The name of this chapter will be Chi Chapter, Pennsylvania State Organization, The Delta Kappa Gamma Society International.
II. Purposes
The purposes of Chi Chapter will be the seven Purposes of The Delta Kappa Gamma Society International and those of Pennsylvania State Organization. In addition, the chapter will provide opportunities for leadership experiences for women educators.
III. Membership
A. Membership is in accordance with The Delta Kappa Gamma Society International Constitution, Article III, the International Standing Rules 3, and the Bylaws of the Pennsylvania State Organization. The chapter has full authority for the administration of membership. Chapter membership shall be composed of active, reserve, honorary, and collegiate members.
B. Recommendation for Membership
Cards to suggest prospective members will be available from the membership chairman at all meetings and through a digital form on the chapter website.
The chapter membership chairman will present a list of new member prospects to the Executive Board for approval prior to any Executive Board meeting.
A former member may be restored to membership at her request. There is no formal reinduction.
5. Members are encouraged to bring guests to all meetings and functions of the chapter.
C. Candidates for Membership
All prospective members who are approved by the Executive Board will receive an invitation to an informational meeting.
The prospective member completes a membership application at, or following, the informational meeting and is told the date and time of the induction meeting. Members-elect communicate with the Membership Chair their acceptance or rejection of membership. The Membership Chair, in turn, communicates with the President regarding the member-elect(s) who have accepted or rejected membership.
D. Orientation and Induction of Members-elect
The President shares with the Induction Chairman the list of members who will be inducted. The orientation program will be the responsibility of the Induction Chairman, Second Vice President, and committees or others designated by the President.
An induction fee of $5 will be required of all members except honorary members. This fee will be payable to International Headquarters.
3. The Induction Chairman and committee will be in charge of the induction ceremony. The Ceremonies booklet from International will be the source on which the ceremony will be based. The “Coat of Arms” reading and flannel-board presentation can be a part of the orientation program or program of induction. The new members will sign the official chapter membership book at the time of their induction and will receive the DKG certificate and informational packet.
E. Honorary Membership
An honorary member shall be a woman not eligible for active membership who has rendered or is rendering notable service of local significance to education or to women and is elected to honorary membership in recognition of such service.
Chapter honorary members will be recommended by the chapter Membership Committee, presented to the Executive Board, and elected by a favorable 4/5 vote of the ballots cast by the general membership. Induction will be conducted at any chapter meeting. The chapter will be responsible for all fees connected with this membership.
3. Honorary members are encouraged to attend meetings but are not allowed to vote.
F. Membership Documentation
Newly inducted members will sign the official chapter membership book at the time of their induction.
The recording secretary will record in the chapter or executive board meeting minutes the name of all new members and of any member whose membership is terminated. The record will include the reason and date of termination.
The Membership Chairman, with the assistance of the Treasurer, will keep an accurate chapter membership roll.
Death of a member will be reported immediately by the chapter president on Form 6.
5. Memorial gifts to the state or international in honor of a deceased member should be sent on Contribution Form 32.
G. Society Jewelry
When membership is discontinued for any reason, it is hoped that the member will return to the chapter treasurer her keypin and, if applicable, her president’s pin. Members may choose to purchase returned keypins, at the discretion of the Executive Board.
The Treasurer will be responsible for handling and storing of returned jewelry.
3. The official jewelry may be worn on a ribbon or other manner as desired by the member.
IV. Finance
A. Financial matters are in accordance with the Constitution,International Standing Rules, and the Pennsylvania State Organization Bylaws.
B. Chapter dues for active and reserve chapter members will be collected annually by the chapter treasurer. Annual dues and fees will be paid between April 1 and June 30. On October 1, members will be dropped for nonpayment of dues and fees.
C. The amount of the dues will be recommended by the chapter Executive Board and voted on by the general membership no later than the third chapter meeting of the year. The membership will be notified in writing of any proposed dues changes prior to the third meeting of the year.
D. Financial Controls
The chapter shall maintain an Available Fund and a Permanent Fund.
A. The Available Fund shll be the operating fund and require a budget. B. The Permanent Fund/Available Fund Reserve will have at least 1.5 times the amount of the operating budget.
A proposed budget will be submitted to the Executive Board by the Finance Committee at the next Board meeting after July 1, the beginning of the chapter fiscal year.
A budget will be adopted annually by the Executive Board. The chapter president will be in attendance at the financial meeting.
The Finance Committee is responsible for review or audit of the chapter books.
The report of the annual review/audit of the preceding fiscal year will be submitted to the Executive Board at the next Board meeting after the beginning of the chapter fiscal year.
