VT Policies and Procedures

Policies and Procedures Manual 

Vermont Alpha Delta Kappa 

Initial Document 2015 

      Revised April 12, 2024

2024 – 2026 State Executive Board   

President: Lisa Atwood  

President-Elect: Charlene Helman

Recording Secretary: Dianne Arthur

Vice-President for Membership: (Vacant) 

Immediate Past President: Pam Nadeau

Corresponding Secretary: Sue Wood

Treasurer: Nancy Rogers

Chaplain: Kate Duffy

Historian: Jeanne Desilets

Sgt-at-Arms: Deb Mango

Altruistic Chair: JoAnne Kraft

Policy and Procedures Chair: MaryAnn Lauder

Policies & Procedures Committee 

Lisa Atwood 

MaryAnn Lauder

Vermont Alpha Delta Kappa Official Policy Statement 

(International Bylaws Article XVII, Section 1 – Alternative for S/P/N Bylaws) 

The name of this organization shall be Vermont Alpha Delta Kappa of the Alpha Delta Kappa  Sorority, Incorporated, hereinafter referred to as Vermont Alpha Delta Kappa. The first chapter of Vermont Alpha    Delta Kappa was chartered on November 30, 1970 at the Tavern Motor Inn, Montpelier, Vermont. 

Vermont Alpha Delta Kappa is governed by the most current International Bylaws of The Alpha  Delta Kappa Sorority, Incorporated, and amended at the International convention held in odd numbered years. 

By October 15 of even-numbered years, this official policy statement will be submitted to the International Bylaws Chairman and will serve to indicate adherence to the International Bylaws and usage of the Vermont Policies and Procedures Manual as an alternative for state bylaws. 

(Subject to change by IRS regulations and/or A∆K International policy.) 

Vermont A∆K President____Lisa  Atwood_________________________ Signature of President________________________ Date _____________ Vermont A∆K Treasurer ______Nancy Rogers_____________________ Signature of Treasurer ______________________ Date _____________

This Official Policy Statement shall appear as the first page of the S/P/N Policies and Procedures Manual for those S/P/Ns that have suspended their individual S/P/N Bylaws. 

This statement satisfies the requirement of the Internal Revenue Service in the USA and Puerto Rico.

POLICIES AND PROCEDURES MANUAL 

VERMONT ALPHA DELTA KAPPA GUIDELINES 

                                                 2024 

PURPOSE OF MANUAL 

This policies and procedures manual is a supplement to the Alpha Delta Kappa International Bylaws and is the primary Vermont Alpha Delta Kappa governing document. These policies and procedures are used to keep Vermont members and leaders informed, to coordinate events, and to maintain consistency from year to year within our organization. Copies of the manual will be provided to all members and will be posted on the state website, the Policies and Procedures manual will be published there for all members to read. This manual will be  reviewed, revised or amended as needed every two years, following the International Convention. 

EXECUTIVE BOARD 

Composition: President, President-Elect, , Treasurer, Recording Secretary, Historian, Chaplain,  Immediate Past President. The offices of Corresponding Secretary, Sergeant-at-Arms and Vice President of  Membership are optional. 

Meetings: Required meetings shall be conducted at the beginning and at the close of each state convention. Others will be held at the discretion of the president or as needs arise. Meetings are open to all members, but the members of the Executive Board are expected to attend all  meetings. Chapter presidents and committee chairs are also encouraged to attend as non-voting  members. The site for each meeting is at the discretion of the state president. A quorum shall consist of 50% of the members of the Executive Board. 

Expenses: The treasurer, upon submission of a receipt, shall reimburse approved expenses incurred by Executive Board members. 

OFFICERS 

Requirements and responsibilities for each office shall follow the 2021 International By-Laws, Article  VII, Section 2. 

