ALPHA DELTA KAPPA TEXAS GAMMA NU CHAPTER

Policies and Procedures Revised June 2020

POLICY AND PROCEDURE MANUAL

 

This policies and procedures manual is our supplement to Alpha Delta Kappa International Bylaws, Revised 2019. , our primary governing document. We use these policies and procedures to keep Texas Gamma Nu members and leaders informed, coordinations events, and maintain consistency from year to year within our organization.

 

EXECUTIVE BOARD

The executive board shall be comprised of the elected chapter officers and the immediate past chapter president.

 

A. Meetings:

(1) The executive board shall have a minimum of three (3) board meetings a year.

(2) The president-elect will be responsible for site arrangement.

(3) The board meetings shall be held in the fall, first of the new year and the spring.

 

B. Attendance at meetings

(1) Members of the executive board shall attend all meetings.

(2) Voting members consist of President-Elect, Treasurer, Secretary, Corresponding Secretary, Chaplain, Historian and Sergeant-at Arms. The President will vote only in case of a tie.

 

C. Quorum

(1) A quorum will consist of five (5) members of the executive board.

 

D. Duties and Responsibilities of the members.

(1) The chapter president shall preside at all meetings of the chapter; serve as chairman of the executive board; preside at the initiation of new members and the installation of new chapters; shall be responsible for six (6) copies of the Alpha Delta Kappa Ceremonies; keep a permanent file of all materials pertinent to her office to be transferred to her successor; become familiar with the duties of each office and check to see that the officers have the supplies necessary for carrying out their duties; remind officers to send in all reports promptly; appoint committees as needed to carry out chapter objectives; report annually to state president in the format that she requests and serve on the state council of chapter presidents.

(2) The president-elect or vice president shall assume the duties of the president in her absence or if she is temporarily unable to perform the duties of her office. She shall take part in the ceremonies; be the chairman of the program committee and world understanding committee; supervise the compilation of the yearbook and serve on the S/P/N council of chapter presidents. Coordinates the hosting assignments for the year.

(3) The immediate past chapter president shall serve in an advisory capacity to the chapter; serve on the state of chapter presidents; complete the unexpired term of the chapter president if the office of president becomes vacant; and is eligible for the office of president of the state/provincial/national council of chapter presidents.

(4) The secretary shall keep the minutes of all meetings, read them as directed by the president, assist the president in handling correspondence, mail reports of chapter meetings annually. Maintains a current record of Chapter members' names and addresses.

(5) The corresponding secretary handles all Chapter correspondence. Reads correspondence at the President's request. Completes and mails all reports the H-114, Annual Chapter Highlights Summary Form to International Headquarters by August. Sends a copy of the chapter yearbook to the S/P/N president. Send cards for illness, family death and special chapter event.

(6) The treasurer shall collect dues and assessments and shall be the custodian of all chapter funds; make regular reports to the chapter members; pay all bills as directed by the executive board; send International dues and ITE payment to International Headquarters postmarked by January 1 (delinquent if postmarked after January 31); remit dues to the state, provincial or national treasurer; submit required annual financial reports to the state treasurer; be familiar with classification of members; keep an itemized record of all receipts and expenditures and present the record for annual audit. Distributes membership cards. Serves as the Co-Chairman of the Budget/Ways and Means Committee. This committee will plan the annual fundraiser. Having all checks signed by the President, herself, or other authorized member.

(7) The historian shall collect items of interest regarding chapter activities and shall arrange them in the archives, including both a written and a pictorial history; shall take part in the ceremonies as required; and shall send appropriate materials to state, provincial or national historians to be considered for inclusion in the state, provincial or national archives. Collects information pertinent to the history/activities of the Chapter. Displays the Archives at Chapter meetings, conventions, conferences and District/State/National meetings as requested.

