Delta Sigma Theta Sorority, Inc. - Summerville Alumnae Chapter
Delta Sigma Theta Sorority, Inc. Summerville Alumnae Chapter Policies and Procedures Chapter #784 P.O. Box 1962 Summerville, South Carolina 29484 email@example.com
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 1 Delta Sigma Theta Sorority, Incorporated Summerville Alumnae Chapter Rules of Order/Policies & Procedures 2017-2018 Table of Contents INTRODUCTION ___ 6
ARTICLE I: CHAPTER INFORMATION ___ 7
Section 1: Name/Location/Number ___ 7
Section 2: Service Area ___ 7
Section 3: Contact Information ___ 7
ARTICLE II: CHAPTER STRUCTURE, GOVERNING BODIES & RESPONSIBILITIES ___ 7
Section 1: Executive Committee ___ 7
Section 2: Executive Board ___ 7
Section 3: Committees ___ 8
Standing ___ 8
B. Special ___ 8
C. Ad Hoc ___ 8
ARTICLE III: ELECTED OFFICERS AND OTHER LEADERSHIP POSITIONS ___ 8
Section 1: Duties and Responsibilities of Elected Officers ___ 8
A. President ___ 9
B. First Vice President ___ 9
C. Second Vice President ___ 9
D. Recording Secretary ___ 9
E. Corresponding Secretary ___ 10
F. Financial Secretary ___ 10
G. Treasurer ___ 10
H. Assistant Financial Secretary ___ 2
I. Assistant Treasurer ___ 12
Section 2: Duties and Responsibilities of Appointed Positions ___ 11
A. Parliamentarian ___ 12
Chaplain ___ 12
C. Sergeant-At-Arms ___ 12
D. Assistant Sergeant-At-Arms ___ 12
E. Journalist ___ 12
F. Internal Audit Committee Members ___ 13
G. Risk Management Coordinator ___ 13
H. Committee Chairs ___ 13
Section 3: Duties and Responsibilities of Elected Positions ___ 13
A. Chair and Members of the Nominating Committee ___ 13
B. Internal Audit Chair ___ 14
C. Minerva Circle . . 14
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 2 Section 4: Term of Office ___ 14
A. Limits of Office ___ 15
B. Appointments ___ 15
Section 5: Impeachment ___ 15
A. Impeachment Process ___ 15
Section 6: Filling Vacancies ___ 15
A. Chapter Officers ___ 15
B. Other Positions ___ 15
C. Minerva Circle ___ 15
D. Full term served ___ 16
ARTICLE VI: COMMITTEE DUTIES, RESPONSIBILITIES AND MEMBERSHIP COMPOSITION ___ 16
Section 1: Standing Committees ___ 16
A. Executive Committee ___ 16
B. Executive Board ___ 16
Arts and Letters ___ 16
D. Budget and Finance ___ 16
E. Communications ___ 17
F. Community Action ___ 17
G. Courtesy and Hospitality ___ 17
1. Chapter Gifts and Courtesies – Chapter members ___ 17
2. Visiting Sorors for Special Occasions ___ 18
3. Other Considerations ___ 18
H. Heritage and Archives ___ 19
I. Internal Audit ___ 19
J. Media Relations ___ 20
K. Membership ___ 20
L. Nominating ___ 20
M. Pan-Hellenic ___ 20
N. Policies and Procedures ___ 20
O. Program Planning and Development ___ 21
1. Dr. Betty Shabazz Delta Academy ___ 21
Delta G.E.M.S. (Growing and Empowering Myself Successfully ___ 21
3. E.M.O.D.I ___ 21
P. Social Action ___ 21
Section 2: Special Committees ___ 21
A. Cotillion or Jabberwock ___ 21
B. Elections Chair and Committee Members ___ 22
C. Founders Day ___ 2
D. Minerva Circle ___ 22
1. Leader ___ 22
2. Minerva Circle Members ___ 22
C. Step Show Committee ___ 22
D. Cotillion/Jabberwock ___ 22
Section 3: Ad-Hoc Committees ___ 23
ARTICLE V: MEETINGS . . 23
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 3 Section 1: Executive Committee Meetings ___ 23
Section 2: Executive Board Meetings ___ 23
Section 3: Chapter Business Meetings ___ 23
Section 4: Committee Meetings ___ 23
Section 5: Call Meetings ___ 23
Section 6: Notifications ___ 23
Section 7: Chapter Meeting Business Attire ___ 23
Section 8: Electronic Meetings and Communications ___ 23
ARTICLE VI: QUORUM ___ 24
Section 1: Definition ___ 24
Section 2: Executive Board Meetings ___ 24
Section 3: Chapter Business Meetings ___ 24
Section 4: Committee Meetings ___ 24
ARTICLE VII: RECORD RETENTION AND DESTRUCTION POLICY ___ 24
ARTICLE VIII: FISCAL POLICIES AND PROCEDURES ___ 25
Section 1: National and Local Dues ___ 25
National Dues ___ 26
B. Local Chapter Dues ___ 26
Section 2: Collegiate Sorors ___ 26
Section 3: Unconsumed Dues ___ 26
Section 4: Transfer of Dues ___ 26
Section 5: Travel Policy ___ 27
Section 6: Purchase Order/Reimbursement Expense Voucher Procedures ___ 27
Section 7: Method of Payment ___ 27
Section 8: Unconsumed Funds: Year End Reconciliation ___ 28
Section 9: Insufficient Funds or Returned Check Policy ___ 28
Section 10: Fundraising ___ 28
Section 11: Budgeting ___ 28
Section 12: Additional Fiscal Policies and Procedures ___ 28
ARTICLE IX: NOMINATIONS, ELECTIONS AND VOTING PROCESSES ___ 29
Section 1: Eligibility Criteria for Holding Office ___ 29
Section 2: Nominations ___ 29
Section 3: Campaigning ___ 31
Section 4: Elections ___ 31
Section 5: General Voting Processes ___ 32
Section 6: Election Reporting ___ 32
ARTICLE X: SPECIAL ELECTIONS ___ 33
Section 1: Minerva Circle ___ 33
Section 2: Other ___ 33
ARTICLE XI: INSTALLATION OF OFFICERS ___ 33
Section 1: Guidelines for Installation of Officers .
