BYLAWS OF EPSILON CHAPTER

ALPHA PHI STATE, WEST VIRGINIA

THE DELTA KAPPA GAMMA SOCIETY INTERNATIONAL
Article I. NAME
Section A. Name
1. The name of this chapter shall be Epsilon Chapter, Alpha Phi State, West
Virginia, of The Delta Kappa Gamma Society International.
Section B. Emblems and Jewelry
1. The key is the official symbol of membership.
Article II. PURPOSES
Section A. Epsilon Chapter shall promote the purposes of The Delta Kappa Gamma
Society International as stated in the Constitution 2014.
Section B. Epsilon Chapter shall promote the Mission Statement. The Delta Kappa
Gamma Society International promotes professional and personal growth of women
educators and excellence in education.
Section C. Epsilon Chapter shall encourage maximum participation by members in
all activities of the Chapter.
Article III. MEMBERSHIP
Section A. Membership is in accordance with the Constitution 2014.
Section B. Classes of Membership shall be in accordance with the Constitution
2014.
Section C. Election of Membership
1.

Membership Chairman (Second Vice-President) shall direct members to

online membership forms in March to be returned in September for the Fall
Initiation, and in September to be returned in December for the Spring
Initiation.
2. Prospective members may be invited to visit a Chapter meeting prior to being
nominated for membership.
3. Candidate(s) information will be distributed by the membership chairman to
be voted on by members either electronically or paper ballot.
4. Approval by the majority of the ballots cast shall be required for election of
candidates. All ballots are to be collected and destroyed.

5. An invitation to membership, signed by the president, and an information

booklet are sent immediately by mail to the candidate from the membership
chairman.
6. An orientation meeting for prospective members is held at least one week
prior to the Initiation. The arrangements are made by the Membership
Committee. All officers and committee chairmen, initiates and their sponsors
are requested to attend.
7. The new members may be initiated in Spring and/or Fall. The Membership
Chairman is in charge of the formal arrangements. Special music maybe
part of the ceremony. New members sign the Chapter membership
registration book, are given a membership certificate, and a red rose. The
new members are greeted by the remainder of the members in a receiving
line following the ceremony.
Section D. Transfer of membership is in accordance with the Constitution 2014.
Section E. Meeting Attendance
1. An active member should attend regularly scheduled meetings (minimum of
four per year).
2. The Membership Chairman is in charge of the Chapter Ledger which all
members are to sign at each meeting.
Section F. Termination of Membership shall be for non-payment of dues by Oct. 31 st
according to the
Constitution 2014.
1.

A complete record of all termination of membership shall be kept by the

Membership Chairman and shall include the reasons and dates of
termination.
2. The Chapter Treasurers Form 18 notifies the State Treasurer of all
terminations.
Section G. Reinstatement of Membership shall be in accordance with the
Constitution 2014.
A former member shall be reinstated to membership by the Chapter
receiving the request.
Article IV. FINANCES
Section A. Annual dues shall be required of active and reserve members in
accordance with the Constitution 2014.
1.

Annual Chapter, State, and International dues and fees shall be collected at
the September and October meetings, but no later than October 31 st. A
member may be dropped from membership for non-payment of dues.

2. The Treasurer and the President are to reach a delinquent member by phone
or letter prior to the end of October.
Section B. Financial Accounting
1. The Finance Committee, with the Treasurer as an ex-officio member, shall
submit for approval a proposed annual budget at the September meeting.
2. The Treasurer and the President shall both be authorized to sign checks.
3. Disbursements other than those in the budget shall be authorized by the
Executive Board and or members.
4. An Audit Committee shall be appointed by the President.
5. Copies of the audit shall be submitted to the Executive Board for approval.
6. The Treasurers books shall be audited as soon after July 1 as possible in the
even numbered years.
7. The Treasurer shall be bonded.
Article V. ORGANIZATION
Section A. Conduct of Business
1. The Chapter shall govern the conduct of its business in accordance with the
State Bylaws, Article V. Section A.1.
a. The Chapter President shall represent the Chapter as a voting member
of the state Executive Board unless an official representative has been
named by her.
b. Epsilon Chapter shall have Chapter Rules which are consistent with the
current Constitution and the Alpha Phi State Bylaws and Standing Rules.
A copy of the rules should be sent to the State Bylaws Committee for
review by December 1 of even numbered years.
Section B. Election of Officers
1.

