The Delta Kappa Gamma Society International
GAMMA PSI CHAPTER RULES - Approved April 2013
The Delta Kappa Gamma International
Gamma Psi Chapter Rules
ARTICLE I - Name
The name of this organization is the Gamma Psi Chapter of The Delta Kappa Gamma Society International, Chi State (California), Area IV chartered on April 7, 1956.
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: The Delta Kappa Gamma Society International promotes professional and personal growth of women educators and excellence in education.
ARTICLE III - Membership
1. Invitation Qualifications for active, retired and honorary membership are as stated in The Constitution of The Delta Kappa Gamma Society International.
2.1 An active member shall be a woman who is employed as a professional educator or has been retired from an educational position. An active member shall participate in the activities of the Society.
2.2 A reserve membership shall be granted only to a member who is unable to participate fully in the activities of the Chapter because of physical disability and/or geographic location.
2.3 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. This member does not have to live in the Chapter area.
3.1 The Membership Committee shall present the names of qualified candidates for membership at a Chapter meeting; give a brief résumé of each and how they will fit into Chapter parity.
3.2 Voting shall require approval of a majority of the members present. A secret ballot may be requested. (exception is Honorary Member which requires a four-fifths (4/5) vote.)
3.3 Invitations to those elected to membership may be mailed or hand delivered by the Membership Chairman within 30 days after election.
4.1 All those who accept the invitation to join the Chapter will be asked to an orientation meeting to acquaint them with the advantages and responsibilities of membership in The Delta Kappa Gamma Society International.
4.2 The orientation is the responsibility of the Chapter officers and the Membership Committee.
4.3 Orientation is given prior to the initiation date.
4.4 Sponsoring members should offer to bring the initiate to the orientation meeting.
5.1 Initiation will be held at a location suitable for the ceremony.
5.2 The Membership Committee will be responsible for the arrangements and conduct the ceremony.
5.3 If it is a meeting where a meal is served, the Chapter will pay for the initiate’s meal.
5.4 Sponsors of the initiate should be responsible for: a) seeing that the initiate is present, b) introducing her to others, and c) making her feel a part of the group.
5.5 The Membership Chairman will store the initiation paraphernalia.
5.6 The Chapter will provide key pins to new initiates during the ceremony.
Transfer members are accepted without a vote and may become part of the Chapter at any time.
7. Termination of Membership
7.1 Membership may be terminated for non-payment of dues or by resignation.
7.2 Resignations must be accepted by the Chapter and recorded in the minutes.
7.3 The names of all members dropped for non-payment of dues must be announced to the Chapter and recorded as such in the minutes.
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.
9.2 During each biennium, members will update their biographical profile sheets that will be kept by the Membership Chairman.
ARTICLE IV - Finance
1. Dues and Fees
1.1 The dues and fees of Gamma Psi Chapter shall be determined by each annual budget.
1.2 Dues are payable to the Chapter Treasurer from April 30 to October 31. On November 1, members shall be dropped for non-payment of dues.
Assessments may be established to defray expenses for specific purposes if agreed upon by a majority of those present at a regular meeting.
3. Other Income
Income raised through fundraiser(s) shall be used for specific purposes if agreed upon by a majority of those present at a regular meeting.
4.1 The annual budget shall be prepared by the Finance Committee with the Treasurer serving as an ex-officio member of the group.
4.2 The Chapter shall budget expenses to the Chi State Convention for the Chapter President or her designee.
4.3 The Chapter budget shall be presented to the Chapter Executive Board for approval prior to the general membership vote.
4.4 The budget shall be presented for approval by members at the first Chapter meeting following the Finance Committee meeting.
4.5 The President and Treasurer shall sign all Chapter checks.
5.1 The Chapter Executive Board shall provide for an annual audit of the books.
5.2 This audit shall be completed by July 31 and a report submitted to the Chapter at the first meeting in the fall.
5.3 The President shall appoint a minimum of two members to meet with the Treasurer for the audit.
Monies received through undesignated donations shall be used as determined by a majority of members present at a regular meeting.
