Pi Chapter Handbook
A Guide for Committee Procedures and Duties
The contents of this guide are based on the requirements set forth by The Delta Kappa Gamma Society International Constitution (2010), the International Standing Rules (2012), and the Alpha Zeta State Organization, New Jersey Bylaws and Standing Rules (2014). The Pi Chapter Rules and Handbook need to be updated each biennium to reflect the international and state documents. As chapter practices change, these documents should be amended accordingly. Refer to Pi Chapter Rules XV for Amendment procedure.
General Procedures
· Committee chairs and members, except the nominations chair, shall be appointed by the president.
· The president may appoint co-chairs as needed.
· The president shall be an ex-officio member of all committees except the Nominations Committee.
· Matters requiring immediate committee action may be voted upon by telephone, mail, and/or e-mail as long as all committee members are notified.
· Committee meetings shall be held with the approval of the president
· The president may appoint special committees to carry out the work of the chapter. The approval of the chapter Executive Board is required for such appointments, except in emergency situations.
· Standing committee chairs designated by an asterisk* indicate a required representation to the corresponding Alpha Zeta State Committee and must serve accordingly as chapter liaison. Attendance at AZS meetings as called by the state chairs is required.
· Committee chairs shall prepare a written report each biennium stating the goals and accomplishments of the two year period.
· Reports of chapter committees shall be prepared on forms supplied by Society Headquarters and submitted to the person designated on the forms. Additional copies should be given to the chapter president for inclusion in the archives. Forms, dates and other pertinent information are on a separate handout extracted from the Go-To Guide for Chapter Members Appendix P. Society Forms and Deadline Dates (pages 54-56).
Duties of Committees
Note: The corresponding numerals preceding each committee title refer to the sections in Pi Chapter Rules Article IX. Committees. Certain committees have been covered within the Rules and will be identified and cross-referenced in this Handbook. All committee chairs designated by an asterisk * must attend AZS meetings as required by the state chairs.
Section A: Society Business
1. Membership*/Initiation/Expansion*
a. Provide necessary information concerning members and initiates for the chapter and state records;
b. Maintain biographical data on members;
c. Inform initiates of the responsibilities of membership;
d. Represent Pi Chapter in planning the AZ State Convention in matters concerning initiates and relay information to the chapter;
e. Participate in the planning and execution of the tea for initiates;
f. Maintain an on-going involvement with new members;
g. Coordinate chapter efforts for expansion as deemed necessary by the Executive Board;
h. File letters of resignation with the chapter treasurer and chapter president.
2. Finance/Audit
a. Consist of the current president, the treasurer, and may include one other member appointed by the president at her discretion.
b. Monitor the financial affairs of the chapter, including preparing a budget and arranging for an annual audit by an outside party.
c. Follow the protocol outlined in Pi Rules Article 4 Section E. Financial Controls.
d. Audit the chapter's financial records annually;
e. Assist the treasurer in preparation of the budget;
f. Prepare and submit reports requested by International.
3. Record Book*
a. Maintain a written and visual history of the chapter;
b. Organize information for presentation at State Convention;
c. Represent the chapter on appropriate state committees and meet mandates of the state and international organizations.
4. History/Archives
a. Update the written history of the chapter at the end of each biennium;
b. Maintain the Pi Chapter history at the Alpha Zeta State site at Georgian Court College.
5. Rules and By-Laws *
a. Up-date chapter by- laws as necessary each biennium;
b. Serve as a liaison between the state by-laws committee and chapter membership;
c. Acquire chapter minutes to note anticipated changes to the Rules and By-Laws.
6. Nominations* and Installation
a. Prepare a slate of officers to be presented to the chapter membership;
b. Plan and coordinate the ceremony for installation of chapter officers and chapter initiates as necessary;
c. Meet with the State committee and submit nominees for State offices.
d. Consist of the elected chair, the immediate past president, and a member appointed by the current president.
e. Shall put together a slate of officers which will be presented to the members, in even numbered years, and voted upon at the chapter’s December meeting. The slate will consist of one name for each office: President, First Vice President, Second Vice President, Corresponding Secretary, Recording Secretary, and Nominations Chair. Consent of the nominees must be obtained.
f. Conduct election procedure for said offices by providing a printed ballot for each member in attendance at the meeting. Ballots will be counted by the Nominations Committee and be retained in the chapter archives.
g. Plan, organize and implement an Installation Ceremony for the May/June meeting.
h. Review past practices for installation procedures, such as purchasing red roses to be distributed to each newly elected officer, presenting the president’s pin to the incoming president, and other protocol unique to Pi Chapter.
i. Keep a written record of installation practices.
