delta sigma theta sorority, inc - denver...

DELTA SIGMA THETA SORORITY, INC.

A Service Sorority

Grand Chapter

To: Dr. Djuana Harvell

Chapter President

Denver Alumnae Chapter

Chapter

______________________________________________________

College/University

(for Collegiate Chapters only)

From: Jacqueline A. Dillard

Member, National Scholarship & Standards Committee

Subject: Chapter Rules of Order Form and Policies and Procedures Approval

Date: 6/26/16

Thank you for submitting the above-referenced documents. Your documents are hereby

approved. Please provide a copy to your chapter members no later than (60) days from

receipt of this approval. Amendments made after approval must be submitted to the

Regional Member of National Scholarship and Standards Committee again, for approval.

If you have any additional questions regarding your documents or any other procedural

matters, please do not hesitate to contact me. For reference, my home phone number is

(816) 923-5435, and my mobile number is (816) 668-7539. My e-mail address is

[email protected].

If I can be of additional help to you or your chapter, please let me know. I wish you and

your Chapter continued success.

mailto:[email protected]

Rev. 01/15

DELTA SIGMA THETA SORORITY, INC. A Service Sorority

Grand Chapter 1707 New Hampshire Avenue, N.W.

Washington, DC 20009

CHAPTER RULES OF ORDER FORM

Instructions: Chapters MUST submit this form each fiscal year by June 30th to the Regional Member of the Scholarship & Standards Committee. Once approved by the Regional Member of Scholarship & Standards Committee each chapter member MUST receive a copy of this completed form. Newly established or reactivated chapters MUST submit within 30 days of establishment or reactivation.

Policies & Procedures Confirmation Please confirm if there have been changes to Chapter Policies & Procedures since the last approval date. NO YES—If YES, please submit revised Policies & Procedures.

To National Scholarship & Standards Regional Committee Member From Chapter Name Chapter #

Chapter President Charter Date Chapter Email # of Financial Members Region

Chapter Service Area(s) Mailing Address City State Zip Code Chapter Meeting Day Meeting Time AM PM Frequency Other Percentage of the financial membership that constitutes a quorum (Example 20%)

Amount of Local Chapter Dues for Sorority Year

Month of Chapter Elections Month of Installation Ceremony

Elected Officers (If applicable add…Assistant Financial Secretary and Assistant Treasurer): Every chapter MUST have the following Elected Officers (depending on chapter size): President, Recording Secretary, Treasurer, Vice-President, Corresponding Secretary, Financial Secretary. Appointed Officers (Must be consistent with Policies & Procedures—i.e. Parliamentarian, Chaplain, Sergeant-at-Arms, etc.): Elected Positions (Must be consistent with Policies & Procedures): Every chapter MUST have the following Elected Positions (depending on chapter size): Internal Audit Committee Chair, Nominating Committee Chair, Nominating Committee, Minerva Circle. Standing Committee (Must be consistent with Policies & Procedures): Every chapter MUST have the following Standing Committees (depending on chapter size): Internal Audit, Nominating, Policies & Procedures, Finance and Program, Planning & Development (PP&D). Special Committees (Must be consistent with Policies & Procedures—i.e. Founders Day, Minerva Circle, etc.): Every chapter MUST have an Elections Committee.

Rev. 01/15

There are NO restrictions on new initiates, such as requiring them to be members for a certain period of time before they can vote. Once initiated, a member has full rights and privileges of the chapter and cannot be denied the right to vote.

Process for selection of voting/alternate delegates and other chapter representatives: If not already designated per the chapter Policies and Procedures, it is highly recommended that the chapter decide on the Regional Conference and National Convention voting and alternate delegate by chapter vote. In addition, include the method for how members are selected to serve as the chapter representative at State and/or Cluster Meetings, Delta Days in the Nation’s Capitol and State Delta Days.

Voting Delegate Alternate Delegate Delta Days in the Nation’s Capitol Representative State Delta Days Representative Cluster Meeting Representative State Meeting Representative

(Advisors Section – For Collegiate Chapters Only) Primary Advisor Email Address Day Phone # Evening Phone # Secondary Advisor Email Address Day Phone # Evening Phone # Advisory Council Member Email Address Day Phone # Evening Phone # Advisory Council Member Email Address Day Phone # Evening Phone # Advisory Council Member Email Address Day Phone # Evening Phone # Advisory Council Member Email Address Day Phone # Evening Phone # Advisory Council Member Email Address Day Phone # Evening Phone #

Chapter Confirmation

Policies and Procedures Chair Email Address Phone # Chapter President Email Address Phone #

Signature Date

Signature and Date are not required for submittal to Scholarship & Standards Committee, but must be signed and dated once the document has been approved and before chapter distribution.

Denver Alumnae Chapter DELTA SIGMA THETA SORORITY, INCORPORATED (Revised June 24, 2016)

Policies and Procedures DENVER ALUMNAE CHAPTER

1 Denver Alumnae Chapter Policies and Procedures [rev. 05/03/2014]

Selected Table of Contents ARTICLE I. CHAPTER INFORMATIONN ................................................................................................................ 3

Section 4. Objective ....................................................................................................................................... 3

ARTICLE II. MEMBERSHIP ................................................................................................................................... 3

Section 1. Chapter Members ......................................................................................................................... 3

Section 2. Verification .................................................................................................................................... 3

Section 3. Honorary Members ....................................................................................................................... 3

ARTICLE III. CHAPTER STRUCTURE, GOVERNING BODIES AND RESPONSIBILITIES ............................................ 3

Section 1. Leadership Structure ..................................................................................................................... 3

A. Executive Committee ............................................................................................................................ 3

B. Executive Board ..................................................................................................................................... 3

C. Committees ........................................................................................................................................... 3

D. General Body......................................................................................................................................... 3

Section 2. Executive committee .................................................................................................................... 3

Section 3. Executive Board ............................................................................................................................ 4

ARTICLE IV. Chapter Officers and other Leadership .......................................................................................... 4

Section 1. Elected Officers ............................................................................................................................. 4

Section 2. Appointed Officers ........................................................................................................................ 7

Section 3. Elected Positions ........................................................................................................................... 8

A. Chair and Members of Nominating Committee ................................................................................... 8

B. Chair Internal Audit Committee ............................................................................................................ 8

C. Minerva Circle ....................................................................................................................................... 8

Section 4. Term of Office ............................................................................................................................... 8

Section 5. Filling Vacancies ............................................................................................................................ 9

ARTICLE V. MEETINGS AND QUORUM ............................................................................................................... 9

Section 1. Regular Meetings ........................................................................................................................ 10

Section 2. Called Meetings ............................................................................................................................ 9

Section 3. Executive Board Meetings ............................................................................................................ 9

Section 4. Committee Meetings .................................................................................................................. 17

Section 5. Electronic Meetings and Communications ................................................................................. 17

ARTICLE VI. COMMITTEES ................................................................................................................................ 10

Section 1. Procedures Applicable to all Committees ................................................................................... 10

Section 2. Standing Committees .................................................................................................................. 11


Section 3. Special Committees .................................................................................................................... 16

Section 4. Delta-Rettes Vocal Ensemble ...................................................................................................... 17

Section 5. Pan-Hellenic Council Representatives ........................................................................................ 17

ARTICLE VII. FISCAL POLICIES AND PROCEDURES ............................................................................................ 18

Section 2. Dues ............................................................................................................................................ 18

Section 3. Chapter Funds ............................................................................................................................. 18

Section 4. Chapter Events ............................................................................................................................ 18

Section 5. Reimbursement Vouchers .......................................................................................................... 19

Section 7. Checks ......................................................................................................................................... 19

Section 8. Reimbursement for Chapter Representatives ............................................................................ 19

Section 9. Electronic and Online Financial Business .................................................................................... 20

Section 10. PayPal ........................................................................................................................................ 20

ARTICLE VIII. NOMINATIONS, ELECTIONS AND VOTING .................................................................................. 22

Section 1. Nominations................................................................................................................................ 22

Section 2. Elections ...................................................................................................................................... 23

Section 3. Voting .......................................................................................................................................... 23

Section 4. Campaigning ............................................................................................................................... 24

ARTICLE IX. MEMBERSHIP INTAKE ................................................................................................................... 24

Section 1. Process ........................................................................................................................................ 24

Section 2. Minerva Circle ............................................................................................................................. 24

ARTICLE X. SPECIAL RECOGNITION AWARDS ................................................................................................... 25

Section 1. Irma Kelly Hudson Image Award ................................................................................................. 25

Section 2. Torch of Excellence Award .......................................................................................................... 25

Section 3. Woman of the Year Award ......................................................................................................... 26

ARTICLE XI. YOUTHE PARTICIPATION ............................................................................................................... 26

ARTICLE XII. IMPEACHMENT ............................................................................................................................ 26

ARTICLE XIII. AMENDING OR REVISING THE POLICIES AND PROCEDURES ...................................................... 27

Section 1. Process ........................................................................................................................................ 27

ARTICLE XIV. PARLIAMENTARY AUTHORITY .................................................................................................... 27

ARTICLE XV. TRANSITION OF OFFICERS FROM ELECTION TO JULY 1 ............................................................... 27

Section 4. Chapter Financial Reports ........................................................................................................... 28

Section 5. Transition Meeting ...................................................................................................................... 28

Section 6. Submission of Report of Chapter Officers (RED Zone Access) .................................................... 29

Section 7. July 1st Transfer of Duties ........................................................................................................... 29


ARTICLE I. CHAPTER INFORMATION

Section 1. CHAPTER NAME

The name of this organization shall be Denver Alumnae Chapter of Delta Sigma Theta Sorority, Inc., hereinafter referred to as DAC or the Chapter.

