Chapter Rules
ARTICLE I. NAME
The name of the chapter shall be Beta Xi of Xi State Tennessee of the Delta Kappa Gamma Society International.
ARTICLE II. PUPOSES
The purpose of the Beta Xi Chapter shall be to promote the seven purposes of the Delta Kappa Gamma Society International and those of the Xi State Organization. In addition, the chapter will promote the professional and personal growth of leading women educators who have an impact on education worldwide.
ARTICLE III. MEMBERSHIP
A. The membership of Beta Xi Chapter shall be by invitation only. Names of the candidates shall be submitted using the proper Recommendation for Membership form. This form shall be completed by the sponsor and returned to the membership chairman by March 31st.The membership committee will review recommendations and prepare to present the candidates’ names to the chapter membership at the April meeting. Candidates shall be voted upon in chapter meeting by ballot. The election shall be either by preferential or ballot by four-fifths of the ballots cast. The method of voting shall be determined by the chapter at the time of nominations. Voting for prospective members will take place at the April meeting.
B. Membership Classes:The membership shall be composed of the following:
1. Active: women who are employed as professional educators or who have been retired from an educational position. An active member shall participate in the activities of the society.
2. Reserve: members who are unable to participate fully in the activities of the society and who have been approved by a majority vote of the chapter. Reserve members, so requesting, may be restored to active membership.
3. Honorary: Women who are not eligible for active membership who have rendered notable service to education and to the purposes of the society. They may participate in all activities of the society except elected office.
C. Termination: Membership in the society shall be terminated for the following reasons:
1. Non-payment of dues
2. Resignation
3. Death
D. Reinstatement: Former members are reinstated to active membership when the request is received by the chapter.
E. Transfer
1. Active or reserve members may request a transfer.
2. Transfer requests are accepted by the chapter.
3. Members may apply for a transfer by mailing a completed transfer form to International Headquarters.
F. Orientation and Reorientation
The President and Membership Committee will conduct a mandatory orientation prior to initiation. The orientation program shall be the responsibility of the membership committee.
ARTICLE IV. FINANCES
A. Annual Dues
1. International Dues shall be an amount recommended by the Executive Board and approved by the international convention. State Dues shall be an amount established by the state organization. Chapter dues shall be an amount recommended by the Executive Board of Beta Xi chapter.
2. Annual dues shall be paid between July 1st and October 31st of each year. Dues may be paid by installment with the last payment received by October 31st. On November 1st, members shall be dropped for non-payment of dues. All dues and fees shall be collected by the Chapter Treasurer. State and international dues and fees shall be forwarded to the State Treasurer.
3. Contributions to special funds such as Golden Gift, World Fellowship, etc. are received from member donations and chapter funds. Payments from chapter funds are approved by a vote of the chapter membership.
B. Financial Controls
1. The Finance Committee shall submit a proposed budget annually for adoption by the Executive Board.
2. All expense vouchers shall be signed by the president before payment is made by the treasurer. All checks will be signed by the treasurer.
3. The report of the annual audit shall be made by the finance committee and presented to the Executive Board.
4. The fiscal year for the chapter shall be from July 1st of the year until June 30th of the following year.
ARTICLE V. OFFICERS AND RELATED PERSONNEL
A. Chapter Officers
1. The elected officers of Beta Xi Chapter shall be: President; First Vice-President: Second Vice-President; Corresponding Secretary; and Recording Secretary.
The duties of the president are:
· To act as presiding officer at regular and called meetings and direct the activities of the chapter
· To represent the society at meetings, conferences, and other events
· To act as chairman of the executive board
· To appoint a parliamentarian and historian
· To appoint standing and special committees
· To approve all expense claims before payment is made
· To approve publications of the chapter
· To fill by appointment all vacancies in office
· To take action, with the advice and approval of the executive board on all matters which cannot be deferred until the next meeting
· To maintain regular communication with the executive board, committee chairs, and absent members
· To work with the executive board and committee chairs to develop a budget and to plan society activities each year
· To maintain the president’s file by assuring all information is up-to date when it is received from the outgoing president and by revising the material in the file as needed
· To complete the Chapter President’s Annual Report form and send it to the person designated on the form
· To notify the state organization of changes of officers during the biennium
· To attend meetings and workshops of the state organization and, whenever possible, the regional conference and international convention.
