Xi Chapter Rules and Policies
revised October 2013
THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL
BETA BETA STATE
XI CHAPTER STANDING RULES
I. NAME
The name of this chapter shall be Xi Chapter, Beta Beta State, The Delta Kappa Gamma Society International.
II. OBJECTIVES
Xi Chapter’s objectives are aligned to Delta Kappa Gamma Society International’s Mission and Purposes. Xi Chapter objectives are:
1. Stimulate professional and personal growth of women educators.
2. Endow scholarships to aid outstanding women educators pursuing a career in education or graduate study in education.
3. Support desirable legislation or endeavors in the interest of educational excellence.
4. Inform members of current economic, social, political, and educational issues so that they may effectively contribute to their
communities.
III. MEMBERSHIP
A. Active Members
Active members shall be women who are currently employed in educational work or are retired from the educational field.
1. Recommendations for prospective members shall be presented with the submittal of Form 11 to the Membership Committee chair or
designee. Voting shall be conducted by ballot and pass by quorum vote at a spring meeting.
2. Prospective members shall have been employed in the educational field for a minimum of three years.
3. Official invitations signed by the Chapter president shall be delivered to prospective membership prior to the voting meeting
accompanied with a Society information brochure. An orientation date may be included in the invitation. RSVP shall be requested
prior to the voting meeting.
4. All new members shall be initiated within one year from the time of voting.
B. Reserve Members
Reserve membership shall be granted by majority vote only to those members who are retired and unable to participate fully due to a
physical disability or geographic limitations. A reserve status may be restored to active status upon request with a quorum vote.
C. Honorary Members
Honorary membership may be granted to women ineligible for active status but who are recognized for notable service to education.
These members may participate in all activities except that of holding office.
D. Termination
1. Membership in the Society is terminated for non-payment of dues and fees, resignation or death.
2. The Chapter Membership chair and the Treasurer shall keep records of termination including the date and reason. A report of
members terminated shall be included in Chapter minutes.
E. Reinstatement
A former member shall be reinstated by a majority vote of the Chapter.
IV. FINANCE
A. Budget
1. The Finance Committee will present a biennial budget for approval to the Executive Board.
2. Expenditures shall be approved by the President for payment by the Treasurer.
B. Dues and Assessments
1. The Executive Board shall determine annual dues aligned with Delta Kappa Gamma Society International’s dues and Beta Beta State’s
dues.
2. Dues and assessments must be made by October 31.
3. The Treasurer shall notify the Membership Committee and President when a Chapter member has not paid dues and assessments by
the deadline.
C. Travel Allotments
1. Beta Beta State Convention
a. Xi Chapter will provide to President(s) or designee(s) round trip air, ground transportation, registration fees, and hotel for one
night.
b. Subsidies for the general membership will be taken into consideration during the budgeting process.
2. Beta Beta State Fall Workshop
a. Xi Chapter will provide to President(s) or designee(s) round trip air fare, ground transportation, registration fees, and hotel for
one night.
b. Subsidies for the general membership will be taken into consideration during the budgeting process.
3. Leadership Development Training
a. Xi Chapter will provide for president(s) round trip air, ground transportation, registration fees, and hotel for one or two nights.
b. Xi Chapter will provide for two Executive Board members, or as determined by the Executive Board, round trip air fare and
registration fees.
4. Southwest Regional Conferences and International Conventions
a. Xi Chapter will provide at least $100 in stipend for a member(s) who attend DKG conventions as appropriate.
D. Meal Expenses
1. Chapter funds shall be used to cover the cost of dinner for new members at their initiation.
2. When a guest is invited by the Chapter for the Chapter’s purpose, the Chapter shall be responsible for the expense.
3. When a guest is invited by a member to a Chapter or State function, the member shall be responsible for the expense.
4. Members are responsible for all confirmed meals, even in the case of cancellation.
V. ORGANIZATION
A. The Chapter shall be organized and governed as specified in the Beta Beta State Bylaws.
B. Xi Chapter will have no fewer than twelve members.
C. Any past Chapter President shall be eligible to represent the Chapter on the State Executive Board.
D. Chapter standing rules shall be submitted to the Beta Beta State By-laws Committee every two years for consistency with the Society
constitution. .