Officers shall be elected at the March meeting so the names can be sent to
the State Executive Secretary by April 1st.
2. The President shall choose her Committee Chairmen immediately following
her election and she shall send the names, addresses, and phone numbers
to the State Executive Secretary by April 1 st.
Section C. State Executive Board Meeting
1. The Chapter budgets monies for the President and the 1 st Vice-President to
attend State Conventions and Workshops.
Section D. U.S. Forum
1.

Each Society member in the United States is a member of the U.S. Forum
which meets at regional conferences and international conventions.

2. Each Chapter shall designate a liaison for contact about the U.S. Forum.
Article VI OFFICERS
Section A. Chapter Officers
1. Chapter Officers shall be a President, a First Vice-President, a Second Vicepresident, a Secretary, and a Treasurer who shall be appointed by the
President with the approval of the board.
2. A copy of The Constitution 2014, the International Standing Rules, the
Handbook and the Chapter Bylaws shall be presented to each officer. At the
end of her term, she will submit these documents and file to her successor.
Section B. Duties of Officers
1. The President shall:
a. Act as presiding officer at regular and called meetings and direct the
activities of the Chapter,
b. Act as Chairman of the Executive Board,
c. Appoint a Parliamentarian from the membership,
d. Appoint standing and special committee chairmen and committee
members and send a list of Chapter Chairmen to State Executive
Secretary when completed,
e. Approve for payment all expense claims,
f. Approve publications,
g. Fill by appointment all vacancies in office,
h. Represent the Society with other Societies and at public meetings and
conferences
i. Take action, with the advice and approval of the Executive Board, on
matters which cannot be deferred until the next Chapter meeting
j. Appoint an audit committee,
k. Serve, ex-officio, on all committees except the Nominations Committee,
l. Serve as a member of the State Executive Committee
m. Take a rose to the funeral home in the event of the death of a member,
n. At its conclusion, write a brief synopsis of her term for the Chapter history,
o. Refer to the handbook, Officers and Related Personnel, Officer Duties,
Chapter President.
2. First Vice-President shall:
a. Serve as the presiding officer in the absence of the President and in the
event of the resignation or death of the President, succeed to the office of
President and serve until the next regular election of officers,
b. Oversee Chairman of the Program for Educational Excellence, lining up
meeting places through the term of her office,
c. Shall be responsible for having a printed or electronic copy of current
Chapter membership information each September.
d. Present to the President the Presidents pin at the time of her installation.
e. Present an appropriate gift to the President at the end of her second year.

f. Receive members checks as dinner reservations and assure payment.

Second Vice-President shall
a. Serve as membership chairman,
b. Be the custodian of the initiation paraphernalia,
c. Plan orientation of new members
d. Plan initiation service of new members,
e. Maintain attendance of members, using the Chapter ledger,
f. Shall be responsible for the payment of a yearly donation which is
budgeted each year (usually $25.00) to International Headquarters for
World Fellowship/International Projects.
4. Secretary shall
a. Record minutes of each meeting and present a copy within a week to the
President for proofreading
b. Record minutes of Executive board meetings and provide copies to all
officers.
c. Send out meeting notices and minutes of previous meeting,
d. Carry out such correspondence as may be delegated to her by the
President.
e. Each member will receive a membership list and calendar of events.
5. Treasurer shall:
a. Receive and pay out all money belonging to the Chapter,
b. Keep an accurate account of receipts and expenditures,
c. Keep a file of receipts, bills, cancelled checks and bank statements,
d. Present a report at each meeting and provide a copy to the President , the
Recording Secretary, and the Finance Chairman,
e. File required tax reports,
f. Submit for audit the Chapter accounts,
g. Serve as ex-officio member, on the Executive Board,
h. Serve, ex-officio, in the process of budget development and supervision of
finances,
i. Provide information for a fidelity bond, the cost to be paid for by the
chapter.
j. Purchase necessary supplies for the Chapter including Presidents pin and
key pins,
k. Reimburse the President and Vice-President for expenses at State
Convention and Workshops, following the presentation of receipts.
6. Parliamentarian shall:
a. Act as advisor to the officers and membership matters pertaining to the
Constitution 2014 and to parliamentary usage,
b. Serve as ex-officio member, without vote, on the Executive Board.
3.

