Standing Rules — DKG Michigan, Mu Chapter, Flint

The Mu Chapter Standing Rules shall be consistent with the Constitution and International Standing Rules of The Delta Kappa Gamma Society International, the Bylaws and Standing Rules of the Michigan State Organization.

OBJECTIVE, MISSION, VISION, AND PURPOSES

Section A. Objective

The Delta Kappa Gamma Society International is formed for educational and

benevolent purposes, particularly for extending aid to women teachers and students by means of founding scholarships for study; for developing loyalty and high ideals in the teaching profession, and for conferring distinction upon women members of the teaching profession (Charter of Delta Kappa Gamma Society, August 16, 1929)

Section B. Mission

To promote professional and personal growth of women educators and excellence in

education.

Section C. Vision Statement

Leading Women Educators Impacting Education Worldwide

Section D. Purpose

The purposes of Mu chapter shall be the seven Purposes of The Delta Kappa Society International.

1. to unite women educators of the world in a genuine spiritual fellowship;

2. to honor women who have given or who evidence a potential for distinctive service in any field of education;Adopted September, 2023 2

3. to advance the professional interest and position of women in education;

4. to initiate, endorse, and support desirable legislation or other suitable endeavors in the interests of education and of women educators;

5. to endow scholarships to aid outstanding women educators in pursuing graduate study and to grant fellowships to non-member women educators;

6. to stimulate the personal and professional growth of members and to encourage their participation in appropriate programs of action; and

7. to inform the members of current economic, social, political, and educational issues so that they may participate effectively in a world society.

Article III

MEMBERSHIP

Section A: Membership - General

1. Membership in The Delta Kappa Gamma Society International shall be by invitation. A member inducted into the Society becomes a member of the International Society in addition to the Michigan State Organization and the Mu Chapter.

2. A member may submit a recommendation for membership to any chapter.

3. An individual becomes a member of the Society when she pays her dues.

4. Members who are traveling or who live away from their home chapters have the privilege of attending meetings of other chapters, state organizations, and regions.

5. Delta Kappa Gamma pins shall be worn appropriately, and, upon death or resignation, may be returned to the chapter.

Section B: Classification

1. Active

a. An active member shall be a woman who is or has been employed as a professional educator at the time of her election. An active member shall participate in the activities of the Society.

b. The word employed is defined as currently hired by an employer and/or paid a salary or fee for specific educational services.

c. The definition of professional educator is interpreted to include one-to-one instruction as well as group instruction.

d. An active member who lives in an area where no chapter exists may be connected to a chapter through technology

e. An active member who is no longer engaged in educational work shall retain her rights, privileges, and responsibilities as outlined in the Constitution.

2. Reserve

a. Reserve membership shall be granted only to a member who is unable to participate fully in the activities of the chapter because of physical disability and/or geographic location.

b. Reserve status requests shall be reviewed by the treasurer, president, and membership chair.

c. A reserve member, so requesting, shall be restored to active membership.

d. A reserve member may participate in the activities of the Society except holding office.Adopted September, 2023 3

3. Honorary

a. An honorary member shall be a woman not eligible for active membership who has rendered notable service to education or to women. She is elected to honorary membership in recognition of such service.

b. In the selection of an honorary member at the chapter level, service shall be of local significance.

c. An honorary member may participate in the activities of the Society except holding office. An honorary member may serve as parliamentarian, as that position is not an office.

4. Collegiate

a. Collegiate members shall be undergraduate or graduate students who meet the following criteria:

(1) Undergraduate student collegiate members shall be:

(a) enrolled in an institution offering an education degree and have the intent to continue academically and professionally in the field of education.

(b) enrolled within the last two years of their undergraduate education Degree

(2) Graduate student collegiate members shall have graduate standing in an institution offering an education degree and have the intent to continue academically and professionally in the field of education.

b. When a collegiate member starts her career as a paid educator, she will pay active member dues and become an active member. If a collegiate member does not pursue a career as an educator, her membership will expire upon graduation or withdrawal from the education degree program.

c. A collegiate member may participate in the activities of the Society except holding office. A collegiate member may serve as parliamentarian.

Section C: Induction of New Members

1. The chapter shall induct new members in accordance with the International Membership Plan.

2. The Membership Committee shall receive membership recommendations, conduct orientation, and plan the welcoming ceremony for new members.

3. New members may be presented for membership during any month and inducted at any general membership meeting.

4. Mu chapter shall cover the costs of new member induction fees and DKG pins.

Section D: Transfer

A member in good standing may transfer from one chapter to another upon notification to Society Headquarters.

Section E: Termination of Membership

Membership in the Society is terminated for non-payment of dues and fees, resignation, or death.

Section F: Reinstatement

1. A former member shall be reinstated to membership by the chapter receiving the request.Adopted September, 2023 4

2. The chapter treasurer shall notify the state treasurer when a former member has been reinstated.

Section G: Membership Files

1. The Secretary shall record in the chapter minutes the names of all new members and the name, date and reason for those whose membership has been terminated.

2. The Membership Chair shall maintain the Biographical Data Sheets (Form 82) for each member.

FINANCE

Section A: Annual Dues

1. Chapter dues and assessments shall be determined by the chapter Finance Committee and approved by a majority vote of chapter members present at a general membership meeting.

2. Active member dues shall be:

International …………………………………….. Forty dollars ($40).