(8) The sergeant-at-arms shall perform duties assigned to her for regular meetings and initiation ceremonies and perform such other duties as may be assigned to her. Serves as the official doorkeeper at chapter meetings. Presents the pledges to the Membership Chairman at the Installation Ceremony. Reviews Chapter, State and International Bylaws. Is responsible for the revision of the Bylaws and Standing Rules for the Chapter.

(9) The chaplain shall have charge of devotions at chapter meetings, installations and other fraternal functions. Serves as Altruistic Chairman for Chapter, planning all altruistic projects. Files appropriate altruistic reports as requested.

 

E. Procedure for filling vacancy

(1) Vacancies in offices, except that of president, shall be filled by the executive board. The same member may not be asked to fill a vacancy in the same office more than once. Should the office of president become vacant, the immediate past president shall complete the unexpired term. If she is not available, the executive board shall fill the vacancy with a member who has previously completed a term as chapter president. In a new chapter (which would not have an immediate past president) when the office of president becomes vacant, the executive board shall fill the vacancy.

 

CHAPTER OFFICERS

 

A. Office: Each chapter of Alpha Delta Kappa shall have a president, president - elect and/or vice president, secretary, treasurer and immediate past president. The offices of corresponding secretary, historian, sergeant-at-arms and chaplain shall be optional

B. Nomination and Installation process, timeline

(1) The slate of officers will be presented by the Nomination Committee to the membership prior to the March meeting of election years.

(2) Election of officers will take place in March so that new officers can attend the Spring District Training. (3) Installation will take place at the April meeting.

 

CHAPTER STANDING COMMITTEES (* denotes required committee)

 

A. ALPHA DELTA KAPPA MONTH(*See Historian)/ Fraternity Education*

(1) Makes recommendations on appropriate activities and events in observation of Alpha Delta Kappa month.

(2) Carries out the fraternity education program at each meeting.

(3) Carries out appropriate activities and events as requested.

 

B. ALTRUISTIC(*see Chaplain)

(1) Makes recommendations on altruistic projects.

(2) Carries out altruistic projects as requested.

(3) Collect member altruistic hours at each meeting.

(4) Completes and forwards the Chapter Altruistic Report each year to the S/P/N altruistic chairman by the requested date.

 

C. BUGET* (*see Treasurer)/ WAYS AND MEANS

(1) Prepares a budget and presents it to the members for consideration.

(2) Includes in the proposed budget all income and expense categories for the next year/biennium.

(3) Makes recommendation on moneymaking projects. (4) Carries out the moneymaking projects as requested.

 

D. BYLAWS *

(1) Updates Chapter Policies and Procedures as necessary after the International Convention and State/National Convention to conform to the International State/National Bylaws.

(2) Presents proposed amendments to Chapter for consideration.

(3) Sends updated the Policy Statement, Chapter Policies and Procedures and proposed amendments to S/P/N Bylaws Committee Chairman for certification.

(4) Distributes Chapter Policies and Procedures to all Chapter members and new initiates.

 

E . SCHOLARSHIP

(1) Reviews scholarship information from State and International annually.

(2)) Informs members of scholarships available to them.

(3) Leads the Scholarship Committee in selecting recipients for scholarships awarded to education students by the Chapter. (4) Organizes Scholarship Dinner in May of each year.

(5) Acquaints members with the ALPHA DELTA KAPPA WOMAN OF DISTINCTION AWARDS.

 

G. NOMINATING*

(1) Develops a slate of Chapter Officers for consideration by Chapter members.

(2) Presents the slate of officers to the members.

(3) A committee of three active members shall be elected by the Chapter membership at the January meeting of the election year.

 

H. MEMBERSHIP CHAIRMAN*

(1) Names of prospective members may be presented at any regular meeting.

(2) Membership Chairman supplies prospective members with the Recommendation (Form M -151) Prospective Membership Recommendation Form, and review membership requirements, and oversees the application of new members. Membership shall be by invitation only and approved by unanimous vote before application for membership is completed.

(3) Plans and executes the pledge and installation ceremonies for the Chapter.

