CHAPTER RULES
Article I Beta Upsilon Chapter of Xi State of Delta Kappa Gamma International
Article II Our purpose is to promote professional and personal growth of women educators and excellence in education.
Article III Membership
A. New Members
1. By invitation only
2. Nominations may be submitted throughout the year.
3. Nominating forms and eligibility requirements will be reviewed by the Membership Committee.
4. Election of new members will be in the fall and spring with the dates set by the Executive Board.
5. Initiations will be held as determined by the Executive Board.
B. Classes of membership
1. Active
2. Reserve
3. Honorary
C. Termination
1. Resignation
2. Death
3. Dropped for non-payment of dues
D. Reinstatement
1. Restored to membership upon request of member
2. No re-instatement fee charged; however, current dues and fees must be paid.
E. Transfer
1. Only active and reserve members may transfer.
2. Chapter will accept transferring members without a vote.
3. Apply for transfer by completing and mailing to International Headquarters an official application [form TR-A]
F. Orientation and Reorientation
1. Elected members must complete orientation before initiation.
2. Reorientation will be held as deemed appropriate by the Membership Committee.
Article IV Finance
A. Annual dues
1. Collected for Chapter, State, and International
2. Chapter dues set each year by Executive Board
3. Must be paid by October 31st
4. Special collections determined by President and/or Executive Board
B. Financial Controls
1. Each year the Finance Committee presents the proposed budget to the Executive Board for approval.
2. The Finance Committee shall conduct an annual audit during the months of July and August when the Chapter books shall be closed.
3. Checks are signed by the Treasurer.
4. The fiscal year is from July 1st to June 30th
Article V Officers and Related Personnel
A. Chapter officers and their duties
1. President – Chair all meetings; communicate all International and State directives; serve on Nashville Coordinating Council and Xi State Executive Board; approve all Chapter communications
2. First Vice-President – Responsible for Chapter programs
3. Second Vice-President – Responsible for Chapter yearbook
4. Recording Secretary – Responsible for maintaining minutes of Chapter meetings
5. Corresponding Secretary – Responsible for all Chapter correspondence
B. Treasurer – Responsible for chapter finances and maintaining a record of receipts, bills, and bank statements.
C. The Parliamentarian is appointed by the Chapter president.
D. Election of officers is held in even numbered years.
E. Vacancies are filled by special election.
F. Nominations and elections
1. The Nominating Committee will present a slate of officers for election at the February meeting.
2. The slate shall consist of President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, and a Nominating Committee Chair [outgoing President] and four committee members.
3. Officer installation will be conducted at the April meeting in even years.
G. Expenses
1. The Chapter will provide the registration fees for the Chapter president to attend the Xi State Convention.
2. The Chapter will provide up to $500.00 for the Chapter president to attend the Southeast Regional (odd years) and the International Convention (even years).
Article VI Executive Board
A. The Executive Board shall consist of the elected officers, the Treasurer, the Immediate Past President, the Committee Chairs, and the Parliamentarian [a non-voting member].
B. Duties
1. The Executive Board will meet twice annually, usually in January and July.
2. The Executive Board shall approve the budget each year.
3. The Executive Board shall select the Chapter treasurer.
4. The Executive Board shall make recommendations to the Chapter membership concerning items deemed appropriate.
5. The Executive Board can meet electronically as long as all members may hear one another and participate during the meeting.
Article VII Committees (appointed by Chapter president who serves as ex officio on all committees except Nominations)
A. Standing Committees
1. Society Business
a. Finance
b. Membership
c. Nominations
2. Society Mission and Purposes
a. Educational Excellence
1) Program
2) Legislation
3) Music
b. Chapter Projects
1) Children’s International Education Center (CIEC)
2) Scholarships/Grants
3) Visual and Performing Arts
4) World Fellowship
5) Other
c. Communications
1) Newsletter
2) Webpage
3. Special Committees appointed as necessary
B. Duties of Committees (Reports to Chapter president as requested)
1. Finance – Shall be responsible for supervision of the financial affairs of the Chapter
2. Membership – Shall maintain membership records, recruit new members
3. Nominations – Shall be composed of the immediate past president (who shall serve as the chair) and at least three other members who shall be named by the nominations committee at the same time of the proposed Chapter officers; compile slate of officers for the biennium
4. Educational Excellence – Shall plan and facilitate programs, shall study and recommend action in the field of legislation to improve education and the status of women educators, and shall provide music for Chapter meetings and special events
5. Chapter Projects – Shall inform members concerning CIEC, grants and scholarships, World Fellowship, shall implement the Chapter’s arts and exhibition at the state convention, as well as other projects, and encourage participation
