Article I NAME
The name of this organization is Eta Chapter of The Delta Kappa Gamma Society International, California State (CA State), Area XII, chartered July 13, 1937.
Article II PURPOSES
1. The chapter is dedicated to fulfilling the seven purposes of The Delta Kappa Gamma Society International as stated in the Constitution.
2. The chapter is dedicated to fulfilling the International Mission Statement, which is to promote professional and personal growth of women educators and excellence in education.
Article III MEMBERSHIP
It shall be the responsibility of the Executive Board to evaluate chapter membership needs, conduct periodic “parity study,” make recommendations to the membership in accordance with the Constitution and International Standing Rules, establish procedures, voting, new member orientation, and initiation.
Qualifications for active, retired and honorary membership are as stated in The Constitution of The Delta Kappa Gamma Society International.
7. Termination of Membership
Former members shall be reinstated to membership by the chapter receiving the request without a vote.
9. Membership Records
9.1 The Membership Committee shall maintain membership records in perpetuity.
Article IV PARLIAMENTARY AUTHORITY
Robert’s Rules of Order Newly Revised shall govern proceedings in all cases not provided for in the International Constitution, the International Standing Rules, California State Bylaws, and these Standing Rules. A copy of the current Robert’s Rules shall be available at each meeting.
Article V ORGANIZATION
Annual chapter, Area, State, and International dues and fees are paid between July 1 and October 15. Annual chapter dues are determined by vote of the membership at a regular meeting as recommended by the Executive Board when deemed necessary. CA State and International dues and fees are set by a vote at State and International conventions. Eta Chapter participates in CA State, Area XII and contributes a fee set by the Area Chapter Presidents to finance Area XII functions.
Article VI OFFICERS AND APPOINTED POSITIONS
A. Elected Officers: Elected officers shall be a President, First Vice President (Educational Excellence/Program), Second Vice President (Membership), Recording Secretary, and Corresponding Secretary.
B. Appointed Officers: Appointed officers shall be a Treasurer, selected by the President, and the Parliamentarian, selected by the President or may be the Immediate Past President.
C. Appointed Positions: Appointed positions shall be the chairs for the
following committees: Chapter Rules, Finance, Membership, Communications/Marketing, Educational Excellence/Program, Awards and Recognitions, Educational Law/Policy, Visual/Performing Arts and Inspiration, Global Awareness, Hospitality, Early Career Educators, Scholarship, Recruitment Grants, Action Plan (AP), and Special (as determined by the Chapter President.) The chair of the Chapter Rules committee shall be the Parliamentarian.
D. Nominations Committee: The Nominations Committee shall be elected at the same time the officers are voted on in March of even numbered years. The chair shall be a continuing member from the previous committee.
E. Terms of Office: The term of each elected and appointed office shall begin on July 1 (even-numbered years) for a term of two years. The appointed positions and special committee chairs shall serve the same two year term.
l. All vacancies in office, except that of the President, shall be filled by the President with the approval of the Executive Committee for the unexpired term.
2. In the event that the President is unable to serve, the First Vice President
shall assume the office of President for the unexpired term. The nominations committee shall propose a candidate to fill the office of the First Vice President for the unexpired term. Election shall be conducted at the next chapter meeting.
G. Election and Installation:
The Nominations Committee shall present a proposed slate of officers at the regular chapter meeting in February of even numbered years. Election of officers shall be held in March. Installation of officers shall be at the Area XII Installation of Officers meeting held in April/May.
1. The Chapter Executive Board shall provide for an annual audit of the books.
2. This audit shall be completed by July 31 and a report submitted to the Chapter at the first meeting in the fall.
3. The President shall appoint a minimum of two members to meet with the Treasurer for the audit. One of those members shall be the Chairman of the Chapter Finance Committee and one cannot be a member of the Finance Committee.
OFFICERS AND RELATED PERSONNEL
All personnel shall perform their duties as stipulated in the Constitution of The Delta Kappa Gamma Society International, International Standing Rules and the Bylaws of California State.
