Delta Sigma Theta Sorority, Incorporated Madison County (MS) Alumnae Chapter Rules of Order and Policies and Procedures

Transcription

1 Delta Sigma Theta Sorority, Incorporated Madison County (MS) Alumnae Chapter Rules of Order and Policies and Procedures Jennifer M. Riley Chapter President

2 Table of Contents Introduction... 1 Section 1: Chapter Information... 2 Name of Chapter... 2 Chapter Number... 2 Location of Chapter... 2 Region of Chapter... 2 Address of Chapter... 2 Chapter Address... 2 Chapter Service Areas... 2 Membership... 2 Membership Dues... 2 Chapter Dues and Fees 2 Section 2: Chapter Structure, Governing Bodies, and Responsibilities... 3 Committees... 3 Duties of Committees... 3 Types of Committees... 4 Executive Board... 4 Executive Committee... 4 Standing Committees... 4 Special Committees... 4 Ad Hoc Committees... 4 Sub Committees... 4 Section3: Elected Officers and Other Leadership Positions... 5 Elected Officers... 5 Eligibility of Officers... 5 Campaign Guidelines... 5 Election of Officers... 5 Installation of Officers... 5 Appointed Officers... 6 Immediate Past President... 6 Section 4: Elected Officers Duties and Responsibilities... 6 President... 6 First Vice President... 7 Second Vice President... 7 Recording Secretary... 7 Assistant Recording Secretary... 7 Corresponding Secretary... 8 Financial Secretary... 8 Assistant Financial Secretary... 8 Treasurer... 8 ii

3 Assistant Treasurer 9 Custodian... 9 Journalist... 9 Historian... 9 Internal Auditor 9 Section 5: Appointed Officers Duties and Responsibilities Chaplain Parliamentarian Sergeant-at-Arms Section 6: Terms of Office Elected Officers Appointed Officers.10 Filling Vacancies Section 7: Committee Duties, Responsibilities, and Membership Composition Standing Committees Five-Point Programmatic Thrust Committees Mandated Committees Special Committees / Chapter Programs Committee Reporting Requirements Section 8: Meetings Executive Board Chapter Business Meetings Committee Meetings Call Meetings Quorum Majority Vote.15 Section 9: Policies and Procedures Travel Policies and Procedures Fiscal Policies and Procedures Roles and Responsibilities Receipting of Funds Disbursement of Funds Return Check (NSF) Procedures..17 Reports Fixed Assets Policies and Procedures...17 Committee Policies and Procedures Standing Committees Audit Committee Budget (Finance) Committee Chapter Rules of Order and Policies and Procedures Information, Communication, and Technology Committee Membership Services iii

4 Nominating Committee Program Planning and Development Protocol and Traditions Ritual and Ceremonies.30 Risk Management...31 Five-Point Programmatic Thrust Committees Educational Development Economic Development International Awareness and Involvement Physical and Mental Health Political Awareness and Involvement Mandated Committees Arts and Letters Social Action Special Committee and Chapter Programs Election Committee Founders Day May Week Special Projects Elected Committees Minerva Circle...43 Amending Policies and Procedures Appendix A: Forms Annual Committee Program Planning Form Check Request Form Event Budget Request Form Budget Increase Request Form.51 Individual Programming Planning Form Publicity Form In-House Tablecloth Request Form Meeting Reporting Form Program Planning Checklist Post Program Reporting Form Website Submission Form iv

5 MADISON COUNTY (MS) ALUMNAE CHAPTER Rules of Order and Policies and Procedures INTRODUCTION The principal purposes and aims of this Sorority shall be to engage in cultural, educational, and service activities; to establish, maintain, and encourage high cultural, intellectual and moral standards; and to direct and guide the chapters of the Sorority under the authority and sanction of this organization. The rules of order and policies and procedures outlined in this document have been developed to govern the pertinent routine and operations of the Madison County (MS) Alumnae Chapter. They have been aligned with the Constitution and Bylaws and Chapter Management Handbook of Grand Chapter. May

6 SECTION 1: CHAPTER INFORMATION Name of Chapter MADISON COUNTY (MS) ALUMNAE CHAPTER DELTA SIGMA THETA SORORITY, INC. Chapter Number 1008 Location of Chapter The Madison County (MS) Alumnae Chapter is located in Madison, Mississippi. Region of Chapter The Madison County (MS) Alumnae Chapter is in the Southern Region. Address of Chapter The Chapter address is Post Office Box 699 Madison, Mississippi Chapter Address Chapter Service Areas The service areas of the Madison County (MS) Alumnae Chapter shall include Madison County communities of Canton, Camden, Farmhaven, Flora, Gluckstadt, Madison, Ridgeland and Sharon. Membership Members are those who meet their financial obligations locally and nationally. Officers and committee chairs must be members of the Chapter. Membership Dues The National dues for Alumnae members are $125. The local dues of the Madison County (MS) Alumnae Chapter shall be $ per year with the exception of the chapter s charter members. Charter members local dues will be $100 for the life of the member s affiliation with this chapter. Recent financial graduates of a collegiate chapter shall pay $87.50 (1/2 of dues) for the first year. Local and national dues shall be paid by the March chapter meeting. Dues shall not be sent to National Headquarters until the checks have cleared the bank. If both local and national dues are not paid, the Soror s name shall not appear in the Chapter Directory, and the Soror shall not be provided with information to restricted sites of the sorority or be an official recipient of electronic communication from the chapter. Should a member move by the September chapter meeting and desire a refund, a prorated amount shall be transferred to a specified chapter for local dues upon receipt of a written request from the member. Chapter Dues and Fees Each chapter shall submit an Annual Financial Report and Federal Income Tax Group Return Authorization Form by August 31. May

7 Each chapter shall be covered by general liability insurance, which is solely available through Grand Chapter Each chapter shall pay the Chapter Liability Insurance at the current market rate for each member. SECTION 2: CHAPTER STRUCTURE, GOVERNING BODIES, AND RESPONSIBILITIES Committees Committees enable the chapter to accomplish more business with fewer resources, to have shorter, more concise chapter meetings, and to divide the work among all of the chapter sorors. Committees also help to develop the leaders by providing a proving ground where the chapter officers and the National Committee can discover members who exhibit leadership abilities and the potential to become future sorority leaders at the local, regional and national levels. Duties of Committees All committees are responsible for keeping the executive board and intimately the chapter informed of their progress. In doing so, each committee should have worked out as many details as possible prior to discussions with the executive board. In order to assure that the work of the committee is equally distributed, committee assignments should be given so that all are responsible for carrying out the program. As the committee acts it will: Clarify and organize the chapter s goals and objectives for the specific project or program, Develop a project plan or plan of action to accomplish those goals and objectives, Implement the organized plan of action, and Evaluate the effectiveness of the program, project, activity or event for future planning. The committee does not act independently of the chapter, but is in fact, governed by the chapter and must make regular reports of its activities for chapter approval. The committee does not make decisions for the chapter, but rather does the planning and organizing and makes recommendations first to the Executive Board and then to the chapter. The chapter votes on the recommendations in the report before the committee takes action. Committees have three primary functions: An advisor: committees study a problem or issue, report findings to the chapter, and make recommendations A coordinator: committees locate resources, plan and direct the activities for a specific chapter project or program An implementer: committees organize to carry out specific tasks which require skill, judgment, time and effort to carry out the project May

8 Types of Committees Executive Board The Executive Board shall consist of all officers (elected and appointed) as designated on the Rules of Order Form for chapters as delineated in the chapter s Policies and Procedures. The chapter president chairs the board and prepares the agenda. It is at the meeting of the Executive Board that committee chairs make progress reports. The president validates the report and indicates if the Committee Chair may move forward with reporting to the chapter. There should be a complete discussion of those matters, which affect the chapter. A chapter has the right to expect its Executive Board to take the initiative in looking for and presenting to the chapter, ideas for program development. The Board shall: 1. Review all committee reports prior to reporting to the body. The meeting should include a complete and detailed discussion of matters affecting the chapter. Recommendations for action should be referred to the body. 2. Prepare the agenda for Chapter meetings. 3. Appraise the membership of all actions taken during the preceding Executive Board meeting. 4. Consider the recommendations for programs to be submitted to the Chapter. 5. Administer the Chapter s affairs during interim of Chapter meetings. 6. Hold meetings as outlined in Section IX. A majority of the Executive Board shall be present in order to conduct business. The board shall make no un-budgeted expenditures. Executive Committee The Executive Committee is composed of the elected officers of the chapter as designated on the Rules of Order Form for chapters as delineated in the chapter s Policies and Procedures. Standing Committees The Standing Committees are composed of the elected or appointed officers as designated by the chapter Rules of Order and Policies and Procedures. Special Committees The Special Committees are composed of the appointed members for the definite program or assignment and usually with a time limit in which to complete the assignment. Ad Hoc Committees The Ad Hoc Committees are short-term committees that are appointed for a specific assignment. Sub-Committees The Sub-Committees are organized to carry out a task assigned to a standing or special committee and are responsible to the main committee. They may be either standing or temporary. May

