*Rules

Alpha Epsilon Chapter Rules

Constitution, Standing Rules, Policies

The International Constitution and International Standing Rules are the governing documents of the Delta Kappa Gamma Society. The State Bylaws and Standing Rules are the governing documents of Xi State. The Chapter Rules are the policies adopted by the Alpha Epsilon Chapter.

Alpha Epsilon Chapter Rules

Article I: Name

“The name of this chapter shall be Alpha Epsilon Chapter, XI State Organization, The Delta

Kappa Gamma Society International.”

Article II: Purposes

“The purposes of Alpha Epsilon Chapter shall be the seven purposes of the Delta Kappa Gamma

Society International and those of the XI State Organization.”

The seven purposes of the Society are:

  • To unite women educators of the world in a genuine spiritual fellowship.

  • To honor women 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 interest of education and of women educators.

  • To endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to women educators from other countries.

  • To stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action.

  • To inform the members of current economic, social, political, and educational issues so that they may participate effectively in a world society.

Article III: Membership

Membership comprises active, reserve and honorary members. Women are eligible for membership during their first year of service and in any year of retirement.

Classes of Membership:

Membership comprises active, reserve and honorary members. Women are eligible for membership during their first year of service and in any year of retirement.

Active: Active members are women who are employed in educational work at the time of their election or who have been retired from an educational position. At initiation, the Alpha Epsilon chapter will pay a $5.00 initiation fee, and the cost of the pin. The new member will pay annual dues. Members initiated after April 1 and before July 1 shall pay no dues until the next fall. An active member shall participate in the activities of the Society. A former member shall be reinstated to membership by the chapter receiving the request.

Reserve: Reserve membership is available for formerly active members who are physically and/or financially unable to participate in the activities of the chapter or who have moved to a location without a Delta Kappa Gamma chapter. Reserve status must be requested by the member and granted to that member by a majority vote of the members present at the time of the voting. Reserve members have all the privileges of membership except that of holding office. Reserve members pay reduced state and international dues by guidelines established by Delta Kappa Gamma Society International. A reserve member, so requesting, shall be restored to active membership.

Honorary: Honorary membership is available to women who are not or were not eligible for active membership. Such women should have rendered notable service to education or to women. They may participate in all activities except that of holding office. The Alpha Epsilon Chapter will pay the honorary one-time fee of $49.50 at the time of initiation of the member.

Termination of membership:

Membership will be terminated as a result of non-payment of dues, resignation by a letter of resignation from the member, or death.

Upon the death of a member the following procedures shall be completed:

  • The Membership Chairman includes the information in the Necrology Report

  • The Treasurer indicates the death on Form 18-A (Report of Members Dropped)

Reinstatement of membership:

A former member or reserve member may be restored to active membership in the chapter upon request and by full payment of current dues.

Transfer of membership:

An active member in good standing or a reserve member may request a transfer to Alpha Epsilon chapter by completing and mailing the Transfer Application form to The Delta Kappa Gamma International Headquarters.

The request must be accepted if the person is a member in good standing with The Delta Kappa Gamma Society International.

Initiation and Orientation:

The Membership Committee is responsible for the orientation of prospective members and may choose the time and method to accomplish this task. The Membership Committee shall also be responsible for determining the date of the initiation ceremony and its implementation.

Reorientation of all members is an ongoing process under the direction of the Executive Board.

Article IV: Finance

Finance matters are in accordance with the Constitution, the International Standing Rules and the Xi State Tennessee Bylaws.

Annual Dues:

Chapter dues shall be determined annually by chapter vote at the budget adoption meeting.

In addition to chapter dues, annual dues shall include $40.00 International dues, $14.00 for Xi State , plus a $1.00 scholarship fee. Reserve membership dues include $20.00 International, $7.00 Xi State and a $1.00 scholarship fee. Honorary members pay no dues. Dues are to be paid by September 30th each year. Annual chapter, state and international dues and fees shall be collected by the treasurer and appropriate portions submitted to XI State and International prior to October 31 each year.

Special funds:

Collections for special funds, such as but not limited to Golden Gift, World Fellowship, and

Emergency Fund, shall be by voluntary contributions. The chapter shall determine other

ways of fund raising which the members approve as regular business items. Chapter assessments shall be determined by chapter vote at a regular chapter meeting. Reserve member participation in these projects is optional.

Financial Controls:

Prior to the first meeting of the new school year, the Budget Committee consisting of the President, Finance Committee Chairperson, and Treasurer will prepare a proposed budget for the year which must be a balanced budget. This budget will be presented to the executive board for approval. Alpha Epsilon Chapter amends and/or adopts this budget at its first meeting.

