Alpha Chi Chapter Rules 2014
I. CHAPTER NAME
The name of this chapter shall be Alpha Chi Chapter, Zeta State Organization, The Delta Kappa Gamma Society International.
II. PURPOSES
The Purposes of Alpha Chi Chapter shall be the seven Purposes of the Delta Kappa Gamma Society International and those of Zeta State Organization.
III. MEMBERSHIP
Membership of Alpha Chi Chapter shall be in accordance with the Constitution, Article III, and the International Standing Rules, 3. The chapter has full authority for the administration of membership.
A. New Members
1. Recommendation for Membership (Form 11) shall be available at each regular chapter meeting.
2. Recommendation for Membership (Form 11) shall be completed by the sponsor and returned to the membership chairman before the next to last meeting of the year.
3. The Membership Committee shall review Recommendations for Membership (Form 11) and prepare to present the candidates’ names to the chapter membership.
4. Voting for prospective members will occur at the next to the last meeting.
5. The general membership shall vote by secret ballot. A majority vote will elect the candidate to membership.
6. Invitations to membership shall be in writing and delivered in person, if possible, within 20 days following election to membership.
7. Orientation of members-elect shall be held prior to the first meeting of the new year. The orientation program shall be the responsibility of the chapter president.
B. Initiation
1. New members shall be initiated at the first meeting of the chapter in the fall. No person shall be considered a member until she has been properly initiated.
2. In case of emergency or extenuating circumstances, a prospective member who has attended the orientation session may appeal to the Executive Board to set one other date for initiation during the current year.
3. The red roses used at the initiation ceremony shall be given to new members as a gesture of welcome.
4. Initiation of chapter honorary members may be conducted at any chapter meeting and shall be the responsibility of the chapter president and the Membership Committee chairman. Honorary members shall have given or be giving distinguished service to education and/or women that are of local significance to the chapter area.
C. Reserve Membership
1. Reserve membership shall be granted only to those who are 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, by so requesting, may be restored to active membership by a majority vote of the chapter.
D. Transfer
1. A member in good standing may be transferred from one chapter to another upon application to the International Headquarters.
E. Termination
1. The recording secretary shall record in the chapter or executive board meeting minutes the name of any member whose membership is terminated. The record shall include the reason and date of termination.
F. Reinstatement
1. A former member of the chapter may be restored to membership by a majority vote
of the chapter. There is no reinstatement fee.
IV. ATTENDANCE
A. Active members are expected to attend all chapter meetings.
B. At the last meeting of the year, a drawing will be held among those who have maintained a perfect attendance record. The winner will be allowed to waive local portion of chapter dues for the next year.
V. FINANCES
Financial matters are in accordance with the Constitution, International Standing Rules and ZETA State Organization Bylaws.
A. The Finance Committee shall make recommendations for changes in dues no later than the
final meeting. All members shall be notified prior to the first meeting of the fiscal year. Annual chapter, state organization and international dues and fees shall be collected by the chapter treasurer prior to October 31 and forwarded to Zeta State Organization treasurer by November 10. Those who have not paid dues by October 31 will be dropped from the membership roll.
B. The Finance Committee shall develop an annual budget and present it to the membership for
approval no later than the first business meeting of the fiscal year.
C. All bills, without exception, shall be submitted to the chapter treasurer before June 30.
D. Any proposed non-budgeted items in excess of fifty dollars ($50.00) must be approved by the
Finance Committee and the Executive Board.
E. The current chapter president shall be authorized to sign checks in the absence of the
treasurer.
F. The chapter shall pay the chapter president’s expenses to attend district, state, regional, and
international conventions when money is available.
G. The chapter shall pay the cost of the Zeta State Convention Celebration Luncheon (formerly
called the Birthday Luncheon) for the member selected as Alpha Chi Chapter Woman of Distinction.
H. All initiates must purchase the Society key pin and wear it to all meetings. Members who do
not wear the key pin will be fined $1.00 per meeting to be paid to the World Fellowship chairperson.
I. The chapter will purchase a president’s pin to be presented to the president at the installation service.
J. The executive board shall decide on the disposition of Society jewelry that has been returned to the chapter.
VI. ORGANIZATION
Alpha Chi Chapter shall govern the conduct of its business in a manner consistent with the Constitution, the International Standing Rules, the ZETA State Organization Bylaws, the ZETA State Organization Standing Rules and the Alpha Chi Chapter Standing Rules.