7.1 Dues and fees shall cover operating expenses.
7.2 Funds may be raised for other purposes, including recruitment grants, scholarships, or THAT awards.
Article V - Organization
Gamma Psi Chapter shall govern the conduct of its business as stipulated in the Constitution of The Delta Kappa Gamma Society International, International Standing Rules, the Bylaws of Chi State, and the Gamma Psi Chapter Rules.
ARTICLE VI - Officers
1. Chapter Officers
1.1 Chapter officers, all of whom must be members of the Society, shall be an elected president or co-presidents, vice-president, secretary and an appointed treasurer who is approved by the Executive Board upon recommendation of the Chapter President.
1.2 The Chapter shall have the following additional officer (s): Corresponding Secretary.
2.1 The Nominations Committee shall be elected at the same time as the officers of the Chapter.
2.2 The President shall appoint the Chairman of the Nominations Committee.
2.3 The Nominations committee shall report on a slate of officers at the February meeting in even numbered years.
2.4 Election of officers and the Nominations Committee shall be held no later than April so that the incoming President can attend the Chi State Convention in May.
3.1 Election shall be in even-numbered years and shall be for a term of two years.
3.2 No officer, except the Treasurer, shall serve in the same office for longer than two terms in succession.
4. Duties of Officers
4.1 The duties of officers are described in The International Constitution with additions listed below.
4.2 The President shall prepare an agenda and preside at Chapter meetings and meetings of the Executive Board. She may assign such other duties as are needed to carryout the work of the Chapter.
4.3 The Vice President shall serve as Chairman of the Program Committee.
4.4 The Communications Committee shall send a communication via e-mail, telephone, or postal service within 10 days before each meeting reminding the members of the date, location, program and other items of interest concerning the upcoming meeting.
4.5 The President shall take action, with the advice and approval of the Executive Board, in matters that cannot be deferred until the next meeting.
4.6 The President shall attend meetings called by the Area Director.
4.7 The President shall fill by appointment all vacancies with approval of the Executive Board.
4.8 The Treasurer orders the President’s pin. The pin is presented to the President at the installation of Officers meeting.
4.9 The Treasurer shall present a financial report at each Chapter meeting.
4.10 The Recording Secretary will record minutes of Chapter and Executive Board meetings and be responsible for reading the minutes at Chapter meetings.
4.11 The Corresponding Secretary shall send cards, letters, flowers etc. when appropriate. The Corresponding Secretary shall be responsible for writing letters when directed by the President and shall read correspondence at Chapter meetings.
ARTICLE VII: Executive Board
1. Executive Board Membership
The Executive Board membership shall be comprised of the elected Officers of the Chapter, the immediate Past President and the Treasurer. Because Treasurer is an appointed office, she shall serve as a member ex-officio without vote.
The duties of the Chapter Executive Board include the following:
2.1 To select the Treasurer for the biennium.
2.2 To select an At-Large Member for the biennium (optional).
2.3 To act in matters requiring immediate action and decision.
2.4 To recommend policies and procedures for consideration by the members.
2.5 To establish rules for budget development and approval and for the supervision of Chapter finances.
2.6 The Executive Board shall meet at least once a year, the quorum being a majority of voting members of the board.
ARTICLE VIII: Committees
1. Standing Committees
This Chapter’s committees consist of: Finance, Membership, Nominations, Grants-in-Aid, Archives, Legislation, THAT, Schools for Africa, World Fellowship, Jared Boxes, Communications, LIFE, Sunshine,
2.0 Duties of Committees
2.1 Finance Committee
The Finance Committee shall:
a. Be responsible for setting dues and fees with the approval of the membership
b. Develop the annual budget
c. Make reports and secure the annual audit
2.2 Membership Committee
The Membership Committee shall:
a. Develop a plan for membership recruitment
b. Seek prospective members
c. Conduct voting
d. Be responsible for orientation and initiation
e. Encourage participation by all members.
f. Prepare the Necrology report.
g. Annually maintain current biographical data of all Chapter members
2.3 Nominations Committee
The Nominations Committee shall:
a. Be comprised of three (3) members. One of the three shall be the past President. The other two shall be nominated and elected by the membership.
b. This committee shall present a new slate of officers and nominations for the next Nominating Committee in even-numbered years at the February meeting.