9 SECTION 3: ELECTED OFFICERS AND OTHER LEADERSHIP POSITIONS Elected Officers Elected officers of the Chapter shall be the President, Vice President, Second Vice President, Recording Secretary, Assistant Recording Secretary, Corresponding Secretary, Financial Secretary, Assistant Financial Secretary, Treasurer, Custodian, Journalist and Historian. Eligibility of Officers Persons seeking an elected Chapter office must be a member of the Chapter and Grand Chapter for the fiscal year in which the election takes place. If elected, the officer shall maintain membership status during the term(s) of office. The eligibility requirement for chapter officers is official registration at two (2) out of the last three (3) National Conventions and/or Regional Conferences. The President and a Vice-President shall attend the National Convention and/or Regional Conference. Other officers should attend the National Convention or Regional Conference. All officers shall attend the State Cluster, chapter meetings, and be involved in chapter activities. Campaign Guidelines A. Slated applicants may begin campaigning at the close of the March Chapter meeting and shall cease at the Call to Order of the April Chapter meeting. There shall be no campaign activities prior to the presentation of the slate. B. Campaign material and/or displays will not be allowed in the meeting room. C. Failure to follow the guidelines will result in disqualification. Election of Officers A. The Nominating Committee shall present directly to the chapter a slate of nominees of elected officers during the March Chapter meeting. B. The election of officers shall occur at the April Chapter meeting. C. The election of officers shall be by secret ballot, machine, or electronic voting device of the members of the Chapter present and voting. D. The Election Committee shall count votes and provide the results to the presiding officer. Results will be disclosed before the end of the April Chapter meeting. Installation of Officers A. The installation of elected officers shall take place at the May Chapter meeting. B. The elected officers shall assume their offices July 1, the beginning of the new fiscal year. C. The outgoing officers shall prepare the annual reports for the current fiscal year. D. The outgoing officers shall work with the incoming officers to facilitate a smooth transition. The National Scholarship & Standards Committee requires that each elected and appointed officer and committee chairperson complete the checklist at the end of her term to assure communication with the outgoing members and continuity of programs is maintained. The completed checklist should be given to the incoming member during a scheduled transition meeting at the end of the sorority year. The summary page should be sent to the National Headquarters immediately following the transition meeting. Failure to submit the Chapter Transition Checklist Summary will result in chapter non-compliance. May

10 After new officers, committee and commission chairs and elected committee members have been elected, there must be a transition meeting between the outgoing and incoming members. This transition or briefing phase will: A. Acquaint the incoming members with rules, regulations, procedures and managerial tasks. B. Enable incoming members to obtain a basic knowledge of principles, operations and conceptual framework. C. Assist incoming members in obtaining a thorough knowledge of the fundamentals of Delta Sigma Theta Sorority, Inc. The transition phase allows time to work along with the outgoing members on matters that are (1) germane to continuity and (2) require immediate attention. NOTE: THE TRANSITION CHECKLIST MUST BE COMPLETED BY ALL OUTGOING OFFICERS, COMMITTEE AND COMMISSION CHAIRS, AND COMMITTEE MEMBERS. The transition meetings requirements are presented here. A. Persons required to attend the transitional meeting are: 1. All outgoing and incoming elected officers 2. All outgoing and incoming appointed officers 3. All outgoing and incoming chairpersons 4. The Chapter Advisor (if applicable) B. At this time, the Transition Checklist and all records (including all audited financial records and the chapter check book) must be turned over immediately to the newly elected president. C. All chapter copies of the administrative tools should be turned over immediately to the newly elected president. D. Chapter officers must be reminded to: 1. Immediately change the signatures on the bankcards 2. Plan chapter meetings 3. Hold executive committee meetings prior to the regular chapter meetings 4. Use Roberts s Rules of Order, Newly Revised to conduct meetings 5. Designate a regular meeting time and regular meeting place Appointed Officers Appointed officers of the Chapter shall be Chaplain, Parliamentarian and Sergeant-at-Arms. Immediate Past President The immediate past president will serve as the advisor for the chapter and assist the president (as requested). SECTION 4: ELECTED OFFICERS DUTIES AND RESPONSIBILITIES President It shall be the duty of the President to: (1) preside over all meetings and carry out all motions, (2) oversee the operation of the Chapter, (3) approve all expenditures of funds and must be covered under the general bonding insurance, (4) serve as chairperson of the Executive Board, (5) serve as an ex-officio member of all committees with the exception of the Nominating and Internal Audit Committees, (6) appoints committee chairs for all standing and special committees, not otherwise provided for, and coordinates the activities of the chapter, (7) enforce due observance of the Constitution and By-Laws, Rules of Order and Policies and Procedures, (8) supervise the publication of the monthly newsletter to the Chapter, (9) call special meetings, (10) share printed and electronic materials received from National Headquarters, National and May

11 Regional Officers, and all other correspondence with members of the chapter, (11) implement the Initiation Ceremony and countersign Certificates of Membership, (12) follow parliamentary procedures as provided by Robert s Rules of Order Newly Revised, (13) ensure that the Sorority is represented at the State Cluster, Regional Conference and the National Convention and (14) serve as delegate at the National Convention and Regional Conference. If the President is unable to attend, a Vice President or an elected delegate shall represent the Chapter. (15) Sign and submit the Fiduciary Responsibilities form by August 31 of each sorority year, The President shall make no motion or vote on any question unless the Chapter vote is equally divided; then, she shall cast the deciding vote. The single exception to this rule shall be that she shall be permitted to vote on candidates for elected office and new members. In all cases that a secret or ballot vote is taken, she is permitted to vote. First Vice President It shall be the duty of the First Vice President to: (1) preside in the absence of the President, (2) assume administrative duties or any other responsibility requested by the President, (3) preside over the presentation of committee reports during business sessions, (4) present project concepts to the membership for approval, (5) obtain the approval of the membership prior to committing the Chapter s resources, (6) oversee the duties of all committees with the exception of the Executive Committee, the Executive Board, Membership Services and the Nominating Committee and (7) chair the Program and Planning and Development Committee Second Vice President It shall be the duty of the Second Vice President to: (1) preside in the absence of the First Vice President, (2) to plan and implement fundraising projects to finance the Chapter s public service program(s), (3) consider a variety of funding sources, including grants, (4) have responsibility for membership, including reclamation and/or program activities if outlined in the chapter procedures, (5) work directly with the Membership Services Committee, and (6) chair the Special Projects committee. Recording Secretary It shall be the duty of the Recording Secretary to: (1) record minutes of all regular, Executive Board, special, and call meetings and place in a permanently bound ledger and/or a secured electronic storage device, (2) provide copies of meeting minutes for the membership, (3) record all votes, (4) maintain a register of attendance at each meeting, (5) notify members of committee appointments, (6) receive all committee reports, (7) keep all Chapter records and (8) keep a copy of the Policies and Procedures Manual with amendments properly entered. Assistant Recording Secretary It shall be the duty of the Assistant Recording Secretary to assist the Recording Secretary with (1) recording the minutes of all regular, Executive Board, special and called meetings and place in a permanently bound ledger and/or secured electronic storage device, (2) providing copies of meeting minutes for the membership, (3) recording all votes, (4) maintaining a register of attendance at each meeting, (5) notifying members of committee appointments, (6) receiving committee reports, (7) keeping Chapter records and (8) keeping copies of the Policies and Procedures Manual with amendments properly entered. May

12 Corresponding Secretary It shall be the duty of the Corresponding Secretary to: (1) notify and reply to all official sorority correspondence as authorized by the President, (2) maintain a register of all active members, (3) notify members of activities and other functions to be carried out by the Sorority via mail, or telephone, with the permission and approval of the President, (4) serve as Co- Chairperson of the Information, Communication and Technology Committee, (5) maintain a file of sorority literature and make available for reference at meetings and (6) acknowledge and receive summary statement regarding disposition and all correspondence from National Headquarters. This is recorded in the official records of the chapter. Financial Secretary It shall be the duty of the Financial Secretary to: (1) keep the official records of all income and disbursements, (2) issue an official receipt for income, (3) submit all monies to the Treasurer to ensure that the income received is deposited within two business days, (4) monitor expenditures of the chapter budget, (5) serve as one of the authorizers for expenditures, (6) serve as a member of the Budget (Finance) Committee, (7) prepare a roster of financial members monthly, (8) use a voucher system to request disbursement of funds, (9) serve as a member of the Minerva Circle, (10) attend Finance training workshops, (11) sign and submit the Fiduciary Responsibilities form by August 31 of each sorority year, and (12) perform all other duties pertaining to her office that may be required. Assistant Financial Secretary It shall be the duty of the Assistant Financial Secretary to assist the Financial Secretary with: (1) keeping the official record of all income and disbursements, (2) issuing an official receipt for income, (3) monitoring expenditures of the chapter budget, (4) serving as a member of the Budget /Finance Committee, (5) preparing a roster of financial members monthly, (6) using a voucher system to request disbursement of funds, (7) attending finance training workshops, (9) signing and submitting the Fiduciary Responsibilities form by August 31 of each sorority year, and (10) performing all other duties pertaining to her office that may be required. Treasurer It shall be the duty of the Treasurer to: (1) keep the official financial records of the chapter, (2) provide a written report of the chapter s income and disbursements monthly to all financial chapter members, (3) keep actual records of income, disbursements and summary ledgers on a monthly basis, (4) prepare and submit annual fiscal reports by the established due dates, (5) mail Grand Chapter funds within 30 days of receipt, (6) make disbursements on written authorization as directed in the local Policies and Procedures (ensures all checks have two signatures), (7) sign all checks except her own, (8) use a voucher system to request disbursement of funds, (9) reconcile all accounts on a monthly basis, (10) ensure books are audited within 30 days of the close of the fiscal year according to internal guidelines, (11) serve as Chair of the Budget (Finance) Committee, (12) present the annual operating budget for the ensuring fiscal year that was prepared by the Budget (Finance) Committee to the chapter for approval by the established deadline as stated in the Finance section, (13) monitor expenditures of the chapter budget, (14) attend finance training workshops, (15) keep simplified accounting system up to date, and 16) sign and submit the Fiduciary Responsibilities form by August 31 of each sorority year. May