VII. OFFICERS AND RELATED PERSONNEL
A. Alpha Chi Chapter officers shall be a president, 1st vice president, 2nd vice president, a
recording/corresponding secretary (all elected), and a treasurer selected by the executive board.
B. The Nominations Committee shall be appointed by the Executive board.
C. A slate of officers, with one nominee per office, shall be prepared by the Nominations
Committee and presented to the membership at the next to the last meeting, with election
taking place at the next to the last meeting of the even-numbered years.
D. Installation of officers shall take place at the last meeting of even-numbered years.
E. A treasurer shall be selected by the executive board by the last meeting for the biennium.
F. Officers shall perform duties as specified in the Constitution, VI, the ZETA State
Organization Bylaws, and as authorized in the Alpha Chi Chapter Standing Rules.
G. The president shall serve as delegate to the district, state, regional, and international
conventions when funds are available.
H. The 1st vice president shall serve as chairman of the Program Committee (EEC).
I. The recording secretary shall be a member of the Standing Rules Committee. The recording
secretary shall be responsible for updating chapter standing rules as policies are changed
during business meetings.
J. The 2nd vice president shall update and prepare the information for the chapter yearbooks
and state organization directory.
K. When a vacancy occurs in the office of president, the vice president shall become president.
L. When a vacancy occurs in an office other than that of President or vice-president, the
president shall name a successor.
M. The immediate past president may serve as parliamentarian.
VIII. EXECUTIVE BOARD
A. The members of Alpha Chi Chapter Executive Board shall be the elected officers, the
immediate past president, and the committee chairmen. The treasurer is ex officio “with
vote”, and the parliamentarian is ex officio “without vote”.
B. The Alpha Chi Chapter Executive Board shall meet at least twice a year.
IX. MEETINGS
A. Alpha Chi Chapter shall meet a minimum of five times annually. Dates and times will be
determined by the Executive Board. Locations for chapter meetings will be determined by
the Program Committee.
B. A quorum shall consist of a majority of the members present.
X. COMMITTEES
A. Standing Committees
1. Society Business
a. Finance
b. Nominations
c. Membership
d. Chapter Rules
2. Program of Work (EEC)
a. Program: The vice-president is chairman of this committee, which is
the chairmen of these Standing Committees:
b. Personal Growth and Services
c. Professional Affairs
d. Research
e. Legislative
f. Music
3. Educational Services
a. Communications
b. Scholarship
c. World Fellowship
B. Special Committees: The president may name a special committee to focus on tasks not
assigned to standing committees. The committee is dissolved when its work has
been completed and a final report has been made.
C. Duties of Committees
1. Committee work shall be conducted in accordance with the CONSTITUTION,
International Standing Rules, and Bylaws and Standing Rules, Zeta State
Mississippi .
2. Additional committee responsibilities shall include the following
a. The Nominations Committee shall be comprised of the three immediate past
presidents. (persons chosen by the Executive Board)
b. The Nominations Committee shall report to the chapter at the March meeting of
even-numbered years. After that report nominations may be made from the floor
with the consent of the nominee(s).
c. The Nominations Committee shall be responsible for conducting the installation
of officers.
d. The Membership Committee shall be responsible for sending a bud vase to the
services for a deceased member. Additionally, it shall be the responsibility of the
Membership Committee to prepare a memorial service honoring the memory of
any deceased member. A Gideon Bible will be sent by this committee to any
member who has lost an immediate family member.
e. At the beginning of her biennium, the chairman of the Membership Committee
should attend the Chapter Leaders Training Workshop presented by Zeta State.
f. The Membership Committee shall be in charge of the initiation of new members.
g. The Personal Growth and Services Committee shall, in even-numbered years,
select the chapter’s Woman of Distinction. The committee shall receive and
review nomination forms, select and announce the chapter’s Woman of Distinction,
and submit her name to the State Personal Growth and Services
Committee. Nominations shall be submitted to the committee no later than the
second meeting of the year. The nominee:
1. Must have been an Alpha Chi member for no less than five years.
2. Must project the image of the Society and what it stands for.
3. Must be active in all phases of the chapter.
4. Must have made a significant contribution to the field of education.
h. The Personal Growth and Services Committee shall also select in odd numbered
years, the chapter’s Red Rose recipient, who shall be a non- DKG member and woman
leader residing in the chapter area and whose accomplishments have benefited education
and the status of women in leadership roles. The committee shall announce its decision
and submit recipient’s name to the state Share the Future Committee.
