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STANDING RULES OF

ALPHA ZETA CHAPTER

ALPHA EPSILON STATE INDIANA

DELTA KAPPA GAMMA SOCIETY INTERNATIONAL

 Adopted April 13, 2013

Revised January 14, 2017

 I.  NAME

 The name of this chapter shall be Alpha Zeta Chapter,

Indiana State Organization (Alpha Epsilon),

The Delta Kappa Gamma Society International,

hereinafter also referred to as the Society. 

The Delta Kappa Gamma Society International may be known as the Society, Delta Kappa Gamma, ΔΚГ or DKG.  The Alpha Zeta chapter may be known as AZ.

II.  PURPOSES

 The purposes of this chapter shall be the seven purposes of The Delta Kappa Gamma Society International (CONSTITUTION) and in the Alpha Zeta program book. 

MISSION STATEMENT 

The Delta Kappa Gamma Society International promotes professional and personal growth of women educators and excellence in education. 

VISION STATEMENT 

Leading Women Educators Impacting Education Worldwide 

 III.  MEMBERSHIP 

A.      Active/Active Life

An active member is a woman, who at the time of her election, is employed as a professional educator or has retired from an educational position.  An active life member is a member who, years ago, paid a lifetime membership fee (this option is no longer available). An active member shall participate in the activities of the Society.

An active member who lives in an area where no chapter exists may be connected to a chapter through technology.

 B.      Reserve

A reserve member is a member who is unable to participate fully in the activities of the chapter because of physical disability and/or geographic location.

 C.      Honorary

An honorary member shall be a woman not eligible for active membership who has rendered notable service to education or to women, and is elected to honorary membership in recognition of such service.

 D.      All membership is in accordance with the CONSTITUTION.

 E.      Selection, Election, and Invitation

1.  The Recommendation for Membership (Form 11) shall be submitted at any time to the Membership Committee.  All members are responsible for recommending candidates for membership. 

2.  Voting on recommended candidates shall be on written ballots by members present.  A candidate receiving at least four-fifths (4/5) of the ballots cast is accepted.

3.  An invitation shall be mailed by the president to the prospective member, following the voting by the membership.  A Delta Kappa Gamma information brochure shall be given to the prospective member.

4.  The Membership Committee shall conduct an orientation meeting for prospective members prior to initiation. Upon acceptance of invitation, additional information including dues, fees, and purchase of keypin shall be mailed or taken to the prospective member by the Membership Chairman or a designated person.

5.  If a prospective member declines the invitation, the prospective member's name and reason should be kept on file for future consideration. 

F.      Initiation

1.      Initiation shall be held as needed.  A special initiation may be held at the discretion of the Executive Board. 

2.      Initiation is the responsibility of the Membership Committee and shall be conducted in accordance with the Ceremonies booklet.

3.      At the time of initiation, the initiate shall:

a.   pay the initiation fee and dues according to the CONSTITUTION.

b.  order and pay for a keypin (optional).

4.       No candidate can join “in absentia.”  Initiation in person is required for membership in Delta Kappa Gamma. It must occur within one year from the time of her election. 

G.    Change of Status

1.       Reserve

a.       Reserve membership shall be granted by a majority vote of members present at a meeting.

b.      A reserve member, so requesting, shall be restored to active membership, no vote necessary.

2.      Honorary

An honorary member who becomes a professional educator is then eligible for active membership, no vote necessary.

3.      Transfer

a.       A member may transfer from one chapter to another upon notifying Society Headquarters by completing a Request for Transfer form.

b.      The receiving chapter does not vote on the transfer.

4.      Reinstatement

A former member shall be reinstated to membership upon her request.  No vote or reinstatement fee is necessary. 

H.     Termination of Membership

Membership in the Society is terminated for nonpayment of dues and fees, resignation, or death. 

IV.  FINANCE 

A.   Dues and Fees

1.  Chapter dues and assessments shall be determined annually by chapter vote after the reading of the Finance Committee's proposed budget in accordance with the State and International requirements.

Chapter members may vote to pay an amount in addition to dues and fees for the support of a chapter or state organization project.  Reserve members shall be exempt from paying chapter financial assessments.

 2.  The first newsletter in the fall shall include information concerning dues.  The newsletter shall state the manner in which the check is to be made payable; the name and address of the treasurer; the amount due per active, reserve, and life members; and a reminder that separate checks should be written for dues and for the meal reservation.

 3.  Annual dues, assessments, and scholarship fees are due and payable to the Chapter Treasurer prior to October 31 and forwarded to the Alpha Epsilon State Organization treasurer by November 10.  Membership is terminated for nonpayment of dues and fees on November 1.