Section 2. CHAPTER NUMBER: #195

Section 3. LOCATION

A. Region: Central

B. Service Area: Metropolitan Denver, Colorado

Section 4. OBJECTIVE

The objectives of the Chapter shall be to engage in cultural, educational and public service activities in order to establish, maintain and encourage high cultural, intellectual and moral standards that reflect the Sorority’s Five-Point Program Thrust, as governed by the Constitution and Bylaws and other governing documents of the Sorority.

ARTICLE II. MEMBERSHIP

Section 1. CHAPTER MEMBERS

A Chapter member shall be a duly initiated member of the Sorority who has paid current national and Chapter dues to the Chapter. (Members-at-large are not members of a Chapter).

Section 2. VERIFICATION

Acceptable forms of verification of membership in the Sorority include membership certificate, membership card or verification of membership by National Headquarters.

Section 3. HONORARY MEMBERS

A soror who has obtained honorary status in the sorority may also be a member of the Chapter. (Honorary members do not have the right of holding office or voting).

ARTICLE III. CHAPTER STRUCTURE, GOVERNING BODIES AND RESPONSIBILITIES

Section 1. LEADERSHIP STRUCTURE

A. Executive Committee

B. Executive Board

C. Committees

D. General Body

Section 2. EXECUTIVE COMMITTEE

A. The Executive Committee shall consist of all elected officers.

B. The duties of the Executive Committee shall be to:


1. Act for the Chapter in emergency situations in the interim of Executive Board or Chapter meeting;

2. Resolve issues that arise during July or August; and

3. Attend meetings at the call of the President.

Section 3. EXECUTIVE BOARD

A. The Executive Board shall consist of the Executive Committee, appointed officers, the immediate past President and the chairs of the standing committees.

B. The duties of the Executive Board shall be to:

1. Manage and administer all Chapter policies, internal business operations and external affairs;

2. Coordinate the work of all officers and committees;

3. Implement directives from National Headquarters and the Regional Office;

4. Recommend courses of action to the Chapter based on sound ethical business practices;

5. Approve and guide Chapter initiatives and projects in accordance with Grand Chapter programmatic thrusts, initiatives and traditions; and

6. Set the agenda for the Chapter meetings.

ARTICLE IV. CHAPTER OFFICERS AND OTHER LEADERSHIP

Section 1. ELECTED OFFICERS

The elected officers shall be a President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, and any other elected officer approved by the Chapter.

A. President – The duties of the President shall be to:

General

1. Preside at all Chapter meetings, called meetings, Executive Committee and Executive Board meetings;

2. Call special meetings as the need arises;

3. Appoint all appointed officers and committee chairs except for the chair of the Membership Services Committee and the Nominating Committee;

4. Sign all contracts on behalf of the Chapter;

5. Speak for the Chapter or appoint a designee to do so;

6. Serve as the Chapter voting delegate to National Conventions and Regional Conferences held during her term;

7. Serve as ex-officio member of all committees except the Nominating Committee;

8. Enforce due observance of the Constitution and Bylaws, other governing documents of the Sorority and these Policies and Procedures;

9. Recommend to the Executive Board the removal of any officer who fails to perform the duties of her office;

10. Vote only in matters of secret ballot and/or to break a tie vote;

Fiscal

11. Oversee the management and collection of revenue;


12. Approve the expenditure of funds (ensure that all checks have two signatures);

13. Countersign all checks (except those payable to her);

14. Initial all deposits that contain cash;

15. Review all bank statements and fiscal officers reports monthly;

16. Attend finance workshops;

17. Read and be familiar with the Fiscal Officers Manual and the Chapter’s financial policies and Procedures

18. Complete the Acceptance of Fiduciary Responsibility Form

19. Perform all other duties pertaining to the office that may be required;

B. First Vice President – The duties of the First Vice President shall be to:

1. Preside in the absence of the President;

2. Serve as chair of the Membership Services Committee and Leader of the Minerva Circle;

3. Plan the reclamation activities for inactive sorors;

4. Serve as the alternate delegate for the Chapter at National Conventions and Regional Conferences; and

5. Perform all other duties pertaining to the office that may be required.

C. Second Vice President – The duties of the Second Vice President shall be to:

1. Preside in the absence of the President and the First Vice President;

2. Serve as the alternate delegate at National Conventions and Regional Conferences when the First Vice President is unable to do so;

3. Serve as the Risk Management Coordinator;

4. Serve as Chair of the Program, Planning and Development Committee; and


D. Recording Secretary – The duties of the Recording Secretary shall be to:

1. Take the minutes of all Chapter meetings and maintain a written file of the minutes;

2. Record all Chapter votes, motions and action taken; and


E. Corresponding Secretary – The duties of the Corresponding Secretary shall be to:

1. Prepare and send all meeting notices, newsletter, or other Chapter mailings;

2. Submit all correspondence to the President for her review and approval;

3. Ensure that all correspondence of the Chapter is sent and maintain a file of all official correspondence;

4. Receive the correspondence of the Chapter and read the correspondence at meetings as appropriate;

5. Submit DAC news and reports for inclusion in the Delta Journal and Newsletter;

6. Maintain all e-mail correspondence; and


F. Financial Secretary – The duties of the Financial Secretary shall be to:

1. Receive and record all monies of the Chapter and prepare and present a written monthly report to the Chapter;

2. Issue official receipt of income upon receipt of funds;

3. Promptly turn over all funds received to the Treasurer;

4. Serve as one of the authorizers for expenditures;


5. Sign checks only when reimbursement is for another fiscal officer or when specifically requested by the President (this should be a rare occurrence);

6. Serve as a member of the Budget Committee;

7. Serve as a member of the Minerva Circle

8. Keep and update financial records of all Chapter members;

9. Update on a continuing basis and publish annually the Chapter’s membership roster;


11. Read and be familiar with the Fiscal Officers Manual and the Chapter’s financial policies and Procedures;

12. Complete the Acceptance of Fiduciary Responsibility Form; and

13. Perform all other duties pertaining to the office that may be required;

G. Treasurer – The duties of the Treasurer shall be to:

1. Keep the official financial records of the Chapter;

2. Provide a written report of the Chapter’s income and disbursements monthly to all Chapter members;

3. Receive all Chapter monies from the financial secretary, review receipts and promptly deposit funds within two business days of receipt;

4. Remit Grand Chapter funds within 30 days of receipt;

5. Make disbursements on written authorizations as outlined in these Policies and Procedures, ensuring all checks have two signatures;

6. Countersign all Chapter checks except those payable to her;

7. Serve as the chair of the Budget Committee;

8. Present the annual operating budget for the ensuing fiscal year (prepared by the Chapter Budget Committee) to the Chapter for approval by May of each sorority year.

9. Prepare and submit annual fiscal reports by established due dates;

10. Maintain the accounting system prescribed by Grand Chapter for recording and reporting purposes;

11. Reconcile the monthly bank statements;

12. Deliver to the external auditor all documents necessary to complete the audit;


14. Read and be familiar with the Fiscal Officers Manual and the Chapter’s financial policies and Procedures;

15. Complete the Acceptance of Fiduciary Responsibility Form; and


H. Assistant Financial Secretary – The chapter will elect two (2) Assistant Financial Secretaries. The duties of the Assistant Financial Secretary shall be to:

1. Assist, but not supersede, the duties of the Financial Secretary. This excludes signing checks, depositing funds and managing accounts;

2. Assist Chapter committees in the collection of funds for events and/or fundraisers;

3. Attend finance workshops; and

4. Read and be familiar with the Fiscal Officers Manual and the Chapter’s financial policies and procedures.

I. Assistant Treasurer – The duties of the Assistant Treasurer shall be to:


5. Assist, but not supersede, the duties of the Treasurer. This excludes signing checks, depositing funds and managing accounts;

6. Attend finance workshops; and

7. Read and be familiar with the Fiscal Officers Manual and the Chapter’s financial policies and procedures.

Section 2. APPOINTED OFFICERS

The appointed officers shall be a Chaplain, Custodian of Properties, Historian, Parliamentarian, Sergeant-at-Arms, and any other appointed officer approved by the Chapter.