Michigan State Organization …………….. Twenty-three dollars ($23)

Mu chapter ………………………………………. Twenty-two dollars ($22) of which one dollar and sixty cents ($1.60)

is paid to Flint Area Coordinating Council (FACC); Twenty cents ($.20) to the Michigan State Organization; and Eighty cents ($.80) to the Gladys Dillon Educational Scholarship Fund

3. Reserve member dues shall be:

International …………………………………….. Twenty-three dollars ($23)

Michigan State Organization …………….. Eleven dollars ($11)

Mu Chapter ………………………………………. Four dollars ($4) of which one dollar and sixty cents ($1.60) is paid to Flint Area Coordinating Council (FACC); Twenty cents ($.20) to the Michigan State Organization; and Eighty cents ($.80) to the Gladys Dillon Educational Scholarship Fund

4. Collegiate member dues shall be:

International twenty dollars ……………... Twenty dollars ($20).

Michigan State Organization ………….… Eleven dollars ($11)

Mu chapter ……………………………………….. (not yet determined)Adopted September, 2023 5

Section B: Fees

1. Induction Fee

The induction fee shall be ten dollars ($10) and shall be paid by the chapter at the time of induction. The induction fee shall be allocated as seven dollars and fifty cents ($7.50) for the chapter and two dollars and fifty cents ($2.50) for the Michigan State Organization.

2. Scholarship Fee

The scholarship fee shall be one dollar ($1) of which twenty cents is sent to the Michigan State Organization and eighty cents is kept by Mu chapter Each active and reserve member shall pay the Michigan State Organization scholarship fee annually.

3. Lifetime Fee (for Honorary Member)

The chapter shall pay a lifetime fee of forty-nine dollars and fifty cents ($49.50) for an honorary member at the time of her induction.

Section C: Payments of Dues and Fees

1. The membership year is July 1 to June 30. A member shall pay annual dues and fees no later than June 30 for the following fiscal year. The treasurer of the chapter shall announce the date by which she is collecting the chapter dues and the amount of the dues which includes the International, Michigan State Organization, chapter and FACC.

2. For membership or reinstatement commencing between July 1 and December 31, the chapter shall pay the induction fee for new members. The member shall pay dues and scholarship fees for the current year. For membership commencing on or after January 1, the member shall pay one half the international membership dues.

3. The Michigan State Organization portion of the dues and fees shall be sent by the chapter treasurer to the Michigan State Organization treasurer in July.

4. The International portion of the dues and fees shall be sent between July 1 and September 30.

5. A member who fails to complete payment of international dues shall be dropped as of October 1

Section D: Financial Assessments

1. Financial assessments may be levied only by the chapter. Chapter members may vote to pay an amount in addition to dues and fees for the support of a chapter, Michigan State Organization, or International project.

2. A reserve member shall be exempt from paying chapter financial assessments. This is not Mu Chapter’s current practice.

Section E: Other Income

The chapter may receive and utilize income from sources other than dues and fees including but not limited to gifts, bequests, and royalties. The chapter Executive Board shall make recommendation to the membership on where the money should be placed.

Section F: Funds

1. Available Fund (Operating Fund)

a. The Available Fund is the chapter’s operating fund and shall require a budget.Adopted September, 2023 6

The annual budget shall be submitted to the membership for approval at the fall meeting.

b. Statements or receipts for expenses incurred in fulfilling the responsibilities of the chapter are to be submitted in a timely manner to the Treasurer for payment or reimbursement.

c. The report of the annual audit/financial review shall be presented to the general membership at the fall meeting.

2. Scholarship Funds

a. The Gladys Dillon Scholarship Fund shall be maintained by the chapter. The chapter invests the Gladys Dillon Scholarship Fund in a certificate of deposit (CD). The interest generated by the (CD) is reinvested into the CD.

b. The chapter contributes to two Flint Area Coordinating Council scholarship funds:

(1) The Ola Hiller Scholarship Fund

(2) The Sharleen Gonzalez Scholarship Fund

c. Mu Chapter contributes to the International and Michigan State Organization scholarship funds. The scholarship fee paid by a member shall be divided as follows:

(1) One hundred percent (100%) to the Michigan State Organization fund if the chapter does not maintain a chapter scholarship fund; or twenty percent (20%) to the Michigan State Organization fund if the chapter maintains a chapter scholarship fund.

(2) Eighty percent (80%) retained by the chapter having a chapter scholarship fund.

Article IV

Article V

ORGANIZATION

Section A. Chapter

1. Mu Chapter shall govern the conduct of its business in a manner consistent with the Constitution and International Standing Rules of The Delta Kappa Gamma Society International, the Bylaws and Standing Rules of the Michigan State Organization and the Mu Chapter Standing Rules

2. Mu chapter is within the Michigan State Organization’s Geographical Area designated as Area C.

3. Mu chapter’s prominent geographic territory shall include Genesee County.

4. Mu chapter is represented by the chapter president and immediate past president in the Flint Area Coordinating Council.

5. The chapter shall have no fewer than twelve (12) members. The Society shall grant the charter.

6. Charter members are those women who became members of the chapter at the time of installation of the chapter. Any member who transferred her membership to the new chapter at the time of the installation became a charter member of the new chapter.Adopted September, 2023 7

Article VI

OFFICERS

Section A: Officers

1. The chapter officers, all of whom must be members of the Society, shall be a president, a first vice president, a second vice president, a secretary (all elected), a treasurer (selected by the executive board each biennium), and the immediate past president (ascended from preceding biennium)

2. Co-presidents are not advised. Only one name at the chapter level may be submitted to Society Headquarters for communication purposes.