Section 2. State officers shall be president, president-elect, recording secretary, treasurer, historian, chaplain, immediate past S/P/N president. The offices of corresponding secretary, sergeant-at-arms and vice president for membership are optional. The eligibility for all state, provincial or national officers must be as defined in International Bylaws. A president of the state/provincial/national council of chapter presidents, vice president for membership, other vice president(s) or secretary(s) may be elected if  authorized by respective governing bylaws which shall define the eligibility for and responsibilities of  such offices. (Vice presidents do not automatically succeed to the office of president.) 

A. Eligibility 

1. A candidate shall be: 

a. An active chapter member. 

b. Registered and attended the convention at which she is nominated, elected and installed. An exception to this ruling shall be affected by a two-thirds (2/3) vote of the delegate assembly. 

2. A candidate for any office shall have held an elected chapter office. 

3. A candidate for president or president-elect shall have served one (1) term as a chapter 

    president and  shall have served at least one (1) term on the respective executive board as

    an elected officer.

4. State presidents and presidents-elect shall not hold a chapter office. 

5. Any office may be shared by two (2) members. Service as a co-officer shall qualify as a 

    prerequisite for future office.

B. A candidate qualifications committee shall present to the state, provincial or national convention   a slate containing the names of all candidates for office whose credentials have been received by the  committee in the prescribed manner and whose qualifications have been certified as having met the eligibility requirements of the bylaws. Since this committee does not serve to nominate, it shall not recruit candidates for office. It is possible to present an incomplete slate. The candidate qualifications committee will notify the chapters early in the biennium about where to obtain application forms and the deadline involved. 

C. Additional nominations may be made from the floor provided that the consent of the nominee shall first have been obtained; and provided further that the person making the nomination shall present to the Chair a statement signed by the chairman of the candidate qualifications committee certifying the eligibility of the nominee. 

D. Election and installation of state, provincial or national officers                                            

1. The election shall be held at the convention in the even numbered years no later than June 30. 

2. Election procedures shall be specified in the bylaws and a majority of the delegates registered 

    and voting shall elect.  

1. In the event the candidate qualifications committee presents an incomplete slate of candidates, a member without eligibility willing to be nominated for a vacant office may be accepted as a candidate by the following process: 1. The delegates will vote by ballot to accept the nomination the candidate by a  

     two-thirds (2/3) vote. If adopted, the name of the candidate shall be added to the 

     slate of candidates.

2. Previous Notice Shall Be Provided

2.  If the slate of candidates has only one person nominated for each office, the state, provincial or national president declares the election effective by unanimous consent or acclamation.

3. An officer shall be installed at the convention at which she is elected and shall assume the duties of 

    her office immediately following her installation. Any exception to this  ruling shall be affected 

    only through the suspension of the bylaws. 

4. The president of the S/P/N council of chapter presidents shall be elected by the members at the 

    council meeting held during convention unless the duties of this office shall have been delegated to 

    another elected officer. 

E. The term for all state, provincial  and national officers shall be two (2) years or until a successor

     has been elected. A chapter officer shall not succeed herself unless she has served less than a full 

     term, with the exception being the treasurer, recording secretary and/or the Vice President for 

     membership who may be elected for one (1) additional term only. 

F. Vacancies in offices, except that of president, shall be filled by the executive board.  

1. Should the office of president become vacant, the immediate past president shall complete the unexpired term.  If the immediate past president is not available, the president-elect shall become acting president, leaving the office of president-elect vacant. She shall serve in this capacity until the regular election in the even numbered year, at which time she shall be installed as S/P/N president. 

   1. Should the office of president-elect become vacant, the executive board shall fill the vacancy with a member who previously has completed a term on the executive board and who meets the qualifications for the office of acting president-elect. She shall serve until an election can be held at the convention scheduled in the next even-numbered year; both a president and president-elect shall be elected at that time unless the office was vacated because the president-elect became acting president. In that case, only a  president-elect would be elected. 

G. The executive board shall be comprised of the elected officers and the immediate past president

       1. The executive board shall meet at the beginning and close of the convention and at other                                  times necessary to conduct the business of the state, province or nation.   