13 Assistant Treasurer It shall be the duty of the Assistant Treasurer to assist the Treasurer with: (1) keeping the official financial records of the chapter, (2) providing a written report of the chapter s income and disbursements monthly to all financial chapter members, (3) keeping actual records of income, disbursements and summary ledgers on a monthly basis, (4) preparing and submit annual fiscal reports by the established due dates, (5) mailing Grand Chapter funds within 30 days of receipt, (6) making disbursements on written authorization as directed in the local Policies and Procedures (ensures all checks have two signatures), (7) signing all checks except her own, (8) using a voucher system to request disbursement of funds, (9) reconciling all accounts on a monthly basis, (10) ensuring books are audited within 30 days of the close of the fiscal year according to internal guidelines, (11) serving as Co-Chair of the Budget (Finance) Committee, (12) presenting the annual operating budget for the ensuring fiscal year that was prepared by the Budget (Finance) Committee to the chapter for approval by the established deadline as stated in the Finance section, (13) monitoring expenditures of the chapter budget, (14) attending finance training workshops and (15) keeping simplified accounting system up to date, (16) signing and submitting the Fiduciary Responsibilities form by August 31 of each sorority year, and (17) performing all other duties pertaining to her office that may be required. Custodian It shall be the duty of the Custodian to: (1) set up the facility prior to each meeting with the appropriate properties for each meeting and ceremony, (2) dismantle the chapter properties following each meeting and ceremony, (3) maintain a safe and central repository for Chapter properties, (4) secure properties required of all meetings and ceremonies and (5) keep a written inventory of all Chapter properties for submission annually to the Chapter President and the Recording Secretary. Journalist It shall be the duty of the Journalist to: (1) present to the public Delta s philosophy, programs, and projects through a program of action intended to gain public understanding and acceptance, (2) develop and publish the newsletter for Chapter members, (3) submit any news or other information for publication to the Chapter President for approval, (4) submit local Chapter news and reports to the Delta Journal and Newsletter, (5) prepare all press releases for the Chapter and make arrangements for media photos, appointments, and interviews, (6) work with the Historian to maintain the Chapter s scrapbooks and (7) obtain a public relations profile of each Soror. Historian It shall be the duty of the Historian to: (1) compile an annual written narrative account of the Chapter s activities, (2) submit the same to the chapter president and the membership for approval before publication and (3) maintain the Chapter s scrapbooks. This record becomes a permanent part of the chapter s history. Internal Auditor It shall be of the Internal Auditor to: (1) chair the Internal Audit Committee, (2) preparing and submitting the Quarterly and Annual IAR-1 reports in accordance with current guidelines and procedures, (3) meeting with the chapter Fiscal Officers regarding the financial review findings and recommendations, (4) reporting audit findings and recommendations to the Fiscal Officers, board and chapter on a quarterly basis, (5) documenting recommended improvements to internal control weaknesses and (6) notifying the chapter of any weakness in financial structure and recommending improvements. May

14 SECTION 5: APPOINTED OFFICERS DUTIES AND RESPONSIBILITIES Chaplain It shall be the duty of the Chaplain to: (1) fulfill the role outlined in the Ritual, (2) set the spiritual tone of the meetings when requested and (3) keep an accurate record of deceased members and their obituaries and submit the same to the chapter president who will forward to National Headquarters on or before the designated date prior to National Convention and Regional Conference. Parliamentarian It shall be the duty of the Parliamentarian to: (1) upon request, advise the chapter president, other officers, committees, and members on matters of parliamentary procedures (according to Grand Chapter s Constitution and Bylaws and other governing documents of the Sorority, the chapter s Rules of Order and Policies and Procedures, and Robert s Rules of Order, Newly Revised), (2) call to the attention of the president any error in the proceeding that may affect the substantive rights of any member or may otherwise do harm, (3) ensure that the meetings follow the procedures as outlined in Robert s Rules of Order Newly Revised and (4) serve as the chair of Policies and Procedures. Sergeant-at-Arms It shall be the duty of the Sergeant-at-Arms to: (1) fulfill the role outlined in the Ritual, (2) assist the chapter president in keeping order, (3) supervise the admittance of all persons to Chapter meetings, (4) keep a count of all members and visiting Sorors present at meetings and (5) submit the attendance report to the recording secretary for the roll and the determination of a quorum. SECTION 6: TERMS OF OFFICE Elected Officers The term of office shall be two years. No elected officer shall serve more than two consecutive terms in the same office. Appointed Officers The term of office shall be two years. No appointed officer shall serve more than two consecutive terms in the same office. Filling Vacancies An appointee selected by the President and approved by the Executive Board shall fill vacancies. This appointee shall serve until the next regular election of officers. If the President is removed from office before the end of her term, the First Vice President shall fill the vacancy in the office of the President until the next regular election of officers. SECTION 7: COMMITTEE DUTIES, RESONSIBILITIES, AND MEMBERSHIP COMPOSITION Standing Committees Audit Committee It shall be the duty of this committee to review the Chapter s records quarterly. This committee shall consist of three to five members. The committee chair is elected and members are May

15 appointed. These members are not the current financial officers but shall have some knowledge of the chapter s fiscal operations (i.e. past financial officers). The Audit Committee shall nominate an independent auditor for the annual review, review and propose internal controls and review the chapter records and indicate any material weaknesses. The Audit Committee s review of activities should include the following: Verify receipts for the period Verify the expenditures for the period Verify the saving and checkbook balances Ensure presence of expenditure documentation (receipts, invoices, etc.) Ensure adherence to budget line items Notify chapter of any weakness in financial structure and recommend improvements Complete the IAR-1 as part of the audit review process Complete an annual audit in accordance with the established guidelines and submit a copy to National Headquarter by August 15 th Shall report audit findings and recommendations to the chapter quarterly Budget (Finance) Committee It shall be the duty of this committee to: (1) consider the financial needs and programs of the Chapter and recommend for approval the budget for the fiscal year, (2) prepare the operating budget for the ensuring fiscal year, which is presented by the Treasurer to the Chapter for approval by May of each sorority year, (3) review and recommend requested budget modifications as needed, (4) ensure that the Chapter is within the 35 percent limit of nonmember gross receipts, (5) submit an Annual Financial Report and Federal Income Tax Group Return Authorization Form by August 31. The Treasurer shall be the chair of this committee. Information, Communication and Technology Committee It shall be the duty of this committee to develop the chapter s website and group and to maintain these sites according to National Internet Guidelines in order to enhance communication at the local, state, regional and national levels, and to improve the efficiency of Chapter operation. It shall be the duty of this committee to see that all newsworthy activities of the Chapter are publicized and ensure that the publication of Chapter projects and programs are of high quality. The Journalist and Corresponding Secretary shall serve as co-chairs of this committee. (See Appendix A, page 49 for the Journalist Form to request publication. This form can also be found on the Chapter s website under the restricted area). Membership Services Committee It shall be the duty of this committee to develop and provide continuous programs and activities to increase the reclamation and retention of members. The committee shall also be responsible for planning all social activities of the Chapter, including dances, parties, formal affairs, or any other activities so desired by members. Further, it shall be the duty of this committee to extend appropriate courtesies to members who have illnesses, births, deaths, weddings, those who are outgoing officers and visiting Sorors of national acclaim. The Second Vice President will work directly with this committee. It shall be the duty of this committee to extend courtesies to members who have illnesses, births, and deaths, to visiting Sorors of national acclaim, and special courtesies to Delta Dears and Charter Members. Funding for the various activities will be based on the availability of chapter funds. May

16 Nominating Committee It shall be the duty of the Nominating Committee to present directly to the Chapter a slate of nominees for elected offices. No member of the Nominating Committee shall be a candidate for elective office. Program Planning and Development Committee It shall be the duty of this committee to develop an effective public service program that is geared to the needs of the community. This program must be based on resources available to the Chapter, including time, money, facilities, and members. The programs must be performed through the Five-Point Programmatic Thrust and support the biennial theme adopted by the Grand Chapter. The First Vice President will serve as chairperson of the Program Planning and Development Committee. Risk Management Committee It shall be the duty of the Risk Management committee to (1) implement Delta Sigma Theta Sorority, Inc. risk management procedures, (2) provide risk management training to chapter members, (3) develop and maintain a risk management information system, (4) prepare risk management reports, (5) monitor compliance of chapter with Delta Sigma Theta Sorority, Inc. s risk management requirements, (6) ensure that risk management functions performed by the chapter members and non-member volunteers are fully integrated and in compliance with assigned tasks and job descriptions and (7) work with risk management team to evaluate risk assessments, risk-handling plans, and risk monitoring results as directed by the Chapter President and recommend appropriate actions. Chapter Rules of Order / Policies and Procedures It shall be the duty of this committee to keep the Chapter s Policies and Procedures up-to-date and in line with the Constitution and Bylaws of Grand Chapter. The Parliamentarian shall serve as the chair. Protocol and Traditions Committee It shall be the duty of this committee to provide clear and authentic descriptions of the traditions and protocol of the chapter; to implement the established code of protocol and behavior within the chapter; preserve the forms of ceremony and etiquette observed by the Sorority; and provide a support system for the chapter president, and visiting National and/or Regional Officers, Honorary Members and other guests. It shall also be the duty of this committee to conduct Delta Internal Development (DID) workshops and Chapter presentations related to protocol and traditions. Rituals and Ceremonies Committee It shall be the duty of this committee to ensure that ceremonies are conducted as outlined in the Ritual. This committee shall also conduct Delta Internal Development (DID) workshops and Chapter presentations related to rituals and ceremonies. The Custodian shall serve as chair of this committee. Five-Point Programmatic Thrust Committees Educational Development Committee It shall be the duty of this committee to create meaningful educational opportunities through library services, heritage seminars, youth development programs and scholastic awards for May

17 youth, members, and/or non-members seeking educational advancement. This Committee shall plan an annual observance to recognize and encourage young people to attain higher educational goals. Economic Development Committee It shall be the duty of this committee to plan and implement projects or programs to promote economic independence among African Americans, especially Delta members, through financial planning, money management, consumer education, investments, entrepreneurship and employment opportunities. International Awareness and Involvement Committee It shall be the duty of this committee to develop and implement the Chapter s programs designed to broaden the members knowledge and understanding of other nations, to increase interest in international affairs, to develop a greater appreciation for people of different backgrounds and cultures, to assist in finding solutions to world problems and to align with other organizations to promote peace and world fellowship. Physical and Mental Health Committee It shall be the duty of this committee to develop programs focusing on prevention and wellness through health education, health fairs, and provisions of health care services. It shall also be the responsibility of this Committee to support medical research that examines illnesses that victimize African Americans. Political Awareness and Involvement Committee It shall be the duty of this committee to increase political involvement and awareness in the community, to implement programs designed to produce leadership, advocacy, and empowerment to effect social change and public policy and to promote progressive public policy that results in the improved well-being of individuals and families, especially African Americans. It shall also be the duty of this committee to implement the National Social Action agenda. Mandated Committees Arts and Letters Committee It shall be the duty of this committee to enhance the quality of life by supporting and/or sponsoring programs and projects in the performing arts, visual arts and literary genre. Social Action Committee It shall be the duty of this committee to monitor legislation at the federal, state, and local levels. Priority issues include the effects of natural disasters, voter registration, legislation affecting education, health, employment, child-care and international affairs. Special Committees / Chapter Programs Election Committee It shall be the duty of this committee to plan and implement procedures for the election of Chapter officers. Founders Day Committee It shall be the duty of this committee to prepare, either a closed or open program for the observance of Founders Day and the rededication ceremony. May