(4) Handles the voting process, including preparing the ballot, supervising the balloting, and announcing results.

(5) Handles administrative procedures related to the pledges, including securing completed forms (H-103), membership application form fees and badge orders

(6) Meets with the applicants to explain goals, purposes of the sorority, and to answer questions.

(7) Assists the President with the Pledge Ceremony.

(8) Sends forms and fees to International Headquarters.

(9) Provides forms, fees, and badge orders to the Chapter Treasurer for the proper accounting and transmission to Headquarters.

(10) At the Initiation Ceremony, acts in a hosting capacity until the Sergeant-At-Arms presents the pledges for their initiation. Installation of new members will be held in January or February.

(11) Completes Report of Initiation of the Chapter Pledges following the initiation Ceremony and sends it to Headquarters the State/N/P President and the State/N/P Treasurer.

(13) Assess membership needs of the chapter.

(14) With the executive board, set membership goals, formulate and Submit Membership Action Plan to the S/P/ N membership consultant.

 

I. PUBLICITY

(1)Secures publicity for and professional recognition of ALPHA DELTA KAPPA in the local area.

(2) UpdateGamma Nu website

(3) Update and post on the Gamma Nu Facebook page.

(4) Post Gamma Nu events on the Texas Facebook page.

 

Courtesies - Executive Board Members Officers, Committees, Members

 

A. Standard Operating Procedure for Alpha Delta Kappa Representatives and Guest Speakers

(1). Extend a written invitation to those participating in the program.

(2). Provide the following information: a.. Date, time and place of event. b.. Speaking expectations: 1. Bring greetings or offer welcome 2. Subject of address 3. Time allotted for address 4. Dress for functions. 5. Housing and meal arrangements. (3) Assign a host to accompany representatives from the hotel room to the meeting rooms or convention center in the hotel. (4) Provide airport pick up and return.

(5) Provide a gift, if necessary. )6)Write a thank you note.

 

B. Standard Operating Procedure for Alpha Delta Kappa Dignitaries

(1) Customary practice is to rise when a Grand Entrance begins and to remain standing until all persons in the procession are seated.

(2) Courteous practice is to rise and applaud when an International Officer or International Representative is introduced. It is necessary to rise only once in her honor at the same function.

 

C. When a state, provincial or national president is a guest at an S/P/N or chapter meeting and is introduced, she should be honored by the assembly’s rising and applauding.

 

D. Introductions

(1) In making introductions of the sisters seated at a head table, the usual practice is to begin with the person sitting at the far left of the presiding officer and move in order toward the podium. Next, begin with the person sitting at the far right of the presiding officer and move in order toward the [guest or president]. If there is an International/state guest sitting to the right of the presider, the group rises when she is introduced.

(2) After the head table is introduced, other introductions may be made.

 

FINANCIAL

 

A. Fiscal Year - June 1 - May 31

B. Chapter dues will be determined by the Budget Committee

C. Dues will be determined by changes in International, State, and District dues, in addition to Chapter needs.

D. Current dues are $75. Due by Dec. 31, late by Jan. 31st. Late fees $5.00

E. Treasurer has the responsibility for filing IRS 9900N e-Postcard to IRS and due no later than Oct. 15.

F. Submit copy of e-Postcard Acceptance receipt to S/P/N treasurer and to Headquarters.

G. Approximate dates of any reports or fees due to state/international will be determined by state/international.

H. Any dealings with any monies left at the end of the fiscal year will be determined by the membership.

I. Funding delegates to International Convention will be determined by the membership.

J. Funding amount and what officer/officers for State/Regional Conferences will be determined by the membership depending on financial availability. The officer will be reimbursed of expense after presenting copy of the filed registration form for the Conference/ Convention.

K. C-1 Report filed to S/P/ N treasurer by June 30.

 

MEETINGS

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A. Gamma Nu will hold a minimum of 9 meetings a year.