Monies will be included in the budget for the chapter president or designee to be reimbursed for expenses incurred while attending required meetings, such as training sessions and state conventions.

The chapter treasurer shall cause the books to be audited by a qualified individual following their closing on June 30 and prior to the first meeting of the next school year.

Expense requests shall be submitted to the president or treasurer for approval prior to payment. All checks shall be signed by the president or treasurer. The fiscal year shall extend from July 1 through June 30.

Article V: Officers and Related Personnel

Chapter Officers and Their Duties

Elected Alpha Epsilon Chapter officers shall be President (or Co-Presidents), 1st Vice-President, 2nd Vice-President (optional), Recording Secretary and Corresponding Secretary (optional). The Treasurer is appointed by the Executive Board. A Parliamentarian, who is not an officer, is appointed by the President.

The President's duties include the following:

  • act as presiding officer at regular and called meetings and direct activities of the chapter

  • act as chair of the Executive Board

  • appoint a parliamentarian

  • appoint standing and special committees and assign members to them

  • approve all expenses for reimbursement not covered by a committee budget

  • approve publications

  • fill by appointment all vacancies in office

  • represent the chapter (or appoint a representative) at meetings, conferences, and other events including the Xi State Convention each biennium year

  • take action with advice and approval of the Executive Board on matters that cannot be deferred until the next meeting

  • complete a short report of her biennium for the official chapter history

  • serve on the chapter finance committee to develop an annual budget and supervise appropriate disbursement

  • execute with the treasurer and Executive Board authorized legal documents pertaining to the chapter

  • complete Society and Xi State reports as requested

  • serve as member of Xi State Executive Board at Xi State Convention and as needed

The First Vice-President's duties include the following:

  • serve as presiding officer in the absence of the president(s). In the event of the resignation or death of the president she shall succeed to the presidency and serve until the next regular election of officers

  • perform such other duties as the president or Executive Board shall assign her

The Second Vice-President's duties include the following:

  • serve as Yearbook Chairman, making every attempt to annually present each member with current and correct information regarding chapter members and Society business

  • provides copies of current yearbook to appropriate Xi State officials

The Recording Secretary's duties include the following:

  • keep minutes of each meeting and furnish the president with a copy of such minutes

  • serve as secretary to the Executive Board and keep minutes of those meetings

  • read at each meeting the minutes as recorded from previous meetings and correct them if necessary

The Corresponding Secretary's duties include the following:

  • read at each meeting such correspondence as delegated to her by the president

  • carry on such correspondence as may be delegated to her by the president

  • maintain communication with members regarding birthdays, births, deaths and other events

The Treasurer's duties include the following:

  • receive and pay out all monies belonging to the chapter

  • keep an accurate account of receipts and expenditures

  • maintain a record of receipts, bills, and bank statements

  • present a report at each regular meeting

  • file required tax reports

  • submit for annual audit/financial review of the accounts of the chapter

  • serve on the Executive Board

  • serve on the Financial Committee as a consultant in the process of annual budget development and disbursement of finances

  • report to the President regarding members delinquent in dues payment

  • complete Society and Xi State reports as requested

The Parliamentarian's duties include the following:

  • act as advisor to officers and chapter members in matters pertaining to interpretation of the Constitution and parliamentary usage

  • serve as non-voting member of Executive Board

Terms of Office:

Chapter officers, except the treasurer and parliamentarian shall be elected in even-numbered years by a majority vote. The term of each elected officer shall be two years. No officer except the treasurer, shall serve in the same office more than two terms in succession. All officers shall take office on the first of July following their installation.

Vacancies:

In the event that a member holding an elective or appointed position is unable to perform her duties, the position shall be declared vacant by the Executive Board, and a successor named by the president. When a vacancy occurs in the office of president, the first vice-president shall become president.

Nominations and Elections:

The Nominations Committee provides a slate of officers containing the name of at least one nominee for each of the following: president, first vice-president (optional), second vice-president, recording secretary, corresponding secretary (optional), and at least three names for the new Nominations Committee. Additional nominations may be made from the floor with the consent of the nominee. The officers are elected at the February meeting and installed in the spring. The election shall be by ballot and a majority of votes cast elects. If there is only one nominee for an office the election may be made by voice vote. The Nomination Committee shall prepare the ballot and conduct the election. The president shall appoint tellers to count the ballots.

