Contra Costa Alumnae Chapter
2012 – 2013
Policies and Procedures
DELTA SIGMA THETA, SORORITY, INC.
CONTRA COSTA ALUMNAE CHAPTER #821
The attached document is an official record of the Policies and Procedures for the Contra Costa Alumnae Chapter of Delta Sigma
Theta Sorority, Inc. This revision was last updated and accepted by the members of the chapter on Saturday, June 16, 2012. For
future revision suggestions, please contact Redonha Means at redonham@gmail.com, or you can send suggestions to our
chapter mailbox at dstccac@yahoo.com. This is a confidential document and should only be viewed by members of the Contra
Costa Alumnae Chapter, Farwest Region Leadership Team and the National Headquarters of Delta Sigma Theta Sorority, Inc.
and it’s designees.
Delta Sigma Theta, Sorority, Inc.
Chapter #821
Contra Costa Alumnae
Table of Contents
TABLE OF CONTENTS.............................................................................................................................................. 1
POLICIES AND PROCEDURES .................................................................................................................................. 3
SECTION I. EXECUTIVE COMMITTEE ................................................................................................................... 3
A.
B.
C.
D.
E.
F.
G.
H.
I.
ELECTED OFFICERS................................................................................................................................................3
APPOINTED OFFICERS............................................................................................................................................3
REQUIREMENTS FOR ELECTED CHAPTER OFFICERS ......................................................................................................3
ELECTED OFFICERS OF THE CHAPTER ARE:..................................................................................................................3
I.
CHAPTER PRESIDENT ........................................................................................................................................3
II.
VICE PRESIDENT ..............................................................................................................................................4
III.
RECORDING SECRETARY ....................................................................................................................................5
IV.
TREASURER ....................................................................................................................................................5
V.
FINANCIAL SECRETARY ......................................................................................................................................6
VI.
ASSISTANT FINANCIAL SECRETARY .......................................................................................................................6
VII.
CORRESPONDING SECRETARY .............................................................................................................................6
TERM OF OFFICE ..................................................................................................................................................7
NOMINATIONS.....................................................................................................................................................7
FILLING VACANCIES...............................................................................................................................................7
APPOINTED OFFICERS............................................................................................................................................7
i.
Parliamentarian ..........................................................................................................................................7
ii.
Sergeant-at-Arms .......................................................................................................................................7
iii. Chaplin ........................................................................................................................................................7
iv.
Historian .....................................................................................................................................................7
v.
Custodian ....................................................................................................................................................7
EXECUTIVE BOARD:...............................................................................................................................................8
SECTION II: FISCAL POLICIES AND PROCEDURES ................................................................................................ 8
A.
B.
C.
D.
E.
CHAPTER FISCAL MANAGEMENT .............................................................................................................................8
DISBURSEMENTS .............................................................................................................................................9
FINANCIAL DUTIES DURING THE TRANSITION OF OFFICERS ............................................................................9
CASH/CHECK PAYMENTS .................................................................................................................................9
DUES ..............................................................................................................................................................10
SECTION III: CHAPTER FUNDRAISING ............................................................................................................... 10
A.
B.
C.
COMMITTEE DUTIES AND AREAS OF RESPONSIBILITY ............................................................................................10
FINANCIAL REPORTING OF FUNDRAISING ACTIVITIES .............................................................................................11
ALLOCATION OF FUNDRAISING FUNDS ................................................................................................................. 11
SECTION IV: COMMITTEE DUTIES AND RESPONSIBILITIES .............................................................................. 11
A.
1)
2)
3)
4.
5)
6)
7)
8)
COMMITTEE DUTIES AND AREAS OF RESPONSIBILITY ..................................................................................................11
Arts & Letters ............................................................................................................................................11
Budget and Finance ..................................................................................................................................11
Courtesy & Hospitality ..............................................................................................................................12
Economic Development ............................................................................................................................12
Education & Scholarship ...........................................................................................................................12
Internal Audit Committee .........................................................................................................................12
Membership ..............................................................................................................................................13
Physical and Mental Health ......................................................................................................................13
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B.
C.
D.
E.