Nominations shall be submitted to the committee no later than the second
meeting of each year.
i. The Professional Affairs committee shall select, notify, and recognize the
recipient of the Katherine McNair Grant-in-Aid. This honor should be awarded
to worthy college students completing professional preparation to become
educators (in going Senior), outstanding high school graduates entering teacher
preparation programs, or non-members returning to the teaching profession.
XI. AMENDMENTS
The executive board shall review the standing rules at least once during the biennium. Individual
rules may be considered at any regular business meeting.
XII. DISSOLUTION OF THE CHAPTER
A. Before a chapter is dissolved, the approval of the ZETA State Organization must be
obtained.
B. Careful consideration shall be given to the manner in which those desiring to maintain
membership transfer to other chapters. International procedures must be followed.
C. Any remaining funds in the chapter account shall be sent to the ZETA State Organization
treasurer for state or international projects.
D. The chapter’s paraphernalia, the Society publications, and the chapter records shall be
retained in the ZETA State Organization archives and made available for use.
E. The charter must be returned to the ZETA State Organization to be forwarded to the
International Headquarters.
F. The ZETA State Organization Executive Board shall decide whether the Greek name shall
be reused or not.
XIII. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Newly Revised is designated for The governance of the chapter in all
instances in which the Society is not consistent with the Constitution or other adopted Society
rules.
Nominations Committee
Professional Affairs Committee
Membership Committee
Personal Growth and Services Committee
Finance
Program (Educational Excellence)
Legislative
Music
Scholarship
Communications
World Fellowship
Research
Chapter Rules
Secretary
1. Maintains written records for chapter files.
2. Records the minutes of each chapter and executive board meeting, including any membership terminations with reasons for termination, and other official actions taken.
3. Makes available to members the minutes of the previous meeting.
4. Files official minutes in a permanent chapter files after indicating the date the minutes are approved with her signature/initials
5. Handles correspondence of the organization as delegated by the president unless the chapter has a corresponding secretary.
6. Handle the ordering of a Gideon Bible when a member’s parent or spouse or child has passed, as well as having a single red rose on a member’s casket at their passing.
7. Serves on the Standing Rules Committee.
8. Serve on the Executive Committee.
9. Attend Officer Orienation.
Parliamentarian
Treasurer
2nd Vice President
1st Vice President
President
I. CHAPTER NAME
The name of this chapter shall be Alpha Chi Chapter, Zeta State Organization, The Delta Kappa Gamma Society International.
II. PURPOSES
The Purposes of Alpha Chi Chapter shall be the seven Purposes of the Delta Kappa Gamma Society International and those of Zeta State Organization.
III. MEMBERSHIP
Membership of Alpha Chi Chapter shall be in accordance with the Constitution, Article III, and the International Standing Rules, 3. The chapter has full authority for the administration of membership.
A. New Members
1. Recommendation for Membership (Form 11) shall be available at each regular chapter meeting.
2. Recommendation for Membership (Form 11) shall be completed by the sponsor and returned to the membership chairman before the next to last meeting of the year.
3. The Membership Committee shall review Recommendations for Membership (Form 11) and prepare to present the candidates’ names to the chapter membership.
4. Voting for prospective members will occur at the next to the last meeting.
5. The general membership shall vote by secret ballot. A majority vote will elect the candidate to membership.
6. Invitations to membership shall be in writing and delivered in person, if possible, within 20 days following election to membership.
7. Orientation of members-elect shall be held prior to the first meeting of the new year. The orientation program shall be the responsibility of the chapter president.
B. Initiation
1. New members shall be initiated at the first meeting of the chapter in the fall. No person shall be considered a member until she has been properly initiated.
2. In case of emergency or extenuating circumstances, a prospective member who has attended the orientation session may appeal to the Executive Board to set one other date for initiation during the current year.
3. The red roses used at the initiation ceremony shall be given to new members as a gesture of welcome.
4. Initiation of chapter honorary members may be conducted at any chapter meeting and shall be the responsibility of the chapter president and the Membership Committee chairman. Honorary members shall have given or be giving distinguished service to education and/or women that are of local significance to the chapter area.
C. Reserve Membership
1. Reserve membership shall be granted only to those who are 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, by so requesting, may be restored to active membership by a majority vote of the chapter.
D. Transfer
1. A member in good standing may be transferred from one chapter to another upon application to the International Headquarters.
