DELTA KAPPA GAMMA SOCIETY INTERNATIONAL
ALPHA ZETA CHAPTER
Duties of the Chapter Officers and Standing Committees
CHAPTER OFFICERS:
President
The president shall:
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First Vice-President
The First Vice-President shall:
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Second Vice-President
The Second Vice-President shall:
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Recording Secretary
The recording secretary shall:
Corresponding Secretary
The corresponding secretary shall:
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Treasurer
The treasurer shall:
Immediate Past President
The Immediate Past President shall:
Parliamentarian
The Parliamentarian shall:
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STANDINGS COMMITTES
i. maintain the historical records of the chapter
The committee shall:
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e. Scrapbook Committee
The committee shall:
i. take the photos of the chapter members
and events to be included in the chapter
scrapbook or to be used for publicity.
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ALPHA ZETA CHAPTER
Duties of the Chapter Officers and Standing Committees
CHAPTER OFFICERS:
President
The president shall:
- act as presiding officer at regular and called meetings and direct the activities of the chapter.
- act as chairman of the executive board.
- appoint a parliamentarian from the membership.
- appoint standing and special committees.
- approve for payment all expense claims.
- approve chapter publications and oversee the publication of the summer and winter Alpha Zeta Newsletter.
- fill by appointment all vacancies in office.
- represent the Society at meetings, conferences, conventions and other events.
- take action, with the advice and approval of the executive board, on matters which cannot be deferred until the next meeting.
- serve, ex officio, in the process of budget development and supervision of finances.
- execute, with the executive secretary or treasurer, legal documents pertaining to the chapter. A legal document may be executed only when it has been authorized by a state organization convention or the executive board.
- serve as a member of the state organization executive board.
- encourage chapter activities that develop the leadership potential of its members.
- make assignments, as appropriate, to officers and members.
- schedule and inform the Executive Board of the summer committee meeting.
- conduct summer Executive Board meeting.
- prepare and type the agenda for all executive and general membership meetings.
- assist the Membership Committee with the Initiates Tea and Orientation.
- monitor all committees to determine that their duties are being fulfilled.
- distribute any forms or paperwork that is to be completed by the Executive Board members and have them submitted on time.
- notify the First Vice President when it is time to select the chairpersons for the Standing Committees.
- attend the State Executive Board meetings and Convention.
- organize and maintain the chapter president’s files.
- install the new officers and pass the gavel.
- order and present the chapter president’s bar pin to the incoming president.
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First Vice-President
The First Vice-President shall:
- act in place of the president when the need arises and perform those duties assigned to her by the president and/or the Executive Board.
- become president in the event of the death or resignation of the president and will serve until the next regular election of officers.
- serve as the Program of Work chairperson for the chapter.
- contact members and determine if they will serve as chairpersons for the Standing Committees.
- assign the membership to appropriate Standing Committees and submit the list of Standing Committee Chairpersons to the appropriate State Chairperson.
- prepare and publish the chapter Yearbook.
- contact speakers and/or arrange for a program for each chapter meeting.
- assign a hostess committee for each chapter meeting.
- contact and make arrangements for each meeting site.
- distribute Yearbook pages to membership.
- send a copy of the chapter Yearbook to the State Program Committee Chairperson.
- select and send to the State the chapter Standing Committee Chairpersons.
- attend all Executive Board meetings.
- prepare and submit annual reports on forms provided to the State. Give a copy to the State Chairperson and to the Chapter President. Save a copy for the 1st Vice President’s file.
- when possible, attend all Chapter meetings, Seminars, Area Conferences, State and International Conventions.
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Second Vice-President
The Second Vice-President shall:
- serve as presiding officer in the absence of both the president and the first vice- president and, in the event of the resignation or death of either the president or the first vice-president, shall succeed to the office of first vice-president and serve until the next regular election of officers.
- perform such other duties as the president or the executive board shall assign to her.
- serve as the chairperson for the Membership Committee.
- provide membership applications (form 11) and encourage members to promote Key Women Educators for membership.
- encourage members that submit an application for a new initiate to act as a mentor to that new member.
- remind the members that application forms are to be submitted to the Membership Chairman by October 15.
- present to the chapter members the names submitted for initiation into the Alpha Zeta Chapter at the December meeting.
- prepare a ballot and oversee the election of the candidates for membership at the March meeting.
- select some members of the Chapter to help with the collecting and tabulating of the ballots.
- announce those members accepted into the Alpha Zeta Chapter at the March meeting.
- destroy all ballots after the votes have been counted.
- coordinate with the Chapter President to provide an orientation for the members-elect.
- coordinate with the Chapter President to be sure all the forms and materials are ordered and available for the orientation of new members.
- attend all Executive Board and chapter meetings.