The Treasurer and the Chairman of the Finance Committee will be designated signators for financial transactions. These signatures will be on file for each financial institution account.
7. A copy of the bank account numbers will be placed with the President, Treasurer, and Finance Committee chairman.
8. The Finance Committee and the Executive Committee will set the dues each year.
E. Funds for Society Meetings
Funds will be budgeted so that the President and the First Vice-president will represent Chi Chapter at a) the International/Regional Convention, b) the State Convention/Executive Board Meeting, and c) the Leadership Conference.Should these officers be unable to attend, the President or acting President will select a replacement first from among the other officers and, secondly, from the chapter membership.
The Chapter will reimburse 100% of the Convention expenses to include: registration and Society luncheons and banquets. The Chapter will reimburse 50% of the travel or mileage expenses and 50% of the room cost. Other meals and personal expenses will not be reimbursed.
V. Organization
Chi Chapter will govern the conduct of its business in a manner consistent with the Constitution, International Standing Rules, the Pennsylvania State Organization Bylaws, the Pennsylvania State Organization Standing Rules and the Chi Chapter Standing Rules. Robert’s Rules of Order-Revised will prevail in situations which are not mentioned in the Delta Kappa Gamma Society international, state and chapter constitution, rules and/or bylaws. The chapter president is a representative on the Pennsylvania State Organization executive board.
VI. Officers and Related Personnel—only those maintaining active membership may hold office.
Chi Chapter officers will be a president, a first vice-president, a second vice-president, and a secretary (all elected), a treasurer appointed by the Executive Board and a parliamentarian appointed by the president. The treasurer will be selected by the Executive Board, taking into consideration the recommendation of the president.
B. A slate of officers, with one nominee or more per office, will be prepared by the Nominations Committee for election and presented to the Executive Board at the December/January Board meeting.Election by the chapter membership will take place at the February meeting, after publication of the slate in the chapter newsletter.The ballot will include the slate of officers.Nominations may be considered from the floor at the time of the election.
C. Officers will perform duties as specified in the Constitution, the Pennsylvania State Organization Bylaws, and as authorized in the Chi Chapter Standing Rules.
D. Duties of Officers
The president will appoint committee chairmen and committee members as prescribed in the Constitution, VI and the Pennsylvania State Organization Bylaws. She will send the chapter’s information to the state corresponding secretary for the state organization directory. She will be responsible for advising chapter committee chairmen regarding submission of state reports. She will assure a copy of the Executive Board and General Membership meetings will be filed with Historical Records. She will approve all chapter print and digital publications.
The first vice-president will serve as chairman of the Program Committee. She will perform the duties of the President if the President is unable to do so.
The second vice-president will serve as chairman of the Membership/Necrology Committee. She will be responsible for inviting eligible members for membership.
The secretary will keep minutes of all meetings of the Executive Board and chapter business meetings. She will furnish the president and the chapter newsletter with a copy of such minutes. She will read all incoming correspondence at Board and chapter business meetings. She will carry on such correspondence as may be delegated to her by the president. She will work with the Communications and Publicity Committee to prepare information for the biennium’s yearbook and updates.
The treasurer will keep the official membership record of the chapter. She will order the president’s pin at the chapter’s expense and make it available to the Nominations Chairman before the installation of officers. She will keep accurate records and present a current budget report at each Board meeting. She will order the pins for initiates and receive fees and dues which she will submit on the appropriate forms to State and International. Members who have lost their keypins are encouraged to order new ones through the treasurer. The treasurer will receive chapter meeting reservations and information from members regarding illness, family deaths and announcements.She will share the reservations needs with the first vice-president who will act upon them, and any other information with the secretary for action.
Active, collegiate and honorary members may serve as parliamentarian. The parliamentarian will advise the officers and members of Chi chapter on parliamentary procedure for conducting business. She will be responsible for leading the review of Chi Chapter Rules at least once in each biennium.
E. Term of Office
Chapter officers will be elected in even-numbered years by a majority vote of the chapter members present at the February chapter meeting.
No elected officer may serve longer than two bienniums in succession in any one office. The treasurer and parliamentarian may serve in those offices longer than two bienniums in succession.
F. Vacancies
When a vacancy occurs in the office of president, the first vice-president will become president
When a vacancy occurs in other elected or appointed positions, the president will name a successor, with the approval of the Executive officers.
G. Nominations and Elections
Nominations for office will be made by the chapter Nominations Committee in even-numbered years, with nominations accepted from the floor.
Voting will be by ballot, with a majority vote of the members present needed for election. If there is but one nominee for office, the election may be by acclamation.