VI. OFFICERS
A. The Chapter shall elect the following officers: President, First Vice-President, Second Vice-President, and Secretary. The Chapter may
accept rule by co-presidents.
B. Terms of Office
1. Chapter officers, except the Treasurer, shall be elected in even-numbered years.
2. The term of each elected officer shall be two years. 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 Executive Board shall select the Treasurer each biennium.
C. The President shall appoint a Parliamentarian.
D. The President’s pin shall be presented at the first meeting of her year in office.
E. Duties shall be those specified in the International Constitution and International Handbook. In addition:
1. The President (s) shall
a. Conduct all regular and board meetings.
b. Set the dates of the meetings for the year before September with the aid of the Executive Board.
c. Appoint all committee members and committee chairmen.
d. Be an ex-officio member of all committees except the Nominations Committee.
e. Shall conduct votes by mail/email, telephone, or other appropriate means on matters requiring immediate committee or board
action.
2. The First Vice-President shall
a. Conduct all regular and board meetings in the absence of the President.
b. Support committees with programs for the biennium.
c. Perform other duties as the president or the Executive Board shall assign.
3. The Second Vice-President shall:
a. Conduct all regular and board meetings in the absence of the President.
b. Serve as chairman of Membership Committee.
c. Be responsible for the nomination of and orientation for prospective members, and the initiation of new members.
d. Perform other duties as the president or the Executive Board shall assign.
4. The Secretary shall:
a. Prepare minutes of all regular and board meetings.
b. Keep attendance in the minutes.
c. Keep, report, and send all necessary correspondence as requested by the President.
5. The Treasurer shall:
a. Maintain an accurate record of Chapter expenses, disbursements, receipts, assets, and accounts. Follow appropriate procedures
to ensure the safety and proper handling of Chapter monies.
b. File required tax reports.
c. Contact Chapter members and notify the President and Membership Committee when a Chapter member has not paid dues by
October 15.
d. Present a report at each regular meeting.
e. Collect dues and assessments from active members and reserve members by October 31 of each year.
f. Submit all monies due to the Beta Beta State Treasurer.
g. Submit for annual audit/financial review of the Chapter accounts.
6. The Parliamentarian shall:
a. Aid the President in parliamentary procedures at all meetings.
b. Utilize current Robert’s Rules of Order.
F. Vacancies
1. When a vacancy occurs in the office of the President, the First Vice-President shall become President, and the Second Vice-President
shall become first Vice-President.
2. When a vacancy occurs in other elective or appointive positions, the President shall name the successor.
G. Nominations and Elections
1. The Nominations Committee will oversee the rotation of the Executive Board selection process.
a. The committee shall present a slate of at least one nominee for each elective office to the Executive Board. Consent of the
nominee must be obtained in advance.
b. Additional nominations may be made from the floor, with prior consent from the nominees.
2. Election shall be by ballot with a majority of votes cast.
3. The Nominations Committee shall prepare the ballot and conduct the election.
VII. EXECUTIVE BOARD
A. Members
Members of the Executive Board shall be elected officers of the Chapter and the immediate past president. The Treasurer and the Parliamentarian shall serve as ex-officio members without vote.
B. Meetings
Meetings of the Executive Board shall be held at least twice annually. The board may meet at other times upon call of the president.
1. Quorum shall be a majority of the voting members of the board.
C. Duties of the Executive Board
1. Select the Treasurer for the biennium.
2. Act in matters requiring immediate action and decisions.
3. Recommend policies and procedures for consideration by members.
4. Establish rules for budget development and approval and rules for the supervision of Chapter finances.
5. Develop guidelines for committee responsibilities.
VIII. COMMITTEES
At the first Executive Board meeting, the president will appoint all committee chairperson and acts as an ex-officio on all the above committees, except nominations.
Xi Chapter Standing Committees shall be:
A. Society Business
• Finance
• Membership
• Nominations
• Chapter Rules
• Leadership Development
B. Society Mission and Purposes
• Educational Excellence
• Scholarship
• World Fellowship
C. Other Committees
• Communications/News/Technology
• Pioneer Women
• Courtesy and Aloha
Committee Duties
1. Finance Committee shall:
a. Be responsible for the supervision of the Chapter’s financial affairs.
b. Formulate a biennial budget.
c. Establish guidelines for the investment of all funds.
d. Conduct a financial review of the Treasurer’s account book at the end of the biennium and provide for an annual audit.
e. Funds
i. The available fund serves as the operating fund and shall require a budget.
ii. Xi will maintain records of scholarship funding.