The duties of the first vice-president are:
· To act as presiding officer at regular and called meetings in the absence of the president
· To serve on the executive board
· To assist the president in selecting members for appointments to chapter offices
· To revise the chapter yearbook and submit it to the state first vice-president
· To represent the society at meetings, conferences, and other events
· To attend meetings and workshops of the state organization and, whenever possible, the regional conference and international convention
The duties of the second vice-president are:
· To act as the presiding officer at regular and called meetings in the absence of the president and first vice-president
· To serve on the executive board
· To assist the president in selecting members for appointments to chapter offices
· To work with the membership chair to recruit new members, to plan the initiation of new members, and to order supplies needed for membership and initiation
· To assist the chapter president with new member orientation
· To represent the society at meetings, conferences and other events
The duties of the corresponding secretary are;
· To serve on the executive board
· To send announcements, reminders and other communications to members about chapter activities
· To design and disseminate a chapter newsletter two weeks before each regular business meeting
The duties of the recording secretary are:
· To serve on the executive board
· To take minutes of all regular business meetings and Executive Board meetings
· To post minutes from each regular business meeting in the newsletter
· To take attendance at each regular meeting and to maintain a cumulative record of attendance for reporting purposes
B. Additional Officers in the Beta Xi Chapter shall include: Treasurer; Parliamentarian; and Historian. The Treasurer is selected by the Executive Board. The Parliamentarian and Historian are appointed by the President. The treasurer will receive all payments to the chapter and disburse funds according to the established society guidelines. The treasurer will also be responsible for the payment dues and special gifts to state and international organizations as well as the disbursement of funds to recipients of scholarships from the chapter. The parliamentarian will serve as an ad hoc member of the Executive Board and will advise the president and executive board about correct procedures for conducting chapter business in a fair and orderly manner. The historian will also serve as an ad hoc member of the Executive Board and will advise the president, Executive Board and chapter membership about the history and traditions of the chapter, Xi State and Delta Kappa Gamma International.
C. Terms of Office
1. Chapter officers, except those appointed by the president or Executive Board, shall be elected in even-numbered years by majority vote of the Chapter membership.
2. The term of office shall be two years. No officer, except those appointed, shall serve in the same office more than two terms in succession.
3. All officers shall take office by June 1 following their election.
D. Vacancies
1. When a vacancy occurs in the office of President, the First VicePresident shall become President.
2. When a vacancy occurs in other elective or appointive positions, the
President shall name a successor.
E. Nominations and Elections
1. Nominations for office shall be made by a nominating committee composed of three members elected by the Chapter.
2. The committee shall submit the name of one nominee for each elective
office. Consent of the nominee must be obtained.
3. The slate will be presented at the February meeting. Additional Nominations will be made from the floor.
4. Election shall be by ballot and a majority of votes cast. If the is only one nominee for an office, the election may be by voice vote. If there is only one nominee for each office, election may be by a motion to elect by acclamation.
F. Expenses The fees for attending the Xi State convention in Sewanee will be paid by the chapter for the president and, in years when it is applicable, for the outgoing president, as well. A stipend for expenses will be given by the chapter for officers attending the regional conference or the international convention.
ARTICLE VI EXECUTIVE BOARD
A. The members of the Beta Xi Executive Board shall be the elected officers, the immediate past president, and officers appointed by the president. The parliamentarian and historian are also be included ex officio.
B. The Beta Xi Executive Board shall:
· Plan the program and activities for the chapter
· Review and approve the budget
· Assist the president in assigning committee members and project chairs
· Assist the president and the membership committee in recruitment, initiation and orientation of new members
· Review and approve the audit of the chapter finances.
ARTICLE VII COMMITTEES
A. Standing Committees shall be:
1. Society Business
a. Finance
b. Membership
c. Nominations
2. Program of Work
a. Programs
b. Personal Growth and Services
c. Professional Affairs
3. Educational Services
a. Communications
b. Scholarship
c. World Fellowship
B. Special Committees
1. Hospitality
2. Legislative
3. Founder’s Day
4. Music
5. High School Essay
6. Technology
7. Scrapbook
C. Duties
Standing Committees shall carry out the duties represented by each international committee description. Special Committees may be appointed at the discretion of the President. Their duties shall be determined by the President and Executive Board.
ARTICLE VIII PARLIAMENTARY AUTHORITY
The current edition of the Xi State Standing Rules is designated for the governance of the chapter in which the authority is not inconsistent with the Constitution or other adopted society rules
ARTICLE IX AMMENDMENTS
The Executive Board shall review the standing rules once during the biennium.Individual rules may be considered at any regular business meeting.
ARTICLE X CHAPTER CUSTOMS, TRADITIONS CURRENT POLICIES AND PROCEDURES
In addition to the standing rules for the chapter, Beta Xi chapter has the following customs, traditions and policies:
· Prospective members are welcome and encouraged to attend several chapter meetings and activities before accepting the invitation to join.
· A list of chapter members who are ill or who have special needs is maintained by the president. Chapter members are asked to respond to each need on an individual basis with cards, food, calls, etc.
· In the event of the death of a chapter member, a flower arrangement containing one red rose is sent to the family.