6. Communications – Shall publish the Chapter newsletter and keep the Chapter webpage current
Article VIII Parliamentary Authority Shall Be Robert’s Rules of Order
Article IX Amendments to Chapter Rules Require a Majority Vote of the Membership
A. Proposed by Executive Board
B. Voted on at a regular business meeting
C. Requires a majority vote of the membership
Article X Chapter customs, traditions, and current policies and procedures
A. Meetings
1. The regular meetings of September, October, February, and April will be held on the fourth Monday night of the month.
September Meeting – hosted by Finance and Membership
October Meeting – hosted by Chapter Projects
February Meeting – hosted by Educational Excellence
April Meeting – hosted by Communications and Nominations
2. The Executive Board will make a decision regarding the location and day of the March meeting on an annual basis. This meeting will be hosted by the Chapter Officers.
3. Orientation, Fall Initiation, and Founder’s Day programs will be joint activities with the other Nashville Chapters.
4. A quorum is the majority of the membership.
B. Programs
1. The October program will include recognition of the Chapter birthday.
2. In even-numbered years, the April program will include the installation of Chapter officers for the new biennium.
C. Courtesy
1. Marriage of a member – appropriate gift
2. Birth of a child – baby gift
3. Hospitalization of a member (including outpatient procedure) – Rose in a bud vase
4. Retirement of a member – small remembrance
5. Death of a spouse, child, or parent – appropriate remembrance
6. Death of a member – roses and a $25.00 donation will be sent to the Vision Foundation in the person’s memory. Individual members may choose to donate additional funds to the treasurer to be included with the Chapter donation. The corresponding secretary will send a note to the deceased member’s family to make them aware of the donation.
Article XI Dissolution
Dissolution of Beta Upsilon will follow the guidelines established by Xi State and the Delta Kappa Gamma International Society Constitution.
Article I Beta Upsilon Chapter of Xi State of Delta Kappa Gamma International
Article II Our purpose is to promote professional and personal growth of women educators and excellence in education.
Article III Membership
A. New Members
1. By invitation only
2. Nominations may be submitted throughout the year.
3. Nominating forms and eligibility requirements will be reviewed by the Membership Committee.
4. Election of new members will be in the fall and spring with the dates set by the Executive Board.
5. Initiations will be held as determined by the Executive Board.
B. Classes of membership
1. Active
2. Reserve
3. Honorary
C. Termination
1. Resignation
2. Death
3. Dropped for non-payment of dues
D. Reinstatement
1. Restored to membership upon request of member
2. No re-instatement fee charged; however, current dues and fees must be paid.
E. Transfer
1. Only active and reserve members may transfer.
2. Chapter will accept transferring members without a vote.
3. Apply for transfer by completing and mailing to International Headquarters an official application [form TR-A]
F. Orientation and Reorientation
1. Elected members must complete orientation before initiation.
2. Reorientation will be held as deemed appropriate by the Membership Committee.
Article IV Finance
A. Annual dues
1. Collected for Chapter, State, and International
2. Chapter dues set each year by Executive Board
3. Must be paid by October 31st
4. Special collections determined by President and/or Executive Board
B. Financial Controls
1. Each year the Finance Committee presents the proposed budget to the Executive Board for approval.
2. The Finance Committee shall conduct an annual audit during the months of July and August when the Chapter books shall be closed.
3. Checks are signed by the Treasurer.
4. The fiscal year is from July 1st to June 30th
Article V Officers and Related Personnel
A. Chapter officers and their duties
1. President – Chair all meetings; communicate all International and State directives; serve on Nashville Coordinating Council and Xi State Executive Board; approve all Chapter communications
2. First Vice-President – Responsible for Chapter programs
3. Second Vice-President – Responsible for Chapter yearbook
4. Recording Secretary – Responsible for maintaining minutes of Chapter meetings
5. Corresponding Secretary – Responsible for all Chapter correspondence
B. Treasurer – Responsible for chapter finances and maintaining a record of receipts, bills, and bank statements.
C. The Parliamentarian is appointed by the Chapter president.
D. Election of officers is held in even numbered years.
E. Vacancies are filled by special election.
F. Nominations and elections
1. The Nominating Committee will present a slate of officers for election at the February meeting.
2. The slate shall consist of President, First Vice-President, Second Vice-President, Recording Secretary, Corresponding Secretary, and a Nominating Committee Chair [outgoing President] and four committee members.
