Gamma Delta Chapter

Standing Rules may be amended or rescinded at any meeting by two-thirds (⅔) of the votes cast without prior notice or by a majority vote with prior notice.

1. Name

The name of the organization is Gamma Delta Chapter of Eta State Organization of The Delta Kappa Gamma Society International.

2. Mission

The Gamma Delta Chapter of Delta Kappa Gamma seeks to honor and unite women educators for fellowship, professional growth, and service to the educational community.

3. Purpose

To unite women educators of the world in a genuine spiritual fellowship
To honor women who have given or who evidence a potential for distinctive service in any field of education
To advance the professional interest and position of women in education
To initiate, endorse, and support desirable legislation or other suitable endeavors in the interests of education and of women educators
To endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to women educators from other countries
To stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action
To inform the members of current economic, social, political, and educational issues so that they may participate effectively in a world society

4. Membership

Membership is in accordance with the Constitution, Article III, and the International Standing Rules, 3. The chapter has full authority for the administration of the membership.

A. Membership is composed of Active, Reserve, and Honorary members.

1. Active members shall be women who are currently employed in or retired from educational work at the time of their election and have had three or more years of experience as professional educators. They shall participate actively in the work of the Society.

3. Reserve members shall be formerly active members who are unable to participate in the activities of the chapter because of physical disability and /or geographical location. Reserve status shall be granted by a majority vote of the chapter. A reserve member, so requesting, may be restored to active membership by a majority vote of the chapter.

4. Honorary members shall be women not eligible for active membership who have rendered notable service to education or to women and who are elected to honorary membership in recognition of such service. A lifetime fee of $50.00 for international publications shall be paid for each honorary member at the time of initiation. The fee shall be paid by the chapter. Honorary members shall be privileged to participate in all activities except that of holding office. (Constitution Article III, Section B)

B. The chapter’s treasurer shall keep accurate files of membership which include the

following:

1. The current record of individual memberships shall be kept up-to-date.

2. Dates of initiation shall be recorded.

3. Names of nominees who refuse membership, their reasons, and their dates of invitations shall be retained.

4. Names of members who are reinstated and who transfer into or out of the chapter, dates, and the chapters where members are coming from or going to shall be retained.

5. Dates of the deaths of members shall be kept up-to-date.

6. Letters of resignation and reasons for resignation shall be retained.

7. Information about reinstatements shall be maintained, including dates and from which chapters the members come

C. Members are expected to wear their ΔΚΓ pin to every meeting and are also encouraged to wear their pin on the first Monday of each month. The ΔΚΓ keypin is worn in a vertical position over the heart. No other pin is worn above the keypin. It is not to be worn pinned to scarves or collars.

D. Membership Termination: Membership will be automatically terminated if a member’s dues are not paid by October 31 of each fiscal year.

E. Members will notify the co-chairmen for reservations about intended absences.

5. Finances

Financial matters are in accordance with the Constitution, International Standing Rules, and Eta State organization By-laws.

A. Dues

1. The chapter annual dues shall be $79 for each active member. The annual dues for active members include the following:

· International dues of $40

· World Fellowship fee of $1

· State dues of $15

· International Scholarship fee of $1

· Local chapter dues of $23

· Literacy Project fee of $2

2. The chapter annual dues shall be $31 for each reserve member. The annual dues for reserve members include the following:

· International dues of $20

· World Fellowship fee of $1

· State dues of $2

· International Scholarship fee of $1

· Local chapter dues of $8

· Literacy Project fee of $2

3. Any changes in the amount of annual chapter dues must be proposed by the Finance Committee and may be amended at any meeting by three-fourths of the votes cast without prior notice or by a majority vote with prior notice.

4. Annual chapter dues shall be paid between July 1 and October 31 of each year. On November 1, members shall be dropped for nonpayment of dues and fees.

5. All chapter dues shall be collected by the chapter treasurer. State and international dues and fees shall be forwarded by the chapter treasurer to the state treasurer.

B. Budget

1. In each odd-numbered year a biennial budget for the chapter shall be prepared by the Finance Committee and presented to the membership for adoption at the first meeting of the second year of the biennium.