E. Termination
1. The recording secretary shall record in the chapter or executive board meeting minutes the name of any member whose membership is terminated. The record shall include the reason and date of termination.
F. Reinstatement
1. A former member of the chapter may be restored to membership by a majority vote
of the chapter. There is no reinstatement fee.
IV. ATTENDANCE
A. Active members are expected to attend all chapter meetings.
B. At the last meeting of the year, a drawing will be held among those who have maintained a perfect attendance record. The winner will be allowed to waive local portion of chapter dues for the next year.
V. FINANCES
Financial matters are in accordance with the Constitution, International Standing Rules and ZETA State Organization Bylaws.
A. The Finance Committee shall make recommendations for changes in dues no later than the
final meeting. All members shall be notified prior to the first meeting of the fiscal year. Annual chapter, state organization and international dues and fees shall be collected by the chapter treasurer prior to October 31 and forwarded to Zeta State Organization treasurer by November 10. Those who have not paid dues by October 31 will be dropped from the membership roll.
B. The Finance Committee shall develop an annual budget and present it to the membership for
approval no later than the first business meeting of the fiscal year.
C. All bills, without exception, shall be submitted to the chapter treasurer before June 30.
D. Any proposed non-budgeted items in excess of fifty dollars ($50.00) must be approved by the
Finance Committee and the Executive Board.
E. The current chapter president shall be authorized to sign checks in the absence of the
treasurer.
F. The chapter shall pay the chapter president’s expenses to attend district, state, regional, and
international conventions when money is available.
G. The chapter shall pay the cost of the Zeta State Convention Celebration Luncheon (formerly
called the Birthday Luncheon) for the member selected as Alpha Chi Chapter Woman of Distinction.
H. All initiates must purchase the Society key pin and wear it to all meetings. Members who do
not wear the key pin will be fined $1.00 per meeting to be paid to the World Fellowship chairperson.
I. The chapter will purchase a president’s pin to be presented to the president at the installation service.
J. The executive board shall decide on the disposition of Society jewelry that has been returned to the chapter.
VI. ORGANIZATION
Alpha Chi Chapter shall govern the conduct of its business in a manner consistent with the Constitution, the International Standing Rules, the ZETA State Organization Bylaws, the ZETA State Organization Standing Rules and the Alpha Chi Chapter Standing Rules.
VII. OFFICERS AND RELATED PERSONNEL
A. Alpha Chi Chapter officers shall be a president, 1st vice president, 2nd vice president, a
recording/corresponding secretary (all elected), and a treasurer selected by the executive board.
B. The Nominations Committee shall be appointed by the Executive board.
C. A slate of officers, with one nominee per office, shall be prepared by the Nominations
Committee and presented to the membership at the next to the last meeting, with election
taking place at the next to the last meeting of the even-numbered years.
D. Installation of officers shall take place at the last meeting of even-numbered years.
E. A treasurer shall be selected by the executive board by the last meeting for the biennium.
F. Officers shall perform duties as specified in the Constitution, VI, the ZETA State
Organization Bylaws, and as authorized in the Alpha Chi Chapter Standing Rules.
G. The president shall serve as delegate to the district, state, regional, and international
conventions when funds are available.
H. The 1st vice president shall serve as chairman of the Program Committee (EEC).
I. The recording secretary shall be a member of the Standing Rules Committee. The recording
secretary shall be responsible for updating chapter standing rules as policies are changed
during business meetings.
J. The 2nd vice president shall update and prepare the information for the chapter yearbooks
and state organization directory.
K. When a vacancy occurs in the office of president, the vice president shall become president.
L. When a vacancy occurs in an office other than that of President or vice-president, the
president shall name a successor.
M. The immediate past president may serve as parliamentarian.
VIII. EXECUTIVE BOARD
A. The members of Alpha Chi Chapter Executive Board shall be the elected officers, the
immediate past president, and the committee chairmen. The treasurer is ex officio “with
vote”, and the parliamentarian is ex officio “without vote”.
B. The Alpha Chi Chapter Executive Board shall meet at least twice a year.
IX. MEETINGS
A. Alpha Chi Chapter shall meet a minimum of five times annually. Dates and times will be
determined by the Executive Board. Locations for chapter meetings will be determined by
the Program Committee.
