Alpha Chapter Standing Rules
I. Chapter Name
The name of this chapter shall be Alpha Chapter, Alpha Phi State Organization, The Delta Kappa Gamma Society International.
II. Purposes
The purposes of Alpha Chapter shall be the seven Purposes of The Delta Kappa Gamma Society International and those of Alpha Phi State Organization.
III. Membership
A. Membership is composed of active, reserve, and honorary members.
B. The chapter has full authority to act in matters of membership. Practices are consistent with the Constitution, Article III.
C. Perspective members live and/or work in the chapter’s assigned territory. Alpha Chapter includes people who live and/or work in Cabell, Mason, or Wayne County, West Virginia.
D. Prospective members’ names and credentials are presented to the membership at the September or February meeting and are reread at the October or March meeting. Voting for prospective members is done at the October or March meeting.
E. Invitation to membership shall be in writing and delivered in person, if possible, within ten days following election to membership.
F. Orientation of members-elect shall be held prior to their initiation to membership.
G. Initiation shall be held at the November or April meeting.
H. The recording secretary shall record in the minutes, the name of any member whose membership is terminated. The record shall include the reason and date of termination.
K. Special recognition of a member’s death shall be made.
L. The executive board shall decide on the disposition of Society jewelry which has been returned to the chapter.
IV. Finance
A. Financial matters are in accordance with the Constitution, International Standing Rules, and the Alpha Phi State Bylaws.
B. The Finance Committee shall make recommendations for changes in dues no later than August 1. All members shall be notified prior to the first meeting of the fiscal year. A change of dues shall be voted by the members.
C. Annual chapter, state, and international dues and fees shall be collected by the chapter treasurer prior to October 31.
D. The Finance Committee shall develop an annual budget and present it to the membership no later than the first business meeting of the fiscal year for approval.
E. The Finance Committee shall provide for an annual audit.
F. Unbudgeted expenditures shall be voted on by the membership.
G. Establish and maintain funds in the budget to alleviate the cost of the president’s attendance at the state, the regional, and the international meetings. These funds shall accumulate and shall not be transferred to cover other expenses.
H. In addition to the treasurer, the president shall be authorized to sign checks.
V. Organization
A. Alpha Chapter shall govern the conduct of its business in a manner consistent with the Constitution, International Standing Rules, Alpha Phi State Bylaws, Alpha Phi State Standing Rules, and the Alpha Chapter Standing Rules.
B. International Standing Rules, 5.12 delineates rules governing the dissolution of a chapter.
VI. Officers & Related Personnel
A. Alpha Chapter officers shall be a president, a vice-president, a second vice-president, a recording secretary, a corresponding secretary (all elected), and a treasurer selected by the executive board. A parliamentarian shall be appointed by the president.
B. A slate of officers, with one nominee per office, shall be prepared by the Nominations Committee and presented to the membership at the February meeting, with election taking place in March.
C. The ballot shall include the slate of officers and nominees for the Nominations Committee. There is one carry-over member on the Nominations Committee from the previous committee. The committee shall consist of a chairman, one member from each county, and the carry-over member for a total five (5) members.
D. A treasurer shall be selected by the executive board at the organizational meeting for the biennium.
E. Officers shall perform duties as specified in the Constitution, Article VI, Alpha Phi State Bylaws and as authorized in the Alpha Chapter Standing Rules.
F. Duties of the Officers shall be in accordance with the Constitution, Article VI and Alpha Phi State Bylaws, and as authorized in the Alpha Chapter Standing Rules.
1. Additional duties for the President
a. President shall serve as a voting member of all committees except the nominations committee.
b. Provide all officers with appropriate tools of the society.
c. Assume responsibility for passing on all pertinent materials to the incoming president.
d. Encourage the transfer of pertinent files of current officers and committee chairman to incoming counterparts.
e. Write and see that membership invitations are delivered.
f. Consider a brief parting thought at the close of meetings as customary but not mandatory.
g. Send one red rose for a deceased member.
h. Contribute a president’s message to the Alpha-Bits.
i. Present the incoming president with the president’s pin.
j. Shall appoint a teller committee to distribute, collect, and count the ballots. The presidents shall announce the results to the membership.
2. Additional duties for the First vice-president
a. Serve as chairman of the committee on program development.
b. Develop programs for the year in keeping with the international theme.
c. Have qualified women for programs whenever possible.
d. Purchase gifts for program presenters that are not members of Alpha Chapter.
3. Additional duties for the Second vice- president
a. Serve as chairman of the committee on membership.
b. Provide a notebook for signatures of members in attendance at meetings.
c. Present to the chapter letters of resignation from members only after contact has been made by either the president and/or the Membership Chairman.
d. Present a list of members dropped for non-payment of dues to be kept in the minutes.
4. Additional duties for the Recording Secretary
a. Shall have minutes written and signed by the president prior to each meeting.
b. Place a signed copy of the treasurer’s report with each set of minutes.