2. Following adoption of the budget by the chapter, no expenditure is to exceed the budgeted amount without approval of the Executive Board.

3. The budget shall include a contingency fund to take care of unexpected needs.

4. Items occurring in the budget each year of the biennium:

· Expenses of committees

· Expenses for travel to the Eta State annual convention

· Expenses for an audit to include a yearly review of the financial accounts.

5. Items occurring in the budget the first year of the biennium only:

· June workshop and travel expenses for the new president and committee members (car pooling encouraged)

C. General rules concerning finances

1. The chapter’s fiscal year shall be from July 1 through June 30.

2. Reimbursement for travel expense authorized by the Executive Board shall be made at the current rate approved by the Internal Revenue Service. Carpooling is urged when possible.

3. Expenses must be documented in writing and submitted at least annually to the chapter treasurer.

4. Gamma Delta Chapter shall pay for meals and lodging (if needed) of state officers and regional directors whom they invite to chapter meetings or joint meetings of several chapters. Travel is paid by Eta State.

5. The president's pin is presented by the chapter at the time of her installation.

6. Organization

Gamma Delta Chapter shall govern the conduct of its business in a manner which does not conflict with the Constitution, the International Standing Rules, the Eta State Organization By-Laws, the Eta State Organization Standing Rules, and the Gamma Delta Standing Rules. These rules will be verified by the Director of Region IX.

As a chapter in Eta State Organization of North Carolina, Gamma Delta Chapter is in the southeast region of the United States. The states in this region are Alabama, Arkansas, Florida, Georgia, Louisiana, Mississippi, Kentucky, North Carolina, South Carolina, Tennessee, and Virginia.

A. The chapter officers, except the Treasurer, shall be elected at the March meeting in even-numbered years by a majority vote.

B. A minimum of four meetings shall be held annually with at least three on the international theme and focus for the year.

C. Chapter treasurers shall be retained in office as long as feasible because of the nature of their responsibilities and the time required to learn the special details of the office.

D. If the chapter president is unable to attend a state convention, she should notify the Eta State President well in advance and submit the name of her substitute.

E. The chapter shall conduct a workshop for new officers and committee members, acquainting them with their duties and promoting knowledge of the history, plans, and programs of work of the organization. This may follow the annual June state workshop.

7. Officers

Officers shall perform duties as specified in the Constitution, article VI, the Eta State Organization Bylaws, and as authorized in the Gamma Delta Chapter Standing Rules.

A. Gamma Delta Chapter officers shall be a President, a First Vice President, a Second Vice President, a Recording Secretary, a Corresponding Secretary (all elected at large), and a Treasurer selected by the Executive Board.

B. A slate of officers, with one nominee per office, shall be prepared by the Nomination Committee and presented to the membership for election. Nominations will be accepted from the floor.

C. Duties of the President

1. The president shall attend the annual regional June workshop following her installation.

2. The president may call a meeting of the Executive Board following the June workshop to plan the meetings and activities for the biennium.

3. The president shall assist the vice president on the Program Committee

4. The president shall conduct each meeting and each executive board meeting according to the rules and bylaws of Delta Kappa Gamma.

5. The president shall report about meetings and activities of the Executive Board at the next business meeting of the chapter.

D. Duties of the First Vice President

1. The first vice president shall serve as the chairman of the Program Committee.

2. The first vice president shall conduct the meeting in the absence of the President.

E. Duties of the Second Vice President

The second vice president shall serve as the chairman of the Membership Committee.

F. Duties of the Recording Secretary

1. The recording secretary shall record the minutes of all business meetings and prepare them for duplication and distribution.

2. The recording secretary shall perform the duties of corresponding secretary in the case of vacancy in that office until a successor is in place.

3. The recording secretary shall maintain a permanent record of all official chapter documents including minutes, meeting attendance, standing rules, committee reports, and other records as directed by the President or the Executive Board.

4. The recording secretary shall be a member of the Standing Rules Committee and the Membership committee.

G. Duties of the Corresponding Secretary

1. The corresponding secretary shall update and prepare information for the media and shall coordinate all correspondence as requested by the President or Executive Board.

2. The corresponding secretary shall perform the duties of the Recording Secretary in the case of an absence from an official business meeting or in the case of a vacancy in that office until a successor is in place.

