Pi Chapter Rules 2015.docx

Delta Kappa Gamma Society International

Alpha Zeta State

Pi Chapter Rules

ARTICLE I: NAME

The name of this chapter shall be Pi Chapter of Alpha Zeta State, New Jersey, of the Delta Kappa Gamma Society International. It was organized on June 12, 1983. All Pi Chapter practices are consistent with the Constitution/International Standing Rules, the AZ State By-Laws/Rules and Roberts Rules of Order, Current Edition.

ARTICLE II: OBJECTIVES

The objectives of Pi Chapter shall be to:

Promote the mission and purposes of the Delta Kappa Gamma Society, International as found in the Constitution Article II.
Promote professional and personal growth of women educators and excellence in education.

ARTICLE III: MEMBERSHIP

Section A: The membership of Pi Chapter shall be composed of active, reserve, and honorary members.

Section B: Classification

1. Active members shall be women who are employed in educational work at the time of their election or who have retired from an educational position. To be considered for active membership, an individual should be an educator who is/was employed in or lives in the chapter territory, or, in special cases, in an adjacent chapter territory. Active members who have retired from education work shall retain their rights, privileges, and responsibilities as outlined in the Constitution.

2. Reserve membership shall be granted only to those who are unable to participate fully in chapter activities because of physical disabilities or geographical location. Reserve status shall be granted by a majority vote of the members attending a chapter meeting. A reserve member may be restored to active membership by a majority vote of the members attending a meeting of the chapter. Reserve members may attend meetings and participate in all activities of the chapter except that of holding office.

3. Honorary members shall be women not eligible for active membership who have rendered notable service to education. They shall be privileged to participate in all activities except that of holding office. A candidate for chapter honorary membership must live within the chapter territory.

4. Twenty-five year members will receive a commemorative pin, provided by the chapter.

Section C: Election

1. Candidates for active membership shall be voted upon in chapter meetings by ballot or may be done electronically. The election shall be by approval of four-fifths of the ballots cast.

2. Candidates for honorary membership shall be voted upon in chapter meeting by ballot or may be done electronically, and shall be approved by four-fifths of the ballots cast. A lifetime fee of U.S. $50 for International publications shall be paid for each honorary member at the time of initiation, as indicated in Article IV Section C.

Section D: Initiation

1. Women approved for membership into Pi Chapter shall be initiated at the annual Alpha Zeta State Convention in accordance with the policies and procedures established by the Alpha Zeta State Initiation Committee.

2. Women approved for membership but who are unable to attend the State Convention shall be initiated into the chapter at a subsequent chapter meeting in accordance with the policies and procedures established by the Pi Chapter Initiation Committee.

Section E: Transfer

Only active and reserve members in good standing may be transferred from one unit to another upon application to the International Headquarters.

Section F: Attendance

Members who are traveling or who live away from their home chapters have the privilege of attending meetings of other chapters, state organizations, and regions.

Section G: Termination

1. Reasons for termination of membership shall be nonpayment of dues, resignation, or death.

2. A complete record of all termination of membership shall be maintained in Pi Chapter files of the chapter treasurer with a copy to the state treasurer. The record shall include the reason and date of termination. The chapter membership chair shall file letters of resignation. A report of members terminated shall be part of the minutes of a chapter Executive Board and/or chapter meeting.

Section H: Reinstatement

A former member may be restored to membership upon completion of the DKG Reinstated Member Form.

ARTICLE IV: FINANCES

Section A. Initiation Fee

An initiation fee of $10.00 shall be eliminated.

Section B: Dues

1. Changes in chapter dues shall be determined annually by a two-thirds vote of members attending the March general meeting.

2. Annual dues shall be paid no later than October 31 of each year. Members shall be dropped for non-payment of dues and fees, in accordance with Alpha Zeta State By-Laws.

3. Members initiated on or after July 1 and before April 1 shall pay initiation fees, dues, and scholarship fees at the time of initiation. Immediately thereafter, the State and International portions of the dues and fees shall be sent to the state treasurer.