Contra Costa Alumnae
9)
Policies and Procedures ............................................................................................................................13
10) Program Planning and Project Committee ...............................................................................................13
11) Social Action .............................................................................................................................................13
12) Step Team .................................................................................................................................................13
13) Technology Publicity/Public Relations ......................................................................................................14
14) Rituals and Ceremonies ............................................................................................................................14
15) Ways and Means ......................................................................................................................................14
CHAPTER PROGRAMS ..........................................................................................................................................14
1)
Delta Academy Committee .......................................................................................................................14
2)
Delta Gems Committee .............................................................................................................................14
3)
EMBODI Committee ..................................................................................................................................14
COMMITTEE ESTABLISHMENT ...............................................................................................................................14
AD HOC COMMITTEES.........................................................................................................................................14
1)
Pan Hellenic ..............................................................................................................................................14
2)
Training and Development .......................................................................................................................15
3)
Risk Management .....................................................................................................................................15
4)
Emergency Preparedness..........................................................................................................................15
ELECTED COMMITTEES ........................................................................................................................................15
1)
Nominating ...............................................................................................................................................15
2)
Election .....................................................................................................................................................15
SECTION V: SPECIAL ELECTIONS / MEMBERSHIP INTAKE ................................................................................ 16
A.
B.
CHAPTER VOTING ...............................................................................................................................................16
CHAPTER ELECTIONS FOR MEMBERSHIP INTAKE ........................................................................................................16
SECTION VI: REPORT REQUIREMENTS .............................................................................................................. 17
A.
COMMITTEE REPORTS .......................................................................................................................................... 17
SECTION VII: CHAPTER / COMMITTEE MEETING GUIDELINES ......................................................................... 17
A.
B.
C.
D.
EXECUTIVE BOARD MEETINGS...............................................................................................................................17
CHAPTER MEETINGS ...........................................................................................................................................17
COMMITTEE MEETINGS .......................................................................................................................................18
CALLED MEETINGS .............................................................................................................................................18
SECTION VIII: CHAPTER FISCAL YEAR ................................................................................................................ 18
SECTION IX: CHAPTER QUORUM ...................................................................................................................... 18
SECTION X: AMENDING POLICIES PROCEDURES .............................................................................................. 18
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Delta Sigma Theta, Sorority, Inc.
Chapter #821
Contra Costa Alumnae
POLICIES AND PROCEDURES
Name of Chapter:
Address of Chapter:
Contra Costa Alumnae
P.O. Box 21811
El Sobrante, CA 94820-1811
East and West Contra Costa County
Chapter Service Area:
SECTION I.
E XECUTIVE COMMITTEE
Elected Officers, Appointed Officers and the Immediate Past President, comprise the Executive
Committee.
A. ELECTED OFFICERS
President
Vice President
Recording Secretary
Treasurer
Financial Secretary
Assistant Financial Secretary
Corresponding Secretary
B. APPOINTED OFFICERS
Parliamentarian
Sergeant at Arms
Chaplain
Historian/Journalist
Custodian
Chair of Finance
C. REQUIREMENTS FOR ELECTED CHAPTER OFFICERS
Must be a financial member at the time of nomination by the local chapter and throughout the
term of office. Must attend Executive Committee and General Body Chapter Meetings or notify
the Chapter President in advance if unable to attend. All fiscal officers shall be bonded.
D. ELECTED OFFICERS OF THE CHAPTER ARE:
i.
CHAPTER PRESIDENT
The duties of the Chapter President are as follows:
 Chapter Management
o Serves as the official representative and the official speaker of the chapter,
o Enforces observance of the Grand Chapter Constitution and Bylaws and
Chapter Rules of Order and Policies and Procedures,
o Responsible for taking all actions required by Grand Chapter and file all
Compliance reports required by Grand Chapter,
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o
o
o


ii.
Communicates with Grand Chapter and National Headquarters,
Oversee the operation of the chapter,
Serves as Chair of the Executive Committee and prepares the Executive
Committee agenda,
o Appoints all committee chairpersons excluding the Nominating Chair and
and the Minerva Circle,
o Recommends to the Executive Committee the removal of an elected officer
who fails to perform the duties of her office,
o Serve as ex-officio member of all committees except the Nominating and
Elections Committee,
o Attends Northern California Coordinating Council meetings,
o Serves as the chapter-voting delegate at Regional Conference and National
Convention,
o Serves as the only official representative to sign all binding documents
and/or contracts,
o Reviews all documents for distribution prior to publication and
dissemination,
o Receives, distributes and interprets materials for use of the chapter.
