

 

ARTICLE II PURPOSE

The purposes of Beta Chapter shall be the seven Purposes of The Delta Kappa Gamma Society International and those of Xi State Organization. In addition the chapter may select objectives consistent with the purposes of these organizations.

 

ARTICLE III MEMBERSHIP

A. Membership is by invitation only and in accordance with the International Constitution,

Article III. The Chapter has full authority for the administration of membership.

1. These procedures for recommendation to membership should be followed:

a. Qualifications for membership should be read orally at the March meeting and should be included in a chapter newsletter.

b. Recommendation for Membership forms should be available from the Membership Chairman at all regular meetings.

c. Completed forms must be returned to the Membership Chairman by the last week of January.

2. Election to membership shall follow these guidelines:

a. The Membership Chairman presents information about candidates at March meeting.

b. She prepares a ballot. The election shall be by secret ballot with approval of 4/5 members present necessary for acceptance. Voting is held at the April meeting.

c. Invitation to membership and the Society Information Brochure should be mailed or delivered to recommended candidates by chapter members. The Coordinating Council sets delivery date.

d. The candidate must respond in writing by a date stated in the invitation.

e. The candidate accepting membership shall be sent a handwritten announcement containing orientation plans, date and place to be set by the Coordinating Council.

f. Orientation and Initiation are required for membership.

g. Initiation will be held in November.

h. The member who recommended the newly initiated member should be responsible for introducing the new member throughout the first year and for encouraging her active involvement.

B. Classes of membership

1. Active. Active members are women who are employed in educational work at the time of their election and have had three or more years of experience as professional educators (Constitution, III B. 1)

2. Reserve. Reserve members are formerly active members who are unable to participate fully in the activities of the chapter because of physical disability and/or geographical location. Reserve status is granted by majority vote of the chapter.

3. Honorary. Honorary members are women not eligible for active membership who have rendered notable service to education or to women and are elected to honorary membership only if she is currently giving distinguished service to education or to women.

C. Termination. Membership shall be terminated only for the following reasons:

1. Non-payment of dues. Members whose dues are not paid by October 31 will not be include on the Treasurer’s official payment roster to Headquarters.

2. Resignation. A member may resign in writing. The chapter will vote on the offered explanation.

3. Death. The death of a member is the only termination that requires a separate form to be completed. Four copies of Report of the Death of a Member (Form 6) are required for deceased member; this is the responsibility of the chapter president.

D. Reinstatement. A former member may be restored to membership upon a majority vote of the chapter receiving the request. The former chapter and/or International Headquarters can provide information when requested. Members reinstated on or after July 1 and before April 1 pay dues and fees. When members are reinstated on or after April 1 and before July 1 no dues or fees are collected. Dues and fees for the ensuing year must be paid by October 31.

E. Transfer. Any active or reserve member in good standing may transfer from one chapter of the Society to another. The member applies by filling out and sending Form TR-A to International Headquarters. The form is available from chapter presidents, International Headquarters or on the Society website.

F. Orientation and Reorientation

1. Orientation sessions prior to initiation should be scheduled so that members may inform prospective initiates about the Society, its programs and its history. The prospective member is informed of her obligations to the Society including financial obligations at each level as well as commitment for participation.

2. An ongoing orientation/reorientation program for all members should be conducted. One meeting a year or a chapter workshop may be devoted to updating and/or reviewing information about the Society for all members.

G. Membership Records. The Membership Chairman shall maintain all chapter membership records.

 

ARTICLE IV FINANCES

A. Annual dues. The amount of chapter dues will be recommended by the Finance Committee, approved by the Executive Board, and voted on by the membership. The membership will approve by a majority vote.

1. International and state dues are to be included in the chapter dues.

2. Annual dues and scholarship fees should be paid by October 15. Members who have not paid their dues by October 31 will be dropped from membership.

3. The chapter Treasurer will collect all dues and fees.

4. The President shall approve all expense vouchers before the Treasurer makes payment.

B. Finance Committee. The Finance Committee will submit an annual budget proposal for adoption by the Executive Board.

1. A contribution for each member is taken from the treasury and to Headquarters for World Fellowship, The Educational Foundation, Golden Gift II, International Scholarships, and Xi State Scholarships.