Section C. Election and Term of Office

1. Officers shall be elected and serve terms of office in accordance with the
Constitution 2014.
2. Election Procedure-The Chairman of the Nominations committee shall read
the slate of all officers, except the treasurer and the parliamentarian, and the

names of the next Nominations Committee at the March meeting. The

President will ask for nominations from the floor. There may be a motion to
accept the slate as prepared. The Chairman shall have ballots ready in case
there are nominations from the floor. Election of officers shall take place in
the even numbered
year, prior to April 1st. The current President shall send immediately the
names, addresses, and phone numbers of the incoming officers to the State
Executive Secretary.
Section D. Vacancies
1.

Any vacancies in elective and appointive positions shall be filled in

accordance with the Constitution 2014.
Article VII EXECUTIVE BOARD AND EXECUTIVE COMMITTEE

Section A. The Epsilon Chapter Executive Board shall function in accordance with
the Constitution 2014.
Section B. The Executive Board shall:
1. Be responsible for the control and management of the affairs interests, and
property of Epsilon Chapter,
2. Have a minimum of two meetings per year,
3. See that all records are turned over to the incoming administration,
4. Have authority to make decisions by phone, email or correspondence when
immediate action is needed,
5. Determine time, date, and place of initiation for any new members who
shall not be in position to participate in the scheduled initiation.
Section C. Special meetings of the Executive Board shall be called by the President.
Article VIII

COMMITTEES

Section A. Epsilon Committee Structure

1.

Society Business
a. Bylaws and Standing Rules
b. Communications / Publicity
c. Finance
d. Membership
e. Nominations
2. Society Mission and Purposes
a. Programs for Educational Excellence
b. Music
c. Scholarships/Grants
d. World Fellowship / International Projects

3.

Other Committees
a. Scrapbook
b. Website
c. Epsilon History
d. Audit
e. Convention (when appropriate)

Section B. General Procedures

1. All committees and chairman shall be appointed by the President except
for the Nominations Committee, which is elected at the time of the
election of officers.
2. The President is an ex-officio member of all committees except the
Nominations Committee.
3. The Treasurer shall serve as an ex-officio member of the Finance
Committee.
4. All committees will meet as a group for planning their years work at least
in the spring and/or fall. Each chairman calls her committee for meetings
as necessary. Members, including new members, are assigned to
committees by the President. Sometimes sign-up sheets are available if
the incoming President so desires.
Section C. Duties of the Committees
SOCIETY BUSINESS
1.

Chapter Bylaws
a. Continue to revise the bylaws as necessary,
b. Take changes and additional bylaws to the meeting for a majority vote,
c. Use the current International Constitution, The International Standing
Rules, the Bylaws and the Standing Rules of Alpha Phi State when
writing or changing bylaws/rules for this Chapter,
d. Send revised bylaws to State Bylaws/Rules Chairman.

2. Communications / Publicity
a. Shall provide the linkage of member to member, chapter to state
organization and state organization to International; encourage
communication with external groups; and suggest ways to market and
promote the Society.
b. Shall publicize the organization through newspaper, radio, and
television.
c. Shall assist the state editor with obtaining articles for the Alpha Phi
Newsette.
3. Finance
a. Shall be responsible for supervision of the financial affairs of the
chapter, including the recommendations for expenditures and
investment of funds.

