Standing Chapter Rules

Chapter Rules

Gamma Chapter

North Carolina DKG The Delta Kappa Gamma Society International

Gamma Chapter will be governed by the International Constitution and Handbook and by NC DKG Bylaws and Standing Rules. Chapter rules shall not be in conflict with the state regulations or the international rulings.

The purpose of this chapter shall be to carry forth the seven purposes of the Society by providing programs and activities which encourage fellowship, promote professional growth and personal development, recognize women who have given outstanding service in education, and which inform members of various issues pertaining to women.

Chapter Rules may be amended when required by new directives from International or Eta State North Carolina or when circumstances dictate a need for amendment. A committee will be composed of the President, Parliamentarian and at least one active chapter member. Chapter members will be notified by email or mail in advance of changes made in the Chapter Rules. Voting will be scheduled for a regular chapter meeting with a two-thirds majority of the members in attendance needed for the approval of any changes. The Rules Committee is authorized to make any changes necessary to bring Gamma Bylaws and Standing Rules into compliance with amendments to the International and North Carolina Organization of the DKG Society International (formerly Eta State) Constitutions and Standing Rules. The Rules Committee will notify the membership of amendments subsequent to the conventions in the fall edition of the Gamma newsletter.

In case of chapter dissolution, the executive board will obtain the state organization’s approval prior to taking any action. Guidelines for the transfer of members will follow international transfer procedures. Funds remaining in chapter accounts will be sent to the Eta State North Carolina treasurer. The chapter charter, paraphernalia and records will be delivered to Eta State North Carolina.

MEMBERSHIP

A. New Members—Members shall be encouraged to submit names of educators who are qualified personally and professionally and who would be interested in membership as active, reserve, collegiate, and honorary members. An active member shall be a woman who is or has been employed as a professional educator at the time of her election or has been retired from an educational position. An active member shall participate in the activities of the Society. Collegiate members shall be undergraduate or graduate students who meet the following criteria:

1. Undergraduate student collegiate members shall

a. Be enrolled in an institution offering an education degree and have the intent to continue academically and professionally in the field of education; and

b. Be enrolled within the last two years of their undergraduate education degree.

2. Graduate student collegiate members shall have graduate standing in an institution offering an educational degree and have the intent to continue academically and professionally in the field of education.

3. When a collegiate member starts her career as a paid educator, she will pay active member dues and become an active member. If a collegiate member does not pursue a career as an educator, her membership will expire upon graduation or withdrawal from the education degree program.

4. Chapter membership practices shall be in accordance with the Constitution,

Article III.

a. Each recommendation should be prepared and signed by one or more

members who know the candidate well.

b. Election of new members shall be held at the February and/or September

meetings.

c. Invitations, together with Society information and a letter of invitation to the

orientation meeting, shall be mailed promptly after election.

d. An orientation meeting shall be planned by the president and the

membership chairman to be held before the induction of new members.

e. An individual becomes a member of the Society when she pays her dues.

f. A candidate for active membership shall be selected by the method

established by the chapter’s rules.

B. Voting—Voting on new members shall be by a quorum of ten members.

C. Individual Record Forms—Each member shall fill in an Individual Record Form to be kept on file by the Membership Committee. It should be brought up to date periodically. A wallet-size picture of each member shall be submitted for the Individual Record Form.

D. Reserve Members—Reserve membership shall be granted cautiously and according to the Constitution. Reserve membership shall be granted only to a member who is unable to participate fully in the activities of the chapter because of physical disability and/or geographic location. Reserve status shall be granted by a majority vote of the chapter. A reserve member, so requesting, shall be restored to active membership.

E. Honorary Members—Honorary members are those women who are not eligible for active membership, but who have rendered notable service to education or those who have been recommended for honorary membership.

1. Honorary members may not transfer to other chapters.

2. The induction for honorary members shall be at the same time as the induction of active members.

F. Transfer Members

1. Delta Kappa Gamma members who move to another area should be encouraged to transfer their membership to a chapter near where they now reside.

2. The transfer blank, which is to be filled in by the member who is transferring and sent to headquarters, shall be provided by the treasurer.

G. Attendance

1. Members shall be encouraged to attend all regularly scheduled meetings.

2. Members shall be reminded of their obligations as members of Delta Kappa Gamma.

3. Members shall be contacted and encouraged to remain members before they are dropped for nonattendance or nonpayment of dues.

H. Reinstatement— A former member will be reinstated to membership by the chapter receiving the request. No vote is necessary.