B.   Collections

1.       A scholarship box shall be passed at each meeting for members to contribute to the scholarship fund.

2.       Fine Box

a.    The president has the option of determining a “fine(s)” on members at each meeting.  A fine is a small amount assessed as a fun activity to assist the treasury.  Examples: Not wearing your pin or holiday decorating early.

b.    A fine box shall be passed during the meeting by the treasurer. 

c.     Monies collected are added to the general fund.

3.       The “I Care” box shall be passed as needed to help pay the dues of any member experiencing financial difficulties, as recommended by the treasurer and approved by the executive board.

4.       At the discretion of the president, a special collection may be taken to assist a member at a time of an emergency or to fund a non-budget item.

 C.  Memorial Contributions

1.       In the event of the death of a member, the treasurer shall send $20 to a Delta Kappa Gamma Society International fund.

2.       In the event of the death of a member’s immediate family, the treasurer shall send $10 to a Delta Kappa Gamma Society International fund. 

D.   Fiscal Year

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

V.  ORGANIZATION 

A.  The Alpha Zeta Chapter of Alpha Epsilon State includes, but is not limited to, Grant, Huntington, Wabash and Whitley counties of Indiana.

B.  The Alpha Zeta Chapter shall be a member of Coordinating Council 3.  The chapter president and immediate past president shall serve on the council.

C.  The chapter president is a representative on the Alpha Epsilon State executive board. 

VI. OFFICERS AND RELATED PERSONNEL 

A.  Elected and Appointed Officers

The elected chapter officers shall be a president, first vice-president, second vice- president, recording secretary, and corresponding secretary.  The chapter appointed officers shall be: treasurer and parliamentarian. 

B.  Election of Officers

1.       Presentation of the slate of officers shall be at the first meeting of the calendar year in the even-numbered years. 

2.       Election shall be held at the second meeting of the calendar year in the even-numbered years by majority vote of members present.  Election shall be by ballot.  If there is but one nominee for an office, the election may be by voice vote. 

3.       The ballot shall include the slate of officers and the nominees for the nominations committee. 

4.       Installation shall be conducted at the last meeting in the spring of even-numbered years. 

C.   Related Personnel (Appointed) 

1.       The treasurer shall be recommended by the president-elect and approved by the outgoing executive board each biennium. 

2.       The parliamentarian shall be appointed by the president each biennium. 

   3.   Installation shall be conducted at the last meeting in the spring of even-numbered years. 

D.  Duties of Elected Officers               

1.        The President shall:

a.    preside at regular and called meetings;

b.    serve as chairman of the chapter executive board;

c.     recommend a treasurer for approval by the executive board;

d.    appoint standing and special committees, name a chairman for each, (except Nominations), and appoint a parliamentarian for her biennium;

e.     serve as member ex-officio with vote on all committees except the Nominations Committee;

f.     arrange for a planning  meeting of officers and committee chairmen for the purpose of setting dates and programs for the next year;

g.     mail an invitation to the prospective member following her election to membership;

h.    approve publication of the chapter newsletter (AZ Gazette);

i.      fill, by appointment, a vacancy in office;

j.      represent the chapter at Alpha Epsilon State executive board meetings and at Coordinating Council 3 meetings;

k.    submit annual chapter president reports to the state organization (annual report Form 8 and Necrology report Form 2);

l.      supervise submission of biennial chapter committee reports;

m.  act, with advice and approval of the executive board, on matters that cannot be deferred to the next chapter meeting;

n.    execute all legal documents;

o.    serve, ex officio with vote, in the supervision of finances and budget development;

p.    encourage chapter activities that develop leadership potential of members;

q.    delegate tasks, as appropriate, to officers and members;

r.      arrange for installation of new officers in even-numbered years;

s.     arrange for the purchase of  the new president’s pin;

t.      recommend collection of money as specified under Finance  B;

u.    arrange for a single white rose to be sent in the name of Alpha Zeta in the event of the death of a member.

2.        The First Vice-President shall:

a.    perform those duties assigned to her by the president and/or the executive board and act in place of the president when the need arises;

b.    become the president in the event of the death or resignation of the president and serve until the next regular election of officers;

c.     serve on committees, either as a member or as a committee chairman;

d.    serve as chairman of the Program committee and carry out duties as outlined in the chapter handbook;

e.     work with hostess chairmen of each meeting to be sure they have their checklist of duties and materials; and

f.     be responsible for the monthly program as well as the observance of Founder’s Day and the chapter birthday  celebration. 