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 4 ARTICLE XII: TRANSITION OF OFFICERS ___ 33
Section 1: Procedures for Conducting Transition ___ 33
ARTICLE XIII: MEMBERSHIP INTAKE ___ 34
Section 1: Membership Intake Process ___ 34
Section 2: Minerva Circle ___ 34
ARTICLE XIV: CHAPTER REPRESENTATION ___ 34
Section 1: Voting and Alternate Delegate ___ 34
A. Regional Conference and National Convention ___ 34
B. State and Local Chapter Representation ___ 35
C. Order of Succession ___ 35
D. Incoming Chapter Officers ___ 35
Section 2: Reimbursement ___ 35
ARTICLE XV: MEMBERSHIP VERIFICATION PROCEDURES ___ 35
Section 1: Immediate Verification ___ 35
Section 2: Follow up Verification ___ 35
ARTICLE XVI: INTERNET AND EMAIL POLICIES ___ 36
Section 1: Internet Policies and Procedures ___ 36
Section 2: Chapter Emails Accounts ___ 36
ARTICLE XVII: AMENDMENTS FOR POLICIES AND PROCEDURES ___ 37
Section 1: Process to amend Chapter Policies and Procedures ___ 37
ARTICLE XVII: PARLIAMENTARY AUTHORITY ___ 38
Section 1: Governing Documents ___ 32
Section 2: Administrative Resources and Tools ___ 32
ATTACHMENTS: ALL FORMS USED BY THE CHAPTER must be given to chapter members.
Chapter Rules of Order Form Scholarship Application SAC Disbursement Voucher DST SAC ERT Card
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 5
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 6 INTRODUCTION The Policies and Procedures for the Summerville Alumnae Chapter of Delta Sigma Theta Sorority, Inc. (Herein referred to as the chapter) shall be in accordance with the National Constitution and by-laws wherever applicable to Alumnae Chapters except those identified herein. All chapters of Delta Sigma Theta Sorority, Inc. are governed by the Constitution and Bylaws. Each chapter develops its unique Rules of Order and Policies and Procedures that officially disseminates the rules of conduct or procedures of members.
These policies and procedures are specific to the Summerville Alumnae Chapter and they describe the manner in which our chapter operates. Chapter Policies and Procedures include areas not covered by the Constitution and Bylaws. They attempt to solve problems, make wise decisions and maintain control to manage chapter affairs.
It is important to note that a “policy” states what must be done. A “procedure” describes how, when, and by whom something is to be done.”
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 7 Delta Sigma Theta Sorority, Inc. Summerville Alumnae Chapter CHAPTER POLICIES AND PROCEDURES ARTICLE I: CHAPTER INFORMATION Section 1: Name/Location/Number A. The chapter shall be called the Summerville Alumnae Chapter B. The chapter shall be located in the state of South Carolina C. The Summerville Alumnae Chapter is assigned to the South Atlantic Region of the Sorority D.
The chapter number is 784 Section 2: Service Area A. The Summerville Alumnae Chapter serves the City of Summerville and the County of Dorchester. Section 3: Contact Information A. Mailing address: P.O. Box 1962 Summerville, South Carolina 29484 B. Website:www.summervilledst.org C. Email address: firstname.lastname@example.org ARTICLE II: CHAPTER STRUCTURE, GOVERNING BODIES & RESPONSIBILITIES The ruling authority of the chapter will be the Grand Chapter of Delta Sigma Theta Sorority, Inc. Locally the chapter will be governed by elected and appointed officers and other leadership positions. Section 1: Executive Committee A.
The Executive Committee shall be comprised of the following officers: President, Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Assistant Financial Secretary, Treasurer, Assistant Treasurer, Sergeant-at-Arms, Chaplain, and Parliamentarian B. The President shall serve as chairperson of the committee C. The President shall develop the agenda and the Recording Secretary shall prepare the agenda for the Executive Committee D. Shall meet at the call of the President or at the request of a majority of Executive Committee members. E. Shall represent and respond on behalf of the Chapter in emergencies when it is not feasible to present at either Executive Board or Chapter meetings F.
Shall not supersede Executive Board decisions and shall be subject to ratification of/by chapter’s Executive Board.
Section 2: Executive Board A. Is composed of all elected and appointed officers as well as elected positions, and chairpersons of standing committees of the chapter B. The President shall chair the board and prepare the agenda. C. Is responsible for general management of chapter affairs between business meetings
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 8 D. Shall hear and thoroughly discuss reports made by committee chairs and make recommendations for action to the body on said reports. E. Reviews proposed amendments to be recommended for revisions for Chapter Rules of Order and Policies & Procedures to the body for action F.