4. Members initiated after April 1 and before July 1 shall pay only initiation fees at the time of initiation. Immediately thereafter, the State and International portions of the fees shall be sent to the state treasurer. Dues for the ensuing year shall be paid no later than October 31.

5. Dues for reserve members shall be the amount specified by International and State organizations plus $5.00 for the chapter.

Section C: Honorary Fee

A lifetime fee of U.S. $49.50 for international publications shall be paid for each honorary member at the time of initiation. This fee shall be paid by the initiating unit of the Society.

Section D: Fiscal Year

The fiscal year of Pi Chapter shall be July 1 to June 30 inclusive.

Section E: Financial Controls

1. The annual budget shall be prepared by the Finance Committee and presented to the Executive Board in September and voted upon by the general membership at the first regularly scheduled meeting thereafter.

2. The Finance Committee, composed of the audit chair, treasurer, and president, will audit the chapter's financial records annually on a date chosen by the committee that falls after July 15 and before September 1. The audit will be submitted to the Executive Board at the September meeting.

3. All expense vouchers shall be signed by the President before payment is made by the Treasurer.

Section F: Officers and Chairpersons Remuneration

1. The chapter president or her designee shall receive a maximum of $300 reimbursement for expenses incurred while attending a state, regional, and/or international convention.

2. The chapter convention chair(s) or her designee shall receive a maximum of $100 for reimbursement for expenses incurred while attending the state convention.

ARTICLE V: ORGANIZATION

The Chapter organization shall be consistent with the Delta Kappa Gamma Constitution and the Alpha Zeta State By-Laws.

ARTICLE VI: OFFICERS AND RELATED PERSONNEL

Section A: The officers of Pi Chapter shall be as follows:

1. President

2. First Vice-President

3. Second Vice-President

4. Recording Secretary

5. Corresponding Secretary

6. Treasurer (appointed)

7. Parliamentarian (appointed)

Section B: Election and term of office

1. Officers, except for the 2 appointees, shall be elected in even-numbered years.

2. The term of each elected officer shall be two years or until a successor is named. No officer except the treasurer may serve in the same office longer than two terms in succession. Officers shall take office on July 1 following their election.

3. The treasurer shall be selected by the Executive Board each biennium.

4. The parliamentarian shall be appointed by the president.

Section C: Vacancies

1. If the president is unable to perform her duties, the first vice-president will assume the office.

2. In the event that a member holding an elective or appointed position is unable to perform her duties, the position will be declared vacant by the remaining officers and a successor named by the chapter president.

Section D: Nominations and Elections Procedures

1. The nominations committee will be chaired by a member who is elected by the Chapter.

2. The nominations committee shall submit the name of one nominee for each elective office. Additional nominations may be made from the floor. Consent of the nominees must be obtained.

3. Elections may be by ballot and a majority of the votes cast elects. If there is but one nominee for an office, the election may be by voice vote or the secretary can cast the ballot.

4. The nominations committee shall prepare the ballot and conduct the election.

5. The president shall appoint tellers to count the ballots.

Section E. Installation

1. Installation of chapter officers shall take place at the June meeting following election of officers according to the policies and procedures established and directed by the chapter installation committee.

2. The chapter president shall receive her president's pin at the time of her installation.

3. The treasurer shall purchase any new pins that are needed.

Section F: Responsibilities of officers

1. President

a. Act as presiding officer at regular and called meetings and direct the activities of the organization;

b. Act as chair of the Executive Board;

c. Appoint a parliamentarian from the membership;

d. Appoint standing and ex-officio members of all committees except nominations;

e. Approve publications;

f. Fill by appointment all vacancies in elected and appointed offices;

g. Represent the Society at meetings, conferences, and other events;

h. Take action, with the advice and approval of Alpha Zeta State Executive Committee, on matters which cannot be deferred until the next convention or the Executive Board meeting;

i. Execute with the treasurer legal documents pertaining to the level of organization; a legal document may be executed only when it is authorized by the state convention or the respective Executive Board;

j. Coordinate efforts with the chapter necrology chair to report members' deaths to the state necrology chairperson;

k. Offer support to members during times of illness or stress by alerting the membership, sending cards, making personal contact, and/or arranging for appropriate contributions to members or families;

l. Serve as a member of the state Executive Board;

m. Attend all chapter Executive Board meetings and chapter meetings if at all possible;

n. Approve expenditures of the chapter prior to payment;

o. Serve as a member of the Finance Committee.