Chapter Meetings:
o Presides at all chapter and executive board meetings,
o Leads ritualistic ceremonies,
o Performs all duties as provided by the current edition of the Robert’s Rules
of Order, Newly revised,
o Calls and resides over special meetings.
Fiscal Management:
o Serves as “exchequer of finances”,
o Authorize by signature, when necessary, all orders and proceedings of the
chapter and acts as signatory on checks,
o Ensure accurate account information is given to the chapter regarding the
expenditure of funds.
VICE PRESIDENT
The duties of the Chapter Vice President are as follows:







Perform all the duties of the office of Chapter President in her absence,
incapacitation, or at the Chapter President’s request.
Coordinates with committee chairs on progress of projects and committee reports,
Coordinates with the responsible committees for DID Workshops and other duties
upon request,
Works directly with Membership Services Committee to:
o Assist with the development and implementation of reclamation and
retention activities,
o Integrate former collegiate into the Chapter,
Serves as Alternate Delegate at National Convention and Regional Conference,
Will serve as leader of the Minerva Circle
May serve as the Chair of Program Planning
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iii.
Contra Costa Alumnae
RECORDING SECRETARY
The duties of the Recording Secretary are as follows:
 Serves as the custodian of its records, except those specifically assigned to others,
 Accurately records the proceedings of the chapter and records minutes for:
o Executive board meetings,
o Chapter meetings,
o Called and/or special meetings.
 Minutes should be received by the Chapter President for review, no later than two (2)
weeks after chapter meeting.
 Provide copies of chapter and special meeting minutes for distribution,
 Makes the minutes and records available to members upon request,
 Records all votes and is keeper of the ballots cast,
 Records officers, committee members, and delegates election results or appointment,
 Furnishes committees with whatever documents are required for the performance of
their duties,
 Maintains a book(s) of record in which the chapter minutes are entered, and will have
the current record book(s) on hand at every meeting,
 In the absence of the Chapter’s President and Vice-President, to call the meeting to
order and preside until the immediate election of a chairman pro term,
 Indicates when a quorum is present at chapter meeting.
iv.
TREASURER
The duties of the Treasurer are as follows:
 Responsible for maintaining financial procedures provided by Grand Chapter,
 Considers financial needs of the chapter, plans, evaluates and recommends the annual
operating budget to the body for consideration,
 Studies and develops financial plans to strengthen the chapter’s financial base,
 Oversee/monitors the fiscal controls of the chapter budget
o Receive funds from the Financial Secretary; deposits all said funds within
two (2) business days of receipt,
o Disburse all funds for the chapter with proper authorization of the Chapter
President. Mail Grand Chapter funds within 30 days of receipt. Provide an
itemized, written report of all money received and disbursed monthly to all
financial chapter members,
 Chairs Finance Committee and shall be restricted from chairing any other committee
that has any form of financial responsibility including and specifically Ways and
Means. However, the Treasurer may chair committees with non-financial
responsibilities such as Elections.
 Prepares financial reports required by the chapter and Grand Chapter with the
assistance of the finance committee.
o Work closely with financial secretary to insure that all financial records are
accurate. Prepare annual fiscal reports.
 Prepare chapter books and records for the auditor and for reporting to National
Headquarters.
 Attend finance training at National Conventions and Regional Conferences
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v.
Contra Costa Alumnae
FINANCIAL SECRETARY
The duties of the Financial Secretary are as follows:
 Serves as fiscal officer of the chapter,
 Collect all financial transactions and keep updated and accurate records,
 Issues chapter members receipts for all money collected,
 Provide updates of new financial members to the elected officers,
 Takes attendance at executive committee and chapter meetings,
 Assists the Treasurer with the preparation of financial reports,
 Provides written reports of chapter receipts to the executive committee and general
body,
 Attends all chapter functions involving the collection of money; collects money or
make provisions to have it collected (by a bonded officer) and turned over to the
Treasurer within two (2) business days,
 Keeps members informed of their financial status,
 The Financial Secretary will make an announcement as a reminder 15 minutes prior
to the close of the financial table during chapter meeting,
 Attend finance training at National Conventions and Regional Conferences.
vi.
ASSISTANT FINANCIAL SECRETARY
The duties of the Assistant Financial Secretary are as follows:
 Assists the Financial Secretary in all duties except:
o Signing checks and depositing funds.
 Assists with recording income and issues receipts for the monies collected.