Section B: Related Personnel

1. Chapter personnel, all of whom must be members of the Society, shall be defined in the chapter rules.

2. The appointed parliamentarian shall be a member of the chapter.

Section C: Duties of Officers:

1. President shall:

a. Act as presiding officer at regular and special meetings and direct the activities of the chapter.

b. Act as chair of the Chapter Executive Board.

c. Appoint a parliamentarian.

d. Appoint standing and special committees.

e. Serve as member ex officio, with vote, on all committees except nominations.

f. Oversee payment of all expense claims.

g. Approve publications.

h. Fill by appointment all vacancies in office, except the presidency.

i. Serve as a member of the Michigan State Organization Executive Board or appoint a designee in her absence.

j. Represent the chapter at meetings, conferences, and other events of the Society.

k. Take action, with the advice and approval of the executive board, on all matters which cannot be deferred until the next meeting.

l. Assure that all reports and other obligations to International Headquarters and the Michigan State Organization are submitted properly and on time.

m. Inform the Michigan State Organization President and International Coordinator of the names and contact information of the chapter’s newly elected officers.

n. Serve ex officio, with vote, on the chapter’s budget development and supervision.

o. Execute, with the secretary or treasurer, legal documents pertaining to Mu chapter. A legal document may be executed only when it has been authorized by the chapter’s executive board.

2. First Vice President shall:

a. Serve as presiding officer in the absence of the president.

b. In the event of the resignation or death of the president, shall succeed to the presidency and serve until the next regular election of officers.Adopted September, 2023 8

c. Serve as the chair of the Leadership Development Committee.

d. Perform such other duties as directed by the president.

3. Second Vice President shall:

a. Serve as presiding officer in the absence of both the president and the first vice president.

b. In the event of the resignation or death of either the president or the first vice president, she shall succeed to the office of first vice president and serve until the next regular election of officers.

c. Serve as the chair of the Program Committee.

d. Perform such other duties and responsibilities as directed by the president.

4. Secretary shall:

a. Keep minutes, including attendance, of each meeting of the chapter and furnish the president with a copy of such minutes.

b. Record in the chapter minutes the names of all new members at the time of their induction and those whose membership has terminated with the reason for the termination.

c. Serve as secretary to the executive board.

d. Carry out such correspondence as may be delegated to her by the president.

e. Maintain the Minutes as permanent records, never to be discarded or destroyed.

f. File a summary of each Treasurer’s Report.

g. Determine when a quorum is present and inform the president when business can be conducted.

h. Perform such other duties and responsibilities as directed by the president.

5. Treasurer shall:

a. Receive and pay out all monies belonging to the chapter.

b. Keep an accurate account of receipts and expenditures.

c. Maintain a record of receipts, bills, and bank statements.

d. Present a report at each regular chapter meeting.

e. File required tax reports.

f. Submit to the finance committee the accounts of the chapter for annual audit/financial review.

g. Serve as a member ex officio on the executive board.

h. Serve as a consultant in the process of budget development and supervision of finances.

i. Maintain an accurate and current membership roster.

j. Keep each year’s Report of Dues and Fees (Form 18), Member List by Chapter, and Report of Members Dropped (Form 18-A).

k. Notify the state treasurer and state membership chair when a member is moved to reserve or dies, and when a former member has been reinstated.

l. Follow appropriate procedures to ensure the safety and proper handling of chapter money as established by the chapter finance committee.

m. Perform such other duties and responsibilities as directed by the president.Adopted September, 2023 9

6. Parliamentarian (appointed) shall:

a. Advise the officers and members in matters pertaining to interpretation of the Constitution, International Standing Rules, Michigan State Organization Bylaws and Standing Rules, Mu Chapter Standing Rules, and Parliamentary Procedure.

b. Serve as an ex-officio member, without vote, on the executive board.

c. Assist in providing parliamentary training.

d. Perform such other duties and responsibilities as directed by the president.

7. Immediate Past President shall:

a. Identify eligible members for the Lifetime Service Award and organize the Presentation.

b. Represent Mu Chapter on the Flint Area Coordinating Council (FACC) along with the president.

c. Serve on the Mu Chapter Executive Board.

d. Perform such other duties and responsibilities as directed by the president.

Section D: Election and Term of Office

1. The chapter officers, except the treasurer and secretary, shall be elected in even-numbered years. The Parliamentarian is appointed by the president. The position of immediate past president is not elected, rather ascends from presidency of the previous biennium.

2. The term of each elected officer shall be two (2) years or until a successor is named. No officer except the treasurer and secretary may serve in the same office longer than two (2) terms in succession. Officers shall take office on July 1 following their election.

3. The treasurer shall be selected by the executive board each biennium.

4. Installation of officers shall take place during the last scheduled general membership meeting of the year, usually the May meeting.

Section E: Vacancies

In the event that a member holding an elective or appointed position is unable to perform her duties, the position shall be declared vacant by the respective officers and a successor named by the chapter president.

Article VII

Article IX

CHAPTER EXECUTIVE BOARD

Section A:

1. Composition

The members of the chapter executive board shall be the elected officers, the immediate past president, and committee chairs. The treasurer and parliamentarian shall serve as members ex officio, the parliamentarian without vote. The meeting is open to all members, but without vote.

2. Duties

The executive board shall:

a. Select the treasurer for the biennium.

b. Act in matters requiring immediate action and decision.Adopted September, 2023 10

c. Recommend policies and procedures for consideration by members.

d. Establish rules for budget development and approval and for the supervision of chapter business.

e. Approve the program recommendation for the successive year.