B. A quorum shall consist of a majority of the members present.
X. COMMITTEES
A. Standing Committees
1. Society Business
a. Finance
b. Nominations
c. Membership
d. Chapter Rules
2. Program of Work (EEC)
a. Program: The vice-president is chairman of this committee, which is
the chairmen of these Standing Committees:
b. Personal Growth and Services
c. Professional Affairs
d. Research
e. Legislative
f. Music
3. Educational Services
a. Communications
b. Scholarship
c. World Fellowship
B. Special Committees: The president may name a special committee to focus on tasks not
assigned to standing committees. The committee is dissolved when its work has
been completed and a final report has been made.
C. Duties of Committees
1. Committee work shall be conducted in accordance with the CONSTITUTION,
International Standing Rules, and Bylaws and Standing Rules, Zeta State
Mississippi .
2. Additional committee responsibilities shall include the following
a. The Nominations Committee shall be comprised of the three immediate past
presidents. (persons chosen by the Executive Board)
b. The Nominations Committee shall report to the chapter at the March meeting of
even-numbered years. After that report nominations may be made from the floor
with the consent of the nominee(s).
c. The Nominations Committee shall be responsible for conducting the installation
of officers.
d. The Membership Committee shall be responsible for sending a bud vase to the
services for a deceased member. Additionally, it shall be the responsibility of the
Membership Committee to prepare a memorial service honoring the memory of
any deceased member. A Gideon Bible will be sent by this committee to any
member who has lost an immediate family member.
e. At the beginning of her biennium, the chairman of the Membership Committee
should attend the Chapter Leaders Training Workshop presented by Zeta State.
f. The Membership Committee shall be in charge of the initiation of new members.
g. The Personal Growth and Services Committee shall, in even-numbered years,
select the chapter’s Woman of Distinction. The committee shall receive and
review nomination forms, select and announce the chapter’s Woman of Distinction,
and submit her name to the State Personal Growth and Services
Committee. Nominations shall be submitted to the committee no later than the
second meeting of the year. The nominee:
1. Must have been an Alpha Chi member for no less than five years.
2. Must project the image of the Society and what it stands for.
3. Must be active in all phases of the chapter.
4. Must have made a significant contribution to the field of education.
h. The Personal Growth and Services Committee shall also select in odd numbered
years, the chapter’s Red Rose recipient, who shall be a non- DKG member and woman
leader residing in the chapter area and whose accomplishments have benefited education
and the status of women in leadership roles. The committee shall announce its decision
and submit recipient’s name to the state Share the Future Committee.
Nominations shall be submitted to the committee no later than the second
meeting of each year.
i. The Professional Affairs committee shall select, notify, and recognize the
recipient of the Katherine McNair Grant-in-Aid. This honor should be awarded
to worthy college students completing professional preparation to become
educators (in going Senior), outstanding high school graduates entering teacher
preparation programs, or non-members returning to the teaching profession.
XI. AMENDMENTS
The executive board shall review the standing rules at least once during the biennium. Individual
rules may be considered at any regular business meeting.
XII. DISSOLUTION OF THE CHAPTER
A. Before a chapter is dissolved, the approval of the ZETA State Organization must be
obtained.
B. Careful consideration shall be given to the manner in which those desiring to maintain
membership transfer to other chapters. International procedures must be followed.
C. Any remaining funds in the chapter account shall be sent to the ZETA State Organization
treasurer for state or international projects.
D. The chapter’s paraphernalia, the Society publications, and the chapter records shall be
retained in the ZETA State Organization archives and made available for use.
E. The charter must be returned to the ZETA State Organization to be forwarded to the
International Headquarters.
F. The ZETA State Organization Executive Board shall decide whether the Greek name shall
be reused or not.
XIII. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, Newly Revised is designated for The governance of the chapter in all
instances in which the Society is not consistent with the Constitution or other adopted Society
rules.
Nominations Committee
- Should be comprised of three members chosen by the Executive Board with one being the immediate past-president.
- Identify those members of Alpha Chi Chapter who show leadership potential and dedication to Delta Kappa Gamma.
- Ascertain that the nominated person will serve if elected to an officer position.
- Should report to the chapter at the March meeting of even-numbered years. After that report, nominations may be made from the floor with the consent of the nominee(s).
- Shall be responsible for conducting the installation of officers.
- Send immediately the names and addresses of new officers to Zeta State President and the Executive Coordinator at International Headquarters. Form 3 and 3A by April 15th and May 15th to the names on the forms.
- Communicate with Zeta State Nominations Committee.