2. Membership Committee (chaired by Second Vice-President) shall:
a. Oversee recommendations, orientation, and initiation of new members.
b. Contact and encourage members who have chronic absenteeism.
c. Contact and encourage members who are delinquent with dues.
d. Submit names of members for possible termination to the Chapter President.
e. The Chapter Membership Committee chairman shall notify the State Executive Secretary when a former Chapter member has been
reinstated.
3. Nominations committee shall:
Refer to Section VI. E.3.c. and Section VI.G.
4. Chapter Rules Committee shall:
a. Update the Chapter Rules as necessary.
b. Print and disseminate the Chapter Rules to all members.
5. Leadership Development Committee shall:
Aid and support the Beta Beta State Leadership Development Committee in its leadership development efforts.
6. Educational Excellence Committee shall:
a. Offer suggestions, plan, coordinate, and evaluate programs for enhancing professional excellence in education.
b. Include music, the arts, research, legislative, and professional development in planning programs and activities.
c. Include the Delta Kappa Gamma song at every meeting.
d. Support Delta Kappa Gamma Society International’s and Beta Beta State’s Educational Excellence efforts to empower women,
advance excellence in education, and increase global awareness.
7. Scholarship Committee shall:
a. Update members on all DKG scholarships available.
b. Update members on Xi Chapter’s scholarship program.
i. Distribute applications to and network with high schools and post-secondary schools.
ii. Determine and recommend the number of scholarships and the amount of each scholarship to the Chapter for adoption.
iii. Recommend rules which will govern the administration of the scholarship program.
8. World Fellowship Committee shall:
a. Keep Chapter informed of the Delta Kappa Gamma Society International World Fellowship programs.
b. Collect $1 from each member who does not wear the Delta Kappa Gamma key pin at regular Chapter meetings. This money will be
contributed to the International World Fellowship Fund.
i. Recommend a contribution amount to be made to the DKG World Fellowship fund annually.
9. Communications/News/Technology Committee shall:
a. Maintain and update the Xi Chapter website.
b. Ensure that Chapter activities and events are documented in photographs. Xi Chapter website will serve as historical record.
c. Send Chapter news to the Aloha Ike Akea editor upon request.
d. Work with the Treasurer and membership committee to update and inform members of changes in names, addresses, and contact
information.
e. Assist successive committee members on how to maintain website.
10. Pioneer Women Committee shall:
Aid and support the DKG HI State Committee on Pioneer Women matters.
11. Courtesy and Aloha Committee shall:
a. Assist the Executive Board in matters of hospitality at Chapter functions.
b. Assist with state and international functions and visits on Kauai.
c. Refer to Xi Chapter Courtesy and Aloha guidelines for appropriate acknowledgments to members for occasions when required.
d. Review the Xi Chapter Courtesy and Aloha guidelines and make recommendations to membership for any changes.
e. Recognize Chapter members for awards, honors, or promotions at a Chapter meeting.
IX. MEETINGS AND ACTIVITIES
A. There shall be a minimum of four (4) meetings per year, excluding State workshops, conventions, and activities.
B. Xi Chapter defines quorum as the majority of members present at a meeting.
C. All electronic communications shall be sent in hard copy form to those members who do not have access to technology.
D. Founder’s Day
i. The Chapter shall integrate Founder’s Day remembrances throughout the year.
E. The Chapter shall hold a Necrology Service for members who have passed during the year.
X. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, newly revised, shall govern in situations and matters not provided for in The Delta Kappa Gamma Society International Constitution, the Beta Beta State Bylaws and standing rules, and Xi Chapter standing rules.
XI. ADOPTION AND AMENDMENTS
A. The Chapter rules may be adopted by majority vote at any business meeting of the Chapter.
B. The Chapter rules may be amended or rescinded at any Chapter meeting by two-thirds vote of members present.
C. A quorum shall be a majority of the members present.
BETA BETA STATE
XI CHAPTER STANDING RULES
I. NAME
The name of this chapter shall be Xi Chapter, Beta Beta State, The Delta Kappa Gamma Society International.