 Turns collected funds over to the Financial Secretary with a detail of what was
collected to ensure that the two (2) business days requirement is met,
 May also assist in the distribution of membership stickers,
 Attend finance training at National Conventions and Regional Conferences.
vii.
CORRESPONDING SECRETARY
The duties of the Corresponding Secretary are as follows:
 Receives chapter correspondence and reads correspondence to the chapter and to the
executive committee/board,
 Sends out all correspondence which must be authorized by the Chapter President,
 Prepares and sends out chapter newsletter or other correspondence, via mail, or other
forms of electronic distribution, at the direction of the Chapter President,
 Maintain files of correspondence received by the chapter,
 Notifies chapter members of monthly meetings and gives prior written notice of at
least 10 days before elections of officers,
 Notifies chapter members in writing, via USPS mail, of the voting for acceptance of
new members into the Sorority,
 Pick up mail from the Post Office Box on a regular basis,
 Maintains a confidential chapter email distribution list.
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E. TERM OF OFFICE
Elected officers serve a two-year term. No elected officer shall serve more than two (2)
consecutive terms in the same office.
F. NOMINATIONS
Criteria for the candidates per office are:
 Chapter members must be financial with both national and local dues in the current
chapter year the election is to be held.
G. FILLING VACANCIES
The Chapter President appoints office vacancies.
H. APPOINTED OFFICERS
i.
Parliamentarian
a. Advises, upon request, the chapter President, other officers, committee chairs, and
members on matters of parliamentary procedures according to Grand Chapter
Constitution & Bylaws, the Chapter Rules of Order and Roberts Rules of Order. As all
financial members of the chapter, the parliamentarian has the right to vote on chapter
business.
ii.
Sergeant-at-Arms
a. Fulfills the role outlined in the DST Grand Chapter Ritual and assists the chapter
President in keeping order at all times. Supervise admittance of all members to chapter
meetings.
iii.
Chaplin
a. Fulfills the role outlined in the DST Grand Chapter Ritual and sets the spiritual tone for
meetings when requested. Keep accurate record of deceased members and their
obituaries, submitting same to chapter President to be reported to National Headquarters
as requested prior to the Regional Conference and National Convention.
iv.
Historian
a. Prepares an annual written narrative account of the chapter’s activities; submits to the
President and the membership for approval before publication. This record becomes a
permanent part of the chapter’s history.
v.
Custodian
a. Maintains a safe and central repository for chapter properties (i.e. official documents,
candles, robes, tablecloths, gavels, and other effects used to conduct chapter
ceremonies/business). Written inventory is submitted annually to the chapter President
and Recording Secretary. Maintain and archive all material which becomes the
permanent record of the chapter, that is, which shall include but not limited to
correspondence, newsletters, rosters, financial records, and chapter awards and
recognitions.
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I.
Contra Costa Alumnae
EXECUTIVE BOARD:
All the above officers along with chairpersons of the following committees/programs listed below
comprise the Contra Costa Alumnae Chapter Executive Board or other members as deemed
appropriate by Chapter President.
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














Arts & Letters
Courtesy/Hospitality
Delta Academy
Delta Gems
Economic Development
Education & Scholarship
EMBODI
Membership Services
Nominating
Physical and Mental Health
Policies and Procedures
Program Planning (if a chair is appointed)
Social Action
Step Team
Technology Publicity/Public Relations
Ways & Means
SECTION II: FISCAL POLICIES AND PROCEDURES
A. CHAPTER FISCAL MANAGEMENT
1) All financial business for the chapter shall be conducted by the chapter’s bonded
representatives.
2) All financial business and transactions are to be conducted during executive board, chapter
meetings and special meetings (i.e. report night) deemed as appropriate by the Chapter
President,
3) The Chapter President, Chapter Treasurer, Financial Secretary and Assistant Financial
Secretary shall be bonded.
a) The $20 per position bonding fee covers: up to $5,000 in losses; losses of money or other
property by any person in the chapter while occupying and performing the duties of any
of the positions; covers money stolen by the bonded Soror, not from the bonded Soror.
4) All contracts, account applications, or other legally binding documents must be signed by the
Chapter President.
5) All bank statements, brokerage statements, contracts, invoices, or other financial
correspondence shall be mailed to the official chapter mailing address. All statements for all
accounts shall be reconciled monthly.
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6) Chapter credit cards and debit cards shall not be obtained or issued to any member.