Shall take the initiative in looking for and presenting to the chapter ideas for program development Section 3: COMMITTEES A. Standing 1. Performs a continuing task related to chapter operation and remains in existence throughout the sorority year 2. The Standing Committees of the chapter are a. Arts and Letters b. Benevolence c. Budget/Finance d. Delta Academy/GEMS/EMBODI e. Delta Emergency Response Team f. Fundraising g. Heritage and Archives h. Internal Audit i. Membership Services j. Nominating k. Policies and Procedures l. Political/Social Actions m. Program Planning and Development n.
Protocol o. Public Service p. Risk Management q. Ritual and Ceremonies r. Scholarship s. Technology B. Special 1. These committees are established by the President to focus on a specific area or project as needed. Such committees would only be established when a standing or appointed committee could not execute the needed duties 2. When the task is done, the committee’s business is considered complete and the committee is dismissed a. The Special Committees of the chapter are: Founders Day b. Jabberwock c. May Week C. Ad Hoc 1. Ad-hoc committees are “one-time only” committees, appointed by the President for special assignments.
2. When the task is done, the committee’s business is considered complete and the committee is dismissed.
ARTICLE III: ELECTED OFFICERS and OTHER LEADERSHIP POSITIONS Section 1: Duties and Responsibilities of Elected Officers
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 9 A. PRESIDENT 1. Provides leadership and gives administrative guidance and direction to the structure and programming of the chapter 2. The President or her designee shall speak on behalf of the chapter in all matters written or verbal and officially represents the chapter 3. Serves as chapter Voting Delegate for National Convention and Regional Conference; reports Grand Chapter updates back to the body at the September meeting 4.
Oversees Chapter Operations 5. Oversees and adheres to the responsibilities of the President in the newly revised Fiscal Officers Manual 6. Leads ritualistic services and ceremonies 7. Appoints positions, committee chairs and members according to “Filling Vacancies” (Section 7) 8. Assures corporate accountability reports are completed and submitted, and that chapter compliance is met by established deadlines 9. Reviews and approves all chapter communications, publications, etc. 10. Submits a copy of correspondence (National Headquarters, Regional, State, and Local) to appropriate committees 11.
Serves as chair of Executive Committee (EC) and Executive Board (EB) 12. Negotiate and signs all contracts for the chapter 13. Conducts an effective transition meeting involving incoming and outgoing elected officers, elected committee chairs and members 14. Ensures the chapter operates under an approved budget 15. Ensures internal/external audits are completed 16. Is one of three persons authorized to sign all Purchase Order’s (PO’s), reimbursement Vouchers and checks, except her own 17. Serves as member of the Budget and Finance Committee 18. Serves as ex officio member of all chapter committees, except the Elections Committee, Nominating Committee and Internal Audit Committee.
19. Serves as a member of the Minerva Circle by virtue of position 20. Signs and ensures that all Fiscal Officers have signed the Acceptance of Fiduciary Responsibility Form and keeps them for as long as they are in that office and she is President 21. Votes only in matters of secret ballot and/or to break a tie vote 22. Decides all questions of order 23. It shall be the duty of each chapter officer to attend all Executive Board and chapter meetings. B. FIRST VICE PRESIDENT (hereafter referred to as “Vice President”) 1. Performs all duties of the office of President at the request of, in the absence of, or upon the resignation or incapacitation of the President 2.
Serves as Alternate Delegate to National Convention and Regional Conference; reports Grand Chapter updates back to the body at the September business meeting in conjunction with the Chapter President 3. Serves as Chair of Membership Services Committee, which coordinates all membership activities as mandated by the National Membership Services Committee 4. Verifies membership of new sorors entering the Chapter 5. Records and acknowledges 25 and 50 years membership in Delta Sigma Theta 6. Coordinates intake activities by serving as Leader of Minerva Circle
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 10 7. Makes a special effort to see that the Chapter gives attention to the best means for integrating newly graduated sorors into the Chapter programs and procedures 8. Maintains a list of non-financial sorors for the purpose of reclamation 9. Assists the President in appointing appropriate committee chairpersons 10. Serves as member of Executive Committee, and Budget/Finance Committee C. SECOND VICE PRESIDENT 1. Performs specified duties in absence of the Vice President and at request of the President 2. Serves as Chair of Program Planning and Development Committee, which coordinates service projects and all program committees, including National Initiatives.
3. Serves as the Chair of Risk Management. 4. Assists the President in appointing appropriate committee chairpersons 5. Coordinates other activities as deemed necessary by the President D. RECORDING SECRETARY 1. Records accurate minutes of all chapter business meetings, Executive Board, special and called meetings 2. Ensures minutes of previous Executive Board or Chapter meeting are presented to the President within two weeks following the meeting 3. Distributes copies of previous minutes to members at current Executive Board, Chapter Meeting or if applicable posted in the Members Only section of the chapter website 4.
Responsible for accurate records of attendance at chapter and Executive Board meetings 5. Records all chapter votes 6. Forwards minutes to Corresponding Secretary so minutes can be mailed to Sorors not online 7. Obtains, maintains and secures all minutes in a permanent media of record 8. Adheres to document retention policies E. CORRESPONDING SECRETARY 1. Assists the President with the official correspondence of the Chapter 2. Reads correspondences to membership 3. Sends meeting notices to membership 4. Picks up the mail weekly from chapter’s post office box and makes President aware of all incoming correspondence 5.