B. The Chapter will meet on the second Monday of each month (September-May) at 5:00PM.

C. All special “off -regular meeting day” meetings will be regarded as regular meetings.

D. 9 of the Chapter membership shall constitute a quorum.

E. Each member will be required to attend six meetings a year unless special consideration has been recognized by the Executive Board.

F. The location of the meetings will be determined by the President-Elect at the time of setting up programs.

G. Out-of-Chapter Meetings include Council, District II, S/P/ N, South Central Regional, International.

H. Roll will be taken at each meeting.

 

PUBLICATIONS

 

A. Chapter Newsletter

(1) The Chapter President will be responsible for the chapter newsletter.

(2) There will be 9 newsletters annually

(3) The newsletter will be sent at the first of each month.

(4) Articles for the newsletter should be submitted by the 25th of each month to the president.

(5) The newsletter will be sent by email to all members, District II President and members of the S/P/N board.

 

B. Chapter Yearbook/ Directory

(1) The President-Elect will be responsible for compiling the Chapter Yearbook/Directory.

(2) The Chapter Yearbook should be assembled and emailed to the membership and S/P/N President. A hard copy will be provided upon request.

(3) Include Confidential Statement - “this information is CONFIDENTIAL for Alpha Delta Kappa use only. Information in the Chapter Directory MAY NOT BE GIVEN OUT OR SOLD.”

 

CHAPTER ALTRUISTIC PROJECT(s)

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A. Altruistic projects will be determined by the Altruistic Committee of GAMMA NU and presented to the membership for approval.

B. Funding of altruistic projects will be determined by the membership. ie: assessment, fundraising.

C. Current projects include Journey of Hope (serve dinner), S/P/N and International projects

 

CHAPTER AWARDS/RECOGNITIONS

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A. Current awards/recognitions include:

(1) Pearls - given by International Headquarters for fulfilling certain requirements set by International Executive Board.

 

B. Governor recognition- given by the State Governor each year to Alpha Delta Kappa Chapters distributed to the chapters by the state mentor.

 

C. Gamma Nu Sister recognition given by the current President for outstanding service.

 

CHAPTER SCHOLARSHIPS

A. Scholarships will be awarded on the basis of rules set by the SCHOLARSHIP COMMITTEE and approval by the majority of the membership.

B. The amount of the scholarship(s) will be determined by Chapter funds available for the year.

C. Scholarships shall be funded by moneys raised by the Chapter.

D. Two scholarships ( Pam Poole and Gerry Haggard) will be awarded to graduating senior(s) with preference given to member's daughters planning to enter the field of education.

E. Funding the scholarships will through member assessment and/or fundraising.

F. Scholarships will be awarded in May of each year.

 

BYLAWS

A. The Official Policy Statement will be submitted to the current Texas bylaws chairman for certification by the date stated in the Texas bylaws or Texas policies and procedures manual as an alternative for Chapter Bylaws. This document states that Texas Gamma Nu Chapter is governed by the most current International Bylaws of The Alpha Delta Kappa Sorority, Incorporated, and Amended at the International convention held in odd-numbered years.

B. The suspension of chapter bylaws will be by quorum of the membership.

C. The submission of the Official Policy Statement will be the responsibility of the chapter bylaws committee chairman.

 

CHAPTER BANNER

A. The chapter banner will be displayed at chapter meetings and state conventions.

B. The chapter President will be responsible for the storage and care of the chapter banner.

 

AMENDMENTS

A. Amendments to the Policies and Procedures shall be voted on by a majority of the membership at the beginning of each year.

B. Copies of the Policies and Procedures and Amendments shall be kept with Chapter minutes

 

PARLIAMENTARY PROCEDURE

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A. The rules contained in PARLIAMENTARY LAW by Genera] Henry M. Robert and the latest edition of ROBERTS RULES OF ORDER, NEWLY REVISED shall govern the sorority in all cases in which they are not inconsistent with the Constitution and Bylaws of ALPHA DELTA KAPPA.