Professional Affairs Committee
- Develop chapter interest and participation in activities designed to improve the professional status of women educators.
- Orchestrate the annual silent auction to fund Alpha Chi Grant-in-Aid.
- Review guidelines for giving a grant-in-aid to a college junior who is planning to teach.
- Shall select, notify, and recognize the recipient of the Katherine McNair Grant-in-Aid. (Guidelines are in Alpha Chi’s Chapter Rules). Form 9 needs to be completed and sent in to the Professional Affairs representative by February 1st.
- Present a picture and article for use in the local newspaper and chapter newsletter.
- Prepare a certificate for the Grant-in-Aid recipient.
- Communicate with Zeta State Professional Affairs Committee.
Membership Committee
- Shall be responsible for sending a bud vase to the services for a deceased member.
- It shall be the responsibility of the Membership Committee to prepare a memorial service honoring the memory of any deceased members.
- This committee will see that a Gideon Bible is donated when any member has lost an immediate family member.
- At the beginning of her biennium, the chairman should attend the Chapter Leaders Training Workshop/ Retreat presented by Zeta State.
- Shall be in charge of the initiation of new members.
- Review professional qualifications of women whose names have been submitted for membership. Form 24
- Present names and qualifications of those recommended to chapter members.
- Invite qualified women educators to active membership in the Society.
- Keep accurate records of invitations sent and written replies.
- Conduct orientation of prospective members.
- Prepare initiation ceremony.
- Prepare the Membership Report and the Necrology Report for Zeta State.
Personal Growth and Services Committee
- Recognize needs of members, and recommend programs and projects to aid in individual growth, leadership development, and community involvement.
- Encourage members to reach beyond themselves and their communities to help create a genuine spiritual fellowship among women educators of the world.
- Lead Alpha Chi Chapter in Zeta State’s service project. Form 14- deadline Feb. 1st to Personal Growth and Services representative.
- Shall, in even-numbered years, select the chapter’s Woman of Distinction. The committee shall receive and review nomination forms, select and announce the chapter’s Woman of Distinction, and submit her name to the State Personal Growth and Services Committee. Nominations shall be submitted to the committee no later than the second meeting of the year. Guidelines are in the Alpha Chi chapter rules. Form 22- deadline December 1st to the Personal Growth and Services representative.
- Shall also select in odd numbered years, the chapter’s Red Rose recipient, who shall be a non-member woman residing in the chapter area. (more in rules) The committee shall announce its decision and submit recipient’s name to the state Share the Future Committee. Nominations shall be submitted to the committee no later than the second meeting of each year. Form 19- deadline Feb. 1st to Headquarters Chairman.
- Prepare a certificate for the recipient and arrange for a red rose pin to be purchased and presented to the recipient.
- Communicate with Zeta State Personal Growth and Services Committee.
Finance
- Supervise the financial affairs of Alpha Chi Chapter.
- Prepare chapter budget and assist the treasurer in the preparation for the adoption by the Executive Board.
- Review financial statement.
- Present vote on amount of chapter dues and assessments.
- Communicate with Zeta State Finance Committee and complete the Finance Report.
Program (Educational Excellence)
- Develop chapter program of work, focusing upon the purposes and mission statement of the Society.
- Use new program manual to prepare programs for the biennium.
- Prepare the chapter yearbook (if only one VP) according to the guidelines on Form 23. Deadline is December 1st to the Zeta State 1st VP, as well others on the form. BUT our Alpha Chi yearbook must be printed, prepared, and distributed for the first meeting.
- Plan the observance of Alpha Chi’s birthday.
- Communicate with the 2nd VP if applicable.
- Communicate with Zeta State Program (EEC) Committee.
- Follow the guidelines for the vice-president on p. 8 of the Go-To-Guide for Chapter Members.
- Prepare the EEC report for Zeta State.
Legislative
- Communicate with chapter members on pending legislation.
- Encourage members to communicate their concerns and desires about educational issues to their legislators.
- Communicate with Zeta State Program (EEC) Committee
Music
- Use music and other art forms to enhance appreciate of the Society’s goals and to give dignity and beauty to programs.
- Provide appropriate music at each meeting.
- Communicate with the Zeta State Program (EEC) Committee.
Scholarship
- Present criteria and deadlines for existing scholarships, and encourage chapter members to apply. Form 12 for Mary Stuart Harmon- deadline Feb. 1st. Form 20 for Clytee Evans and Amanda Lowther scholarships- deadline Feb. 1st.