3. Meetings

The Executive Board

a. Shall meet at least twice annually, typically February and June, and more often

at the discretion of the President.

b. All members being notified by the president, executive board meetings may be face-to-face, virtual/digital meetings, or a combination of the two as long as members present may simultaneously hear one another and participate during the meeting.

c. Virtual/digital meetings should consider the time of all attending and not be conducted longer than two hours unless members agree to an extended meeting time.

d. Virtual/digital meetings shall be electronically recorded as well as minutes of the meeting recorded by the Secretary. The official agenda and minutes of virtual/electronic meetings shall be maintained by the Mu Chapter Secretary.

e. A quorum of the Executive Board shall be seven (7) members present in order for business to be conducted.

f. All committee chairs are expected to attend the Executive Board meetings and contribute to the discussion and consensus decisions.

Article VIII

COMMITTEES

Section A. Organizational Structure of the Chapter’s Committees

1. Society Business

a. Communications

b. Finance

c. History

d. Leadership Development

e. Membership

f. Nominations

g. Standing Rules

2. Society Mission and Purposes

g. Educational Excellence Committees

(1) Collaborative Connections

(2) Legislation and US Forum

(3) Music

(4) Personal Growth

(5) Program

(6) Scholarships

(7) ServiceAdopted September, 2023 11

(8) World Fellowship

h. Educational Services

(1) Courtesy

(2) Technology

3. Special Committees (e.g., ad hoc, task force)

Designated by the president with the recommendation of the executive board. Members appointed on the basis of expertise as determined by the needs of the committee.

Section B. Committees - General

1. Mu chapter shall be responsible for chapter duties as designated in the International committee descriptions for Society Business and Society Mission and Purposes.

2. Mu chapter may fulfill its Constitutional responsibilities by establishing committees as needed.

3. Reports requested shall be submitted in the format specified by the Society Headquarters

4. All committees shall be appointed by the president.

5. The president shall be an ex officio member, with vote, on all committees except the Nominations Committee.

6. Any matters requiring immediate committee action may be voted on in person or electronically.

7. All committees will have a minimum of three (3) members, including the chair.

8. All committees shall meet at least once annually.

9. It is recommended that at least one member be carried over from the previous committee to the next biennium.

Section C. Responsibilities

1. Chair’s responsibilities

a. Maintain a file containing communications and materials received from the current international and/or Michigan State Organization chair, materials prepared during the past biennium, recommendations of previous chairs, the Go-to-Guide for Chapter Members and Guidelines for Chapter Leaders and other Society information relevant to the committee. This file is to be passed on to the next chair at the biennium change over.

b. Maintain the committee’s supplies including chapter paraphernalia if assigned to this committee.

c. Knowledgeable about the budget and responsibilities designated to the committee (as described in the standing rules or designated by the president) and orient the committee members to these responsibilities and procedures.

d. Develop the committee meeting agenda and preside at the committee meetings. Committee meetings may be face-to-face or through electronic communications.

e. Keep committee members informed of committee progress.

f. Submit to the Finance Committee proposed committee projects and funding requests that require consideration in the budget. Adopted September, 2023 12

g. Statements of expenses incurred in the performance of committee duties shall be submitted to the treasurer for approval.

h. Prepare and present an annual report to the membership of the committee’s accomplishments.

i. Reports requested by the Society, Michigan State Organization, or chapter president shall be submitted in the format specified by the requesting organization/office.

j. Provide to the Webmaster, at the beginning of the biennium, forms which members need e.g. scholarship form, membership form, member bio form.

k. Provide reminders to members and updates when forms are changed.

2. Committee Members’ Responsibilities

a. Become familiar with the responsibilities of the committee

b. Aid the committee in fulfilling its responsibilities by participating in the meetings and assisting with the designated tasks.

Section D. Committee Descriptions

1. Society Business:

a. Communications Committee shall Support the efforts of members to communicate with each other and to publicize the Society’s aims, purposes, activities, and accomplishments. Include the Newsletter Editor, Yearbook Editor, Web Master, Social Media Master, Pocket Book Directory Editor, and others assigned by the President as needed. The Mu newsletter is the primary transmission of information regarding schedule of meetings, information about members, upcoming events, publication of the regular meeting and executive board meeting minutes and the treasurer’s report.

(1) Newsletter Editor

(a) Solicit articles from committee chairs and other members, edit and publish a newsletter at least one week before each scheduled general membership meeting.

(b) E-mail the newsletter to all members who have an e-mail account and the Web Master of the Mu website.

(d) Submit a copy of one of the newsletters to the Michigan State

Organization by February 1 for evaluation.

(2) Yearbook Editor

(a) Update the information for the yearbook at least annually.

(b) E-mail any updates to the Webmaster to keep the online yearbook current.

(3) Web Master

(a) Add newsletters and yearbook to the Mu Website.

(b) Regularly update website to reflect current and upcoming events and meetings.

(d) Maintain links to the state and international websites on Mu’s website

(4) Social Media Master

(a) Submit news to publications and social media.

(b) Submit news to the Wolverine

(5) Pocket Book Directory Editor:

(a) Create a booklet to include:

1. chapter, Michigan State Organization, and the Society’s website information;

2. member contact information with each member’s photo;

3. program for the year;

4. committee membership;

5. current list of officers;

6. hostess schedule; and

7. birthdays.