7) The chapter may obtain merchant accounts or secure online payment systems such as PayPal
to accept credit and debit card charges for fundraisers and dues.
a) The application to obtain a merchant account must be in the name of the chapter and be
signed by the Chapter President.
b) The chapter will assume the cost and fees associated with a merchant account.
c) Associated fees cannot be passed on to the consumer/Soror.
d) All funds received through merchant accounts must be credited to the applicable chapter
account.
e) All statements and correspondence regarding the merchant account must be mailed to the
chapter’s PO Box.
8) All funds remitted to the chapter are non-refundable with the exception of chapter dues.
B. DISBURSEMENTS
1) A voucher system is used for all cash disbursements or transfer of funds between the
operating and community service accounts.
2) Requests for reimbursement must be made within thirty (30) days after the expenditure is
incurred and within the current sorority year.
3) A voucher must be completed to transfer funds between the operating and community service
account.
4) Documentation for advances must be submitted within 60 days of receipt, with the exception
of documentation for expenses incurred by the delegates during National Convention or
Regional Conference, which must be submitted no later than the September chapter meeting.
5) All disbursements must be supported by a payment voucher and a receipt, invoice, contract or
other documentation that indicates when the expense was or will be incurred and how much
was or will be expended.
6) Only the Chapter’s President, Treasurer, and the Financial Secretary are authorized to sign
checks.
7) Receipts and/or return of unused funds when cash advances are issued should be submitted to
the chapter within 30 days.
C. FINANCIAL DUTIES DURING THE TRANSITION OF OFFICERS
1. After new financial officers are elected or appointed, there must be a transition meeting
between the outgoing and incoming officers within 30 days of installation.
2. The outgoing officer and newly elected or appointed officers must complete the Corporate
Accountability Form Checklist by August 31st to ensure communication with the outgoing
member and continuity is maintained.
D. CASH/CHECK PAYMENTS
1) All checks must be made payable to Delta Sigma Theta Sorority, Inc.
2) Members making a payment to the chapter may receive a receipt by the end of chapter
meeting for which funds were paid.
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Delta Sigma Theta, Sorority, Inc.
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3) The check return policy for chapter members is:
a) The check return policy will remain in effect for one (1) year from the time the check is
returned.
b) After two (2) non-sufficient funds (NSF) checks, future payments to the chapter must be
in the form of cash, money order, cashier’s check or travelers check.
c) Returned checks written by a member will incur the return check fee charged by the
chapter’s bank.
4) The check return policy for non-chapter members is:
a) Returned checks by non-chapter members will incur the return check fee charged by the
bank.
b) The Soror associated with the non-member will be notified and all future payments from
the non-member to the chapter must be in the form of cash, money order, cashier’s check
or travelers check.
E. DUES
1) Local and National dues are due and payable by the March chapter meeting.
2) Dues submitted after March chapter meeting and before June 30th should be in the form of
two (2) money orders:
a) One made payable to Delta Sigma Theta Sorority, Inc. for national dues and fees, and one
made payable to Contra Costa Alumnae Chapter for local dues.
3) All funds collected from members and due to National Headquarters shall be remitted to
National Headquarters within thirty (30) days of receipt.
4) Local dues for the Chapter President shall be waived for the term in office.
5) Collegiate Sorors who graduate and come directly to the chapter the following sorority year
shall be charged one-half (50%) of the 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 III: CHAPTER FUNDRAISING
A. COMMITTEE DUTIES AND AREAS OF RESPONSIBILITY
1. Any committee wishing to conduct a fundraiser must present suggestions for fundraising
activities to the Ways and Means committee.
2. The Ways and Means committee chair shall propose fundraising activities and coordinate the
implementation of those activities as approved by the chapter.
3. The chair shall provide an itemized budget to the chapter for review.
4. The chair shall submit all contracts, forms etc. to Chapter President for review and approval.
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B. F INANCIAL REPORTING OF FUNDRAISING ACTIVITIES
1. The final fundraising report of each fundraising activity will be submitted to the chapter
within 60 days after the event.
C. ALLOCATION OF FUNDRAISING FUNDS
1. One hundred per cent (100%) of the total proceeds (profit) from one fundraiser, and twentyfive percent (25%) of the proceeds from all additional fundraisers shall be allocated toward
scholarships.
2. At the beginning of the sorority year, the Executive Board will determine the allocation
(toward scholarships) of the proceeds for each fundraising activity.
