The Delta Kappa Gamma Society International
Theta Zeta Chapter Rules
Article I - Name
1.0 The name of this organization is the Theta Zeta Chapter of The Delta Kappa Gamma Society International, Chi State (California), Area XV Chartered on the 16th of March, 1974. (Area XV split in 2010; Area XVIII is our current designation.)
Article II - Purposes
2.0 The Chapter is dedicated to fulfilling the seven purposes of The Delta Kappa Gamma Society International as stated in the Constitution.
2.1 The Chapter is dedicated to fulfilling the International mission statement that is to promote professional and personal growth of women educators and excellence in education.
Article III - Membership
3.0 Qualifications for active, retired and honorary membership are as stated in The Constitution of the Delta Kappa Gamma Society International.
3.1.1 An active member shall be a woman who is employed as a professional educator or has been retired from an educational position. An active member shall participate in the activities of the Society.
3.1.2 A reserve membership shall be granted only to a member who is unable to participate fully in the activities of the Chapter because of physical disability and/or geographic location.
3.1.3 An honorary member shall be a woman not eligible for active membership who has rendered notable service to education or to women and is elected to honorary membership in recognition of such service. This member does not have to live in the Chapter area.
3.2 Election to Membership
3.2.1 The names of all candidates for membership shall be submitted to the membership chairman and voted on at a general meeting or by electronic vote. If elected to membership, the candidates shall be initiated prior to the end of the school year.
3.2.2 Election of new members to the organization shall be by secret ballot, with a 4/5 of those members who respond in favor of extending membership to the proposed member. A quorum will be required to conduct the vote.
3.2.3 Invitations to those elected to membership may be mailed or hand delivered by the Membership Chairman within 14 days after election.
3.3 New Member Fees and Dues
3.3.1 New members shall pay a $10 Initiation Fee.
3.3.2 New members will pay the regular active membership dues if initiated prior to April 1. After April 1, active membership dues will be required prior to October 31.
3.4.1 All those who accept the invitation to join the Chapter should be asked to an Orientation meeting to acquaint them with the advantages and responsibilities of membership in the Delta Kappa Gamma Society International.
3.4.2 The Orientation is the responsibility of the Chapter officers and the Membership Committee.
3.4.3 Orientation is given prior to the initiation date.
3.4.4 Sponsoring members should offer to bring the initiate to the Orientation meeting.
3.5.1 Initiation will be held annually or as deemed necessary by the Board.
3.5.2 Initiation will be held at a location suitable for the ceremony.
3.5.3 The Membership or Ceremonies Committee will be responsible for the arrangements and conducting the ceremony.
3.5.4 If it is a meeting where a meal is served, the Chapter may pay for the initiate’s meal.
3.5.5 Sponsors of the initiate should be responsible for:
a) seeing that the initiate is present,
b) is introduced to others, and
c) is made to feel a part of the group.
3.5.6 Sponsors of a new member should arrange to bring the new member to at least two or three meetings.
3.5.7 The Membership Chairperson will store the initiation paraphernalia.
3.5.8 The Chapter will provide new members with information on ordering Key pins and encourage them to do so.
3.6.1 All requests for transfers will be referred to the Membership Committee.
3.6.2 Transfer members are accepted without a vote and may become part of the Chapter at any time.
3.7 Termination of Membership
3.7.1 Membership may be terminated for non-payment of dues or by resignation.
3.7.2 Resignations must be accepted by the Chapter and recorded in the minutes.
3.7.3 The names of all members dropped for non-payment of dues must be announced to the Chapter and recorded as such in the minutes.
3.8.1 A former member shall be reinstated by the chapter receiving the reinstatement request without a vote.
3.9 Membership Records
3.9.1 The Treasurer should maintain membership records in perpetuity.
3.9.2 As deemed necessary, members shall update their biographical profile sheets that will be kept by the Membership Chairman.
Article IV – Finances
4.01 Dues are payable to the Chapter Treasurer from April 30 to October 31. On November 1, members shall be dropped for non-payment of dues unless other payment arrangements have been made.
4.02 Chapter dues may be adjusted as needed by a four-fifths vote of members present at a regular meeting.
4.03 In cases of illness or extreme hardship, the Chapter may vote to Advance the amount due from Chapter funds until such time as the member is able to pay.
*4.04 The total amount of dues to be paid by members annually shall be such that the amount Theta Zeta retains never falls below $23 per person. * As of May, 2013 dues are $95 = Active; $35 = Reserve
4.1.1 Assessments may be established to defray expenses for specific purposes if agreed upon by majority of those present at a general meeting.