Advises chapter President of all correspondence received before distributing to chapter officers and committee chairs 6. Distributes committee correspondence to appropriate Chair or designee 7. Provides a log of National, Regional, State and Local correspondence at Executive Board meetings and to members at business meetings 8. Sends written notice via United States Postal Service (USPS) or Electronic Mail at least ten (10) days prior to: the election of chapter officers; election of committee chairs and members; vote to proceed or not to proceed with membership intake; and voting on the acceptance of applicants into the sorority 9.
Responsible for obtaining, maintaining and securing all yearly correspondence in a permanent file/folder F. FINANCIAL SECRETARY
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 11 1. Adheres to responsibilities of the Financial Secretary role in the Fiscal Officers Manual 2. Receives, issues receipts for and keeps records of all income and related funds to the Chapter 3. Issues receipts for income upon receiving funds 4. Distributes within 30 business days all receipts for funds collected 5. Turns all money over to the Treasurer to ensure the two business day deposit requirement 6. Signs checks only when reimbursement is for other fiscal officers or when specifically requested by the President 7.
Assists Treasurer in the preparation of Grand Chapter dues payments and annual financial report 8. Notifies Corresponding Secretary and President to alert members via chapter correspondence regarding the amount and deadline of chapter dues; the amount of regional conference and convention fees and dates 9. Serves as member of Budget and Finance Committee 10. Serves as a member of the Minerva Circle 11. Transacts all business in Executive Board or, sorority meetings (including writing checks), or special business meetings at the request of the President 12. Maintains an accurate list of financial members and distributes to members as part of the financial report of all income received 13.
Attends financial workshops at least once a year 14. Signs and submits the Acceptance of Fiduciary Responsibility Form 15. Reads and be familiar with the newly revised Fiscal Officer’s Manual for related financial roles and responsibilities, 16. It shall be the duty of each chapter officer to attend all Executive Board and chapter meetings. G. TREASURER 1. Shall keep the official financial records of the Chapter. 2. Make disbursements on written authorizations as outlined in the Chapter’s Policies and Procedures (usually from the President and Committee Chair) 3. Keep actual records of income, disbursement and summary ledgers on a monthly basis 4.
Shall deposit income received by the financial secretary within two business days. 5. Prepares a written and verbal report for presentation to chapter members of the written bank reconciliation at each monthly Executive Board and Chapter meeting. This report will reflect an exact statement of income, disbursements and summary ledger on a monthly basis. 6. Completes the Annual Financial Report/Federal Group Authorization Return (by due date) 7. Ensures Chapter’s books and records are audited in accordance with current internal audit guidelines 8. Serves as Chair for the Budget and Finance Committee 9.
Signs all checks except those made out to her. 10. Use a voucher system for the disbursements of funds 11. Submits funds to Grand Chapter within thirty days of receipt. 12. Submits the annual operating budget for ensuing fiscal year (prepared budget/finance committee) prepared by (budget/finance committee) to the chapter for approval by May of each sorority year. 13. Monitors expenditures of the chapter budget.
14. Attends financial workshops at least once a year. 15. Remits all National and Regional Corporate Fees and Insurance fees to Grand Chapter. 16. Signs the Acceptance of Fiduciary Responsibility Form 17. Reads and is familiar with the Fiscal Officers Manual and Chapter’s Financial Policies and Procedures.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 12 18. It shall be the duty of each chapter officer to attend all Executive Board and chapter meetings. H. ASSISTANT FINANCIAL SECRETARY 1. Assist the financial Secretary with collecting income and issuing receipts for income and assist chapter committees with the collections of funds for events 2.
Performs the duties of the Financial Secretary in her absence; with the exception of signing checks and serving as a member of the Minerva Circle 3. Reconciles and distribute member stickers 4. Completes the appropriate forms for notification of transfer affiliations 5. Signs Acceptance of Fiduciary Responsibility Form 6. Attends financial workshops 7. Reads and be familiar with the newly revised Fiscal Officer’s Manual and Chapter’s financial policies and procedures 8. It shall be the duty of each chapter officer to attend all Executive Board and chapter meetings. I. ASSISTANT TREASURER 1.
Serve as a member of the budget and finance committee 2. Assists Treasurer with all duties except signing checks, depositing funds and entering information in the red zone and managing account ledgers 3. Attends financial workshops 4. Signs Acceptance of Fiduciary Responsibility Form 5. It shall be the duty of each chapter officer to attend all Executive Board and chapter meetings. Section 2: Duties and Responsibilities of Appointed Positions A. Parliamentarian: 1. Advises, upon request of the Chapter President, other officers, committees and member on matters of parliamentary procedures according to Grand Chapter’s Constitution and By-Laws, the chapter’s Policies and Procedures, and Robert’s Rules of Order Newly Revised 2.
Serves as member of the Policies & Procedure committee B. Chaplain: 1. Sets the spiritual tone of the meeting when so requested 2. Serves in this capacity at other gatherings at the request of the President 3. Fulfills the role outlined in the Ritual for chapter meetings and ceremonies 4. Participates in Omega Omega services 5. Must keep accurate record of deceased members of the chapters C. Sergeant-At-Arms: 1. Fulfills the role as outlined in the Ritual for chapter meetings and ceremonies 2. Assists in preserving order on the floor or the meeting hall as the chair may direct 3. Supervises admittance of all persons to chapter meetings 4.