3. The corresponding secretary shall provide handouts to absent members.

4. The corresponding secretary shall be a member of the Communication Committee.

H. Duties of the Treasurer

1. The treasurer shall collect all dues and forward state and international dues and fees to the state treasurer.

2. The treasurer shall report to the state treasurer the record of all memberships terminated, including reasons and dates of termination.

3. The treasurer shall report to the state treasurer when a former member has been reinstated.

4. The treasurer is expected to attend the annual June workshop along with program and /or membership chairmen.

5. The treasurer shall present the financial standing of the chapter at each meeting.

6. The treasurer shall submit for annual audit/financial review the accounts of the chapter.

7. The treasurer shall order the president’s pin at the chapter’s expense and make it available to the Nomination Chairman before installation of officers.

I. Duties of the Parliamentarian

1. The immediate past president shall serve as the parliamentarian.

2. The parliamentarian shall serve as an advisor and consultant to the president, the Executive Board, and the membership at large on matters of proper meeting procedures so that business may be accomplished in an efficient manner.

3. The parliamentarian shall be familiar with Robert's Rules of Order and the Standing Rules of the chapter.

J. If a vacancy occurs, the state By-laws shall be followed in filling the officer’s position.

8. Meetings

The Gamma Delta Chapter shall meet at least four times per year during the months of September, October, March, and May. A quorum shall consist of three fourths (¾) of the membership present at the meeting.

9. Executive Board

The Gamma Delta Executive Board shall function according to the Constitution, Article VII C.

A. The members of the Gamma Delta Chapter Executive Board shall be the elected officers, the treasurer. Past Presidents may also attend.

B. The parliamentarian is an ex-officio member without a vote.

10. Committees

The Gamma Delta Committees shall function according to the Eta State Constitution and By-Laws.

A. Standing Committees shall at least include the following:

· Finance Committee

· Membership Committee

· Nomination Committee

B. Other committees shall implement the services and activities of the chapter. These may include the following:

· Communications Committee

· Hostess Committee

· Music Committee

· Personal Growth Committee

· Professional Affairs Committee

· Projects and Services Committee

· Research Committee

· Scholarship Committee

· Scrapbook Committee

· Standing Rules Committee

· World Fellowship Committee

C. General committee procedures

1. All committees shall be appointed by the chapter president.

2. The president shall be an ex-officio member of all committees.

3. The parliamentarian shall be an ex-officio member of the Standing Rules Committee.

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

5. The recording secretary shall serve as consultant to the Finance Committee as well as a member of the Standing Rules Committee and the Membership committee.

6. The chapter newsletter editor, the corresponding secretary, and the chapter webmaster shall be members of the Communication Committee.

7. Committee members who address the chapter’s Program of Work (see lists above) may be different from chapter members assigned to make arrangements for programs to be presented at regular business meetings.

Responsibilities for programs at meetings include the following for the Program Committee Chairman:

a. Clarify the program topic with the first vice president

b. Write an article for the chapter newsletter

o Deadline will be one month before the program

o Check with the newsletter editor

c. Coordinate the activities of Program Committee Members

Responsibilities for Program Committee Members:

a. Check the availability of equipment and appropriateness of facility

b. Contact and coordinate plans with the Hostess Committee to expedite the meeting

c. Make arrangements for recognition of the Guest Speaker (i.e., meals and gift)

8. Committee members who address the chapter’s Program of Work (see lists above) may be different from chapter members assigned to make hostess arrangements for our regular business meetings.

Coordinate the activities of members of the Hostess Committee

Responsibilities for Hostess Committee Members:

a. Make necessary accommodations (i.e., table/seating arrangement and table decorations) for the meeting area

b. Contact and coordinate plans with the Program Committee to expedite the meeting

c. Arrange for chapter members to make uncomplicated payment for meals

d. Greet and direct chapter members to the meeting area to facilitate a timely opening

D. Finance Committee

1. The committee shall meet twice during each fiscal year--once during the late summer or early fall and once in late winter. The chairman of the Scholarship Committee shall be invited to attend the second meeting for the purpose of collaboration on the amount and number of scholarships.