3.        The Second Vice-President shall:

a.    perform those duties assigned to her by the president;

b.    serve on committees, either as a member or as a committee chairman;

c.     be responsible for seeing that the chapter program book is;

1.       printed

2.       distributed to all members

3.       two (2) copies of the chapter program book sent to the State first vice president and;

4.       one copy of the chapter program book sent to the chapter liaison assigned by the state.           

d.    be responsible for developing and carrying out the Chapter Special Project. 

4.        The Recording Secretary shall:

a.    perform those duties assigned to her by the president;

b.    serve on committees, either as a member or as a committee chairman;

c.     maintain written records for chapter files;

d.    record the minutes of each chapter and executive board meeting, including official actions taken and any membership termination with reasons for termination;

e.     make available to members the minutes of the previous meeting; and

f.     file official minutes in a permanent chapter file after indicating the date that minutes are approved with the signatures/initials of the president and the secretary. 

5.        The Corresponding Secretary shall:

a.       perform those duties assigned to her by the president;

b.       serve on committees, either as a member or as a committee chairman;

c.        be the editor of the Alpha Zeta Gazette;

d.       distribute the newsletter to all members; and

e.        handle correspondence of the organization as delegated by the president. 

6.       The Immediate Past President shall:

a.    provide guidance and assistance to the president, as requested;

b.    perform those duties assigned to her by the president;

c.     serve on committees, either as a member or as a committee chairman;

d.    serve as a voting member of the executive board;

e.     represent the chapter on Coordinating Council 3;

f.     serve on the AZ Standing Rules committee; and

g.     serve as member ex officio, without vote, on the Nominations Committee. 

E.  Duties of Related Personnel (Appointed) 

1.       The Treasurer shall:

a.       perform those duties assigned to her by the president;

b.       serve as a member of the finance committee;

c.        receive money and pay expenses approved by the chapter president;

d.       keep an account of income and expenditures, including bank statements;

e.        present a financial report at each meeting;

f.        collect dues and fees of active and reserve members between July 1 and October 31;

g.        determine when to pass the “I Care” box;

h.       receive money from the hostess to pay for catered meals (including unclaimed meal reservations);

i.         complete and file appropriate forms:

1)     IRS Form 990 between July 1 and Nov 15

2)     DKG Form 115 by July 15

3)     DKG Form 18 by November 10

4)     submit forms to the state:

·         to add members

·         to change membership status

·         to report the death of a member; Form 6 to International (mem@dkg.org); to the State Treasurer and to the State Membership Chairman

j.         order the keypins and the president’s pins;

k.       collect and immediately send initiation fees with the initiation cards to the state organization treasurer;

l.         submit chapter accounts for annual financial review;

m.     serve on the executive board as a member ex officio with voting privilege;

n.       send memorial contribution to a Delta Kappa Gamma Society International fund

1)       $20  in the event of the death of a member; and

2)       $10 in the event of the death of a member’s immediate family. 

2.        The Parliamentarian shall:

a.    perform those duties assigned to her by the president;

b.    serve on committees, either as a member or as a committee chairman;

c.     advise the officers and members in matters pertaining to interpretation of the CONSTITUTION and INTERNATIONAL STANDING RULES, state organization bylaws, AZ Standing Rules, and parliamentary procedure;

d.    give advice or explanation only when requested to do so;

e.     serve on the executive board as a member ex officio, without vote; and

f.     suggest revisions and amendments to the AZ standing rules and AZ  handbook to keep them in line with the CONSTITUTION and INTERNATIONAL STANDING RULES, as well as state organization bylaws.  

F.       Term of Office 

1.  The term of each elected officer shall be for two (2) years. They may not serve more than two consecutive elected terms. 

2.       The treasurer, selected by the executive board each biennium, may serve more than two (2) terms in succession. 

3.       The chapter parliamentarian is appointed by the president and may serve more than two (2) terms in succession. 

4.  All officers and appointed personnel shall assume their positions on July 1 of even-numbered years. 

G.  Vacancies 

1.  When a vacancy occurs in the office of president, the first vice-president shall become president.  

2.       When a vacancy occurs in any other elected office, the president shall name a successor with the consent of the executive board. 

3.  When a vacancy occurs in an appointed position, the president shall name a successor.
 

VII.  EXECUTIVE BOARD 

A.  The chapter executive board shall include the elected officers, the treasurer, and the immediate past president.  The parliamentarian shall be member ex officio without vote.  

B.   Meetings of the executive board shall be held at least twice each year.  Special meetings may be called by the president.  The members may meet through electronic communication as long as all the members may simultaneously hear one another and participate during the meeting. 