A. Chaplain – The duties of the Chaplain shall be to:

1. Provide spiritual and inspirational guidance to the Chapter; and

2. Keep an accurate record of deceased members and their obituaries and submit the same to the Chapter President to be reported to National Headquarters prior to the specified deadline.

B. Custodian of Properties – The duties of the Custodian of Properties shall be to:

1. Maintain a safe and central repository for the Chapter’s properties;

2. Maintain a written inventory of all properties and submit the same annually to the President and the Recording Secretary; and

3. Make the properties available when needed.

C. Historian – The duties of the Historian shall be to:

1. Collect, organize, analyze and categorize the historical data of the Chapter; and

2. Compile an annual written narrative account of the Chapter’s activities and submit the same to the President and the Chapter for approval.

D. Parliamentarian – The duties of the Parliamentarian shall be to:

1. Advise the President and other officers, committees and members on matters of parliamentary procedure in accordance with the Constitution and Bylaws, other governing documents of the Sorority, these Policies and Procedures and the current edition of Robert’s Rules of Order, Newly Revised;

2. Call the attention of the chair to any error in the proceedings that may affect the substantive rights of any member;

3. Evaluate and update these Policies and Procedures following the conclusion of the National Convention to maintain consistency with the Sorority’s Constitution and Bylaws and to ensure that the Constitution and Bylaws are not superseded.

4. Serve as chair of the Policies and Procedures Committee; and

5. Serve as advisor to the Nominating Committee.

E. Sergeant-at-Arms – The duties of the Sergeant-at-Arms shall be to:

1. Aid the President at all times in keeping order; and ensure that all closed meetings are free from intrusion at all times.

F. Assistant Recording Secretary - It shall be the duty of the Assistant Recording Secretary to:

1. Assist the Recording Secretary with the performance of her duties.

2. Serve as designated substitute whenever the elected secretary is absent and perform all duties of said office.

2. Complete and submit documents/records to Recording Secretary after assuming her

responsibilities.


G. Assistant Corresponding Secretary - It shall be the duty of the Assistant Corresponding Secretary to:

1. Assist the Corresponding Secretary with the performance of her duties.

2. Serve as designated substitute in the absence of the elected secretary.

Section 3. ELECTED POSITIONS

A. Chair and Members of Nominating Committee

1. Responsibility – The responsibility of the Nominations Committee is to solicit and receive nominations from Chapter members to serve in elected positions and ultimately to report a slate of the best qualified nominees to the Chapter.

2. Composition and Rules

a. The Chapter shall elect a chair and six (6) members of the Nominating Committee on the ballot with Chapter officers in the year of elections. The term of this committee is one (1) term

b. Members of this committee are not eligible to be candidates for office while serving on the committee and any member of the committee who wishes to run for an elected office must resign from the committee before the call for nominations;

B. Chair of Internal Audit Committee

1. Guidelines

a. The Chapter shall elect a chair of the Internal Audit Committee on the ballot with Chapter officers in the year of elections. The Chair shall not be a fiscal officer nor a member of the Budget Committee while holding this position.

b. The Chair shall lead the Internal Audit Committee in the duties outlined in these Policies and Procedures.

C. Minerva Circle

1. Composition

a. The Minerva Circle consists of the First Vice President, who serves as the Leader of the Minerva Circle; the Financial Secretary; Convener of the Odyssey Experience; Keeper of the Muses and Graces and Nine Jewels.

b. The election of the Minerva Circle takes place at the Chapter meeting following the Chapter meeting where the vote to proceed with the intake is held. The Convener of the Odyssey Experience, and Keeper of the Muses and Graces shall be elected by position and the Nine Jewels shall be elected as a group.

Section 4. TERM OF OFFICE

A. Officers – All officers shall serve for a term of two (2) years. Elected officers serve a two-year term but may serve no more than two (2) consecutive two-year terms in any one (1) elected position.

B. Elected Chairs – The Chair of the Nominating Committee, limited to one (1) term, and Chair of the Internal Audit Committee .

C. A member may hold only one (1) elected office or elected position during any given term.


Section 5. FILLING VACANCIES

A. President – In the event that the office of President becomes vacant the vacancy shall be filled by the First Vice President, leaving the position of First Vice President vacant.

B. Elected Officers and Elected Chair of the Internal Audit Committee – The vacancy of any elected office or the position of Chair of the Internal Audit Committee shall be announced to the members at the next regular Chapter meeting after the vacancy becomes known to the President and within thirty days shall be filled for the unexpired term by recommendation from the Executive Board with the approval of the membership. Candidates for the unexpired term of an elected officer must meet the eligibility requirements for the position as prescribed in these Policies and Procedures.

C. Elected Chair of the Nominating Committee – In the event that the position of Chair of the Nominating Committee becomes vacant, the Chapter President shall appoint one of the committee members as chair.

D. Nominating Committee – In the event that three (3) or more members of the committee resign or are unable to serve, the Chapter shall, as soon as practicable, elect a replacement(s) such that at all times the committee is convened, it consists of at least five (5) members.

E. Minerva Circle – In the event a vacancy occurs on the Minerva Circle, the President shall appoint a replacement with the required MIT training within 24 hours with the approval of the Executive Board.

F. Contingency Appointment – In the event a position cannot be filled due to Chapter member(s) not meeting the eligibility requirements for an elected position or the unwillingness to serve, the Chapter President shall contact the Regional Director for approval for special dispensation to make said appointment.

ARTICLE V. MEETINGS & QUORUMS

Section 1. REGULAR MEETINGS

The Chapter shall meet monthly (except July and August) on the first Saturday at 10:00 a.m. A quorum, the minimum number of members who must be present at the meeting for business to be validly transacted, is 20 percent.

Section 2. CALLED MEETINGS

The President may call a meeting of the Chapter when the need arises. At least three (3) days’ notice must be given to all members.

Section 3. EXECUTIVE COMMITTEE MEETINGS

The Executive Committee shall meet at the call of the President.

Section 4. EXECUTIVE BOARD MEETINGS

The Executive Board shall meet monthly from September to June.

Section 5. COMMITTEE MEETINGS

Each committee, except the Nominating Committee, shall establish its own meeting schedule.


Section 6. ELECTRONIC MEETINGS AND COMMUNICATIONS Chapter committees and subcommittees shall be authorized to meet by telephone conference or through other electronic communication media so long as all members can simultaneously hear others and participate during the meeting. All communication may be sent electronically in accordance with Delta Internet Guidelines.

ARTICLE VI. COMMITTEES

Section 1. PROCEDURES APPLICABLE TO ALL COMMITTEES

A. Only members of the Chapter may serve on Committees;

B. All committees must submit an annual budget request to the Budget Committee;

C. All committees must submit receipts for reimbursement requests within the time limits and guidelines set forth in these Policies and Procedures;

D. All committees must ensure that any planned event has the financial support of the Chapter prior to obligating the Chapter's funds;

E. Committee meetings shall be called at the discretion of the committee chair. All committee members must be notified of time and place of each committee meeting;

F. All committees must keep a record of proceedings of committee meetings. Reports to the Chapter should be in writing and copies of the reports shall be filed with the recording secretary;

G. All committee chairs must submit reports to the Executive Board prior to the Chapter meeting; and

H. All fee-based events and fundraisers must be presented in writing to the Executive Board for approval. Proposals shall include the actual cost (or a firm estimate) for the following items as applicable to the event:

Ticket sales (credit card processing fees, etc.)

Venue

Caterer

Entertainment (Band, DJ, etc.)

Equipment rental (stage, curtains, lighting, tents, audio/visual equipment, union/non-union A/V staff)

Attendee gift/souvenir

VIP/Speaker (fee, travel, accommodations, ground transportation, etc.)

Printing (flyers, programs, tickets, invitations, etc.)

