BETA RHO CHAPTER Chapter Rules ARTICLE I – Chapter Name The name of the chapter shall be Beta Rho Chapter, Upsilon State Organization, The Delta Kappa Gamma Society International. ARTICLE II – Purposes The purposes of Beta Rho Chapter shall be the seven Purposes of The Delta Kappa Gamma Society International and those of Upsilon State Organization. In addition, the chapter will promote personal and professional growth of women educators and excellence in education. ARTICLE III – Membership Section A 1. Membership is in accordance with the Constitution, Article III, and the International Standing Rules, 3. The chapter has full authority for the administration of membership. 2. Recommendation for Membership (Form 11) shall be available at each regular chapter meeting. 3. Recommendation for Membership (Form 11) shall be completed by the sponsor and returned to the membership chairman by February. 4. The Membership Committee shall review Recommendations for Membership (Form 11) and prepare to present the candidates’ names to the chapter membership. 5. The chapter shall keep membership records and the names and reasons for membership termination shall be recorded in the minutes. Section B 1. Voting for prospective members will occur at the March meeting. 2. The general membership shall vote by ballot. 60% of the votes cast will elect the candidate to membership. 3. Invitations to membership shall be in writing and shall be by mail with the mailing to occur no later than the week-end after the March meeting. 4. Orientation of members-elect shall be held prior to initiation and shall be the responsibility of hostesses appointed by the chapter president. 5. Members-elect will indicate in writing their acceptance to membership within ten days after receiving their invitation. 6. Initiation shall be held in April. The initiates shall be presented with a current copy of chapter rules and program book and reoriented concerning expectations and functions of the Society. At that time, the thumb-little finger method for key pin placement is to be explained. 7. Honorary members shall have given or be giving distinguished service to education and/or women that is of local significance to the Beta Rho area. Section C – Transfer of Membership 1. Transfer of membership shall be in accordance with the Handbook and CONSTITUTION. 2. A member who is moving from Davis County may choose to retain membership in Beta Rho or apply for transfer. Section D – Termination of Membership 1. If dues and fees remain unpaid after October 31, a member is dropped from Chapter roll. 2. The recording secretary shall record in the chapter or executive board minutes the name of any member whose membership in terminated. The record shall include the reason and date of termination. 3. Resignations should be presented in writing to the president. 4. I n the event of resignation, the Delta Kappa Gamma key pin shall be returned to the Chapter. The Chapter may buy the pin from her for $10 or may accept it as a gift. Section E – Reinstatement 1. Reinstatement of membership shall be in accordance with the Handbook and the Constitution. 2. The president may conduct a reinstatement ceremony. Section F – Remembrance 1. Each member shall have on file what she desires to be done by the chapter (pin, memorial service) in the event of her death. 2. The chairman of the research committee shall maintain this file. 3. A necrology shall be kept by the chairman of the membership committee. 4. Special recognition of a member’s death shall be financed by the chapter assessment/dues. 5. The executive board shall decide on the disposition of Society jewelry that has been returned to the chapter. 6. Upon the death of a member, a memorial service may be held, or a rose may be sent to the family. The family should be contacted to inquire which is more appropriate. In cases of long distance, a card may be sufficient. ARTICLE IV – Finances Section A 1. Financial matters are in accordance with the Constitution, International Standing Rules and Upsilon State Organization Bylaws. 2. The Finance Committee shall make recommendations for changes in dues no later than September 1. All members shall be notified prior to the first meeting of the fiscal year. 3. Chapter dues shall be determined annually by chapter vote no later than the first meeting of the fiscal year. 4. Annual chapter, state organization and international dues and fees shall be collected prior to October 31 and forwarded to the Upsilon State Organization treasurer by November 10. 5. Chapter assessments shall be determined annually by chapter vote at a regular chapter meeting. Reserve and Honorary members are not assessed. Section B 1. The Finance Committee shall develop an annual budget and present it to the membership no later than the first business meeting of the year for approval. 2. The president shall appoint a committee to complete a financial review of the treasurer’s book and report within a month after the end of the fiscal year. The committee shall report its findings at the next scheduled meeting. Financial review committee members shall not be members of the Finance Committee or an officer. 3. The chapter shall send to the state treasurer the full amount of the scholarship fees collected from its members. 4. World Fellowship contributions shall be determined by the World Fellowship Committee. 5. Recruitment grant-in-aid shall be reviewed by the Professional Affairs Committee and presented to the membership for vote, using the following guidelines: a. Candidates must be at least a sophomore in college. b. Candidates must be an education major. c. Candidates must be of high moral character. d. Candidates must apply with written application between March and August and must be Davis County residents. e. Grant-in-aid will be awarded in September. 6. Educational Foundation donations shall be determined by a vote of the membership. 7. Our flower policy shall be to give a red rose when a member is hospitalized and to send a red rose in consolation of a deceased spouse or child. Cards may be sent to a member when there is a death of a father, mother, brother, sister, mother-in-law, father-in-law, son-in-law, daughter-in-law or grandchild. A rose bush is given to a retiree. 8. Special projects may be conducted as determined by the Executive Board and/or general membership. 9. Members are required to pay a fine of $.25 if they fail to wear their key pin at regular meetings. The fines shall go into the checking account. 10. The chapter shall present the president with a president’s pin as soon as possible following her installation; payment shall be by assessment of active members. 11. Members attending conventions and workshops shall be reimbursed mileage, convention and workshop expenses. Mileage is to be reimbursed at the rate set forth in the current budget. An assessment may be necessary. 