C.   A quorum shall be four (4) members of the executive board. 

D.   The executive board has been authorized to destroy obsolete materials. 

E.   The executive board shall:

1.    select  the treasurer for the biennium;

2.    act in matters requiring immediate action and decision;

3.    recommend policies and procedures for consideration by members;

4.    establish rules for budget development and approval for the supervision of chapter finances;

5.    approve the use of the “I Care” funds; and

6.    determine distribution of reclaimed keypins.  

VIII.  COMMITTEES 

A.   Standing Committees shall be: 

1.   Society Business - Finance, Membership, Nominations, Communications/Publicity; 

2.   Society Mission and Purposes - Program, Personal Growth and Development, Professional Affairs, Legislative, Music, Scholarships, International Projects; and 

3.  Chapter Business - Standing Rules Revision, Cheer, Memorial, Scrapbook, Chapter Website, and Hostess. 

B.   Ad Hoc Committees 

Special committees shall be appointed by the president as needed.  After submitting a final report to the executive board, the committee shall be dissolved. 

C.   General Procedures of Committees 

1.       Committees shall perform duties as prescribed in the Society CONSTITUTION, AZ Standing Rules, and AZ Handbook. 

2.       All members, active and reserve, will be appointed to at least one (1) committee. The president will appoint the chairman of each committee except the Nominations Committee. 

3.       All committees except the Nominations Committee shall be appointed by the president.  The Nominations Committee shall consist of five (5) elected members, one (1) of whom shall be designated as chairman by the preceding committee.  Two members shall be elected in one biennium and three (3) shall be elected in the following biennium.  The immediate past president, member ex officio without vote, shall serve on the committee. 

4.       The president shall be member ex-officio, with vote, of all committees except the Nominations Committee. 

5.       The chairman of a committee may become member ex-officio, without vote, of that same committee during the following biennium.  She will be considered a mentor to the committee that biennium. 

6.       All members ex officio are non-voting members and shall be assigned to another committee as well. 

7.       Matters requiring immediate committee action may be voted upon by mail, phone, fax, or e-mail. 

8.       All committees shall submit required reports. 

9.        All officers and committee chairmen shall maintain materials pertinent to her position during the biennium.  She shall

a.       review her committee  notebook inventory checklist to assure all materials are present.

b.       submit it to the standing rules committee chairman or designated member for  approval.

c.        pass materials to the member succeeding her at the final meeting in the spring at the end of the biennium or before the  June called meeting of the newly elected president.     

IX.  MEETINGS 

A.         Requirements and Considerations 

1.       Regular meetings

a.       Regular meetings of the chapter shall be held no fewer than four (4) times per year. 

b.       Meetings are held in September or October, November, January or February, March, and April or May.   

c.        Regular meetings of the chapter shall not be scheduled in conflict with state, council, regional, or International meetings.   

2.        Called meetings

a.       A called meeting of the executive board may be held at the discretion of the president. 

b.       A called meeting for the purpose of planning the yearly program and setting meeting dates shall be held each June with officers and committee chairman. 

c.        The chapter shall not schedule any called meetings in conflict with CCOT (in even-numbered years). 

3.       A quorum shall consist of members present. 

B.        Reservations 

1.    The member should make an advanced reservation for a meeting in order to have sufficient food and materials available.  A member who does not make reservations may or may not be served food depending upon its availability. 

2.    If the reservation has been placed, the member is responsible for payment. 

3.    If a member is unable to make a reservation in advance for the meal, the chapter urges the member to come to the business and program portion of the meeting.

X.  GRANTS AND SCHOLARSHIP 

A.         Grants-In-Aid 

1.    Grants-in-aid shall be awarded through the chapter Professional Affairs Committee. 

2.       Grants-in-aid are only presented to one student from each county.  If there are no applicants from a county, that grant will not be given. 

3.       Recipients must be in their sophomore or junior year of college and plan to pursue teaching as a profession.  Recipients may receive the grant a second year. 

4.       The amount presented shall be specified in each yearly budget. 

5.       The recipients and a parent are invited to attend the meeting as guests of Alpha Zeta when the grant is presented.  Others may be invited to attend but at their own expense. 

B.   Esther Mae Ashley Memorial                                                                                        

The Esther Mae Ashley Memorial was established in 1984 to honor Alpha Zeta's founder. 

1.    Manchester University Education Department, in conjunction with the chapter Scholarship Committee, will govern the award bestowed to a deserving student from the education department. 