       2. The executive board shall:                                                                                                                a. Conduct the business of the state, province or nation during the interim between         conventions and biennially report business transacted by the board. 

      b. Have the authority to establish districts and to determine the boundaries of such districts. 

                  c. Have the authority to form city/area councils of chapter presidents within the state, 

                         province or nation, and to allocate constituent chapters to each council.

                  d. Set the time and place for the convention. 

                  e. Plan an effective, continuing membership program. 

                  f. Recommend that the treasurer be bonded. 

                  g. Approve a budget to be adopted by the delegates to the convention. 

                  h. Elect a candidate qualifications committee. 

            3. When the executive board determines that an officer has failed to perform her duties, the 

                 board may declare the office vacant 

H. Duties of the State, Provincial or National officers 

1. The president shall be chairman of the executive board; preside at all meetings and the convention; appoint all committees except the candidate qualifications committee; be ex officio member of all committees except the candidate qualifications committee; assist the membership consultant in formulating plans for expansion and chapter membership growth; interpret International and state, provincial or national policies to chapters through correspondence and visits; complete and submit reports as required by International  Officers and Headquarters; plan and make all arrangements for the convention and submit a convention report to Headquarters and the International Vice President of the Region; be a member of the International Council of Presidents and serve as a delegate to the  International Convention; keep a file of all pertinent materials including a copy of all minutes, financial reports, yearly reports and reports made to International Officers or to Headquarters and pass them on to her successor. 

2. The president-elect shall assume the duties of president in her absence or if she is temporarily unable to perform her duties; be a member of the International Council of Presidents and serve as a delegate to the International Convention; and perform any duties assigned to her by the president or by the executive board. 

3. The recording secretary shall keep an accurate record of the proceedings of all meetings 

      of the executive board and of the convention and shall be prepared to present them at the

       request of the president. She shall preserve in a permanent file all records and letters of

       value to the state, province or nation and its officers to be transferred to her successor. 

4. The corresponding secretary shall conduct all correspondence; mail the call to all  meetings; may assist the president in editing and mailing the newsletter; maintain an orderly file of correspondence of value and have it available at meetings. 

5. The treasurer shall have charge of all monies, remit all publication fees and International dues of sustaining members to International Headquarters postmarked by January 1 (delinquent if postmarked after January 31); serve as a member of the committee to prepare a budget for each year of the biennium to be approved by the delegates to the convention;  pay all bills upon authorization of the board or president; submit by May 31, to the Executive Board, a State Convention Financial Report following each state convention; submit required annual financial reports to Headquarters; file IRS forms, if required; keep an itemized record of all receipts and expenditures in a permanent file; and present the record for audit at the conclusion of the biennium. 

6. The historian shall collect all information pertinent to the history of Alpha Delta Kappa; assemble items of interest in the archives book, including both a written and a pictorial history, and display the book at state, provincial or national and regional meetings; send to the regional historian and International Historian any material appropriate to be considered for inclusion in the regional or International archives; advise chapter historians; arrange and supervise the display of archives at the convention. 

7. The sergeant-at-arms shall be the doorkeeper at meetings; assist the president and committees in coordinating activities at meetings; if requested, have charge of counting the ballots for the election of officers at the convention. 

8. The chaplain shall have charge of devotions at all meetings; may assist in the installation of new officers; prepare devotions or prayers at the request of the president and organize an Omega service at state convention for any member who passed away in the past two years or since the last Omega service. 

9. The vice president for membership shall keep a copy of the Membership Development Manual, train and communicate regularly with chapter membership chairs, create state membership goals, review all Chapter Needs Assessments and complete all forms required by International and serve as a delegate at international convention. 

10. The immediate past S/P/N president shall serve in an advisory capacity to the  state/province/nation; serve as a member of the International Council of Presidents; serve as a delegate to the international convention; complete the unexpired term of the S/P/N president if the office of president becomes vacant; and is eligible for the office of President of the International Council of Presidents. 

STANDING COMMITTEES 

Members of each committee shall follow the requirements and responsibilities as stated in the 2023  International By-Laws, Article VIII, Section 2. 