Postage

Decorations (placards, centerpieces, linens)

Flowers (bouquets, corsages, arrangements)

Security

Permits

Insurance

Cleaning Fee

Transportation

Advertising

Gifts (speaker, chair, VIPs)

I. Committees shall provide written monthly reports of approved fee-based events and fundraisers showing actual expenditures, updates of estimated expenses and income-to-date totals; and


J. Committees shall provide a written final report including a detailed statement of income and expenses covering all fiscal years and budgets which includes, but is not limited to the following:

All seed monies and advance payments

Contributions from sponsors

Payments made to event co-sponsors

Grants

In-kind donations

Ticket sale totals

Fees

Section 2. STANDING COMMITTEES

The standing committees shall be: Arts and Letters Dr. Jeanne L. Noble Delta GEMS Program, Planning & Development

Internal Audit Educational Development Physical and Mental Health Budget International Awareness and

Involvement Publicity

Contact Membership Services Scholarship Courtesy Nominating Social Action Dr. Betty L. Shabazz Delta Academy Policies and Procedures Technology

and other such committees as approved by the Chapter.

A. Arts and Letters – The committee shall plan and develop programs or projects that focus on the literary, visual and performing arts.

B. Internal Audit – The Internal Audit Committee consists of an elected Chair plus two (2) to four (4) members, preferably with some knowledge of the Chapter’s fiscal operations (i.e., past financial officers). Immediate past financial offers can be members of the internal audit committee, as long as they are not auditing financial transactions that occurred during their tenure. Members of this committee may not be current fiscal officers or members of the current Budget Committee.

1. Duties – The committee shall:

a. Recommend an independent auditor for the annual review;

b. Verify the existence of and Chapter adherence to internal controls;

c. Review and propose internal controls;

d. Review the Chapter financial records and indicate any material weaknesses in controls;

e. Prepare Internal Audit Report (IAR-1) quarterly or annually as required;

f. Meet with fiscal officers regarding the financial review findings;

g. Report audit findings and recommendations to the Executive Board and the Chapter;

h. Notify the Chapter of any weakness in financial structure and recommend improvements; and

i. Perform an audit if the treasurer leaves office at any time before her term is over. The new treasurer will ensure that an audit is performed before accepting the books.

2. Procedures – The detailed quarterly review shall include:

a. Verification of receipts for the period;

b. Verification of expenditures for the period;


c. Verification of 100% of member dues

d. Verification of balances for all accounts;

e. Verification that account balances have been reconciled.

f. Ensure presence of expenditure documentation (receipts, invoices, etc.);

g. Ensure adherence to budget line items; and

h. Ensure adherence to separation of fiduciary responsibilities.

C. Budget – The responsibilities of the committee are to plan, evaluate and recommend the annual operating budget to the Chapter.

1. Procedure – The committee shall:

a. Develop a zero balance budget based upon the needs of the Chapter;

b. Prepare the operating budget for the ensuing fiscal year, which is presented by the Treasurer to the Chapter for approval by May of each sorority year;

c. Review and recommend budget modifications quarterly;

d. Ensure that the Chapter is within the 35% limit of Non-Member Gross Receipts;

e. Consider the financial needs of the Chapter and recommend annual dues amount to the Chapter;

f. Ensure that the Chapter complies with Grand Chapter directives concerning the tax treatment of the Chapter;

g. Recommend the general financial policies of the Chapter;

h. Review budget submissions from each committee;

i. Oversee and monitor fiscal control of the approved budget of the Chapter; and

j. Estimate income for each year based on historical data.

D. Contact – The committee shall keep Chapter members informed of relevant information or events between meetings.

E. Courtesy – The committee shall extend courtesies to Deltas on the occasion of illness, death, weddings, births, adoptions or other significant life events. Courtesies may be extended only to the extent that the Chapter has funds for such purposes. Courtesies are to be extended as follows by the committee chair or her designee:

1. Illness

a. A Chapter member confined to the hospital for at least three (3) days, or a short hospital stay with transfer to a rehabilitation center, or undergo day surgery that requires extended recuperation in the home or serious illness necessitating extended home confinement will receive a gift valued at approximately $20.00. Members who undergo serious day surgery with short period of confinement may receive a gift of lesser value. Gift items may include flowers/plant, fruit, candy, Stationary, toiletries, sleepwear, etc.

b. Cards will be sent for recurring hospitalizations within the same year;

c. Cards may be sent periodically during long-term serious illnesses; and

d. A card will be sent for short term hospitalizations (e.g., day surgeries) with non-serious debilitating conditions.

2. Death

a. In the event of the death of a soror, an Omega Omega Service shall be performed. The service will be coordinated by the Chapter President. In the event of the death


of a Chapter member a floral arrangement and a meal shall be provided if the family desires.

b. In the event of death in a Chapter member’s immediate family (immediate family shall include a spouse, children, parents and siblings, and special persons as approved by the President and courtesy chair/committee) a plant/floral arrangement will be extended to the member or deceased; or another appropriate courtesy. In the case of out of town services, a courtesy will be awarded upon the member’s return. The courtesy may be in the form of a monetary gift to the member or to a charitable organization in memory of the deceased. The monetary gift shall be $35.00 and the flowers/plant shall approximate that amount.

c. Upon the request from a member, a donation in the amount of $50.00 may be made to a charitable organization in the name of the deceased.

d. Cards shall be sent in the event of death of other family members.

e. In the event of the death of a Chapter member’s spouse, the Chapter shall provide dinner (if requested by the soror). Meat items are to be purchased by the Chapter. The remaining menu shall be furnished by sorors.

3. Weddings/Births

a. A formal written announcement must be received by the Chapter before a courtesy can be extended. The courtesy chair must be informed of the announcement.

b. The following courtesies will be extended to Chapter members:

i. Weddings/Anniversaries – A Chapter member may receive an appropriate gift, valued at no more than $50.00 for one wedding, a 25th and a 50th anniversary; and

ii. Births/Adoptions – A Chapter member may receive an appropriate gift, valued at approximately $25.00. The gift may be for the Chapter member or the child.

4. Visitors – National and Regional Officers visiting the Chapter will receive an appropriate courtesy (e.g. Colorado memento, corsage, etc.). Sorors who are in the area for other purposes (speaker, performer, or special event) may receive a courtesy upon approval by the President and the Courtesy Committee.

5. Other Significant Life Events – Chapter members will receive appropriate recognition or other significant life events such as retirement, public recognition or awards or promotion, which may be a congratulatory card, announcement of event at the Chapter meeting, certificate or plaque.

6. The outgoing Chapter President shall be given a plaque with a gavel. These gifts will be presented by the Executive Committee.

7. A card of concern and encouragement may be sent to Chapter members who are experiencing unusual hardships, such as, the extended serious illness of an immediate family member or other unusual family circumstances.

8. Cards may be sent to sorors who are not Chapter members, in any instances where courtesies are extended.

F. Dr. Betty L. Shabazz Delta Academy – The Delta Academy is a program targeting African-American girls between the ages of 11 and 14. It is designed to strengthen their skills in math, science, and technology while also instilling in them the need for a commitment to service and sisterhood. The committee shall:


1. Recruit young girls in the community to participate by sending flyers to area schools, community organizations, and churches and follow-up with phone calls to notify respondents of meeting place and time;

2. Plan and implement monthly activities for the group, which focus on community-based activities and ethnic studies; and

3. Establish follow-up sessions with young women who have previously participated in the Delta Academy project to invite them to return and work as assistants with the program.

G. Dr. Jeanne L. Noble Delta GEMS – Delta GEMS is a program where creative activities are used to foster the physical and mental growth and positive self-esteem of teen girls in the community. The committee shall:

1. Formulate suggested activities for the year and recruit youth in the community to participate by sending flyers to area schools, community organizations, and churches and follow-up with phone calls to notify respondents of meeting of place and time;

2. Plan and implement monthly activities for participants which focus on physical and mental growth and creating positive self-esteem; and

3. Monitor participants’ interest in activities and solicit new activities for the following year.

H. Educational Development – This committee is an umbrella for National and Chapter programs that promote educational development. The committee shall:

1. Operate under the National guidelines;

2. Execute any National initiatives as directed;

3. Plan, promote and execute Chapter programs that encourage educational development, which have from past years included the ACT Prep Workshop and an Educational Symposium.

I. International Awareness and Involvement – The committee shall:

1. Develop and coordinate programs designed to enhance international awareness;

2. Select at least one yearly focus designed to allow the Chapter to participate in a project that enhances international awareness or provides a tangible benefit to an area outside the United States; and

3. Focus on areas that are severely economically disadvantaged.

J. Membership Services – The committee shall:

1. Implement membership programs and services, develop and promote local programs for retention and reclamation of sorors in the Denver Metro area;

2. Distribute “Torch of Excellence Award” nominating forms to be completed by either the nominee or the person who nominates her (Chapter members may self-nominate); and review the forms to verify qualifications.