- submit all necessary reports as asked for by the President, the State or International. File one copy of any reports in the appropriate file for future chapter use.
- file all accepted membership applications in the member’s file along with the acceptance letter.
- prior to moving into the first vice-presidents position pass out to the membership Yearbook change forms for preparation of the printing of the new Yearbook.
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Recording Secretary
The recording secretary shall:
- be responsible for keeping all written records with complete minutes of each Executive Board and business meeting noting each official action taken, all terminations of membership by death, resignation, or nonpayment of dues and fees; membership classifications; and summary of the treasurer’s report.
- keep the roll of the chapter members including names arranged alphabetically according to classifications(active, reserve, honorary), names of deceased members with dates of death, and names of members whose memberships are terminated or transferred (with reasons and dates).
- maintain a list of names and addresses of women to whom invitations to membership were sent, with the dates of invitation, replies and initiation.
- keep a list of the chapter charter members with biographical data and a short review of the chapter founding.
- maintain membership records as permanent records that should never be discarded or destroyed.
- carry on such correspondence as may be delegated to her by the president.
Corresponding Secretary
The corresponding secretary shall:
- carry on all correspondence as may be delegated to her by the president.
- distribute the area membership lists to the contact representatives to obtain meal reservations for each chapter meeting.
- attend all Executive Board and business meetings.
- collect correspondence and determine, with the guidance of the President, items which will be read in full or in part. Some items may need to only be mentioned and filed.
- present pertinent correspondence at the general business meeting.
- answer in writing all letters that deem a response.
- send out thinking of you, get well, sympathy cards, notes and etc.
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Treasurer
The treasurer shall:
- receive and pay out all monies belonging to the chapter.
- keep an accurate record of receipts and expenditures.
- keep a file of receipts, bills, cancelled checks and bank statements.
- present a report at each regular meeting.
- file required tax reports.
- submit for annual financial review the accounts of the chapter.
- serve as an ex-officio financial review member, without vote, if under remunerative contract for her services, on the executive board.
- serve, ex officio, in the process of budget development and supervision of finances.
- to study carefully the instructions contained in the Guidelines for State and Chapter Treasurers and other materials sent to each treasurer from the International Headquarters, which includes the latest revision of the Constitution, International Standing Rules, and Handbook. Note: When treasurers change, the outgoing treasurer should see that the new treasurer has the appropriate materials and instructions.
- to have at the beginning of each fiscal year the supplies needed for chapter treasurer work.
- to collect dues and fees of active, reserve and honorary members by October 31.
- to report on Form 18 the payment of every member who has paid dues and fees and to send the report to the state organization treasurer by November 10.
- to make sure that the name of every member of the chapter is listed on the preprinted form 18 provided by International Headquarters.
- to collect the proper payment for initiates and report the payment promptly.
- to send immediately to the state organization treasurer Form 18-A listing the names of members whose memberships are terminated.
- to see that the Initiate Cards and Reinstated Member Cards are on hand for every initiation or reinstatement.
- to deposit all money in the name of the Alpha Zeta Chapter, The Delta Kappa Gamma Society International, with the name of the treasurer on the signature card.
- to follow appropriate procedures to ensure the safety and proper handling of chapter monies as established by the chapter Finance Committee.
- to pay by check the bills approved by the chapter president.
- to make a financial report to the chapter each meeting and an annual report on Form 15 to the state organization treasurer and the state organization president.
- to prepare annually before November 15 a form 990 for the Internal Revenue Service.
- to surrender financial records for financial review at the close of each fiscal year.
- to serve ex officio in the process of chapter budget development and supervision of chapter finances.
Immediate Past President
The Immediate Past President shall:
- act as an advisor and/or consultant for the current chapter president.
- traditionally acts as parliamentarian.
Parliamentarian
The Parliamentarian shall:
- act as advisor to the officers and the members of the chapter in matters pertaining
- shall give advice or explanation only when requested to do so.
- not be an officer and is a non-voting member or the Executive Board.
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STANDINGS COMMITTES
- Society Business
- Membership
- be chaired by the Second Vice-President
- study and make recommendations related to membership issues.
- encourage members to identify qualified educators and recommend them for membership.
- review the Recommendation to Membership (Form 11)
- present the names and qualifications of prospective new members to the membership.
- prepare a ballot, conduct election and tabulate the results of the voting for new members at the time scheduled by the chapter.
- work with the president of the chapter to conduct orientation of new members activities.
- Historical Records Committee
i. maintain the historical records of the chapter
- Biographical Records Committee
- obtain and maintain an up-to-date file of chapter members’ biographical data.
- Work with the chapter president to prepare reports of deceased members, including biographical data.
The committee shall:
- make all the preparations for the initiation ceremony for new members.
- conduct the initiations ceremony for new initiates.