Guards against intrusion 5. Keeps records of all visiting sorors and submit the same to the recording secretary for the roll call of the meeting 6. Assists with counting of votes when necessary
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 13 7. Handles certain physical arrangements in the hall 8. Serves as member of the Policies and Procedures Committee to facilitate cohesiveness in Chapter operations D. Assistant Sergeant-At-Arms: 1. Assist the Sergeant-At-Arms in her role as described in Article III, Section 2(C), except being a member of the Policies and Procedures Committee E. Journalist: 1. Collects and disseminates timely information to the general public regarding the Chapter's community service and related activities that may be of interest to the public.
2. Advises the Executive Board on matters pertaining to strengthening public relations in the community. 3. Serves as chair of the Media Relations Committee, if appropriate. F. Internal Audit Committee Members: The committee shall consist of 2 members appointed by the President G. Risk Management Coordinator: 1. Designated as the Vice President 2. Works with President and Committees to conduct Risk Management training for chapter members and volunteers when appropriate. 3. Identifies, obtains background checks and selects volunteers to work with participants of chapter youth programs when needed.
4. Monitors youth program activities to ensure planning is based on the four forms of Risk Management; reputation, emotional/psychological, financial and physical 5. Ensures youth program activities consistently demonstrate the best interest of participating youth and Delta 6. Ensures that Summerville Alumnae adheres to policies established in the Risk Management Manual H. Committee Chairs: 1. Works with the committee to carry out the programs of the Sorority’s Five Point Programmatic Thrust 2. Facilitates and coordinates tasks to get the committee’s work accomplished 3. Submits a budget by the April business meeting for the following year 4.
Prepares written committee report summaries and presents to the Executive Board in order for the committee to be placed on the agenda for chapter meeting 5. Approves only budgeted committee expenses 6. Signs all committed POs/Reimbursement Vouchers before forwarding to the President for signature, prior to any funds disbursements 7. Ensures President signs all contracts and letters to external parties 8. Advises the Treasurer of all vendor’s payment requirements and time tables 9. Secures/obtains general liability insurance for all programs or events attended by individuals that are not members of the chapter 10.
Submits all signed vouchers with receipts at Executive Board, Chapter meetings or specially called meetings designated by the President.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 14 11. Reconciles budget expenses before signing a committee member’s PO/Reimbursement Voucher 12. When applicable, ensures POs are processed prior to deadlines included with the PO Section 3: Duties and Responsibilities of Elected Positions A. Chair and members of the Nominating Committee 1. The committee will consist of one (1) Chairperson and four (4) members of the chapter. Members of the Nominating Committee will be elected during scheduled chapter elections by a majority vote of the members present and voting 2.
Each Chapter Cluster Area will have at least one representative on the Nominating Committee 3. Chapter Clusters shall be defined as Summerville, Ladson/Goose Creek, Charleston/North Charleston, and Upper Dorchester County 4. The committee will solicit and receive nominations from chapter members for all elected officers and positions, including the Minerva Circle (at the appropriate time) in order to create a slate of candidates 5. Provide to members timely notice of vacancies, requirements, and timeliness. 6. Distribute to executive board by the March meeting prior to voting at the April meeting the names of candidates to be presented for consideration by the Chapter.
7. Report their nominations to the Chapter at the March meeting prior to voting at the April meeting. 8. The committee members shall consider the specific discussions related to potential nominees to be confidential. 9. Committee members are prohibited from disclosing potential and final nominees to the membership except at the appropriate time. 10. The committee will develop a calendar of all nominating process activities. 11. The Chair and the members of the Nominating Committee shall serve only one (1) term and shall not be a candidate for any elective office while serving on the Nominating Committee 12.
A member of the nominating who wishes to resign her position in order to run for office must do so in writing prior to the first Executive Board Meeting of the year in which an election occurs. Resignation must be submitted to the Chapter President.
B. Internal Audit Chair 1. The Chair will be elected during the chapter election of officers. 2. The remaining two members shall be appointed with the approval of the Executive Board. 3. The chair and members shall serve one term and shall not be eligible for re-election or re-appointment to the same position on the committee. 4. Conducts an internal audit of the chapter records quarterly and provide a report of any weaknesses to the chapter 5. Nominates an independent auditor C. Minerva Circle 1. The duties and responsibilities of the Minerva Circle are detailed in the Membership Intake Program.
2. Members are eligible to serve on this committee, according to the criteria established in the Administrative Procedures for Membership Intake and are required to adhere to the following: a) Plans, coordinates and facilitates the intake process of new members for the chapter. b) Responsible for carrying out the duties as described in the Membership Intake Program of Delta Sigma Theta Sorority, Inc.
c) Follow all procedures as outlined in the Administrative Procedures for Membership Intake Section 4: Term of Office
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 15 A. Limits of Office 1. Elected Chapter officers, elected chairs and positions shall be elected every two (2) years. 2. Internal Audit Chair, Nominating Committee Chair and Nominating Committee members can only serve one (1) term. 3. Chapter officers shall not serve more than two (2) consecutive terms in the same office. 4. One term equals two (2) years. 5.
No member may hold more than one (1) elected office at a time, with the exception of being elected to the Minerva Circle.
B. Appointments 1. Appointed positions will serve terms per the authority of the President. Section 5: Impeachment A. Impeachment Process 1. The formal process used to charge, conduct hearings and remove elected chapter offices from office for misconduct while in office 2. The impeachment process shall be carried out in accordance with the National Scholarship and Standards Committee’s revision to the Chapter Management Handbook, (Member/Chapter Discipline) Procedure for impeachment of and Elected Chapter Officer 3. Appointed chapter officers are removed by the Chapter President, not by impeachment 4.