Expenses:

All expenses for reimbursement not covered by a committee budget may be approved by the president

Article VI: Executive Board

The Executive Board functions according to the XI State Constitution, Article VII, Section C.

Executive Board:

The members of Alpha Epsilon Chapter Executive Board shall be the elected officers, the immediate past president, the treasurer and the parliamentarian. Any member may attend executive board meetings without voting privileges.

The duties of the Executive Board will be to act in matters requiring immediate action and decision and to recommend policies and procedures for consideration by members.

Meetings of the Executive Board shall be held at least twice annually but may meet at other times upon call of the President. A quorum shall be majority of voting members of the board. The Executive Board shall not take action in conflict with the rules and acts of the most recent State and/or International Convention.

Article VII: Committees

Standing Committees:

Society Business:

  • Program: suggests programs for meetings and facilitates their implementation

  • Membership: maintains membership records; conducts voting, initiation and orientation of new members; prepares the necrology report and membership report for Xi State

  • Finance: prepares proposed annual budget; supervises financial affairs

  • Nominations: prepares slate of officers each biennium

  • Communications: sends articles to local media and Xi State News

· Rules: reviews and updates chapter rules keeping chapter rules current and consistent with International and Xi State; submit chapter rules to membership for approval every three years

· Yearbook: prepares and distributes to the members the annual update of the chapter yearbook; sends required copies of the yearbook to the First Vice-President of Xi State by the December deadline of each year.

Society Mission and Purposes:

  • Grant-in-Aid: oversees application process and chooses recipient of chapter scholarship

  • Legislation: studies and recommends action in the field of legislation to improve education and the status of women educators

  • Outreach (which includes the Read to Me Project, Soldiers Project, Scholarship basket project, Tutors/Mentors in the schools, Pick a Pal): suggests and implements projects

  • Music: provides music for various meetings

  • History: researches and collects information about Alpha Epsilon's past

  • New Teacher: support new teachers and raise awareness of Alpha Epsilon chapter

No member will be assigned to more than two committees and all members need not be assigned to a committee. Ad hoc committees are appointed by the president and each charged with a specific task.

Constitutional responsibilities may be fulfilled by establishing committees as needed.

Article VIII: Parliamentary Authority

Robert’s Rules of Order Newly Revised shall govern the proceeding of Alpha Epsilon Chapter Rules in accordance with XI STATE BYLAWS, and Policies and Procedures.

Article IX: Amendments to Chapter Rules

The executive board shall review the standing rules at least once during the biennium. Amendment or revision of chapter rules may be considered at any regular business meeting provided a written notice has been provided to all members at least one week prior to the vote.

Proposed amendments to the Rules may be submitted to the chairman of the Rules Committee by any member or committee. Proposals for amendment or revision shall be studied by the Rules Committee, and recommendations for change referred to the Executive Board for publication approval. A two-thirds vote of the quorum is required for change. A quorum shall be a majority of members present at the meeting. Voting may be done by email when needed.

Article X: Chapter Customs, Traditions, Current Policies and Procedures

Alpha Epsilon Chapter has four required meetings each school year to conduct society business. Each year the chapter determines the number and type of extra meetings to be held. Traditionally, a holiday meeting is held in December to foster spiritual fellowship. Additional meetings, such as an overview of Bridge, may be held to foster camaraderie and learning. Members are kept up to date on the happenings of its members between meetings through emails. A sixtieth birthday celebration has provided impetus to research our history and find out about our founding members.

Article XI: Merger and Dissolution

Chapter Merger: According to Robert’s Rules of Order, Newly Revised, chapters experiencing difficulties may choose to merge with another existing chapter. The steps are

· The chapters decide which chapter will continue and which will discontinue.

· Both chapters’ membership must agree.

· The chapter that is discontinuing turns over all records, funds, and other possessions to the continuing chapter.

· Members of the discontinuing chapter are transferred and welcomed into the continuing chapter.

Chapter Dissolution: Before a chapter may be dissolved, the approval of the state organization Executive Board must be obtained.

· The charter must be returned to the state organization to be forwarded to International Headquarters.

· Any remaining funds in the chapter’s account shall be sent to the state organization treasurer.

· Initiation paraphernalia, chapter records, and Society publications are to be sent to the state organization for retention in the archives and to be made available for use.

· Those members desiring to maintain membership may transfer to other chapters or become state members if there is no other chapter near them. International procedures must be followed.

· The Executive Board shall decide whether to reuse the Greek name of the dissolved chapter.

Last updated January 9, 2016