2. First Vice-President

a. Serve as presiding officer in the absence of the president;

b. In the event of the death or resignation of the president, succeed to the office and serve until the next regular election of officers;

c. Perform such other duties as may be assigned by the president or Executive Board;

d. Co-ordinate the planning of programs for meetings, including the location, reservations, speaker, and activities;

e. Work with committee chairpersons as noted in the

descriptions of responsibilities of the various

chairpersons;

f. Attend all Executive Board meetings and chapter meetings if at all possible.

3. Second Vice-President

a. Serve as presiding officer in the absence of both the president and first vice-president;

b. In the event of the deaths or resignations of both the president and first vice-president, succeed to the office of president and serve until the next regular election of officers;

c. Perform such other duties as may be assigned by the president or Executive Board;

d. Substitute for officers and chairpersons absent from meetings on the local and state levels;

e. Encourage membership attendance at meetings through telephone contact and written communication as necessary;

f. Assist the President as requested;

g. Attend all Executive Board meetings and chapter meetings if at all possible.

4. Corresponding Secretary

a. Carry on such correspondence as may be delegated by the president;

b. Keep correspondence in order for the biennium;

c. Invite guests as determined by the President and/or Executive Committee;

d. Assist the president as requested;

e. Attend all Executive Board meetings and chapter meetings if at all possible.

5. Recording Secretary

a. Keep minutes of each meeting and furnish the president with a copy;

b. Serve as secretary to the Executive Board;

c. Attend all Executive Board meetings and chapter meetings if at all possible.

6. Treasurer

a. Receive and pay out all moneys belonging to the organization;

b. Keep an accurate account of receipts and expenditures;

c. Keep a file of receipts, bills, and bank statements;

d. Present a report at each regular meeting;

e. File required tax reports;

f. Submit for annual audit/financial review the accounts of the organization;

g. Provide information necessary for a fidelity bond for an amount specified by the State organization Standing Rules, the cost to be paid by the State organization;

h. Serve as a member on the Executive Board;

i. Serve as a member on the Finance Committee;

j. Order pins for members and president;

k. Prepare and present proposed budget at October meeting;

l. Attend all Executive Board meetings and chapter meetings if at all possible.

7. Parliamentarian

a. Act as advisor to the officers and members of the organization in matters pertaining to interpretation of the Constitution and to parliamentary usage;

b. Serve as an ex-officio member, without vote, on the Executive Board;

c. Attend all Executive Board meetings and chapter meetings if at all possible.

ARTICLE VII: MEETINGS

Section A: Number

1. A minimum of four chapter meetings shall be held each fiscal year.

2. Additional meetings may be called at the discretion of the Executive Board.

Section B. Parliamentary Authority

1. Robert's Rules of Order Newly Revised, current edition, or another recognized manual of parliamentary procedures 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.

2. A quorum shall be a majority of the members present.

ARTICLE VIII: EXECUTIVE BOARD

Section A: Membership

The members of the Executive Board shall be the elected officers of the chapter, treasurer, the immediate past president, and committee chairpersons as necessary for addressing topics on the agenda or as a personal choice of the committee chair. The parliamentarian shall be an ex-officio member, without a vote.

Section B: Duties of the Executive Board:

1. Select the treasurer for the biennium;

2. Act in matters requiring immediate action and decision;

3. Recommend policies and procedures for consideration by members;

4. Establish rules for budget development and approval and for the supervision of chapter finances.

Section C: Meetings

1. Meetings of the Executive Board shall be held at least four times annually. The board may meet at other times upon the call of the president.