(b) Publish and distribute the Pocket Book Directory annually and to new members upon joining.

b. Finance Committee shall

(1) Oversee the financial affairs of the chapter, including expenditures and investment of funds.

(2) Prepare a budget that provides for reimbursement for:

(a) the presidents’ expenses for attendance at the Michigan State Organization Executive Board meetings;

(b) printing and mailing expenses incurred by the chapter;

(d) speaker’s fees;

(e) fees for program meeting venues, including fee for virtual meeting platform; and

(f ) expenses for the service project;

(g) expenses as needed by other committees.

(3) Present the budget to the membership for approval.

(4) Arrange with the treasurer for the annual audit/financial review.

(5) Be composed of the President, Treasurer, Finance Chair(s), and additional members as appointed by the President.

c. History Committee shall:

(1) Keep the chapter history up-to-date and store data electronically in a secure platform.

(2) Work with the Membership Committee to ensure that membership files are updated annually.Adopted September, 2023 14

(3) Identify what documents need to be kept and for how long (refer to retention of documents schedule in Addendum).

(4) Regularly share the history of the chapter with members (e.g., moment in history at chapter meetings, in the chapter newsletter, the chapter website).

d. Leadership Development Committee shall:

(1) Encourage members to move into leadership positions within the chapter.

(2) Offer chapter activities which develop the leadership potential of each chapter member e.g. communication skills, group involvement,

strategies for implementing goals and action programs of the Society and chapter.

(3) Provide guidance to officers and committee chairs regarding files and information to share with incoming officers and chairs at the biennium change over.

(5) Each biennium, lead the chapter in reviewing and updating the chapter’s Strategic Plan. (Addendum B: Strategic Plan for Chapters)

e. Membership Committee shall:

(1) Study and make recommendations related to membership issues and challenges.

(2) Maintain the Biographical Data Sheet (Form 82) and information file for each member.

(3) Encourage members to recommend potential new members to the chapter.

(4) Conduct orientation and welcoming ceremony for new members.

(6) At the president’s request, complete and submit the Necrology Report and Form 6 upon notice of a member’s passing.

(7) Assist the chapter president in memorials.

(8) Conduct the installation of officers every biennium.

(9) Promote active membership.

f. Nominations Committee shall:

(1) Solicit recommendations for officers from the membership.

(2) Solicit and select nominations for elective offices (president, first vice president, second vice president, secretary).

(3) Present the slate of officers to the chapter membership in the April newsletter of even numbered years.

(4) Conduct the election at the May chapter meeting in even-numbered years.

(5) Candidates (nominees) are elected by majority vote of those members present. The election may be by voice vote or signal of hands.

(6) Provide gavel for incoming president.

(7) Provide a token of honor and appreciation to the outgoing president.

g. Standing Rules Committee shall:

(1) Annually review the most recent edition of the Constitution, International Standing Rules, Michigan State Organization Bylaws and Adopted September, 2023 15 Standing Rules to ensure alignment with the current rules and policies of the Society.

(2) Receive and consider all proposals for amending the chapter Standing Rules.

(3) Develop and recommend revisions to the Chapter Standing Rules as needed to ensure compliance with the governing documents of the Society and needs of the chapter.

(4) Publish in the chapter newsletter at least one month prior to vote on recommended revisions to the chapter’s standing rules.

(5) Announce in the Mu newsletter where the Mu Chapter Standing Rules are available to members (currently included in the Yearbook).

(6) Annually send the Mu Chapter Standing Rules to chapter members via email.

(7) Submit Chapter Rules to the State Bylaws/Standing Rules committee at least once every five years.

(8) Include the Parliamentarian as an ex officio member and consultant to the committee.

2. Society Mission and Purposes - Educational Excellence

a. Collaborative Connections Committee shall

(1) Develop a program to make a connection with new teachers and to support them in their profession.

(2) Improve the quality of education by fostering a climate of mutual respect and cooperation within the profession and to promote women in education.

b. Legislation and U.S. Forum Committee shall Study and recommend action in the field of legislation to improve education and the status of women educators.

c. Music Committee shall Provide for the use of music as an integral part of the program.

d. Personal Growth Committee shall:

(1) Support and promote the International program and projects relating to the personal growth of members and services to others

(2) Recognize the needs of members and provide opportunities for personal growth and leadership within the chapter.

(3) Communicate the criteria and solicit nominations for the Chapter Woman of Distinction.

(4) Employ the suggested guidelines for the Friend of Education Award and solicit nominations, research, and recommend a Friend of Education Award honoree.

e. Program Committee shall:

(1) Develop a program of meetings which focus upon the Purposes and Mission Statement of the Society.

(2) Consist of the Executive Board and other members and chaired by the Second Vice-President.

(3) Plan programs with consideration of the international theme, adjusted Adopted September, 2023 16 to local needs and promote the professional growth of women.

f. Scholarship Committee shall

(1) Promote the Gladys Dillon Educational Scholarship, the FACC Scholarships (Ola Hiller Scholarship and the Sharleen Gonzalez

Scholarship) as well as scholarships and funds available through the Michigan State Organization and Delta Kappa Gamma International.

(2) Maintain and operate the Gladys Dillon Educational Scholarship.

g. Service Committee shall Develop and implement a service project to aid members of the community.

h. World Fellowship Committee

(1) Support and promote the work of the International World Fellowship Committee.

(2) Provide incoming committee chair with the purpose, duties, and guidelines for leading the World Fellowship Committee.

(3) Create a special project every 2-3 years to raise money or support the Society’s mission (suggestions include making dresses for girls in Africa, book projects, school supplies, or other projects the World Fellowship International Committee might suggest).