II. OBJECTIVES
Xi Chapter’s objectives are aligned to Delta Kappa Gamma Society International’s Mission and Purposes. Xi Chapter objectives are:
1. Stimulate professional and personal growth of women educators.
2. Endow scholarships to aid outstanding women educators pursuing a career in education or graduate study in education.
3. Support desirable legislation or endeavors in the interest of educational excellence.
4. Inform members of current economic, social, political, and educational issues so that they may effectively contribute to their
communities.
III. MEMBERSHIP
A. Active Members
Active members shall be women who are currently employed in educational work or are retired from the educational field.
1. Recommendations for prospective members shall be presented with the submittal of Form 11 to the Membership Committee chair or
designee. Voting shall be conducted by ballot and pass by quorum vote at a spring meeting.
2. Prospective members shall have been employed in the educational field for a minimum of three years.
3. Official invitations signed by the Chapter president shall be delivered to prospective membership prior to the voting meeting
accompanied with a Society information brochure. An orientation date may be included in the invitation. RSVP shall be requested
prior to the voting meeting.
4. All new members shall be initiated within one year from the time of voting.
B. Reserve Members
Reserve membership shall be granted by majority vote only to those members who are retired and unable to participate fully due to a
physical disability or geographic limitations. A reserve status may be restored to active status upon request with a quorum vote.
C. Honorary Members
Honorary membership may be granted to women ineligible for active status but who are recognized for notable service to education.
These members may participate in all activities except that of holding office.
D. Termination
1. Membership in the Society is terminated for non-payment of dues and fees, resignation or death.
2. The Chapter Membership chair and the Treasurer shall keep records of termination including the date and reason. A report of
members terminated shall be included in Chapter minutes.
E. Reinstatement
A former member shall be reinstated by a majority vote of the Chapter.
IV. FINANCE
A. Budget
1. The Finance Committee will present a biennial budget for approval to the Executive Board.
2. Expenditures shall be approved by the President for payment by the Treasurer.
B. Dues and Assessments
1. The Executive Board shall determine annual dues aligned with Delta Kappa Gamma Society International’s dues and Beta Beta State’s
dues.
2. Dues and assessments must be made by October 31.
3. The Treasurer shall notify the Membership Committee and President when a Chapter member has not paid dues and assessments by
the deadline.
C. Travel Allotments
1. Beta Beta State Convention
a. Xi Chapter will provide to President(s) or designee(s) round trip air, ground transportation, registration fees, and hotel for one
night.
b. Subsidies for the general membership will be taken into consideration during the budgeting process.
2. Beta Beta State Fall Workshop
a. Xi Chapter will provide to President(s) or designee(s) round trip air fare, ground transportation, registration fees, and hotel for
one night.
b. Subsidies for the general membership will be taken into consideration during the budgeting process.
3. Leadership Development Training
a. Xi Chapter will provide for president(s) round trip air, ground transportation, registration fees, and hotel for one or two nights.
b. Xi Chapter will provide for two Executive Board members, or as determined by the Executive Board, round trip air fare and
registration fees.
4. Southwest Regional Conferences and International Conventions
a. Xi Chapter will provide at least $100 in stipend for a member(s) who attend DKG conventions as appropriate.
D. Meal Expenses
1. Chapter funds shall be used to cover the cost of dinner for new members at their initiation.
2. When a guest is invited by the Chapter for the Chapter’s purpose, the Chapter shall be responsible for the expense.
3. When a guest is invited by a member to a Chapter or State function, the member shall be responsible for the expense.
4. Members are responsible for all confirmed meals, even in the case of cancellation.
V. ORGANIZATION
A. The Chapter shall be organized and governed as specified in the Beta Beta State Bylaws.
B. Xi Chapter will have no fewer than twelve members.
C. Any past Chapter President shall be eligible to represent the Chapter on the State Executive Board.
D. Chapter standing rules shall be submitted to the Beta Beta State By-laws Committee every two years for consistency with the Society
constitution. .