- Expound on the new Alpha Chi Chapter Scholarship and set guidelines for this new scholarship set up by Sherrill Haynes.
- Provide members with scholarship applications.
- Remind members of due dates for applications.
- Communicate with Zeta State Scholarship Committee.
- Prepare the Scholarship Report for Zeta State.
Communications
- Make sure that newsletters are being sent to Alpha Chi members (these may be done by the 2nd VP or other volunteer) and that you have included minutes of the previous meetings, president’s message, reminders about upcoming events, etc.
- Develop a means of communicating with members for emergency purposes (illness, death). Set up a phone tree as well as an email system.
- Publicize information about the Society and chapter events in local newspapers.
- Send articles to Zeta Data. (but send to the Zeta State President—she will forward).
- Encourage members to submit articles to the Delta Kappa Gamma Bulletin.
- Communicate with Zeta State Communications Committee.
World Fellowship
- Assist in supporting the work of the International World Fellowship Committee.
- Collect contributions to the World Fellowship Fund. Give those donations to the chapter treasurer to forward to Zeta State.
- Prepare the World Fellowship Report for Zeta State.
- Communicate with Zeta State World Fellowship Committee.
Research
- Investigate issues and distribute pertinent information to members.
- Assess needs within the communities represented by Alpha Chi members, and suggest studies of local problems.
- Publicize pertinent research in the area of the program them and of current educational trends and issues.
- Collect data to add to our chapter yearbook next year: birthdates, county of residence, email addresses, etc.
- Have the chapter complete the Zeta State Membership Survey every four years. Form 13 and send them in to the Zeta State Research Representative.
- Communicate with the Zeta State Research Committee.
Chapter Rules
- Review current Alpha Chi Chapter Rules for consistency with the Society’s Constitution and Zeta State’s Bylaws and Standing Rules.
- Present proposed changes to the Executive Board for approval. The Executive Board will present approved proposed changes to the membership for approval.
- Submit current chapter rules to the Zeta State committee chairperson.
- Make sure the 2nd VP has a current copy of the rules in the yearbook.
Secretary
1. Maintains written records for chapter files.
2. Records the minutes of each chapter and executive board meeting, including any membership terminations with reasons for termination, and other official actions taken.
3. Makes available to members the minutes of the previous meeting.
4. Files official minutes in a permanent chapter files after indicating the date the minutes are approved with her signature/initials
5. Handles correspondence of the organization as delegated by the president unless the chapter has a corresponding secretary.
6. Handle the ordering of a Gideon Bible when a member’s parent or spouse or child has passed, as well as having a single red rose on a member’s casket at their passing.
7. Serves on the Standing Rules Committee.
8. Serve on the Executive Committee.
9. Attend Officer Orienation.
Parliamentarian
- Serve as an advisor to the President, Executive committee and membership in following chapter rules, Zeta State Bylaws and Standing Rules, and the International Constitution.
Treasurer
- Submit a budge for membership approval.
- Collect membership dues and submit fees to state and international.
- Submit Chapter Treasurer form to Zeta State.
- Present a financial report at each chapter meeting.
- Attend Officer Orientation.
2nd Vice President
- Serve on the Executive Board.
- Update and produce the Alpha Chi Yearbook as policies are changed. Disperse the yearbook at the first meeting of the year.
- Keep the yearbook on CD or jump drive to pass on to the next 2nd VP.
- Submit the yearbook before December 1st to Zeta State 1st Vice President and other specified personnel.
- Attend Officer Orientation
1st Vice President
- Preside over Alpha Chi meetings in the absence of the President.
- Serve as the Program/EEC chairman.
- Plan the meetings with the help of the Executive Board. Follow up with the venues before each meeting and follow up with the refreshment hostess.
- Serve on the Executive Board.
- Attend Officer Orientation.
- Complete the EEC report and Honor Chapter Criteria for Zeta State.
- Serve as the Membership chairman.
President
- Preside over all Alpha Chi Meetings.
- Preside over all Alpha Chi Chapter Executive Committee Meetings.
- Attend Officer Orientation.
- Follow up with all chapter chairman on what is expected at each meeting.
- Represent Alpha Chi Chapter at Zeta State Biennium Meeting, Zeta State Executive Board Meetings, and Central District Biennium Meeting.
- Submit annual reports and other reports to Zeta State and International.
- Attend Officer Orientation.
- Other duties as needed.