2. First Vice-President
The First Vice-President shall:
a. Serve as President in the absence of the Eta Chapter President
b. Succeed to office of Eta Chapter President, in the event of the resignation or death of
the President, and serve until the next regular election of officers
c. Act as chair on the Educational Excellence/Programs Committee
d. Perform such other duties as the Eta Chapter President shall assign
3. Second Vice-President
The Second Vice-President shall:
4. Recording Secretary
The Recording Secretary shall:
5. Corresponding Secretary
The Corresponding Secretary shall:
6. Treasurer (appointed)
The Treasurer shall:
The Parliamentarian shall:
Article VIII. EXECUTIVE COMMITTEE AND EXECUTIVE BOARD
A. Executive Committee
1. Composition: The Executive Committee shall be comprised of the elected
officers. The Parliamentarian is without vote.
2. Powers and Duties: The Executive Committee shall:
2.1 take emergency action between meetings of the Executive Board;
2.2 select the Treasurer for the biennium;
2.3 confirm the appointments of non-elected officers and committee chairs.
B. Executive Board
1. Composition: The Executive Board shall be composed of the elected and
appointed officers, Immediate Past President, Parliamentarian and Treasurer.
2. Powers and Duties: The Executive Board shall:
2.1. Act in matters requiring immediate action and decision;
2.2. Recommend policies and procedures for consideration by the members;
2.3. Establish rules for the development and approval of the budget.
2.4. Adopt a calendar of events for the year;
2.5. Hold regularly scheduled meetings throughout the year as determined by the Executive Committee. A quorum shall be a minimum of 7 members from the Executive Board.
Article IX. COMMITTEES
Standing Committees: Eta’s Standing Committees shall be: Chapter Rules, Finance, Membership, Communications/Marketing, Educational Excellence/Programs, Awards and Recognitions, Educational Law/Policy, Visual/Performing Arts and Inspiration, Global Awareness, Hospitality, Early Career Educators, Scholarship, Recruitment Grants, Action Plan (AP), and Special (as determined by the Chapter President).
Duties of Committees
2.1 Chapter Rules Committee shall:
2.1.1 Be comprised of the Parliamentarian as the chair and other members.
2.1.2 Review and revise the Chapter Rules at least once a biennium.
2.1.3 Forward an electronic copy in Word of the revised Chapter Rules to the CA State Bylaws Committee.
2.2 Finance Committee shall:
2.2.1 Be comprised of the President, Treasurer and at least four other members. Neither the President nor Treasurer is the chair. Financial policies shall be formulated by the Executive Board upon recommendation of the Finance Committee.
2.2.2 Bank Account shall be maintained at an FDIC bank. Two signatures shall be required on all checks. Signatures on file shall be those of the President, Vice-President and the Treasurer.
2.2.3 Assist in developing the annual budget in August. Submit the budget for adoption by the membership at the September meeting.
2.2.4 Make reports at each chapter meeting and secure the annual audit.
2.2.5 Be responsible for setting dues and fees with the approval of the membership. Any proposal to increase the chapter dues shall be voted by the chapter membership at a regular chapter meeting with prior notice published in the ETAGRAM. Collect dues and fees between July 1 and October 15. (Treasurer)
2.2.6 File financial reports. (Treasurer)
2.2.7 All chapter officers and chairs shall be reimbursed for chapter related budgeted expenses upon presentation of a bill or sales receipt after approval by the Executive Board.
2.3 Membership Committee shall:
2.3.1 Be comprised of the current Membership Vice-President and the Immediate Past Membership Vice President.
2.3.2 Develop a plan for membership recruitment.
2.3.3 Seek prospective members. Since membership is by invitation as the result of voting, prospective members should not be told of the possibility of recommendation to membership.
2.3.4 Conduct voting of new members. A completed Recommendation for Membership form shall be submitted to and reviewed by the Membership Committee before being brought to the chapter members for a vote.