K. Nominating Committee – See Elected Positions for this committee description.

L. Policies and Procedures – The committee shall:

1. Develop and maintain viable Chapter Policies and Procedures and Rules of Order;

2. Review existing Policies and Procedures and the Rules of Order annually;

3. Receive and evaluate recommendations from the members;

4. Ensure the wording of the Policies and Procedures is clear, succinct and focused;

5. Present proposed amendments or revisions to the Executive Board and the Chapter for review before the Chapter voting takes place;

6. Interpret these Policies and Procedures, and the Rules of Order; and


7. Coordinate submission of approved Policies and Procedures and the Rules of Order to the National Scholarship and Standards Committee.

M. Physical and Mental Health – The committee shall:

1. Address Grand Chapter’s physical and mental health initiatives and ensure that sorors and women in the community have current information on preventative care, early detection of disorders and treatment options to meet their health care concerns;

2. Focus on physical activity, dietary and nutritional concerns to combat disorders typically associated with women of color including but not limited to heart disease, breast cancer, diabetes, obesity and high blood pressure.

N. Program, Planning & Development – The committee shall:

1. Identify the national initiatives of the Sorority and work in conjunction with other committees to implement the Sorority’s Five Point Program thrust;

2. Obtain current information on the national program’s thrust

3. Assess community needs and potential partnerships; and

4. Assist in the development of the Chapter’s yearly calendar.

O. Publicity – The committee shall strengthen the image of the Chapter within the community and report news or program events to the community. The committee shall also provide outreach to the media promoting Chapter programs and projects.

P. Scholarship

1. Duties

a. Develop and administer the Chapter’s scholarship program. DAC scholarships are awarded based on funds availability, the needs of the applicants and the number of scholarships awarded.

b. Distribute a “Torch of Excellence Award” nominating form.

2. Policy

a. Scholarship recipients must be African American seniors with a grade point average of at least 3.0 on a 4.0 scale and must reside in the Denver Metro area;

b. Only completed applications with all required attachments will be considered;

c. The scholarship amount shall be determined by the committee based on funds availability;

d. Scholarships may be for four (4) years, two (2) years, or a one-time only award;. Recipients must maintain a 3.0 grade point average for continued eligibility;

e. At the request of the recipient, consideration will be given to summer school or the following quarter/semester grades. Scholarships can be awarded on a semester or quarterly basis instead of annually provided that the GPA requirement is met;

f. Recipients must ensure that an official college transcript is sent to the committee by the deadlines established by the committee in order to that year’s funds. Scholarships will be terminated if an official transcript is not provided to the committee by the time-lines given;

g. Special scholarships will be given provided that funds are available. Special scholarships shall be deemed to be book, memorial scholarships or special requests that support a recipient’s educational goals and special projects;


i. Application forms are developed to be used in the selection process. Applicants are rated on grade point average, ACT/SAT scores, class rank, financial need, school and community work and letters of recommendation. Interviewers also rate applicants on appearance, confidence, poise, articulation and content of the interview; and

ii. Scholarship funds may be sent directly to the recipient or designee as determined by the committee upon receipt of registration for freshmen and an official transcript in the following years.

3. Procedures

a. Applications and brochures are distributed to selected high schools in the Denver metro area with a significant African-American student population;

b. Deadline for applications with accompanying documents is April 1. Top applicants are invited for an interview;

c. Applications are reviewed and rated by the committee members and the committee will meet to select the top applicants after consideration of all data. A minimum of five (5) members of the committee conduct interviews;

d. Applicants are given guidelines for receiving and renewal of scholarship. Scholarship recipients are assigned liaisons from the Chapter. The committee chair should follow-up to ensure that funds are mailed after all requirements are met;

e. Recipients must also attend the scholarship orientation and recognition event before receiving funds; and

f. The recipient’s parent/guardian must sign a photo consent form.

Q. Social Action – The committee shall:

1. Stimulate interest in social action, educate Chapter members on current issues and developments, and coordinate programs and projects approved by the Chapter.

2. Encourage active participation as individuals in political activity;

3. Influence enactment of local legislation of particular interest to African-Americans and women and maintain vigilance over action or inaction by local, judicial and administrative agencies and officials; and

4. Encourage volunteer leadership in civic and other social action organizations, including inter-racial groups, and increase appointment and upgrading of women of color in policy making positions in local government.

R. Technology – The committee shall ensure that the Chapter is informed of and prepared to take advantage of technological advances that serve to improve Chapter functioning and communication.

Section 3. SPECIAL COMMITTEES

Chairs of special committees are appointed by the President and members serve on a voluntary basis. Committee chairs serve until the specified task is completed or for a term corresponding with that of the officers. The special committees shall be:

Delta Day at church Sisterhood Elections Past Presidents Advisory

Council Founders Day Minerva Circle Hostess Step Team And any other such Committee as approved by the Chapter


A. Delta Day at Church – The committee shall provide the opportunity for sorors to worship together at a local church once a year. The committee shall select the local church and the date for the Chapter’s approval. The Chapter is responsible for decisions regarding monetary offering to be given to the selected church.

B. Elections – The committee carries out the chapter’s election policies and procedures

C. Founders Day – The committee shall plan Founders Day activities that promote and keep alive the ideals and ideas of the sorority’s Founders, remember the sorority’s history and allow sorors to rededicate themselves to the principles of the sorority. The program will alternate annually between closed and open to the public.

D. Home Owner Initiative – The committee shall plan, organize and present programming related to home ownership, maintenance and education. The committee will present at least one program to the community on any of the three following phases:

1. Buying a home -- outlining the home ownership purchase, mortgage and closing process;

2. Living in your home -- first year tips, living below your means, budgeting, refinancing do' and don'ts and home ownership maintenance; and

3. Keeping your home -- options for avoiding foreclosure.

E. Hostess – The committee shall plan and execute refreshments to be provided during the Chapter’s meetings.

F. Sisterhood – The committee shall plan programs and activities that promote sisterhood and provide more time for sorors to socialize and fellowship together.

G. Past Presidents Advisory Council – The committee shall advise the President, at her request, on her role and duties in order to promote, support and strengthen the Chapter.

H. Minerva Circle – See the Elected Positions and Membership Intake sections of these Policies and Procedures for this committee description.

I. Step Team

1. The committee shall submit a budget for each event that includes revenue and all allowable expenses that will be paid by the Chapter

2. Clothing is an unallowable expense that should not be charged to the Chapter. Some examples of allowable expenses include registration fee, music (tapes), smoke machine, and travel cost (if allowed).

3. All prize monies (winnings) should be deposited in the Chapter’s operating account. It is not be split between step show participants. The proceeds may be used to support the Chapter’s programs and to defray the Chapter’s administrative expenses.

4. All step teams shall adhere to the Step Show Participant Guidelines for All Chapters available on the national website through the “Members Only” portal on the National Committees page, Scholarship and Standards section.

Section 4. DELTA-RETTES VOCAL ENSEMBLE

The Delta-Rettes is a vocal ensemble organized by Soror Erma Ford in 1948 as the music committee of Beta Phi Chapter. The Delta-Rettes perform at Chapter or sorority sponsored events and programs. Chapter members who are interested in joining the group should contact the director or coordinator.

Section 5. PAN-HELLENIC COUNCIL REPRESENTATIVES

The Pan-Hellenic council representative(s) shall represent the Chapter at Pan-Hellenic Council meetings. The President shall appoint the representative(s) of the Chapter. The Pan-Hellenic Council


representative shall act as a liaison between the Chapter and other Greek organizations involved in the Pan-Hellenic Council in order to disseminate information on Chapter activities and provide similar information to the Chapter on the activities of other Greek organizations.

ARTICLE VII. FISCAL POLICIES AND PROCEDURES

Section 1. FISCAL ROLES AND RESPONSIBILITIES

Section 2. DUES

A. Chapter Dues – Chapter dues are $150 and are payable January 1 to March 15. National dues and the per capita fee are payable to the Chapter at the same time as the Chapter dues. Dues remitted after March 15, must include the late fee of $5; those remitted after June 30, must include the reinstatement fee of $15.

B. Dues Exemption – Elected Chapter officers and the immediate past President are exempt from the payment of Chapter dues during their term in office. Members who fill vacant elected officer positions are entitled to a refund of their dues paid if there are six (6) months remaining in the sorority year.