I. Excused Absences—Excused absences may be granted to active members who for unavoidable reasons cannot attend regular meetings over an extended period of time. Dues and fees must be paid and the member should attend meetings whenever possible.

J. Regular Chapter Meetings

1. Regular meetings of Gamma chapter shall be held at least four (4) times per year.

2. All members being notified, chapter meetings may be face-to-face, through electronic communications, or through a combination of the two, as long as members present may simultaneously hear one another and participate during the meeting.

3. A quorum for chapter business and is set at 10 voting members, which can be changed by vote.

4. All members being notified, matters requiring immediate chapter action may be voted upon by mail (postal or electronic) that provides a valid receipt of each responding chapter member’s vote. A majority vote of chapter members shall be required for action.

5. Ratification of all voting by mail (postal or electronic) must be made at the next face-to-face meeting of the chapter.

6. There shall be no proxy voting.

FINANCES

A. Chapter Dues

1. Annual dues shall be proposed by the Finance Committee to the Executive Board and upon acceptance by that Board, presented to the Chapter for approval.

2. Each member shall also pay state and international dues and fees. International dues are $40 for active and $20 for reserve members. Eta State North Carolina dues are $15 for active and $2 for reserve. Gamma has also voted to pay $3 to Eta State North Carolina for Scholarship and Headquarters. Payment of dues and fees shall be in accordance with the Constitution (Article IV, Section C and NC DKG Standing Rules 4)

3. The chapter pays a one-time fee of $49.50 for each honorary member for international publications.

4. Collegiate members’ state dues shall be $5 and international dues will be $20.

B. Assessments— Members may vote to assess themselves. Assessments made by majority vote of the chapter are binding on all members.

C. Payment of Dues and Fees

1. The membership year is July1-June 30. A member shall pay annual dues and fees not later than June 30 for the following year. On October 1, members shall be dropped for nonpayment of dues and fees.

2. For new membership or reinstatement between July 1 and December 31, the member shall pay induction fee (new member only), dues and scholarship fee for the current year.

3. Beginning on or after January 1, the new member shall pay ½ international and state dues, in addition to the induction fee and scholarship fee.

4. New members shall pay an induction fee of $10. The chapter treasurer shall send $2.50 to the state treasurer.

5. Beginning April 1, dues and fees for following year shall be collected by the chapter treasurer by June 30. Beginning July 1, 2019, the chapter treasurers shall send international dues electronically to Society Headquarters. Chapter treasurers will send state dues and fees to the state treasurer.

D. Budget—A budget for the biennium shall be prepared by the Finance Committee at the beginning of each year for adoption by the Executive Board.

1. The treasurer shall be ex-officio member of the Finance Committee.

2. The chapter shall assist with expenses of the president to attend the NC DKG Convention. Also budget money to cover some expenses to encourage a new member to attend the Eta State North Carolina convention.

3. Special funds and/or awards may be created by the executive board and approved by the membership.

4. A Recruitment Grant shall be budgeted annually.

OFFICERS

A. The elected officers of Gamma shall be president, first vice president, second vice president, recording secretary, and corresponding secretary.

1. They shall be elected before the April meeting of even-numbered years.

2. Officers will serve a two-year term of office or until a successor is named except the office of treasurer.

3. The treasurer shall be appointed by the president with the approval of the executive board each biennium.

4. The treasurer should not be replaced frequently.

B. Duties of Officers—Duties shall be as specified in the Constitution, the Handbook, and Eta State North Carolina Bylaws. In addition, the following shall be performed:

1. President

(a) appoint all committees and serve ex officio on all except the Nominations Committee

(b) submit names of committee chairmen to the executive secretary

(d) appoint a parliamentarian, who should be a member, but a non-voting outsider may be appointed if one is not available. The parliamentarian will ensure adherence to Constitution and Society Rules.

(e) plan the orientation for new members, together with the membership chairman

(f) plan for the upcoming year with officers and committee chairmen prior to the first meeting in the fall

(g) attend Eta State North Carolina workshop for newly-elected chapter presidents

(h) keep in touch with committee chairmen and encourage them in appropriate activities

(i) encourage members to be willing to serve at state and international levels

(j) see that chapter reports to Eta State North Carolina are made promptly

(k) see that records and materials of retiring officers and committee chairmen are given promptly to their successors

(l) compose or appoint a member to compose the Gamma Newsletter to be distributed at least four times yearly by the communications chair by email or mail. Web-site information and brochures will be approved by the president

(m)assemble information for the Yearbook and relay to the Second Vice President for printing and distribution to members