2.3.5 Be responsible for orientation and initiation. A new member orientation session shall be held prior to their acceptance to membership.
Initiation ceremony for new members shall be held as needed.
2.3.6 Encourage participation by all members. Keep accurate records of attendance, contact members who have unexcused absences from meetings, help conduct periodic reorientation of members, plan and conduct Celebration of Life for deceased members.
2.3.7 Prepare the Necrology report. Form 2 (Due February 1) Interactive form is located at www.dkgcalifornia.org
2.3.8 Maintain membership records. Members will receive, on their anniversary year starting at 5, 10, 15, 20, 25, 30, 40, 50, 60 and 70 years, a pin showing how long they have been a DKG member and pins will be awarded in the fall. The pins will be paid for by the chapter and are to be retired back to the Chapter when a member reaches the next level.
2.3.9 Annually maintain current biographical data of all chapter members.
2.3.10 Be in charge of ceremonials.
2.4 Nominations Committee shall:
2.4.1 Be comprised of five members. The Chair will be a member of the previous nomination committee. The other four shall be nominated and elected by the membership. A committee member shall serve no more than two consecutive terms. A vacancy in the nominations committee shall be filled for the unexpired term by election at the next chapter meeting.
2.4.2 Present a new slate of officers in even numbered years at the March meeting. Names of the new officers are to be sent to CA State after the election.
2.5 Communications/Marketing Committee shall:
2.5.1 Be comprised of an appointed chair and other members.
2.5.2 Be responsible for all chapter publicity: chapter newsletters, internal and external communications to publicize aims and purposes, program of work, and noteworthy achievements of members.
2.5.3 Contact members via email/telephone tree and help coordinate transportation arrangements to meetings and conferences for other members as needed.
2.5.4 Publish the ETAGRAM, a minimum of four times per year, with contributions from committees, individual members, and the president to be compiled by a newsletter editor.
2.5.5 Use USPS to send the ETAGRAM, minutes of chapter meetings, Area conference invitations, and other important items as determined by the president to members who do not have email accounts.
Society Mission and Purposes
2.6 Educational Excellence/Program Committee shall:
2.6.1 Be comprised of the First Vice President as the chair and the chairs for Awards and Recognitions, Educational Law/Policy, Visual/Performing Arts and Inspiration, Global Awareness, Hospitality, Early Career Educators, Scholarships, Recruitment Grants, and AP.
2.6.2 Develop programs that align with the Seven Purposes of our Society. The EE/Program committee shall develop a chapter program of work, plan the year’s programs for each meeting by using the International theme, and adjust the focus to meet chapter needs, involve members in the program, and plan for the observance of Founders’ Day and the chapter’s birthday.
2.6.3 The EE/Program committee shall encourage friendship and genuine spiritual fellowship, encourage and assist the personal and professional growth of the members, inform members of current issues and provide opportunity for developing better human relationships with the community. This committee shall be responsible for encouraging members to participate in the chapter’s community service projects: For the Child, the Jared Box Project, and BARK. The committee shall be comprised of the appointed chair and other members.
2.7 Awards and Recognitions Committee shall:
2.7.1 Be comprised of a chair and other members.
2.7.2 Recognize members’ accomplishments through recognition awards at the chapter and Area level for Outstanding Service to Chapter, Public Service, Career/Professional Service and the Golden Rose. Due March 1
2.7.3 Recognize members’ accomplishments through recognition awards at the California State level for Service to DKG California, Distinguished Public Service, and Career/Professional Service. Due December 1.
2.7.4 Provide information to members about the California State Hostelship; application due December 1.
2.7.5 Report to California State the chapter projects that support Community Service/Youth at risk. Due March 1.
2.8 Educational Law/Policy Committee shall:
2.8.1 Be comprised of the appointed legislation chair and other members.
2.8.1 Adopt a legislator. See www.dkgcalifornia.org for more information.
2.8.2 Encourage participation in Legislative Study Sessions.
2.8.3 Keep members informed of pending legislation. The Legislative Committee shall endeavor to keep the chapter members informed about desirable legislation in the interest of education and women educators, promote action in the field of legislation and encourage members to serve on local boards and commissions to participate in decision-making.
