M I S S I O N Delta Sigma Theta Sorority, Incorporated is an organization of college educated women committed to the constructive development of its members and to public service with a

primary focus on the Black community. Attendees; Sorors, Barkley, Barlow, Bowman, Cole, Ellison, Farrell-Butler, Floyd S, Harge, Hood, Ingram, Johnson, Lawrence-Webster, McAfee, McMillan, Moses-Johnson, Newton (guest), Osborne, Peters, Ray, Rhoden, Robinson, Tatum, Thomas, R. Vinson, B. Vinson, Westbrook, Williams Deb, Williams Del, E. Williams (guest) Prayer- Soror S. Floyd, Chaplain Welcome - President Lawrence-Webster Guest Speaker: Political and Social Action/Soror Felicia Peters - Soror E. Williams explained and challenged us for June 20, 2020 in Washington DC to support the Poor People Campaign. Adoption of the Agenda- It was moved by Soror Moses-Johnson and 2nd by Soror Ellison that we adopt the agenda as printed. Adoption of Meeting Minutes of May 2, 2020, It was moved by Soror Moses-Johnson and 2nd by Soror B. Vinson that the meeting minutes of 5/2/2020 be adopted. unresolved items

1. Policies and Procedures 1. McAfee – change to the rationale, Nominations of Chapter Officers and Elections position – add “and/or volunteer” 2. McAfee – addressed the outgoing- chapter officers gifts 3. McAfee – needed clarification on Election timeline 4. McAfee – Delegate and Alternate Delegate concern – committee added the following-“and/or any other Elected Officer”

2. Chapter Office – 1-year lease 3. Scholarship Awardees – Names and Award Amounts 4. Regional Director Election

*It was moved by Soror Peters and 2nd by Soror Ellison that we approve the amendments to the Policies and Procedures as presented at the May 2, 2020 Chapter Meeting. *It was moved by Soror Osborne and 2nd by Soror Ellison that we sign a one-year agreement with the Wolverine State for rental space for the Chapter Office. *It was moved by Soror Osborne and 2nd by Soror Westbrook that the chapter approve the awarding of five scholarships in the total amount of $4750.00 to the Scholarship Awardees as submitted by the scholarship committee. *It was moved by Soror Farrell-Butler and 2nd by Soror McAfee that we vote by secret ballot for Regional Director Election. Motion carried President Report National- National President participated in Town hall meeting.

One Chapter – One Sisterhood: Leaving No Soror Behind Karen L. Lawrence-Webster, Chapter President

Chapter Meeting Minutes – June 6, 2020 – ZOOM – 10 a.m.

Regional- Virtual Regional Conference Cycles- July 18, 2020 at 9:00 am. Technology training for Delegate and Alternate.(President and Treasurer). MIT will not be at the Regional Conference. Two new chapters in the Midwest - Macomb Michigan and Chicago Metro/Illinois; Impact Day of service (mental health) October 17, 2020. Chapter coordinator is needed. President Lawrence-Webster has asked for Cease and Desist recommendations from Regional Director. State- Remit a paragraph about the Chapter for the State Coordinator report; Chapter Calendar if remitted and if we receive no feedback, we are in compliance. Local- “In Remembrance Service “format approved by State Coordinator; Soror Terrell-June 20, 2020 and Soror Chaney Williams-June 27, 2020 at 2 p.m. - Balloon Release for both Sorors. The Sisterhood Grid was prepared during July 2018 in order to bring consistency to our efforts. The grid is not perfect. The preparers of the grid agree on intent and until we perfect the grid, we will continue to use the grid along with historical intent. Treasurer Report- For file and Audit General- $10,930.00 Scholarship- $ 1,495.32 DREF- $ 43.57 PayPal- $ 50.00 DST-SAC CD $ 1,055.64 Finance Committee – 2020/2021 Proposed Budget presented for June 20, 2020 vote at Call Meeting