4.2 Other Income
4.2.1 Income raised through fundraiser(s) shall be used for specific purposes if agreed upon by majority of those present at a regular meeting.
4.2.2 Monetary donations of equal value to required ticket sales or material donations may be accepted in lieu of such ticket sales or material donations.
4.3.1 The annual budget shall be prepared by the Finance committee with the Treasurer serving as an ex-office member of the group.
4.3.2 The Chapter shall budget expenses to help defray the cost to Chi State convention for the current and incoming Chapter Presidents.
4.3.3 The Chapter budget shall be presented to the Board for approval prior to the general membership vote.
4.3.4 The budget shall be presented to the Chapter for adoption at the fall meeting of the year.
4.3.5 The Chapter Executive Board shall provide for an annual audit of the books.
4.3.6 A President or Co-President and Treasurer shall sign all Chapter checks. Co-Presidents, Co-Treasurers, and/or Vice-president will sign the signature card kept on file by the bank.
4.4.1 Monies received through designated donations shall be used as determined by four-fifth of members present at a regular meeting.
Article V – Organization
5.0 Rules of Governance
5.01 Theta Zeta Chapter shall govern the conduct of its business as stipulated in the Constitution of The Delta Kappa Gamma Society International, International Standing Rules, the Bylaws of Chi State, and the Theta Zeta Chapter Rules.
5.1.1 If the Chapter votes to dissolve, it must follow the procedures listed in the International Constitution, International Standing Rules, and Chi State Bylaws.
Article VI - Officers
6.0 Chapter Officers
6.0.1 Chapter officers, all of whom must be members of the Society, shall be an elected president, vice-president, secretary and an appointed treasurer who is approved by the Executive Board upon recommendation of the Chapter President.
6.0.2 The Chapter shall have the following additional elected officers: 2nd Vice President and Corresponding Secretary.
6.0.3 The membership may approve co-officers for any elected office.
6.0.4 The President with approval of the Executive Board may appoint the Parliamentarian and Historian.
6.1.1 A nominations committee shall be formed each biennium.
6.1.2 The Nominations Committee shall report on a slate of officers at the December meeting. 6.1.3 Election of officers shall be held no later than April so that the incoming President can attend the Chi State Convention in May.
6.2.1 Election of officers shall be in even-numbered years and shall be for a term of two years.
6.3 Duties of Officers
6.3.1 The duties of officers are described in The International Constitution and the Handbook with additions listed below.
6.3.2 The President or appointee shall be responsible for maintaining the Chapter Yearbook.
6.3.3 The 1st Vice President shall serve as Chairman of the Program Committee.
6.3.4 The Communication Committee or President’s designee shall send a communication newsletter/bulletin within 14 days before each meeting reminding the members of the date, location, program, and other items of interest concerning the upcoming meeting. Additional newsletters/bulletins may be sent.
6.3.5 The President shall take action, with the advice and approval of the Executive Board, in matters that cannot be deferred until the next meeting.
6.3.6 The President shall attend meetings called by the Area Director.
6.3.7 The President may assign such other duties as are needed to carry out the work of the Chapter.
6.3.8 The President shall fill by appointment all vacancies with approval of the Executive Board.
6.3.8 The Treasurer orders the President’s pin in January of the first year of the biennium. The pin is presented to the President at the Installation of Officers meeting.
Article VII - Executive Board
7.01 Mandated members of the Chapter Executive Board are the elected officers of the Chapter, the Immediate Past President, and the Treasurer (who does not receive remuneration), each with one vote. The Parliamentarian shall be an ex-officio member without a vote.
7.02 All chairmen of standing committees are encouraged to attend the
Executive Board meetings.
7.1.1 Executive Board meetings must be held at least twice annually.
7.1.2 A quorum shall be a majority of the voting members specified in 7.01 above.
7.2 Duties of the Executive Board
7.2.1 To act in matters requiring immediate action and decision.
7.2.2 To recommend policies and procedures for consideration by the members.
7.2.3 To establish rules for budget development and approval and forthe supervision of Chapter finances.
Article VIII - Committees
8.0 Standing Committees
8.01 This Chapter’s committees may consist of Chapter Rules, Finance, Membership, Nominations, Communication, Educational Excellence/Programs, Music/Art, Educational Law/Policy, Scholarship/Grants, Awards/Recognition, and Hospitality..