2.9 Visual/Performing Arts and Inspiration Committee shall:
2.9.1 Be comprised of the appointed chair and other members.
2.9.1 Provide music at meetings. The Music Committee shall provide the use of music as an integral part of the chapter program, add dignity and beauty to programs, and use music to enhance appreciation of the society’s goals.
2.9.2 Plan outings related to the creative arts.
2.9.3 Invite authors and artists to meetings.
2.9.4 Provide inspiration at meetings.
2.10 Global Awareness Committee shall:
2.10.1 Be comprised of a chair and other members.
2.10.2 Make members aware of International programs: Schools for Africa (SFA) and World Fellowship
2.10.3 Support local World Fellowship recipient(s) if she is enrolled in a local school.
2.10.4 Promote the work of the International Committee for World Fellowships and suggest chapter activities that support World Fellowship, promote the work of the International Committee for World Fellowships, and suggest activities that support World Fellowships.
2.11 Hospitality Committee shall:
2.11.1 Be comprised of the appointed chair and other members
2.11.2 Welcome and follow-up with guests and chapter members.
2.11.3 Be in charge of site arrangements, food, and clean-up. Coordinate the sign-up for treats, keep supplies of coffee, tea, paper goods on hand, work with the chair of the Educational Excellence/Program Committee to coordinate arrangements at the meeting site and make sure the site is clean at the end of the meeting. The committee shall be responsible for these supplies and the chapter coffee pot and makes sure these items are at the next meeting site in time to set up.
2.11.4 The Corresponding Secretary shall send cards, flowers, or greetings to members and family of members according to the current procedures of the committee, as established by current Executive Board. The Hospitality Committee endeavor to obtain information about members whenever there has been a happening of a personal nature that may be shared among the chapter members. An appropriate donation, determined by the Executive Committee shall be sent to a CA State fund such as Scholarships, World Fellowships, Road Scholar programs, Leadership or Legislative Workshops or CA State Learning is for Everyone Foundation (LIFE) as a memorial.
2.12 Early Career Educators Committee shall:
2.12.1 Be comprised of the appointed chair and other members.
2.12.2 Work with the Recruitment Grants committee to disseminate information for the Penne Ferrell Fund.
2.12.3 Provide information and monitor the Teachers Helping Another Teacher (THAT) program, including due dates of forms and assistance for those members without computer access to provide the necessary information online.
2.12.4 Make members aware of programs supporting Early Career Educators.
2.13 Recruitment Grants Committee shall:
2.13.1 Be comprised of the appointed chair and other members.
2.13.2 Publicize and award the Recruitment Grant(s). The committee shall work with a college to select recipients for their scholarships. The future teachers selected will be introduced to the chapter members at a chapter meeting. The chapter shall annually donate available funds to an existing foundation to be distributed to currently enrolled students for student teaching. The amount is determined by the Executive Board and presented to the foundation by March 1st. No fees may be paid to any organization for this donation.
2.13.3 Work with chapter members to submit nominations for the outstanding student teacher award for the to Area XII due on March 15 each year.
2.13.4 Disseminate information to 1- to 3-year early career educators in order for them to apply for the California State Penne Ferrell Fund. Due by
2.13.5 Disseminate information about the LIFE Foundations and the filing of grants, due by March 1st of each year.
2.14 Scholarship Committee shall:
2.14.1 Be comprised of an appointed chair and other members.
2.14.2 Keep members informed of dates of International, CA State, Area, Road Scholar scholarships. Establish/maintain criteria for awarding chapter mini- scholarships to members, select recipients (chapter members) for mini- scholarships for conference attendance, report to chapter members opportunities for scholarships throughout the biennium.