Date Completed: 12-6-10
The name of the chapter shall be Beta Xi of Xi State Tennessee of the Delta Kappa Gamma Society International.
ARTICLE II. PUPOSES
The purpose of the Beta Xi Chapter shall be to promote the seven purposes of the Delta Kappa Gamma Society International and those of the Xi State Organization. In addition, the chapter will promote the professional and personal growth of leading women educators who have an impact on education worldwide.
ARTICLE III. MEMBERSHIP
A. The membership of Beta Xi Chapter shall be by invitation only. Names of the candidates shall be submitted using the proper Recommendation for Membership form. This form shall be completed by the sponsor and returned to the membership chairman by March 31st.The membership committee will review recommendations and prepare to present the candidates’ names to the chapter membership at the April meeting. Candidates shall be voted upon in chapter meeting by ballot. The election shall be either by preferential or ballot by four-fifths of the ballots cast. The method of voting shall be determined by the chapter at the time of nominations. Voting for prospective members will take place at the April meeting.
B. Membership Classes:The membership shall be composed of the following:
1. Active: women who are employed as professional educators or who have been retired from an educational position. An active member shall participate in the activities of the society.
2. Reserve: members who are unable to participate fully in the activities of the society and who have been approved by a majority vote of the chapter. Reserve members, so requesting, may be restored to active membership.
3. Honorary: Women who are not eligible for active membership who have rendered notable service to education and to the purposes of the society. They may participate in all activities of the society except elected office.
C. Termination: Membership in the society shall be terminated for the following reasons:
1. Non-payment of dues
2. Resignation
3. Death
D. Reinstatement: Former members are reinstated to active membership when the request is received by the chapter.
E. Transfer
1. Active or reserve members may request a transfer.
2. Transfer requests are accepted by the chapter.
3. Members may apply for a transfer by mailing a completed transfer form to International Headquarters.
F. Orientation and Reorientation
The President and Membership Committee will conduct a mandatory orientation prior to initiation. The orientation program shall be the responsibility of the membership committee.
ARTICLE IV. FINANCES
A. Annual Dues
1. International Dues shall be an amount recommended by the Executive Board and approved by the international convention. State Dues shall be an amount established by the state organization. Chapter dues shall be an amount recommended by the Executive Board of Beta Xi chapter.
2. Annual dues shall be paid between July 1st and October 31st of each year. Dues may be paid by installment with the last payment received by October 31st. On November 1st, members shall be dropped for non-payment of dues. All dues and fees shall be collected by the Chapter Treasurer. State and international dues and fees shall be forwarded to the State Treasurer.
3. Contributions to special funds such as Golden Gift, World Fellowship, etc. are received from member donations and chapter funds. Payments from chapter funds are approved by a vote of the chapter membership.
B. Financial Controls
1. The Finance Committee shall submit a proposed budget annually for adoption by the Executive Board.
2. All expense vouchers shall be signed by the president before payment is made by the treasurer. All checks will be signed by the treasurer.
3. The report of the annual audit shall be made by the finance committee and presented to the Executive Board.
4. The fiscal year for the chapter shall be from July 1st of the year until June 30th of the following year.
ARTICLE V. OFFICERS AND RELATED PERSONNEL
A. Chapter Officers
1. The elected officers of Beta Xi Chapter shall be: President; First Vice-President: Second Vice-President; Corresponding Secretary; and Recording Secretary.
The duties of the president are:
· To act as presiding officer at regular and called meetings and direct the activities of the chapter
· To represent the society at meetings, conferences, and other events
· To act as chairman of the executive board
· To appoint a parliamentarian and historian
· To appoint standing and special committees
· To approve all expense claims before payment is made
· To approve publications of the chapter
· To fill by appointment all vacancies in office
· To take action, with the advice and approval of the executive board on all matters which cannot be deferred until the next meeting
· To maintain regular communication with the executive board, committee chairs, and absent members
· To work with the executive board and committee chairs to develop a budget and to plan society activities each year
· To maintain the president’s file by assuring all information is up-to date when it is received from the outgoing president and by revising the material in the file as needed
· To complete the Chapter President’s Annual Report form and send it to the person designated on the form
· To notify the state organization of changes of officers during the biennium
· To attend meetings and workshops of the state organization and, whenever possible, the regional conference and international convention.