(4) Maintain contact with International Fellowship recipients living in the State of Michigan and invite them to a meeting,

3. Society Mission and Purposes - Educational Services

a. Courtesy Committee shall

(1) Assign members to hostess a meeting.

(2) Convey to members they are remembered by the chapter according to the following guidelines:

(a) On illness of a member (hospital or extended illness) a plant or gift will be delivered.

(b) On the death of a member, a rose in a vase will be at the funeral and a $25 donation to the Gladys Dillon Educational Scholarship

Fund will be delivered, with a note to the family if possible.

(d) A sympathy card will be sent to members on the death of an immediate family member.

(e) A wedding gift will be given to a member when she weds.

(f) A baby gift will be given to a new baby of a member.

(g) For any unusual circumstances, the decision will be determined by the Courtesy Committee and /or the Executive Board.

b. Technology Committee shall

(1) provide training and guidance for use of technology

(2) oversee the chapter website

(3) provide guidelines for conducting electronic meetings that provide accurate and authentic official actions, including the taking of votes.

4. Special Committees shall be appointed by the President for her biennium, with the approval of the Executive Board, and continue to function until the assigned task(s) are completed.Adopted September, 2023 17

MEETINGS

Section A: General Meetings of the Chapter

1. Regular meetings, where chapter business is conducted, shall be held at least four

(4) times per year. Additional meetings may be held as scheduled by the chapter.

2. Meetings will be held on the second Tuesday or Thursday of the month at the time agreed upon by the chapter.

3. Refreshments or other arrangements will be the responsibility of the Hostess Committee for that month.

4. Chapter meetings shall follow the format suggested by the International Society and/or Michigan State Organization.

5. All members being notified by the president, chapter meetings may be face-to- face, virtual/digital meetings, or a combination of the two as long as members present may simultaneously hear one another and participate during the meeting.

6. Whenever possible, all chapter meetings will be available to members by a virtual/digital meeting platform to allow members who are not able to attend meetings in person (due to distance or health) to participate in the meeting.

7. The chapter shall budget for the expense of virtual/digital meetings. Committee chairs may use this account to convene committee meetings with members.

8. Virtual/digital meetings should consider the time of all attending and not be conducted longer than two hours unless members agree to an extended meeting time.

9. Virtual/digital meetings shall be electronically recorded as well as minutes of the meeting recorded by the Secretary. The official agenda and minutes of virtual/electronic meetings shall be maintained by the Mu Chapter Secretary.

10. A quorum shall be ten (10) members present at the meeting in order for business to be conducted.

11. All members being notified, matters requiring immediate chapter action may be voted upon by roll call vote, raising one’s hand or mail (postal or electronic) that provides a valid receipt of each responding chapter member’s vote. The president will indicate to members how they should convey their vote. A majority vote of chapter members shall be required for action on the motion.

12. Any business conducted in a face to face or virtual/digital meeting is official and does not require a re-vote when meetings are convened in-person

13. Ratification of all voting by mail (postal or electronic) must be made at the next face-to-face meeting of the chapter.

14. There shall be no proxy voting.

Article X

AWARDS AND SCHOLARSHIPS

Section A: GLADYS DILLON EDUCATIONAL SCHOLARSHIP

1. PurposeAdopted September, 2023 18

(a) The Gladys Dillon Educational Scholarship may be granted for members for advancing the professional interests and position of women in education to aid outstanding MU women educators pursuing graduate study, and to stimulate personal and professional growth of members to encourage their participation in appropriate programs of action.

2. Process

(a) Applicant completes and submits the “Application Form for the Gladys Dillon Educational Scholarship Mu Chapter – Delta Kappa Gamma” within established and published guidelines.

(b) Scholarship applications will be reviewed and awarded by the Mu Chapter Scholarship Committee with at least one month notice for committee review.

(c) The Mu Chapter Scholarship Committee will use its best judgment and the current financial status of the fund to award grants (and amounts) considering the applicant’s Mu participation, along with her professional activities and involvement.

(d) Recipients shall submit a brief summary showing that the monies awarded were used for designated purposes. This summary will be submitted to the Mu Chapter Scholarship Chair within one month of completion of the activity. Summaries will be published in the Mu newsletter.

(e) In the case of requesting reimbursement for DKG registration fees, the member must complete the “Application Form for the Gladys Dillon Educational Scholarship Mu Chapter – Delta Kappa Gamma” and submit the form to the Mu Chapter Scholarship Chair within one month of attending the event. Reimbursements may be made up to:

Fall Workshop $25.00

Women in the Arts $25.00

State Conventions $50.00

Regional and International Conventions $125.00

3. Committee Responsibilities – Funding and Reporting

(a) Mu Chapter Scholarship Committee will publicize guidelines, review all applications, and recommend the award of the Gladys Dillon Educational Scholarship.

(b) The account balance of the Gladys Dillon Educational Scholarship shall never be less than $500 (25% of the original donation of $2000). Additional contributions to the fund may be made.

(c) A year-end report by the Mu Chapter Scholarship Committee will be submitted to the Mu Chapter Executive Board each spring and published in Mu newsletter.

(d) The Gladys Dillon Educational Scholarship guidelines, application form, and reimbursement form will be reviewed and revised, as deemed necessary, by the Mu Chapter Scholarship Committee.