Any officer who has been impeached shall be ineligible for election to any other chapter office Section 6: Filling Vacancies A. Chapter Officers: 1. When a vacancy occurs in the office of President, the First Vice President shall become President to complete the unexpired term B. Other Positions: 1. When vacancies occur in other offices or committees they shall be appointed by the President within thirty (30) days with the approval of the Executive Board.
2. The President can only appoint chapter members to elected offices or positions when (1) the office or position is vacant due to a member not being elected during the chapter elections: or (2) as a result of an unexpected vacancy. In both scenarios, the office or position would be filled according to Summerville Alumnae’s policies and procedures. Only chapter members who meet eligibility requirements for elected offices or position can be appointed to fill vacancies. 3. In the event the chapter President cannot fill the vacant office or position due to chapter member(s) not meeting eligibility requirements, or when no member is willing to serve, she shall contact the Regional Director and request special dispensation to make an appointment.
C. Minerva Circle: 1. If a member of the Minerva Circle resigns her position or is otherwise unable to complete her duties, the Chapter will hold a special election as soon as possible to fill the position. If the MIT process has progressed to a point where a special election is not feasible, the
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 16 Chapter President may appoint, with the approval of Executive Board, a trained member of the chapter to fill the position. 2. If the Leader of the Minerva Circle resigns her position, or is otherwise unable to complete her duties, a special election will be held immediately or as soon as possible to elect a new Leader.
If the MIT process has progressed to a point where a special election is not feasible, the Chapter President may appoint, with the approval of Executive Board, a member of the Minerva Circle to fill the position.
D. Full term served 1. An officer, committee chair, or committee member who has served more than half a term in an office is considered to have served a full term. ARTICLE IV: COMMITTEE DUTIES, RESPONSIBILITIES AND MEMBERSHIP COMPOSITION Section 1: STANDING COMMITTEES Committees consist of chapter members that are elected, appointed or volunteer to consider, investigate, perform a task or oversee a project/program on behalf of the chapter. A. Executive Committee: 1. The Executive Committee shall be comprised of the following officers: President, Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Assistant Financial Secretary, Treasurer, Assistant Treasurer, Sergeant-at-Arms, Chaplain, and Parliamentarian 2.
The President shall serve as chairperson of the committee 3. The President shall develop the agenda and the Recording Secretary shall prepare the agenda for the Executive Committee 4. Shall meet at the call of the President or at the request of a majority of Executive Committee members. 5. Shall represent and respond on behalf of the Chapter in emergencies when it is not feasible to present at either Executive Board or Chapter meetings 6. Shall not supersede Executive Board decisions and shall be subject to ratification of/by chapter’s Executive Board.
B. Executive Board: 1. Is composed of all elected and appointed officers as well as elected positions, and chairpersons of standing committees of the chapter 2. The President shall chair the board and prepare the agenda. 3. Is responsible for general management of chapter affairs between business meetings 4. Shall hear and thoroughly discuss reports made by committee chairs and make recommendations for action to the body on said reports. 5. Reviews proposed amendments to be recommended for revisions for Chapter Rules of Order and Policies & Procedures to the body for action 6. Shall take the initiative in looking for and presenting to the chapter ideas for program development C.
Arts and Letters: The Arts and Letters Committee shall promote and support cultural arts in the community and develop programs in accordance with the Grand Chapter's directions.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 17 D. Budget and Finance: The Treasurer serves as chair. The President, Financial Secretary, Vice President, and one member appointed by the President and approved by the Executive Board shall make up the committee. A member of internal Audit shall not serve as a member of this committee. It shall be the duty of the budget and finance committee to: 1. Consider the financial needs and programs of the chapter and develop a budget. 2. Review and recommend budget modifications quarterly.
3. Prepare the Operating Budget for the ensuing fiscal year, which is presented by the chair to the chapter for approval by May of the sorority year.
4. Ensure the chapter is within the 35% limit of non-member gross receipts E. Benevolence: The committee is responsible for extending courtesies, such as condolences, recognition to chapter members, to honor visiting Sorors fulfilling a speaking engagement, etc. The committee is also responsible for playing a key role in setting a hospitable environment, which welcomes a sisterly spirit to our members, sorors and guests at chapter meetings, Delta sponsored events, as appropriate and other activities as deemed by the President and/or Chairperson.
1. For Members: a. If hospitalized for 48 hours or longer, sends a card and gift not to exceed $35.00. If less than 48 hours send a card. b. If the birth or adoption of a first child, send a card and gift not to exceed $35.00. For subsequent births/adoptions send a card only. c. If a first time bride send a card gift not to exceed $50.00. For subsequent marriages send a card only. Members must send formal notification to the chapter (e.g. announcements, save the date, invitation, etc.) Informal notifications (e.g. email, verbal notification, etc.) will not suffice.
d. For a new home/housewarming, send a card and gift not to exceed $35.00.
e. If a member’s child is graduating from high school or college (first degree only), send a card and gift for the child not to exceed $25.00, for subsequent degrees send a card only. Member must send formal notification to the Chapter (e. g. announcements, save the date, invitation, etc.). Informal notifications (e.g. email, verbal notification, etc.) will not suffice. f. If a member’s spouse, child, parent or sibling dies send a flower, plant or appropriate gift not to exceed $50.00. For all other relatives, send a card only. Member must provide funeral arrangements to the chapter.
g. If a member’s spouse, parent, sibling or child is hospitalized for 48 hours or longer send a card and gift not to exceed $25.00. Otherwise send a card. For all other relatives send a card only. h. For all other memorable occasions not noted in these policies (e.g. retirement, promotion, special recognition, etc.) a card appropriate for the occasion will be sent to the member. 2. The Chapter shall spend up to but not over $250.00 on a gift for the outgoing Chapter President. The gift shall be presented to the outgoing President at the last chapter meeting of her last year in office.