18 May Week Committee May Week Committee shall plan an annual observance to recognize and encourage young people to attain higher educational goals. Special Projects Committee It shall be the duty of this committee to plan and implement fundraising projects to finance the Chapter s public service programs. Committee Reporting Requirements Committee reports shall be submitted to the President, First Vice President, Second Vice President and Recording Secretary either electronically or a hardcopy at the Executive Board meeting. Reports should be in writing utilizing the appropriate standard format. The report is presented to the chapter members. The committees are to keep a file of its reports and develop a summative report at the end of the project, which includes any recommendations that can be transmitted to subsequent committee members. (See Appendix A, pages 52 and 56 respectively, for the Meeting Reporting Form and the Post Program Reporting Form. These forms can also be found on the Chapter s website under the restricted area). SECTION 8: MEETINGS Executive Board Meetings Executive board meetings shall be held in a timely manner prior to the regular monthly meeting of the Chapter. The specific time will be determined at the beginning of each year by members of the Executive Board. Chapter Business Meetings Chapter business meetings shall be held September through May on the third Sunday of each month unless otherwise approved by the membership. The Corresponding Secretary or President shall send a notice to all members prior to the date of the meeting. Committee Meetings Committee meetings shall be held at a time mutually agreed upon by the members of each committee. Committee and subcommittees shall be authorized to meet by telephone conference or through other electronic communication media so long as all members can simultaneously hear others and participate during the meeting. All communication may be sent electronically in accordance with Delta Internet Guidelines. Call Meetings Call meetings shall be held at the request of the President or a quorum of the Executive Board. All members shall be notified of the meeting, its purpose and the agenda at least five (5) days prior to the date of the meeting. Quorum A quorum is the minimum number of members who must be present at the meeting for business to be validly transacted. Thirty percent (30%) of the total financial members of the chapter shall constitute a quorum. May

19 Majority Vote A majority vote is more than half of the votes cast by members entitled to vote, excluding blanks, or abstentions, at a properly call meeting. (Example: 19 x ½ = 9 ½. 10 votes needed for majority.) SECTION 9: POLICIES AND PROCEDURES Travel Policies and Procedures Designated representative(s) attending approved sorority meetings/events may be reimbursed for the expenses incurred while attending such meetings and events. All requests must be submitted on the appropriate form with proper signatures and receipts. Expenses can be requested in advance or after the meeting/event. Meals The Chapter has set limits on the amounts allowable for reimbursement of meals while traveling. The maximum allowable amount is a flat rate of $40 per day. You are not required to submit receipts for meals. Transportation When using a personal vehicle for travel, mileage will be reimbursed at fifty cents ($.50) per mile or the current IRS established rate. Request for the same shall be submitted on the Travel Expense Request Form. All other airfare and ground transportation should be secured at the most economical cost. Lodging The Chapter will reimburse before or after for one room, which the Delegate and Alternate Delegate shall occupy jointly unless a mutual agreement is reached between the two delegates to split the cost. Registration Fees Registration fees may be paid in advance for the Delegate and Alternate Delegate attending the meeting/conference/convention. Non-reimbursable items Telephone calls, movies, and tips are not reimbursable expenditures. Fiscal Policies and Procedures The chapter shall comply with the current financial policies and procedures guidelines issue by Grand Chapter through the National Finance Committee, Audit Committee and other appropriate committees authorized to provide such guidance. The chapter s Audit Committee shall conduct quarterly internal audits or more often as needed, in accordance with the guidelines provided by Grand Chapter. If monetary revenues dictate an external audit or review, the chapter shall comply and arrange to have the work performed in a timely manner. May

20 All fiscal officers must review, sign, and submit the Acceptance of Fiduciary Responsibility Form to Headquarters. Roles and Responsibilities The Treasurer is responsible for keeping the official financial records of the chapter; making disbursement on written authorization; depositing income received from the Financial Secretary promptly; reporting the chapter income and disbursement monthly; preparing annual fiscal reports; having books audited by external audit if receipts are over $50,000; mailing Grand Chapter funds within 30 days of receipt; serving as Chair of the Budget (Finance) Committee and keeping simplified accounting system up-to-date. The Financial Secretary records all income received; issues official receipt for income; turns all monies over to the Treasurer promptly; monitors expenditures of the chapter budget; serves as one of the authorizers for expenditures; serves as a member of the Budget (Finance) Committee and prepares roster of financial members;. The Budget (Finance) Committee is chaired by the Treasurer and is composed of three to five members including the Financial Secretary, President, Chair of Program Planning and Development, and one other member as designated by the Rules of Order. Its mandate is to: consider the financial need of Chapter programs, develop a budget based upon these needs; review and recommend budget modifications quarterly and semiannually and ensure that the Chapter is within the 35% limit of Non-Member Gross Receipts. Receipting of Funds 1. Financial business will be conducted during Chapter meetings, including collecting funds and writing checks. 2. The Financial Secretary, using a numerical sequence receipt, must receipt all money collected. All receipts, no matter how large or how small, whatever the purpose, must be recorded properly on the Receipt Forms. The Financial Secretary must record the date, from whom it is received and the purpose on the sequentially numbered receipt. The Treasurer will issue a lump-sum receipt to the Financial Secretary based on category (example: dues, convention, pins, etc.). 3. All money collected will be deposited into the Madison County (MS) Alumnae Chapter account within 48 hours. NO EXCEPTIONS. 4. All appropriate funds and documentation will be remitted to Grand Chapter within 30 days. Disbursement of Funds 1. Financial business will be conducted in Chapter meeting (including collecting funds and writing checks). 2. All expenditures of any kind, no matter how small, made by the Madison County (MS) Alumnae Chapter, will be made by check, money order or wire and immediately recorded in the check register as a disbursement and the purpose. This includes advances, reimbursement, or refunds made to officers and other members of the Chapter. 3. All forecasted expenditures must be in the budget that is adopted by the Madison County (MS) Alumnae Chapter. Expenditures not approved by the chapter become the personal responsibility of the member and may not be approved for reimbursement. 4. Requests for reimbursement must be submitted using the reimbursement form (Check Request Form) with the attached appropriate documentation (receipts, invoice, and statement). The President and Financial Secretary must sign this form prior to being May

21 submitted to the Treasurer for payment. This form can be found on the Chapter s website under the restricted area. (See Appendix A, page 45, or the restricted area of the website.) 5. All appropriate funds and documentation will be remitted to Grand Chapter within 30 days. Before remittance to the Grand Chapter, all checks submitted by individuals must be cleared by the bank. Returned Check (NSF) Procedures 1. The Financial Secretary shall maintain a list of all persons who have issued NSF checks to the chapter. 2. The individual will be responsible for reimbursement for bank fees associated with the NSF checks. 3. Written documentation shall be submitted to persons issuing bad checks within two weeks of notification from the bank that the check has been issued. 4. Only certified funds or cash will be accepted to clear bad checks. Another personal or business check will be unacceptable. 5. Thirty and sixty day follow up letters will be sent if the amounts are not cleared. 6. If a check remains un-cleared over ninety days, the chapter will only accept certified funds from the individual or organization as a method of payment going forward. 7. A list of persons or organizations that the chapter will not accept checks from will be made available to all Assistant Financial Secretaries and the Treasurer. Reports 1. The budget report will be developed for the ensuring fiscal year, and presented by the Treasurer to the Chapter for approval by May of each sorority year. 2. Budget modifications will be done quarterly and semiannually as needed. If there is a request to increase the budget, the appropriate form must be completed and submitted (Budget Increase Request Form) to the officers listed on the form. 3. The Treasurer will prepare and distribute at each Chapter meeting the Monthly Disbursement of Bank Reconciliation Report and the Financial Statement. 4. The Financial Secretary must present a written monthly report of all income received at each Chapter meeting. 5. Final Audit will be conducted in accordance to the Chapter policies and procedures and Grand Chapter Guidelines. Fixed Assets Policies and Procedures Policy Statement The purpose of this policy is to set forth the guidelines for the physical and reporting of Madison County Alumnae Chapter fixed assets, including accountability over the assets, meeting financial reporting needs, and generating asset management information. Policy vs. Procedure Understanding the distinction between a policy and a procedure will help us better refine a fixed asset Policy. A policy is a general statement of requirements and the rules that govern the actions used to achieve those requirements. A procedure is a detailed set of instructions and actions used to implement a policy. May