C. Unconsumed Dues – A written request must be submitted to the Chapter for unconsumed dues to be transferred. The soror requesting the transfer must complete the member information section, former Chapter section and bottom portion of the Dues Transfer Form; sign it and give it to the Financial Secretary of her new Chapter for submission to Denver Alumnae. The President will ensure the form is processed. The Treasurer will submit unconsumed dues to the address of the new Chapter. Unconsumed dues may only be transferred for the first nine months of the sorority year.

D. Collegiate Sorors who graduate and come directly to the Chapter the following sorority year shall not be charged local dues for their first year. After the first year, such members will pay the full amount (100%) of the local dues then in effect.

Section 3. CHAPTER FUNDS

A. The Chapter shall be financed by the dues from its membership and other appropriate contributions or fundraising events.

B. Each chapter shall submit an Annual Financial Report and Federal Income Tax Group Return Authorization Form by August 31.

C. Each chapter shall be covered by general liability insurance, which is solely available through Grand Chapter.

D. Each chapter shall pay the Chapter Liability Insurance at the current market rate for each member. E. After a Regional or National investigation of suspected misuse of chapter funds, if guilt is proven,

the chapter member will be subjected to legal action at the discretion of the chapter.

Section 4. CHAPTER EVENTS

A. Authorization – Only the Chapter President is authorized to sign or enter into any contract on behalf of the Chapter.

B. Financial Support of the Chapter – Financial support of the Chapter is indicated when the Chapter votes for and pre-pays for planned activities to meet 25 percent of the projected fixed expenses of the planned activity or program prior to obligating the Chapter’s funds. Fixed expenses include, but


are not limited to, event location costs, entertainment, printing and reproduction of programs or other materials, speaker fees. Fixed expenses does not include the costs of individual meals. If it is determined that the Chapter will not financially support an event, the event is cancelled. No Chapter vote is required to cancel an event once it is determined that the event does not have the financial support of the Chapter.

C. Refunds for Cancelled Events

1. Cancellations Due to No Financial Support. Full refunds will be given for ticket pre-purchased for any event cancelled due to the lack of financial support by the Chapter.

2. Other Cancellations. No refunds will be provided for cancelled events due to inclement weather, natural disaster or other unforeseen events. The Chapter shall make every effort to reschedule cancelled events.

Section 5. REIMBURSEMENT VOUCHERS

A. Committee Chair Approval – Members shall submit vouchers for reimbursement to their committee chair with all original receipts attached. Committee chairs must submit an expense report and a voucher(s) with attached receipt(s) to the Financial Secretary before monies will be reimbursed. All vouchers submitted by a committee must be approved and signed by the committee chair.

B. Time Limits for Submission – Members shall have 60 days from date of purchase to submit receipts for reimbursement except that receipts for expenses occurring within 60 days of the end of the fiscal year must be submitted and closed by June 30th. Receipts for any expenses incurred during the months of July and August must be submitted and reconciled by September 30th. No reimbursements will be granted after the expiration of these time periods.

Section 6. REIMBURSEMENTS FROM NON-CHAPTER MEMBERS

Sorors who are not Chapter members may be required to reimburse the Chapter when they attend a function sponsored and paid for with the Chapter’s funds. The amount will be set by the committee handling an event or the Executive Board, as appropriate.

Section 7. CHECKS

A. Insufficient Funds Check (NSF)

1. Reimbursement for Chapter’s Cost – Any soror who submits a check to the Chapter that is returned for insufficient funds shall reimburse the Chapter for the face value of the check and all fees associated with the recovery of the insufficient fund check.

2. Check Writing Privileges – Sorors who have submitted a check for non-sufficient funds and failed to pay the reimbursement cost or who for other reasons have failed to submit funds owed to the Chapter shall have their check writing privileges suspended until such time as they satisfy their financial obligations to the Chapter. Until such financial obligations are satisfied sorors must submit cash or certified funds for membership dues or any other paid privilege or reimbursable item.

3. Further Participation in Chapter Activities – If the Chapter has obligated its funds for a soror, then the Chapter considers that a debt is owed to it; the soror must repay those funds before participating in any other Chapter activities

B. Post-Dated Checks – No post-dated check(s) shall be accepted.

Section 8. REIMBURSEMENTS FOR CHAPTER REPRESENTATIVES


A. The Chapter shall reimburse the voting delegate and the alternate delegate for attendance at National Conventions and Regional Conferences.

B. If neither the President nor vice Presidents are able to serve as voting or alternate delegate respectively, the Chapter shall hold an election for the voting and/or alternate delegate.

C. The delegates shall make every effort to make travel arrangements in a timely fashion in order to secure the lowest possible price available.

D. The Chapter shall reimburse the delegates as follows:

1. Registration Fee – The Chapter shall pay the registration for the delegates. This does not include the cost of special events, e.g., step show and gala.

2. Hotel Accommodations – The Chapter shall pay for one standard room based on double occupancy for the number of days delegates and alternates are required to be present at the event. The delegate and alternate are encouraged to share a room but if they opt not to do so the Chapter will pay the delegate and alternate each one-half of a standard room rate based on double occupancy. Receipts are required.

3. Travel/Transportation – The Chapter shall pay for the transportation of the delegate and alternate. If traveling by air, the Chapter will pay for a roundtrip coach fare ticket. If traveling by auto, the Chapter will pay $0.35 per mile for the delegate and alternate delegate. Other allowable expenses may include reasonable taxi/bus fare to and from the airport and hotel parking. Receipts are required.

4. Food – The Chapter will pay reimburse per the current Colorado per diem book, which covers all cities and states, (including day of departure and day of return), minus any meals included in the registration fee for delegates. Receipts are required.

5. Workshops or Other Events – The Chapter President will serve as the Chapter’s representative during workshops, conferences and/ or seminars that are not designated as a National Convention or Regional Conference. The Chapter will reimburse the costs associated with attending the event to the same extent as provided for attendance at National Conventions or Regional Conference but only if budgeted for and approved by the Chapter.

Section 9. ELECTRONIC AND ONLINE FINANCIAL BUSINESS

A. General

1. Credit/debit card numbers shall not be collected, saved, or stored in any format (e.g., paper, electronic) by the Chapter. Chapter officers shall not access any Chapter payment or ordering system on behalf of any person including Chapter members.

2. The Chapter shall not secure or issue credit or debit cards.

3. The Chapter shall not utilize on-line bill payment.

4. The Chapter may obtain a merchant account with an online payment system such as PayPal for the purpose of accepting payments. Establishment of such an account must be approved by Chapter vote including the addition in these Policies and Procedures of detailed guidance on the use and management of the merchant account.

5. The Chapter may use online software or event services such as Eventbrite and Constant Contact to accept charges for fundraisers and events.

Section 10. PAYPAL

All existing procedures and responsibilities currently in effect from Grand Chapter, the National Finance Committee, the National Internal Audit Committee, the National Scholarship and Standards


Committee and these Policies and Procedures apply to the use of PayPal as a payment tool for the Chapter.

A. Responsibility – The President is ultimately responsible for the account. If there is a problem, the President shall be contacted and she shall notify the treasurer in order to resolve the problem.

B. Use – The PayPal Business account can be used to collect any form of income generated by the Chapter (except dues and related fees) including, but not limited to, event sales, boutique sales, insufficient funds fees (NSF) from returned checks, and donations. The use of the account for ticket sales must be approved by the Executive Committee.

1. The PayPal Business account shall not be used for the sale of official Sorority merchandise (e.g., Ritual, Sorority Pin, etc.).

2. The PayPal Business account may be used to collect payments to the Chapter of any kind, subject to approval by the Executive Committee, except dues and related fees. Such payments include, but are not limited to, NSF fees, Boutique sales, ticket sales, collections, and donations.

3. Use of the PayPal Business account for online sales or collections limited to Chapter members must be done within the restricted section of the Chapter website.

4. The Chapter PayPal Business account shall not be used to collect money on behalf of any other organization. Donations made through the account are not tax deductible even if later transferred to a 501(C)(3) organization.

C. Fees – PayPal use fees may not be passed on to individuals who use PayPal. The fees to use PayPal shall be incurred by the Chapter and included in the Chapter budget as an operations cost. . Committees must include an estimate of projected PayPal fees for their events and activities with their yearly budget requests.

D. Access

1. Only the President, Treasurer, and Financial Secretary shall be registered users of the PayPal Business account.

2. Using the PayPal transaction history and settlement report as her source document, the Financial Secretary shall provide to the Treasurer a report summarizing all funds received via PayPal including . This report shall be done monthly (bi-weekly if usage is high).