The duties of the first vice-president are:
· To act as presiding officer at regular and called meetings in the absence of the president
· To serve on the executive board
· To assist the president in selecting members for appointments to chapter offices
· To revise the chapter yearbook and submit it to the state first vice-president
· To represent the society at meetings, conferences, and other events
· To attend meetings and workshops of the state organization and, whenever possible, the regional conference and international convention
The duties of the second vice-president are:
· To act as the presiding officer at regular and called meetings in the absence of the president and first vice-president
· To serve on the executive board
· To assist the president in selecting members for appointments to chapter offices
· To work with the membership chair to recruit new members, to plan the initiation of new members, and to order supplies needed for membership and initiation
· To assist the chapter president with new member orientation
· To represent the society at meetings, conferences and other events
The duties of the corresponding secretary are;
· To serve on the executive board
· To send announcements, reminders and other communications to members about chapter activities
· To design and disseminate a chapter newsletter two weeks before each regular business meeting
The duties of the recording secretary are:
· To serve on the executive board
· To take minutes of all regular business meetings and Executive Board meetings
· To post minutes from each regular business meeting in the newsletter
· To take attendance at each regular meeting and to maintain a cumulative record of attendance for reporting purposes
B. Additional Officers in the Beta Xi Chapter shall include: Treasurer; Parliamentarian; and Historian. The Treasurer is selected by the Executive Board. The Parliamentarian and Historian are appointed by the President. The treasurer will receive all payments to the chapter and disburse funds according to the established society guidelines. The treasurer will also be responsible for the payment dues and special gifts to state and international organizations as well as the disbursement of funds to recipients of scholarships from the chapter. The parliamentarian will serve as an ad hoc member of the Executive Board and will advise the president and executive board about correct procedures for conducting chapter business in a fair and orderly manner. The historian will also serve as an ad hoc member of the Executive Board and will advise the president, Executive Board and chapter membership about the history and traditions of the chapter, Xi State and Delta Kappa Gamma International.
C. Terms of Office
1. Chapter officers, except those appointed by the president or Executive Board, shall be elected in even-numbered years by majority vote of the Chapter membership.
2. The term of office shall be two years. No officer, except those appointed, shall serve in the same office more than two terms in succession.
3. All officers shall take office by June 1 following their election.
D. Vacancies
1. When a vacancy occurs in the office of President, the First VicePresident shall become President.
2. When a vacancy occurs in other elective or appointive positions, the
President shall name a successor.
E. Nominations and Elections
1. Nominations for office shall be made by a nominating committee composed of three members elected by the Chapter.
2. The committee shall submit the name of one nominee for each elective
office. Consent of the nominee must be obtained.
3. The slate will be presented at the February meeting. Additional Nominations will be made from the floor.
4. Election shall be by ballot and a majority of votes cast. If the is only one nominee for an office, the election may be by voice vote. If there is only one nominee for each office, election may be by a motion to elect by acclamation.
F. Expenses The fees for attending the Xi State convention in Sewanee will be paid by the chapter for the president and, in years when it is applicable, for the outgoing president, as well. A stipend for expenses will be given by the chapter for officers attending the regional conference or the international convention.
ARTICLE VI EXECUTIVE BOARD
A. The members of the Beta Xi Executive Board shall be the elected officers, the immediate past president, and officers appointed by the president. The parliamentarian and historian are also be included ex officio.
B. The Beta Xi Executive Board shall:
· Plan the program and activities for the chapter
· Review and approve the budget
· Assist the president in assigning committee members and project chairs
· Assist the president and the membership committee in recruitment, initiation and orientation of new members
· Review and approve the audit of the chapter finances.
ARTICLE VII COMMITTEES
A. Standing Committees shall be:
1. Society Business
a. Finance
b. Membership
c. Nominations
2. Program of Work
a. Programs
b. Personal Growth and Services
c. Professional Affairs
3. Educational Services
a. Communications
b. Scholarship
c. World Fellowship
B. Special Committees
1. Hospitality
2. Legislative
3. Founder’s Day
4. Music
5. High School Essay
6. Technology
7. Scrapbook
C. Duties
Standing Committees shall carry out the duties represented by each international committee description. Special Committees may be appointed at the discretion of the President. Their duties shall be determined by the President and Executive Board.
ARTICLE VIII PARLIAMENTARY AUTHORITY
The current edition of the Xi State Standing Rules is designated for the governance of the chapter in which the authority is not inconsistent with the Constitution or other adopted society rules
ARTICLE IX AMMENDMENTS
The Executive Board shall review the standing rules once during the biennium.Individual rules may be considered at any regular business meeting.
ARTICLE X CHAPTER CUSTOMS, TRADITIONS CURRENT POLICIES AND PROCEDURES
In addition to the standing rules for the chapter, Beta Xi chapter has the following customs, traditions and policies:
· Prospective members are welcome and encouraged to attend several chapter meetings and activities before accepting the invitation to join.
· A list of chapter members who are ill or who have special needs is maintained by the president. Chapter members are asked to respond to each need on an individual basis with cards, food, calls, etc.
· In the event of the death of a chapter member, a flower arrangement containing one red rose is sent to the family.
Date Completed: 12-6-10
Updated September 2014