22 The policy is the what and the procedure is the how. MCAC fixed asset policy will clearly state each policy and list the specific steps for the procedures required to implement. Reason for Policy This document is intended to describe the standard policies required for recording new and existing assets, changes in assets and the method of record keeping. In addition, it is intended to provide steps to assist Madison County Alumnae Chapter in the safeguarding, accounting for and disposing of MCAC assets. National headquarters require that chapters accurately record and account for assets on a regular basis. Since MCAC chairs engage in the acquisition, transfer, disposal, and use of equipment, this policy sets forth the roles and responsibilities in regard to Fixed Assets. Roles and Responsibilities The major responsibilities each member has in connection with the Fixed Assets Policy & Procedures are as follows: The Treasurer is responsible for the establishment and maintenance of an adequate fixed asset accounting system that allows for the proper presentation of assets in the financial statements and the overall safeguarding of fixed assets. The Financial Secretary is responsible for ensuring the fixed asset accounting system is being properly maintained, including the identification of fixed Madison County Alumnae Chapter fixed assets, accurate use of codes, determination of useful lives, reconciliation to the general ledger, and financial reporting. The Treasurer reports to the Financial Secretary: 1. Effective administration and maintenance of the property; 2. Providing the Financial Secretary or Assistant with the necessary documentation to review assets invoiced as fixed assets (Ex. MCAC 0-tags and MCAC D-tags) for final determination as a fixed asset; 3. The proper tagging of all movable equipment; 4. Preparing an annual listing of all movable equipment; 5. Providing committee chairs or executive leadership team members with current records of the property for which they are responsible; 6. Physical inventories taken on an annual basis verifying the existence and condition of all fixed assets to ensure the accuracy of MCAC financial/accounting records; 7. Updating the fixed assets inventory based on inspection reports and notifying the Financial Secretary or assistant regarding inventory changes; 8. Evaluating loss, damage, destruction, disposal, or theft of fixed assets and providing recommendations with regard to the disposition of these assets; 9. Review and posting of depreciation of Fixed Asset on a yearly basis; 10. Reconciliation of the fiscal year additions in a timely basis. Treasurer ensures account codes are classified correctly for fixed assets on purchase requisitions and invoices. All Executive Team Members and Committee Chairs are responsible for: 1. Reading and understanding the Fixed Assets Policy; May

23 2. Maintaining current inventory records for all in-use fixed assets within their assigned committee; 3. Assuring property is given proper care and protection and is used for official purposes only; 4. Ensuring that MCAC property is used only in the conduct of MCAC official business; 5. Notifying the Fixed Assets/Treasurer of any changes in the coding of an asset; 6. Notifying Fixed Assets/Treasurer whenever fixed assets are transferred/acquired, destroyed, stolen, lost or otherwise ready for disposal; 7. Assisting in taking physical inventories. Tagging Movable Equipment Maintaining a positive identification of assets is the primary purpose of tagging. Tagging is important to: Provide an accurate method of identifying individual assets, Aid in the annual physical inventory, Control the location of all physical assets, (Ex. storage) Aid in the maintenance of fixed assets, and Provide a common ground of communication for the Treasurer, Financial committee and the assets users. Generally, all fixed assets are tagged when received by the Chapter. When tagging movable equipment, consistently place asset tags in the same location on each similar type asset. If possible, the tags shall be accessible for viewing. Place the tag where the number can be seen easily and identified without disturbing the operation of the item, which will assist with the physical inventory. Movement of Assets Movable Equipment In the event an asset is to be moved from one chair to another it should be properly transferred. Committee Policies and Procedures The Committee is the lifeline of the Madison County (MS) Alumnae Chapter. It is the group charged with carrying out programs and activities designed to achieve the aims and purposes of the Chapter. Volunteers establish all committees, except the Program Planning and Development Committee. Chairpersons are appointed by the president or specified by the Chapter s Policies and Procedures. Committees are expected to uphold the high standards of excellence and the ideals and purposes upon which this our Sorority was founded in all of its programs and activities. This requires the best ideas, accommodations, participants, and services. Therefore, all committee members are expected to be involved in the planning and execution of Chapter approved projects or activities. This includes attending committee meetings, respecting, encouraging, and supporting each other, effective networking and collaboration, communicating progress and actions, promoting the program in the community, working until project completion, continuous evaluating and monitoring, and reporting accomplishments and results. Each committee will develop a budget including anticipated income and expenditures. The budget shall be presented to the Budget and Finance Committee by April. The budget shall be presented to the Budget and Finance Committee one month prior to the preparation of the May

24 operating budget for the ensuing fiscal year, which is presented by the Treasurer to the chapter for approval by May of each sorority year. Committees shall follow fiscal procedures as outlined in the Chapter Policies and Procedures. Unauthorized or expenditures in access of the budgeted amount becomes the responsibility of the individual member. All committees are to document their activities and submit to the Chapter a summative report of its projects and/or programs. The report should include procedures that were pertinent to the implementation of activities as well as recommendations that will strengthen the Committee s effectiveness in the achievement of future goals and objectives. The document will become a part of the Chapter file and will be available to new committee chairpersons and members. May

25 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Standing Committee Audit Committee Policy Statement: The Audit Committee shall examine the Chapter s financial records quarterly to ensure sound fiscal management and responsibility. The Internal Auditor shall serve as the chairperson. Procedures: 1. The Audit Committee s review of activities should include the following: The Committee shall select a Certified Public accountant for annual review. 2. The Treasurer and Financial Secretary shall provide the committee with all Chapter financial records prior the internal audit. 3. The Committee shall use a random sampling to review the financial records. Review of Chapter records should include: Verify receipts for the period Verify the expenditures for the period Verify the saving and checkbook balances Ensure presence of expenditure documentation (receipts, invoices, etc.) Ensure adherence to budget line items Notify chapter of any weakness in financial structure and recommend improvements Complete the IAR-1 as part of the Audit review process Complete an annual audit in accordance with the established guidelines and submit a copy to National Headquarter by August 15 th Shall report audit findings and recommendations to the chapter quarterly 4. The Committee will notify the Chapter of any weaknesses in financial structure, and recommend improvements. 5. The Committee shall report all findings to the Chapter upon completion of the internal audit quarterly. May

26 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Standing Committee Budget (Finance) Committee Policy Statement: The Budget (Finance) Committee shall ensure the financial strength of the Chapter by developing a financial plan consisting of income as well as expenditures. It shall oversee and monitor fiscal control of the budget approved by the Chapter. Membership on the Committee shall consist of the Treasurer, who serves as chair, the Financial Secretary, President, Chair of Program Planning and Development, Assistant Financial Secretary, and one other member. Procedures: 1. Consider the financial needs and programs and develop a zero balance budget based upon the needs of the chapter. 2. Prepare the operating budget for the ensuring fiscal year, which is presented by the Treasurer to the chapter for approval by May of each sorority year. 3. Review and recommend budget modifications quarterly. 4. Ensuring that the chapter is within the 35% limit of Non-Member Gross Receipts. 5. Work with Special Projects Committee to devise plan for securing funds to meet program needs and fulfill budget request. 6. At the first meeting of each fiscal year, present to the Executive Board and Chapter the proposed budget indicating anticipated income and expenditures. 7. Maintain fiscal responsibility as provided in Chapter Policies and Procedures and National Constitution and By-Laws. May

27 Policy Codification: Chapter Management Handbook 600 General Category: Specific Category: Standing Committee Chapter Rules of Order and Policies and Procedures Policy Statement: The Policies and Procedures Committee shall be responsible for updating and revising the Chapter s Policies and Procedures so that they are aligned with the Constitution and By-Laws of Grand Chapter and reflect the pertinent routine and operations of the Chapter. The Parliamentarian shall serve as the chairperson. Procedures: 1. Examine all pertinent information (Constitution and Bylaws, Chapter Management Handbook, current policies and procedures, past minutes, committee reports and recommendations, resolution of past problems). 2. Present a draft copy of the revision(s) to the Executive Board for review in March of each year. 3. Present the proposed Policies and Procedures to chapter members at a business meeting for their vote. Members should receive a copy of the proposal at least 30 days before the vote. 4. The president shall send a copy of the Policies and Procedures and Rules of Order to the Regional member and the National Chair of the Scholarship and Standards Committees. 5. Upon approval of the Scholarship and Standards Committee, each chapter member and regional officer must be given a copy of the approved Policies and Procedures and Rules of Order form. 6. Review the Chapter s Policies and Procedures annually. 7. Recommend to the Chapter amendments or revisions in accordance with procedures for amending policies and procedures (Section 9: Policies and Procedures, Amending Policies and Procedures.). 8. Provide training to members regarding Chapter policies, Chapter Management Handbook, and the Constitution and Bylaws. 9. Monitor the Chapter s adherence to the Policies and Procedures and recommend revisions as necessary. May

28 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Standing Committee Information, Communication, and Technology Committee Policy Statement: It shall be the duty of this committee to develop the chapter s website and group and to maintain these sites according to National Internet Guidelines in order to enhance communication at the local, state, regional and national levels, and to improve the efficiency of Chapter operation. The Committee shall see that all newsworthy activities of the Chapter are publicized and ensure that the publication of Chapter projects and programs are of high quality. The Journalist and Corresponding Secretary shall serve as co-chairs of this committee. Procedures: 1. Set-up and maintain the Chapter s web and group sites. 2. Provide training to members on the use of Website and sites. 3. Serve as technology specialist for electronic media presentations. 4. Keep abreast of National activities involving technology and provide training to membership as needed. 5. Develop and provide to Chapter guidelines for submitting news, both paper and electronic, for publication. 6. Develop a tentative schedule of events with input from Chapter committees. 7. Develop or secure a current media directory for immediate access and communication. 8. Submit chapter news items to the local newspapers, television, and radio stations. 9. Submit newsworthy events, including the accomplishments of individual members, which may be of national interest, to Delta publications as often as possible. 10. Obtain the Chapter president s approval on all items submitted for publication. May

29 Policy Codification: Chapter Management Handbook 100 General Category: Specific Category: Standing Committee Membership Services Policy Statement: The Membership Services Committee shall develop and provide a variety of programs and activities on a continuing basis for the retention and reclamation of Chapter members as directed by Grand Chapter, the National Executive Board, and the National President. Procedures: 1. Keep abreast of National and Regional initiatives to retain and reclaim Sorors. 2. Plan and implement an annual event to reclaim and invite for membership in the Chapter inactive Sorors who are committed to work in the Chapter s service areas. 3. Develop and conduct a variety of activities to foster sisterhood and to build unity and camaraderie among the membership. A budget for such activities (including activities meeting fellowships not relative to National observances) must be submitted to the Budget and Finance Committee for Chapter approval. 4. Develop a list of inactive Sorors in the service area. Make a special effort to invite these Sorors to events sponsored by the Chapter, especially Founders Day. 5. Send a we missed you note or call Sorors who are absent from Chapter meetings. 6. Develop a plan to register and recognize visiting Sorors. 7. Record and track the attendance of visiting Sorors to the MCAC chapter meetings within a sororal year. Visits not to exceed three. Membership Services - Courtesy Policy Statement: The Courtesy Committee shall extend courtesies to members who have illnesses, births or deaths, to visiting Sorors of national acclaim, and special courtesies to Delta Dears and Charter Members. Note: Funding for the various activities will be based on the availability of chapter funds. Procedures: Chapter members will be extended the following courtesies: May