3. Upon notification from the Financial Secretary that a report has been prepared, the Treasurer will initiate an Electronic Funds Transfer (EFT) from the PayPal account to the Chapter bank account.

E. Email – A separate email account shall be established to receive transaction notices for the PayPal Business account. The Login ID and password for the special email account shall be provided to the President, Treasurer, Financial Secretary, and Assistant Financial Secretary. This email account shall be monitored by the Financial Secretary or Assistant Financial Secretary regularly (at least every other day or daily during high volume use).

F. Transition of Officers – Passwords associated with the PayPal Business account (including the dedicated PayPal email account) must be transferred and immediately changed during the transition of officers and when a pre-term change occurs in the office of President, Treasurer, Financial Secretary, or Assistant Financial Secretary.

G. Setup & Maintenance – The Chapter’s PayPal Business account shall be setup and maintained based on the following table:

COLUMN A COLUMN B


PAYPAL BUSINESS ACCOUNT SETUP FIELDS Grand Chapter Guidelines for Setup

1. BUSINESS TYPE: “Non Profit Organization”

2. BUSINESS NAME: [Chapter Name]

3. ADDRESS: [Chapter PO Box]

4. WORK PHONE:

[If Chapter does not have a telephone listing, use Chapter President’s telephone number]

5. CATEGORY: “Nonprofit”

6. SUBCATEGORY: “Other”

7. AVERAGE TRANSACTION PRICE: [Select range that best fits Chapters needs]

8. SALES VENUE: “Other”

9. DESCRIPTION OF BUSINESS: “Civic Organization”

10. PERCENTAGE AVERAGE REVENUE FROM ONLINE SALES: “Less than 25%”

11. DATE BUSINESS ESTABLISHED: [Chapter charter date]

12. CUSTOMER SERVICE EMAIL:

[Email address established by Chapter specifically for the Chapter PayPal Business account]

13. CUSTOMER SERVICE PHONE:

Chapter Treasurer’s telephone (Note: Customer Service contact information is for “customers” who use the site and have questions for the Chapter regarding the transaction.)

14. BUSINESS OWNER CONTACT INFORMATION: Chapter President’s contact information

15. ACCOUNT LOGIN [Email address established by Chapter for PayPal Business account.]

16. PASSWORD RECOVERY / SECURITY QUESTIONS:

Questions and answers maintained by Chapter President and Treasurer

17. BANK ACCOUNT: Add Chapter bank account and verify per PayPal instructions

18.

USER MANAGEMENT:

Set Treasurer and Financial Secretary as users with the following permissions: Treasurer

Withdraw Funds (transfer funds from PayPal account to the Chapter account)

View Balances View Profile Discuss Account with Customer Service Handle Authorizations & Settlements

Financial Secretary Virtual Agent-Schedule and download Transaction History,

and run Settlement Report

ARTICLE VIII. NOMINATIONS, ELECTIONS AND VOTING

Section 1. NOMINATIONS

A. Procedures – The Nominating Committee shall be in charge of the nominations process.

1. The Committee shall develop a nominating form prior to the February Chapter meeting;

2. At the February meeting the committee shall report the eligibility requirements for nominations. The Committee shall have nominating forms available at this meeting;

3. During February and March the committee shall receive nominations from Chapter members and shall also recruit eligible Chapter members to run for office;


4. Nominees must be given a fair statement of the responsibilities of the office;

5. Prior to the April Chapter meeting the committee shall prepare the slate of nominees for presentation to the Chapter at the April meeting;

6. At the April Chapter meeting nominees from the floor may be added to the slate;

7. If there are no nominees (either submitted by the committee or nominated from the floor) who meet all of the eligibility requirements for an elected officer position, then qualifications other than Chapter membership may be suspended;

8. The committee is responsible for verifying the qualifications of candidates nominated from the floor; and

9. The written report is signed by all Committee members who are present.

10. The chair and members of the Chapter Nominating Committee must resign prior to the call for nominations to be eligible to run for a chapter office or position.

Section 2. ELECTIONS

A. Time Frame – The Chapter elections will take place at the May meeting in the year of elections

B. Elected Offices and Positions – Chapter members will vote on candidates for the positions of President, First Vice President, Second Vice President, Recording Secretary, Corresponding Secretary, Financial Secretary, Treasurer, Internal Audit Committee Chair, Nominating Committee Chair, six (6) Nominating Committee Members and any other elected office or position approved by the Chapter.

1. Majority Vote – A majority vote is required to elect an officer. A majority vote is defined as more than half of the votes cast by members legally entitled to vote, excluding blanks or abstentions at a properly called meeting. (Example: 19 x ½ = 9 ½. 10 votes needed for majority.) (illegal votes removed)

C. Elections Committee

1. Appointment – The President shall appoint a chair and as many members as deemed necessary and the appointment shall be made no later than the announcement of the Slate of Officers.

2. Duties – The committee shall create, distribute and collect the ballots as necessary (if paper ballots are used, a closed box(es) with a slot for members to deposit their ballots shall be provided) and tally the votes. The committee shall report the results to the President and give a copy of the report to the Secretary

D. Installation of Officers – The installation of officers shall take place at the June meeting or at such other time as directed by the Executive Board.

E. Transition Meeting – The transition meeting place and time will be determined by the newly elected President no later than August following the June installation.

Section 3. VOTING

A. Notification – The Chapter shall give prior written notice of at least ten (10) days for the election of officers, elected committee chairs and members; voting whether to proceed or not to proceed with membership intake process; and voting on the acceptance of candidates for membership into the Sorority.

B. Procedure


1. 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.

2. Voting for elected positions shall be by ballot, machine or electronic voting devices.

3. Preprinted ballots will be available at the time the members arrive at the May meeting if applicable.

4. When the balloting is completed the election committee is responsible for counting the ballots in a secluded location or in another room.

5. The elections committee must prepare a tellers’ report in the manner described in the current edition of Robert’s Rules of Order, Newly Revised.

C. Balloting – Balloting is closed 30 minutes after the start of the May meeting.

D. Re-Voting – When there are two or more candidates, the two candidates who receive the highest number of votes will remain eligible for election. All other candidates will be dropped and are ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote.

Section 4. CAMPAIGNING

A. Rules

1. Campaigning for elected positions is not prohibited and may officially begin after the slate has been accepted by the Chapter after the close of the April meeting.

2. At the April meeting after the nominations are closed and the slate is accepted by the Chapter each nominee, including nominees from the floor, shall be given a maximum of two (2) minutes to make a statement of her qualifications. In the event that a nominee is unable to attend the April meeting the nominee may submit a written statement, not to exceed two (2) minutes reading, of her qualifications to be read by the presiding officer.

3. Campaigning shall officially end 15 minutes prior to the opening of the May meeting.

4. Any violation of the rules based on established National regulations will result in disqualification of the candidate.

ARTICLE IX. MEMBERSHIP INTAKE

Section 1. PROCESS

A. Recommendation – Any Chapter member may recommend that the Chapter have membership intake. The Executive Board then presents its recommendation for discussion to the Chapter. Upon Chapter approval to have membership intake, the Chapter will proceed in preparing for the membership intake process.

B. Vote to Proceed – The vote to proceed or not to proceed with membership intake must take place at a regular Chapter meeting and members must be notified in writing no less than 10 days prior to the meeting date that a vote on membership intake will take place. The vote to proceed with membership intake requires a two-thirds vote of the Chapter members present and voting.

C. Intake Procedures – Membership intake activities shall be conducted in accordance with the latest editions of the Administrative Procedures for Membership Intake and the Membership Intake Program of Grand Chapter.

Section 2. MINERVA CIRCLE


A. Composition – The Minerva Circle consists of the First Vice President, who serves as the Leader of the Minerva Circle; the Financial Secretary; Convener of the Odyssey Experience; Keeper of the Muses and Graces and Nine Jewels.

B. Election – The election of the Minerva Circle takes place at the Chapter meeting following the Chapter meeting where the vote to proceed with the intake is held. The Convener of the Odyssey Experience, and Keeper of the Muses and Graces shall be elected by position and the Nine Jewels shall be elected as a group.

C. Vacancy – In the event a vacancy occurs on the Minerva Circle, the President will appoint within 10 days a replacement with the approval of the Executive Board.

D. Relatives of Applicants - Family members of applicants shall not be removed or excluded from the Minerva Circle or denied the right to vote on all applicants, but they must recuse themselves from the screening process (i.e., scoring application package and interviewing) of said applicant(s).