MEETING SUSPENDED TO VOTE – 11:15 a.m. – 11:47 a.m. Financial Secretary Soror Ingram - 64 current financial members; 42 financial members for year 2020-2021. Proposed Chapter Budget for 2020-2021 is based on 50 financial members Correspondence Secretary-Soror Ellison - save the date Regional Conference July 18, 2020; letter from external auditor noting that he will not be available to perform services for the chapter this year; campaign literature from sorors running for Regional Director Chapter Internal Management Internal Audit – Soror Ray - was completed on June 2, 2020 – see the written report for corrective action; New officers will be responsible for 4th quarter and June 30, 2020 year-end process. Policies and Procedures – Soror Felicia Peters – 2nd reading and voting to take place today. Soror Lisa Ingram had a request for the Policies and Procedures Committee to bring forth a recommendation, Soror Peters had family emergency, the committee will meet next week to address recommendations and will bring results back to the chapter. Education Programs Delta Gems-Soror Stacy Rhoden - see website for report Delta In Action- Soror Lawrence-Webster -see website for report (Sorors are need to mentor READers) Membership Services – Soror Fontella Smith Sisterhood committee presents Sisterhood Jam on June 12, 7-8 p.m. (virtual)

Political and Social Action – Soror Felicia Peters - see website for report Transition of Officers- June 20, 2020- 11:00 am-2:00 pm- Sorors Lawrence-Webster and Barkley to complete the require transition list and make a formal request for sorors to attend Installation of Officers- Soror S. Floyd

Incoming President-Soror Georgia Barkley – Sisterhood, Service and Scholarship Closing Prayer- Soror S. Floyd VOTING RESULTS

1. CHAPTER OFFICE – APPROVED (SEE ATTACHED RESULTS) 2. SCHOLARSHIP AWARDEES – APPROVED (SEE ATTACHED RESULTS) 3. REGIONAL DIRECTOR ELECTIONS – SOROR SARAHJINI NUNN SPENCER (SEE ATTACHED RESULTS) 4. POLICIES AND PROCEDURES – ALL APPROVED (SEE ATTACHED RESULTS)

Note: The chapter had previously voted in favor of Soror Deborah Hunter-Harvill for Chair, Regional Nominating Committee, during the May 2, 2020 Chapter Meeting

DELTA SIGMA THETA SORORITY, INC.

Saginaw Alumnae Chapter POLICIES & PROCEDURES AMENDMENT FORM

Page Article Section Number Nominations of Chapter Officers and Elected Positions a. Timeline and guidelines for process 27

IX 2 a

Current 1. Election of officers shall be held in April biennially. 2. January of the year of the election, an announcement letting Sorors know that nominations will be open during the next

month. 3. February, a call for nominations by the chair of nominations committee. Submissions for nominations will begin for all open

offices. Explain criteria of each office. 4. March, the slate will be presented at the March meeting by the chair. Nominations will be accepted from the floor. Chapter will

vote to finalize the slate. 5. April, the official slate will be presented by the Chair of the Nominating Committee. NO nominations will be accepted from the

floor. The election will take place at the beginning of the April meeting and will be conducted by the Elections Committee Recommended Change

1. Election of officers shall be held in March biennially. 2. December of the year of the election, an announcement letting Sorors know that nominations will be open during the next month

(January). 3. January, a call for nominations by the chair of nominations committee. Submission for nominations will begin for all open offices.

Explain criteria of each office. 4. February, the slate will be presented at the February meeting. Nominations will be accepted from the floor by the Chapter

President. Chapter will vote to finalize the slate. 5. March, the official slate will be presented by the Chair of the Nominating Committee. NO nominations will be accepted from the

floor. The election will take place at the beginning of the March meeting and will be conducted by the Elections Committee

Rationale Incoming President and appointed (and/or volunteer) committee chairs can work collaboratively with the existing administration to use April as the planning meeting, May as the first budget reading and June for budget adoption. Committees are in place for summer planning and the start of the new sorority year.

Page Article Section Number Travel policy: refunds and credits 23

8 6 c

Recommended Change (new insert) Addition : When the chapter covers the cost of a sorority event for a chapter member: national, regional, state and/or local; reimbursements, credits and/or application to future events shall be credited to the chapter and not an individual chapter member. Rationale Chapter members should not financially benefit from the benefit of attending sorority events that have been financed by the chapter.