Section 2. State, Provincial or National Committees 

1. Standing or special committees, except the candidate qualifications committee, which is elected by the executive board, shall be appointed by the president as authorized or required by International and state, provincial or national bylaws. 

2. The chairman of a standing or special committee shall 

                    a. Report to the convention or to the executive board as requested by the president. 

                    b. Serve no more than two (2) consecutive terms as chairman of the same state, 

                        provincial or national standing committee. 

3. The following shall be designated as standing committees: Alpha Delta Kappa Month, altruistic, budget, bylaws, candidate qualifications, fraternity education and membership. 

COURTESIES – EXECUTIVE BOARD MEMBERS, OFFICERS, COMMITTEES

Gift expenses for Regional and International executives designated by the Executive board shall be  reimbursed upon submission of receipt to the treasurer. 

FINANCIAL 

1. Fiscal Year – June 1 – May 31 

2. E-postcard – The treasurer shall submit necessary documentation to the IRS by following  International regulations in order to maintain non-profit status.

3. Dues: $20 as set by the Executive Board and will be due to the state by January 31. 

4. Each biennium the amount of the dues will be reevaluated as a new budget is established. 

5. The State Executive Board will determine the amount of funding and distribution for the  

president, president-elect, immediate past president and vice president for membership as  International Convention or Regional Conference delegates for each biennium. Distribution of these funds is as follows:  

a. If the four Ps attend, funds will be distributed evenly among the four.

b. If two or three Ps attend, the funds will be equally distributed amongst the 

    them               

                        c. If only one of the Ps attends, she will receive all the funds. In the event that the four 

                           P’s are unable to attend the International Convention or Regional Conference, the 

                           Executive Board would determine an equal distribution of the funds among all other

                           attendees.  

6. State treasurer will release convention funds at the June Executive Board meeting. Each delegate will submit an expense account showing the use of state funds which may include registration fee, transportation, lodging or food.  

7. The State Executive Board will appoint a non-executive board member to examine the financial records of the biennium prior to state convention. 

MEMBERSHIP  

1. Membership in Alpha Delta Kappa shall be by invitation only and shall be affected through

    organizing new chapters and through increasing membership in established chapters. 

2. To be eligible for active membership in Alpha Delta Kappa, a woman

          a. Shall be employed under contract in teaching, in administration or some specialized field of education. 

                      b. Shall meet one (1) of the following requirements: 

    (1) Shall have graduated from an accredited college or university with a degree in 

          education. 

    (2) Shall, in the United States, have met the requirements for teacher certification, 

          administrative certification, or certification in a specialized field of education in the

          state in which she is employed. 

    (3) Shall, in a country other than the United States, have met the requirements for 

          teacher certification, administrative certification or certification in a specialized

          field of education in the country in which she is employed. 

3. To be eligible for membership in Alpha Delta Kappa, a woman who is retired 

     must meet the following requirements:

a. Shall have met one of the following requirements: 

   (1) Shall have graduated from an accredited college or university with a degree in 

         education. 

   (2) Shall, in the United States, have met the requirements for teacher  

         certification, administrative certification, or certification in a 

         specialized field of  education in the state in which she was employed. 

                          (3) Shall, in a country other than the United States, have met the requirements for 

                                teacher certification, administrative certification, or certification in a specialized 

                                field of education in the country in which she was employed. 

 b. Continues to demonstrate a genuine interest and active involvement in the 

       current educational process. 

4.  New Member Application fees are no longer required. The following will take effect January 1, 2021:  

1. New members initiated January 1 -May 31    ($40.00 dues)

2. New Members initiated June 1 -December 31  ($ 20.00 dues)

3. Reinstatement Fee of $25 remains the same and dues will be prorated as above. 

PUBLICATIONS 

1. The Newsletter shall be the responsibility of the State President and will be published 

    from September through June depending on the need for communication. Submission

    deadlines will be at the discretion of the State President. Executive Board members, 

    state committee chairs and chapter presidents will receive, by email or USPS mail, 

    copies to be distributed to all members. The newsletter will be published on the state 

    website when it is available on the International website for all members to read. 