8.1 Duties of Committees
8.1.1 Chapter Rules Committee shall:
a. Review and revise the Chapter Rules at least once a biennium b. Forward an electronic copy in Word 2003 of the revised Chapter
Rules to the Chi State Bylaws Committee
8.1.2 Finance Committee shall:
a. Be responsible for setting dues and fees with the approval of the membership b. Develop the annual budget c. Make reports and secure the annual audit
8.1.3 Membership Committee shall:
a. Develop a plan for membership recruitment
b. Seek prospective members
c. Conduct voting on new members
d. Be responsible for orientation and initiation
e. Encourage participation by all members.
f. Prepare the Necrology report.
g. Annually maintain current biographical data of all Chapter members
h. Conduct ceremonials including Initiation and Installation.
8.1.4 Nominations Committee shall:
a. Be comprised of at least three (3) members. One of whom may be the past President. The other two shall be nominated and elected by the membership.
b. This committee shall present a new slate of officers and nominations for the next Nominating Committee in even- numbered years no later than the February meeting.
8.1.5 Communications/Marketing Committee shall:
a. Be responsible for all Chapter Publicity in Chapter newsletters, local newspapers, and Chi State News
b. Take photos and develop an annual, online yearbook which may be viewed or ordered by members.
Society Mission and Purposes
8.1.6 Educational Excellence/Program Committee shall:
a. Be responsible for developing programs that align with the Seven Purposes of our society.
8.1.7 Music/Art Committee shall:
a. Provide music at meetings.
b. Plan outings related to the creative arts and literature.
c. Help create programs for meetings which incorporate creative arts and/or literature.
8.1.8 Educational Law/Policy Committee shall:
a. Adopt a legislator
b. Communicate with the legislators and include them as guest speakers if possible or attend local meetings at which the legislator is speaking.
c. Encourage participation in Legislative Study Sessions.
d. Keep members informed of pending legislation through emails, newsletters, or at meetings
8.1.9 Scholarship/Grant Committee shall:
a. Keep members informed of dates of all International, Chi State, Area and Roads scholarships available to them.
b. Publicize and award recruitment grant(s) and student teacher awards
c. Disseminate information for Penne Ferrell and other awards for non-members at the State and International levels for both Early Career and Veteran Teachers.
8.2.0 Awards and Recognition Committee shall:
a. Recognize member accomplishments and awards within the organization and community.
8.2.1 Hospitality Committee shall:
a. Welcome and follow-up with guests. b. Assist the Vice President with site arrangements for meetings.
8.2.2 Global Awareness Committee shall:
a. Make members aware of International programs (Schools for Africa [SFA] and Support for Early Career Educators [SEE]).
b. Support World Fellowship recipient(s) if she(they) are enrolled in a local school.
Article IX - Areas of Activity
9.01 This Chapter shall meet no fewer than 4 times per year. 9.02 A quorum for conducting Chapter business shall be one-fourth of the voting membership.
9.1.1 The Chapter President, or her designee, shall be the official representative of the Chapter at Chi State Convention.
9.2.1 The Chapter members shall determine awards and special types of recognition.
9.2.2 Recruitment Grants or Member Scholarships may be awarded as determined by the Chapter members.
Article X - Funds
10.01 The Treasurer shall be responsible for making all deposits and keeping an account of all monies received and spent.
10.1 Checking Account
10.1.1 The account shall be maintained at a FDIC bank, as determined by the Finance Committee.
10.1.2 Two signatures shall be required on all checks. Signatures on file shall be those of the President(s), the Vice President(s), and the Treasurer(s).
10.1.3 An audit shall be done annually.
Article XI - Amendments
11.0 Revision of Chapter Rules
11.0.1 Revisions may be made as the Chapter deems necessary, by majority vote of those present at the meeting and may become effective immediately.
11.0.2 Any member of the Chapter may propose amendments to these rules.
11.1.1 Members must be notified in advance of the vote for all proposed amendments and especially those that would increase dues or assessments.
11.2.1 Approval by two-thirds of the votes cast shall be required to amend these rules.
11.3 Publication/Recording of Chapter Rules
11.3.1 Two “official” copies of these Chapter Rules shall be kept up to date; one in the President’s files, the other in the Recording Secretary’s file.
11.3.2 A copy of the updated Chapter Rules shall be sent to the Chi State Bylaws Committee for review. 11.3.3 The President or designee shall be responsible for updating the Chapter Rules when there are additions, amendments or deletions.
Article XII - Parliamentary Authority
12.0 Robert’s Rules of Order Newly Revised shall govern proceedings in all cases
not provided for in the International Constitution, the International Standing Rules, Chi State Bylaws, and these Chapter Rules.
Suggestions for revision presented: 12/14/17 Adopted 1/23/2018