2. The proposed budget should include funds to assist the chapter President in attending the Xi State Convention, the Southeast Regional Conference and the International Convention.

3. Members will vote on any other contributions or monies needed for special projects.

4. The Finance Committee will select an auditor who will submit a report to the Executive Board.

5. The fiscal year of the chapter shall be July1 to June 30.

 

ARTICLE V ORGANIZATION

The structure of the Society is outlined in the Constitution, Standing Rules, and

the Xi State Bylaws. The business of Beta Chapter will be conducted in a manner consistent with the Constitution and the Bylaws of Xi State. Beta Chapter will participate in the Nashville Area Coordinating Council.

 

ARTICLE VI MEETINGS

A. Regular meetings. Beta Chapter shall meet at least six times per year during the months from September to May.

B. Joint meetings. Beta Chapter will participate in the Joint Initiation and Founders’ Day meetings organized by the Nashville Area Coordinating Council and the Xi State Legislative Symposium organized by the Xi State Legislative Committee.

C. Quorum. A quorum at a regular chapter meeting shall be the majority of those present.

 

ARTICLE VII OFFICERS and RELATED PERSONNEL

A. Chapter officers. These officers are elected in the spring to serve a two-year term: President, First Vice-President, Second Vice-President, Recording Secretary, and Corresponding Secretary.

B. Related Personnel. The Treasurer is selected by the Executive Board.

The Parliamentarian is appointed by the chapter president.

C. Term of office. All elected officers shall take office on July 1 in an even-numbered year. Their election is by majority vote of members present at the designated meeting.

1. Officers shall serve for two years or until a successor is named.

2. The appointed Treasurer may serve for more than one term.

D. Vacancies. The President will fill all vacancies.

E. Duties. The officers shall perform the duties as prescribed in the International Constitution and Handbook. These and other materials will serve as guides to help carry out the work of the Society in accordance with accepted customs and traditions of Beta Chapter.

1. The President serves a two-year term during even numbered years. The President:

a. should attend all chapter meetings, new officers training, Xi State Conventions, the biannual Southeast Regional Conference, and the International Convention.

b. should attend the Xi State Leadership Conference for training and any other opportunities provided.

c. will represent the chapter on the Nashville Area Coordinating Council, made up of Beta, Alpha Nu, Alpha Psi, and Beta Upsilon Chapters. As Past-President, she will also meet with the Council.

d. will cooperate with the Communications Committee in getting out the necessary newsletters required to keep the membership informed.

e. will encourage outstanding articles to be submitted for publication in the Xi State News and other Delta Kappa Gamma publications.

f. will attend to the ordering of necessary materials from Headquarters.

g. will write a history of her biennium by the end of July.

h. will keep on file all the Xi State News, Delta Kappa Gamma News, and chapter newsletters. Other pertinent materials should be kept: e.g., the Educator’s Book Award book, and Xi State histories.

i. should insure continuity in all committee work.

j. should maintain an accurate and current file on all members so that personal and professional information is available for reports.

k. will bring before the Executive Board any issues or situations which require executive action.

l. should facilitate the transfer of officer and committee chairmen materials to incoming personnel at the end of her term in April.

2. The First Vice-President will serve in place of the President, as needed, and will serve as Chairman of the Program Committee. The First Vice-President:

a. should attend all chapter meetings, Executive Board meetings, new officers’ training, and Xi State Conventions.

b. should help plan appropriate meetings on relevant topics based on the International Program Manual.

c. should produce the Chapter Yearbook by the November meeting.

d. will maintain a current file of program ideas.

e. will send the required number of yearbook copies to the Xi State First Vice-President.

3. The Second Vice-President will perform specific duties assigned by the President. She should attend all local and state meetings.

4. The Recording Secretary will write minutes for the chapter business meetings and the Executive Board meetings. The Recording Secretary:

a. should attend all chapter meetings, all Executive Board meetings, and other official Delta Kappa Gamma meetings.

b. will maintain a permanent file of all the minutes and provide the President with a copy of each meeting’s minutes.