7. Communications*
a. Submit information to Society newsletters;
b. Assist members in submitting materials to Society publications;
c. Submit announcements and articles promoting the Society to local publications;
d. Set up a telephone chain among members to relay news of a personal and professional nature;
e. Publish a chapter newsletter to keep all members informed of chapter business;
f. Work with the corresponding secretary in distributing chapter communications;
g. Attend all Executive Committee meetings and chapter meeting if possible.
8. Convention*
a. Represent the chapter in the planning and execution of the State Convention and relay information to the chapter;
b. Organize chapter participation in the Convention;
c. Work with the chapter's second vice-president in planning and implementing convention programs.
9. Yearbook *
a. Prepare and submit the section of the Yearbook relating to Pi Chapter in accordance with the requirements of the Alpha Zeta State Yearbook Committee;
b. Distribute Yearbooks to chapter members.
10. Motivator
a. Deliver inspirational messages at chapter meetings;
b. Assist the president in providing emotional and spiritual support to members;
c. Attend Executive Board meetings as necessary and attend all chapter meetings if possible.
11. Necrology
a. Plan memorial services as necessary for members;
b. Provide necessary information to the state necrology committee including assisting the chapter president in promptly reporting deaths of members to the state and preparing the annual necrology report due February 1st each year;
c. Correspond with the family of deceased members concerning chapter and state services and procedures including disposal of the pin;
d. Maintain chapter necrology records;
e. Attend Executive Board meetings as necessary and attend all chapter meetings if possible.
Section B: Society Mission and Purposes
1. Awards*
a. Oversee nominations for the Rose and Key Awards;
b. Work with the first vice-president to suggest and co-ordinate projects and services corresponding to program themes;
c. Promote and co-ordinate service activities independent of program themes;
d. Represent the chapter in nomination and selection of the Dedicated Service Award.
2. Educational Excellence*/Leadership Development*/Program Planning*
a. Work with the first vice-president in arranging speakers and programs;
b. Share research relating to program themes at each meeting;
c. Coordinate chapter research supported by the state organization;
d. Participate in international and state leadership development activities when possible.
3. Scholarship/Stipends*
a. Inform members of available state and international scholarships;
b. Represent the chapter in working with the state in promoting scholarship activities;
c. Coordinate the planning and administering of scholarships and/or grants-in-aid presented by the chapter;
d. Coordinate activities necessary for providing funds for the chapter stipends;
e. Chair the committee to choose recipients of the stipends.
4. Legislation*
a. Share relevant state and national legislative information with members;
b. Assist members in actively participating in legislative affairs;
c. Open and maintain lines of communication with local and state legislators through calls, e-mails, faxes, or written notices to legislators on issues concerning education;
d. Coordinate and encourage chapter members' participation in political campaigns.
5. World Fellowship*
a. Provide support for World Fellowship recipients through activities such as sending cards or appropriate gifts;
b. Coordinate necessary fundraising events to support World Fellowship activities;
c. Serve as a liaison between the chapter, state and international World Fellowship committees.
6. Music
a. Encourage music at chapter meetings;
b. Work with the first vice-president and the social committee chairperson in including music in chapter programs.
7. Social/Hospitality
a. Provide nametags for members and initiates at each Society function;
b. Act as a hostess or co-hostess for meetings held in members' homes;
c. Arrange for necessary decorations at chapter functions;
d. Assist the first vice-president with the conduct of society functions;
e. Work with the chairperson of music to include music in meetings;
f. Collect necessary reservations for chapter events.
Section C: Other Committees
1. Technology
a. Participate on the state technology committee;
b. Advise chapter members on the availability and use of technology pertinent to Delta Kappa Gamma activities;
c. Up-date chapter information on AZ State's website;
d. Maintain the chapter website.
2. Retirees’ Affairs
a. Organize activities which involve retirees separate from the general membership;
b. Inform retirees of activities and information of special interest to them.
SUNSHINE
This chapter committee will:
· be assigned to the Corresponding Secretary.
· send cards to members for, sympathy, illness, and other life events.
CHAPTER PROJECTS
The following projects are currently implemented each year, but they can be omitted or modified at the recommendation of the Executive Board and a 2/3 vote of approval by the members.
1. Stipends
2. Fund Raisers:
Pi HANDBOOK
February 2015