(n) approve all expenditures as indicated by the chapter budget

(o) serve as a representative of the chapter on the state organization executive board

2. First Vice President

(a) serve as chairman of the Program Committee

(b) use team approach in planning programs

(d) shall serve as presiding officer in the absence of the president

3. Second Vice President

(a) serve as chairman of the Hospitality Committee

(b) be responsible for the completion of the yearbook

4. Recording Secretary

(a) submit a copy of the minutes of each meeting to the president and retain one for the files

(b) maintain an accurate attendance record, noting excused absences and reasons

(d) ensure that a quorum of 10 members are present for business decisions

(e) minutes must include the names of members terminated, including the reason and date of termination

5. Corresponding Secretary

(a) handle correspondence at the request of the president

6. Treasurer

(a) receive and pay out all moneys belonging to the organization;

(b) keep an accurate account of receipts and expenditures;

(d) present a report at each regular meeting;

(e) file required tax reports;

(f) submit for annual audit/financial review the accounts of the organization. She sall maintain a record of receipts, bills, and bank statements. She shall maintain an accurate and current membership roster.

(g) serve as a member ex officio on the executive board, without vote only if under remunerative contract for her services

(h) serve as a consultant in the process of budget development and supervision of finances.

C. Election of Officers

1. The Nominations Committee shall submit one slate of nominees.

2. Nominations may be made from the floor with permission of the nominees.

3. A voice vote shall be used in case of a single slate of nominees; otherwise, ballots shall be prepared.

4. A collegiate member may participate in the activities of the Society except holding office. A collegiate member may serve as parliamentarian which is not an elected office.

EXECUTIVE BOARD

The Executive Board shall be composed of elected officers and the immediate past president and committee chairmen as needed. The parliamentarian shall serve ex officio without vote. The chapter committee chairmen shall be encouraged to attend meetings of the Board. A quorum is the majority of the voting members present at the meeting.

MEETINGS

A. Chapter—A minimum of four chapter business meetings shall be held each year. A quorum of 10 active members is required for a chapter meeting.

B. Workshop—A workshop for incoming officers and committee members shall be held prior to the first fall chapter meeting.

C. Executive—The Executive Board shall meet before each regular meeting.

D. Committees—Committees shall meet as needed.

E. Communication through phone or email will be utilized to accomplish tasks requiring immediate attention.

COMMITTEES

A. The committees of Gamma Chapter shall be as follows:

1. Society Business: Communications/ Publicity/ Historian, Membership, Nominations, Induction, Program, and Finance, Rules

2. Mission and Purpose: Education Excellence/ Educational Law/ Policy and US

Forum, Grant-in-aid, World Fellowship, Leadership Development/ Personnel Growth and Services

3. Additional Committees: Music and Hospitality

B. Duties of Committees—The duties of the committees shall be as outlined in the Constitution, the Handbook, NC DKG Bylaws and as set forth below

1. Communications/ Marketing/Historian —This committee shall

(a) report to the newspaper information about chapter meetings, new officers and other chapter business in which the public might be interested

(b) be aware and report to the chapter the achievements and activities of chapter members

(d) chapter may meet through electronic communication as long as all the members may simultaneously hear one another and participate during the meeting

(e) collect items concerning members and preserve them in a scrapbook

(f) write a brief history of each year’s chapter activities to be preserved in the scrapbook

2. Membership Committee—This committee shall

(a) secure individual Record forms and keep them up to date

(b) receive from treasurer any changes in membership through initiation, reinstatement

(c) chairman keeps a file up to date with chapters from which or to which transfers are made, including service in other chapters, states, or international

(d) keep membership alert to deserving qualified educators and recommending candidates for membership by a designated date in January

(e) screen candidate recommendations

(f) present qualified candidates for chapter vote

(g) conduct the elections

(h) prepare and carry out orientation of new members in cooperation with the president before initiation ceremony.

(i) Chapters decide if and when to have an induction ceremony.