5. The Corresponding Secretary is responsible for reporting all communications received which are pertinent to the membership. She writes any responses necessary. The Corresponding Secretary:

a. will serve as the chairman of the Sunshine Committee.

b. in case of illness, will see that a red rose is delivered to the ill member. If a member is ill a second time during a biennium, a card will be sent.

c. in case of a member’s death will see that a red rose is delivered to the funeral home. A contribution could be made to the Dr. Maycie K. Southall Scholarship Fund in memory of the member ($10.00). The family should be informed of the contribution.

6. The Treasurer should receive and pay out all monies for the chapter, maintaining an accurate account. The Treasurer:

a. should present a report of the balance at each meeting.

b. will serve as an ex-officio member of the Executive Board and the Finance Committee.

c. should attend all relevant meetings.

d. will renew and pay for a fidelity bond in order to have the position of Treasurer bonded.

e. will order the Chapter President’s pin for presentation by the Past President.

f. will seek approval from the President before paying bills.

g. will have the books ready to be submitted to an auditor by June 1.

7. The immediate Past President will meet with the Executive Board and the Coordinating Council. She will support and recognize the new President with the presentation of the President’s pin.

8. The Parliamentarian:

a. will serve as a consultant to the Rules Committee.

b. will attend the Executive Board meetings without vote.

ARTICLE VIII EXECUTIVE BOARD

A. Members. The Executive Board shall be the elected officers, the immediate Past President, and such members as the chapter may desire. The Treasurer and the Parliamentarian shall be ex-officio members, without vote.

B. Duties.

1. The Board shall act on matters that require immediate action.

2. The Board may recommend policies and procedures for consideration by the entire membership.

3. The Board should meet at least twice a year.

4. A quorum shall be the majority of the voting members of the Board.

 

ARTICLE IX COMMITTEES

Committees for the chapter are divided into three categories. All committee work is guided by the Handbook and modeled by International committees.

A. Society Business

1. The Finance Committee shall prepare the budget.

2. The Membership Committee will maintain an accurate file of members’ professional vitae and information for necrology forms.

a. This committee is responsible for the custody of all initiation paraphernalia and having the Chapter Constitution available for new members’ signatures.

b. A necrology tribute (with a copy sent to the family) may be planned in honor of deceased members.

3. The Nominations Committee shall consist of a chairman and four members. This group will present a slate of qualified officers prior to the March meeting so that a vote may be taken at the March meeting. They should also appoint the next Nominating Committee.

4. The Chapter Rules Committee will revise the chapter policies as needed.

5. The Leaders Development Committee will promote leadership development opportunities at the state and international levels and plan for specific presentations to the chapter.

B. Program of Work

1. With the First Vice-President serving as chairman, the Program Committee will plan all Beta Chapter programs. One meeting each year should provide reorientation.

2. The Personal Growth and Services Committee will develop related programs that are of local interest and importance while implementing plans encouraged by the international Society.

3. The Professional Affairs Committee will be responsible for implementing

the plans of the International Committee and for developing such related programs as may be of local interest.

4. The Research Committee will conduct research on topics requested by the chapter and state and will publicize studies of the Society and other research pertinent to education and to women.

5. The Legislation Committee will study and recommend action which will improve education and the status of women educators. They will motivate members to attend the State Legislative Committee presentations.

6. The Music Committee will work with other committees to provide appropriate music for chapter programs.

C. Educational Services

1. The Communications Committee will assist the President in getting out the chapter newsletter.

2. The Scholarship Committee will promote interest in and support for scholarships at all levels.

3. The World Fellowships Committee will inform members concerning fund raising programs. When there are recipients attending local universities, they will encourage these women with cards, invitations to meetings, and other expressions.

D. Other committees may be formed to perform specific tasks not already addressed.

 

ARTICLE X PARLIAMENTARY AUTHORITY

Robert’s Rules of Order, Newly Revised shall be the parliamentary authority.

 

ARTICLE XI AMENDMENTS to CHAPTER RULES

These chapter rules may be amended at any regular meeting of the chapter by a majority vote provided that the amendment has been submitted in writing at the previous regular meeting or has been sent to each member at least ten (10) days prior to the meeting at which it will be considered.

 

DATE APPROVED April 5, 2010