12. A gift will be presented to a member who has gotten married, moved away, or had a baby. Amount spent for the gift is to be set by the budget committee. ARTICLE V - Organization Beta Rho Chapter shall govern the conduct of its business in a manner consistent with the Constitution, the International Standing Rules, the Upsilon State Organization Bylaws, the Upsilon State Organization Standing Rules and the Beta Rho Chapter Standing Rules. 1. Beta Rho Chapter boundaries shall be Davis County. 2. Membership shall be individuals who live or work in Davis County. ARTICLE VI – Officers and Related Personnel Section A 1. Beta Rho Chapter officers shall be a president, a vice president, a recording secretary, a corresponding secretary (all elected), and a treasurer selected by the executive board. 2. A slate of officers, with one nominee per office, shall be prepared by the Nominations Committee and presented to the membership at the March meeting with the election taking place in March. 3. The ballot shall include the slate of officers and the nominees for the Nominations Committee. 4. Voting may be by written ballot or by voice vote. 5. A treasurer shall be selected by the executive board at the summer meeting for the biennium. 6. A parliamentarian will be appointed by the president. 7. Installation of officers shall be at the April meeting. 8. Officers shall perform duties as specified in the Constitution, VI, THE Upsilon State Organization Bylaws, and is authorized in the Beta Rho Chapter Standing Rules. Section B 1. The vice president shall serve as chairman of the Program Committee. 2. The corresponding secretary shall be responsible for flower and card policy. 3. The treasurer shall order the president’s pin at the chapter’s expense and make it available to the nominations committee before installation of officers. ARTICLE VII – Meetings Section A 1. Beta Rho Chapter shall meet at least seven times per year during the months of September, October, November, January, February, March, April. 2. A December meeting may be held for socializing or service projects. 3. A quorum shall consist of the majority of ten in attendance. Section B 1. Meal reservations shall be given to building contacts or social hostesses three days before a meeting. If reservations and made, they are to be paid. 2. A chapter newsletter, prepared by the communications committee, shall be printed as necessary or e-mailed to the membership. Article VIII – Executive Board Section A 1. The members of the Executive Board shall be elected officers of the Chapter and the immediate past president. The parliamentarian shall be ex-officio member, without vote. 2. The Beta Rho Chapter Executive Board shall function according to Constitution, VII. C. 3. The president may appoint other nonvoting members to the Executive Board. Section B 1. Meeting of the Executive Board shall be at least two times per year. 2. The Executive Board shall act in matters requiring immediate action and decision and shall recommend policies and procedures for consideration by members. 3. A quorum shall be a majority of voting members of the board. ARTICLE IX – Committees Section A The standing committees shall be: 1. Society Business a. Finance b. Membership, including Historian c. Nominations d. Chapter Rules 2. Program of Work a. Program 1. A Founder’s Day Program shall be included at least once each biennium. 2. A program recalling the chartering and growth of Beta Rho shall be presented every five years to familiarize new and present members with our society life. The program shall be as close to our anniversary as possible. b. Personal Growth and Services c. Professional Affairs / Legislation d. Research e. Music 3. Educational Services a. Communication b. Scholarship c. World Fellowship Section B Standing committees shall fulfill responsibilities as outlined in the Constitution, as specified in the latest edition of the Handbook and as stated in the Upsilon State by laws. Section C Special committees, appointed by the president, shall include: 1. Building contacts shall notify members in their buildings of chapter meetings and announcements. 2. All active members are eligible for appointment to committees. 3. The Apple for a Student Award has been created and approved by the chapter membership. It is administered by the special committee appointed by the president. Article X – Dissolution Section A 1. When a chapter is considering dissolution or reorganization, the chapter president shall contact the Upsilon State Expansion Committee chairman. The chairman and committee members shall meet with chapter members to explore options for maintaining, reorganizing, or dissolving their chapter. The chapter members’ decision, which may be voted on at that meeting or at a later date, shall be reported to the State Expansion 2. The State Executive Board may, upon the recommendation of the State Expansion Committee, approve the dissolution of a chapter. 3. After the chapter’s liabilities have been paid, any remaining funds shall be sent to the state treasurer. After transfer of members from the dissolved chapter has been completed, the state treasurer shall send the dissolved chapter’s remaining funds to the receiving chapter(s) on a pro-rated basis. If no members transfer, the funds shall remain in the state treasury. 4. The State Membership Committee shall facilitate the transfer of members of the dissolved chapter to other chapters. 5. The chapter charter shall be returned to the state president who shall forward it to International Headquarters. 6. The dissolved chapter’s records, Society publications, and other historical materials shall be retained in the state archives. The chapter’s paraphernalia shall be available for purchase or loan with the approval of the State Executive Board. 7. The State Executive Board shall determine whether the name of the dissolved chapter shall be used again. Article XI – Parliamentary Authority Roberts Rules of Order, Newly Revised (current edition) is designated for the governance of the chapter in all instances in which the authority is not consistent with the Constitution or other adopted Society rules. Article XII – Amendments 1. The executive board shall review the standing rules at least once during the biennium. 2. Individual rules may be considered at any regular business meeting. 3. Proposals for amendments may be submitted to the chairman of the Rules Committee at any time. The rationale for proposed changes must accompany the proposal. 4. The amendment proposal shall be brought before the membership in written form at the earliest possible meeting where it will be discussed. 5. The amendment will be voted upon at the next meeting when passage will require 2/3 of members present. 6. Upon passage the amendment will take effect immediately.
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