VI. OFFICERS
A. The Chapter shall elect the following officers: President, First Vice-President, Second Vice-President, and Secretary. The Chapter may
accept rule by co-presidents.
B. Terms of Office
1. Chapter officers, except the Treasurer, shall be elected in even-numbered years.
2. The term of each elected officer shall be two years. 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 Executive Board shall select the Treasurer each biennium.
C. The President shall appoint a Parliamentarian.
D. The President’s pin shall be presented at the first meeting of her year in office.
E. Duties shall be those specified in the International Constitution and International Handbook. In addition:
1. The President (s) shall
a. Conduct all regular and board meetings.
b. Set the dates of the meetings for the year before September with the aid of the Executive Board.
c. Appoint all committee members and committee chairmen.
d. Be an ex-officio member of all committees except the Nominations Committee.
e. Shall conduct votes by mail/email, telephone, or other appropriate means on matters requiring immediate committee or board
action.
2. The First Vice-President shall
a. Conduct all regular and board meetings in the absence of the President.
b. Support committees with programs for the biennium.
c. Perform other duties as the president or the Executive Board shall assign.
3. The Second Vice-President shall:
a. Conduct all regular and board meetings in the absence of the President.
b. Serve as chairman of Membership Committee.
c. Be responsible for the nomination of and orientation for prospective members, and the initiation of new members.
d. Perform other duties as the president or the Executive Board shall assign.
4. The Secretary shall:
a. Prepare minutes of all regular and board meetings.
b. Keep attendance in the minutes.
c. Keep, report, and send all necessary correspondence as requested by the President.
5. The Treasurer shall:
a. Maintain an accurate record of Chapter expenses, disbursements, receipts, assets, and accounts. Follow appropriate procedures
to ensure the safety and proper handling of Chapter monies.
b. File required tax reports.
c. Contact Chapter members and notify the President and Membership Committee when a Chapter member has not paid dues by
October 15.
d. Present a report at each regular meeting.
e. Collect dues and assessments from active members and reserve members by October 31 of each year.
f. Submit all monies due to the Beta Beta State Treasurer.
g. Submit for annual audit/financial review of the Chapter accounts.
6. The Parliamentarian shall:
a. Aid the President in parliamentary procedures at all meetings.
b. Utilize current Robert’s Rules of Order.
F. Vacancies
1. When a vacancy occurs in the office of the President, the First Vice-President shall become President, and the Second Vice-President
shall become first Vice-President.
2. When a vacancy occurs in other elective or appointive positions, the President shall name the successor.
G. Nominations and Elections
1. The Nominations Committee will oversee the rotation of the Executive Board selection process.
a. The committee shall present a slate of at least one nominee for each elective office to the Executive Board. Consent of the
nominee must be obtained in advance.
b. Additional nominations may be made from the floor, with prior consent from the nominees.
2. Election shall be by ballot with a majority of votes cast.
3. The Nominations Committee shall prepare the ballot and conduct the election.
VII. EXECUTIVE BOARD
A. Members
Members of the Executive Board shall be elected officers of the Chapter and the immediate past president. The Treasurer and the Parliamentarian shall serve as ex-officio members without vote.
B. Meetings
Meetings of the Executive Board shall be held at least twice annually. The board may meet at other times upon call of the president.
1. Quorum shall be a majority of the voting members of the board.
C. Duties of the Executive Board
1. Select the Treasurer for the biennium.
2. Act in matters requiring immediate action and decisions.
3. Recommend policies and procedures for consideration by members.
4. Establish rules for budget development and approval and rules for the supervision of Chapter finances.
5. Develop guidelines for committee responsibilities.
VIII. COMMITTEES
At the first Executive Board meeting, the president will appoint all committee chairperson and acts as an ex-officio on all the above committees, except nominations.
Xi Chapter Standing Committees shall be:
A. Society Business
• Finance
• Membership
• Nominations
• Chapter Rules
• Leadership Development
B. Society Mission and Purposes
• Educational Excellence
• Scholarship
• World Fellowship
C. Other Committees
• Communications/News/Technology
• Pioneer Women
• Courtesy and Aloha
Committee Duties
1. Finance Committee shall:
a. Be responsible for the supervision of the Chapter’s financial affairs.
b. Formulate a biennial budget.
c. Establish guidelines for the investment of all funds.
d. Conduct a financial review of the Treasurer’s account book at the end of the biennium and provide for an annual audit.
e. Funds
i. The available fund serves as the operating fund and shall require a budget.
ii. Xi will maintain records of scholarship funding.