Section B: LIFETIME SERVICE AWARD

When a member has served the Society for 50 years or more or is a current member who becomes 80 years of age but with less than 50 years of membership, this member will be honored with the Lifetime Service Award. The immediate past president of the chapter shall be responsible for identifying eligible members for the Award and organizing the presentation.

Section C: CHAPTER WOMAN OF DISTINCTION

This award is administered by the Personal Growth Committee and recognizes distinctive service by a member to the chapter and/or Society.Adopted September, 2023 19

Section D: FRIEND OF EDUCATION

This award is administered by the Personal Growth Committee to a person who is not an educator or working in education but is one who has an ongoing presence in the community in support of education.

Article XI

PUBLICATIONS

Section A. OFFICIAL PUBLICATIONS OF THE MU CHAPTER

MU CHAPTER NEWS The chapter’s newsletter published throughout the year on a near monthly basis (electronic & paper)

Mu Chapter Yearbook Published annually (electronic)

Mu Chapter Website A regularly maintained website of the chapter

Mu Chapter Pocket Book Directory Published annually and distributed to members and new members upon their induction into the Society

Article XII

Article XIII

PARLIAMENTARY AUTHORITY

Robert’s Rules of Order Newly Revised shall govern the proceedings of Mu chapter in all cases not provided in the Constitution, International Standing Rules, Michigan State Organization Bylaws, and Michigan State Organization Standing Rules.

AMENDMENTS

1. Proposals for amending the Mu Chapter Standing Rules may be submitted at any time to the Standing Rules Committee Chair.

2. The Standing Rules Committee will convene to consider the proposal(s) and offer recommendations to the chapter members.

3. Amendments to these Standing Rules may be adopted by a majority vote of members present during a chapter regular meeting provided that 30 days notice was given to the membership either by electronic means or the chapter newsletter. The Standing Rules Committee shall review these rules annually.

4. The adopted amendments will take effect immediately upon adoption unless a proviso states otherwise.Adopted September, 2023 20

Article XIV

Addendums

INDEMNIFICATION

Is Mu Chapter umbrellaed under the Michigan Public At 170 of 1987 for non-profit organizations? We are checking on this.

Article XV

Article XVI

CONFLICT OF INTEREST

The purpose of this conflict of interest policy is to protect the interests of The Delta Kappa Gamma Society International (The Society) when the Society is contemplating entering into a transaction or arrangement that might benefit the private interest of a member of the Administrative Board, an international officer, a state organization officer, a chapter officer or a member of a committee with powers delegated by the Administrative Board or an international, state organization or chapter executive board (any such person is referred to in the conflict of interest policy as an interested person). This policy is intended to supplement but not replace any applicable state and federal laws governing conflicts of interest applicable to non-profit and charitable organizations.

DISSOLUTION

The chapter shall follow the procedures as stated in the Constitution of the Delta Kappa Gamma Society International and the Bylaws of the Michigan State Organization regarding dissolution. The Michigan State Organization is responsible for chapter dissolution. The chapter’s first step is to contact the Michigan State Organization Executive Board.Adopted September, 2023 21

ADDENDUM A

RETENTION OF RECORDS

1. The date of the approval of minutes by the chapter and the signature of the secretary verify the minutes as an official record of chapter business. Minutes are never destroyed and should include the date of and reason for termination of membership.

2. Financial reviews/audits are permanent records and are never destroyed.

3. Government record requirements, usually related to finances, must be maintained for the period designated by the chapter’s country. For example, if a chapter exists in the United States, the confirmation of a chapter’s filing Form 990-N is a permanent record.

4. Care should be taken when purging membership files to keep a record of members dropped, including the reason and date of termination. Other records of historical importance are the names of chapter charter members with biographical data; a brief review of the chapter’s beginning; name of deceased members and dates of death; and the official inductee register with dates of induction.

5. State organization and chapter treasurers should maintain accurate and current membership records.

6. For long term storage, it is recommended that hard copies be kept in addition to electronic records.

RETENTION SCHEDULE OF RECORDS

Adopted from the Go-To Guide for Chapter Members Handbook of The Delta Kappa Gamma Society International 2019

TYPE OF RECORD LEGAL PERIOD

Bank Deposit Slips/Copies of Cancelled Checks 7 years

Bank Statements/Reconciliations 7 years

Accounts Receivable/Accounts Payable 7 years

General Ledger/Journal Permanent

Cash Disbursements/Cash Receipts Journals Permanent

Authorization & Appropriation for Expenditures 7 years

Petty Cash Vouchers 7 years

Invoices 7 years

Financial Statements Permanent

Auditor Reports/Financial Reviews Permanent

Budget Reports 4 years

Revenue and Expenditure Fiscal Year July 1 – June 30 4 years

Membership Form 18 Printout 7 years

Membership List 4 years (at least)

Inventories of Materials and Supplies 4 years

Tax Returns – Federal 990 (US Only) Permanent

Contracts 10 years from termination

Insurance Policies Permanent

Leases 10 years from termination

Annual Reports Permanent

Constitution/Bylaws/Standing Rules Permanent

Minutes PermanentAdopted September, 2023 22

ADDENDUM B

The Delta Kappa Gamma Society International

Michigan State Organization

Strategic Plan for Chapters

Strategic Action Plan for ________________________________ Chapter

Date ______________

President ____________________________ Contact Information ___________________

Directions:

The Goals and Objectives of Michigan’s Strategic Plan in the areas of Membership, Communication, Program, Leadership, and Communication are listed on the following pages. Your chapter may want to adopt or adapt one (or more) of these objectives to fit your needs.