b. Shall prepare the budget for adoption by the executive board and
membership.
4. Membership
a. The Second Vice-President is chairman of membership.
b. Shall be responsible for necrology and membership records.
5. Nominations
a. The members of this committee are elected every two years at the
same time as the Chapter officers. These members shall meet and
select their own chairman.
b. The committee is responsible for the slate of officers and a
Nominations Committee every two years in March of the even
numbered years. They shall select one nominee for each elective
position.
c. The committee assists the President with the election of officers,
prepares ballots, and counts the votes.
SOCIETY MISSION AND PURPOSES
1. Programs for Educational Excellence
a. The Chairman is the First Vice-President and shall promote programs
and projects for excellence in education.
b. Shall support programs of action that promote the personal wellbeing, intellectual growth, and global awareness of women educators;
encourage a focus on the arts at meetings; and develop strategies
that will enable chapters to encourage members to become leaders.
c. Shall encourage the chapter to participate in programs that promote
professional growth of women educators.
d. Shall study and recommend action on professional issues and shall
urge the initiation, endorsement and support of desirable legislation or
other suitable endeavors in the interest of education and of women
educators. Shall keep members informed of legislative action in
matters affecting these topics.
e. Shall acquaint chapter committees with the plans of the international
committee and the state committee.
f.

Shall be responsible for receiving information from the International

organization concerning forums planned at regional conferences and
International conventions and shall encourage members to attend U.S.
Forum. Shall keep the chapter informed of these sessions and receive
from members concerns that relate to education and any activities
related to implementing U.S. Forum goals
2. Music
a. Shall encourage the use of music as a part of every chapter program.
3. Scholarship / Grant
a. The committee reviews the criteria for scholarships.

b. Informs members of chapter scholarships and encourages them to

apply.
c. Informs members of State and International scholarships and
encourages them to apply.
d. The committee uses only the interest or monies in excess of the
$1500.00 principal to award scholarships yearly. Scholarships are in
the amount of $350.00.
e. Provides the necessary form to applicants.
f. The committee meets as a group to review the applications and to
select the recipients(s) based on the amount of available funds.
4. World Fellowship / International Projects
a. The committee sends a yearly donation which is budgeted each year
(usually $25.00) to International Headquarters.
b. Shall inform members concerning the following international projects:
World Fellowship, the Golden Gift Fund, the International Speakers
Fund and any project that is promoted by the Society.
c. Shall encourage participation in these projects.
OTHER COMMITTEES
1. Scrapbook (OPTIONAL)
a. The committee collects newspaper clippings and pictures pertaining
to Epsilon Chapter members and activities of the Society.
b. The committee takes pictures at regular meetings and special
occasions, saving all material to be assembled into a scrapbook.
c. The committee has the scrapbook ready for the President to take to
the convention in May and be entered into the State competition.
d. The committee presents the scrapbook to the President at the end of
her biennium.
2. Website
1. The Secretary shall have printed/electronic information for the
each member. This information includes the membership roster,
the officers and
committees and any other pertinent information deemed
necessary (referring to
current International guidelines.
2. List of past Presidents;
3. List of charter members;
4. List of recently deceased members.
3. Epsilon History/Archieves
a. See Chapter Bylaws, Article VI, Section B. Duties of Officers 1.n.
4. Audit
a. This committee shall examine the records of the accounts for
accuracy following the installation of each new set of officers and
report its findings in writing to the chapter and the President.

5. Convention (when necessary)

Article IX

Meetings

Section A. Chapter Meetings

1.

Regular Meetings
a. Of the seven (7) regular chapter meetings, four (4) shall be regular
chapter business meetings per year.
b. A quorum for chapter business shall be a majority vote of those members
present.
c. There shall be no proxy voting.
ARTICLE X

PARLIAMENTARY AUTHORITY

ROBERTS RULES OF ORDER, NEWLY REVISED (current edition) shall govern the
proceedings of Epsilon Chapter, Alpha Phi state, West Virginia, in all cases not
provided in the current Constitution and chapter bylaws/standing rules.
Section A. Amending Procedure
1. These Bylaws may be amended in even-numbered years by a two-thirds
(2/3) vote of the membership present provided notice of proposed
amendments shall have been presented to the membership in printed form or
via email.
Section B. Amendments to Bylaws
1.

Proposed amendments to Epsilon Bylaws may be submitted to the Bylaws

Committee chairman by any individual member no later than January 1 of
even-numbered years.
ARTICLE XI

DISSOLUTION

Section A. Chapter Dissolution

1.

Chapter dissolution must have the approval of the State Executive Board.
Constitution 2014.

Revised 11-18-2014
Bylaws Committee Co-Chairmen: Martha Hon and Barbara Trytko
Members: Carol Peck, Nancy Hubbard, Linda Arbogast