Page Article Section Number Nominating Committee roles and responsibilities 8/12 3/4 3/1 a/j

Recommended Change (new insert) Add to description: The positions of the nominating committee and chair of the nominating committee are elected positions. Rationale

Align with descriptions of all elected positions. This information will be updated in both locations in our P &P; does not exist in current P&P

Page Article Section Number Standing committee Policies and Procedures 12

4 1 j

Recommended Change (new insert)

Add description for committee: The policies and procedures committee shall review Chapter Polices and other Governance documents at least annually to make recommendations to the Chapter relating to changes to such and other matters of governance. The Parliamentarian shall serve as chair of the Policies and Procedures Committee, the membership shall include the 1st Vice-President, President, and an appointed soror (appointed by the Chapter President) from the chapter membership. Rationale Standing committee missing description and committee make up. This does not exist in the current P&Ps

Page Article Section Number Fiscal Policies

21 8 2 d

Recommended Change (new insert) Addition: d. Member dues must be submitted to National Headquarters in accordance with the Constitution and Bylaws requirement of 30 days from receipt. The Chapter will remit dues to National based on established deadlines of March 31st and June 30th along with a third date of September 30th. Any dues submitted more than thirty-days offset from the chapter remit dates will be sent by regular mail. If a soror wants her dues expedited, then she must assume the cost for remittance.

Receipted by Chapter

Remitted to National no later than

Remittance Method

January 1 31 Mailed February 1 28 Mailed March 1 31 Wired April 1 30 Mailed May 1 31 Mailed June 1 30 Wired July 1 30 Mailed August 1 31 Mailed September 1 30 Mailed October 1 31 Mailed November 1 30 Mailed December 1 31 Mailed

Rationale

practice the chapter has followed in the past and should be documented. This does not exist in the current P&P

Page Article Section Number Current Policy Voting and Alternate Delegate 30

15 1 a

Current

§ The voting delegate shall be the chapter president; in her absence the first vice-president and in her absence, the second vice-president. The alternate delegate shall be an elected financial officer (treasurer or financial secretary).

Recommended Add to existing rotation of alternate delegate ( treasurer , 1st Vice-President, or other elected officer ) Rationale

To allow for a range of leadership positions to get exposure to national conventions and regional conferences. Treasure is CFO and has a lot of reporting responsibilities and the 1stVP must fill-in for the president as needed and should be abreast of National Policy. While the Financial secretary is a vital role it does not have the annual reporting responsibility.

Page Article Section Number Current Policy: Additional Fiscal Policies and Procedures

24 VIII 13 N/A Scholarship Policies, Requirements and

Selection Procedures Statement of Policy The Scholarship Committee shall determine the best allocation method based on the applications received. Only the applications mailed to the sorority post office box and postmarked by the stated deadline will be accepted. Scholarships shall be awarded based on the applications and evaluation along with budgeted funds. The objective of the scholarships shall be to significantly assist students with first year college/university finances. Scholarships to the children of chapter members must be funded directly from dues and not public fundraising efforts.

Recommended Change – Add a second paragraph under “Statement of Policy” to state the following: Early College Applicants Scholarship applicants enrolled in an Early College program will be allowed to apply for a scholarship the year they are granted an official high school diploma. Early College scholarship applicants will adhere to the same evaluation process and scholarship submission deadline as other eligible high school seniors.

Page Article Section Number Current Policy: EARMARKED SCHOLARSHIPS Lizzie Dillard Robinson (Delta Gems) Scholarship: The Lizzie Dillard Robinson GEMS Scholarship shall be $1000 and shall be awarded to a senior member of the GEMS Youth Group. All other qualifications and criteria are the same. If no member qualifies, then the money shall remain in the scholarship account.

25 VIII 13 N/A

Recommended Change Lizzie Dillard Robinson (Delta Gems) Scholarship: The Lizzie Dillard Robinson GEMS Scholarship shall be $1000 and shall be awarded to a senior member of the GEMS Youth Group or another qualified applicant, if no GEMS apply and/or, if no GEMS are qualified.

Rationale By amending the description, the chapter would still be able to award the Lizzie Dillard Robinson Scholarship, in the event there are no GEMS, who apply, and/or, who may not be qualified.

age Article Section Number Current Policy

14 IV 2 k None

Recommended Change Add a second paragraph:

The past three (3) Presidents shall facilitate the purchase of Outgoing Officers’ gifts. If a past President

is a current Outgoing Officer, she shall designate a Soror to act in her stead. The Sisterhood Grid shall

be updated with the gift allocation. The gifts shall be presented to the Officers at the June meeting.

President $45.00

1st Vice President $45.00

2nd Vice President $45.00

Treasurer $30

Financial Secretary $30

Recording Secretary $30

Corresponding Secretary $30

Assistant Treasurer $15

Assistant Financial Secretary $15

Assistant Recording Secretary $15

Rationale: The chapter has a history of giving Outgoing Officers gifts without a written policy and procedure.

Soror Dawn Tatum, Recording Secretary Soror Karen Lawrence-Webster, Chapter President