2. A quorum shall be a majority of members in attendance.

ARTICLE IX: COMMITTEES

Section A: Society Business

Membership/Initiation/Expansion*

a. Provide necessary information concerning members and initiates for the chapter and state records;

b. Maintain biographical data on members;

c. Inform initiates of the responsibilities of membership;

d. Represent Pi Chapter in planning the AZ State Convention in matters concerning initiates and relay information to the chapter;

e. Participate in the planning and execution of the tea for initiates;

f. Maintain an on-going involvement with new members;

g. Coordinate chapter efforts for expansion as deemed necessary by the Executive Board;

h. File letters of resignation with the chapter treasurer and chapter president.

2. Finance/Audit

a. Audit the chapter's financial records annually;

b. Assist the treasurer in preparation of the budget;

c. Prepare and submit reports requested by International.

3. Record Book

a. Maintain a written and visual history of the chapter;

b. Organize information for presentation at State Convention;

c. Represent the chapter on appropriate state committees and meet mandates of the state and international organizations.

4. History/Archives

a. Update the written history of the chapter at the

end of each biennium;

b. Maintain the Pi Chapter history at the Alpha Zeta

State site at Georgian Court College.

5. Rules and By-Laws *

a. Up-date chapter by- laws as necessary each biennium;

b. Serve as a liaison between the state by-laws committee and chapter membership;

c. Acquire chapter minutes to note anticipated changes to the Rules and By-Laws.

6. Nominations and Installation*

a. Prepare a slate of officers to be presented to the chapter membership;

b. Plan and coordinate the ceremony for installation of chapter officers and chapter initiates as necessary;

c. Meet with the State committee and submit nominees for State offices.

7. Communications*

a. Submit information to Society newsletters;

b. Assist members in submitting materials to Society publications;

c. Submit announcements and articles promoting the Society to local publications;

d. Set up a telephone chain among members to relay news of a personal and professional nature;

e. Publish a chapter newsletter to keep all members informed of chapter business;

f. Work with the corresponding secretary in distributing chapter communications;

g. Attend all Executive Committee meetings and chapter meetings if possible.

8. Convention*

a. Represent the chapter in the planning and execution of the State Convention and relay information to the chapter;

b. Organize chapter participation in the Convention;

c. Work with the chapter's second vice-president in planning and implementing convention programs.

9. Yearbook *

a. Prepare and submit the section of the Yearbook relating to Pi Chapter in accordance with the requirements of the Alpha Zeta State Yearbook Committee;

b. Distribute Yearbooks to chapter members.

10. Motivator

a. Deliver inspirational messages at chapter meetings;

b. Assist the president in providing emotional and spiritual support to members;

c. Attend Executive Board meetings as necessary and attend all chapter meetings if possible.

11. Necrology

a. Plan memorial services as necessary for members;

b. Provide necessary information to the state necrology committee including assisting the chapter president in promptly reporting deaths of members to the state and preparing the annual necrology report due February 1st each year;

c. Correspond with the family of deceased members concerning chapter and state services and procedures including disposal of the pin;

d. Maintain chapter necrology records;

e. Attend Executive Board meetings as necessary and attend all chapter meetings if possible.

Section B: Society Mission and Purposes

1. Awards*

a. Oversee nominations for the Rose and Key Awards;

b. Work with the first vice-president to suggest and co-ordinate projects and services corresponding to program themes;

c. Promote and co-ordinate service activities independent of program themes;

d. Represent the chapter in nomination and selection of the Dedicated Service Award.

2. Educational Excellence/Leadership Development/Program Planning*

a. Work with the first vice-president in arranging speakers and programs;

b. Share research relating to program themes at each meeting;

c. Coordinate chapter research supported by the state organization;

d. Participate in international and state leadership development activities when possible.

3. Scholarship/Stipends*

a. Inform members of available state and international scholarships;

b. Represent the chapter in working with the state in promoting scholarship activities;

c. Coordinate the planning and administering of scholarships and/or grants-in-aid presented by the chapter;

d. Coordinate activities necessary for providing funds for the chapter stipends;

e. Chair the committee to choose recipients of the stipends.