2. The Finance Committee shall prepare in odd-numbered years a biennial budget and present it for review, modification, and adoption by the chapter membership.

3. This budget shall be subject to annual review and amendment, if necessary, by the Finance Committee and the Executive Board.

4. The President shall approve all requests for reimbursement before they are sent to the treasurer for payment. The president’s requests for reimbursement shall be approved by the chairman of the Finance Committee.

5. The Finance Committee shall provide for an annual audit and review. The chairman of the Finance Committee will present the annual audit to the Executive Board for information.

6. The Finance Committee shall perform other duties determined by the Executive Board

E. Membership Committee

1. The chapter shall investigate excessive absences or failure to pay dues and fees and encourage members to meet requirements to retain membership.

2. A subcommittee of the Membership Committee shall be the New Member Committee.

3. The New Member Committee shall screen candidates for membership in the chapter.

4. Committee members for each county (Alleghany and Ashe) shall meet in January or February of the first year of the biennium to nominate no more than five candidates and two alternates from each county.

5. Candidates will be nominated at the March meeting for election into chapter membership.

6. The New Member Committee shall consider the base schools of nominees to ensure that all schools in each county are well-represented.

7. The chapter president and the chairman of the Membership Committee should arrange an orientation session with prospective members for a time after invitations are mailed and before the initiation ceremony. The invitation to the orientation may be sent with the invitation to membership. Members-elect will indicate in writing their responses to membership before the initiation ceremony.

8. New members may be initiated during the May meeting of the first year of the biennium. The Society shall provide examples of initiation and installation ceremonies. These may be adapted to meet the needs at the chapter, state, or international level.

9. A subcommittee of the Membership Committee shall be the Treasured Roses Committee. The purpose of this subcommittee is to honor the founders of the Gamma Delta Chapter.

10. A subcommittee of the Membership Committee shall be the Phone Tree Committee. The purpose of this subcommittee is to keep members informed by telephone or other means of communication.

11. A subcommittee of the Membership Committee shall be the Ceremony of Remembrance Committee. The purpose of this subcommittee is to make contact with the family of a deceased member and assist with ΔΚΓ arrangements. Special recognition of a member’s death shall be financed by the chapter assessment/dues. Committee members will also maintain the Memorial Book. The executive board shall decide on the disposition of Society’s jewelry that has been returned to the chapter.

F. Nomination Committee

1. The Nomination Committee shall submit a slate of officers for the next biennium at the March meeting.

2. This slate of officers shall name one nominee for each elective office (President, First Vice President, Second Vice President, Recording Secretary, and Corresponding Secretary). Consent of the nominee must be obtained before the slate of officers is presented to the chapter for nomination.

G. Projects and Services Committee

1. The Project and Services Committee shall assist in coordinating the projects, services, and activities of the chapter as needed.

2. This committee will encourage each member to select a school and volunteer for a service project during the school year. This service project might be a literacy project, fall festival, book fair, etc. At the end of the biennium, this committee will describe the various volunteer activities of the chapter. This description will be included in our scrapbook and used to generate articles for our county newspapers.

H. Communication Committee

1. The purpose of the Communication Committee is to provide linkages of member to member in the chapter, linkage from our chapter to the state and international organizations, and linkage with other constituencies.

2. The Communication Committee shall create, produce, and distribute a chapter newsletter at least four times each year.

3. This committee shall send news items concerning members to the editor of the Eta State newsletter for inclusion in the publication when appropriate.

4. When a chapter website is maintained, the webmaster shall be a member of the Communication Committee.

I. Music Committee

1. The goal of the Music Committee is to show how the arts can be integrated in our everyday lives to add enjoyment and pleasure to our lives.

2. At each meeting this committee shall lead the chapter in the singing of our ΔΚΓ song.

3. When requested, this committee shall recommend a program to showcase the talents of the members of our chapter.

J. Personal Growth Committee

1. The goal of the Personal Growth Committee is to enrich the personal lives of members in the following areas: growth and understanding of self and others; growth in personal and professional leadership; study of economic, social, political, educational issues; and service to meet local, state organization, national and world needs.

2. This committee will promote excellence in lifelong education along with skills or personal development programs for the chapter members.