The Nominations Committee will prepare the ballot, with space for writing in nominations from the floor. The Nominations Committee will conduct the election with the help of the Parliamentarian.
VII. Meetings
A. Chi Chapter will meet at least four (4) times per year. A quorum will consist of a majority of the members present at a meeting.
B. A member who makes a reservation for any meal at Chi Chapter meetings and fails to appear is responsible for payment of same to the treasurer of the chapter.
C. A member is encouraged to wear her keypin at all chapter, state, regional and international meetings of the Society, as well as at educational meetings.
D. Chi Chapter’s birthday is to be observed at the meeting nearest February 14.
E. The red rose, officially selected flower for our organization, should be used for ceremonial occasions. The white rose is to be used for necrology services.
VIII. Executive Board
A. The chapter Executive Board will be the elected officers of the chapter, the immediate past president, and such other voting members (committee chairmen) as will be determined by the chapter. The parliamentarian will be an ex-officio member, without vote. The treasurer will be without vote only if she is reimbursed for her services.
B. The duties of the Executive Board will be as prescribed in the Constitution.
C. Meetings of the Executive Board will be held at least twice annually, with a preference of meeting prior to each general membership meeting. The Board may meet at other times upon the call of the President. A vote by phone, mail, or electronically is authorized when necessary.
The elected officers may act for the entire Board between meetings.
A quorum will be a majority of the voting members of the Board present at a scheduled/announced Board meeting.
IX. Committees
A. All committees will be appointed by the president. This information will be submitted by the chapter president to the Pennsylvania State Corresponding Secretary for the state directory, according to the state deadline.
B. The president will be an ex-officio member of all committees except the Nominations Committee.
C. Chi Chapter will appoint chairmen and members to the Society’s mandated committees: Finance, Nominations, Membership, Educational Excellence (Professional Affairs, U.S. Forum/Ed. Liaison, Projects, Visual and Performing Arts), Communications, Historical Records, Scholarships, and World Fellowship.
D. Duties of Committees
1. The Finance Committee will consist of a minimum of three (3) actively involved members, with ex-officio members being the chapter president, the chapter treasurer and assistant treasurer (if applicable). The committee will:
Prepare the budget and present it for review, modification and adoption by the Executive Board as a recommendation to the chapter membership.
Supervise all expenditures.
Supervise all investments.
Provide for an annual review of the treasurer’s books.
Perform other duties determined by the Executive Board.
2. The Membership/Necrology Committee will:
Keep records of pertinent information about chapter members.
Distribute and screen applications for new members.
Be responsible for maintaining and updating the chapter name tags.
Provide to the Historical Records Committee any newspaper announcements, State and Chapter necrology service bulletins, and other pertinent information about members who have died.
Plan and facilitate a necrology service (as needed) for a chapter meeting. Invitation to that service should be given to the family of the deceased member(s).
Perform other duties determined by the Executive Board, including a state biennium report.
2. The Nominations Committee will consist of a minimum of three actively involved (3) members. The Chairman will be the Past-president of the biennium once removed. The Nominations Committee will:
Present to the chapter members, with the Board’s approval, its choice of one or more candidates for each elective office.
Prepare the ballot for election of officers, with space for nominations from the floor.
Secure a President’s pin from the Treasurer to be presented by the outgoing President to the incoming President at the time of installation.
Encourage and submit nominations for state and international offices and committees from among the Chi members.
Perform other duties determined by the Executive Board.
4. The Educational Excellence Committee, headed by the 1st Vice-president, will consist of the chairmen of the following committees: Professional Affairs, U.S. Forum/Educational Liaison, Projects, and Visual and Performing Arts. The Educational Excellence Committee will:
Plan and implement the programs for each chapter meeting, following the themes of the chapter president, the Pennsylvania State Organization and the international society.
Be responsible for assigning greeters and a member to share the Thought for the Day for each chapter meeting.
Promote the use of the international society’s themes.
Perform other duties determined by the Executive Board.
5. The Professional Affairs Committee will:
Initiate action in the field of legislation to improve education and the status of women educators.
Keep the membership informed of legislation which focuses on education, women’s issues and children’s nurture and care.
The Professional Affairs Committee will include a member who is assigned as the U.S. Forum/Ed. Liaison member.
Perform other duties determined by the Executive Board.
6. The Communications and Publicity Committee will:
Promote the use of the publications of the Society and be responsible for publications authorized by the Executive Board (Chi chapter yearbook, yearbook updates and chapter newsletter).
Forward chapter activity information to The Keystonian editor.