3. Officer installation will be conducted at the April meeting in even years.
G. Expenses
1. The Chapter will provide the registration fees for the Chapter president to attend the Xi State Convention.
2. The Chapter will provide up to $500.00 for the Chapter president to attend the Southeast Regional (odd years) and the International Convention (even years).
Article VI Executive Board
A. The Executive Board shall consist of the elected officers, the Treasurer, the Immediate Past President, the Committee Chairs, and the Parliamentarian [a non-voting member].
B. Duties
1. The Executive Board will meet twice annually, usually in January and July.
2. The Executive Board shall approve the budget each year.
3. The Executive Board shall select the Chapter treasurer.
4. The Executive Board shall make recommendations to the Chapter membership concerning items deemed appropriate.
5. The Executive Board can meet electronically as long as all members may hear one another and participate during the meeting.
Article VII Committees (appointed by Chapter president who serves as ex officio on all committees except Nominations)
A. Standing Committees
1. Society Business
a. Finance
b. Membership
c. Nominations
2. Society Mission and Purposes
a. Educational Excellence
1) Program
2) Legislation
3) Music
b. Chapter Projects
1) Children’s International Education Center (CIEC)
2) Scholarships/Grants
3) Visual and Performing Arts
4) World Fellowship
5) Other
c. Communications
1) Newsletter
2) Webpage
3. Special Committees appointed as necessary
B. Duties of Committees (Reports to Chapter president as requested)
1. Finance – Shall be responsible for supervision of the financial affairs of the Chapter
2. Membership – Shall maintain membership records, recruit new members
3. Nominations – Shall be composed of the immediate past president (who shall serve as the chair) and at least three other members who shall be named by the nominations committee at the same time of the proposed Chapter officers; compile slate of officers for the biennium
4. Educational Excellence – Shall plan and facilitate programs, shall study and recommend action in the field of legislation to improve education and the status of women educators, and shall provide music for Chapter meetings and special events
5. Chapter Projects – Shall inform members concerning CIEC, grants and scholarships, World Fellowship, shall implement the Chapter’s arts and exhibition at the state convention, as well as other projects, and encourage participation
6. Communications – Shall publish the Chapter newsletter and keep the Chapter webpage current
Article VIII Parliamentary Authority Shall Be Robert’s Rules of Order
Article IX Amendments to Chapter Rules Require a Majority Vote of the Membership
A. Proposed by Executive Board
B. Voted on at a regular business meeting
C. Requires a majority vote of the membership
Article X Chapter customs, traditions, and current policies and procedures
A. Meetings
1. The regular meetings of September, October, February, and April will be held on the fourth Monday night of the month.
September Meeting – hosted by Finance and Membership
October Meeting – hosted by Chapter Projects
February Meeting – hosted by Educational Excellence
April Meeting – hosted by Communications and Nominations
2. The Executive Board will make a decision regarding the location and day of the March meeting on an annual basis. This meeting will be hosted by the Chapter Officers.
3. Orientation, Fall Initiation, and Founder’s Day programs will be joint activities with the other Nashville Chapters.
4. A quorum is the majority of the membership.
B. Programs
1. The October program will include recognition of the Chapter birthday.
2. In even-numbered years, the April program will include the installation of Chapter officers for the new biennium.
C. Courtesy
1. Marriage of a member – appropriate gift
2. Birth of a child – baby gift
3. Hospitalization of a member (including outpatient procedure) – Rose in a bud vase
4. Retirement of a member – small remembrance
5. Death of a spouse, child, or parent – appropriate remembrance
6. Death of a member – roses and a $25.00 donation will be sent to the Vision Foundation in the person’s memory. Individual members may choose to donate additional funds to the treasurer to be included with the Chapter donation. The corresponding secretary will send a note to the deceased member’s family to make them aware of the donation.
Article XI Dissolution
Dissolution of Beta Upsilon will follow the guidelines established by Xi State and the Delta Kappa Gamma International Society Constitution.