4. Legislation*

a. Share relevant state and national legislative information with members;

b. Assist members in actively participating in legislative affairs;

c. Open and maintain lines of communication with local and state legislators through calls, faxes, or written notices to legislators on issues concerning education;

d. Coordinate and encourage chapter members' participation in political campaigns.

5. World Fellowship*

a. Provide support for World Fellowship recipients through activities such as sending cards or appropriate gifts;

b. Coordinate necessary fundraising events to support World Fellowship activities;

c. Serve as a liaison between the chapter, state and international World Fellowship committees.

6. Music

a. Encourage music at chapter meetings;

b. Work with the first vice-president and the social committee chairperson in including music in chapter programs.

7. Social/Hospitality

a. Provide name tags for members and initiates at each Society function;

b. Act as a hostess or co-hostess for meetings held in members' homes;

c. Arrange for necessary decorations at chapter functions;

d. Assist the first vice-president with the conduct of society functions;

e. Work with the chairperson of music to include music in meetings;

f. Collect necessary reservations for chapter events.

Section C: Other Committees

1. Technology

a. Participate on the state technology committee;

b. Advise chapter members on the availability and use of technology pertinent to Delta Kappa Gamma activities;

c. Up-date chapter information on AZ State's website;

d. Maintain the chapter website.

2. Retirees’ Affairs

a. Organize activities which involve retirees separate

from the general membership;

b. Inform retirees of activities and information of

special interest to them.

Committees with an asterisk require a chapter representative to the appropriate state committee.

X: PUBLICATIONS

The communications chair(s) shall coordinate the publication of a chapter newsletter, "Pieces of Pi," to be published a minimum of three times during the year.
The communications chair(s) shall co-ordinate regular contributions from the chapter to the Alpha Zeta State newsletter.
The chapter president shall approve all publications from the chapter.

XI: STIPENDS

The Executive Committee will determine the number and amount of the stipends based on the amount of money available and amount needed for future stipends.

Applicants must be female and working in their first, second or third year of teaching, (no substitute positions).
A maximum of three stipends can be awarded in a school year with no more than one awarded in a district.
Applications will be distributed in early January and are due the second week of February.
There will be a maximum of one recipient in each building.
The stipends will be awarded on March 14th (Pi Day). If the 14th occurs on a weekend, the award date will be the following Monday.

Revised 10/24/2024

XII: FUNDS

The chapter fund shall consist of dues, contributions and miscellaneous income.

It is the operating fund and shall require a budget.

XIII: DISSOLUTION

Before a chapter is dissolved, the approval of the state organization Executive Board must be obtained.
Careful consideration shall be given to the manner in which those desiring to maintain membership transfer to other chapters. International procedures must be followed.
Any remaining funds in the chapter account shall be sent to the State organization treasurer for State or International projects.
The chapter's paraphernalia, the Society publications, and the chapter records shall be retained in the State organization archive and made available for use.
The charter must be returned to the state organization to be forwarded to the International Headquarters.
The state organization Executive Board shall decide whether the Greek name shall be reused or not.

XIV: PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised (Current Edition) shall govern the proceedings of Pi Chapter in all cases not provided for in the Constitution, By-Laws or Chapter Rules.

XV: AMENDMENTS

The chapter's Standing Rules shall be reviewed by the Rules and By-Laws Committee consisting of the rules and by-laws chair(s), parliamentarian and president during each biennium. Any recommended changes shall be brought before the membership for approval.
Any member may recommend an amendment to the rules and by-laws of the chapter. The Chapter Rules and By-Laws Committee shall study such recommendations.
The Rules and By-laws Chair will present proposed amendments to the chapter executive board where a 2/3 approval vote is necessary for the proposed amendment to be brought before the membership for discussion. All members will be notified in writing of the proposed amendment following the approval of the Executive Board and a final vote taken at the next general meeting. Amendments shall be adopted if approved by a majority vote of members present at the general meeting.

This is a total revision of Pi Chapter’s previous Chapter Rules that were adopted on February 8, 2015 and previously revised on Dec. 2, 2007.

Adopted on February 8, 2015. Revised and adopted 2023.