ARTICLE X. SPECIAL RECOGNITION AWARDS

Section 1. IRMA KELLY HUDSON IMAGE AWARD

The Irma Kelly Hudson Image Award was established in May 1998 in honor of Soror Irma Kelly Hudson. Soror Hudson was an active Delta for 57 years and she exemplified the very magnitude of the words “community service.” Soror Hudson served as a role model for other sorors and for the community at large. She was a testament to excellence and her selfless acts have made us a better, richer people because of her presence in our lives. The Irma Kelly Hudson Image Award shall be awarded to a Chapter member whose community service activities exemplify the standards set by Soror Hudson.

A. Guidelines

1. The President shall select the recipient of the Irma Kelly Hudson Image Award based on her community service activities. The award shall be presented biennially at the end of the President’s term of office. The President may choose and present only one (1) award recipient.

2. The name of the recipient shall be kept confidential until the day of the presentation.

3. The recipient shall be presented with a plague inscribed with the name of the award, the date of the award, the name of the recipient, the name of the Chapter and any other information that the President deems appropriate.

Section 2. TORCH OF EXCELLENCE AWARD

The Torch of Excellence Award shall be an annual award presented to a Chapter member who has provided significant service and contribution to the Chapter through attendance and participation in Chapter meetings, committee meetings and Chapter projects and activities. The Torch of Excellence Award recipient shall be selected under the following guidelines:

A. Guidelines

1. Nominees must have attended at least five Chapter meetings or activities during the sorority year that nominations are made but nominees need not be present when nominated or when the vote is taken. A Chapter member cannot win consecutively (i.e., two years in a row).

2. Prior to the Chapter vote, the Scholarship Committee shall present a slate of nominees from those names submitted and whose qualifications have been verified. At the meeting where the slate is presented each person who nominated a potential award recipient shall


be given a maximum of two (2) minutes to make a brief statement on behalf of the nominee.

3. Voting for the award recipient shall be by ballot. The winner must receive a majority vote of those voting and present.

4. The recipient shall be presented with a plague inscribed with the name of the award, the date of the award, the name of the recipient, the name of the Chapter and any other information that the Scholarship Committee deems appropriate. The recipient shall also receive a certificate and a corsage to be worn on the day the award is presented.

Section 3. WOMAN OF THE YEAR AWARD

The Woman of the Year award is presented to a woman who is not a member of our sorority but who has contributed selflessly in some specific community or civic involvement in the Chapter service area that falls within the realm of programs encouraged or endorsed by the sorority and who is representative of the high ideals of Delta womanhood.

A. Guidelines

1. The award recipient shall have resided in the Chapter service area for at least five years and must have participated in activities that have stimulated community growth, cultural awareness and pride, and overall enrichment of life.

2. Consideration is given to participation in the categories of:

a. Civic activities involving fraternal or religious organizations, boards, committees, commissions to which the sorority is committed by convention vote, including but not limited to human rights/civil rights/education rights, opposition to hate groups, monitoring of the communication media, battered women and child abuse, police abuse/criminal justice; aging/women’s rights, welfare reform/jobs; discrimination and segregation in education, housing and urban renewal, energy and community service;

b. Cultural arts activities including but not limited to music, dance art and drama;

c. Historical “first” “A tribute to all Black’s; and

d. Human relations.

3. Any Chapter member may make a recommendation to a committee established for that purpose or as directed by the Executive Board under guidelines to be established by the Committee or the Executive Board.

ARTICLE XI. YOUTH PARTICIPATION

All youth (18 or younger) who participate in Chapter activities shall have on file a completed Emergency Treatment Form, Parent/Guardian Permission to Participate Form, and a Hold Harmless Agreement.

ARTICLE XII. IMPEACHMENT

The impeachment process will be carried out in accordance with the procedures outlined in the Chapter Management Handbook, newly revised by National Scholarship and Standards, April 2011.


ARTICLE XIII. AMENDING OR REVISING THE POLICIES AND PROCEDURES

Section 1. PROCESS

A. These Policies and Procedures may be amended at any regular meeting of the Chapter, or at a called meeting, called for such purposed, by a two-third vote of the members present and voting, provided prior notice of the proposed amendment is given.

B. Prior notice is defined as notification in the newsletter or by special mailing including e-mail at least one (1) week before the Chapter meeting or notification at the previous Chapter meeting.

C. The Chapter shall evaluate and update these Policies and Procedures following the conclusion of the National Convention to maintain consistency with the Sorority’s Constitution and Bylaws and to ensure that the Bylaws are not superseded.

D. These Policies and Procedures may be revised when the Chapter finds is necessary to make a large number of changes in the Policies and Procedures. The requirements for the adoption of a revised set of Policies and Procedures shall be the same as in the case of an amendment.

ARTICLE XIV. PARLIAMENTARY AUTHORITY

All matters not covered by the Constitution and Bylaws of the Sorority, the Chapter Rules of Order Form, and these Policies and Procedures shall be governed by the current edition of Roberts Rules of Order, Newly Revised.

ARTICLE XV. TRANSITION OF OFFICERS FROM ELECTION TO JULY 1

Section 1. RESPONSIBILITY

The outgoing President has the sole responsibility of closing out all Chapter requirements for compliance and submitting all paperwork to National Headquarters for the year. The incoming President is a participant in all Chapter related administrative activities. She shall be attentive and open to actively observing during this transition period.

Section 2. TIMELINE PRIOR TO TRANSITION MEETING

A. Day of Election

1. Outgoing President shall preside at meeting.

B. First Executive Board Meeting Following Election of Officers

1. Outgoing President shall preside at meeting.

2. Incoming President shall attend as observer of outgoing officer; view process of determining agenda for meeting.

C. Last Chapter Meeting in June

1. Outgoing President shall preside at opening of the meeting and after installation sit with Chapter member.

D. Installation of Officers Ceremony at June Meeting

1. Outgoing President shall identify a presiding officer for installation ceremony in accordance with Ritual, and after installation of new officers she shall:

a. Remain responsible for all Chapter compliance reports;


b. Continue to authorize and sign checks—openly sharing this information with the newly installed President; and

c. Continue to call meetings of Executive Board for the purpose of transitioning and completing all paperwork.

2. Incoming President shall participate in installation ceremony in accordance with Ritual, and following installation she shall:

a. Make a speech and close meeting;

b. Work with outgoing President during the June transition month;

c. Review outgoing President as she authorizes and signs checks; and

d. Become familiar with financial Policies and Procedures and Chapter budget.

E. Financial Transition at Last Chapter Meeting of the Year

1. Outgoing President shall:

a. Work with the Financial officers to ensure Financial responsibility is maintained;

b. Assist in setting up time for the treasurers to meet separately; and

c. Make certain the outgoing treasurer escorts the incoming treasurer to bank for introductions.

2. Incoming President shall:

a. View processes, along with the incoming Financial officers;

b. Work with the outgoing President to ensure that the incoming treasurer goes with outgoing treasurer to the bank for introductions

Section 3. CHAPTER COMPLIANCE REPORTS

A. Outgoing President shall compile the compliance reports and provide copies to the incoming President.

B. Incoming President shall observe and work with the outgoing President to complete compliance reports.

Section 4. CHAPTER FINANCIAL REPORTS

A. Outgoing President shall retain primary responsibility, along with the outgoing treasurer, for completing financial reports.

B. Incoming President shall observe and work with the outgoing President to complete financial reports and she shall have incoming treasurer work with outgoing treasurer.

Section 5. TRANSITION MEETING

A. Outgoing President shall:

1. Arrange and set agenda for meeting with all outgoing officers and committee chairs;

2. Complete final check authorizations and sign checks;

3. Arrange for bank signature cards to be signed and all books and documents to be given to incoming officers either before or during transition meeting; and

4. Complete Transition Checklist.

B. Incoming President shall:

1. Continue to make chair appointments to committees and invite newly installed elected and appointed officers and committee chairs to attend Transition Meeting;

2. Observe authorization and signing of all checks by outgoing President; and


3. Sign bank signature cards along with incoming financial officers.

Section 6. SUBMISSION OF REPORT OF CHAPTER OFFICERS (RED ZONE ACCESS)

A. Outgoing President shall prepare final action in the National website’s RED Zone to occur before or during the transition meeting

B. Incoming President shall view processes during final actions in RED Zone and receive all codes, usernames, and passwords.

Section 7. JULY 1ST TRANSFER OF DUTIES

A. Outgoing President shall relinquish all duties to the incoming President.

B. Incoming President shall formally assume duties, oversee filling of vacancies in accordance with these Policies and Procedures, call appropriate meetings, set agenda for Executive Board, and conduct planning meetings.

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