2.  The amount presented shall be specified in each yearly budget. 

3.  The recipient and a parent are invited to attend the meeting as guests of Alpha Zeta when the grant is presented.  Others may be invited but at their own expense. 

C.   Chapter Scholarship 

Alpha Zeta chapter established an annual scholarship fund to encourage education or training that will allow active members to contribute to the educational process of learners of all ages. 

1.  The number of scholarships and amount budgeted shall be based on the availability of funds. 

2.  The criteria for selecting the scholarship recipients shall be determined by the scholarship guidelines as reviewed by the scholarship committee. 

3.   Awarding of the scholarship(s) will be prior to July 1.

XI.  KEYPINS AND PRESIDENT'S PIN 

A.   Keypins

1.   Members are encouraged to purchase a keypin.

2.   Upon being initiated, new members shall be given the option of purchasing returned pins, if any are available, or buying a new pin. 

3.   When a member resigns or is dropped from membership, she should stop wearing the keypin.  The member may give or sell (at half price) her pin to the chapter. 

4.      Returned pins, at the discretion of the executive board, may be given or sold to initiates or to members who have lost their pins. 

5.      Each member is encouraged to make arrangements for proper disposition of her keypin or other society jewelry upon her death. 

B.      President's Pin

1.   The outgoing chapter president shall arrange for purchase and presentation of the incoming president's pin. 

2.   The pin shall be presented by the outgoing president at the installation ceremony. 

3.   Returned pins, if available, may be presented to the new chapter president or purchased by past presidents who have lost theirs. 

C.      DKG Jewelry Etiquette

1.  Society jewelry may be worn on a ribbon or other manner as desired by the member. 

2.  Nothing is worn above the keypin. 

XII. PARLIAMENTARY AUTHORITY 

Robert's Rules of Order Newly Revised, current edition, shall govern the proceedings of the Alpha Zeta Chapter in all cases not provided for in the International CONSTITUTION, State Bylaws, or Alpha Zeta Standing Rules. 

A.    All Standing Rules are binding on the chapter. 

B.   These Standing Rules may be amended or rescinded by a majority vote of members present at any regular meeting provided prior notice of the amendment has been given. 

C.      These Standing Rules may be amended or rescinded at any time by a two-thirds (2/3) vote of members present if no notice of amendment was given. 

D.      Individual rules may be considered at any regular business meeting.  Voting shall be governed by prior notice vote requirements.  

E.       When an amendment is made, the amended item shall be dated.

XIV.  DISSOLUTION 

Dissolution of Alpha Zeta Chapter shall be in accordance with the Alpha Epsilon State Bylaws.  Dissolution of Chapters {1999} 

A.     A chapter may request that a chapter advisor from the state attend meetings and advise in problem solving. 

B.     A chapter considering dissolution shall first notify the state president and liaison. 

C.     Final dissolution shall not be considered without the passage of one calendar year. 

D.     The state president shall ascertain that a written notice of the meeting to discuss dissolution will be sent to all members of the chapter and will be attended by the state president or her designee. The chapter membership will be polled by written ballot within thirty days of this meeting. 

E.     The approval of the chapter executive board must be obtained prior to the dissolution of the chapter and be in concordance with the Bylaws of Alpha Epsilon State. 

F.      The chapter executive board must submit a written request for dissolution to the Alpha Epsilon State Executive Board. 

G.    Following action by the state Executive Board, all outstanding debts of the chapter must be paid. Any remaining funds in the chapter treasury shall be sent to the State Treasurer and deposited in the Available Funds. Chapter records and initiation paraphernalia must be sent to the Alpha Epsilon state Executive Secretary and made available for use. {2011}

H.    The chapter charter must be returned to the State organization to be forwarded to the Society Headquarters. {2011} 

I.       The state organization executive board shall decide whether the Greek name shall be reused. {2011} 

J.      After the dissolution process has been completed, state records including Bylaws and Standing Rules will show the change.

 XV.  MERGER OF CHAPTERS 

A.     Two chapters in geographical proximity may request permission from the State Executive Board to merge. 

B.     Each chapter will go through the dissolution process.  A new chapter will then be formed and a Greek name assigned. 

C.     Ceremonial Paraphernalia shall be selected from each chapter to be retained by the new chapter.  Extra paraphernalia shall be sent to the Executive Secretary. 

D.     Outstanding debts of each chapter must be paid.  The remaining funds shall be combined to form operating funds for the new chapter.

Respectfully submitted by the Alpha Zeta Chapter Standing Rules Committee: 

Janet Vesa, Donna Ott, Carol Herzog and Barba Eickhoff