SECTION IV:
COMMITTEE DUTIES AND RESPONSIBILITIES
All committee reports are to be submitted to the Executive Board meeting before the report can be
presented to the Chapter.
A. COMMITTEE DUTIES AND AREAS OF RESPONSIBILITY
1) Arts & Letters
a)
Is responsible for promoting, fostering and cultivating Chapter members and members
of the community’s awareness and participation in the arts and other cultural enrichment
activities.
2) Budget and Finance
a)
Consists of the following chapter officers: President, Treasurer, Vice President,
Financial Secretary and Assistant Financial Secretary. The Treasurer will serve as the
chair of the committee.
b)
The committee is responsible for developing the chapter budget and presenting to the
chapter for review and approval by May for the ensuing fiscal year.
c)
Thirty (30) days after the finance transitional meeting the current budget and finance
committee members will meet with the newly formed budget and finance committee
members to transfer all financial information, to prepare new committee for the National
Audit and to assist with the training and development of the chapter budget by August
1st.
d)
Advise all committees on financial issues.
e)
Recommend the amount of local dues and make recommendations to the chapter for
vote.
f)
Handles all monies generated from any chapter activities and assists/advises all
committees on financial issues.
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3) Courtesy & Hospitality
a)
The committee shall extend the meaning of courtesy to express concern, caring and
consideration to our Sisterhood and their families.
b)
The committee shall extend courtesies to visiting National Officers, Grand Chapter
representatives, members of the chapter for special occasion/situation and to other
organizations deemed necessary by the chapter.
1)
2)
3)
4)
5)
6)
7)
Courtesies to National and Regional Officers will be given as outlined in Protocol
and Traditions. Courtesies given to outgoing National and Regional Officers shall be
voted on by financial members of the chapter. In the event the chapter is out of
session, gift shall not exceed $100 for National President, $50 for Regional Director
and Regional Representative.
Any courtesy given to other Chapters, individuals, honorees or general donations is
not to exceed $50.00.
Upon death of a member in the Contra Costa Alumnae Chapter, if requested by the
family the chapter will assist in preparation and serving of the meal.
Upon notification of death of a Soror’s immediate family, spouse, children, parents or
siblings a card will be sent.
A gift not to exceed $30.00 may be purchased for:
a) The birth of a member’s baby,
b) A member’s wedding,
c) A member’s retirement,
d) A member who is relocating
A card or message may be sent to an active or inactive member:
a) To acknowledge a special recognition (i.e., birthday, graduation, promotion,
retirement),
b) Has been hospitalized,
c) And other occasions as deemed appropriate by the Chair of the committee.
During the holiday season, a poinsettia plant or small gift will be taken to members
who are under long-term care or shut-in.
c) The committee assigns hostess for chapter meetings.
4. Economic Development
a) Serves the needs of the chapter and community to provide financial awareness through
workshops and other financial events.
5) Education & Scholarship
a) Sets standards and procedures for those applying for chapter scholarships.
b) Committee will present and create bios of selected scholarship recipients no later than the
May chapter meeting.
6) Internal Audit Committee
a) Shall consist of at least (3) three members, who are not the current fiscal officers but
who have some knowledge of the chapter’s fiscal operations. Duties include:
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1. Meeting quarterly, (October, January, March, June) to prepare for chapters audit
submission to National Headquarters.
2. Make a preliminary review of all financial records received from the Financial
Secretary and Treasurer.
3. Verify receipts, expenditures and checkbook balances.
4. Ensure that all expenditures have proper documentation.
5. Make recommendation of Professional External Auditor to the Chapter.
b) Report audit findings and recommendations to the chapter.
7) Membership
a) Annually maintains a record and updates a directory of financial members for
distribution. Develops programs to reclaim inactive members and conduct’s new
member orientation and distributes chapter working documents.
8) Physical and Mental Health
a) Brings awareness of common health issues facing African Americans throughout Contra
Costa County. Supports national and local health education initiatives.
9) Policies and Procedures
a) Review Chapter Rules of Order, Policies and Procedures and Code of Conduct annually.
Recommend amendments or revisions to the chapter Rules of Order and Policies and
Procedures to the Executive Committee when warranted. Review proposed changes in the
National Constitution and Bylaws committee prior to the National Convention and
presents to the chapter. Once policies and procedures have been approved by Scholarship
and Standards, responsible for recording chapter approved policies and procedures for
submission to Scholarship and Standards and into official chapter documentation.