- follow the guidelines for the ceremony as presented in the Ceremonies handbook.
- Necrology Committee
- plan and conduct memorial services for deceased members.
- work with the chapter president to prepare necrology reports.
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e. Scrapbook Committee
The committee shall:
- maintain the chapter scrapbook including newspaper clippings, programs, and photos of the chapter’s noteworthy activities.
- Photography Committee
i. take the photos of the chapter members
and events to be included in the chapter
scrapbook or to be used for publicity.
- Finance Committee
- recommend the amount of the chapter dues and assessments.
- prepare a chapter budget.
- present the budget to the chapter Executive Board and/or chapter membership for review, modification and adoption.
- supervise expenditures.
- supervise investments.
- provide for an annual audit/ financial review of chapter accounts.
- Nominations
- provide for election (even numbered years) of chapter officers. (treasurer is appointed).
- solicit recommendations for officers from the Alpha Zeta Chapter members.
- ascertain that nominated person(s) will serve if elected.
- present to the chapter membership (even numbered years) a slate of one candidate for each elective office.
- prepare the ballot for election and tabulate the results of the election
- send names, addresses of new officers to the Alpha Alpha State President and the Executive Coordinator at International Headquarters.
- file the election report with the chapter for future reference.
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- Program of Work
- Program Committee
- be chaired by the first vice-president.
- develop chapter programs that focus upon the Society Purposes and Mission.
- plan the Program of Work to include projects, activities and programs related to personal growth, service to others, professional affairs, legislations, research and music.
- plan the year’s programs using adopted international theme found in the program manual
- adjust the focus of the programs to meet the local needs and interests.
- use various programming techniques to present ideas to stimulate thinking that may develop into action.
- encourage maximum member participation by having as many members as possible take part in the programs.
- plan for observance of Founder’s Day and the chapter birthday.
- prepare and distribute the chapter yearbook to the members.
- provide for music as an integral part of programming.
- use music to enhance the appreciation of the Society’s goals and to give dignity and beauty to the programs and ceremonies.
- Visual and Performing Arts Committee
- select and provide the music for all programs, meetings and ceremonies.
- appoint a song leader and pianist for each chapter meeting.
- Personal Growth and Services
- recognize members’ needs, recommend programs and projects to aid individual growth.
- develop leadership potential among the members.
- encourage participation in study groups concerned with economic, social, political and educational issues.
- encourage members to reach beyond themselves, their communities to help create genuine spiritual fellowship among women educators of the world.
- provide opportunities for developing better human relationships with the community.
- encourage members to reach beyond themselves in service to the local communities.
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- Professional Affairs Committee
- develop interest and participation in activities designed to improve the professional status of women educators.
- encourage selective recruitment activities.
- establish the criteria for awarding any chapter grants and/or scholarships.
- select from the submitted applications those individuals to be recommended to receive the recruitment grants.
- maintain contact with the recipients.
- Research Committee
- encourage research of interest to those responsible for Program of Work as they design chapter programs and create chapter projects.
- suggest coordination with other chapters in cooperative research projects related to Society Purposes.
- invite persons doing relevant research to discuss their findings at chapter meetings.
- assess the needs within the communities represented by the members and suggest systematic studies of local problems.
- publicize pertinent research in the area of the program theme and current educational trends and issues.
- Projects
- submit ideas for projects to the chapter that will benefit the local communities.
- implement projects that are sponsored by the chapter, State and International organizations.
- US Forum
- inform the chapter members of legislative issues and changes related to education
- Educational Services
- Communications
- support the efforts of the chapter members to communicate effectively with one another.
- publicize information about the Society, its Mission and Purposes, its program of work and chapter members noteworthy achievements.
- prepare advance stories about events and activities.
- help arrange media coverage for special events.
- submit to the local media coverage of the regular chapter meetings.
- incorporate international and state organization news into the chapter programs.
- keep a file of state organization and international publications for reference.
- submit to the Bulletin well written, interesting and unpublished manuscripts for consideration for publication.
- send the Communications Services Administrator the names of capable writers for the Bulletin; describe their training/experiences and the subject of current interest about which they are qualified to write.
- Scholarship Committee
- keep the chapter informed of the availability of State and International Scholarship and grants.
- encourage members to apply for such grants and scholarships.
- World Fellowship Committee
- support and promote the World Fellowship program.
- receive from the chapter members voluntary contributions to World Fellowships.
- send all monetary contributions with Contribution Form (Form 43) to the Alpha Alpha State treasurer or International Headquarters.
- Technology
- shall assist any committee with the publication of materials or documents that require technological skills such as typing and printing the Alpha Zeta Newsletter, chapter Yearbook, chapter agendas, etc.
- be responsible for development and updating of a chapter website should the time occur when the chapter decides to have one.
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