(j) upon the death of a member carry out these responsibilities:

(1) send to the family of the deceased a single red rose and an appropriate note indicating that a contribution will be made to the Recruitment Grant Fund in her memory ($15.00)

(2) plan and present a memorial service at an appropriate Gamma Chapter meeting

(3) prepare a tribute to be placed in the Book of Memories during the Hour of Remembrance at the next NC DKG Convention

(k) review attendance records and contact members who have missed meetings

(l) Terminations—name, reason and date must be recorded in the minutes

3. Nominations Committee—This committee shall

(a) submit a slate of nominees at the February or March meeting in even-numbered years

(b) conduct the election

4. Induction—This committee shall

(a) shall coordinate with the president to provide orientation for new members

(b) shall be responsible for planning and conducting the initiation according to the ritual manual and other orientation materials

5. Program Committee—This committee, which is composed of the chairmen of Program, Professional Affairs, Educational Excellence, Personal Growth and

Services, and Music Committees and chaired by the First Vice President shall

(a) plan programs for chapter meetings, using the international program theme in at least three each year

(b) use the approach suggested by International Program of Works Committee

6. Finance Committee—This committee shall be composed of at least three members, one of whom is the treasurer ex officio

(a) prepare and review the budget before submitting it to the Executive Board for adoption

(b) name an auditor and review the audit upon its completion

(d) the membership shall vote on the dues and assessments as well as on special funds and/or awards that may be created by the Executive Board

7. Education Excellence/Educational Law, Policy and US Forum – This committee shall

(a) develop programs to encourage early educators

(b) develop programs to support international educational improvements through UNICEF

(d) assist in planning and participate in programs

(e) alert members to legislative action relating to education and/or women

(f) encourage professional growth of members

(g) make spot announcements at chapter meetings

(h) research and convey to membership pertinent issues on the local, state and national level

(i) encourage members to vote

8. Grant-in-aid Committee—This committee shall

(a) encourage members to apply for Eta State North Carolina and International scholarships

(b) provide interested members with proper information for making application

9. World Fellowship Committee—This committee shall

(a) promote interest in World Fellowship and the recipients and encourage contribution

(b) collect voluntary contributions from the members in February

10.Leadership Development/Personal Growth and Services—This committee shall

(a) assist the planning and participate in programs

(b) promote activities to enrich personal lives of members

(d) honoring members who are recognized for outstanding achievements in their field

(e) encourage members to pursue higher degrees and/or certifications

11. Music Committee—This committee shall

(a) assist in planning and participate in programs

(b) provide music when requested for chapter meeting

12.Hospitality Committee—This committee shall be chaired by the Second Vice President and shall

(a) select time and place of meetings

(b) name hostesses for each meeting

13.Reports requested from state organization and chapters shall be submitted in the format specified by Society Headquarters.

GENERAL INFORMATION

A. Keypins

1. Keypins shall be worn by members to all Delta Kappa Gamma meetings.

2. Keypins may be worn at other times, especially to educational meetings.

3. Keypins may be donated to the chapter by the family of a deceased member, by one who resigns, or by one who is dropped; or they may be purchased by the chapter.

4. Keypins which have been returned to the chapter may be given or sold to new initiates or to members who have lost theirs, according to the decision of the chapter.

5. The same procedure shall be followed for chapter president pins.

B. Yearbook—Yearbooks shall be prepared and distributed to members at the first fall meeting, if possible.

C. President’s Pin—The treasurer shall order a chapter president’s pin which will be presented at the time of her installation as the elected president of the chapter.

D. Grant-in-Aid—A Recruitment Grant, entitled the Mary Hubbard Memorial Recruitment Grant, shall be awarded each year to an education student from Mars Hill University, The University of North Carolina at Asheville, or Warren Wilson College. She should be a future teacher who is a rising senior. If possible, the award should be given on a rotating basis among the three institutions.

PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised (current edition) shall govern the proceeding of Gamma chapter in all cases not provided for in the Constitution, International Standing Rules, Eta State North Carolina Bylaws, and Eta State North Carolina Standing Rules.

AMENDMENTS

Proposals for amending the Gamma Chapter Rules will be considered in odd-numbered years. The Rules committee will review the rules and submit changes to the Executive Board. Changes or additions to the Chapter Rules will be distributed to members and voted on by the chapter at a regular meeting. Approval will be by two-thirds of the votes cast by the members with at least a quorum being present. Votes by email will also be accepted from members unable to attend the meeting.

ORGANIZATION

Each new sponsored chapter so organized shall have no fewer than thirty members, at least three of whom shall have been Delta Kappa Gamma members for a minimum of three years.

DISSOLUTION

In the event of a decision to dissolve the Gamma Chapter, the approval of the Eta State North Carolina Executive Board will be obtained. Chapter members who wish to transfer to another chapter will be made following International and State procedures. Any remaining funds will be sent to the Eta State North Carolina treasurer. All chapter paraphernalia and chapter records shall be retained in the state archives. The chapter charter will be returned to Eta State North Carolina.

Revised Draft approved by chapter members to align with International and State Rules

September 7, 2019

Diane Rutledge, President

Patty Higgins, Treasurer

Vicky Rogers, Parliamentarian