2.15 Action Plan (AP) Committee shall:
2.15.1 Be composed of the Parliamentarian, Chapter President and one other person appointed by the current Chapter President.
2.15.2 Be responsible to serve as consultants to review, clarify and/or edit the AP on a yearly basis.
2.15.3 Oversee the publication of the AP.
3.0 Special: Chapter Members Education Committee shall:
3.0.1 Be comprised of the appointed chair and other members.
3.0.2 Help new members become better informed of the goals and practices of the chapter and build stronger relationships with all members.
3.0.3 Meet twice a year with newly initiated and other interested members to disseminate information about the workings of the chapter, area, state and international levels of Delta Kappa Gamma.
Article X. MEETINGS
1. Executive Board meetings shall be held regularly throughout the school year as determined by the Executive Committee. A quorum shall be a minimum of 7 members from the Executive Board.
2. Chapter meetings shall be held throughout the traditional school year as
determined by the Executive Committee.
Article XI. AMENDMENTS
The provisions of these Chapter Rules not governed by The Delta Kappa Gamma Society International Constitution and the CA State Bylaws, may be amended at a chapter meeting by a majority of those voting, providing the proposed amendment shall have been filed with the president and published in the newsletter and sent by email or US mail to members prior to the meeting at which such amendment is to be acted upon.
POLICIES AND PROCEDURES
The archives shall be maintained and stored by the Executive Board. Permanent records shall include minutes of the Executive Committee, chapter meetings, Chapter Rules, membership files, yearbooks, ETAGRAMs, treasurer’s reports, budgets, reports of recruitment grant recipients and a current edition of the Executive Board handbook. The Chapter President is responsible for checking with Executive Board to see that these records are handed to incoming Board each biennium.
The Membership Vice President or a member of her committee shall be notified prior to the meeting when a member is unable to attend a chapter meeting.
A temporary committee shall be appointed by the president to do a specific job.
The president or her representative shall attend the Area XII Presidents meetings as scheduled by the Area XII Director.
The chapter financial records shall be audited/reviewed by a qualified member not currently on the Finance Committee following the closing of the books on June 30 of each year.
The budget shall reflect the total estimated income and expenditures of the fiscal year by establishing categories to specifically cover administrative, committee, and project funding. The budget shall be established by an orderly process, setting priorities and goals based on the total chapter program.
Any money budgeted for mini-scholarships, for members’ personal growth through paid attendance at meetings and conferences, but not spent by April 15th shall be utilized as reimbursement of expenses, excluding food, for members’ attendance at CA State convention. (Amount remaining shall be divided among those attending. President/designee’s expenses are already accommodated.) Any balance left in other budgeted accounts shall be redistributed in the budget for the next year. Money unspent may also be used for Recruitment Grants to reach the goal set by the Executive Board.
A calendar of pertinent events, activities and meetings shall be proposed by the Executive Committee for adoption by the Executive Board at its August meeting and shall be distributed to members at the September meeting and available on the Chapter’s website.
The newsletter (ETAGRAM) editor shall receive material for publication in accordance with the annual calendar. Information to be published in the newsletter shall be submitted to the editor. Publication of the newsletter shall be on a quarterly basis as a minimum.
The president or designee (and the president-elect in even-numbered years) shall be funded for the cost of registration to attend the CA State Convention as reflected in the line item on the annual budget. The president shall be funded only for registration only to attend the International and Southwest Regional Conventions.
All active, reserve and honorary members are responsible for paying dues to the Chapter Treasurer between July 1 and September 30 each year. Notice of annual dues payment will be sent monthly via email, ETAGRAM and/or phone tree beginning May 1 by the Communications Committee. A postcard or email reminder will be mailed in October to anyone whose payment has not been received by September 30. Active members who have not sent payment by September 30 will incur a $5.00 assessment fee to be added to the treasurer’s budget to offset banking and administrative fees. Members who have not paid their dues by October 31 will be automatically dropped from membership (International Standing Rules).