2. Membership Committee (chaired by Second Vice-President) shall:
a. Oversee recommendations, orientation, and initiation of new members.
b. Contact and encourage members who have chronic absenteeism.
c. Contact and encourage members who are delinquent with dues.
d. Submit names of members for possible termination to the Chapter President.
e. The Chapter Membership Committee chairman shall notify the State Executive Secretary when a former Chapter member has been
reinstated.
3. Nominations committee shall:
Refer to Section VI. E.3.c. and Section VI.G.
4. Chapter Rules Committee shall:
a. Update the Chapter Rules as necessary.
b. Print and disseminate the Chapter Rules to all members.
5. Leadership Development Committee shall:
Aid and support the Beta Beta State Leadership Development Committee in its leadership development efforts.
6. Educational Excellence Committee shall:
a. Offer suggestions, plan, coordinate, and evaluate programs for enhancing professional excellence in education.
b. Include music, the arts, research, legislative, and professional development in planning programs and activities.
c. Include the Delta Kappa Gamma song at every meeting.
d. Support Delta Kappa Gamma Society International’s and Beta Beta State’s Educational Excellence efforts to empower women,
advance excellence in education, and increase global awareness.
7. Scholarship Committee shall:
a. Update members on all DKG scholarships available.
b. Update members on Xi Chapter’s scholarship program.
i. Distribute applications to and network with high schools and post-secondary schools.
ii. Determine and recommend the number of scholarships and the amount of each scholarship to the Chapter for adoption.
iii. Recommend rules which will govern the administration of the scholarship program.
8. World Fellowship Committee shall:
a. Keep Chapter informed of the Delta Kappa Gamma Society International World Fellowship programs.
b. Collect $1 from each member who does not wear the Delta Kappa Gamma key pin at regular Chapter meetings. This money will be
contributed to the International World Fellowship Fund.
i. Recommend a contribution amount to be made to the DKG World Fellowship fund annually.
9. Communications/News/Technology Committee shall:
a. Maintain and update the Xi Chapter website.
b. Ensure that Chapter activities and events are documented in photographs. Xi Chapter website will serve as historical record.
c. Send Chapter news to the Aloha Ike Akea editor upon request.
d. Work with the Treasurer and membership committee to update and inform members of changes in names, addresses, and contact
information.
e. Assist successive committee members on how to maintain website.
10. Pioneer Women Committee shall:
Aid and support the DKG HI State Committee on Pioneer Women matters.
11. Courtesy and Aloha Committee shall:
a. Assist the Executive Board in matters of hospitality at Chapter functions.
b. Assist with state and international functions and visits on Kauai.
c. Refer to Xi Chapter Courtesy and Aloha guidelines for appropriate acknowledgments to members for occasions when required.
d. Review the Xi Chapter Courtesy and Aloha guidelines and make recommendations to membership for any changes.
e. Recognize Chapter members for awards, honors, or promotions at a Chapter meeting.
IX. MEETINGS AND ACTIVITIES
A. There shall be a minimum of four (4) meetings per year, excluding State workshops, conventions, and activities.
B. Xi Chapter defines quorum as the majority of members present at a meeting.
C. All electronic communications shall be sent in hard copy form to those members who do not have access to technology.
D. Founder’s Day
i. The Chapter shall integrate Founder’s Day remembrances throughout the year.
E. The Chapter shall hold a Necrology Service for members who have passed during the year.
X. PARLIAMENTARY AUTHORITY
Robert’s Rules of Order, newly revised, shall govern in situations and matters not provided for in The Delta Kappa Gamma Society International Constitution, the Beta Beta State Bylaws and standing rules, and Xi Chapter standing rules.
XI. ADOPTION AND AMENDMENTS
A. The Chapter rules may be adopted by majority vote at any business meeting of the Chapter.
B. The Chapter rules may be amended or rescinded at any Chapter meeting by two-thirds vote of members present.
C. A quorum shall be a majority of the members present.