Publicize chapter events.
Supervise the work of an appointed Webmaster to maintain a Chi Chapter website linked to the International and Pennsylvania State websites.
Obtain necessary permissions for publication of website information.
Take photographs of events of the chapter and work with the Historical
Records Committee to archive them.
Perform other duties determined by the Executive Board.
7. The Scholarship Committee will:
Encourage members to apply for state and international scholarships and enrichment grants.
Promote interest in and support for scholarships to members.
Promote and award local grants-in-aid to outstanding, non-tenured Early Career Educators and/or student teachers who teach in Lancaster County.
Encourage the recipient to attend a chapter meeting to receive the grant-in-aid.
Perform other duties determined by the Executive Board.
8. The World Fellowship Committee will:
Assist in promoting the work of the International World Fellowship Committee.
Communicate with recipients who are studying under the auspices of Society world fellowships.
Perform other duties determined by the Executive Board.
9. The Historical Records Committee will:
Maintain the historical records of the chapter, especially the minutes of each Executive Board and General Membership meeting.
Work with the Communications Committee to archive photographs of events.
c) Keep and update the chapter autobiography book. d) Perform other duties determined by the Executive Board.
E. Special Committees
Special committees will be appointed by the President.
Ad hoc committees may be appointed by the President, as need dictates. After submitting the final report to the body that authorized them, ad hoc committees will be dissolved.
3. Duties of Committees
1. The Induction Committee will
Plan and facilitate (prior to the chapter induction meeting) an
introduction to Delta Kappa Gamma, Chi Chapter, and the induction ceremony for women who have accepted the membership invitation.
Direct and carry out the induction ceremony at a membership meeting.
Care for and store the ceremony booklets and the chapter’s ceremonial items.
Provide the chapter’s ceremonial items for the Membership/Necrology Committee.
2. The Ways and Means Committee will
Plan and facilitate at least one fundraising event per fiscal year in order to raise the money for the chapter’s philanthropic endeavors.
Work with the chapter committees to help facilitate fundraising.
3. The Social Committee will
Plan and facilitate experiences that encourage fellowship.
This committee may include a Book Club.
X. Activities
A. Chi Chapter publishes a Chi Chapter Newsletter prior to each chapter meeting.
B. A Yearbook (even years) and Yearbook updates are published in alternate years.
C. Copies of the Chi Chapter Standing Rules will be available to members upon request. A summary of the Standing Rules is printed in the Yearbook.
XI. Awards A. Chi Chapter’s Presidential Visionary Award
The Chi Chapter’s Presidential Visionary Award is continuing the legacy of leadership within Chi Chapter.
The monetary award will be given to an active Chi educator, the amount to be determined by the Chi Chapter’s Presidential Visionary Award Review Committee in conjunction with the Executive Board, for personal growth, professional development or an item/items that will support educational excellence in her classroom or school.
The Review Committee will be comprised of Past Chi Presidents and the current Chi Chapter President as an ex-officio member.
The submission date for the application will be February 1st.
The award will be presented to the Chi member at the last chapter meeting of the year.
The past presidents will choose the next year’s convener prior to closing the business for the year.
B. Recognition of Sisters Who Have Earned Their Doctorate 1. Recognition will occur yearly.
XII. Dissolution
A. Before a chapter is dissolved, the approval of the Pennsylvania State Organization must be obtained. Careful consideration will be given to the manner in which those desiring to maintain membership transfer to other chapters. International procedures must be followed.
B. Any remaining funds in the chapter account will be sent to the Pennsylvania State Organization treasurer for state or international projects.
C. The chapter’s paraphernalia, the Society publications, and the chapter records will be retained in the Pennsylvania State Organization archives and made available for use.
D. The charter must be returned to the Pennsylvania State Organization to be forwarded to the International Headquarters.
E. The Pennsylvania State Organization Executive Board will decide whether the Greek name will be reused or not.
XIII. Parliamentary Authority
Robert’s Rules of Order (current edition) is designated for the governance of the chapter in all instances in which the authority is not inconsistent with the Constitution or other adopted Society rules.
XIIII. Amendments
The Executive Board will review the Chapter Rules at least once during each biennium, as advised by the Parliamentarian.
The Executive Board or Executive Committee should review the changes before they are presented to the membership.
Prior notice to the membership regarding the changes is necessary, announcing when the vote will be taken. The chapter newsletter is appropriate for this notice.
Individual rules may be considered for amendment or change at any regular business meeting, with changes taken to the next Executive Board meeting.
A two-thirds vote of members present at the announced meeting is necessary for adoption.