5. Additional duties for the Corresponding Secretary
a. Notify members about meeting.
b. Handle payment and reservations.
c. Notify the Hospitality Chairman as to number of reservations.
d. Write to members who made reservations but did not attend or cancel by the established deadline of the amount owed for the reservation.
e. Keep up-to-date name tags for each meeting.
6. Additional duties for the Treasurer
a. Advise those who have not paid dues two (2) weeks prior to the deadline.
b. Order the president’s pin.
c. Send change of address forms to state and international communications chairman.
d. Pay from the chapter treasury the cost of dinner for presenters, that are non Alpha members, and initiates.
G. Meetings
Meetings are held in September, October, November, February, March and April.
H. Boards
1. Boards shall exist and function as indicated in Constitution, article VII.
2. The members of Alpha Chapter Executive Board shall be elected officers, the immediate past president, and the committee chairmen. The treasurer is ex-officio and the parliamentarian is ex-officio without vote.
3. Executive board meets at least twice annually.
4. A quorum is a simple majority of the voting members on the board.
5. Executive board approves the budget prior to presentation to the membership.
6. Executive board can make emergency decisions between meetings.
7. Executive board participates in program selection.
8. Executive board reviews the chapter standing rules at least one each biennium.
I. Committees
1. The committees shall exist and function in accordance with the Constitution, Article VIII.
2. Standing committees shall be: Finance, Membership, Nominations, Program, Communications and Publicity, Educational Excellence, Scholarships, and World Fellowships.
3. The nomination committee is elected by the member-
ship with one member serving as a carryover member
each biennium.
4. The committee shall keep files up-to-date, discarding out-dated and irrelevant materials (checking with the president when in doubt) before passing files on.
5. The committee chairman shall transfer files to incoming committee chairman by July 1.
6. Ad hoc committees may be appointed as designated by International or Alpha Phi State or Alpha Chapter.
J. Activities
1. Publications: The Alpha-Bits shall be published and disseminated three times a year, sending a copy to the
State President and the State Editor.
2. Each year a grant-in-aid is presented to a graduating high school student whose future endeavor is to enter the field of education. The graduate will be from Cabell, Mason, or Wayne County.
K. Amendments
1. These standing rules may be amended by action of the chapter.
2. Changes may be made in chapter rules by 2/3 vote of chapter members present at a regular chapter meeting provided proposed changes have been announced at the previous meeting or published in the chapter newsletter at least a week before the meeting at which the vote is taken.
3. Individual rules may be considered at any regular business meeting.
Adopted on March 10, 2018.
D. Murphy, President
Members of the Standing Rules Committee were
Diane Bowsher Carol Watson
Christy Grove Carol Hastie
Updated 2019
I. Chapter Name
The name of this chapter shall be Alpha Chapter, Alpha Phi State Organization, The Delta Kappa Gamma Society International.
II. Purposes
The purposes of Alpha Chapter shall be the seven Purposes of The Delta Kappa Gamma Society International and those of Alpha Phi State Organization.
III. Membership
A. Membership is composed of active, reserve, and honorary members.
B. The chapter has full authority to act in matters of membership. Practices are consistent with the Constitution, Article III.
C. Perspective members live and/or work in the chapter’s assigned territory. Alpha Chapter includes people who live and/or work in Cabell, Mason, or Wayne County, West Virginia.
D. Prospective members’ names and credentials are presented to the membership at the September or February meeting and are reread at the October or March meeting. Voting for prospective members is done at the October or March meeting.
E. Invitation to membership shall be in writing and delivered in person, if possible, within ten days following election to membership.
F. Orientation of members-elect shall be held prior to their initiation to membership.
G. Initiation shall be held at the November or April meeting.
H. The recording secretary shall record in the minutes, the name of any member whose membership is terminated. The record shall include the reason and date of termination.
K. Special recognition of a member’s death shall be made.
L. The executive board shall decide on the disposition of Society jewelry which has been returned to the chapter.
IV. Finance
A. Financial matters are in accordance with the Constitution, International Standing Rules, and the Alpha Phi State Bylaws.
B. The Finance Committee shall make recommendations for changes in dues no later than August 1. All members shall be notified prior to the first meeting of the fiscal year. A change of dues shall be voted by the members.
C. Annual chapter, state, and international dues and fees shall be collected by the chapter treasurer prior to October 31.
D. The Finance Committee shall develop an annual budget and present it to the membership no later than the first business meeting of the fiscal year for approval.
E. The Finance Committee shall provide for an annual audit.
F. Unbudgeted expenditures shall be voted on by the membership.
G. Establish and maintain funds in the budget to alleviate the cost of the president’s attendance at the state, the regional, and the international meetings. These funds shall accumulate and shall not be transferred to cover other expenses.
H. In addition to the treasurer, the president shall be authorized to sign checks.
V. Organization
A. Alpha Chapter shall govern the conduct of its business in a manner consistent with the Constitution, International Standing Rules, Alpha Phi State Bylaws, Alpha Phi State Standing Rules, and the Alpha Chapter Standing Rules.