2. The State Directory will be published each biennium and the Executive Board will  determine the responsibility for publication. The directory may include: title page; state info page with theme, goals, executive board members, committee chairs and chapter president names; a page of  birthday info by month for each member; a section for each chapter to include officers, committee chairs, member names, addresses, phone numbers, date joined and an email address, Omega chapter members with date and the current year’s program. The directory will also include a brief history    of Vermont Alpha Delta Kappa.  

3. Information from each chapter will be submitted by August 1. A final copy will be emailed to each chapter president to distribute either as hard copy or an email attachment prior to their September meeting. At such time that there is a website, the directory will be published there also. 

**This information is CONFIDENTIAL for Alpha Delta Kappa use only. Information in the directory MAY NOT BE GIVEN OUT OR SOLD. 

ALTRUISTIC PROJECT (S) 

The Executive Board determines state altruistic contributions based on the following criteria:

            1. Supports women and children 

2. Statewide options 

3. Opportunities for volunteering/donating  

AWARDS/RECOGNITIONS 

The Presidents’ Award: The recipient is determined by the president, president-elect and immediate past president. It is given to a sister (currently employed or retired), who exemplifies what our founders define as an outstanding woman educator. 

POLICIES AND PROCEDURES. Used to be called Bylaws 

Vermont Alpha Delta Kappa Policies and Procedures Manual should be reviewed every two years following the International Convention and published every five years. All members shall receive a copy by email or hard copy. An Official Policy Statement shall be sent by the State President to International Headquarters by October 15 of even numbered years. 

BANNER 

The Vermont State Banner is displayed at the State Convention. At the Regional Conference and the  International Convention, the banner will be displayed in digital format on a screen. The State President is responsible for the care and storage of the banner when it is not on display. It is her responsibility to arrange transportation of the banner to and from the state convention; for delivering the banner to the designated person and/or place at the State Convention. She will send a photo of the banner to the designated committee member at the Regional Conference or the International Convention. If the State President does not attend the State Convention, Regional Conference or International Convention she shall designate another member to fulfill those duties. 

CONFERENCE AND CONVENTION PLANNING GUIDE 

STATE CONVENTION 

A State Convention will be held biennially in the even years for the purpose of developing association of members through participation in fraternity education activities, for conducting state business, and for the election and installation of State Officers. 

In the spring of the odd numbered years a gathering of Vermont sisters may be held. The State Executive Board will determine this by July of the even year.  

If due to unforeseen circumstances, the state convention cannot be held before May 1, and if each office has only one candidate, a balloted election is not required, and the president may declare the slate of officers elected by acclamation. (Approved 4/2020) 

LOCATION AND TIME 

The Executive Board will set convention site, dates, and times of the meeting(s). 

CONVENTION THEME 

The State President will choose a Convention theme. 

CONVENTION CHAIRMAN/CO-CHAIRMAN 

The President-Elect will chair this committee. 

RESPONSIBILITIES 

1. Work closely with the State President in the planning and implementing of all phases of the Convention. 

2. Secure bids from hotels in the area. 

3. Submit finding to the State President and the State Executive Board. 

4. Work with hotel personnel in setting up meeting spaces, social functions, meals, refreshments, audio-visual aids, lighting needs, physical arrangements of facilities and all other similar details after the hotel site is selected. 

5. Negotiate costs and share this information with the State President and the Executive Board. 

6. Check with the State President and Executive Board as appropriate, if contractual agreements 

    are to be signed. 

7. Choose appropriate committees and chairmen, including the State Treasurer and Registration Chairman. 

8. Coordinate chapter efforts in the planning and implementation of convention arrangements.

      9. Assist the President in setting the convention agenda. 

     10. Oversee the budgeted convention funds:

a. The convention budget should cover the cost of all convention materials, hotel and meal 

    costs for the International Representative, any facility fees, audio visual costs, 

    honorarium to a speaker and/or performer, and any other identifiable expenses. 

     b. The registration fee will cover the cost of the meal plus tax, gratuity and site fees.  