30 1. Death of a Chapter member - a floral arrangement or donation to favorite charity not to exceed $ Death of immediate family (spouse, child, parent, parent-in-law, or sibling) A floral arrangement not to exceed $ Hospitalization or outpatient surgery Plant not to exceed $ Wedding gift certificate not to exceed $ Birth or adoption of a child a gift certificate not to exceed $ Death of grandparent Card to Chapter member 7. Special recognition/honors/graduation/retirement/graduates - a card 8. Outgoing officers/chairpersons with the exception of the president - A certificate of recognition. For the president, a plaque should be given to recognize the years of service. Note: Members may receive the cash equivalency of her gift in lieu of floral arrangement or plant. Sorors Not Member of Chapter 1. Death in immediate family a card 2. Illness (hospitalization) a card 3. Special recognition/honors Visiting Sorors of National Prominence National Officers, past and present, officers of national organizations and celebrities a courtesy not to exceed $50.00 Delta Dears, Charter Members, Chapter Members, and Sorors with special needs 1. Ride extended to meetings and other activities (if desired) 2. Invitation to all activities (Charter Members only) 3. Holiday card May

31 Policy Codification: Chapter Management Handbook 100 General Category: Specific Category: Standing Committee Nominating Committee Policy Statement: The Nominating Committee Chair and members shall be elected at the same time as chapter officers during April, and shall consist of five members. The chairs and members shall not be a candidate for any elective office on the respective level while serving on either of the nominating committees. The chairs and members shall serve one (1) term. The chairs and members must resign prior to the call for nominations to be eligible to run for an office or position. It shall be the duty of the Nominating Committee to present directly to the Chapter a slate of nominees for elected offices. No member of the Nominating Committee shall be a candidate for elective office. Procedures: 1. Receive recommendations from members to serve as chapter officers. 2. Accept applications or seek nominations of qualified financial members from December 15 until March 1. All applications shall be kept confidential. 3. Contact applicants to verify interest in seeking an elected office. 4. Select for consideration of all qualified candidates for each elected office to be filled. 5. Present a recommended slate of candidates, and open the floor for nominations for each elected office at the March meeting. 6. When there are two or more candidates and the office remains unfilled after the first ballot, the two candidates who receive the highest number of votes will remain eligible for election. All other candidates will be dropped and are ineligible for election. All subsequent votes cast for ineligible candidates shall be treated as an illegal vote. 7. Resume the search for qualified candidates when a single slated candidate withdraws or rescinds her nomination from the slate presented to the Chapter. This only occurs prior to the slate being presented to the chapter and nominations from the floor have been taken. Once these tasks have been completed and a position is vacant, it remains vacant. May

32 Policy Codification: Chapter Management Handbook 500 General Category: Specific Category: Standing Committee Program Planning And Development Policy Statement: The Vice President will serve as chairperson of the Program Planning and Development Committee. Other members shall include committee chairpersons. This committee will be responsible for developing an effective public service program that is geared to the needs of the community. This program must be based on resources available to the Chapter, including time, money, facilities, and members. The program must be performed through the Five-Point Program Thrust and support the biennial theme adopted by the Grand Chapter. Procedures: 1. Conduct a survey of community needs, evaluate findings and make recommendations to the Chapter of projects to be undertaken. 2. Provide an intensive workshop for committee members on program planning and development. 3. Clarify the Chapter s mission and identify long-range goals and objectives to be achieved through public service initiatives. 4. Develop and coordinate projects that are consistent with the long-range plan and the priorities of Grand Chapter. 5. Develop a yearly calendar of proposed activities. 6. Conduct ongoing and summative evaluation of project activities. 7. Work with the Special Projects and Budget and Finance Committees to secure funding to finance chapter projects. 8. Develop a process for networking and collaborating with other agencies to further enhance the achievement of chapter project goals. 9. When feasible, seek funding through grants and foundations to finance Chapter projects. May

33 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Standing Committee Protocol and Traditions Policy Statement: It shall be the duty of the Protocol and Traditions Committee to provide clear and authentic descriptions of the traditions and protocol of the chapter; to implement the established code of protocol and behavior within the chapter; preserve the forms of ceremony and etiquette observed by the Sorority; and provide a support system for the chapter president, and visiting National and/or Regional Officers, Honorary Members and other guests. The Protocol and Traditions Committee shall ensure that proper protocol is established and followed in all Delta proceedings. It shall be the duty of this committee to conduct Delta Internal Development (DID) workshops and Chapter presentation related to protocol and traditions. Procedures: 1. Develop a schedule of workshops and Chapter presentations related to protocol and traditions. 2. Conduct Delta Internal Development (DID) workshops and Chapter presentations related to protocol and traditions. 3. Assist with the seating arrangements for the dais and reserved areas. 4. Prepare and place cards and seating charts for dais participants. 5. Notify dais participants ahead of time on the time to report and the name and location of the holding room. 6. Post seating charts in holding room prior to each event. 7. Line-up dais and reserve seating participants in the holding room in accordance with the dais seating chart. May

34 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Standing Committee Ritual and Ceremonies Policy Statement: It shall be the duty of the Ritual and Ceremonies Committee to preserve the forms of ceremony and etiquette observed by the Sorority. The Ritual and Ceremonies Committee shall ensure that ceremonies are conducted as outlined in the Ritual. It shall be the duty of this committee to conduct Delta Internal Development (DID) workshops and Chapter presentation related to ceremonies. This committee will be chaired by the Custodian. Procedures: 1. Develop a schedule of workshops and Chapter presentations related to ceremonies. 2. Conduct Delta Internal Development (DID) workshops and Chapter presentations related to ceremonies. 3. Ensure that the room is properly set-up for ceremonies and meetings. May

35 Policy Codification: General Category: Specific Category: Chapter Management Handbook Standing Committee Risk Management Policy Statement: It shall be the duty of the Risk Management committee to implement Delta Sigma Theta Sorority, Inc. risk management procedures. The Risk Management Coordinator will serve as chairperson of this committee. Other members shall include committee chairpersons from the Program Planning and Development. This committee will be responsible for ensure that risk management functions performed by the chapter members, and nonmembers volunteers are fully integrated and in compliance with assigned tasks, and job descriptions. Procedures: 1. Implement risk management procedures. 2. Conduct risk management training to chapter 3. Develop and maintain a risk management information system, 4. Prepare risk management reports 5. Monitor compliance of chapter with Delta Sigma Theta Sorority, Inc. s risk management requirements May

36 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Five-Point Programmatic Thrust Standing Committee Educational Development Policy Statement: The Educational Development Committee shall be responsible for developing programs and activities that promote excellence in education and enhance opportunities for educational advancement for youth and adults in the community. Procedures: 1. Develop criteria for awarding scholarships to high school seniors or other deserving students. 2. Work with the May Week Committee to plan an annual program or observance to inspire and encourage young people to attain higher educational goals. 3. Establish and implement the Delta Academy and Delta GEMS. May

37 Policy Codification: Chapter Management Handbook 1100 General Category: Specific Category: Five-Point Programmatic Thrust Standing Committee Economic Development Policy Statement: It shall be the responsibility of the Economic Development Committee to plan and implement projects or programs to promote economic independence among African Americans, especially Delta members, through financial planning, money management, consumer education, investments, entrepreneurship, and employment opportunities. Procedures: 1. Conduct a survey of community and/or membership needs, evaluate findings and make recommendations to the Chapter of projects to be undertaken. 2. Keep abreast of National initiatives and available resources as well as current events in the area of Economic Development. 3. Conduct at least one project that is consistent with the long-range goals and priorities of both Grand Chapter and the Local Chapter. 4. Contribute to the development of the Chapter s yearly calendar of events. 5. Submit a budget to the Budget and Finance Committee to obtain fund for chapter projects. 6. Network and collaborate with other agencies to further enhance the achievement of the Chapter project goals. 7. Develop a portfolio of project activities. May

38 Policy Codification: Chapter Management Handbook 500 General Category: Specific Category: Five-Point Programmatic Thrust Standing Committee International Awareness and Involvement Policy Statement: The International Awareness and Involvement Committee shall be responsible for developing and implementing the Chapter s program designed to broaden the members knowledge and understanding of other nations, to increase interest in international affairs, to develop a greater appreciation for people of different backgrounds and cultures, to assist in finding solutions to world problems and to align with other organizations to promote peace and world fellowship. Procedures: 1. Conduct a survey of community and/or membership needs, evaluate findings and make recommendations to the Chapter of projects to be undertaken. 2. Keep abreast of National initiatives and available resources as well as current events pertaining to international issues. 3. Conduct at least one project that is consistent with the long-range goals and priorities of both Grand Chapter and the Local Chapter. 4. Contribute to the development of the Chapter s yearly calendar of events. 5. Submit a budget to the Budget and Finance Committee to obtain funds chapter projects. 6. Network and collaborate with other agencies to further enhance the achievement of the Chapter project goals. 7. Develop a portfolio of project activities. May

39 Policy Codification: Chapter Management Handbook 1100 General Category: Specific Category: Five-Point Programmatic Thrust Standing Committee Physical and Mental Health Policy Statement: It shall be the responsibility of the Physical and Mental Health Committee to develop programs focusing on prevention and wellness through health education, health fairs, medical research, and provisions of health care services. It shall also be the responsibility of this Committee to support medical research that examines illnesses that victimize African Americans. Procedures: 1. Conduct a survey of community needs, evaluate findings and make recommendations to the Chapter of projects to be undertaken. 2. Clarify the Chapter s mission and identify long-range goals and objectives to be achieved through public service initiatives. 3. Develop and coordinate at least one project that is consistent with the long-range goals and priorities of grand Chapter. 4. Contribute to the development of a yearly calendar of events. 5. Conduct cumulative and summative evaluations of project activities. 6. Work with the special projects and budget committees to secure funding to finance chapter projects. 7. Develop a network and collaborate with other agencies to further enhance the achievement of the chapter project goals. 8. Seek a variety of funding sources to finance project. May