There is a work area after each topic allowing room for you to list …

1) Chapter’s own objective/s

2) Method (and person/s) directing work toward this objective

3) Indicators of success

4) Date to revisit objective, evaluate progress, and redirect/refine/strategize or move on to a different objective, as necessary and appropriate Chapter Strategic Plans are sent to:

Jackie Smart jackie@mysmartfamily.com or

Liz VanWestenburg lizvanwestdkg@yahoo.com

THE STRATEGIC PLAN FOR MU CHAPTER

THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL

MICHIGAN STATE ORGANIZATION

Date Reviewed: August 15, 2022

Strategic Plan — DKG Michigan, Mu Chapter, Flint https://dkgmuflint.com/strategic-plan

Date Updated: June 20, 2022

Date approved by Membership: September 2022 via electronic vote

Executive Board President: Johnnetta Ricks

1st Vice President: Maureen Corser

2nd Vice President: Jennifer Purman

Recording Secretary: Susan Buck, Gwen Graham

Treasurer: Barb Reehl

Parliamentarian: Sharleen Gonzalez

Immediate Past President: Cathy Ayers

All Committee ChairsAdopted September, 2023 23

The Delta Kappa Gamma Society International promotes professional and personal growth of women educators and excellence in education.

Goals:

1) Membership:

A. To broaden the membership base (including nontraditional, culturally diverse educators)

B. To retain active members

C. To increase awareness of MU Chapter of the Delta Kappa Gamma Society International

2) Leadership:

A. To identify, recruit, involve, and train members to become leaders.

B. To support members with leadership

Objective 1A1. MU Chapter will nominate members from a broad educational base

Strategy *Contact non-traditional, culturally diverse educators with information about MU Chapter and DKG utilizing the DKG membership recruitment plan

Lead Persons *All members led by the Membership Committee

Success Indicator *New members welcomed

Evaluation Date *Annually in June

Objective 1A2. Set membership goals bi-annually

Strategy *Distribute DKG web information to potential members; particularly colleagues of current members

Lead Persons *All members under the leadership of the Executive Board

Success Indicator *Membership goals actualized

Evaluation Date *March 1 of each biennium

Objective 1A3. Make professional women aware of our chapter and its purposes and activities

Strategy *Meet with new female teachers and share appropriate information about DKG

Lead Persons *All members led by the President and Membership Committee

Success Indicator *Business cards and brochures available to members for distribution

Evaluation Date *Annually in June

Strategy *Partner with new teachers who would like a mentor

Lead Persons *Membership committee

Success Indicator *Members becoming actively engaged with new teachers

Evaluation Date *Annually in June

Objective 1B1. Maintain a “Collaborative Connections” Networking Project

Strategy *Reorient and recommit all members

Lead Persons *Collaborative Connection Committee, President

Success Indicator *Significant number of attendees at networking meetings (ie: Ten Interesting Women)Adopted September, 2023 24

Evaluation Date *Annually in June

Objective 1B2. Revitalize all members by encouraging them to be active and involved

Strategy *Involve new members in committees and encourage them to attend workshops and conventions

Lead Persons *Executive Board

Success Indicator *Increased attendance and participation of new members

Evaluation Date *Annually in June by requesting members to review membership committees

Strategy *Create a time during meetings for members to collaborate and share professional accomplishments and what was learned at workshops and conferences.

Lead Persons *President; Program Committee

Success Indicator*Members attend workshops and conferences and share their experiences

Evaluation Date *Annually in June

Strategy *All “seasoned” members sit with and try to get to know newer members using cooperative projects

Lead Persons *All members

Success Indicator *Increased attendance

Evaluation Date *Annually in June

Strategy *Develop MU Sister support program

Lead Persons *Membership committee and all members

Success Indicator *Involved and active membership

Evaluation Date *Annually in June

Objectives 1C: To increase awareness of MU Chapter of the Delta Kappa Gamma Society International

Strategy *Encourage chapter members to visit the International, State, and Chapter

websites: www.dkg.org

www.dkgmichigan.org

www.dkgmu.weebly.com

Lead Persons *President, Communications Committee, Technology Committee

Success Indicator *Newsletter uses links, members and committee chairs reporting

information to be added to website, increased awareness of upcoming and ongoing events and activities

Evaluation Date *Annually in June

Goal 2 Leadership

Objective:. To identify, recruit, involve, and train members to become leaders

Objectives 2A1. MU Chapter will assist in the development of members’ leadership skillsAdopted September, 2023 25

Strategy *Encourage members to increase leadership skills and gain leadership information by providing scholarships for registration fee at State, Regional, and International meetings and conventions

Lead Persons *Scholarship Chair and Treasurer

Success Indicator *Increased participation by Mu Members in State and International meetings and Conventions

Evaluation Date *June of each year

Objectives 2A2. MU Chapter will support members with leadership potential

Strategy *Provide co-chair opportunities for all members in chapter leadership roles as needed Lead Persons *President, All Committee Chairs

Success Indicator *Co-chairs equally share in duties; smooth flow of information between chairs and chapter president

Evaluation Date *Bi-annually at time of new committee chairs

Strategy *Provide incentives for new officers to attend state level training on leadership roles Lead Persons *Finance Committee

Success Indicator *Officers attend state level training

Evaluation Date *Annually in June

Strategy *Recognize and showcase members who have demonstrated leadership capabilities and professional accomplishments

Lead Persons *President, Officers, Committee Chairs

Success Indicator *Increased members participate in leadership roles

Evaluation Date *Annually in June