     11. Present registration fee proposal to State Executive Board for approval.

     12. Be responsible for appropriate publicity for the Convention.  

(Brochures/announcements/information and letters to chapters, etc.) 

13. Work with the State President and Executive Board in the planning and implementation of specific meetings and functions. 

14. Assist Treasurer by serving as an information resource in the payment of hotel and other convention bills. All expenses of the State Convention are paid from the state budget and registration fees. The State Treasurer will submit by May 31 a final Convention Financial Report to the State Executive Board following that year’s convention. 

15 .Include recommendations for the next Convention in the Convention file.

      16. Consult the section of this Policy Handbook on committee Chairmen for additional 

            duties or responsibilities. 

MANDATORY FUNCTIONS 

Social functions are arbitrary and may be planned at the pleasure of the State President and/or Convention Chairman. However, certain functions/meetings MUST be held during State Convention:

      1. Executive Board meeting just prior to the Convention 

2. General Business meeting with State President presiding 

3. Workshops or some other form of Fraternity Education 

4. Election of State Officers 

5. Installation of State Officers 

6. Executive Board meeting of new and retiring officers 

7. Formal invitation to next State Convention is extended to members 

PARLIAMENTARIAN 

The State President will appoint a Parliamentarian for the Convention. She will be available for  consultation with the State President as the need arises and advise the State President on the business  of the day using Robert’s Rules of Order. 

INTERNATIONAL REPRESENTATIVE 

A representative from the International Chapter will be assigned from Alpha Delta Kappa Headquarters,  A request for a specific representative should be made in writing by the State President prior to the fall International Executive Board meeting of the odd numbered year. General information follows: 

1. Once the State President has been notified by Headquarters regarding the name of the representative, she should send a letter outlining convention functions, appropriate dress for varying aspects of the convention, role expectations of the representative during the convention, and other arrangements that are pertinent. 

2. Travel expenses for the assigned representative are paid by International Headquarters. 

3. All other convention expenses, including the Representative’s registration fee, are paid from 

    the State Treasury. 

4. Hotel expenses for the representative are paid from the State Treasury if a complimentary room or suite is not provided by the hotel. 

5. The Representative is invited to all convention functions, including the Executive Board meeting prior to the Convention.

6. The Representative is asked to extend greetings from International Chapter at the General 

    Business meeting and at the Executive Board meeting prior to the Convention. 

7. The Representative is usually asked to conduct the Installation Service for new officers. The 

    State President should give this request in advance. 

8. The Representative is asked to speak at the function projected to have the largest number of members in attendance. 

9.  Courtesies expended are planned, organized and arranged by the State Convention Chair. 

10. The State President usually presents the State gift to the representative immediately after the  

      representative’s major presentation. 

PRESENTATION OF ALPHA DELTA KAPPA PINS 

After the installation of new officers, the Immediate Past State President presents the State President’s pin to the newly installed President. (This pin is passed from one State President to the next.) The newly installed President presents the Past State President’s pin to the Immediate past State President. The Immediate Past State President keeps this pin; therefore, the State must purchase one  pin each biennium. 

FOUNDERS’ DAY 

The Executive Board recognizes Founders’ Day through each chapter’s celebration. Board members  are encouraged to attend Founders’ celebrations regionally.  

DISSOLUTION STATEMENT 

For the United States and Puerto Rico, it is recommended that the International Bylaws Article XXI –  Dissolution Statement be added to the S/P/N policies and procedures manual, as well as to the chapter  policies and procedures manual. 

The Internal Revenue Service requires upon the dissolution of the corporation’s states, Commonwealth of Puerto Rico, or any chapters within, the assets of the state or chapter(s) having assets which remain after payment of its obligations has been made or provided for, and after return, transfer, or conveyance of assets held upon condition requiring such return, transfer, or conveyance, shall be transferred to one or more nonprofit organizations whose purposes are substantially similar to those for which the corporation is organized and which at the time of such distribution are described in section 501 (c) (3) of the Code and exempt from tax under section501(a) of the Code.). (Adopted 3/22/2022)