3. When requested, this committee shall coordinate a program to enhance personal growth for our members.

K. Professional Affairs Committee

1. The goal of the Professional Affairs Committee is to encourage mutual respect and cooperation within the profession and to promote women in education

2. The committee urges members to initiate, endorse, and/or support desirable legislation or other suitable endeavors in the interests of education and of women in education.

3. Each chapter member shall keep a record of volunteer hours for the year on a prepared Gamma Delta Form. These recorded hours shall be sent to Eta State by the Professional Affairs Committee.

L. Research Committee

1. The purpose of the Research Committee is to document and retain information about individual members.

2. For new members, committee members will collect information for the chapter’s Research Notebooks.

M. Scholarship and Grant Committee

1. The purposes of the Scholarship Committee are to inform chapter members about the availability of both state and international scholarships as well as to encourage the chapter to provide financial help to prospective women educators.

2. Committee members will assist any chapter member who wishes to apply for a state or international scholarship before the annual deadline of February 1.

3. Committee members will encourage chapter members who are able to meet the following qualifications to apply for scholarships:

a. An applicant must have been a member of The Delta Kappa Gamma Society International for at least two years.

b. An applicant must be in good standing and must meet reasonable standards of general scholarship, professional service, health, and personality.

c. There is no age limit, but there must be evidence of potentiality for future service to the teaching profession.

d. Prior to applying, applicants must be accepted by the graduate school in which the proposed study is to be accomplished.

4. The committee encourages the chapter to provide financial help to prospective women educators.

5. The Gamma Delta chapter provides an annual Recruitment Grant for an aspiring woman educator. The Scholarship and Grant Committee coordinates activities to advertise the

availability of grant funds and choose the recipient of the grant. The grant is awarded to a prospective woman educator from Alleghany County one year and from Ashe County during the alternating year.

5. Committee activities to award the Recruitment Grant include the following:

a. The availability and the requirements of the Gamma Delta Recruitment Grant will be advertised through local newspapers (Alleghany News and Jefferson Post) and through parent newsletters.

b. Committee members will contact high school guidance counselors directly to solicit their input for possible recipients of the grant.

c. Committee members of the appropriate county meet together to recommend a grant recipient to the chapter.

d. The committee will notify the grant recipient of the award and invite her to the next chapter meeting.

N. Scrapbook Committee

1. The purpose of the Scrapbook Committee is to keep the Gamma Delta Scrapbooks current.

2. Committee members will make the scrapbooks available during meetings when requested.

O. Standing Rules Committee

1. The purpose of the Standing Rules Committee is to review the chapter’s standing rules at least once during each biennium and make recommendations for changes to the chapter for a vote.

2. The committee will ensure that the chapter’s standing rules are consistent with state and international governing documents.

3. The committee will submit a copy of the current standing rules to the Regional Director when requested to do so.

P. World Fellowship Committee

1. This committee will assist any chapter member who wishes to apply for a world fellowship.

2. The committee will maintain contact with any World Fellowship recipients studying in the immediate area.

11. Dissolution:

A. Before a chapter is dissolved, the approval of the Eta 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.

C. International procedures must be followed.

D. Any remaining funds in the chapter account shall be sent to the Eta State Organization treasurer for state or international projects.

E. The chapter’s paraphernalia, the Society’s publications, and the chapter records shall be retained in the Eta State Organization archives and made available for use.

F. The charter must be returned to Eta State Organization to be forwarded to the International Headquarters.

G. The Eta State Organization Executive Board shall decide whether the Greek name shall be reused or not.

12. Parliamentary Authority

Robert’s Rules of Order is designated for the governance of the chapter in all instances in which authority is not provided in the Constitution or other adopted Society rules.

13. Amendments

A. The Standing Rules Committee shall review the chapter’s standing rules at least once during each biennium and make recommendations for changes to the chapter for a vote.

B. Standing Rules may be amended or rescinded at any meeting by two-thirds (⅔) of the votes cast without prior notice or by a majority vote with prior notice.

C. Individual rules may be considered at any regular business meeting.

Adopted March, 2007

Amended October, 2008

Last updated on March 5, 2009