BEQUEST/ENDOWMENT (Dorothy F. Smith $10,000)
The endowment will be kept in a “high-yield” interest paying account under the direction of the Executive Committee. The interest will be deposited in the Recruitment Grants fund so that each year in February the Treasurer will total all donations from members and all endowment interest received to date. The Executive Committee will decide how many Recruitment Grants to offer and set the dollar amount for each grant. The Recruitment Grants Committee will screen applications from CSULB in March, the Treasurer will send the funds to CSULB in May and the recipients will be presented at the June Tea. Recipients do not receive funds from CSULB until they attend a chapter meeting and qualify for student teaching. The Finance Committee will decide how to use any additional Endowment interest monies at their budget-planning meeting with approval by the Executive Board.
LONG –TERM PLANNING for the DOROTHY F. SMITH $10,000 ENDOWMENT
If in any budget year there is insufficient money available to support the General Operating Budget or the Grants-in-Aid Project, a 60% vote of all active Eta Chapter members would be needed to withdraw up to $1,000 from the Endowment to be added to the General Fund to accommodate the chapter activities and Delta Kappa Gamma purposes. If Eta Chapter should vote to dissolve, the remaining funds in the Endowment are to be donated to the Scholarship fund for teachers in the College of Education at CSULB.
Financial policies shall be formulated by the Executive Board upon recommendation of the Finance Committee. The Finance Committee shall develop a budget in August with the treasurer as consultant. Chapter dues and fees are approved by the Executive Board at the beginning of each fiscal year and collected between July 1 and October 15. Any proposal to increase the chapter dues shall be voted by the chapter membership at a regular chapter meeting with prior notice published in the newsletter. All chapter officers and chairs will be reimbursed for chapter related budgeted expenses upon presentation of a bill or sales receipt after approval by the Executive Board.
All chapter fundraising activities must be approved in advance by the Executive Board. Annual fundraising events for Recruitment Grant funds shall be the PEP Girls Auction and the Recruitment Grants Tea. All members are encouraged to contribute to the fund each year.
Guests are welcome at all meetings. Prospective members may be invited as guests to attend chapter meetings.
Whenever necessary, a formal initiation ceremony for new members shall be held.
Active members are expected to attend scheduled chapter meetings. When unable to attend, notify the Membership Chair. Members are to notify the Email Liaison of changes in name, address, email or phone number and file a Form 27 (www.DKG.org under forms). The Email Liaison will then notify the membership. Since membership is by invitation as the result of voting, prospective members should not be told of the possibility of recommendation to membership.
NEW BOARD ORIENTATION
Board orientation for all in-coming officers shall be conducted by the out-going board during the early summer period following the June meeting. General responsibilities and specific duties shall be reviewed and materials distributed.
A completed Recommendation for Membership form shall be submitted to and reviewed by the Membership Committee before being brought to the chapter members for a vote, by ballot.
NEW MEMBER ORIENTATION
Those prospective new members, who received a favorable vote at the chapter meeting for election to membership, shall be invited to attend a new member orientation session prior to their acceptance to membership. The orientation will provide information about The Delta Kappa Gamma Society International and all benefits, programs and foundations (i.e. L.I.F.E.) that are available to members.
SERVICE TO CHAPTER
Members will have the opportunity at meetings of even-numbered years to volunteer for positions for the coming biennium as chairs or committee members. Every member is encouraged to assume a role in service to the chapter.
A yearbook shall be distributed to the membership. Members must notify the treasurer of changes in address, email, or phone, and the treasurer then notifies the membership.
Active members who are not able to attend scheduled Eta Chapter activities are responsible for notifying the Membership Committee Chair or another member. Members are requested to wear their membership (key) pin to Delta Kappa Gamma activities. The Delta Kappa Gamma song should be sung at every meeting.
Revised: 01/2016 Submitted to CA State: 01/2016
Voted and approved by Eta Chapter: 01/2016