The Archives committee shall:
a. Maintain Chapter scrapbook
b. Take pictures of chapter meetings and activities
2.5 LIFE Liaison
The LIFE Liaison shall:
a. Maintain communication with the LIFE Foundation
b. Keep chapter members informed of the business of the Foundation.
2.6 Communications Committee
The Communications Committee shall:
a. Be responsible for all Chapter publicity in Chapter newsletters, local newspapers, Chi State News
b. Develop and implement a telephone tree and an annual yearbook.
c. Maintain Chapter web site.
2.7 Legislative Committee
The legislative committee shall:
a. Facilitate the Adopt a legislator program
b. Communicate with Chi State Legislative Advocate
c. Communicate with the legislators and include them as guest speakers when available
d. Encourage participation in Legislative Study Sessions.
e. Keep members informed of pending legislation.
2.8 Grants in Aid
The Grants in Committee shall:
a. Keep members informed of all International, Chi State and Area grants and scholarships available to them and the due dates
b. Publicize and award recruitment grant(s) and student teacher awards
c. Read applications and award grants to chapter applicants
2.9 World Fellowship
The World Fellowship committee shall:
a. Facilitate the World Fellowship Opportunity basket at each meeting.
b. Maintain communication between International and State World Fellowship committees.
c. Communicate with World Fellowship recipient if she is enrolled in a local school
2.10 THAT Program
The THAT committee shall:
a. Assist members in finding a teacher to assist
b. Gather, record and report THAT hours to the AREA IV THAT chairman
c. Present ideas to members on ways to help early career educators.
The sunshine committee shall:
a. Consist of the Corresponding Secretary, the telephone tree chairman, and the non-attendance tea coordinator.
b. Send cards, thank-you notes, and chapter correspondence
c. Prepare the Non-Attendance Tea Invitations
d. Implement the telephone tree for members without email
2.12 Schools for Africa
The Schools for Africa Committee shall:
a. Present a program to inform members about the International Schools for Africa Program
b. Develop a fund raiser for Schools for Africa
ARTICLE IX: Areas of Activity
1.1 The Chapter shall meet September through June of each academic year.
1.2 A quorum for conducting Chapter business shall be a majority of the members in attendance.
1.3 Active members are expected to attend regular meetings.
2.1 The Chapter President, or her designee, shall be the official representative of the Chapter at Chi State Conventions.
2.2 Money shall be budgeted annually to defray the expenses of the President’s attendance at the Chi State Convention. Other members may also receive money to defray their expenses for Convention when the funds are available.
3.1 The Chapter members shall determine awards and special types of recognition.
3.2 Recruitment Grants may be awarded as determined by the Chapter members.
4. Death of a Member or her Family (optional)
4.1 When a member of the Chapter passes away, a single rose will be presented to her family.
4.2 When an immediate member of the family (including a mother or father) passes on, a card of sympathy will be sent by the Chapter.
Article X: Funds
The Treasurer shall be responsible for making all deposits and keeping an account of all monies received and spent.
2. Checking Account
2.1 The account shall be maintained at a FDIC institution, as determined by the Finance Committee.
2.2 Two signatures shall be required on all checks. Signatures on file shall be those of the President, the Vice President, and the Treasurer.
2.3 An audit shall be done annually.
ARTICLE XI: Revision of Chapter Rules
1.1 Any member of the Chapter may propose amendments to these rules.
1.2 Two “official” copies of these Chapter Rules shall be kept up to date; one in the President’s files, the other in the Recording Secretary’s file.
1.3 A copy of the updated Chapter Rules shall be sent to the Chi State Bylaws Committee for review.
1.4 The Chapter Rules committee shall be appointed to be responsible for updating the Chapter Rules when there are additions, amendments or deletions.
2.1 Members must be notified in advance of proposals that would increase dues or assessments.
3.1 Approval by majority of members present shall be required to amend these rules.
4. Revision of Chapter Rules
4.1 Revisions may be made as the Chapter deems necessary, by majority vote of those present at the meeting and may become effective immediately.
4.2 Chapter Rules shall be updated once each biennium and a copy sent to Chi State
Article XII: 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, Chi State Bylaws, and these Chapter Rules.
Revised: April 2013