10) Program Planning and Project Committee
a) If the responsibilities of program planning and project coordination are deemed to be
outside the scope of the Vice President, the committee will be responsible for
coordinating programs including installation/rededication of officers, Founders Day and
June Clinic (usually last chapter meeting of the year). Prepares and maintains chapter
events calendar and distribution to chapter members. Prepare and conducts survey(s) to
evaluate the needs of the community, analyze findings and makes recommendations to
the chapter for future projects to be undertaken in keeping with our Five Point Program.
(Social Action, Education and Scholarship, Economic Development, Physical and Mental
Health)
11) Social Action
a) Stimulates local/national social action, political awareness and informs the chapter of
pertinent information regarding current social issues. Responsible for preparing a social
action notebook or other social action reports as requested by Grand Chapter.
12) Step Team
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a) Coordinates and participates in approved step show competitions and/or other public
events.
13) Technology Publicity/Public Relations
a) Prepares news releases, updates information on approved social media websites, advises
the chapter on all matters pertaining to public relations and maintains the chapter
scrapbook. Responsible for ensuring chapter advertisement material(s) are approved,
updated and reflects the chapter in the highest professional manner.
14) Rituals and Ceremonies
a) Provides guidance and assists in planning of the chapter’s activities as outlined in the
Ritual and Protocol and Traditions Manuals.
15) Ways and Means
a) Responsible for coordination and implementation of chapter approved fund-raising
projects. Makes recommendations for fundraising activities and presents an itemized
budget to the chapter for approval. Submit all contracts, forms etc. to Chapter President
for review and approval.
B. CHAPTER PROGRAMS
1) Delta Academy Committee
(a) Serves the need of the community to offer opportunities to young girls between the ages
of 11 to 14, to gain access to leadership, math, science and technology skills.
2) Delta Gems Committee
(a) Serves the need of the community to offer opportunities to Teenage girls between the
ages of 14 to 17, to gain access to leadership, math, science and technology skills.
3) EMBODI Committee
(a) Serves the need of the community to uplift African America males between the ages of
11 to 15, educationally, socially, and emotionally. offer opportunities to Teenage girls
between the ages of 14 to 17, to gain access to leadership, math, science and technology
skills.
C. COMMITTEE ESTABLISHMENT
1. The Chapter President appoints committee chairs, except as noted above. Members volunteer for
committee participation, acknowledging commitment to fulfill the duties of said committee.
D. AD HOC COMMITTEES
1) Pan Hellenic
a. Represent the Chapter at Pan Hellenic Council meetings. Inform the chapter of events,
functions and any relevant information pertaining to the Pan Hellenic Council.
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2)
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Training and Development
a. Assists in planning of the chapters internal development workshops.
3)
Risk Management
a. The Risk Manager is appointed by the Chapter President and ensures the Chapter’s
compliance with Grand Chapter established guidelines to identify, prioritize, assess and
mitigate risks for chapter youth initiative programs.
4) Emergency Preparedness
a. Responsible for the integration of a chapter wide emergency plan. Assists in the
development, management and monitoring of activities to ensure effective coordination
with preparedness plans established at the Regional level or through Grand Chapter.
E. ELECTED COMMITTEES
1) Nominating
i)
The committee is comprised of 3 elected members; one chair and 2 members.
ii) The chapter elects the chair and its committee members during the May meeting. The person
with the most votes is not automatically designated as the chair. All members including chair
must be voted into the position.
iii) The committee prepares a slate of currently financial members for offices from the eligible
list of membership and presents said slate to the chapter. The slate is presented during the
May meeting of an election year.
iv) The nominating committee appoints one (1) judge and two (2) tellers to tally votes.
Nominating Committee/Chair member is not eligible to be nominated for any elected
position.
F.
APPOINTED COMMITTEES
1) Election
i)
The committee is comprised of 3 appointed members; one chair and 2 committee members.
ii) The Chapter President appoints the chair and its committee members during March meeting.
iii) The committee establishes the guidelines and rules to be used throughout the chapter election
process.
iv) Election rules will be presented at the April chapter meeting.
v) Election of Officers will be held during the May chapter meeting in compliance with National
Constitution and Bylaws. Election committee/ chair members are not eligible to be nominated
for an elected officer position.
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vi) Installation of officers will take place during the June chapter meeting.
vii) A transitional meeting is required to be held 30 days from the date of installation.