If the Chapter President serves consecutive terms she shall receive one gift presented at the last chapter meeting of the last year of her second consecutive term in office. ii. If a Soror serves nonconsecutive terms as Chapter President she shall receive a gift for each term served and the gift shall be presented at last chapter meeting of her last year in office for that term.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 18 Dr. Betty Shabazz Delta Academy: Shall develop activities designed to enrich and enhance the lives and dreams of young females between the ages of 11-14 who are at risk to suffer from the perils of academic failure, low self-esteem, crippled futures, socioeconomic deprivation, and overall limited resources. Delta G.E.M.S. (Growing and Empowering Myself Successfully): Shall develop activities designed to enrich and enhance the lives and dreams of at-risk African American adolescent girls aged 14-18, and to provide the framework to actualize those dreams through the performance of specific tasks that develop a CAN DO attitude.
EMBODI (Empowering Males to Build Opportunities for Developing Independence): shall develop a program designed to focus efforts of the chapter along with other community organizations and individuals on the plight of African-American males in our community. Heritage and Archives: Shall provide an organized method of researching, analyzing and categorizing the historical data of the chapter.
Internal Audit: 1. Shall conduct internal audits quarterly and external audits annually when receipts exceed $50,000.00. 2. Shall consist of three members that review the chapter’s records monthly. These members are not the current financial officers but should have some knowledge of the chapter’s fiscal operations (e.g. past financial officers). 3. Shall nominate an independent auditor for the annual review. 4. Shall verify receipts and expenditures. 5. Shall verify savings and checkbook balances. 6. Shall assure the presences of expenditures documentation (receipts, invoices, etc.). 7. Shall ensure adherence to budget line items.
8. Shall ensure adherence to separations of fiduciary responsibilities. 9. Shall notify chapter of any weaknesses in financial structure and shall recommend improvements 10.Use of and adherence to internal controls 11.Complete the IAR-1 form as part of the quarterly review process 12.Report audit findings and recommendations to the chapter quarterly 13.Submit the annual IAR-1 form by August 31st to National Headquarters. Membership Services: 1. Shall make every effort to reclaim non-financial sorors, and integrate recent college graduates into the chapter.
2. Shall coordinate wedding showers for a first time bride.
3. Shall coordinate baby showers for first time mothers. 4. Shall develop ideas and activities to maintain the sisterly bond. Nominating: 1. Shall provide slate of officers for all Chapter elections. 2. Shall consist of four elected persons and one chairperson all elected during scheduled chapter elections. Each Chapter cluster area will have at least one representative on the Nominating Committee.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 19 NOMINATIONS, ELECTIONS, VOTING: Nominating Process: The Nominating Committee shall utilize an application process in selecting candidates for election of officers. Committee responsibilities and duties: 1. It shall be the duty of the Nominating Committee to: a. Initiates the “Call for Nominations” b. Receive from members, recommendations of persons to serve in chapter offices. c. Select, for the consideration of the membership, candidates for chapter offices. d. Provide to members timely notice of vacancies, requirements, and timeliness.
e. Distribute to Executive Board by the March meeting prior to voting at the April meeting the names of candidates to be presented for consideration by the chapter. f. Report their nominations to the chapter at the March meeting prior to voting at the April meeting.
2. The committee members shall consider the specific discussions related to potential nominees to be confidential. 3. Committee members are prohibited from disclosing potential and final nominees to the membership except at the appropriate time. 4. The committee will develop a calendar of all Nominating Process activities. ELECTION OF OFFICERS/POSITIONS Nominations: Nominations may be submitted by any Chapter member within the time frame specified by the Nominating Committee. Eligibility Criteria: All potential nominees must be financially active members in good standing and shall possess those basic qualifications outlined in the Grand Chapter Constitution and Bylaws, the Chapter Management Handbook, and the Summerville Alumnae Chapter’s Policies and Procedures.
Time of Election: Officers will be elected by secret ballot in April, installed at May meeting and assume duties July 1.
Special Elections: Special elections will be held in April of nonelection years for any vacant offices excepting President, Leader of the Minerva Circle and Members of the Minerva Circle. Minerva Circle: If the chapter votes to proceed with the Membership Intake Process, the chapter shall elect the members of the Minerva Circle at the next regular chapter meeting. CHAPTER VOTING: 1. The chapter shall be given prior written notice of at least 10 days of the election of officers, voting whether to proceed or not to proceed with membership intake process, and voting on the acceptance of candidates for membership into the sorority.
2. Notice must be given via USPS. 3. The acceptance to membership and the election of chapter officers, elected committee chairs and members, shall be by a majority vote of the chapter members present and voting. 4. Voting for chapter officers, elected committee chairs, committee members and acceptance to membership shall be by ballot, machine, or electronic voting devices. 5. During Chapter meetings, each member votes by raising her right hand or showing her vote card for or against a motion. Majority present and voting rules. 6. When there are two or more candidates, (and the office remains unfilled after the first ballot) the two candidates who receive the highest number of votes will remain eligible for election.