40 Policy Codification: Chapter Management Handbook 1100 General Category: Specific Category: Five-Point Programmatic Thrust Standing Committee Political Awareness and Involvement Policy Statement: It shall be the responsibility of the Political Awareness and Involvement and Social Action Committee to increase political involvement and awareness in the community, to implement programs designed to produce leadership, advocacy, and empowerment to effect social change and public policy, to promote progressive public policy that results in the improved well-being of individuals and families, especially African Americans. Procedures: 1. Conduct a survey of community and/or membership needs, evaluate findings and make recommendations to the Chapter of projects to be undertaken. 2. Keep abreast of National initiatives and available resources as well as current events pertaining to international issues. 3. Conduct at least one project that is consistent with the long-range goals and priorities of both Grand Chapter and the Local Chapter. 4. Contribute to the development of the Chapter s yearly calendar of events. 5. Submit a budget to the Budget and Finance Committee to obtain funds chapter projects, 6. Network and collaborate with other agencies to further enhance the achievement of the Chapter project goals. 7. Develop a portfolio of project activities. May

41 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Mandated Standing Committee Arts and Letters Policy Statement: It shall be the responsibility of the Arts and Letter Committee to enhance the quality of life by supporting and/or sponsoring programs and projects in the performing arts, visual arts and literary genre. Procedures: 1. Keep the membership abreast of programs and activities pertaining to the arts in the Madison County Service area. 2. Develop a program designed to recognize and support African American artists in the Chapter service area. 3. Plan and implement at least one program for the membership during the year. Policy Codification: Chapter Management Handbook 1000 General Category: Specific Category: Mandated Standing Committee Social Action Policy Statement: It shall be the responsibility of the Social Action Committee Social Action to monitor legislation at the federal, state, and local levels. Priority issues include the effects of natural disasters, voter registration, legislation affecting education, health, and employment, child-care and international affairs. Procedures: 1. Encourage active participation as individuals in political activities. 2. Work to enact local legislation to African Americans and women. 3. Maintain vigilance over action or inaction by local, judicial and administrative agencies and officials. 4. Cultivate a person-to-person relationship with the community power structure. 5. Join and volunteer leadership in civic and other social action organization, including racially diverse groups. May

42 6. Encourage increased appointment and advancement of African American women in policy making positions in national and local governments. May

43 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Chapter Programs Elections Committee Policy Statement: The Elections Committee shall develop and oversee the implementation of procedures for the election of officers. Voting for chapter offices, elected committee chairs, committee members and acceptance to membership shall be by ballot, machine, or electronic voting devices. Procedures: 1. Develop and implement procedures to certify that only Chapter members participate in the election process. 2. Submit recommendations on standards and procedures for campaigning. 3. Work with the President and Executive Board to determine time, place, and method of balloting. 4. Prepare ballots prior to the day of the election. 5. Tally votes and provide election results to Chapter President during the April chapter meeting. 6. Reports any violations to the Regional Director. May

44 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Chapter Programs Founders Day Policy Statement: The Founders Day Committee shall be responsible for planning and implementing the Founders Day Observance. Procedures: 1. Submit proposed plans for approval to the Chapter. Decisions regarding the type of ceremony (open or closed observance), date and time of event and tentative outline of program including speakers are to be included in the proposed plan. 2. Develop a proposed budget and submit it to the Budget and Finance Chairperson. 3. Work with Corresponding secretary to properly notify members of observance. 4. Work with Information, Communication and Technology Committee to provide appropriate notice to the general public. 5. Inform Courtesy Committee of special guests. 6. Maintain expenses within approved operating budget. 7. Execute plans leading up to the observance and the actual event. 8. Conduct an evaluation of the observance and forward results to the Vice President of the Chapter. May

45 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Special Committee May Week Policy Statement: The May Week Committee shall plan an annual observance to recognize and encourage young people to attain higher educational goals. Procedures: 1. The May Week Committee shall recommend a program for the Chapter to host during the month of May. 2. The Committee shall develop criteria and guidelines, and work with the local high schools to select participants and honorees for May Week activities. May

46 Policy Codification: Chapter Management Handbook 300 General Category: Specific Category: Chapter Programs Special Projects Policy Statement: The Special Projects Committee shall be plan and implement fundraising projects to finance the Chapter s public service program. The Second Vice president shall serve as chairperson. Procedures: 1. Plan, organize and conduct the chapter s fundraising projects. 2. Present project concept to the membership for approval. 3. Consider a variety of funding sources, including grants. 4. Obtain the approval of the membership prior to committing Chapter resources. May

47 Policy Codification: Chapter Management Handbook 100 General Category: Specific Category: Elected Committee Minerva Circle Policy Statement: The chapter must vote on Membership Intake every other sororal year. Chapter vote must take place no later than September 30 th of the sororal year. Chapter members shall be provided a ten (10) day written notification via postal service to vote for Membership Intake. The motion to conduct Membership Intake must pass two-thirds (2/3) vote of those present and voting, in order for the chapter to proceed or not to proceed with conducting Membership Intake. It shall be the duty of this committee to plan and implement the Membership Intake Steps during Membership Intake of the chapter. The committee must present the proposed calendar of membership intake activities to the Chapter for review and approval before submitting it to the Regional Director Procedures: 1. The Minerva Circle shall consist of fourteen elected members: Leader of the Minerva Circle, Nine (9) Jewels, Keeper of the Muses and Graces, Convener of the Odyssey Experience, Chapter President, and Chapter Financial Secretary. 2. The Minerva Circle shall be elected at a meeting of the chapter following the vote of the Chapter to proceed with Membership Intake activities and will only serve for one year. 3. The Chapter President and Financial Secretary shall be members of the Minerva Circle by virtue of their elected positions; provided said member completes the requirements of attending two (2) Delta Internal Development Workshops and the Membership Intake Workshop within the sororal year that the intake is being scheduled. 4. Jewels are elected as a group. Keeper of the Muses and Graces and Convener of the Odyssey Experience are elected separately. Jewel positions will be assigned by the Leader of the Minerva Circle. 5. Alternates are not members of the Minerva Circle. Each alternate shall be assigned by the Leader of the Minerva Circle to Jewels, Keeper of the Muses and Graces and the Convener of the Odyssey Experience and shall serve with that Minerva Circle member during the Nine Day Path. Should extenuating circumstances occur, as determined by the Leader of the Minerva Circle, that prevents said positions from completing her term, she is to be replaced by an appointment by the President from qualified and trained members. May

48 6. A member of the Minerva Circle who fails to complete the membership intake training and required internal development workshops by the date of the Chapter s Interest Meeting must resign her position from the Circle. Qualifications: The qualifications for the election of members to the Minerva Circle are as follows: 1. Must have been a member of the chapter for the past two years at the time of election and maintains her member status during the duration of the Membership Intake process 2. Should be knowledgeable of current Sorority Policies and Procedures 3. Must have been a member of a committee of the chapter for the past two years at the time of election. In addition to the above qualifications, it is desired that a member: a. Exemplify/demonstrate a team spirit, esprit de corps. b. Support the current Member Intake Program. c. Honor the oath of confidentiality d. Commit to the complete and accurate implementation of the Membership Intake Program 4. Must complete the Chapter s Membership Intake Workshop within the sororal year of the Chapter s scheduled Membership Intake activities 5. The Minerva Circle members are the only members who are permitted to screen the membership application packets. 6. Chapter members who are not members of the Minerva Circle may attend the interviews as observers ONLY. Limitations: 1. A member of the Minerva Circle who writes a letter of recommendation for an applicant shall recuse herself from the assessment of that applicant s application packet. 2. A member of the Minerva Circle shall recuse herself from assessing the application packet of her relative(s). May

49 Amending Policies and Procedures A. The Policies and Procedures shall be adopted, amended, revised or suspended by a twothirds vote of the active members present and voting at any business meeting provided that a quorum is present, and that previous written notice has been given pursuant to notice requirements presented in Section 8: Meetings, Chapter Business Meetings. B. Recommended amendments or revisions to the Policies and Procedures shall be handed in writing to the President of the Chapter thirty (30) days before the next regular meeting of the Chapter. The President must give notice of it immediately to every member in writing. At the next meeting, such amendments or revisions may be voted on as provided by Paragraph A of this section. C. The amendments or revisions shall be presented to the members of the Policies and Procedures Committee in writing. At the next regular meeting of the Chapter, the revisions shall be voted on as provided in Paragraph A of this section. D. Upon approval of the new or amended Policies and Procedures, copies shall be submitted to the Grand Chapter Scholarship and Standards Committee and shall be subject to the approval of that Committee. Upon their approval, each member of the Chapter shall receive a copy of the Policies and Procedures. May

50 APPENDIX A: FORMS May

51 Madison County (MS) Alumnae Chapter Delta Sigma Theta Sorority, Inc. Annual Committee Program Planning Form NAME OF COMMITTEE & SUBCOMMITTEE(S): COMMITTEE CHAIR & CO-CHAIR(S): COMMITTEE TWO-YEAR GOALS & OBJECTIVES MAJOR PROGRAMS, PROPOSED DATES, & TIMES OF PROGRAMS EACH PROGRAM S OBJECTIVES SPECIFIC SERVICE AREA PROBLEMS/ISSUES COMMITTEE PLANS TO IDENTIFY & ADDRESS Annual Committee Program Planning Form Page 1 Committee Name May

52 WHAT IS THE MAJOR DEMOGRAPHIC THAT YOUR PROGRAMS ARE TARGETING? (circle all that apply) PROGRAM : Black Hispanic Children Male Adult White Teens Young Adults Female Seniors PROGRAM : Black Hispanic Children Male Adult White Teens Young Adults Female Seniors PROGRAM : Black Hispanic Children Male Adult White Teens Young Adults Female Seniors WHAT SUPPLIES, MATERIALS, AND EQUIPMENT ARE NEEDED FOR EACH PROGRAM? IDENTIFY EACH PROGRAM S NEEDED AND/OR PRE-DETERMINED VENDORS OR FACILITATORS Signature Chair Co-Chair Signature Chair Co-Chair Signature Chair Co-Chair Date Annual Committee Program Planning Form Page 2 May