B. International Standing Rules, 5.12 delineates rules governing the dissolution of a chapter.
VI. Officers & Related Personnel
A. Alpha Chapter officers shall be a president, a vice-president, a second vice-president, a recording secretary, a corresponding secretary (all elected), and a treasurer selected by the executive board. A parliamentarian shall be appointed by the president.
B. A slate of officers, with one nominee per office, shall be prepared by the Nominations Committee and presented to the membership at the February meeting, with election taking place in March.
C. The ballot shall include the slate of officers and nominees for the Nominations Committee. There is one carry-over member on the Nominations Committee from the previous committee. The committee shall consist of a chairman, one member from each county, and the carry-over member for a total five (5) members.
D. A treasurer shall be selected by the executive board at the organizational meeting for the biennium.
E. Officers shall perform duties as specified in the Constitution, Article VI, Alpha Phi State Bylaws and as authorized in the Alpha Chapter Standing Rules.
F. Duties of the Officers shall be in accordance with the Constitution, Article VI and Alpha Phi State Bylaws, and as authorized in the Alpha Chapter Standing Rules.
1. Additional duties for the President
a. President shall serve as a voting member of all committees except the nominations committee.
b. Provide all officers with appropriate tools of the society.
c. Assume responsibility for passing on all pertinent materials to the incoming president.
d. Encourage the transfer of pertinent files of current officers and committee chairman to incoming counterparts.
e. Write and see that membership invitations are delivered.
f. Consider a brief parting thought at the close of meetings as customary but not mandatory.
g. Send one red rose for a deceased member.
h. Contribute a president’s message to the Alpha-Bits.
i. Present the incoming president with the president’s pin.
j. Shall appoint a teller committee to distribute, collect, and count the ballots. The presidents shall announce the results to the membership.
2. Additional duties for the First vice-president
a. Serve as chairman of the committee on program development.
b. Develop programs for the year in keeping with the international theme.
c. Have qualified women for programs whenever possible.
d. Purchase gifts for program presenters that are not members of Alpha Chapter.
3. Additional duties for the Second vice- president
a. Serve as chairman of the committee on membership.
b. Provide a notebook for signatures of members in attendance at meetings.
c. Present to the chapter letters of resignation from members only after contact has been made by either the president and/or the Membership Chairman.
d. Present a list of members dropped for non-payment of dues to be kept in the minutes.
4. Additional duties for the Recording Secretary
a. Shall have minutes written and signed by the president prior to each meeting.
b. Place a signed copy of the treasurer’s report with each set of minutes.
5. Additional duties for the Corresponding Secretary
a. Notify members about meeting.
b. Handle payment and reservations.
c. Notify the Hospitality Chairman as to number of reservations.
d. Write to members who made reservations but did not attend or cancel by the established deadline of the amount owed for the reservation.
e. Keep up-to-date name tags for each meeting.
6. Additional duties for the Treasurer
a. Advise those who have not paid dues two (2) weeks prior to the deadline.
b. Order the president’s pin.
c. Send change of address forms to state and international communications chairman.
d. Pay from the chapter treasury the cost of dinner for presenters, that are non Alpha members, and initiates.
G. Meetings
Meetings are held in September, October, November, February, March and April.
H. Boards
1. Boards shall exist and function as indicated in Constitution, article VII.
2. The members of Alpha Chapter Executive Board shall be elected officers, the immediate past president, and the committee chairmen. The treasurer is ex-officio and the parliamentarian is ex-officio without vote.
3. Executive board meets at least twice annually.
4. A quorum is a simple majority of the voting members on the board.
5. Executive board approves the budget prior to presentation to the membership.
6. Executive board can make emergency decisions between meetings.
7. Executive board participates in program selection.
8. Executive board reviews the chapter standing rules at least one each biennium.
I. Committees
1. The committees shall exist and function in accordance with the Constitution, Article VIII.
2. Standing committees shall be: Finance, Membership, Nominations, Program, Communications and Publicity, Educational Excellence, Scholarships, and World Fellowships.
3. The nomination committee is elected by the member-
ship with one member serving as a carryover member
each biennium.
4. The committee shall keep files up-to-date, discarding out-dated and irrelevant materials (checking with the president when in doubt) before passing files on.
5. The committee chairman shall transfer files to incoming committee chairman by July 1.
6. Ad hoc committees may be appointed as designated by International or Alpha Phi State or Alpha Chapter.
J. Activities
1. Publications: The Alpha-Bits shall be published and disseminated three times a year, sending a copy to the
State President and the State Editor.
2. Each year a grant-in-aid is presented to a graduating high school student whose future endeavor is to enter the field of education. The graduate will be from Cabell, Mason, or Wayne County.
K. Amendments
1. These standing rules may be amended by action of the chapter.
2. Changes may be made in chapter rules by 2/3 vote of chapter members present at a regular chapter meeting provided proposed changes have been announced at the previous meeting or published in the chapter newsletter at least a week before the meeting at which the vote is taken.
3. Individual rules may be considered at any regular business meeting.
Adopted on March 10, 2018.
D. Murphy, President
Members of the Standing Rules Committee were
Diane Bowsher Carol Watson
Christy Grove Carol Hastie
Updated 2019