SECTION
V:
SPECIAL ELECTIONS / MEMBERSHIP INTAKE
A. CHAPTER VOTING
1) The chapter shall vote no later than October to have Membership Intake during the current
sorority year. In accordance with the Constitution and Bylaws of the Grand Chapter, a 10 (ten)day written (via United States Postal Service) notification must be sent to financial chapter
members notifying them of the intent to conduct a chapter vote on whether to proceed or not to
proceed with Membership Intake during the current sorority year.
2) Before the vote occurs, chapter members must see the Membership Intake DVD – “Preparing for
Membership Intake – Ready to Vote”. Immediately following the viewing of the DVD, the
chapter shall vote.
3) The motion to conduct membership intake must pass by a Two-Thirds (2/3) vote of those
chapter members present and voting in order for the chapter to proceed with conducting
membership intake.
4) If the chapter votes to proceed with membership intake, results of the vote must be submitted to
the Regional Director using the Certification of the Chapter Vote to Proceed with Membership
Intake Form.
B. CHAPTER ELECTIONS FOR MEMBERSHIP INTAKE
1) The chapter shall elect members of the Minerva Circle at the next regularly scheduled chapter
meeting following the vote.
2) The Minerva Circle is elected by position:
a)
b)
c)
d)
e)
f)
3)
Leader of the Minerva Circle
Nine (9) Jewels
Keeper of the Muses and Graces
Convener of the Odyssey Experience
Chapter President*
Financial Secretary*
*The President and Financial Secretary are members of the Minerva Circle by virtue of their
elected position.
4) The process for electing the Minerva Circle is as follows:
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5) Nominations for the Minerva Circle must be conducted by the chapter’s elected nominating
committee
6) The slate shall be presented to the chapter by the nominating committee and voted on by secret
ballot.
7) Two-thirds of the Members must be present and financial in order to vote and be elected. The
President shall appoint election committee chair and members.
8) Results must be submitted to the Regional Director, using the Minerva Circle Election
Certification form.
9) For Minerva Circle membership qualifications please see Administrative Procedures for
Membership Intake.
10) If a vacancy arises on the Minerva Circle then the President shall appoint a qualified member to
that position.
11) If an applicant is a relative of a member of the Minerva Circle, then the Minerva Circle member
will not be allowed to participate in the evaluation of the applicant’s packet. The member may
attend the interview but cannot ask any questions. The member may vote on all candidates
presented to the chapter.
SECTION
VI: REPORT REQUIREMENTS
A. COMMITTEE REPORTS
1) Committee reports are to include progress and significant activity.
2) Minimum copies are to be provided to the chapter President and Recording Secretary.
3) It is the responsibility of the committee’s chair to ensure that the committees report is presented at
the executive board and chapter meeting.
4) Any revisions to the report presented to the executive board should be forwarded to the Chapter‘s
President, Vice President and Recording Secretary within 72 (seventy-two) hours before the
chapter meeting.
SECTION VII: CHAPTER / COMMITTEE MEETING GUIDELINES
A. EXECUTIVE BOARD MEETINGS
1) Executive Board meetings are to be held prior to the next scheduled chapter meeting.
2) The meeting can be called for and held any day during the week provided there is a majority
consensus among Chapter President and committee members.
3) A quorum is established when 20% of committee members are present.
B. CHAPTER MEETINGS
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1) Chapter meetings are to be held on the 3rd Saturday of each month during the chapter year
(September– June).
2) If there is a scheduling conflict for the regular scheduled chapter meeting date, the executive
board has the authority to review, approve and notify chapter members of changes in a timely
manner.
C. COMMITTEE MEETINGS
1) Committees are expected to meet once per month and/or as needed.
D. CALLED MEETINGS
1) Forty percent (40%) of the chapter’s financial members can call for a meeting.
SECTION VIII: CHAPTER FISCAL YEAR
A. The chapter’s fiscal year is from July 1 until June 30.
SECTION IX: CHAPTER QUORUM
A. A quorum is established when 30% of the chapter’s financial members are present.
SECTION X: AMENDING POLICIES PROCEDURES
A. These Policies and Procedures may be amended at any regular meeting of the chapter by a two-thirds
(2/3) vote of the financial members present and eligible to vote.
B. Notice must be provided of the proposed amendment to the Policies and Procedures at the previous
chapter meeting.
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