53 May

54 May

55 Madison County (MS) Alumnae Chapter Budget Increase Request Form Committee: Date: Chair: Co-Chair: Line Item to be Increased Amount of Increase Reason for Increase Submitted by: Deadline to submit form is Submit form to: First Vice President of Program & Planning, Chair of Budget and Finance and President May

56 Madison County (MS) Alumnae Chapter Delta Sigma Theta Sorority, Inc. Individual Program Planning Form Submit a copy to the President & Program Planning Chair two months before proposed program NAME OF COMMITTEE & SUBCOMMITTEE(S): COMMITTEE CHAIR & CO-CHAIR(S): DESCRIPTION & PURPOSE OF PROGRAM PLEASE CIRCLE THE CATEGORY THE PROGRAM ADDRESSES Arts & Letters Information & Communications Political Awareness Economic Development International Awareness Special Projects Educational Development Membership Services Social Action Founders Day Physical & Mental Health EXPECTED OUTCOMES OF PROGRAM OTHER GROUPS, ORGANIZATIONS OR MADISON COUNTY ALUMNAE CHAPTER COMMITTEES PARTICIPATING IN THIS PROGRAM Individual Program Planning Form Page 2 Committee Name TARGET AUDIENCE WHAT IS YOUR COMMUNICATIONS/PR/MARKETING PLAN TO REACH YOUR TARGET AUDIENCE? May

57 WHAT WOULD BE A SUCCESSFUL COMMUNICATIONS/PR/MARKETING OUTCOME? IS THIS A REOCCURRING PROGRAM? YES NO DO YOU PLAN TO DO IT NEXT YEAR? YES NO Signature Chair Co-Chair Signature Chair Co-Chair Signature Chair Co-Chair Date May

58 Madison County (MS) Alumnae Chapter Delta Sigma Theta Sorority, Inc. PUBLICITY FORM Submitted By: Committee: Submittal Date: Requested Advertisement/Publication Date: Please check the appropriate boxes below: Radio Stations & Broadcasting Companies WJKK Mix 98.7 FM WMGO Radio 1370 AM WJMI Mix 99.7 FM WKXI Radio FM WOAD Radio 1300 AM WMGO Radio 1370AM WONG Radio 1150 AM WYAB Flora Newspapers Madison County, The Herald The Mississippi Link Fraternities/Sororities Omega Psi Phi - Canton Kappa Alpha Psi - Canton Zeta Phi Beta - Canton Madison County Journal The Northside Sun Alpha Phi Alpha - Canton Phi Beta Sigma - Canton Alpha Kappa Alpha Canton Schools Holmes Community College Learning Center (Canton) Tougaloo College Madison Schools (H, M, E) Ridgeland Schools (H, M, E) Canton Schools (H, M, E) Camden Schools (H, M, E) Flora Schools (H, M, E) Sharon Schools (H, M, E) Farmhaven Schools (H, M, E) Libraries Madison County-Canton Public Elsie Jurgens Memorial (Ridgeland) Tougaloo Library Services Churches Madison Churches Canton Churches Gluckstadt Churches Sharon Churches Local Businesses (please specify) Rebecca Rigby (Madison) Camden Public Ridgeland Churches Flora Churches Camden Churches Farmhaven Churches May

59 Attached documents if applicable (flyer, write-up, advertisement, etc.). Otherwise, provide a brief description below. Please include the date, time, and place of the event. APPROVAL: Journalist: President: Date: May

60 Delta Sigma Theta Sorority, Inc. Madison County (MS) Alumnae Chapter In-House Tablecloth Request Form Date of Request Committee Name Person Requesting Event Date of Event Date Items are Needed Complete all that apply by placing the number of table clothes needed in the blank. White rectangle table cloth (10 in stock) Red rectangle table cloth (10 in stock) White round (3 in stock) Red round satin overlay (3 in stock) Red satin runners (10 in stock) White satin runners (2 in stock) Special Projects Use only: Date checked out Date returned Picked up by Returned by Were tablecloths cleaned May

61 Madison County (MS) Alumnae Chapter Delta Sigma Theta Sorority, Inc. Meeting Reporting Form Committee Chair Subcommittee Chair MEETING INFORMATION Meeting Date: Meeting Time: Location: Purpose: Desired Results: Members in Attendance: Meeting Reporting Form Page 2 Committee Name Subcommittee Agenda attached Yes No Will you be reporting at the chapter meeting? Yes No Who will be presenting? What are the action items or information will be presented? May

62 Next meeting date, time, & location Meeting Summary May

63 Delta Sigma Theta Sorority, Inc. Madison County (MS) Alumnae Chapter Program Planning Checklist BEFORE START OF SORORAL YEAR: Committee Chair reviews committee responsibilities for upcoming Sororal year and creates proposed calendar for the year - at least choose a specific month, if not exact date. o Consider feedback from National Initiatives, President s Strategic Direction, Program Planning Recommendations and Committee evaluations when choosing programs. Consider researching grant opportunities early for your programmatic area. Bring proposed committee calendar to the Annual Planning meeting In August complete two copies of the ANNUAL COMMITTEE PROGRAM PLANNING FORM for the Annual Planning Session. We will select FINAL program dates on calendar at this time if there is a conflict. At first Chapter meeting get chapter buy-in on Program Plan. o Present committee calendar to Sorors at first chapter meeting of the year. Request approval from the Chapter on the committee s recommendations. BEFORE EACH PROGRAM: Evaluate purpose of each program (Why should we plan this activity?) o What are the expected outcomes of the program? o What benefit/impact will it have on the target community? o How do we expect to reach our target community? Assess outside resources for proposed activities. o Are there any outside organizations or businesses we can partner with? o Are there any special permits, licenses or insurances needed for this event? o Should we partner with another committee or Non-Profit group? o If using Non-Profit Partner follow applicable Partnership Procedures. Assess chapter resources. o Are there any other Madison County Alumnae committees we can partner with? o Are there any Madison County Alumnae Sorors who have prior experience, special skills, expertise or interest in our program topic? Begin to think about how to build participation for the activity. o Three months before program engage the Chapter's Information & communications Committee for event promotion. They will handle Media Relations, Event Marketing & Promotions, Print Design, Chapter Outreach, Online Forms and Ticket Purchases, and DST Internal Communications. o Appoint a Newsletter Liaison, if applicable. Complete a Madison County Alumnae Program Planning Form and return it to the PP Chair approximately two months before your proposed program. Evaluate budget and funding for program. o What are the projected expenses for the program? o Do Financial Analysis: assess current budget and /or projected revenue. o In January, if more money is needed to complete events planned for the year, request additional funds from financial team. At least six weeks before event, assess what is needed from the financial team. o Notify treasurer of dates and time period for money collections. May

64 o Notify treasurer if money collection is needed outside of chapter meeting for any event. Approximately four weeks before event, finalize location and negotiate any contract(s), if applicable. Then forward contract to the Chapter's President for approval and signatures. Four weeks before program send Invitations, if applicable. Secure program speakers, panelists, presenters, security, entertainment and handout materials. Consider Vendor Directory for vendors used in the past. Prior to event, submit Check Requests to Finance for advance purchase items. Reserve Items/Amenities: Tables, Chairs, Podiums, Laptops, AV Equipment, etc. Schedule an on-site meeting to go over your tech needs and room set-up. Two weeks before event, make sure the event is being heavily publicized. Purchase / Secure Refreshments & Decorations. (See Chapter Custodian for access to Chapter Properties if necessary.) Plan Agenda/Program & Print Copies Week prior to event assign set-up, registration and break-down volunteers. Consider Logistics: Arrival/departure times, transportation, and parking. Prepare Attendance / Registration Log or secure a Counter to use at the door to track attendance. (Track Madison County Alumnae Chapter Sorors attendance separate from all other guests.) Decide best way to measure your success and prepare evaluation questions for your chosen Evaluation Method: Questionnaires, Survey, Checklist, Interviews, Observations, and Focus Groups. Arrange for space to be available for distribution and collection of evaluation forms onsite, if applicable. DAY OF PROGRAM: Arrive at program early (at least 2 hours) before event for set-up Assign someone to take pictures of the program. Meet vendors, speakers at the program and assist with set-up Greet guests at the door Actively manage the flow of the activity to stay on time. Allow time for the evaluation process on your program agenda and announce the importance of candid feedback to your guests. Break down & Clean up Check your contract to see if there are special clean up regulations. AFTER PROGRAM: Submit Check Requests for Reimbursements within days of purchase and pay any outstanding bills. Within two weeks after event, do a post-event committee evaluation. Discuss with committee, program successes and things that need improvement as well as committee implementation improvements. Put findings in writing for the next year and submit a copy to PP&D. Send Thank You notes as appropriate. Submit Pictures, Flyers and copies of any other documentation regarding the program to the Historian. May

65 Madison County (MS) Alumnae Chapter Delta Sigma Theta Sorority, Inc. Post-Program Planning Form NAME OF COMMITTEE and/or SUBCOMMITTEE(S): COMMITTEE CHAIR and/or CO-CHAIR(S): NAME OF THE ACTIVITY DATE & TIME LOCATION PURPOSE OF ACTIVITY EXPECTED OUTCOMES WHAT WERE THE DEMOGRAPHICS OF THE ATTENDEES? Circle all that apply Attach survey/attendance sheets Children (12 & under) Teens (13-18) Young Adults (19-30) Adults (31-54) Seniors (55 & over) Black White Hispanics Asians Other List How many chapter members participated? How many nonmembers participated? How many other volunteers/groups participated? List the groups/volunteers below: Were surveys distributed? Are the results attached? EVENT RESULTS (List results against objectives set in the beginning and any additional results. Attach any handouts/flyers etc.) ACTUAL COST OF ACTIVITY? (Attach Budget Sheet with breakdown of actual expenditures) May