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 20 other candidates will be dropped and are ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote. Nominations of the Minerva Circle: a) If the chapter votes to proceed with the Membership Intake Process, the chapter shall elect the members of the Minerva Circle at the next regular chapter meeting that follows the meeting in which the vote to conduct membership intake occurred.
b) The Nominating Committee shall receive nominees at that chapter meeting and develop a slate of eligible chapter members to serve on the Minerva Circle.
c) Candidate’s eligibility shall be confirmed with the chapter President and Treasurer. d) The slate of the Minerva Circle positions shall be presented to the Executive Board that takes place prior to the chapter business meeting in which the vote takes place. e) Provide the Election’s Chair with the Minerva Circle slate. f) Publishes the slate prior to the chapter vote. g) If a member of the chapter’s Nominating Committee desires to serve on the chapter’s Minerva Circle, she must recuse herself from her Nominating Committee position, for Minerva circle deliberations and decisions. The elected Nominating Committee member continues to serve on the chapter’s nominating committee at the conclusion of the Minerva Circle deliberations for other chapter Nomination committee matters.
Campaigning: The Elections Committee will establish the procedures for campaigning and the chapter will vote to approve. Policies and Procedures/Rules of Order: The Rules of Order and Policies and Procedures Committee shall be responsible for drafting and submitting to the Chapter any amendments or changes that the Chapter or Grand Chapter deem necessary. 1. Chair and members of the committee shall be appointed by the President 2. The Chair and members shall review annually the Chapter Rules of Order and Policies & Procedures. 3. The “Call for Proposed Amendments” shall be made at the November Chapter.
4. Proposed Amendments shall be submitted in writing and submitted electronically to the Chair of the Policies and Procedures Committee on or before midnight January 31st. Those members who do not have access to the internet shall submit their proposed amendments in writing to the Chair of the Policies and Procedures Committee.
5. Proposed amendments shall be presented to the March Executive Board Meeting. 6. Proposed amendments shall be presented to the chapter for review at the March meeting. 7. Voting on the proposed amendments will take place at the April Chapter meeting and shall be approved by two-thirds (2/3) vote of members present and voting. 8. Once the chapter approves, the Chapter Rules of Order form and Policies and Procedures shall be submitted to the National Scholarship and Standards (S&S) Committee Regional Member for approval on or before June 30th.
9. Once approved by the Regional S&S Committee Member, copies will be distributed electronically or by regular mail to chapter members within sixty (60) days of notification of approval Program Planning and Development: 1.
Provide leadership, focus and coordination for implementation of the Chapter’s public service and internal development programs. Duties and responsibilities: a. Chaired by Second Vice President b. Maintain a repository of knowledge about the Sorority’s national program thrusts and initiatives. c. Develop a plan with committee chairpersons, programs and projects to be implemented
Summerville Alumnae Chapter – Policies and Procedures: Last Revised 6/30/2018 21 d. Review feasibility and coordinate implementation of national initiatives e. Conduct a chapter-wide evaluation survey of performance of all programs and activities and make recommendations to the Executive Board and to the Chapter. Social Action: Increases the knowledge of current national, state and local issues so that every Delta is informed; encourage active participation as individuals in political activity; work to enact national and local legislation of particular interest to African Americans and women.
Section 2: Special Committees These are committees that have a specific purpose, usually with a time limit in which to complete their assignment.
When the task is done, the committee business is completed and dismissed. A. Elections Chair and Committee Members/ Process for Chapter Elections: 1. The Chair and members of the committee are appointed by the President after the Call for Nominations has been issued. 2. The Chair and committee conducts and oversees the election process of the chapter including the procedures for campaigning (which will require chapter vote for approval). 3. The Election Chair receives the slate from the Nominating Chair. 4. The Election Chair and committee prepare the slate in the form of a paper ballot for chapter vote at the April Chapter Meeting.
5. The April Chapter Meeting and voting shall take place at regularly scheduled meeting. 6. Chapter voting shall begin at 10:30am and shall end at 11:00 am. No ballots will be issued before 10:30 or after 11:00 a.m. 7. The Chair and Members of the elections committee shall issue the ballot to those members eligible to vote. Only one ballot shall be given to the eligible member during the time designated on the meeting agenda. 8. Conducts the chapter vote by secret ballot so each member will be instructed to go to a designated area to vote and return to their seats.
9. The Chair and committee shall distribute, collect, and tally ballots utilizing majority vote.
Majority Vote is more than half of the votes cast by members entitled to vote, excluding blanks, or abstentions. (Example: 19 x ½ = 9 ½. 10 votes needed for a majority. 10. The Chair presents the elections report 11. The Presiding Officer shall announce the results of the election and introduce the officers for the upcoming biennium. 12. The Recording Secretary is given a copy for the minutes. REBALLOTING: If re-balloting is necessary, it shall take place immediately during the May Chapter meeting. A quorum has to be present in order to reballot.
Note: Candidates for elected office or position may not serve on the Elections Committee Note: Installation of Officers shall take place at the May Meeting. B. Minerva Circle: 1. Leader: The duties and responsibilities of the Minerva Circle are detailed in the Membership Intake Program. The Minerva Circle Leader also: a) Plans, coordinates and facilitates the intake process of new members for the chapter.